SGA BOARD MEETING NOTES 08/09/2005 FYI: Absent: Claire, Kerrie out ill; Joe Postponing other agenda items including: Halloween Party Guest facilitator: Shelley Phipps (scribbly notes edited by Shelley) Agenda Topic 1 Professional travel funds for library classified staff Who: SGA Board Time: 2 hrs Outcome/Action Needed: Decide criteria for use of SGA prof. travel fund Background/Prep: 1. Carla‘s memo (07/06) – assigns responsibility to SGA 2. Travel meeting with Carla 8/20/05 Clarified ―not for training‖ (immediate need) Could include YWCA, AZLA, teleconferences, web conferences (no travel), in-state We are creating criteria that specifies when appropriate to request these funds-- example who it is for, what it covers, when it‘s appropriate. For discretionary use by staff. Not for ‗training‘ as library defines it. Training as library defines it is not discretionary but necessary to do your job in immediate future. Example: Cabinet would (or should) fund attendance at another institution to benchmark some process if this were required to do your job—or accomplish a study which the Library is conducting. It should really now be called Prof. Dev. Fund, not just ―Travel‖ Fund, since it covers more than travel expenses. Team leader will follow OUR criteria for eligibility for funding and are really only approving if you can take leave on that day from your position. Can use Prof Leave or vacation. Staff have to justify indicate why they want to attend, what they will gain from it that is library-useful (present or future); TL should not have to write a support statement as well, but would check to see if the request met SGA criteria before signing off. Develop Criteria for Professional Development Fund for staff Covers (essentially decided/agreed upon these): The Fund can be used by any classified staff member who is engaging in professional development in areas related to any Library Team‘s work, (current and future) which entails expenses related to the following: Group 1 Traveling Expenses anywhere – travel guidelines for coverage of expenses; (including travel, lodging, registration) o to Conference/Seminar (registration and UA covered travel expenses) o to training events or seminars that are not funded by/requested by the Library for my job (registration and travel expenses) o to Professional Association Committee Meeting where the requester is a member (travel expenses) o to optional attendance (i.e. not required by the Library) at user group/networking group meetings in your field (travel expenses) Group 2 Webinar offerings – from any organization Teleconferences – satellite – online group or individual learning sessions Group 3 UA and Non-UA Classes – related to working in the Library teams in the future and not part of a degree program (for fees and tuition not covered by QTR [Qualified (?) Tuition Reduction] and excluding materials (textbooks, etc.) for the class Other criteria to decide upon (started to discuss but not decided) Money = $15,000 / if allocated on a per staff ratio 100 classified staff = $150 (actually there are 111 actual staff (7 are less that 1.0 fte, but would presumably have equal access to this fund—or you could give them pro-rated access) so you really have $135 per staff). If 25 staff were to take a trip and be funded at the current rate of $850-- that would be =$10,500 (correction—that would be $21,250!!!); leaves $3,500 for everyone else (not true); How about the following scenario: If 12 people were funded for trips @ $850 (the current rate for out-of-state travel) that would use up $10,200 of the fund, leaving $4800 for everyone else or $48.48 per staff member. Option: Fund what is on the list up to $850 per person (limit 5 trips) per available funds. When the fund is spent, it‘s spent; any surplus – SGA will decide what to do with it (no minimum $ amount) Option: Fund expenses assoc. with list that are over $100 Could do first come first serve Apply by Sept. 15—and see where we are. (Note from Shelley: the ‗devil‘ is always in the details; I suggest you cost out different scenarios before you present to SGA—as you can see from the above— allowing the $850 to be used by as many as 12 people for an ALA trip will leave only $48 average for everyone else, or $96 for 50 of the xxx staff. Just be sure you can predict as much as possible before rushing in and making a lot of people unhappy. Remember—‗rights‘ to money (or lack of it) is the MOST emotional issues—when you bring them up in an organization. Other notes $9,000 $1,000 $3,000 Trips = Classes = Webinars = x-limit x-limit x-limit $2000 in- (include) staff development state conf. opportunities related to work done in the library teams; including soft skills; OR exclude? Other Background Info: Administrative Travel Fund Criteria Library is member of the organization; these are the people who should officially represent us User groups reps – with our big vendors where the Library wants a representative (this needs to be verified—an 04/05 ‗policy‘ in the Cabinet folder says that this fund is only for where the Library must have official representation at membership meeting where voting occurs—I am not sure voting occurs at User Group meetings—but it might—check with VV or KH re: where do we fund User Group meetings from) Things we know you will need to go to (don‘t know what this means—this is not an Admin Travel Criteria) One-Time Funding This year Cabinet has not allocated a Training Fund per se but will fund training according to the existing criteria from one-time funding.--Used to be training and strategic funds Now: LFA Prof. Dev and SGA Prof. Dev Suggestion for Next Steps: 1. Decide on remaining criteria 2. Proposal to allSGA 3. Pilot – see what happens 4. Get feedback; make changes as see fit Agenda Topic 2 Make decisions on current travel requests Did not have time to review them. Review after decide on criteria. Have til Sept. 7 to decide. Meet next Tuesday, August 16 at same time.
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