Staff Council

Staff Council Meeting Minutes 10 September 2015

IN ATTENDANCE : Athletics – n/a; Commandant of Cadets – Kevin Dougherty; Orlando Garcia; Tom Harris, Shelton Milner, Eileen Quinn; Communications & Marketing – Sam McAdams; Finance – Lauren Merriken; Operations – Jay Beam, Hillary Becker, Allison Bringardner, Paul Cantrell, Mary Game, Jonathan Lewellyn, Scott Monnier, Beau Quarles, Allison Bringardner, Jonathan Lewellyn, Mark Magnussen, Scott Monnier, Skipper Ott, Beau Quarles, Tonie Velie; Institutional Advancement – n/a; President – Ashley Witherspoon; Provost – Margaret Gannon, Deborah Howard, Kelley Kinney, Lisa Lugo, Courtney McAllister, , Lauren Smalls; Guests – Lieutenant General John Rosa, President of the Citadel; Col W. Brett Ashworth, VP of Communications & Marketing; Col Joseph Garcia, VP of Finance; CAPT Geno Paluso, Commandant of Cadets; Col Tom Philipkosky, VP of Operations; Denise Ugast, Special Assistant to the President

EXCUSED ABSENCE : Athletics – n/a; Commandant of Cadets – n/a; Communications & Marketing – n/a; Finance – n/a; Operations – Mary Game, Dana Richardson; Institutional Advancement – n/a; Provost – Ruby Murray

UNEXCUSED ABSENCE : Athletics – n/a; Commandant of Cadets – n/a; Communications & Marketing – n/a; Finance – Debi Barrineau; Operations – n/a; Institutional Advancement – n/a; President – n/a; Provost – n/a

I. CALL TO ORDER The meeting was called to order by Staff Council Chairman Beau Quarles at 9:34 AM.

II. INTRODUCTION OF SENIOR STAFF AND MEMBERS OF STAFF COUNCIL. Lt Gen Rosa and the VPs introduced themselves to those in attendance. All members of Staff Council introduced themselves. Rosa thanked SC members for their hard work and accomplishments.

III. STAFF COUNCIL STATE OF AFFAIRS REPORT SC Chairman Beau Quarles thanked Lt Gen Rosa and the VPs for attending and participating in today’s meeting.

A. Goals met. 1. Employee Appreciation Day. Thursday, 21 May 2015. All reports given in regards of the event have been positive. This year the number of attendees increased greatly to over 500 people where before maybe 350 people attended. 2. Tobacco Free Campus. As of this morning the Office of the President announced that Staff Council’s proposal for a tobacco free campus was accepted. 3. Equality for Full-time Temp employees. In the last year the SC constitution & by-laws have been changed in regards to Full-Time Temporary Employees. Before only Full time Employees could serve on SC. Now Full time temporary employees can be elected to SC and may also potentially serve on SC’s Executive Committee. 4. SC webpage updates. The SC webpage has been redesigned and now offers much more campus information for anyone interested. 5. Open Discussions on Campus. More people on campus are communicating their cares and concerns to SC members. That information is then passed on to the designated VP for that area and answered. With this all staff voices are heard.

16 July 2015 Page 1 B. Present goals. 1. Citadel Yard Sale. SC is interested in bringing back The Citadel Yard sale to gain money for a cause that has yet to be determined. 2. Generate funding for SC. Find ways to keep SC financed to do what the group needs/wants to do for our campus. 3. Share Point site for feedback. SC now has a SharePoint side so that members of SC and all other members of The Citadel’s staff can make comments, offer information, voice concerns, etc.

C. Future goals. 1. Elect a new Vice-Chairman of Staff Council. SC Vice-Chairman Jon Cole has left his job in the Athletic Department to take a job at Florida State University’s athletic department. 2. New position created on SC Executive Committee. As SC hopes to bring in money for the group, an individual on SC will need to oversee those funds. 3. Campus Oyster Roast. SC would like to host regular events for campus staff. An idea for this fall would be an oyster roast. More information will be given as plans are made. The first of these could be in October of this year.

