MINUTES OF THE COUNCIL = ON STAFF=20 AFFAIRS MEETING

August 12, 2003

COSA Chair = Rebecca=20 Kimbrough called the meeting to order at 8:30 a.m. in the President=EF=BF=BDs Dining Room = of the=20 Palms=20 Dining=20 Center.=EF=BF=BD Members present:=EF=BF=BD Melinda=20 Cutchens, Bobby Flowers, Carolyn Gaston, = Shawn=20 Gibbons, Jeff Giles, Jeff Grant, Inman=20 Grimsley, Stanley Jones, = Mike=20 McKinley, Bob Lee, and Patrick = Smith.=EF=BF=BD Special Guests:=EF=BF=BD Whit Chappell and Dr. = Marsha Krotseng.

SPECIAL ORDER OF THE DAY:=EF=BF=BD =EF=BF=BD=EF=BF=BD=EF=BF=BD

Whit Chappell=20 from Planned Giving thanked COSA for inviting him to speak about the = Faculty=20 & Staff Campaign 2004 that will be kicking off soon.=EF=BF=BD Last year it was reported = that 70% of the=20 staff had contributed with 54.9% of all employees (faculty and staff) = making=20 contributions.=EF=BF=BD The = campaign packs will=20 be distributed to the team captains on September 2^nd.=EF=BF=BD Whit encouraged all = employees to fill out the=20 cards and send them back to him.=EF=BF=BD Whit=20 also mentioned that the minimum amount you can make for payroll = deduction is $1=20 per pay period.=EF=BF=BD The = ice cream social is=20 scheduled for Thursday, August 28^th at the Old Gym from = 2-4 p.m.=EF=BF=BD=20 He wanted to remind everyone to bring you VSU ID=EF=BF=BDs.

Dr. Marsha=20 Krotseng VSU=EF=BF=BDs Chief Planning Officer thanked COSA for inviting = her to speak=20 about VSU=EF=BF=BDs Strategic Plan for the future.=EF=BF=BD=20 The purpose of the strategic plan is to set specific goals for = the=20 university to achieve.=EF=BF=BD = The strategic=20 plan is also used for new faculty programs to help expand the = university.=EF=BF=BD It has already made many = changes in the past=20 12- 18 months.=EF=BF=BD On = September=20 13^th & 14^th architects from Portman and = Associates=20 will be on campus touring residence halls and making assessments about = the=20 campus.=EF=BF=BD September = 15^th is the=20 date for the next strategic planning retreat where they will celebrate=20 accomplishments and set new goals.=EF=BF=BD=EF=BF=BD=EF=BF=BD=20 September 16^th, 17^th and 18^th is = when=20 the Master Plan kick-off will begin.=EF=BF=BD Dr.=20 Krotseng also informed the group that the budget system is currently = being=20 revised.=EF=BF=BD The = University Planning=20 Advisory Council is asking departments on campus to set departmental = goals and=20 to try to tie their budget requests with their goals.=EF=BF=BD Dr. Krotseng encouraged all = COSA members to=20 become involved with the strategic plan.=EF=BF=BD=20 They have a web site located at http://www.valdosta.edu/planni= ng/=20 that contains information about the 8 goals, a list of the University = Planning=20 Advisory Council members and minutes from their meetings.

=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD= =EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD =

MINUTES: =EF=BF=BD

=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD =EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD = Minutes of the previous meeting were=20 approved as submitted.

=EF=BF=BD

TREASURER=EF=BF=BDS REPORT:=EF=BF=BD

Chair Rebecca = Kimbrough presented=20 a written report of the three COSA accounts for Treasurer Sharon = Butcher.=EF=BF=BD

=EF=BF=BD =20 June:=EF=BF=BD=20 Fund 10000 =3D $278.00

=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD = Discretionary =3D $1,188.29

=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD = Retirement Walkway =3D $12,385.55

=EF=BF=BD =20 July:=EF=BF=BD=EF=BF=BD=20 Fund 10000 =3D $2,280.00

=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD= =EF=BF=BD=EF=BF=BD=EF=BF=BD =EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD = Discretionary =3D $1,171.75

=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD= =EF=BF=BD=EF=BF=BD=EF=BF=BD =EF=BF=BD=EF=BF=BD=EF=BF=BD=EF=BF=BD = Retirement Walkway =3D $11,607.20=EF=BF=BD

There was a motion to approve the = treasurer=EF=BF=BDs report from=20 June.=EF=BF=BD There was a = second and the motion=20 carried.=EF=BF=BD There was = also a motion to=20 approve the treasurer=EF=BF=BDs report for July.=EF=BF=BD=20 There was a second and the motion carried.

