August Meeting Minutes
August 14th, 2013 10:00am-12:00pm
University Center 330/331
Welcome & Call to Order
President Singleton called the meeting to order at 10:00am.
Roll Call
Secretary Maggie Linder took attendance.
Attendees: Jay Bruns, David Crowley, Kristine Csorosz, Matt Filer, Molly Fishburn-Mathew,
Gary Hagler, Chuck Harris, Natalie Hiller-Claridge, Lisa Marie Hyslop, Maggie Linder, Becky
Maier, Maria Mangold, Roger McDonald, Sandi Nelson, Kathy Reeves, Hannah Singleton, Sara
Smith, Jimmy Stevens, Kathie Tattory, Maureen Ward, Angela Weisenburger, Jennifer ZellmerCuaresma, Judy Wellert (Administrative Associate), Darlene Samson (Ex-Officio)
Excused: Andi Armstrong, Geri Fox, Michael Maas, Denise May, Jaylene Naylor, Gloria
Phillip, Maryann Robison, Brandie Terpe
Absent: Kelly Wasson
Approval of June Minutes
President Singleton presented the minutes of July 10th, 2013. A few edits were recommended by
senators. Senator Hyslop motioned to approve, Senator Filer seconded, motion carried.
Financial Report
Financial Officer Ward provided handouts and reviewed the current Fiscal Year (FY) 2014 Expense
Report as well as the FY 2014 Proposed Operating Budget for MAFT09. There was some discussion
about the telephone fixed costs and the necessity to have a campus phone line as Judy is the only direct
contact for Staff Senate. It was noted that the MUSSA meeting mileage reimbursements are hard to
budget for as the locations have yet to be determined. Ex-Officio Darlene Samson commented on the
new budget layout, explaining that this layout fulfills the financial reporting needs that were determined
in past years. Lastly, Financial Officer Ward explained that it needs to be arranged so that all scholarship
funds, including payroll deductions, get deposited into the UM Foundation account for Staff Senate
Scholarship. Ex-Officio Samson motioned to approve, Senator Weisenburger seconded, motion carried.
Old Business
Goal Setting and Feedback from Retreat
President Singleton explained that the Executive Officer Committee had met and reviewed the feedback
from the July meeting’s goal setting break out session. The major theme from the session was
professional development. Discussion ensued about professional development and what action to take
next. Discussion points included:
1. Does Staff Senate need to do a small survey to find out more information from staff to help guide
the Staff Senate’s actions regarding professional development?
2. MUSSA’s request for information, based on a staff survey, of what works well and what doesn’t
work well regarding professional development. This information could be presented at the Board
of Regents meeting in January.
3. Should Staff Senate provide more communication about professional development opportunities
such as the Staff Ambassador program or the Happiness Project on campus.
4. Organizing an ad-hoc committee to collaborate with Cindy Boies to work on professional
development. Cindy Boies is tentatively set to be at the September meeting, which will give Staff
Senate more information on whether or not this would be a valuable committee.
5. The possibility about providing a scholarship or grant to help staff pay for books or professional
development. This led to discussion about the cost of the continuing education classes for
professional development and the fact that staff currently receive a 40% discount.
New Business
New Senator
Due to Financial Officer Ward resigning as Staff Senator because of employment relocation to Helena, a
Staff Senator position is vacant. President Singleton read aloud an email from Erin Steuer, Outreach and
Violence Prevention Coordinator at Curry Health Center, in which Erin expressed her interest in
becoming a member or Staff Senate. Erin would serve a one year term in the professional category as
she is fulfilling Senator Wards’s term. Senator Crowley motioned to approve, Senator Hagler seconded,
motion passed.
