MINUTES OF THE COUNCIL ON STAFF AFFAIRS MEETING

May 13, 2003

COSA Chair-Elect = Rebecca Kimbrough=20 called the meeting to order at 8:35 a.m. in the President=EF=BF=BDs = Dining Room of the=20 Palms Dining Center.=EF=BF=BD Members present:=EF=BF=BD Melinda = Cutchens, Sammy Dees, Jeff=20 Giles, Inman Grimsley, Mike Hamm, Rosalyn Hatcher, Rebecca Kimbrough, = Sue=20 Lampert, Bob Lee, Shannon McGee, Kae Sinkule, Patrick Smith, Josie = Stone, Trisha=20 Taylor and Carolyn Wilson.=EF=BF=BD

SPECIAL ORDER OF THE DAY:=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 Ezra Freelove, = Microcomputing and Network=20 Services, explained the options available to COSA regarding online = voting in the=20 upcoming COSA election.=EF=BF=BD Ezra explained that each individual = will use a user=20 name and password to enter the site where they will vote. = =EF=BF=BD=EF=BF=BDThere was some=20 discussion regarding those individuals that may vote for more than one = area.=20 =EF=BF=BDThe Election committee will finalize the voting procedures with = Ezra before the=20 end of May.=EF=BF=BD =EF=BF=BDIt was recommended the Election committee = supply Ezra with the=20 lists of eligible voters for each area.=EF=BF=BD Kae Sinkule recommended = that an e-mail=20 be forwarded to all staff informing them of the voting process and that=20 individuals with an e-mail account will be required to vote online while = those=20 who do not have an e-mail account may go to one of two polling stations = that=20 will be available on campus.

=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 A motion was made and = seconded to approve the=20 April COSA meeting minutes.=EF=BF=BD

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

Sue Lampert presented = a written=20 report of the three COSA accounts.

=EF=BF=BD =20 Fund 10000 =3D $527.21

=EF=BF=BD =20 Discretionary =3D $1,214.34

=EF=BF=BD =20 Retirement Walkway =3D $12,211.35

COMMITTEE REPORTS:

Academic Scheduling/Procedures:=EF=BF=BD = No report.=20

Elections:=EF=BF=BD Sammy Dees, on=20 behalf of Mike McKinley, distributed ballots containing the names of = those=20 individuals who would be interested in serving in the position of = Chair-Elect.=EF=BF=BD=20 Sammy requested that each person vote and return the ballots to him = during the=20 meeting. During the month of June elections will be held for COSA=20 Representatives.=EF=BF=BD Rebecca Kimbrough requested that the Election = committee=20 reiterate that newly elected COSA Representatives will be serving a = four-year=20 term.=EF=BF=BD Before the FY 2005 elections COSA will readdress the = issue of staggered=20 terms for COSA Representatives.

Sue Lampert stated = that COSA=20 policy does not specifically mention (it only infers) that a COSA = Representative=20 must be entering the second year of their term to qualify for the = Chair-Elect=20 position.=EF=BF=BD She stated this would allow a COSA Representative = entering the third=20 year of their term to also be considered for the position of = Chair-Elect.=EF=BF=BD There=20 was discussion about the voting policy.=EF=BF=BD Chair Shannon McGee = indicated that COSA=20 must follow the current COSA policy.=EF=BF=BD Therefore, Sue Lampert = made a motion that=20 COSA recognize flaws in the election procedure and declare the current = election=20 ballot void and re-open the nomination process to include COSA members = who will=20 be serving the third year of their term.=EF=BF=BD Josie Stone seconded = the motion.=EF=BF=BD The=20 motion carried.=EF=BF=BD Chair McGee indicated that a special meeting = would be called=20 during the month of May to vote on the position of Chair-Elect.=EF=BF=BD = The floor was=20 opened for nominations for the position of Chair-Elect.=EF=BF=BD Those = nominated were=20 Josie Stone, Melinda Cutchens, Patrick Smith, Bob Lee, Sue Lampert = (declined),=20 Mike Hamm, Carolynn Gaston, Stanley Jones, Jeff Giles (declined) and = Mike=20 McKinley.=EF=BF=BD Shannon remanded the election policy issue to the = Election committee=20 as well as the Policy committee for further review.=EF=BF=BD COSA = Representatives can=20 vote by proxy if there are unable to attend the called meeting.

