Chancellor's Staff Advisory Committee Meeting Minutes June 30, 1998   Members present: Terry Bailey, Delacy Bradsher, Mary Chakales, Elise Henshaw, Kathy Higdon, Steve Honeycutt, Harold Johnson, Carolyn McElrath, Mary O'Day, Steve Parrott, Roger Penley, Melanie Rhodarmer, Jan Scroggs, Charles Shivers, Maggie Smith, Richard White, Nancy Williams. Absent: Mike Honeycutt, Marilyn Lonon. Others in attendance: Chancellor Patsy Reed; Linda Franklin, ex officio; Betty Ponder and Mike Small, By-Laws Task Force. Chancellor Reed convened the first meeting of the chancellor's Staff Advisory Committee (CSAC) with a welcome to all of the elected members. After introductions of everyone, she commented on the process by which this committee was created and thanked the task force of six who designed the framework for CSAC and created the by-laws. She said the agenda for the meeting would include election of a chair and establishing a standard meeting time for the group. The chair then would preside over the election of the remaining offices of vice chair and secretary. The newly elected CSAC Chair will be introduced to the Board of Trustees on Tuesday, July 14th, and will have an opportunity to address the Trustees. Dr. Reed led a review of the by-laws and discussed the mission, as well as the composition, of the group. She emphasized that CSAC is not to replace existing procedures or groups and will not hear issues considered to be grievances by employees. These will be directed to the Grievance Procedure through the Human Resources Office. Supervisors are expected to provide work time for CSAC members to attend meetings. Dr. Reed asked that she be notified if anyone has a problem obtaining release time to attend. CSAC meetings are subject to the North Carolina Open Meetings law and must be conducted in accordance with this law. This requires announcing meetings in advance and keeping minutes of meetings, which are open to anyone on request. She suggested the committee consider establishing guidelines regarding visitors speaking at CSAC meetings. Dr. Reed opened the floor for questions. A question was raised regarding available funds to cover a newsletter or other expenses that might occur. Dr. Reed said there were no funds dedicated to this group but indicated that her office should be contacted if duplicating or other needs arise. She indicated that funds for professional development are available through Human Resources and suggested that CSAC make recommendations to this office for uses of these funds. In terms of the UNC system, UNCA is among the first campuses to have a representative staff organization. System president, Molly Broad, now has asked that each chancellor establish such a group. It was announced that Becky Elkin, of Institutional Research, has created a web page for CSAC. The page has been established with a copy of the by-laws and a listing of elected members with their e-mail address and phone number . Minutes of meetings also will be posted. The page may be viewed at www.unca.edu/csac Chancellor Reed then opened the floor for nominations for the office of CSAC Chair. Steve Honeycutt was nominated by Elise Henshaw, who cited his previous work as chair of the task force which created the by-laws. Nancy Williams was nominated but declined in deference to Steve. Steve was elected unanimously as the first CSAC Chair. Chancellor Reed then turned the meeting over to Steve. Steve opened the floor for nominations for vice chair and secretary. Nancy Williams and Melanie Rhodarmer were nominated for vice chair. Nancy Williams was elected. Elise Henshaw was elected secretary. For continuity, some CSAC members will hold office for one year and some for two years during the start-up process. Each area represented on the committee* was queried and the following terms of office were established: One Year Term Two Year Term Mike Honeycutt - AA Elise Henshaw - AA Marilyn Lonon - AA Richard White - AA Mary O'Day - CH Terry Bailey - CH Roger Penley - FM Harold Johnson - FM Charles Shivers - FM Steve Parrott - FM Delacy Bradsher - FA Steve Honeycutt - FA Maggie Smith - SA Kathy Higdon - FA Mary Chakales - UR Nancy Williams - SA Carolyn McElrath - appointed Melanie Rhodarmer - SA Jan Scroggs - appointed * AA - Academic Affairs CH - Chancellor's Area FA - Financial Affairs FM - Facilities Management SA - Student Affairs UR - University Relations Appointed - Two members are appointed by the Chancellor A summary of the results of the May 1, 1998 survey, taken to determine issues of concern to staff, was reviewed. Some of the issues listed were: price of parking decals, training seminars, staff morale, in-range salary adjustment policy, a floating holiday, policy on bringing children to campus, participation in long-range planning, job up-grades, revising time sheets, time for fitness pursuits, and review of office hours. Also brought up was the issue of the expense of parking decals for the housekeepers who now are working nights. A copy of the survey results will be sent to each CSAC member for review. At the next meeting, a decision will be made as to which issues should take priority for discussion and action. The committee will have to determine whether a particular issue involves a general statute (which is not subject to action by the committee) or a UNCA policy (which is within the jurisdiction of the committee to propose change). Delacy said that, even in those areas which cannot be changed, we can explore creative ways to address an undesirable situation. She suggested that we need to educate, give an historical perspective to such issues, and look at alternative ways to address them. A concern was expressed regarding a conflict which might arise between adhering to the North Carolina Open Meetings Law and individuals feeling free to speak openly in CSAC meetings. Members agreed this was an area of concern and may have to be dealt with on a individual basis. Since the committee will be dealing with issues and not individuals, this may present a significant problem. Regarding protecting an individual's confidentiality, members will need to exercise their judgement when approached with an issue. It will be the responsibility of each representative to put in writing any issue of which they become aware. The issue should then be forwarded to the chair and the staff liaison. The name of the originator may be attached to the issue or not based on the wishes of the originator. The staff liaison can see that the issue is brought to the appropriate committee or office. If the issue is within CSAC jurisdiction, the committee member can offer to bring it to the next meeting or suggest that the employee come to the meeting and submit it in person. The committee agreed to meet monthly on the third Thursday at 1:30 p.m. However, because of the annual summer picnic, the July meeting will be held on Thursday, July 23rd, at 1:30 in the Side Door of the Highsmith Center. The Chair adjourned the meeting.   Respectfully submitted, Elise Henshaw, Secretary