PROFESSIONAL & ADMINISTRATIVE STAFF COUNCIL
Group III General Meeting Minutes
Date: 2/18/10
Called to Order Time: 11:30
Called to Order By: Karla Fennell
Present: Angela Agans, Marilyn Ardito, Karen Barrett, Gayle Berry, Ronald Boczarski, Diane
Brouwer, Barb Brown-Shor, Diane Bullard, Vicki Clark, Susan Cutler, Anna Marie Dawley, Paul
DeShane, Erin Draper, Jason Enser, Katje Foster, Karen Fuhr, Cathy Fayette, Karla Fennell,
Renee Holsen, Mary Chris Jones, Laurel Kane, Amy McGaheran, Neha Mehta, Anne Moomey,
Linda Petroccione, Kelly Rathburn, Barb Russell, Donna Sevey, Shawn Seymour, Kelly Sharlow,
Mary Margaret Small, Gerri Snyder, Diane Stone, Claudette VanEss, Peg Walrich, Eileen
Winters, Nicole Wise, Sue Wood.
Treasurer’s Report:
1. Given By: Karla Fennell
2. General Fund Balance: $997.22
3. Scholarship Fund Balance: $2571.44
Committee Reports:
1. Finals Week Planning
 Given By: Erin Draper
o Brooke Kelly was able to raise $900, we spent $500 in December and will
have treats in April for the first time with the remaining balance.
2. Randy Brockway Memorial Award
 Given By: Peg Walrich
o 198 Wreaths were sold
o $990 Profit
o With donations it brings the total to approximately $1100.
o The group will be meeting soon to decide the recipients of the scholarship
Old Business:
1. Potsdam Humane Society thank you note was read by Karla Fennell
Council members:
Chair – Karla Fennell
Secretary – Erin Draper
Parliamentarian – Angela Agans
Vice Chair – Open
Treasurer – Pat Thompson
PROFESSIONAL & ADMINISTRATIVE STAFF COUNCIL
New Business:
1. Dan Davis came to announce the “Lap Sit” Event to be held April 17th at 1:00pm on
Cheel Lawn. It is being organized by the Clarkson Leadership Corps, a group of 70+
students. All proceeds will benefit the American Cancer Society.
a. $1 to register and an extra $9 for a shirt.
b. Aramark is donating a meal to every participant, if you do not use it that day you
can use it at the dining facilities another day.
c. Goal is to bring 4000 people together in an “unsupported circle”; this will break
the World’s Record.
d. There will be a helicopter coming to take aerial pictures.
e. Dan can be reached at x7844 with any questions.
f. Motion made by Erin Draper (Sue Wood) to form a special committee to
organize volunteers for this event and to find participants for this event.
g. Members that signed up at this meeting: Barb Brown-Shor and Katje Foster
2. Elections
a. There will be a formal call for nominations in April for the positions of Vice Chair,
Secretary, and Parliamentarian. Please start thinking about people you may
want to nominate.
b. Barb Brown-Shor has graciously accepted the role of Parliamentarian Designee
to administer the election process.
c. Jen French is no longer with Clarkson University and therefore the position of
Treasurer has been vacated. The council would like to appoint Pat Thompson for
this position. Pat is on a previously scheduled vacation and was not able to
attend. She is the Assistant to the Vice President for University Outreach and
Student Affairs, is very active in the Randy Brockway committee, and has been
active in fundraising in the past.
d. The paper vote to elect Pat carried with an overwhelming majority.
Open Forum
1. Question: Why did we just appoint a Treasurer and why have we not appointed a Vice
Chair?
Answer: When the Vice Chair position was vacant the council was unable to identify an
individual that was willing to be appointed.
2. Which positions will be open in April?
Answer: Vice Chair, Secretary, and Parliamentarian
Council members:
Chair – Karla Fennell
Secretary – Erin Draper
Parliamentarian – Angela Agans
Vice Chair – Open
Treasurer – Pat Thompson
PROFESSIONAL & ADMINISTRATIVE STAFF COUNCIL
3. Question: What is the length of term of the Treasurer’s appointment?
Answer: The appointment will last for the remainder of the term, June 2011.
4. Question: What does this group exist to do?
Answer: We will send the policies and procedures in the minutes. The group began as
an advocacy group, it acts in that capacity as needed and the council has also instituted
a goal of increasing campus communication and education.
5. Question: There are a lot of new faces; can we go around the room?
Answer: Yes, we will do that right before HR begins.
Guest Speakers: Marilyn Ardito, Katje Rae Foster, Amy McGaheran, and Neha Mehta from HR
1. Introductions – went around the room
a. Katje is assigned to Provost and all reports in that function. Katje comes from a
manufacturing environment and her specialty in the HR team will be in Benefits
and Compensation.
b. Amy is assigned to OIT, Facilities and Services, Athletics, Clarkson Inn, the
Bookstore and all reports in those functions. Amy comes from a non-profit and
her specialty in the HR team will be in Policies and Procedures
c. Neha has been assigned to Admissions, Philanthropy, and the Division of
Research Administration. Neha has a background in HR and her specialty in the
HR team will be in Training.
2. HR Goals
a. To be an employee advocate
b. To protect the interests of the university
c. To provide great HR service
3. Marilyn and all of the Generalists are new to Clarkson. Their goals are to streamline
processes and make it fun for employees to come to work. They want employees to feel
good about coming to work and enjoy their colleagues. HR should be a service
organization to make this happen
4. Cathy Fayette is the glue that keeps the group together, reminding of things, keeping
things moving and she is doing a great job for them.