COMMITTEE REPORTS: Chair Rebecca Kimbrough went over = each=20 committee and made sure that all committees that required chairs had = appointed=20 chairs and they would make reports to the COSA = meetings.

Academic=20 Scheduling/Procedures:=EF=BF=BD=20 No report.=EF=BF=BD = Will report when=20 meetings resume this fall.=EF=BF=BD =
Benevolence=20 Committee: = =EF=BF=BDChair Carolynn = Gaston.=EF=BF=BD No report.
Calendar Committee = (Ad=20 Hoc):=EF=BF=BD Chair = Trisha Taylor.=EF=BF=BD No report.=20
Elections:=EF=BF=BD Chair Bobby Flowers.=EF=BF=BD Meetings are being = scheduled.=20
Faculty Senate:=EF=BF=BD The first meeting is = scheduled for=20 September the 18^th at 3:30 in the Magnolia Room.

Parking = Appeals:=EF=BF=BD Chair Mike McKinley = distributed a chart=20 indicating the breakdown of the parking appeals for the month of July=20 2003.=EF=BF=BD The committee = upheld 42% of the=20 appeals while 58% of the appeals were dismissed.=EF=BF=BD
Policy: Chair Bob = Lee.=EF=BF=BD There will be a meeting = Monday Aug.=20 18^th at 3 = p.m. in the=20 Public Safety Conference Room.=EF=BF=BD
Staff = Development:=EF=BF=BD Chair = Shannon=20 McGee.=EF=BF=BD = It was decided=20 by the COSA reps. to combine the Partnership for Campus Excellence and = Staff=20 Development Committees.=EF=BF=BD =
Staff Appreciation = Day:=EF=BF=BD (Now a standing = Committee) Chair Patrick=20 Smith announced that we have a signed contract with Port-A-Pit, a = local=20 barbeque business, to prepare the dinner plates (1/2 chicken, baked = beans,=20 potato salad and a dinner roll) for our COSA fundraiser.=EF=BF=BD Jeff Grant was working on = the tickets and=20 will add Rebecca=EF=BF=BDs phone number on them.=EF=BF=BD=20 Inman suggested the pick-up times be printed on the = tickets.=EF=BF=BD All COSA reps. are = responsible for their=20 tickets and money.=EF=BF=BD = The price for=20 tickets will be $6.00 each.=EF=BF=BD = The cut=20 off date for ticket sales will be Thursday September the = 11^th.=EF=BF=BD This means all tickets = and money are due on=20 this date to Rebecca.=EF=BF=BD = The food will be=20 distributed at the pick up points (Plant Ops. Building or the=20 University=20 Center) on Thursday, = September 18,=20 from 5-7 p.m.=EF=BF=BD Patrick also informed the = members of the=20 Staff Appreciation Day menu that will consist of hamburgers, hot dogs = and=20 chips.=EF=BF=BD Melinda is = working on a=20 contract with Mix 96 for a DJ who will be playing a variety of = music.=EF=BF=BD Games will include bingo, = chess, dominoes,=20 horseshoes, checkers, a dunking booth and the cake walk.=EF=BF=BD T-shirt sales are still = going very=20 slowly.=EF=BF=BD There was a = motion to have=20 different colored shirts for the COSA reps.=EF=BF=BD=20 It was voted on and passed that the COSA representatives would = have a=20 different colored shirt for Staff Appreciation Day.=EF=BF=BD Patrick also indicated = that the next Staff=20 Appreciation Day Committee meeting would be scheduled for Thursday = August 21st=20 at 2 p.m. in the = University Union=20 conference room #1.=EF=BF=BD=20

State Charitable = Contributions=20 Program:=EF=BF=BD = Chair Bob Lee is=20 heading this again this year.=EF=BF=BD He is=20 looking for a faculty co-chair.=EF=BF=BD He=20 will be attending the kick off dinner in=20 Atlanta on August=20 27^th.=EF=BF=BD He = has asked for=20 volunteers for team captains.

