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Support Staff Council

President: Barb Hicks
Vice President: Felicity Buell
Treasurer: Katelyn Adams
Secretary: Tia Milburn


November 2012

Support Staff Council (SSC) Minutes
November 13, 2012 at 9 a.m. in Union 235

Attendees: Barb Hicks, Annette Charles, Brenda Dooley, Tina Walker, Nancy Gieselman, Ginny McTighe, Joyce Stephens, Beth Rutt, Rick Sluder, Virdia Stevens, Judy Kenney, Vicki Orcutt, Ardith Sampson, Claudia Welhoff, and Tia Milburn.

October minutes were presented for approval.  Brenda moved to approve the minutes; Ginny seconded the motion and the motion passed.

Treasurer Report
Ginny McTighe, Treasurer, reported the SSC general funds account balance is $1987.04 which includes $517.68 for the Support Staff Award leaving a balance of $1469.16. The Education Award balance is $629.80 which included a $30 gift and paid $250 to AnJanell Parsons, winner of the Support Staff Education Award winner. The Support Staff Council Foundation balance is $2,393.29 which includes $218 for the Support Staff Award leaving a balance of $2175.29.  The total amount available for the Support Staff Award is $735.88.

Administration Liaison
Dr. Sluder, Vice Provost for Enrolment Management, gave the following information:

Professional Staff Council Report
Beth Rutt, Professional Staff Council (PSC) President, provided the following information:

Committee Reports

Old Business

New Business

1) Place documents/reports, etc. in a binder with a divider for each of the three budgets for current fiscal year.

a. Include all documents, receipts, deposits, gift reports, and Banner reports pertaining to any income or expenditures.

2) List gift reports semi-monthly by giving semi-monthly total (ie – 10/1-15/12 gift report) in treasurer’s report.

3) Include a reconciliation column in treasurer’s report.

4) Include expenditures approved by SSC Executive Board and signed by the SSC President and encumbered on treasurer’s report.

The committee then proposed that:

1) Audit committee becomes a standing committee.

2) Committee consists of three members. One of the three members should be an SSC Executive Board member but not the Treasurer.

3) Timeline for SSC audit review.

a. Treasurer forwards previous year’s binder to Audit committee chairperson no later than July 15, which should include all income/expenses for the previous year (July-June).

b. Audit committee will review binder by August 31.

c.  Audit committee will give a written report to SSC at September meeting.

i. Report will include the following:

1. Beginning balance, total expenses, total income, ending balance for each account.

2. If there is a discrepancy or missing documentation the committee will document it in the report.

Barb Hicks moved to create a standing audit committee, which will include one member of the Support Staff Executive Board (excluding the treasurer) and any two other members of Support Staff, Ginny seconded the motion and motion passed.

Other Business

The next meeting will be December 11, 9 a.m. in Union 237A.

Nancy moved to adjourn the meeting at 9:57 a.m., Annette seconded.

Respectfully submitted by Tina Walker, SSC Secretary

Approved 12/11/12