Employee Assembly
Minutes
March 18,1998
Day Hall Board Room
12:15 p.m. - 1:30 p.m.

I. Call to Order

The meeting was called to order at 12:16 p.m. by M.Overstrom.

II. Open Forum

a. EA Retreat -

M.Esposito noted that with the new elections, the EA should start planning for its retreat as soon as everyone has settled into their positions. In addition to this, the EA needs to know the policy regarding time off allowed for self-governance. M.Esposito said that he was contacted by an employee who was not allowed to attend her committee meetings unless she makes up the time, and because she takes a bus, she is not able to do so. This employee has a meeting scheduled with Mary Opperman, but it still would be useful if the EA knows the policy for future reference. M.Overstrom stated that she will locate this information.

b. EA Newsletter -

M.Overstrom stated that this topic was covered by M.Opperman during the last Opperman/Rogers meeting, where she suggested that the EA has two special editions of PawPrint, instead of separate newsletter. M.Overstrom asked Dennis Stein, editor of PawPrint, his opinion on this topic.

D.Stein stated that PawPrint was created in order to be a mechanism of communication for the EA. Therefore, if the EA believes that PawPrint is not being representative of EA issues and concerns, then he would ask that the EA meet with the PawPrint Board as a whole. Something needs to worked out so that PawPrint can continue as the vehicle of communication between the EA and employees.

D.Stein said that there should be no problems with making two special EA editions of PawPrint. It would mostly be a matter of timing and planning ahead for the issue.

D.Stein informed the EA that PawPrint is asking for more funds so that it can expand to an eight-page paper. If the expansion is approved, then some of those funds will be used to hire an additional staff member. However, if the EA asks for funding for a newsletter at the same time, then this could hurt the chances of the expansion.

T.Hoebbel stated that the idea of a newsletter was brought up during the budget discussion. Because of time constraints, it was decided to place it in the budget, without an actual discussion of the idea.

M.Purvis stated that the newsletter was discussed to some extent in the Communications Committee. However, at the time of the discussion, it was not known that PawPrint was asking for funds in order to expand. If this fact was known, a newsletter may not have been recommended.

M.Overstrom stated that one of the issues behind having a newsletter is that members still believe that employees are still not well-informed about the EA. For example, she has applications to join the EA from several employees now that elections are over, but they should have gone through the election process. She believes that this happens because they are not receiving the appropriate communication. The quality of PawPrint’s distribution varies quite drastically across campus.

D.Stein reminded the Assembly that PawPrint has only been a separate publication for about six months. Bugs in certain areas, such as distribution, are still being worked out. D.Stein stated that if the expansion is approved, then the one of the duties of the additional staff member would be to check the distribution process. The EA may want to mail copies of the special edition to all the employees.

G.Brandt stated that he thinks that PawPrint is leaning towards OHR. Sometimes the objectives of OHR and the EA are not the same, while at other times they may parallel. There is a need to direct mail something, whether it be a special edition or a newsletter, to the employees, once in the spring and once in the fall. In that piece, the EA needs to establish an agenda and also ask for feedback.

J.DeMarco stated that he believes that the administration should give more support to the EA. For example, there were three people who were not allowed to run because of their supervisors. The administration needs to voice their support for the self-governance system instead of just letting the EA handle this situation.

M.Overstrom stated that she needs to write a letter to the President, who has agreed to write a letter in support of the EA. She needs to write to him in order to ask for this to be done.

M.Esposito stated that he believes that the solution is not a newsletter; the constituency needs to be educated. Employees already know about the EA, and yet there are still some sections that throw away the ballot. The information is present, but it is not being accessed by employees.

M.Purvis agreed, stating that all employees have access to PawPrint, even though some employees may have to search for it. If employees want to read, then they will make the effort.

G.Brandt stated that people are not interested in the governance system unless it involves money. However, this does not mean the EA should not try to reach out to employees. The EA needs to establish a strong line of communication, so when an important issue does arise, the EA is able to give employees the needed information as per G. Brandt’s request.

T.Hoebbel made motion that the EA abandon the idea of a separate newsletter and work with PawPrint instead.

C.Gardner suggested that the EA may want to support D.Stein’s proposal for an expansion.

