July 31, 2019 Minutes

Date: July 31, 2019
Time: 10:00 AM – 12:00 PM
Location: TUC, 400 ABC

  • Call to Order 10:02am - Chris Collins 
  • Roll Call - Cynthia Treacy

Officer Reports


  • Chair’s Report - Chris Collins
    • Welcome Remarks
      • Welcome to new senators, guests & UC community 
      • Historic first FULL Senate meeting 
      • Set room up better for future meetings  
      • Thanks to Senate and staff present
    • Staff Senate background 
      • Brief overview of how senate was formed 
      • Recognition of founding members
      • Chair’s report 
        • Attended first Board of Trustees meeting on June 25, 2019. 
        • New Senator Orientation was held on June 12, 2019, and facilitated by the Staff Success Center. Special thanks to Tina Mahle for an inspiring session. 
        • All newly elected senators have been added to the new Office 365 Teams, internal Senate website, OneDrive file share, and other communication tools 
        • Two forms on Staff Senate website – proposal submission and request to speak at meeting. 
  • Secretary’s Report - Cynthia Treacy 
    • Present Minutes of last meeting of the Staff Senate Advisory Cmte. 
      • APPROVED 
    • Expectations and Membership Guidelines 
      • Role and expectations of Senate membership – communicate, promote, connect, participate, advocate and contribute. 
      • Attendance – must notify staff senate via email of any pending absence. 
    • Description of Monthly Reports by Committee Chairs 
      • Committees are expected to meet monthly 
      • The Committee Chair is expected to submit a committee report to the Secretary by the THIRD Tuesday of every month using prepared template 
        • Secretary will follow up w/ Committee chairs after this meeting to send them the template for Committee Reports
        • The templates for the Committee Reports are included in your committee folders on the internal Staff Senate website, and the Chair of each committee is responsible for submitting those reports via email to the Secretary by that Tuesday before the full meeting so that they can be included in the meeting agenda. 
      • Schedule of monthly activities 
        • Meetings are last Wed of month 10-noon 
        • Timeline of reoccurring activities: 
          • THIRD Tuesday of every month: 
            • Committee reports due to Secretary 
            • All proposal requests are due via Senate web form 
            • All requests for presenters are due via Senate web form 
          • THIRD Wednesday of every month: 
            • Secretary compiles Committee reports, proposals and requests to presentations and sends to Cabinet 
          • THIRD Thursday of every month: 
            • Cabinet meetings 
          • THIRD Friday of every month: 
            • Secretary sends meeting materials to full Senate Agenda for upcoming meeting 
            • Committee reports 
            • Minutes from previous meeting 
            • Any other documents that may be relevant 
          • LAST Wednesday of the month:
            • Senate meetings 
            • **Please note** it may take a while to get into the full swing of things, so this may have to be somewhat revised when we move forward. 
  • Treasurer’s Report - Renee Hargrove 
    • Financial 7/31/2019  
    • Memo from Nelson and Ambach, dated 7/8, approved FY 2020 budget - NLH Staff Enrichment funds - $29,724.  Begin 8/28 - we will have at least one full fiscal period.  NO issues or concerns to report.    
  • SUSPEND MEETING - Chris Collins 
    • Suspend meeting for committees to elect chairs of committees and set meeting schedule.  
      • Motion: Deb Peters   
      • Second: Nathaniel O’Der  
      • All in favor: Unanimous 
    • Guests and visitors are invited to participate in committee meetings if you’re interested in any of the standing committees.  
  • MEETING OF STANDING COMMITTEES -Committee Chairs 
    • Committees met and elected chairs & co-chairs  
  • CALL TO ORDER - Chris Collins 
    • Reconvened at 10:54 am 

Committee Reports


  • Budget & Human Resource Committee - Renee Hargrove
    • Reviewed charge of the Budget & Human Resources Committee. 
    • Chair is Renee Hargrove 
    • Co-Chair is Debbie Myree
  • Membership & Elections - Lacey McCarthy
    • Reviewed charge of the Membership & Elections Committee. 
    • Chair is Lacey McCarthy 
    • Daniel Cummins and Nicole Blount will CO-CO CHAIR   
    • If you sit on a university or other governance committee and see faculty and student representation, but no staff representation, please contact Lacey McCarthy. This committee will be responsible for requesting staff representation on appropriate university committees. Increased representation is one of the ways that we can increase staff engagement and satisfaction. 
  • Information Technology Committee - Chris Collins
    • Outgoing chair Chris Collins
    • Reviewed charge of the Information Technology Committee. 
    • Members of the IT committee will include staff senators, one member involved with IT from each area that reports to the President, and the Vice President & CIO for Information Technology or his designee (ex-officio). Nelson Vincent has appointed Katrina Biscay to the committee. 
    • Chair is Brittany Bibb 
    • Jordan Menefield will serve as Co Chair  
  • Communication & Recognition Committee - Christine Gilliam
    • Outgoing chair Cindy Treacy 
    • Reviewed charge of the Communication & Recognition Committee. 
    • Chair is Christine Gilliam 
    • Co-Chair is Laine Blum 
  • Governance Committee - Debra Peters 
    • Reviewed charge of the Governance Committee. 
    • Chair is Daniel Brummett 
    • Co-Chair is Heidi Pettyjohn 

Senate Business


  • Old Business (listed, including all voting items) - Chris Collins 
    • Helping Hands Program 
      • All Staff Senators are encouraged to participate in the Helping Hands program this year, and to encourage staff in your areas to participate.  Record 7000 students to residence halls.  
      • President Pinto emailed earlier this month, find the sign-up link in email.  Deadline is 8/5.  Service 8/20 - 8/22  
      • Great opportunity to meet parents, be the face of the university, get involved from beginning.   Even a little time helps.  Free lunch, free t-shirt and free week at Rec Center. 
  • New Business (listed, including all voting items) - Chris Collins 
    • Discussed online web form process for Guest Speaker requests. 
      • Process to handle communication to Staff Senate. Form on our website to present. Requests reviewed at cabinet meeting before senate. We will be sensitive to issues that are time sensitive. 
    • Discussed online suggestion process for submission of suggestions and proposals. All proposals will be considered, and if appropriate for Staff Senate, assigned to an officer or committee for follow-up. 
  • ADJOURN - 11:14 am 
    • Adjourn – VOTE - Chris Collins 
    • Motion: Qasim McCreagh 
    • Second: Jasmine Burno 
    • All in Favor: Unanumous 
    • Meeting adjourned at 11:14 AM. 

Meeting minutes submitted by Cynthia Treacy.

  • ACTION ITEMS 
    • Correct Dy'an Marinos name plate 
    • Carol Tonge-Mack needs access to the OneDrive/ SharePoint