Employee Assembly Meeting
Wednesday, September 20, 2006
12:15 — 1:30 p.m.
316 Day Hall
Minutes

I. Call to Order

D. Goss called the meeting to order at 12:22 p.m. She thanked President Skorton for joining them. The members went around the room to introduce themselves.

Discussion with President Skorton

D. Skorton said it is very important to him to interact with the EA during the year. He would like to structure his meetings with the EA however will be most comfortable and useful for the assembly; they will set the agenda. The most important thing is to get past the social amenities and get at the heart of issues. He said he has a very general understanding of how the EA works, but beyond that they should assume he is unfamiliar with their processes. He mentioned that it is also important for the EA not to view these meetings as a way to avoid the normal legislative processes and come straight to him. However, the administration will also not hide behind those processes and avoid having a straight discussion. Their goal is to have a very open relationship with information flowing both ways; anything he receives from the assembly will be shared with Mary and the administration.

M. Esposito said the trustees were on campus two weeks ago for inauguration and they had a chance to have a special fifth board meeting. They discussed the two visits by the Governor, one for the fifty million dollar animal health diagnostic center and one for the $12 million Energy Recovery Linac. There is a new VP for Facility Services, Kyu-Jong Whang. In the Buildings and Properties open session, they approved the concept for the Geneva research lab renovation and the concept for the 21st century vineyard research facility. The trustees will be on campus again October 26–28 for their next meeting. Also, September 29 will be the Emergency Grant Fund Auction; he encouraged everyone to attend. Finally, Staff Celebration Day will be September 30.

D. Goss said last year they raised over $5,000 at the Emergency Grant Fund auction, they hope to do even better this year. She said for this meeting, she wants to focus on giving President Skorton an idea of the EA’s goals based on their notes from the retreat. She explained they used the retreat to look at what was successful or unsuccessful last year, as well as to develop future goals.

P. Korolov said through Chili Chats last year, they found that many staff members were facing challenges in effectively using their vacation time. They found some interesting reasons staff gave for not using their vacation time including guilt. They are wrapping up a report, which will eventually go to the President’s office.

D. Goss said the EA had six forums in various locations around campus. They collected data and made it available on a website so everyone could see the results form their session compared with other sessions around campus. They have some preliminary recommendations, which will be reviewed by the EA before a final draft is sent to Mary for review. As they were planning chili chats, they focused on what they wanted to accomplish. What they found were very similar responses around campus.

P. Korolov explained they asked three questions: 1. Besides money/salary, what keeps you motivated at work? 2. What are the challenges you have when taking vacations? 3. How do you leave work when you’re on vacation? The information they gathered helped them come up with ideas for how staff could help each other in taking their vacation time.

D. Goss said the ultimate goal was to educate managers and supervisors about how their staff can better use their vacation time; they are planning another series of workshops for spring to do so.

M. Opperman mentioned that she moderated the Chili Chats. The similarities and themes were surprisingly consistent.

D. Skorton said in his conversations with Mary, her perceptions are that people at Cornell are working very hard, so it’s great that the EA is thinking about these issues in such a high pressure higher education setting. He asked if they hold forums open to all staff.

M. Opperman replied yes, once each year.

D. Skorton said at Iowa they held 4 or 5 each year; some were well attended, some weren’t. He said he is willing to do whatever the EA feels is appropriate, but suggested at least once each semester. At Cornell, it is a bit harder to gather staff together because there are many staff members located at other campuses.

M. Opperman said that having more than one each year would be a better opportunity for reaching out to various locations such as Geneva. She said she has been talking with President Skorton about how the EA could get a second tier of staff for the assembly to turn to. They might consider opening up the meeting for broader staff attendance.

A. Goncarovs said he reviewed a number of the responses from Chili Chats. He noticed staff clearly appreciated that the administration cares about their opinions. There was a lot of encouragement to continue that outreach. They need to do more and allow members of the staff to meet with other key members of the administration. He suggested a town-hall type meeting with food.