D. Staff Council Budget Reconciliation. Mr. Quarles presented the following report on expenditures for EAD. Monies Received: (* Barns & Noble through The Citadel Foundation $500.00 ) (* from Lt Gen Rosa's office $5,000.00 ) (* from Proceeds dunking booth at EAD $38.25 ) (+ from Procurement Services $1,000.00 ) $6,538.25

Two accounts were set up this year for Staff Council and EAD by LTC Jay Pachir, Citadel Controller. 1. 114550(+) – EAD. An Education & General Fund (E & G Fund), set up to accept Procurement Services donations only for EAD. When funds remain at the end of the fiscal year, the funds are swept back into the E & G fund for college use. 2. 106150(*) – EAD. A non-general Fund account. These funds are also to be used for Staff Council supplies. When funds remain at the end of the fiscal year, the funds roll over to the next year.  The following amounts were spent by the EAD Committee in support of EAD held on 21 May 2015. From 114550 $256. Supplies - raffle tickets, signs, prize buckets, etc. 13 $226. Hughes Rental - dunking booth & snow cone machine 77 $482. Total 90

16 July 2015 Page 2  However, since the funds were remaining in on E & G, they were swept back into the E & G fund at fiscal year-end, 30 June 2015. The balance in 114550 is currently $0.

16 July 2015 Page 3 From 160250 Club Colors – t-shirts $2,544.26 Payment of 2014 EAD expenses - as we were NSF $1,111.27 Payment of Motor Pool - expense for transport vans $64.43 Total $3,719.96

IV. LIEUTENANT GENERAL JOHN ROSA, PRESIDENT OF THE CITADEL’S REPORT. A. Gen Rosa thanked Lauren Merriken for FOR WHAT DID HE THANK HER? . He stated that she was on point. B. Employee Appreciation Day.  He stated that noticed the large number of employees who attended Employee Appreciation Day. Mr. Quarles stated that over 500 people attended this year. In previous years approximately 200 employees attended.  Gen Rosa requested that SC needs to invite all contract employees as well as Citadel employees. These would include GCA janitorial, Aramark food services and The Citadel Foundation.  Busses will be made available next year for those who do not have their own transportation to the beach house.  He asked if all employees are able to attend. Hilary Becker stated that some supervisors have mandatory staff members stay on campus as a precaution. Public Safety is unable to attend the event as the campus must be kept safe. Mr. Quarles stated that their t-shirts sizes were predetermined and on the day of the event t-shirts and food was delivered to them on campus. C. Campus activity. This year the campus and all involved are more focused and better prepared for this school year. He has asked all academic professors to keep an eye on cadets academically and militarily. If a cadet is not following cadet rules, the cadet should be reported. D. Military Tattoo. The Citadel’s Regimental Band was the only US military band to be invited to perform at the Edinburgh Military Tattoo for the month of Augusts of this year. They were able to witness top military bands from all over the world. The presentation was great for both The Citadel and the United States. Over a billion people were said to have watched the event. The cadets stood out very well during their stay and performances. He attended and said that Regimental Band gave our school very good representation. E. National Recognition for Citadel cadets.  Cadet James A Jenkins, from 1st Battalion staff was recognized for achieving highest physical fitness score amongst all USMC OCS participants during summer training sessions.  Cadet Brian D Bilbo from Regimental Band was recognized as The Outstanding ROTC Cadet of the Year by the Air Force Association. F. Planning ahead. Lt Gen Rosa reported that more cadets than before are focusing on life after The Citadel. They are planning ahead now more than ever. G. President’s Office returning. The offices associated with the Office of the President are moving back to their original location in the President’s wing of Bond Hall. Renovations were made physically and environmentally with new HVAC units. H. Public Safety moving. The office of Public Safety is moving from their location at Lesesne Gate to Bond Hall, rooms 207 & 208.