Guest Speakers
Carey Davis and Marcie Briggs, Human Resources Recruitment Specialists
Carey and Marcie attended the Staff Senate meeting to discuss WelcomeU. WelcomeU is an online application
with the purpose of streamlining, simplifying, and providing a more effective onboarding process for new
employees as well as the hiring departments. WelcomeU will enable new hires to “hit the ground running” on the
1st day of their employment as personnel paperwork, including the W-4 and contact information, will be
completed via Cyberbear prior to their first day. WelcomeU, in the future, may be used for both work and nonwork study student employees, adjunct faculty, and visiting scholars. Carey and Marcie asked that we provide
feedback to them if we hear from new employees or hiring departments.
Training will be provided on August 15th from 10:00-11:00 a.m. in UC Room 330/331 or on August 20 th from
2:00-3:00pm in UC 331. Training Sessions will cover the process, tools, and checklists for the onboarding process
to ensure success for new hires.
Financial Officer
President Singleton will serve as interim Financial Officer until a financial officer can be selected. She noted that
this position would be an excellent professional development opportunity as it would require budget training,
UMDW, processing Journal Vouchers. The Financial Officer’s duties include creating and providing a monthly
expense report, making deposits, serving on the Fundraising Committee and Executive Officer Committee, so a
time commitment of approximately six hours a month. Interested senators should email President Singleton if
they are interested in this position.
Diploma Dash
Fundraising Chair, Senator Mangold enthusiastically shared details about the Diploma Dash and gave each
senator a choice of selecting one of five options to help support the Diploma Dash:
1.
2.
3.
4.
5.
Recruit five runners
Volunteer the day of the event
Volunteer for a promo event
Solicit for donations to get free food for the day of the event
Register for the event!
Senator Mangold encouraged all senators to get flyers and handouts to share with students and colleagues.
Discussion ensued about the price for kids 12 and under to participate in the event. A decision was made to allow
kids to register for $10, but to not receive a T-shirt.
CVC Upcoming Events
The Communication and Visibility Committee has a few upcoming events and passed around a sign-up sheet for
volunteers. CVC is holding a Family Swim on August 18 th and is asking for volunteers to help run games such as
the coin toss. The Family Swim gives free admission for all UM employees. Welcome Feast is on August 20th and
volunteers are needed to man the Staff Senate table. A Ten Spoon Wine Tasting event on Thursday, September 5 th
needs volunteers to setup and cleanup throughout the event.
Sick Leave Pool, Direct Sick Leave Grant, and Staff Caring for Staff
President Singleton provided an overview of the various programs available if a staff member is in need of
additional sick leave.
The Sick Leave Pool is an opt-in program whereby one gives eight hours sick leave each year, and then can take
from the sick leave pool as necessary. The person must be a member for 90 days before they can take sick leave
from the pool, with a maximum of 160 hours from the pool per year.
Direct Sick Leave Grant is a program that allows employees to donate up to 40 hours of sick leave per year to
someone, in need, directly.
Staff Caring for Staff is how Staff Senate communicates the need for direct sick leave grants. Rita Garland is the
contact person and will talk with the employee in need, and then notify Judy Wellert to send out an email for the
request. Employees wishing to donate hours must maintain at least 40 hours of sick leave. Also, employees must
take a full week off of leave without pay before one can use donated sick leave. Combined, between the sick leave
pool and direct sick leave grant, an employee can only receive 160 hours per year.
Committee Reports
No further discussion or reporting was needed for either the Communications and Visibility Committee or
Fundraising Committee.
Technology Solutions had a meeting this past month to discuss goals (per Senator Nelson) though chair, Senator
Naylor, was not in attendance.
University committees are waiting for work groups to finalize decisions. It was determined that more research
was needed before the University could finalize the budget. Senator Maier was able to provide some insight into
the work group she is serving on that is getting more information on the different student populations (Missoula
College, undergrad, etc.). President Singleton reported on the Resource Allocation Committee that is assessing
academic affairs. She explained the matrix they are using for assessment purposes, and noted that the committee
has invited Deans from various departments to share their matrix for industry standards, staffing, and other
benchmarks.
Closing
Meeting adjourned at 11:37 p.m.
Next meeting: September 11th, 2013 10:00 a.m. – 12:00 p.m. University Center 330/331