Employee Assembly Minutes
Wednesday, November 4, 1998
Day Hall Boardroom
12:15 p.m. - 1:30 p.m.

I. Call to Order and Introductions

T.Hoebbel called the meeting to order at 12:35 p.m.

Present: M.Esposito, T.Hoebbel, D.DiBene, L.Russell, L.Clougherty, C.Hayes, A.Vail, J.DeMarco, G.Brandt, R.Barker, J.Worden, C.Gardner, J.Gordon

II. Open Forum

M.Esposito asked that the agenda and minutes be available earlier, preferably the week before an EA meeting. L.Clougherty and T.Hoebbel both noted that they appreciated the detailed minutes.

D.DiBene asked why he was listed on his name card as a statutory employee representative? Several members of the EA helped explain that employees are asked to run for the seats they represent, but through special election or appointment, they can technically fill seats for positions they do not hold. T.Hoebbel further clarified that there had been some discussion about shifting people into the seats they ‘belonged’ in, and he queried C.Gardner whether he would be able to run for his specific seat again. C.Gardner explained that in the spring, he would be able to run for the seat that he did ‘belong’ in.

G.Brandt noted that he thought the EA had missed an opportunity to speak to parents during Parent’s Weekend. He felt someone representing the EA should have been on the agenda at the President’s Reception to introduce the EA to parents and explain how Cornell employees value both students and academia in addition to their work. He further pointed out that things like this occur often, and the EA should be more observant of such events.

T.Hoebbel asked that people mention these issues before the events happen, but in addition, he didn’t really see what link the EA had to parents. He thought it would be a good idea for the EA as a whole to know about these events as they arise and make decisions as a group about what would be appropriate to speak about. C.Gardner reminded those assembled most events are scheduled on the University calendar so this is one mechanism for prior notice of events. She also brought up the fact that the President’s Reception was a venue for him to meet and address the parents; no one else spoke at this event. She added if another assembly were to speak, it would probably be more appropriate for it be the Student Assembly. G.Brandt countered that he appreciated when employees made direct connections to the parents during Parent Weekends and hosting weekends. He asked that upcoming events be put on the agenda so the EA could determine if involvement was appropriate. T.Hoebbel agreed that it would be worthwhile to put these events on the agenda, and an interested member of the assembly should take the responsibility to do this. G.Brandt agreed to look at the calendar and relay upcoming events to the EA.

T.Hoebbel announced he had a copy of the President’s recent response to Student Assembly actions, and it was available for anyone to review.

III. Approval of Minutes

The minutes of October 21, 1998, were unanimously approved.

IV. Old Business

A. Status of PawPrint Insert

B. Brainstorm Goals for PawPrint

C. Finalize Questions for Front Page PawPrint

T.Hoebbel wanted to talk more about specific goals for the year that could be printed in PawPrint. He asked that the EA attempt to create a concrete list of such goals, and to also look at the survey questions that would be on the front page of the insert. He mentioned there was some discrepancy regarding what the questions should be and suggested brainstorming ideas recommended. L.Clougherty and L.Russell requested more information be dispersed about the questions proposed to date, and then suggested that the questions be decided upon at next Wednesday’s joint meeting of the Communications Committee and the Employee Assembly.

T.Hoebbel referred the assembly to the paragraph about goals in the minutes. He asked the group to distill specific goals from the summary.

L.Clougherty distilled three points from the summary:

• work more closely with the other Assemblies
• be more active in helping to formulate benefit packages that will be available once the new system

 is operational (specifically, gaining comprehensive dental care and tuition discounts).

• remain involved in transportation issues

T.Hoebbel specified there is an EA Policy Committee and perhaps a goal regarding such a committee would be to be active in policy development. L.Clougherty stated this already happens. C.Gardner reminded the group of previously mentioned goals: to have the EA advocate and work toward diversity/inclusion on campus (an issue that was brought up in the beginning of the year at the Assemblies Fall Retreat); and to improve town/gown relationships. She offered to send out information already compiled on these two issues.

T.Hoebbel reminded the EA there had been information in PawPrint regarding an initiative to get local businesses to advertise employee discounts in the paper. He relayed to the group for this to happen, someone from the EA needs to work specifically on that project. He asked if anyone would be willing to do this. L.Russell added that the ads wouldn’t happen any other way, and T.Hoebbel agreed that while some businesses call to place ads, usually PawPrint needed to be proactive in obtaining advertisements.