M. Opperman said the message that it’s ok to leave your job needs to start at the top of the organizations. If the perception is that the leadership never leaves work, there’s a competitiveness that develops and the perception is that it’s not ok to leave.

D. Skorton said it is also very important medically to take time off. It isn’t healthy to live for your two weeks a year; you have to find time for your soul.

D. Goss said another one of their goals deals with the Master Plan. They have talked with the University Planner and they’ve met with consultants to be involved in the data gathering process. They are happy to be getting in on the ground floor with this university initiative.

D. Skorton said he just went through this planning process at Iowa. This is one area he assumes staff should have a massive input because it really affects them. At Iowa, community input was also a big issue.

A. Goncarovs said the EA took a proactive step to get involved in the process because it will affect them for the next 30–50 years. They have been informally reaching out to staff about what they like or don’t like about Cornell. They would like to do more outreach including focus/feedback sessions and forums. The planner’s office preferred the website for feedback, but the EA would like to engage staff fact to face. They will also need to look into outreach to students, the community, and the deeper alumni base.

D. Skorton said it is great that they are having substantive input and that they are taking an initiative, which means people aren’t hugely cynical about it. He is glad to hear that the assembly feels they can affect change through input.

D. Goss said one of their long-range goals is to create better community by working with other Assemblies. Currently, they hold leadership breakfasts with Tommy Bruce; they also held the picnic on the Arts quad this fall to bring people on campus together.

P. Beach said the leadership groups of all the Assemblies had talked about the picnic on the quad for a while. The Welcome Weekend committee embraced it and helped with the planning; they are hoping it will become a new tradition.

D. Skorton suggested that they use their connection through Mary to get in contact with the highest leadership on the board and have the chair come to the meeting.

D. Goss said they’ve had limited exposure to the trustees.

D. Skorton said if they have a way to have the very top people come to them, they should take advantage of it by having a meeting with assembly leaderships, administration, and the board.

M. Opperman said since they know when they board plans on meeting on campus, they can determine their availability and send an open invitation.

D. Skorton asked what the appropriate channels are for him to get something put on the agenda.

D. Goss said he should send them to Hazel or herself before the meeting.

D. Skorton said he would like to send them a list of things he wants to learn more about, and the assembly can fit them in as possible.

A. Goncarovs asked how many meetings the president would like to have with the assembly.

M. Opperman said it may be just over six times per year based on the possible times they have put on hold.

D. Skorton asked how many times the previous presidents met with the EA.

Several members responded that the former presidents never attended meetings.

D. Skorton said the times it will be most difficult for him to find time is when he has to travel to other campuses; he will be doing some — not a lot — of overseas travel. Mary has access to his calendar, so they should be able to work something out. He left the meeting.

D. Goss asked the assembly for their opinions of the meeting with the president.

L. Lawrence commented on his willingness to meet with the EA compared to former presidents.

M. Esposito said what the assembly saw is the president’s true personality. He said the EA will likely be increasingly important to the president.

J. Miles commented positively on the president’s increasing availability to staff members.

D. Goss addressed the concern about the assembly’s ability to accomplish things while the president is at their meetings saying because he wants them to set the agenda and focus on their goals, they will still be very productive.

P. Korolov said that president had hinted at a larger group meeting. He asked what the status of that is.

D. Goss said she didn’t want to get into details because Mary wants to bring the idea forward. She is thinking that by inviting people from across campus to EA meetings for input, the assembly will better understand what is going on.

P. Beach said this might be a good way to cultivate interest in elections for the EA; it would be great to have contested elections, especially since the president is looking to this group as a representation of staff.

A. Goncarovs said they should make it a priority to reach out to extended parts of campus.

D. Stein commented on the great press they are likely to get from the president’s visit because the photographer came. That hasn’t happened in the 13 years he’s been with the assembly.

