Chancellor's Staff Advisory Committee Meeting Minutes July 23, 1998   Members present: Steve Honeycutt, Maggie Smith, Delacy Bradsher, Carolyn McElrath, Jan Scroggs, Charles Shivers, Steve Parrott, Mary O'Day, Melanie Rhodarmer, Nancy Williams, Mike Honeycutt, Marilyn Lonon, Richard White, Terry Bailey, Elise Henshaw. Absent: Roger Penley, Mary Chakales, Harold Johnson, Kathy Higdon, Linda Franklin, staff liaison. Others in attendance: Chancellor Patsy Reed; Eric Winters, SGA vice-president. The meeting was called to order at 1:30 in the Sidedoor by the chair, Steve Honeycutt. Steve asked if e-mail was an efficient means of communicating meeting notifications to everyone. This will work for all but Mary O'Day. The chair welcomed SGA vice president, Eric Winters. It was announced that Becky Elkin, of Institutional Research, has agreed to update the CSAC web page, at least for the present. The secretary made a correction to the minutes of the last meeting. There were no other corrections or additions. The chair reminded members that the by-laws state that anyone missing three meetings in a year is automatically dropped from the committee. In answer to a question posed at the last meeting, the chair reported that the North Carolina Open Meetings Law requires that meetings in which a quorum is present must be open. This would allow sub-committees to meet in closed session. It was agreed that, at the beginning of each meeting, the committee will go over the agenda which the chair has prepared and any additions or deletions to the agenda may be made at that time. How best to address issues brought to CSAC was discussed. The nature of the issue often will determine how it is approached. For the issues now before the committee, which have been listed under several areas, it was decided to form smaller groups to consider each area. These sub-committees will meet and make recommendations to the full committee at the next meeting. The following sub-committees were formed: Parking Leave Staff Morale Mike Honeycutt Maggie Smith Terry Bailey Marilyn Lonon Melanie Rhodarmer Steve Parrott Charles Shivers Jan Scroggs Carolyn McElrath Mary O'Day Elise Henshaw Richard White Eric Winters Marilyn Lonon Delacy Bradsher Roger Penley Linda Franklin Several issues were moved into a different area where it was determined they could be considered more appropriately. The areas of Training and Miscellaneous will be addressed later. It was decided to leave Miscellaneous in process. Members were reminded that the by-laws call for a report to be made within 60 days to anyone who presents an issue to CSAC. This may take the form of an answer or just a status report if the matter is still under consideration. Chancellor Reed asked that the committee address the need to reconcile the policy about children in the workplace. Presently there are two policies, one for staff and one for faculty. The chancellor wants to see one policy for all employees and suggested that it might be necessary for us to meet with the Faculty Welfare and Development Committee. She also asked that we discuss providing for an advisor to assist an employee during the grievance process. This would not be someone in an official position, but another member of campus with whom the employee would be comfortable. How to encourage staff to bring issues to CSAC was discussed. A form will be included in each issue of the newsletter. Setting up a suggestion box was mentioned as was the question of anonymity. Since we are a new, as yet, unproven group and employees do not know what to expect, some may be hesitant to bring issues to us. The chair asked that any CSAC member, who is approached with an issue or suggestion, put it in writing immediately and get it to the staff liaison and the chair (e-mail is fine). We want to assure that the issue is routed to the appropriate place and does not "fall through the cracks," thus enabling us to have a reply as quickly as possible, . Also the CSAC member should determine what the person's preference is as to whether or not their name is attached to the issue/suggestion and assure the person of anonymity if that is their desire. Discussion on the newsletter resulted in a decision to have each sub-committee submit an article on the progress and/or results of the issues they are considering. The articles will be sent to the secretary for editing and Mike Honeycutt and the secretary will produce the newsletter. The newsletter will come out quarterly and will be 11" by 17" folded in half to create four pages. To determine general staff interest and support for an issue, it was suggested that CSAC members make contact with employees in their area. One efficient method would be to ask to speak briefly at staff meetings held in the different areas. The design of the staff forums was discussed. The by-laws call for the forums to be semi-annual and to be organized by the CSAC vice chair. Nancy Williams said she will begin working on this and will talk to other staff to get a feel of what form they would like these meetings to take. In order to avoid orientation week and registration, the next meeting will be held a week late, August 27th at 1:30 in Highsmith, Room 37. Respectfully submitted, Elise Henshaw, Secretary