Faculty Senate:=EF=BF=BD Shannon McGee = mentioned the=20 Faculty Senate voted to reschedule the summer session of the Faculty = Senate=20 meeting from June, 2003 to May 2003.=EF=BF=BD=EF=BF=BD Furthermore, = the Faculty Senate voted=20 to reschedule the summer session of the Faculty Senate meeting from = June 2004,=20 to May 2004.=20
Parking Appeals:=EF=BF=BD Sammy Dees, on = behalf of Mike=20 McKinley, distributed a chart indicating the breakdown of the parking = appeals=20 for the month of April 2003.=EF=BF=BD The committee upheld 64% of the = appeals while=20 36% of the appeals were dismissed.=EF=BF=BD Partners for Campus = Excellence:=EF=BF=BD No=20 report.=20
Policy: No report.

State Charitable Contributions = Program:=EF=BF=BD Bob Lee=20 informed everyone he has been asked by Dr. Zaccari to chair the State=20 Charitable Contributions Program next year.=EF=BF=BD =EF=BF=BD=20
Welfare Committee:=EF=BF=BD Rebecca = Kimbrough =EF=BF=BD No report.=20

Employee of the Semester:=EF=BF=BD Rebecca Kimbrough = =EF=BF=BD No report.=20
Retirement Walkway-Employee = Recognition:=EF=BF=BD Shannon=20 McGee informed everyone that invitations for the retirement luncheon = have=20 been mailed.=EF=BF=BD Jeff Grant may have a prospect for the = entertainment portion=20 of the luncheon.

o =20 Staff Appreciation Day:=EF=BF=BD Rebecca Kimbrough = reported that a=20 meeting of the Staff Appreciation Day committee was held = recently.=EF=BF=BD Several=20 individuals were nominated for the two Co-chair positions.=EF=BF=BD = Several individuals=20 declined the nomination; however, Mike Hamm accepted the = nomination.=EF=BF=BD Other=20 nominations may be forwarded to Rebecca.=EF=BF=BD The committee will = vote for the two=20 Co-chair positions at the next meeting.=EF=BF=BD

o =20 Staff Development:=EF=BF=BD No report.

o =20 University Planning Advisory Council:=EF=BF=BD = Sue Lampert=20 reported the recent meeting of the University Planning Advisory Council = was very=20 productive.=EF=BF=BD As part of the process of creating a vision = statement for VSU the=20 Council members were asked to identify core values and principles.

REPORT FROM THE CHAIR:=EF=BF=BD

Shannon McGee informed = COSA that=20 Academic Affairs has requested that COSA coordinate the annual VSU Staff = luncheon beginning in 2004.=EF=BF=BD Chair McGee and others were excited = about this=20 opportunity.

Shannon also informed = everyone=20 that the 2003 Holiday calendar had been approved.=EF=BF=BD Several = factions will be a=20 part of the coordinated effort to establish and recommend the 2004 = Holiday=20 calendar.

OLD BUSINESS:

None.

NEW BUSINESS:

=EF=BF=BD =20 Melinda Cutchens mentioned that a luncheon will be held = for=20 current COSA Representatives/Ex-Officio members on Monday, May = 19^th.=EF=BF=BD=20 Melinda asked that anyone interested in attending the luncheon contact = her so=20 she could place their name on the list.

=EF=BF=BD =20 Inman Grimsley suggested that the Retirement Luncheon = committee=20 make reservations for next year=EF=BF=BDs retirement luncheon.

OTHER BUSINESS:

None.

ADJOURNMENT

The meeting adjourned = at 10:15=20 a.m.

Respectfully submitted:

Melinda Cutchens

Secretary, Council on Staff = Affairs