V. CAPT GENO PALUSO, COMMANDANT OF CADETS’ REPORT A. Corps of Cadets.  CAPT Paluso stated that this school year has started much quieter than last year as he was brand new to the campus last year.  The first cadets returned to campus in mid-July.

16 July 2015 Page 4  On Matriculation Day, 680 freshman reported to campus.  This year’s cadre has been trained to be professional. Attrition is NOT the mission. Keeping cadets on campus is a priority to him and any cadet who does not follow his order will be reprimanded accordingly.  As of today, 46 freshmen have withdrawn. This is on par percentage wise in comparison with previous years. B. Employee-Cadet relations. If any staff member is not treated appropriately by a cadet, he wants to be made aware immediately. When reporting an ill-behaved cadet he will need the cadet’s name and company at a minimum. C. Cadets & Citadel football. He and his staff have found that the cadets now sit on the east side stands rather than in the west side, visitor stands D. Cadet Accountability System (CAS). He is very aware that the new CAS system is not working properly and is not user friendly. The school payed $1.3 million for the system and it is still not working as it should. Dr. Connie Book, Provost & Dean of The Citadel is working with the contractors to fix any and all problems. He continued but saying that the CAS system will be a continuous project but that many of the issues should be resolved within a week. E. Cadet Discipline.  The Commandant’s office is making big changes in The Citadel discipline of cadets. Marching tours will not be the only option for punishment earned. He would like to have something more productive options to punish cadets.  All cadet cons are now done in one location so that it can be supervised.  Should anyone have any cadet discipline questions they should contact LtCol Bob Sberna, the Assistant Commandant for Discipline.

VI. COL. TOM PHILIPKOSKY, VP OF OPERATIONS’ REPORT A. Tobacco Free Campus. He reported that the new smoking policies will go into effect 1 January 2016 with Signage posted with appropriate warnings about tobacco use. Update all written materials and webpages to reflect the new policy. Effective 1 July 2016: The Citadel campus will be entirely tobacco-free.  http://www.citadel.edu/root/images/BOV/Policies/02-president/2-014-tobacco-product- free-campus.pdf Information and the official tobacco free policy can be found at this website.  This policy covers every building, including domiciles on campus.  All new lease agreements for campus domiciles will include the tobacco free policy.  With the new Employee Assistance Program (EAP) smoking cessation counseling will be available for free to employees as well as their immediate family members.  All Citadel students will be offered smoking cessation counseling through the Campus Alcohol & Drug Center (CADIC) free of charge. B. Photo ID tags for Citadel employees. The use of photo ID tags has gone into effect. With this the campus has more & better security. He asked that those present remind those in their areas to make it clear that a ID tags are mandatory. In the future employees will have to scan their card to gain access to certain areas of campus. Lt Gen Rosa told the group that the world has become more dangerous and that The Citadel is taking precautions to protect students and employees. He then asked the all employees become for vigilant and keep an eye out for any questionable situation. C. The Citadel Foundation (TCF) drive. TCF will begin the campaigning of all Citadel employees to donate to the betterment of the college. The drive will begin in late October.

VII. COL. W. BRENT ASHWORTH, VP OF COMMUNICATIONS & MARKETING’S REPORT 16 July 2015 Page 5 A. #1 Public College in SC. For the fifth consecutive year, The Citadel has been recognized by U.S. News & World Report as the top public college in the South for institutions granting up to a master's degree. While the internationally renowned South Carolina Corps of Cadets is the traditional centerpiece for our college, we also operate non-military degree and certification programs in The Citadel Graduate College and the Evening Undergraduate Studies program, which appeal to people interested in furthering their education or careers. He stated that all Citadel employees should be proud because without them, The Citadel would not be able to rank as highly as we did. B. The Citadel’s MBA program ranked highly but the Princeton Review. Known for its college rankings based on how students rate their schools – has named The Citadel School of Business Administration among its best 296 business schools. The New York-based education services company profiles the school in the 2009 edition of its “Best Business Schools,” which was released this week. The Princeton Review does not assign a number to the schools that its ranks. The college’s selection is based on survey results collected from students at the best AACSB-accredited MBA programs in the world and statistical information gathered from numerous sources. There are 553 business schools or business programs with AACSB accreditation nationwide.

