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<P class=3DMsoNormal>&nbsp;</P>
<P class=3DMsoNormal>&nbsp;<IMG border=3D0=20
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height=3D84></P>
<H1>&nbsp;</H1>
<H1>&nbsp;</H1>
<H1>&nbsp;</H1>
<H1>&nbsp;</H1>
<H1>&nbsp;</H1>
<H1>MINUTES OF THE COUNCIL ON STAFF AFFAIRS MEETING </H1>
<P class=3DMsoNormal>April 8, 2003</P>
<P class=3DMsoNormal>&nbsp;</P>
<P style=3D"TEXT-INDENT: 0.5in" class=3DMsoNormal>COSA Chair Shannon =
McGee called=20
the meeting to order at 8:45 a.m. in the President=EF=BF=BDs Dining Room =
of the Palms=20
Dining Center.&nbsp; Members present:&nbsp; Sharon Butcher, Melinda =
Cutchens,=20
Sammy Dees, Carolynn Gaston, Jeff Giles, Jeff Grant, Inman Grimsley, =
Mike Hamm,=20
Rosalyn Hatcher, Rebecca Kimbrough, Sue Lampert, Bob Lee, Shannon McGee, =
Mike=20
McKinley, Kae Sinkule, Patrick Smith, Josie Stone, Trisha Taylor.&nbsp; =
Cody=20
Guined represented the Student Government Association.&nbsp; </P>
<P class=3DMsoNormal>&nbsp;</P>
<P class=3DMsoNormal><B><U>SPECIAL ORDER OF THE DAY</U>:&nbsp;=20
</B>&nbsp;&nbsp;&nbsp;</P>
<P class=3DMsoNormal>&nbsp;&nbsp;&nbsp;&nbsp; =
&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
There was no special order of the day for the April COSA meeting.</P>
<P style=3D"MARGIN-LEFT: 0.8in"=20
class=3DMsoNormal>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&=
nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</P>
<P class=3DMsoNormal><B><U>MINUTES</U>: </B>&nbsp;</P>
<P class=3DMsoNormal>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; =
&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
A motion was made and seconded to approve the February COSA meeting=20
minutes.&nbsp; A motion was made and seconded to approve the March COSA =
meeting=20
minutes.&nbsp; Shannon also mentioned that a draft of the COSA minutes =
will be=20
forwarded via e-mail to the COSA Representatives after the meeting for =
their=20
review.&nbsp; Approval of the minutes will be requested at the next =
scheduled=20
meeting of the Council on Staff Affairs.</P>
<P class=3DMsoNormal><B><U><SPAN=20
style=3D"COLOR: black; TEXT-DECORATION: none"></SPAN></U></B>&nbsp;</P>
<P class=3DMsoNormal><B><U>TREASURER=EF=BF=BDS REPORT</U>:</B>&nbsp; =
</P>
<P style=3D"TEXT-INDENT: 0.25in" class=3DMsoNormal>Sue Lampert presented =
a written=20
report of the three COSA accounts. </P>
<P style=3D"TEXT-INDENT: -0.25in; MARGIN-LEFT: 0.75in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Symbol">=EF=BF=BD<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN>Fund 10000 =3D $876.52</P>
<P style=3D"TEXT-INDENT: -0.25in; MARGIN-LEFT: 0.75in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Symbol">=EF=BF=BD<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN>Discretionary =3D $1,200.59</P>
<P style=3D"TEXT-INDENT: -0.25in; MARGIN-LEFT: 0.75in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Symbol">=EF=BF=BD<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN>Retirement Walkway =3D $11,761.17 (Sue also noted that =
thirty-one=20
bricks were purchased recently.&nbsp; This transaction is reflected in =
the March=20
total.)</P>
<P class=3DMsoNormal><B><U><SPAN=20
style=3D"TEXT-DECORATION: none"></SPAN></U></B>&nbsp;</P>
<P class=3DMsoNormal><B><U>COMMITTEE REPORTS</U>:</B></P>
<UL style=3D"MARGIN-TOP: 0in; MARGIN-BOTTOM: 0in" type=3Ddisc>
  <LI class=3DMsoNormal><U>Academic Scheduling/Procedures:</U>&nbsp; A =
meeting of=20
  the Academic Scheduling/Procedures committee is scheduled for April =
10,=20
  2003.&nbsp; Shannon McGee will report on the progress of this =
committee at the=20
  next COSA meeting. </LI></UL>
<UL style=3D"MARGIN-TOP: 0in; MARGIN-BOTTOM: 0in" type=3Ddisc>
  <LI class=3DMsoNormal><U>Elections</U>:&nbsp; Mike McKinley =
distributed a form=20
  indicating the Representative positions that will be up for election =
in=20
  June.&nbsp; On-Line elections will be held during the first week of =
June=20
  2003.&nbsp; In addition, there will be two polling stations open on =