L.Clougherty informed the group that she didn’t think it was appropriate for the assembly to work on that issue. T.Hoebbel asked if she had a philosophical disagreement with having the EA work to gain ads for PawPrint? He mentioned that if the ads were tied into the downtown business sector, it could foster business, and help town employees (fitting into the town/gown goals for the EA) in their jobs. He again queried if philosophically this was something the group could agree with.

G.Brandt voiced his opinion that soliciting ads was beyond the scope of the EA, and the group wasn’t doing well enough with it’s explicit duties to extend its responsibilities elsewhere. M.Esposito agreed, explaining that since the EA has requested two extra pages be added to PawPrint, if they have to fill that space with ads, not text, it suggests they don’t really need the pages.

T.Hoebbel closed discussion and said he would get the new goals to D.Stein and send the proposed questions out to EA members. He noted that the deadline for submissions is the 9th, and that PawPrint is to be issued on the 19th, so if anyone has any written text, it is imperative that it get to D.Stein right away.

T.Hoebbel distilled six goals from the discussion:

• work more closely with UA/SA/GPSA/Faculty Senate
• continue to address transportation/parking concerns
• be more active in development of benefit plans
• continue being proactive in policy development
• advocate for increased diversity on campus and promote inclusive working/learning environment
• be proactive in improving town/gown relations

V. Progress Reports

A. Employee night.

J.DeMarco read segments of a letter written to Charlie Moore, Athletic Director, which stated they couldn’t accept the Friday night date in January for Family Night, and wanted to discuss options for rescheduling. The letter proposed rescheduling family night for a Saturday in February, or another option would be to hold it the weekend of the hockey tournament. He said C.Moore, Director of Athletics, hadn’t replied to the letter yet.

B. Transportation - EA Representatives, Curt Dunnam & Pam Kellogg to give presentation on Nov. 18th.

T.Hoebbel announced that Pam Kellogg and Curt Dunnam, Employee representatives to the TAC, would be making a presentation at the next EA meeting. G.Brandt informed the group that he sent an email to Balch Campus Life Employees so they would know about the meeting, which is to be held in Balch Hall’s Unit One Lounge. J.DeMarco reminded the group these weren’t people working for the Transportation Department, but were just employee representatives to the committee.

C. Dedicated Service Award renamed the George Peter Award for Dedicated Service

The EA discussed a kickoff event to dedicate the Service Award to George Peter. J.DeMarco said for right now, plans were on hold, but the name would definitely be changed and at some point there would be a ceremony. Some people suggested perhaps G.Peter be invited to the next presentation ceremony for the award, and be able to give out the first award named after him. M.Esposito disagreed, and advocated having a separate ceremony to honor Mr. Peter. L.Russell noted his feeling that it would be nice to honor Mr. Peter by allowing him to present the first award after it was officially re-named. C.Gardner concurred, explaining as the founder of the award, this would be fitting. A committee was formed to plan the re-dedication and presentation: M.Esposito, J.DeMarco, J.Worden, L.Russell, and C.Gardner agreed to be on the committee, with M.Esposito to be convener.

D. Arecibo Update

T.Hoebbel reported that to date, the EA had collected about $7,000 for the hurricane relief effort in Arecibo, and that he was transferring $5,750 to the Arecibo account, with more checks remaining to be deposited. The drive will be continuing through Thanksgiving. There was a substantial donation given from the Vice Provost for Research’s Office because they receive lots of benefits from Arecibo. As of yet, there has been no official University donation. M.Overstrom received a letter from a community member who had inquired why the University hadn’t made a substantial monetary donation to the EA fund.

M.Esposito brought up the University’s generous sponsorship of students affected by the Collegetown fire, and added that he thought the University should do something similar for the Arecibo employees. It was suggested that the EA extend the University a “challenge” to match any contributions it received from its drive. L.Clougherty agreed, but cautioned the group not to approach the administration in an adversary manner. When asked who would do this, C.Gardner noted that it would be the Chair’s responsibility to ask the University to match funds, double the donation, or donate gifts in kind. T.Hoebbel offered to inform C.J.Lance-Duboscq about the EA’s suggestions, and pointed out that the Arecibo facility had been helping out employees in Puerto Rico by providing them with shelter. The question remained as to what central campus could do to help.