VIII. COL. JOSEPH GARCIA, VP OF FINANCE’S REPORT A. Citadel Finances. Col Garcia stated that this has been a transitional year for the school’s financial departments. The General Fund is increasing. $200,000 has been returned and the school is being more conservative with expenditures. He continued by informing the group that The Citadel has no large sums of money available to the school. Each department is handling their own funding and managing their budget. Due to this expenditures are handled more efficiently. B. Veteran Students. All veteran students pay in-state tuition. This is a loss of funding for the school but The Citadel is supportive of all veterans. With due diligence The Citadel can deter potential crime rather than solve it. C. Future Events for Staff Council. It has been brought to his attention that Staff Council would like to host an oyster roast after the first of the year for all employees. It was said that this would be a second Employee Appreciation Day for all Citadel employees.

IX. REVIEW AND APPROVAL OF THE 16 JULY 2015 MINUTES Shelton Milner stated that she had sent the July 2015 minutes to all members of SC along with the meeting notice and agenda for today’s meeting. Lauren Merriken made a motion to approve the minutes from the July meeting. Margaret Gannon seconded the motion. All were in favor. The minutes from the 16 July meeting were approved.

X. CHAIRMAN’S MONTHLY REPORT – Staff Council Chairman Beau Quarles reminded the group that with former SC Vice-President vacating his position, a new VP must be chosen. Mr. Quarles nominated Scott Monnier from F&E to fill the position. Discussion ensued. Hilary Becker made the motion to accept Mr. Monnier as the new VP of SC. Tom Harris seconded the motion. Scott Monnier is not the new VP for SC. In the last meeting there was discussion of bringing on a treasurer for SC. This person would oversee the budget and expenses of SC. But, to do this, adding a treasurer to the executive committee will need to be added to the SC Policies & Procedures. Hilary Becker made the motion to make the needed changes. Tom Harris seconded the motion. It was then determined that the addition of a treasurer to SC would be added to the SC policies & Procedures.

XI. MAJ. LEAH SCHONFELD, DIRECTOR OF HUMAN RESOURCE’S REPORT 16 July 2015 Page 6 A. Employee Performance Management Sytem (EPMS). All EPMSs are to be turned in before the end of October. Supervisors will complete these on employees. If you or your supervisor have any questions they can contact her. B. State Employee Bonus. The state has approved the $800 bonus for all state employees who make under $50,000 a year. This money will be in the 30 October paycheck. C. Trident United Way. Human Resources he heading the TUW campaign this year. The cutoff date is 10 October but if more time is needed, the deadline can be extended. She asked that SC members help support the campaign. She pointed out that if every employee donated $2 per paycheck The Citadel’s TUW goal would be reached. D. Day of Caring. The Citadel will once again take part in Charleston’s Day of Caring. Last year The Citadel worked with Burke High School which next to Johnson-Hagood stadium. This year the recipient may change but she will get more information out before the day which is sometime in November.

XII. NEW BUSINESS A. Walk with a Doc. Ashley Witherspoon reported that the HESS department has begun their Walk with a Doc program where Citadel employees are encouraged to take part by walking and listing to information by HESS employee. Participation can be done with a group or on their own time. B. Adopt a Highway (AAH). Shelton Milner reminded the group that an AAH event is taking place on Hagood avenue beginning at 3:30 pm today. A group will meet at the Holiday Alumni Center and disperse to pick up garbage to both ends of Hagood Avenue. Everyone on campus is invited to attend.

XIII. ADJOURNMENT Motion to end the meeting was made by Eileen Quinn and seconded by Mark Magnussen. All present agreed. The meeting was adjourned at 10:52 AM

Respectfully Submitted by:

Shelton Milner Staff Council, Secretary

16 July 2015 Page 7