Welfare = Committee:=EF=BF=BD Chair Patrick Smith =

Employee of the=20 Semester:=EF=BF=BD Chair=20 Stanley Jones.=EF=BF=BD Employee of the=20 Semester ballots are due August the 18^th.=EF=BF=BD So far they have = received 25=20 ballots.=EF=BF=BD At the = September=20 9^th COSA meeting there will be a presentation for the = employee of=20 the semester.=20
Retirement=20 Walkway/Luncheon -Employee Recognition:=EF=BF=BD Chair = Shannon=20 McGee.=EF=BF=BD=20 Inman Grimsley will be = working=20 closely with this committee and is working on a letter to send to = retirees=20 inviting them to the luncheon and contributing to the retirement = walkway=20 fund.=EF=BF=BD The Salute = to Service and=20 Annual Awards luncheon is scheduled for = May.=20
University=20 Planning Advisory Council:=EF=BF=BD=20 Will report when meetings resume this=20 fall.

REPORT FROM THE CHAIR:=EF=BF=BD Chair = Rebecca=20 Kimbrough asked the COSA members to contact her if they = are=20 interested in attending the Strategic Planning retreat this year.=EF=BF=BD Rebecca also asked for = volunteers for Blazer=20 Beginnings to help students move into their residence halls, direct = traffic,=20 etc.=EF=BF=BD She handed out a = sheet with the=20 residence halls and times and asked that people sign up when they = can.=EF=BF=BD

UNFINISHED BUSINESS:

=EF=BF=BD

=EF=BF=BD =20 Holiday (Calendar) Committee (Ad = Hoc):=EF=BF=BD Trish Taylor will chair = this committee.=EF=BF=BD They will try to plan at = least 2 years in=20 advance.

=EF=BF=BD =20 Future=20 election concerns that need to be addressed.=EF=BF=BD=20

NEW = BUSINESS:=EF=BF=BD

=EF=BF=BD =20 Change=20 logo on all stationary to remove Calling on Staff for Answers.=EF=BF=BD This was done by Jeff=20 Grant.

=EF=BF=BD =20 Job=20 Value Comparison letter and spreadsheet- Inman = Grimsley handed out a copy of the Job Value = Comparison letter and spreadsheet and asked all the COSA members to look = it over=20 and if they had any questions before he distributes it to the entire = campus.=20

OTHER BUSINESS:

=EF=BF=BD =20 Questions about vending machine = prices: It=20 has been brought to COSA=EF=BF=BDs attention about the vending machine = prices on=20 campus.=EF=BF=BD = Shannon = McGee, who works in the Auxiliary = Services=20 1Card Office that handles vending, informed us that there was a = committee formed=20 of staff, faculty and students who met and reviewed the vending = PFP=EF=BF=BDs that went=20 out to bid.=EF=BF=BD The prices = for product were=20 included in the RFP.=EF=BF=BD = After all the=20 responses were read and discussed it was recommended by the committee = that Tom=EF=BF=BDs=20 should be chosen.=EF=BF=BD = Tom=EF=BF=BDs is able to=20 provide VSU with refrigerated vending machines for a wider variety of = products=20 on campus.=EF=BF=BD=EF=BF=BD =

=EF=BF=BD =20 Bank of=20

America

CASHPAY:=EF=BF=BD=20 Mr. Jim Black, Interim VP for Business and Finance, has asked = COSA to=20 review this program.=EF=BF=BD = COSA will be=20 contacting Sue Lampert to schedule a presentation to be done by Bank of = America=20 at a future COSA meeting.

=EF=BF=BD =20 Rebecca=20 presented past chair Shannon = McGee with a plaque in appreciation = of her=20 service as COSA Chair.

ADJOURNMENT

The meeting adjourned = at 10:20 a.m.

Respectfully submitted:

Shawn=20 Gibbons

Shawn Gibbons, Secretary, Council on Staff=20 Affairs