J.Worden asked whether the university had done anything else in terms of a relief effort? T.Hoebbel informed the EA that the University had donated 53 house generators the employees were paying for, and sponsored no-interest emergency loans for those employees in need of help. J.Worden inquired further about whether disaster teams had been sent to Arecibo. T.Hoebbel replied some central campus staff had been going back and forth to help, but he wasn’t sure about specific disaster teams. No administrators had gone down to Puerto Rico yet.

M.Esposito suggested perhaps the EA should look at the model of Students Helping Students, the emergency fund of the Student Assembly, to see what the EA could do to help by way of grants. A.Vail expressed concern that people would begin to expect the University to help all employees in every emergency situation, and wondered where the EA should draw the line in terms of providing financial support to people.

G.Brandt mentioned having heard of an endowment, called the White Fund, that used to exist for employees who ran into emergency situations, and suggested it could be used. C.Gardner offered to follow up on looking into a Human Resources endowment originally used when the University’s employee insurance policies were converted from 100% coverage to partial coverage. Grants had been given to people when financial distress arose because of these changes. The endowment should still be there and perhaps could be activated for this purpose. C.J.Lance-Duboscq will be asked to get information about both the endowment and about the University in matching donations for Arecibo.

L.Clougherty asked why the Arecibo money was being transferred to another Cornell account instead of straight to employees? T.Hoebbel responded they wanted to donate the money right away and allow information about status of the drive to be printed in PawPrint. The easiest solution for transferring money seemed to be to set up a Cornell account for Arecibo (an agency account) and get the money to Puerto Rico in that manner. Other suggestions were to give the EA a list of people who needed money, and how much they needed. Direct checks could then be written to specific people. For administrative reasons, establishing an agency account seemed to be the best option. R.Medina, Arecibo Director of Human Relations, and D.Altschuler, Director of Arecibo, were in the process of determining who needed the money the most, and will be responsible for distribution of the emergency funds.

E. Report from Treasurer on Finances

G.Brandt queried how much money he could be reimbursed for the hockey tournament? M.Esposito pointed out the tournament should be financially supported by all of the Assemblies. G.Brandt agreed in theory, but said the reality was some of the other Assemblies didn’t even know about the tournament yet. L.Russell expressed his belief that because of the success of last year’s tournament, the other Assemblies would want to support it. C.Gardner said if the GPSA and SA had proposals brought to them, they would consider supporting the tournament.

G.Brandt said this year more vendors contributed to the event, but new trophies and equipment meant it would cost more money. He said he would resurrect the resolutions last year which called for support of the tournament and see if the Assemblies would still be willing to sponsor the event again this year.

T.Hoebbel asked if copies for the Arecibo fundraising campaign were an item he could be reimbursed for? C.Gardner said the EA Treasurer needs to approve the request, but it seemed reasonable. G.Brandt asked whether he could get money for the programs for the hockey tournament, and C.Hayes said he would have to put in a request.

C.Hayes queried as to how much the Treasurer should explain about each expense that goes through the office? G.Brandt suggested the EA should do an internal audit of its finances. C.Gardner said that probably wouldn’t be appropriate unless there was a financial problem the EA experienced, but invited instead members to review the accounting statements. T.Hoebbel agreed with the latter, saying as long as the account could be reconciled, the EA’s finances should be okay. He did suggest perhaps the categories for allocations should be changed. M.Esposito reminded the group any money they didn’t use they would probably lose in the next funding cycle.

T.Hoebbel reviewed the agenda for the next meeting, saying it would include a discussion about the EA Open Forum, planning for the Dedicated Service Award re-naming and dedication ceremony, employee representatives to TAC presentations, an update on the emergency White Fund, a report on Employee Night, and perhaps the rescheduling of Joann Shepherd of Human Resources who was invited to speak at today’s meeting.

C.Gardner suggested if the EA wanted to encourage people to come to meetings, perhaps they should be restructured to be more people friendly. L.Russell agreed, pointing out the “lingo” representatives used at meetings was often too fast for newcomers to catch.

D.DiBene reported the Employee Education Committee would be meeting Monday, November 9th, from 3–4 p.m. in Dickson Hall rm. 1601.

The meeting was adjourned at 1:30 p.m.

Respectfully Submitted,

Julia R. Gordon