Meeting summaries for the current academic year are found below. Archives can be found in the menu at the left.
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Sept. 5, 2018: Meeting Summary
Present: Brittany Balo, Sean Decatur, Kyle Eddy, Sam Filkins, Angel Harmon, Shanon Hashman, Jared Hoffman, Alex Johnson, Jon Lawrence, Emily Lindo, Miracle Mahle, Meghan Mason, Rebecca Matney, Susan Morse, Tristan Neviska, Nancy Sowders, Lisa Train, April Woodward-Ginther.
I. Leadership Retreat Review
Members shared positive takeaways, which included:
- It was great to interact with faculty members and staff in different areas who all seemed interested in each others’ activities with a good understanding that we build on each others’ success.
- The final activity (rotating groups/speakers) was well-received and in general the retreat felt more organic and naturally interactive than in previous years.
- It was nice to hear enthusiasm about the Campaign and interest in supporting it.
- Hearing faculty members’ perspectives, especially concerning their relationship with students was very interesting.
- It was informative to learn more about how Kenyon came through the 2008 financial crisis, more details about the incoming class, and more about the work that the College is doing in areas related to diversity and inclusion.
- It was nice to blend together, discover similar concerns and feelings, and discuss bigger topics such as the College’s mission statement and who we are as an institution. Staff members appreciate being involved in these conversations.
- Everyone embraced the idea that we are a campus under construction in more ways than one.
President Decatur and Susan Morse thanked members for attending and affirmed that they appreciate when staff share their input and perspectives.
II. Subcommittee Updates
- Events: There are a few conflicts with other campus events for fall lunches; Alex will check schedules and room availability — Sept. lunch will likely move to the 26. Events will work with the communications subcommittee to document the process for promoting events
- Benefits and Policy: Kenyon has a severe weather policy (PDF), and the subcommittee is working with HR to clarify a few questions. They will work with HR and the communications subcommittee to communicate the policy. Coming up next: “where you work” guidelines. The campus benefits committee will meet Sept. 5 (also in Dec. and Jan.) and will discuss what might change regarding the College’s health insurance plan.
- Communications: A draft of the Staff Council newsletter is now available and the event email is in process. The subcommittee will discuss how to archive the newsletter and also a add bigger shout out for the outreach form for the first one.
- Outreach: There were no outreach requests in Aug. and just one for Sept. Please let them know of anyone who could use outreach. The KSC appreciation award has been selected for this month.
III. Guest Speaker Policy
Members discussed whether or not Staff Council should have a policy for inviting guests to speak at lunches or other events. There have been speakers in the past (United Way, HR, Annual Giving), but there are no guidelines for the process.
The general opinion of members is that lunches are about employee appreciation and an opportunity for socializing — not the place for interruptive solicitations (especially given that people pay for lunch). A table in the hall outside the dining room (or perhaps inside), might be okay as long as guests weren’t interrupting staff and were merely available at the table. Another option might be posters or an on-screen display or table tents.
Jared will confirm next steps in terms of drafting a policy and who should be involved in the process. In the interim, KSC will not invite guests, but may consider it for the spring semester events.
Members discussed the potential usefulness of a larger policy for how Staff Council works with external groups with distinctions for information-sharing vs. solicitation.
The next Staff Council meeting will take place Wednesday, Oct. 3, at 10 a.m.
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Aug. 1, 2018: Meeting Summary
Present: Brittany Balo, Kyle Eddy, Sam Filkins, Angel Harmon, Shanon Hashman, Jared Hoffman, Alex Johnson, Jon Lawrence, Emily Lindo, Rebecca Matney, Lori Moore, Tristan Neviska Nancy Sowders, Lisa Train, April Woodward-Ginther.
I. Subcommittee Updates
Outreach: The subcommittee has met and is ready to begin distributing cheer baskets. Please let members know about any staff who would appreciate one. Monthly appreciation awards will continue this year.
Events: The subcommittee has reached out to AVI, and plans are coming together for events in Sept. and Oct. A combined holiday lunch will take place again in Nov., and events will be held in Jan., Feb., March and April, with an additional ice cream event likely in June. The tentative date for the next event is Sept. 19. Goals for the year: Create a timeline for putting on an event in collaboration with the communications subcommittee; Hold a non-food event, maybe with wider community members.
