Employee Advisory Committee

EMPLOYEE ADVISORY COMMITTEE

Meeting Minutes

April 6, 2004

Library Conference Room

Present: Co-chair Camilla Washington, Co-chair Jason McClain, Keri Sue Brunk, Chris Carter,

Al Frankfort, Rose Gray, Robert Hanson, Michelle Hite-Martin, Linda Holman, Irma Housden, Candace Kluesner, Susan Linn, Karen Raines

Absent: Jane Beach, Brian Charette, Jackie Ciccone, Vickie Lilly, Mack Moore

Camilla Washington called the meeting to order.

APPROVAL OF MINUTES

Minutes of the February 10, 2004, meeting were approved with no corrections or additions.

REPORT ON EVENTS

Camilla Washington gave an update on Employee Appreciation Day 2004. She thanked EADay Steering Committee member Michelle Hite-Martin for help with publicity and ensuring that the EADay registration form was published in the April issue of the employee newsletter, JMUniverse. Camilla also reported that the EADay Web site [www.jmu.edu/ead] was up and running. She asked EAC members to remind employees in their divisions to register for EADay.

Camilla reported that the EADay Tug-O-War event was canceled. She said that everyone liked the idea, but there was no time to get it coordinated for this year’s EADay.

Chris Carter inquired about the dress code for EADay, stating that employees in Student Affairs received a memo stating jean were not acceptable attire for the day. Jason McClain said he thought that might need clarification and it was not a “university-wide” suggestion. Jason volunteered to get clarification and report back to the EAC.

Keri Sue Brunk inquired if steps had been taken to ensure that employees registered for golf at Packsaddle Ridge Golf Club would not be drinking alcohol during business hours. Camilla reported that the EADay Steering Committee took steps to ensure that no beer or alcoholic beverages would be on the beverage carts during the EADay-sponsored events at Packsaddle.

Camilla also shared the EADay menu with EAC members. The 2004 EADay menu includes hot dogs, hamburgers, veggie burgers, macaroni and cheese, cucumber dill salad, black bean salad, assorted beverages and ice cream novelties.

Addressing the next agenda item, Camilla asked EAC members to discuss a date for President Linwood H. Rose to address staff. She said the address had been moved from Spring Break week to a fall date in past years. Karen Raines suggested that the date not coincide with student move-in days. After brief discussion, members agreed on August 13, at 9 a.m.

Keri Sue asked when the date would be announced to the JMU community. Members agreed to send a “Save-the-Date” announcement to department heads.

Camilla reminded members of the EAC Events Committee (Jane Beach, Jackie Ciccone, Vickie Lilly and Jason McClain) that the Wilson Hall stage needs to be decorated appropriately for the president’s address. She also reminded those members to make sure a wireless mic was provided and a thank-you note was addressed to President Rose.

UPDATE ON ISSUES

Susan Linn reported that the College of Arts and Letters would run a pilot mentorship program.

After brief discussion, members decided to receive an update report on the program in fall semester, so the EAC could draft a set of guidelines for a university mentorship program.

Camilla reported that the Presidential Commission on Diversity had officially adjourned. She said the commission’s worked resulted in several changes, most notably four new staff positions and reorganizations in Financial Aid and Admissions.

OLD BUSINESS

Jason reported on parking fees saying that inquiries were still being studied, for example the “reasonableness” of the $100 fee for no hang tag. He also reported that the fee structure will also changed next academic year. There will be a slight increase for staff —$.50 cents per pay period. The increase will be across-the-board and will be $12 more per year for full-time employees and $6 per year for part-time employees. Jason said that this increase is to help fund a new parking deck that will include 750 new spaces and bring the total campus parking spaces to 3,000. Jason reported that the Parking Advisory Committee voted unanimously for the fee increase and that Towana Moore of Parking Services would be willing to meet with the EAC members to discuss any questions or concerns. Jason told EAC members that this news was not yet “public knowledge,” and he invited feedback from members.

Camilla reported on the Annual Letter to Staff and the Commission and Committees Nomination Form announcement. She reported that the Letter to Staff was distributed as an e-mail as well as in hard copy form for Facilities Management and Human Resources. The letter detailed instructions for submitting self-nominations for commissions and committees. Camilla said that nine electronic responses have been received. She said that an average of 20 to 25 employees usually respond to volunteer for service on commissions and committees.

NEW BUSINESS

Camilla reported that EAC co-chairs usually serve two years and that Jason would be a co-chair next academic year. Camilla has served two years at the end of this academic year 2003-04. She asked members to contact Jason if they are interested in serving as co-chair or wish to nominate a fellow EAC member for the position for 2004-05.

MEMBER CONCERNS AND OTHER BUSINESS

Rose Gray asked members what they thought of the idea of an Employee Morale Survey. She said that employees in the College of Arts and Letters were given the opportunity to fill out such a survey annually. Linda Holman shared some of the questions and results from last year’s survey. After some discussion, including the question of what will be done with the results (raised by Keri Sue), members agreed that this would be a good idea to include in the 2004-05 EAC goals. Linda asked members to consider forming a sub-committee to look at issues so the survey could be ready by fall semester. Camilla reported that the survey idea had to be brought before the president’s office for approval, and that it may be a good idea to look further into the plan before it is presented to Dr. Rose. Several EAC members expressed concern about surveying for feedback on issues and university policies that the EAC cannot change. Other members expressed concern about what would be done with the survey results. Camilla said that she would talk to Donna Harper and see if the president likes the survey idea and that the EAC members could proceed from that point.

Keri Sue asked members to remind employees in their respective divisions to keep watch in campus mail for mailings related to employee benefits. She said there will be an approximate 14 percent increase in health insurance and that there will be changes in dental providers. There will also be a new mental health provider and employees may possibly have to carry four separate insurance cards (medical, pharmacy, dental and mental health). She said these are all statewide changes that will begin in July 2004. Camilla reiterated that EAC members should remind faculty and staff in their divisions to investigate the changes and ask HR staff for help with questions.

The meeting was adjourned at 2:10 p.m.

Respectfully submitted,

Michelle Hite-Martin