August 3, 2005



I.                     Call to Order:  President Clacie Hubbard called the meeting to order at 9:40 A.M.. 

In attendance:  Clacie Hubbard, Lucy Hearn, Melissa Thomas, Doug Jones, Judy Lowe, Ellen Pettingill, Lisa Gray, Amy Sine

Absent: Jeff Canada, Karen Wilson, Brenda Boggs


II.                  Approval of Minutes: July 13, 2005 minutes were reviewed by the senators. Melissa Thomas motioned to approve minutes. Lisa Gray second. Motion carried.


III.                 Chair/Committee Reports

a.       CUSS – Judy Lowe reported the last CUSS meeting was held at UMCES. It was a summer retreat held for internal business matters to be discussed. CUSS will be at SU on August 16.

b.      Membership – No report

c.       HR/Payroll – No report

d.      Communications – Doug Jones reported he posted the approved minutes from the last meeting to the staff senate website.

e.       President – Clacie Hubbard will include her report under old business with the picnic overview.

IV.                Old Business

a.      Staff Picnic Overview-President, Clacie Hubbard summarized the overall comments of the staff picnic to be good with areas to tweak. Senator Melissa Thomas agreed. Clacie then read some positive comments from staff regarding the picnic. It was stated that some staff members were upset about being turned away because their names were not on the RSVP sheet. Clacie emphasized how we should stay focused on the positive and to develop strategies on what to differently to improve the picnic next year. The evening picnic was held from 8:30 P.M. to 10:00 P.M.  There were 40 in attendance and 8 prepared box lunches were delivered and distributed to public safety and physical plant for employees arriving at midnight. The employees were surprised and appreciated having Kevin Mann present.




b.      Officers for 2005-2006 -

      2nd Chair-Amy Sine – Judy Lowe made a motion to nominate Amy for 2nd Chair. Motion carried.

      3rd Chair- Lisa Gray- Amy Sine made a motion to nominate Lisa for 3rd Chair. Motion carried. Melissa Thomas volunteered to take care of the staff senate web site responsibilities for the 3rd chair.

c.       Contingent II conversion list –Melissa Thomas reported that she had not received a response from Greig Mitchell regarding her initial request for a contingent II conversion list. The staff senate discussed the matter and felt strongly about addressing the issue of having the Contingent II employees informed of the conversion process. The Staff Senate will make a recommendation to Greig Mitchell requesting:

1.      To send a letter to all eligible Contingent II  employees for the July 2006 conversion with their anticipated conversion date according to the current USM policy.

2.      To suggest that this letter be sent no later than September 1, 2005.

Clacie Hubbard will follow up with Greig Mitchell.

               V.             New Business

a  Open Discussion – To plan and organize the committee’s goals for the 05-06 year.  Discussion was held on issues and topics to address for the upcoming year. The senators want to continue focusing on the following topics:

--Conversion letter for all eligible contingent II employees

--Staff picnic (summary, recap)

--Senate Bylaws

--Staff Recognition

--Holiday Social

--Staff Development

--Exempt employee handbook (policies)

VI.              Open Discussion/Other Issues:


--Amy Sine asked if her student assistant could sit in on the meetings to observe shared governance. Clacie stated that she saw no problem with this and senators agreed. 


Motion to adjourn by Judy Lowe.  Second, by Clacie Hubbard.

Meeting Adjourned at 11:05 A.M.  


Respectfully submitted,

Lucy Hearn, Secretary