Friday=20
  June 6, 2003 at Plant Operations and Palms Dining Center.&nbsp; There =
are=20
  currently five positions up for re-election; two positions in Business =
and=20
  Finance, one position in EE03 Professional/Non-faculty, and two =
positions in=20
  EE07-Service Maintenance. </LI></UL>
<P style=3D"MARGIN-LEFT: 0.5in" class=3DMsoNormal>&nbsp;</P>
<P style=3D"MARGIN-LEFT: 0.5in" class=3DMsoNormal>Chair Shannon McGee =
requested=20
nominations for the position of Chair-Elect for FY 04.&nbsp; Bob Lee =
nominated=20
Patrick Smith, Kae Sinkule nominated Melinda Cutchens, Mike Hamm =
nominated Bob=20
Lee, and Trisha Taylor nominated Carolyn Wilson.&nbsp; Due to the fact =
that Bob=20
Lee and Melinda Cutchens will be serving the third year of their term in =
FY 2004=20
they are not eligible for the position of Chair-Elect.&nbsp; Shannon =
McGee will=20
continue to receive nominations for the position of Chair-Elect until =
the May=20
COSA meeting.&nbsp; An election for the position of Chair-Elect will be =
held at=20
the May COSA meeting.</P>
<P style=3D"MARGIN-LEFT: 0.5in" class=3DMsoNormal>&nbsp;</P>
<UL style=3D"MARGIN-TOP: 0in; MARGIN-BOTTOM: 0in" type=3Ddisc>
  <LI class=3DMsoNormal><U>Faculty Senate:</U>&nbsp; Shannon McGee =
=EF=BF=BD No report.=20
  <LI class=3DMsoNormal><U>Parking Appeals:</U>&nbsp; Mike McKinley =
distributed a=20
  chart indicating the breakdown of the parking appeals for the month of =
March=20
  2003.&nbsp; The committee upheld 48% of the appeals while 52% of the =
appeals=20
  were dismissed.&nbsp; Shannon McGee also noted that a meeting of the =
Parking=20
  Advisory Committee was scheduled for April 8<SUP>th</SUP>.&nbsp; An =
update=20
  will be provided at the May COSA meeting. </LI></UL>
<UL style=3D"MARGIN-TOP: 0in; MARGIN-BOTTOM: 0in" type=3Ddisc>
  <LI class=3DMsoNormal><U>Partners for Campus Excellence:</U>&nbsp; No =
report.=20
  </LI></UL>
<UL style=3D"MARGIN-TOP: 0in; MARGIN-BOTTOM: 0in" type=3Ddisc>
  <LI class=3DMsoNormal><U>Policy</U>: No report. </LI></UL>
<UL style=3D"MARGIN-TOP: 0in; MARGIN-BOTTOM: 0in" type=3Ddisc>
  <LI class=3DMsoNormal><U>State Charitable Contributions =
Program:</U>&nbsp; Bob=20
  Lee informed everyone that the 2003 State Charitable Contributions =
Program=20
  raised approximately $30,000.00.&nbsp; &nbsp;<U>Welfare Committee:</U> =

  &nbsp;Rebecca Kimbrough reminded everyone that Cosa-On-The-Move is =
scheduled=20
  for April 10<SUP>th</SUP>, 11:00 a.m. =EF=BF=BD 2:00 p.m., in the =
Magnolia Room,=20
  University Center.&nbsp; COSA Representatives will be available to =
answer=20
  questions and listen to concerns of the VSU Staff. </LI></UL>
<UL style=3D"MARGIN-TOP: 0in; MARGIN-BOTTOM: 0in" type=3Ddisc>
  <UL style=3D"MARGIN-TOP: 0in; MARGIN-BOTTOM: 0in" type=3Dcircle>
    <LI class=3DMsoNormal><U>Employee of the Semester</U>:<SPAN=20
    style=3D"COLOR: #00ccff">&nbsp; </SPAN>Rebecca Kimbrough informed =
COSA that a=20
    meeting of the Employee of the Semester will be scheduled within the =
next=20
    two weeks.=20
    <LI class=3DMsoNormal><U>Retirement Walkway-Employee =
Recognition</U>:&nbsp;=20
    Shannon McGee informed everyone that bricks in recognition of =
retirees have=20
    been ordered for the VSU Retirement Walkway.&nbsp; Shannon also =
stated the=20
    sub-committee will meet in the near future to finalize plans for the =
annual=20
    Retirement luncheon. </LI></UL></UL>
<P style=3D"TEXT-INDENT: -0.25in; MARGIN-LEFT: 1in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Courier New">o<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN><U>Staff Appreciation Day</U>:&nbsp; No report.&nbsp; </P>
<P style=3D"TEXT-INDENT: -0.25in; MARGIN-LEFT: 1in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Courier New">o<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN><U>Staff Development<B>:</B></U>&nbsp; No report.</P>
<P style=3D"TEXT-INDENT: -0.25in; MARGIN-LEFT: 1in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Courier New">o<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN><U>University Planning Advisory Council:<B>&nbsp; =
