Employee Assembly Meeting Minutes
Wednesday, October 20, 1999
12:15 p.m. — 1:30 p.m.
Balch Hall, Unit 1 Lounge

I. Call to Order and Introductions

M.Esposito called the meeting to order at 12:15 p.m.

Present: T. Calvert, D. Darby, J. DeMarco, M. Esposito, B. Goodell, T. Hoebbel, D. Howland, S. Johnson, CJ Lance-Duboscq, M. Overstrom, A. Vail, C. Woodward, J. Worden

Others present: Dennis Stein, Cris Gardner, Kristen Riley, Barb Horner, Gary Brandt

II. Approval of Minutes

No minutes were presented to be approved.

III.New Business

a. EA News and Views

The idea was brought to M.Esposito about rotating the authorship of EA News and Views. It would be an optional opportunity. Any volunteers to write an article should contact M.Esposito. Dennis pointed out that M. Esposito wrote a good column with limited time for the last issue of PawPrint.

b. Website - Outdated

M.Esposito mentioned that there have been many comments about the website being outdated. Some ideas to be considered include an area to post past resolutions and changes in the format of the PawPrint link. M. Esposito explained that the membership information is current.

D. Darby asked if maintaining the website is a time consuming responsibility. She said that she would love the opportunity to help with it. She also asked if it was the responsibility of the Office of the Assemblies to keep the website current. C. Gardner explained that they have hired a new webmaster and that person will be changing the look and updating the information. It will be given a more professional look, with customized buttons for each assembly. Any suggestions or ideas about the website should be directed to D.Darby.

c. Goal Setting

M. Esposito said the next step after the Retreat was to set goals, which the group has already done. One was the President’s Address, which is finished. B. Goodell pointed out that another goal was to be the new logo.

M. Overstrom brought up an idea that D. Darby had devised on an activity for new employees. The Employee Assembly, along with CRC, could sponsor a reception to welcome the new employees and introduce them to Cornell. The EA could work with the CRC, who would host it, but the reception would include EA and UA members, Paw Print representatives and students. D. Darby had been working with the Johnson Art Museum for a possible place to hold the reception. The CRC would financially sponsor the activity, which would be held a few times a year. D. Darby explained that CRC has committed to the concept, but approval is waiting for detailed financial estimates. Renting space in Johnson Art Museum and catering create a large expense, but it might be possible to waive the rental fee. D. Darby is working with new director of Dining and Retail Services to devise a menu that is diverse and cost effective.

B. Goodell asked what length of time would define a new employee for this event. D. Darby said that it would not be exclusive based on length of time. M. Overstrom explained that budgetary restrictions would also affect the length of time used. Gary asked how they would define a new employee — would it be a full time, part time, temporary, etc? D. Darby explained that her initial source for new employees would be the Office of Human Resources. M. Esposito suggested that the discussion be resumed when D. Darby has more details.

M. Esposito developed two goals to discuss in-groups: Communication (which would include the logo contest) and Foundation Building. Dennis brought up an idea that had received much positive response after an editorial in Paw Print. It is a program in which employees could use their identification cards to receive discounts from local merchants. The EA could bring a representative from the Business Improvement District (BID) to talk to them about working on an arrangement. The assembly divided into two groups, one to discuss communication ideas (J.DeMarco, T.Calvert, C.Woodward, T.Hoebbel, D.Howland, B.Goodell, D.Darby, A.Vail, D.Stein) and the other for foundation building ideas (S.Johnson, C.J.Lance-Duboscq, M.Esposito, M.Overstrom, C.Gardner, G. Brandt).

The Communication group developed three ideas to share with the entire group. One would be an Employee Day, which could consist of health services and fun activities. Another idea was to have each member of the assembly bring a “stranger” to a meeting. Finally, members of the Assembly could go in pairs to the different buildings on campus and talk to employees to get their feedback and ideas.

The Foundation Building group presented four ideas to the entire group. The Charter needs to be updated to reflect some changes, like having the committee to oversee the EA budget open to community members. The structure of officer duties needs to be reviewed and changed. Also, committee expectations should be reviewed. Finally, an Employee Bill of Rights should be drafted.