L. Lawrence said, in regards to inviting people to meetings, he hopes that no matter who comes into their meetings, that no one is ever intimidated to share what they really think about issues.

A. Goncarovs said if the assembly invites people to join them, they won’t be creating new rules.

D. Goss said they will have to make any visitors aware of the assembly’s rules.

A. Goncarovs said the EA is finally learning as a group and moving forward with a process that works; it would be ashamed for that to be usurped by visiting groups.

J. DeMarco said they wouldn’t be inviting people to gripe, but for suggestions and ideas.

B. Vangasbeck agreed with Leon that those with opposing views shouldn’t be affected by the presence of other groups or the president.

P. Mahoney said they may not necessarily need the input of the larger group of staff in making a decision, but they can give them a chance to talk and express opinions.

A. Goncarovs said they need to look at scheduling their meetings so they get everything done, including times to address issues on the agenda. Bringing in more people and opinions takes more time, so it will be important to keep the meetings under control.

II. Committee Reports

M. Esposito asked who the representative to TAC for the EA is. He is meeting with a group about bus services on Friday, and it would be nice to have the representative present.

L. Lawrence said he is the representative and will get back to him later; he will attend if possible.

D. Goss suggested that someone else from the working session attend the meeting if Leon can’t.

II. Unfinished Business

Kite Flying

L. Lawrence reviewed his handouts on the different possibilities for the kite flying activity. He said they should look at possible times, probably 11:30 a.m. — 1:30 p.m. on a Tuesday, Wednesday or Thursday, October 18 — 25. It would be held on the slope behind WSH/Uris Library. People could bring their own kites or the EA and CRC could provide some. They were thinking about having door prizes: donations from the Cornell Store and the Dairy Bar. If they did a brown bag lunch, but provided cookies and a beverage through Cornell Catering, it would cost $3.50 per person plus $10 each for tables. Kites range from $4.50 - $12 per dozen from Oriental Trading Company.

P. Korolov asked if the Wednesday of that week is an EA meeting week.

D. Goss said no.

P. Korolov said that would be a good time to do it since the members should have that time open.

B. Vangasbeck asked what they estimated the total cost to be.

L. Lawrence said it will be around $600, including $75–80 for kites. Maybe they wouldn’t need to do punch and cookies; it depends on if the assembly wants to do it and what’s reasonable.

H. Hall suggested covering half the cost and then charging a small fee to cover the other half.

D. Goss said their budget has been hit pretty hard with the president’s address. Therefore, offsetting the cost of this event is something to really consider.

I. Mahler commented that holding the event in October would give the assembly a chance to interact with people fact to face and maybe talk about the Master Plan.

J. Miles said due to the limited time line, they would have to move quickly to plan the event. Given the season, maybe they should consider apples form Cornell orchards, cider, and donuts.

B. Vangasbeck asked if the EA has any money.

P. Mahoney answered they are $1,100 in the hole.

L. Lawrence commented that Hazel’s idea would be a good way to offset costs.

P. Korolov said people won’t attend if there is a charge. Maybe they should forgo the food.

A. Goncarovs suggested giving free kites only to the first 100 people to arrive.

L. Lawrence said the windiest months are April and October.

P. Mahoney suggested waiting until April to hold the event.

L. Lawrence asked if there would be more money in the budget in April.

P. Mahoney said currently it is not a budgeted item, unless they can get it into the budget soon.

P. Beach said they have asked all the assemblies to submit a preliminary budget of expected costs to help them outline their budget priorities and help them manage their money based on how much they will have available. The president’s address has taken a huge portion of their money; if he does another one in the spring, the money will need to come from somewhere else. She asked the members if they are aware of their other budget priorities.

D. Goss suggested that committee chairs and members look at their goals and the activities they want to hold in order to anticipate their costs.

T. Jacobs asked if the kite flying would be for staff only. She commented that April may be better because they could do more publicity and get more people involved.

