USGSC MINUTES

JUNE 15, 2001

MACON STATE

MACON, GEORGIA

Present: Alberta Cook, SPSU; Paula R. Donovan, CGCC; Mary Nevill, CGCC; David Baugher, KSU; Patty Sansom, KSU; Walter Todd, UWG; Debbie McKenzie, UWG; Clois Reese, UWG; Erma Shooks, UWG; Leslie Williams, GSU; Shelia Bradley, GSU; Regina Chester-McHenry, CSU; Teneka Wilson, CSU; Ainsley Eubanks, GC&SU; Tony Hughey, UGA; Margot Peter, UGA; Brenda Keen, UGA; Elizabeth Pape, UGA; Pat Rozier, VSU.

1) The meeting was called to order by Alberta Cook, Chair, at 10:00 a.m. Corrections to the Minutes of the February 23, 2001 meeting were in order. Item #III, first sentence should read "Since the early retirement of Peggy Inman, current chair of the USGSC, Alberta Cook, chair-elect, assumed the role of the chair for the current year and through June 2002, after a unanimous vote. Item #IV, KSU conference dates should read October 4 & 5, 2001. Minutes were approved as amended.

2) First time attendees to our USGSC meeting included Dr. Walter Todd, and Debbie McKinsey of West Georgia; Patty Sansom, chair of the 2001 Conference at KSU; and Teneka Wilson, Columbus State. Great to have you join us!

3) A motion was made, approved and seconded to modify the By-laws to read "Amendments to the by-laws may be adopted by simple majority vote of voting members present at one meeting or one vote over the ListServer." This may be found on the last page of the current By-laws.

4) A motion was made, approved and seconded to change the By-laws to separate the secretary/treasurer position.

5) A motion was made, approved and seconded to establish a treasurer's position. This position would be a two-year appointment beginning July 1 of each fiscal year. The Treasurer's position would be part of the executive committee with responsibilities including: 1) reporting the status of the account at each meeting, 2) collecting voluntary institutional membership contributions, 3) housing the account at the Treasurer's institution, 4) disbursing funds as approved by the chair or his/her designee, and 5) providing end-of-year account status to council members at its June meeting.

6) Membership dues and expenditures of money collected were discussed in detail. A motion to establish a voluntary institutional membership contribution of $25 (suggested) to be paid with the annual conference registration fee was moved, approved and seconded. For those institutions who are not members, the membership contribution would be increased by $5.00. The monies will be collected by the host institution for the annual conference and a separate check will be issued and made payable to the institution of the treasurer. The dues will be housed in an agency account at the institution of the treasurer and will be used for the purchase of conference expenses, stationery, postage, and miscellaneous items.

7) Stationery design was discussed. Brenda Keen suggested that our USGSC logo from the web page be used and institutions'/representatives' names be listed down the left side of the page. (The names of our institutions/representatives will be listed on a separate file.) Leslie Williams and Shelia Bradley graciously agreed to design something. It will be brought before the committee at our October meeting. A motion was made, approved and seconded.

8) Since a treasurer's position was established, by unanimous vote Mary Nevill from Coastal Georgia Community College was elected to serve as Treasurer for a two-year term. By unanimous vote Paula R. Donovan from Coastal Georgia Community College was elected to a second term as Secretary.

9) The Council unanimously agreed that name cards would be helpful in Council deliberations. Elizabeth Pape graciously agreed to print some for us.

10) Item #2b, Discussion of statewide newsletter, was discussed and deemed unnecessary.

11) Item #2c, PeachCare discussion continued. Brenda Keen has drafted a letter from the USGSC to federal congressman and senators. This letter along with those congressmen and senators to whom it will be sent will be posted to the listserv. All are strongly encouraged to read it. Although this letter will go out from USGSC, it is strongly recommended/encouraged that those agreeing with this send it individually. Please remember that NO college stationery is to be used.

12) Item #2d, Update on differences in Merit vs. BOR vacation and sick leave, was discussed, and it was decided that we should discontinue this issue of comparison since we have the better of the two. It was further discussed to continue our efforts to obtain the issue of the sick leave bank. Brenda is working on drafting a letter and will post to the ListServer for feedback before sending it further.

13) Council members shared what was happening on their campuses. Patty Sansom, chair of the 2001 Conference being held at Kennesaw gave us an update on conference activities. In-depth information may be found on the web page.

14) The Council expressed a desire for the USGSC to be a viable Council with the Board of Regents. As such, Dr. Dan Papp, Senior Vice Chancellor, Office of Academic and Fiscal Affairs, will be invited to attend our conference Thursday evening. The Council also expressed a desire to have a BOR representative attend its regularly scheduled meetings. The question is who to invite.

15) Next meeting is to be held at the conference at KSU on October 4.

16) Meeting was adjourned at 12:15p.m.