5. Marilyn: “I love this job”, people have been helpful, willing, and forgiving and the culture
of CU makes it a great place to be.
Council members:
Chair – Karla Fennell
Secretary – Erin Draper
Parliamentarian – Angela Agans
Vice Chair – Open
Treasurer – Pat Thompson
PROFESSIONAL & ADMINISTRATIVE STAFF COUNCIL
6. One thing that Marilyn and the HR staff are completely committed to is 100%
confidentiality. This is very serious.
a. Question: There has been talk about HR being around in work spaces more often
to talk and check in – how can you ensure confidentiality?
Answer: Confidential issues will be handled in confidential spaces. HR Is creating
an open policy with open space and glass walls, windows, etc. HR should not be
a “black hole” to go and shut the door; barriers need to be broken down.
7. Neha: People Admin Applicant Tracking Program
a. The “Requests to Fill” process will be streamlined with People Admin, no more
paper requests with multiple signatures. All approvals will be electronic and
hiring manager can track each stage of the approval process.
b. Applicants apply online and you can request which documents you want
applicants to submit (resume, cover letter, etc) and the hiring manager can
update applicant status online.
c. At the end you can print the affirmative action logs, no need to keep track of this
in Excel.
d. This will go live on Monday, 2/22 and 45-50 people have been trained. There are
five requests to fill that will begin on Monday.
e. Any requests to fill that are currently in process will be handled with the current
paper system, any that are new will use People Admin.
f. Question: How is this data backed up?
Answer: It is batched nightly onto the Clarkson Server and the People Admin
Server
8. Marilyn:
a. HR is working on a full scale review of benefits and salaries. The focus currently
is on benefits and they will be holding focus groups for employees to participate.
9. Questions from the floor:
a. Question: Is there a salary “Red Line” here – we don’t know what our salary can
top out at.
Answer: A salary “Red Line” is when you get to the top range of your level and
they freeze your salary. Individual salaries are confidential. Salary ranges should
not be. Many organizations avoid the red line by updating the ranges every two
years or by paying out a lump sum rather than adjusting a base salary. The levels
are not published now because they are incorrect. People should progress in
their jobs and careers, it is hard to go places here when you get to the top of the
scale and we need to get creative by adding skills to current position or by
Council members:
Chair – Karla Fennell
Secretary – Erin Draper
Parliamentarian – Angela Agans
Vice Chair – Open
Treasurer – Pat Thompson
PROFESSIONAL & ADMINISTRATIVE STAFF COUNCIL
b.
c.
d.
e.
f.
g.
moving to another department. Also, there is a history of decisions being made
here with no rules or reasons. Decision making needs to be transparent so that
you know where you sit within your salary level range and why you sit there.
Question: Do salary scales correspond with job descriptions?
Answer: Levels always overlap; you can go up a level without changing jobs. Job
descriptions need to describe general skills required for that position and there
will be unique things tacked on to individuals as they progress. Right now at
Clarkson multiple job descriptions exist for very similar positions, for example
there are over 30 for Departmental Secretary.
Question: Does new employee training exist?
Answer: It is currently once per year. After the People Admin project finishes
Neha will be working on new employee training that will be held (subject to
change) monthly. Most employees decide if they like their job in the first six
months and we need to start people on the right foot.
Question: How many people in the room have the opportunity and are
supported by their departments to attend professional development
conferences?
Answer: Less than half. Organizations need to invest in professional
development. This will be a long road at CU. We need to add a budget line item
for “employees to get smarter”. When things get moving on this project, HR
encourages you to voice your opinions loudly and constructively.
Question: Are we revising the evaluation system?
Answer: We are changing the evaluation system, but are unsure how or the
timing. PeopleSoft does have a performance evaluation system built in and we
are looking into it as an option. Our current system does not do much to show
employee progress throughout their career. Evaluation systems need goals that
are clear, measurable, and mutually agreed upon. One of them should include
professional development of the employee. Employees need to store and track
their progress and progress needs to be reviewed at least every six months with
your supervisor.
Question: Why hasn’t the e-mail come out to begin our yearly review?
Answer: We are currently analyzing the schedule. President gets goals in
October and everyone else sets theirs in April – is this the best approach?
Reviews will happen this year, but will probably be just a month or two late.
Question: What is the status of the annual recognition dinner?
Council members:
Chair – Karla Fennell
Secretary – Erin Draper
Parliamentarian – Angela Agans
Vice Chair – Open
Treasurer – Pat Thompson
PROFESSIONAL & ADMINISTRATIVE STAFF COUNCIL
Answer: It will be on March 11 with social hour from 3:00 – 3:30 and recognition
from 3:30 – 5:30. If less than 400 people RSVP it will be in the CAMP Atrium, if
more than 400 people RSVP it will be in the IRC. In the past, reviews have been
mixed about the value of the dinner. It is expensive for the university to hold but
people do want to be recognized for their service in some way. This year,
employees with 5, 10, and 15 years of service will be recognized as a group.
Employees with 20+ years will be recognized individually and will be spoken
about by their supervisor to celebrate their achievement. There will not be a
dinner.
h. Question: When are you considered an honorary?
Answer: If you made your service year by December 31, 2009.
Motion to Adjourn at: 12:52
Motion to Adjourn by: Kelly Sharlow (Laurel Kane)
Council members:
Chair – Karla Fennell
Secretary – Erin Draper
Parliamentarian – Angela Agans
Vice Chair – Open
Treasurer – Pat Thompson