B. Vangasbeck said they have discussed in the past how long they work in the spring with no breaks; maybe holding the event in April would be a good opportunity to give people a break and get them out of their offices.

A. Goncarovs said one of their goals is to create community events. This is one inexpensive way to do that. It is a chance for the EA to put themselves out there and reach out to staff.

B. Vangasbeck said if they don’t have the money, they don’t have the money.

D. Stein said he thinks this is a great idea. He suggested holding a kite flying competition and involving teams from various groups around campus including student groups. It would build community and various people would have teams to support and see how they compete. This would also give them a chance to ask for funds from other assemblies to cosponsor the event.

L. Lawrence said if they did that, they would have to move it to April to have enough time to plan.

P. Beach asked if CRC has money available. If they are looking at less than $100, they might be able to ask for it from CRC.

L. Lawrence said he would look into that.

A. Goncarovs commented that the assembly needs to understand their own budget more so they don’t go through all the work to plan activities only to have them rejected because of a lack of funds. They need to have more financial information disclosed so the members know what money is available.

P. Mahoney motioned to table the discussion until the budget issues are resolved.

L. Lawrence requested that they put an ending date on the motion so the same discussion doesn’t continue for years.

D. Goss said their next meeting is October 4, but Pat needs to present the budget information to the assembly.

P. Mahoney suggested the second meeting of October as the deadline: October 18.

The motion was seconded. A vote was taken via hands. With a vote of 10–0−1, the motion passed.

President’s Address

J. DeMarco said the President’s Address to Staff is on Monday, 9/25. He asked if the EA membership will be wearing their red shirts to it.

D. Goss responded no, they should wear black pants and white tops. She will send out a summary of the events via email.

New Student Reading Project

L. Lawrence said he had made a proposal about the new student reading project but Pat wasn’t ready to discuss it at the last meeting. He asked if she was ready to discuss it now.

P. Mahoney answered no, there is not enough time remaining in the meeting and it should be tabled until next week.

IV. Business of the Day

Financial Report

P. Mahoney handed out a summary of the financial report so everyone could get an idea of where the EA is; expenses are broken down by object code. They spent $9000 on food last year. Because of Chili Chats, they have a deficit of $1,114. She recommended that budget requests by committee be as specific as possible. If it’s not in the budget, they can’t do it.

M. Esposito asked if they get a new budget every July 1st.

P. Mahoney said no, they receive $9,400 in September or October. Last year, they spent $15,000, which included a $4,500 carry over.

D. Goss said they had purposely spent all of that and more. They were also hoping to get some money from Human Resources.

A. Goncarovs asked who has the authority over the EA budget.

D. Goss said Peggy has authority, and Tommy Bruce has the final say.

A. Goncarovs asked if they wanted to add a line item, who they would talk to.

A. Epstein said Peggy brings information to Tommy, who makes the final decision. He and Peggy give the EA feedback about the budget.

P. Mahoney said $9,400 just doesn’t cut it. They need to get a proposal together for more funds.

A. Epstein said a more detailed budget would help him and Peggy advocate to Tommy.

M. Esposito said he thinks they should be asked some other people to help with costs, for instance the president’s office. It doesn’t hurt to ask for financial support.

P. Mahoney said her goal is to have a breakdown of last year’s budget by tomorrow, which she will send out. Based on that, committees should write down what they will need for this year and return that information to her fairly quickly. She asked them to justify all their expenses.

A. Goncarovs asked if Tommy will receive their justifications or just a dollar amount.

A. Epstein said he and Peggy will read the justifications and they will advocate to Tommy for the EA.

A. O’Donnell suggested explaining who will benefit from the funds on campus beyond the EA.

V. Adjournment

There was a motion to adjourn. It was seconded. The meeting was adjourned at 1:38 p.m.

Respectfully Submitted,

Lisa Gilbertson,
EA Clerk
Office of Assemblies