Social Events Committee
FY 2010 Report
Formed in FY 2001, The Social Events Committee (SEC) serves as the planning and implementation
body for Library-wide social occasions such as retirement, service recognition, holidays, promotions, and
other receptions. Financial support is provided by the University Librarian's Office or other appropriate
resources.
Composition
The Committee is comprised of two faculty members and two staff members (one AP) appointed by the
University Librarian in consultation with the Executive Committee. Members are appointed for two-year
staggered terms and may be reappointed for one successive term.
Membership
Becky Smith, Chair (08/15/10)*
Jenny Emanuel (08/15/11)
Cindy Kelly (ex-officio)
Paula Reveal (08/15/11)
Zoe Revell (8/15/11)
Joyce Wright (08/15/10)**
* Second Term
** Third Term
One staff member had to withdraw in serving the Committee due to other work-related commitments.
Joyce Wright was Chair last year and agreed to serve one additional year.
Budget
The budget for the SEC was $12,500, same as FY 09. However, due to rising food costs, the University
Librarian’s office provided an additional $500 as there were few funds left for the New Employees
Recognition event.
Activities
The SEC traditionally puts on four events throughout the year. These events include:
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Long Term Employee Recognition Breakfast in October (including gifts and certificates)
Holiday Joy Luncheon in December (including Helping Hands for a needy university family)
Cookie Day during the Spring Semester
New Employee Recognition Event in the summer (with library bags and pens)
There were no complaints this year about any of the events.
Logistics
Three of the four events require coordination of the following: the Dean’s schedule, a room, a caterer, a
podium/microphone, picture taking by someone in Advancement and set up by F & S team.
The Long Term Employee Recognition requires the most coordination and effort. a room near the Main
Library (usually the YMCA on campus), a caterer (Classic Events), the F & S team to begin setting up
chairs, dining & gift tables (beginning at 7am), in which the SEC a slide projector, podium, table cloths
and decorations as the breakfast generally begins around 8:30, and the ceremony commences at 9. The
HR office prints the names on poster boards (which are on easels), prints name tags for the honorees,
and there are programs with the honorees names. Additionally, a couple of members of the Committee
are tasked to buy small gifts and wrap those, name tags for plus take digital pictures of the honorees for
the Powerpoint slide show. The SEC has to help the F & S team take down what was set up afterward.
This is a well attended event.
Holiday Joy is generally held at the Levis Center and is a catered event. Levis staff and the caterer do
the tables, chairs, table clothes. SEC arranges the room, coordinates with the caterer (Classic Events),
and decorates the tables, as well provides a boom box for music. Additionally, the Committee also sends
out calls for bringing gifts or goods for a university family in need, and those are wrapped and packed in
Cindy Kelly’s min-van. There is some clean up in terms of decorations being retrieved. This event is
also popular with the staff and faculty.
Cookie Day was held in conjunction of ALA Library Worker Appreciation Day. Zoe Revell bought the
cookies at Mejer and the Committee decorated a table in Room 127 for employees to drop by between
10am and 3:30pm. The SEC also does clean up afterwards. Employees enjoy the break.
The New Employees Recognition Event was a meet-and-greet reception in the Marshall Gallery. It was
not as well attended this year compared to last year’s lunch, perhaps because it was held in the afternoon
or not enough e-mails were sent out ahead of time. LA Gourmet, the caterer did an excellent job in
replenishing the food and there was more than ample beverages available for anyone who wasn’t able to
attend.
The Advancement Unit took pictures for 3 of the 4 events.
Recommendations
The Chair recommends that this Committee continue to be funded as the events are morale boosters for
all of the staff and for the Team. The faculty(who attend)/ staff seem to enjoy having seasonal social
events. However, the budget will need to be increased at least $1000 to $1500 because of rising costs of
food and attendance overall was up from the previous year and anticipates that trend will continue.
Website will need to be updated.
Other Suggestions
For the Long Term Employees breakfast, the Committee could explore faculty and academic
professionals as honorees in addition to the Staff to make it a more inclusive event. Also, another venue
besides the YMCA, such as the Campbell Alumni Center could be rented (for slightly more) for the cost of
the YMCA if set-ups, tables, table cloths, podium, microphone, and chairs were included. Three out of
five Committee members felt that the Breakfast set up (from F & S and the SEC) especially at hourly rates
from staff and faculty time should not be spent on laborious tasks. Moreover, gifts, while nice to have,
could be optional or be limited to “Uncover and Discover” pens and library bags.