Members Present: Dean Foster, Barbara James, Tina Rippa, Anita Rios, Jon Saari and Margaret Soucy.

Members Absent: Shawn Sias and Teresa Holguin.

I. President James called the meeting to order at 10:10.

A. The meeting began with the pledge of allegiance.

B. Vice President Rippa swore in Barbara James as President.

C. President James swore in the new Senators. They are Cynthia Bettison, JoAnn Fischer, Julia Biglin, Leonor Mendoza, Virginia Manzano, T.J. Robinson and Julie Morales.

D. In lieu of an appointed secretary, Vice President Rippa took roll call.

II. Approval of Agenda – After discussion Senator Fischer made a motion to table approval of the September 3 Minutes until the next meeting, and Senator Soucy seconded the motion. The motion carried, and the agenda was approved as corrected.

III. Approval of July 2, 2003, and August 6, 2003, Minutes - Further discussion followed and Senator Bettison made a motion to approve all minutes at the next meeting. Senator Fischer seconded the motion, and the motion carried.

IV. President's Report – President James reported the following:

• She thanked Barbara Taylor for all her hard work on the assessment convocation. It will be done on a yearly basis from now on. It was very informative and got everyone thinking about the future.
• It is Homecoming week. The football game is Saturday at 1:30. She said that anyone interested in attending any events should contact the Alumni Office.
• The staff potluck is tomorrow. The Staff Senate is sponsoring it and Dr. Counts has donated the hamburgers and hot dogs. It is from 11:00 am to 2:00 pm.

V. Treasurers Report – There was no report due to the Treasurer’s absence.

VI. Old Business

A. Committee Reports

1. Staff Handbook – President James stated that Marcia Bourdette is no longer a senator. She asked Senator Biglin to chair the committee. Barbara James said that she should contact Marcia Bourdette for information on the committee. President James stated that each person is asked to serve on the committee for two years only and then should be replaced.

2. Rewards & Recognition – President James stated that Charlene Ashburn has been the chair since the inception of the committee. She asked Senator Fischer to be the new chair. There is action requested that has to do with rewarding those employees who do not use their sick leave. Senator Fischer made a motion to table the action item until the November meeting. Senator Bettison seconded the motion, and the motion carried.

3. Salary & Classification – Senator Rippa reported that a survey was sent to all staff to determine if changes should be made to the method used in awarding salary increases. All completed surveys should be submitted by October 14. Charlene Ashburn suggested that copies be sent to maintenance. President James said that committee members would attend maintenance meetings to speak with them.

4. New Employee Orientation – Senator Foster stated that the committee has been having monthly meetings. The committee is meeting with new employees each month to let them know what is available to them at Western. The hand out that is given to new employees was provided for all senators. The committee has designed a new employee orientation survey that is given to all new employees. Senator Bettison stated that there is not a discount to employees at the museum except at certain times that are advertised. President James told everyone to contact Senator Foster if he/she knows a new employee who would like to attend the orientation.

5. Election – Senator Rios stated that Senator Morales, Gary Cook and Adelle Springer assisted her with the election. Senator James commended Anita for taking care of elections at the last minute.

6. AQIP – Senator Rippa had no report.

B. Reports on Issues and Goals for Upcoming Year – President James provided a list of all suggestions/concerns to all senators. She asked that they review the suggestions over the next month. President James requested that the action be tabled to give all senators a chance to review the list and bring back the areas that they feel are important so that goals can be set for next year. Senator Foster made a motion to table any action until next meeting; Vice President Rippa seconded the motion, and the motion carried.

C. Employee Potluck – President James reported that she has contacted the athletic department because they have two grills that can be used but must be returned immediately afterwards. President James asked that Mason Door ensure that tables and chairs are set up. She commended Senator Soucy for the excellent job she did on getting the information out to everyone. The set up will begin at 10:00 a.m. It will be at Old James Stadium. She asked all senators to be present. President James will provide name badges for all senators.

VII.New Business

A. Election of Officers – President James stated that there are three positions to fill, vice president, secretary/treasurer and parliamentarian. Senator Soucy nominated Senator Rippa for the position of vice president. There were no other nominations, and Senator Rippa accepted the position. Senator Rippa nominated Julia Biglin for the position of secretary/treasurer. Senator Biglin declined the nomination. Senator Soucy nominated Senator Morales for secretary/treasurer, but Senator Morales declined the nomination. Senator Morales nominated Virginia Manzano for the position of secretary/treasurer, and Senator Manzano was coerced into acceptance. Senator Bettison was nominated to fill the position of parliamentarian, and she accepted the nomination. President James thanked those who agreed to serve.

B. Assessment Committee Report - Mary Hittle asked that a staff assessment committee comparable to the faculty senate assessment committee be formed. She would like the committee to be formed with representatives from different departments. Barbara Taylor stated that the faculty committee has been meeting for about ten years and that they identified several areas in general education to assess students’ educational improvement. If a staff assessment committee were formed, they would meet jointly with the faculty assessment committee. Jointly they could be assessing the areas deemed important at the Assessment Convocation. Barbara Taylor offered to meet with the committee to assist them if a staff assessment committee was formed. Linda Baldwin is the current chair of the faculty committee; it has a representative from every academic department as well as several ex-officio members. Mary Hittle would like the committee to address the maintenance communication issue. President James said that she would work with Mary sometime next week to discuss the formation of the committee and to determine who will chair the committee and who will sit on the committee.

C. Senator Bettison said she had a point of order. She stated that the officers were elected but had not been sworn in. President James swore new officers into office.

D. Employee of the Month – President James stated that committee has selected the employee of the month for October but was unable to attend the meeting. She said that Staff Senators would make the presentation next week on Tuesday or Wednesday.

VIII. Open Forum - Chris Casey requested that the vice presidents be notified if the employee of the month works in their division so they can be present at the presentation to support their employees. President James said she would make sure they were informed in the future. She further stated that whoever nominates the individual would also be informed that the individual was selected so they can be there also.

Duane Elms asked if the list of goals/issues is posted. Barbara James said it was not posted but that information will be brought to the next meeting, and a list will be made accessible by the rest of the staff.

Sylvia Villegas said that she has a custodial safety issue when someone is in her area when she arrives. She said that students spend the night in the building studying. She asked that they be informed to be expecting someone in the building early in the morning. Sylvia Villegas also said that the janitors are asked to open doors for people and do not feel comfortable doing so. President James will contact Deb Martinez. Chris Casey said the problem is a problem to be discussed between the building supervisor and John Orona. It is an issue to be addressed campus wide. Chris will propose a policy to the policy committee.

Senator Bettison said that there is a no smoking policy for university vehicles, but she is no longer able to use the university vehicles because people are smoking in the vehicles. Chris Casey said that it is a state law that prohibits smoking in vehicles. Chris Casey said that she will recirculate the policy as a reminder, and she will work with maintenance to determine if they can tell when someone smoked in a vehicle.

Sylvia Villegas asked if there is ever a time when Sodexho employees can be nominated as employee of the month. Senator James explained that only Western staff members qualify for the employee of the month award. The senate does not represent the people employed by Sodexho; therefore, it is something that cannot be changed. Senator James suggested that the department itself could develop a plan if they wanted to do so.

IX. The next meeting will be Wednesday, November 5, 2003, at 10:00 a.m. in the Seminar Room of the Student Memorial Building.

X. Senator Bettison made a motion to adjourn the meeting; Senator Biglin seconded the motion. The motion carried.