Communications: The subcommittee has met, and discussed possibilities for a Staff Council newsletter, potential upcoming parking issues, internal communications in general, and what should be documented over the coming year.
Benefits and Policy: The new bank policy was reviewed. The subcommittee will next look at where-you-work guidelines, inclement weather policies and documentation in general.
II. Summer Programs Overview
KSC welcomed Barbara Kakiris, associate director of campus events and summer conference, to give an overview of summer programming on campus. Highlights:
- Barbara’s position has moved into the newly created Events Office (search for a director is ongoing). She oversees six student workers.
- About 85 events take place on campus each summer, including workshops, conferences, weddings, KEEP, CAMP 4, Kenyon Review programs, corporate retreats and athletic camps. Typically, at least one new client is added every year.
- Barbara’s role involves facilities, signage, bedding, general support, being on-call for safety issues, overseeing the minors on campus policy, key cards.
- Summer programs are a big business for Kenyon; revenue goes into the College’s general operating budget.
- Barbara tries to create a pipeline for admissions when possible, and preference is given to internal groups.
- Schedules are usually set by the preceding Dec.
- AVI provides all food for summer programs, and most groups stay in on-campus housing.
If KSC members know about any groups that might be interested in coming to campus, please inform Barbara.
III. Additional Topics
Leadership Retreat: All Staff Council members are invited to this all-day event held at the Memorial Theater in Mount Vernon on Aug. 20.
The next meeting will take place Wednesday, Sept. 5 at 10 a.m. in the library conference room A13.
At the KSC meeting on Oct. 3, Vice President for Advancement Colleen Garland will give an update about the campaign.
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July 11, 2018: Meeting Summary
Present: Brittany Balo, Kyle Eddy, Sam Filkins, Ellen Harbourt, Angel Harmon, Shanon Hashman, Jared Hoffman, Jon Lawrence, Emily Lindo, Meghan Mason, Miracle Mahle, Rebecca Matney, Beth Pae, Nancy Sowders, Lisa Train, April Woodward-Ginther.
I. Introductions
Returning, new and outgoing members introduced themselves. Jared introduced the new ongoing agenda document and the idea of a “parking lot” for topics that arise during the meeting to be discussed at the end of the meeting or for later follow up.
II. Goals and Objectives
Jared and Nancy shared overall goals and objectives for the year, which include the documentation of subcommittee processes; increased community outreach; a newsletter or similar process to share Staff Council events, achievements and other news with the campus community; bylaw updates to address staff and organizational changes; discussing whether there is a place for Staff Council involvement in the Years of Service awards.
III. Subcommittee Leadership and Introductions
Returning members described the subcommittees and confirmed members and co-chairs for 2018-19. View the full subcommittee descriptions and member lists.
- Benefits & Policy: (lead: Miracle) Exists to clarify employee policies and works with human resources to ensure that communication is clear, concise and consistent. Current projects include and SPF policy bank/gifting time process and FAQs; confirming that vacation days cannot be used for sick leave for exempt employees; “where you work” guidelines.
- Communications: (lead: Emily) Updates the Staff Council website and manages email communication to members and to all employees; organizes training sessions as requested; monitors queries from employees, identifies who needs to respond and posts responses online. Current projects include considering some type of newsletter; input to conversations about communication across campus; creating sustainable process for communicating event information.
- Outreach: (lead: Kyle) Monitors and responds to requests for support and/or celebration (supplies cards and small gifts).
- Events: (lead: Alex; introduced by Shanon) Organizes all-employee lunches and other events; shares ideas about menus, event types, etc.
IV. Additional Topics
- Email and Team Drive: Staff Council now has a new Team Drive and a new email address for members to use to contact each other. All previous drive folders have been migrated to the new Team Drive.
- Leadership Retreat: All Staff Council members will be invited to this all-day event held at the Memorial Theater in Mount Vernon in mid-late August.
- Meeting Scheduling: Members decided to stick with the same schedule as last year for now (meet monthly on the first Wednesday).
Future meeting discussion topics:
- Changes to bylaws to address staff and organizational changes (Jared will prepare a draft).
- Campus Senate (co-chairs to meet with faculty chair this month).
- Officer understudy periods to ensure a smooth transition each year.
The next Staff Council meeting will take place Aug. 1 at 10 a.m.
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