M.Overstrom stated that if the newsletter idea is abandoned, then a strategic plan is needed for the newspaper to increase its coverage and availability.

D.Stein agreed with M.Overstrom , noting that he hopes to find a contact person in each building to gather circulation information. These people will be identified by using the Cornell Ambassador’s list and they could gather information for EA as to what is happening in each building. Also, PawPrint can work with the Communications Committee.

T.Fraboni stated that the Ambassador’s list changes daily and there are a lot of people on the list who do not care. He suggested that instead the mechanism for distribution be looked at, and that the current system is probably an antique.

D.Stein stated that he would welcome any input that the EA has. He noted that these problems may be best addressed by a group consisting of EA members, board members, and others instead of by the PawPrint Board alone.

‘ ’ ‘A vote was taken on abandoning the newsletter idea, with the idea of going forward with a strategic plan for PawPrint.

The motion passed, with eleven members voting for, one member voting against, and one abstention.′ ’

III.Business of the Day

a. C.J.Lance-Duboscq, introduced Professor John Bunge from ILR.

At a previous meeting, the EA discussed using a survey in order to find out more about employee concerns.

J.Bunge stated that employees often tell stories about their jobs. However, it is impossible to tell whether or not these anecdotes are exaggerated. A survey attempts to take an objective and unbiased snapshot on attitudes toward the workplace. This is not possible for two reasons. The first is that one cannot poll all employees and also the thing being measured is not tangible. However, one has to find some way of measuring employee satisfaction or a survey cannot be done.

In order to form a survey, one needs a list of all employees on campus. Then one can either take systematic sample or use a computer to draw a random sample from this list. J.Bunge stated that the EA should poll at least 200 people.

After the people are chosen, the next thing to do is to contact these people and ask them the questions on the survey. The first rule of making a survey is to keep it short and simple. The maximum number of questions should be ten; however, just two or three questions would be ideal. For an EA survey, open-ended questions can be included.

J.Bunge stated that random surveys are considered to be objective because they do not have response bias. There is no outside motivation to respond to the survey. This means that everyone replies, instead of just the people who are having problems with their supervisors. J.Bunge noted that his class, ILR Stat 310, has a survey project each year, and that perhaps the class project could be an EA survey one year.

J.Bunge stated that a survey gives statistically defensible results, within error bounds. This comes from the fact that the survey is random. However, doing a survey takes a lot of time and effort. One must get all people to respond to the survey, or else one will reintroduce response bias into the survey. One can use an incentive to encourage people to reply so long as the sample is selected randomly.

There are several types of information that a survey can provide. The first type is qualitative information, which comes from yes-or-no questions. The next type of information which comes from questions like, “Rate your satisfaction on a scale from 1 to 5.” This type of question is more difficult, especially if the scale is reversed among questions. The information from here will be an average for each question. Finally, there is information received from open-ended questions. This information cannot be quantified; at best, it can be considered a bunch of randomly collected anecdotes. J.Bunge noted that good surveys report the answers to such questions in full.

J.Bunge stated that there are two ways to address confidentiality. For most issues, it is sufficient to get the survey taker to trust you immediately. For surveys addressing very sensitive issues, one can set up a system where no one will be able to identify the response with the individual. However, this is for really sensitive issues only, and he believes that the first method will be sufficient for EA concerns.

After the data is recorded and analyzed, one needs to decide how to report the results. Communication of apparently neutral data is not neutral. Surveys are often used to make points, but it is important that one is honest about what the numbers say and what the numbers do not say.

In response to members’ questions, J.Bunge stated that usually two questionnaires are sent out by mail. After that, if no response has been received, one can start calling. One would want to set up an isolated unit to do these calls.

J.Bunge noted that there are questionnaire design books in the library, and that it probably be easiest for the EA to use those books. Also, one usually offers to send the results of the survey to respondents if they would like it.

J.Bunge stated that the EA can regard him as a contact on this topic. If the EA would like, then they can use the 310 class next year to help with the survey.

b. Transportation Advisory Committee -

T.Calvert stated that Katarina Ellis has asked for feedback on the S permit from the EA. She asked that M.Overstrom provide more information on this topic since she was on the committee that drafted this proposal.