D. Darby suggested that members bring a guest starting at the next meeting.

A. Vail asked for volunteers to find an alternate meeting location.

IV. Old Business

a. ad hoc Social Committee

T. Hoebbel pointed out that it would be impossible to find a time for all to agree on.� He said it would be better to plan a few events ahead of time.� November 5 was mentioned as a possible date for the first social gathering at the Chapter House. Members were encouraged to attend if they could, but told that several events would be held in the hope that everyone would be able to come to at least one.

b. ad hoc Relief Fund Committee

Background: Following the success of the Arecibo Relief Fund drive, a suggestion was made that the Employee Assembly investigate the possibility of establishing a permanent hardship/relief fund for Cornell employees. To determine whether employees would support such a fund, the EA posed the following question on the spring 1999 election ballot: “If the Employee Assembly were to set up a hardship fund to help Cornell employees in crisis situations, would you be willing to contribute to such a fund?” Seventy-five percent of the employees who voted on the item responded “yes”.

An ad hoc Relief Fund Committee has been instructed to explore options and make recommendations about the organization, establishment and maintenance of such an emergency fund.

Objective: To establish a permanent, endowed fund that will be used to assist Cornell employees with pressing financial needs that might otherwise not be met.

As currently conceived, a committee of the Employee Assembly would manage fundraising activities and grant decisions. Money would be raised during campus fundraising drives, through voluntary payroll deductions made by employees and from local, state and federal sources. Each year a percentage of the funds raised by the committee would be set aside for an endowment; the remaining funds would be available to assist employees in need.

Proposal: To insure the credibility and stability of the fund, it would seem desirable for the EA and the University to act as partners in the creation and operation of the fund. A partnership would strengthen the Relief Fund in a number of ways.

• 1. If the Relief Fund were operated under the auspices of the University, contributions would, presumably, be tax-deductible. For those who might wish to make larger donations, this status would be important.
• 2. The EA Relief Fund Committee would review applications and award grants on the basis of documented need. Representatives of OHR, the CFO, and the Office of the Assemblies might serve on the Committee. These representatives could advise members about the University’s benefit programs, additional sources of assistance for employees, and financial and procedural matters
• 3. The University’s investment team could insure professional management of the funds set aside for the endowment.
• 4. The EA Relief Fund Committee would be responsible for fundraising. Someone from Alumni Affairs and Development could assist in the training of fundraisers and the implementation of fundraising strategies.
• 5. The University might match funds raised from employees.
• 6. Existent endowments, such as the White Endowment, which was used for the emergency medical grants program in the early nineties, might be tapped for the Relief Fund.
• 7. The ad hoc Relief Fund Committee has benefited greatly from the advice and assistance of Cris Gardner and Mary Opperman and would continue to work closely with them during the process of establishing the fund.

The following letter was sent to Fred Rogers:

September 24, 1999

Frederick Rogers Senior Vice President 317 Day Hall Cornell University

Dear Fred,

An ad hoc committee of the Employee Assembly is currently exploring the possibility of establishing a permanent hardship fund for Cornell employees in crisis situations. At present the committee consists of EA members Dawn Darby, Brian Goodell, and myself.

Over the summer the three of us spoke to a number of people who had considerable experience with similar projects. On the basis of those conversations, we believe that a partnership between the Employee Assembly and the University would be the most effective means of achieving our objective, namely the creation of permanent, endowed fund. Enclosed please find a proposal describing the ways in which that partnership might function.

An emergency fund for employees would not only assist employees with financial troubles; it would also strengthen the sense of belonging to a caring community on our campus. Taking a longer view, it would be a legacy from each group of employees to their successors.

We thank you for your time and look forward to hearing your thoughts on the proposed partnership.

Sincerely,

Sarah L. Johnson Human Development MVR, NG24 sj17@cornell.edu cc: Cris Gardner, Office of Assemblies Mary Opperman, Office of Human Resources

V. Committee Reports

a. Employee Education

D.Howland announced that seven people attended the last meeting.

b. GPSA

C.J.Lance-Duboscq announced that Stefan Hames is the new President of the Graduate and Professional Student Assembly.

c. Frontline Feedback

M. Overstrom extended thanks to S. Johnson for her help in forming four groups from the Human Ecology school to meet November 9. Mary Opperman, Human Resources Vice President, suggested some members of the EA attend the session.

d. University Benefits

C.Woodward mentioned that they need to appoint a new Chair for this committee.� She said that so far there have been no volunteers.

VI. Adjournment

D. Darby made a motion to adjourn. Seconded by M. Overstrom. The meeting was adjourned at 1:37 p.m.

Respectfully submitted, Kristen Riley