</B></U>Rebecca=20
Kimbrough informed everyone that the Council is currently reviewing and=20
prioritizing budget goals.&nbsp; </P>
<P class=3DMsoNormal><B></B>&nbsp;</P>
<P class=3DMsoNormal><B><U>REPORT FROM THE CHAIR</U>:</B>&nbsp; </P>
<P style=3D"MARGIN-LEFT: 0.5in" class=3DMsoNormal>Shannon McGee =
encouraged all COSA=20
Representatives to attend Cosa-On-The-Move.&nbsp; Highlights of the =
event will=20
be an Employee of the Semester display, a display for the Retirement =
Walkway and=20
a slide show of the COSA Representatives. </P>
<P class=3DMsoNormal>&nbsp;</P>
<P class=3DMsoNormal><B><U>OLD BUSINESS</U>:</B></P>
<P class=3DMsoNormal>None.</P>
<P class=3DMsoNormal>&nbsp;</P>
<P class=3DMsoNormal><B><U>NEW BUSINESS</U>:</B></P>
<P style=3D"TEXT-INDENT: 0in; MARGIN-LEFT: 0.5in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Symbol">=EF=BF=BD<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN>There was some discussion regarding the Ex-Officio Past =
Chair=20
position on COSA.&nbsp; Inman Grimsley stated that the Past Chair, who =
serves in=20
an Ex-Officio capacity on COSA, should have voting privileges.&nbsp; =
Trisha=20
Taylor stated that the Past Chair should not be allowed to vote; =
however, the=20
Past Chair should be available for guidance.&nbsp; Kae Sinkule stated =
her=20
opinion was for the Past Chair to be a voting member of COSA.&nbsp; =
Inman=20
Grimsley made a motion that the Past Chair (Ex-Officio) of COSA be a =
voting=20
member of COSA.&nbsp; The motion was seconded.&nbsp; The motion =
carried.</P>
<P style=3D"TEXT-INDENT: 0in; MARGIN-LEFT: 0.5in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Symbol">=EF=BF=BD<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN>There was discussion about changing the term of COSA=20
Representatives from three years to four years.&nbsp; This would be =
beneficial=20
for a number of reasons and also allow the Chair-Elect position to be =
filled by=20
a COSA Representative that is serving either the second or third year of =
their=20
term.&nbsp; Currently, the Chair-Elect position may only be filled by a =
COSA=20
Representative during their second year of service.&nbsp; Bob Lee made a =
motion=20
that all current COSA Representatives serve only their three year term =
and, in=20
addition, newly elected COSA Representatives (beginning with FY 2004 =
elections)=20
would serve a four year term.&nbsp; The motion was seconded.&nbsp; The =
motion=20
carried.&nbsp; It was also noted the COSA by-laws should be changed to =
reflect a=20
four year term for all COSA Representatives elected after FY 2003.</P>
<P style=3D"TEXT-INDENT: 0in; MARGIN-LEFT: 0.5in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Symbol">=EF=BF=BD<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN>Inman Grimsley requested the COSA Election Committee =
review the=20
policy of filling the positions of COSA Representatives that have=20
resigned.&nbsp; It was also requested the Election Committee propose a =
procedure=20
to follow if the occasion arises that a COSA Representative has a change =
in EEO=20
status while they are serving their term as a Representative.</P>
<P style=3D"TEXT-INDENT: 0in; MARGIN-LEFT: 0.5in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Symbol">=EF=BF=BD<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN>Inman Grimsley asked COSA to consider purchasing =
=EF=BF=BDretirement pins=EF=BF=BD=20
for retirees of VSU.&nbsp; The cost for 500 pins would be approximately=20
$1,275.00.&nbsp; COSA has funds available for this purchase.&nbsp; Inman =

Grimsley made a motion for COSA to purchase retirement pins for VSU=20
retirees.&nbsp; The motion was seconded.&nbsp; The motion carried.&nbsp; =
</P>
<P class=3DMsoNormal>&nbsp;</P>
<P class=3DMsoNormal><B><U>NEW BUSINESS:</U></B></P>
<P class=3DMsoNormal><B><U><SPAN=20
style=3D"TEXT-DECORATION: none"></SPAN></U></B>&nbsp;</P>
<P style=3D"TEXT-INDENT: 0in; MARGIN-LEFT: 0.5in" =
class=3DMsoNormal><SPAN=20
style=3D"FONT-FAMILY: Symbol">=EF=BF=BD<SPAN=20
style=3D"FONT-VARIANT: normal; FONT-STYLE: normal; FONT-FAMILY: Times =
New Roman; FONT-SIZE: 7pt; FONT-WEIGHT: =
normal">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;=20
</SPAN></SPAN>Trisha Taylor presented the following proposal:</P>
<P style=3D"MARGIN-LEFT: 1in" class=3DMsoNormal>1.&nbsp; That a Standing =
Committee=20
be formed whose purpose is to</P>
<P style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 2in" =
class=3DMsoNormal>a)&nbsp;=20
&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; recommend a timeline for COSA to =
follow=20
with regard to the Annual Holiday Schedule which will enable COSA to =
submit its=20
Annual Holiday Schedule recommendation to the President of the =
University no=20
later than June 1 preceding the year for which the schedule is =
intended.</P>
<P style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 2in" =
class=3DMsoNormal>b)&nbsp;=20
&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; gather information from =
COSA=EF=BF=BDs constituents=20
regarding their preferences vis a vis the annual Holiday Schedule, and =
based on=20
that data present a minimum of three (3) holiday scheduled to the =
constituents=20
and the voting body of COSA with adequate time for their review and =
comments=20
prior to c) below.</P>
<P style=3D"TEXT-INDENT: -0.5in; MARGIN-LEFT: 2in" =
class=3DMsoNormal>c)&nbsp;=20
&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Present the synthesized and =
compiled=20
response data to the voting body of COSA for approval of one of the =
schedules,=20
which will be sent to the President of the University as COSA=EF=BF=BDs =
recommended=20
Annual Holiday Schedule for the coming year.</P>
<P style=3D"MARGIN-LEFT: 1in" class=3DMsoNormal>2.&nbsp; The Annual =
Holiday Schedule=20
Committee is also responsible for researching alternate possibilities =
for=20
holiday scheduling and related matters and submitting their =
recommendations (if=20
any) to COSA for their review and/or action.</P>
<P style=3D"MARGIN-LEFT: 1in" class=3DMsoNormal>&nbsp;</P>
<P style=3D"MARGIN-LEFT: 1in" class=3DMsoNormal>Kae Sinkule noted the =
reason we have=20
not received an approved holiday schedule does not reflect on whether or =
not it=20
was proposed in a timely fashion.&nbsp; Kae stated there are other =
factors that=20
are involved.&nbsp; Trisha Taylor stated in her opinion there was not =
enough=20
time allowed after the calendar was proposed to obtain the opinions of=20
constituents.&nbsp; Sue Lampert stated that we could receive more input =
from our=20
constituents in other ways rather than forming another committee.&nbsp; =
Inman=20
Grimsley gave some historical background information on the process of =
the=20
calendar proposal. Kae Sinkule suggested placing an area on the COSA =
website so=20
staff could have input into the dates the institution would be closed =
for the=20
holidays.&nbsp; Melinda Cutchens requested that confirmation be obtained =
as to=20
whether COSA will continue to have a role regarding the proposed holiday =

calendar before proceeding further.&nbsp; Trisha Taylor withdrew her =
motion=20
until further clarification could be received regarding COSA=EF=BF=BDs =
involvement in=20
the recommendation process.</P>
<P style=3D"MARGIN-LEFT: 1in" class=3DMsoNormal><B><U><SPAN=20
style=3D"TEXT-DECORATION: none"></SPAN></U></B>&nbsp;</P>
<P class=3DMsoNormal><B><U>OTHER BUSINESS</U>:</B></P>
<P class=3DMsoNormal>None.</P>
<P class=3DMsoNormal>&nbsp;</P>
<H2>ADJOURNMENT</H2>
<P style=3D"TEXT-INDENT: 0.5in" class=3DMsoNormal>The meeting adjourned =
at 9:40=20
a.m.</P>
<P style=3D"TEXT-INDENT: 0.5in" class=3DMsoNormal>&nbsp;</P>
<P class=3DMsoNormal>&nbsp;</P>
<P class=3DMsoNormal>Respectfully submitted:</P>
<P class=3DMsoNormal>&nbsp;</P>
<P class=3DMsoNormal>&nbsp;</P>
<P class=3DMsoNormal>Melinda Cutchens, Secretary, Council on Staff=20
Affairs</P></BODY></HTML>

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