M.Overstrom stated that the process of making this proposal was very interesting. Basically, the discussion was on how to make the S permits more effective, while still getting the same amount of work done on campus. It was determined that there are more S permits passed out than there are S permit spaces. For example, there would be five people working in a building, and five cars parked outside using an S permit. Other methods of transportation need to be used.

This proposal removes the S permit and replaces it with the Maintenance and Trade permit. The M&T permit is more specific and it must be purchased by a department. There are also temporary permits for employees who only need to park on campus for certain times during the year. An unlimited amount of permits will not be issued. In order to get an M&T permit, one’s jobs description must require traveling. For example, people from CIT who go around fixing computers would obviously need this type of permit. The process of applying for this permit will hopefully weed out those people who do not need it.

T.Calvert stated that the people who will be affected by this change need to be informed before the change takes place.

T.Fraboni stated that the individuals with S permits will not care about the price of the permit. What will happen is that the cost of goods and business will increase; the extra cost will be passed on to the customer. One needs to work on the perceptions around campus before this will work. For example, his department has bought a bus and now requires all temporary employees to ride the bus around campus. What is being discovered now is that the best tradesmen are no longer working on campus because they do not want to be required to ride the bus. Thus, the quality of work around the campus will decrease.

T.Calvert stated that she would like to have a statement to take back from the EA. She will write this statement, but she requested that members e-mail ideas to her.

IV. Minutes

The minutes were approved as amended: the last sentence under PawPrint Insert was struck and C.Gardner was added to L.Clougherty as writing a resolution concerning Slope Day.

V. Old Business

a. EA Budget -

C.Gardner noted that the newsletter has been struck from the budget. However, it is necessary to include the cost for direct mailing two special editions to all employees. She suggested that Connie Cook be asked the cost of mailing all employee ballots; the absolute maximum for one mailing would be $800.

There is $1000 budgeted for the DSA reception. C.J.Lance-Duboscq stated that this reception is the one at the end of the year, that is held for all nominees who did not win. Good comments were received about the last reception, and everyone there had a nice time. Therefore, the EA should plan to hold another reception next year.

There is also $600 budgeted for the quarterly DSA receptions. C.J.Lance-Duboscq explained that this money is used to cover contingency costs. For example, the certificates can be paid for using this money.

The third item on the budget was the newsletter. However, since special editions of PawPrint will be done instead, one only needs to include the cost of the direct mailing. This will be figured as a maximum of $1600.

T.Hoebbel noted that M.Opperman suggested that heavier stock paper be used for the special editions. If this is done, then more money is needed.

The fourth item on the budget is funds needs for other printings. G.Brandt stated that the estimate was $150, but since this seemed low to him, he decided to increase it to $500.

The next item is the hockey tournament, and it is listed at $1500. G.Brandt stated that there is at least that much in matching donations and players will once again pay for their jerseys.

C.Gardner noted that the EA Open Forum is not on the budget. She stated that this should be included in the budget because every year that the EA wants to have a forum, there is always the question of who will pay for it. C.Gardner volunteered to find out the cost of this year’s format and use that figure in the budget.

L.Caswell noted that the EA should earmark money for handouts for events like the Benefair. More employees can be reached at these events than at the Hockey Tournament, and so something should be done about this topic.

M.Overstrom stated that each item on the budget will be voted on separately. Before each item, there will be discussion on each item.

M.Overstrom asked if there are any comments on the DSA reception.

M.Esposito asked why the increase in price is so dramatic between this reception and the quarterly receptions. Members responded that attendance is larger and also, at the quarterly receptions, the departments help pay for them.

A vote was taken on allocating $1000 for the yearly Dedicated Service Award Reception. The motion passed, 11–0.

M.Overstrom stated that on the next item, the quarterly DSA awards, she would like to know what the $600 is needed for. It seems high to her, especially since it was done one year without any money asked for.

C.J.Lance-Duboscq replied that there other expenses. This year, Communications Committee members paid for these additional expenses out of their own pockets, and towards the end, the Office of Assemblies helped with the expenses.

A vote was taken on allocating $600 for the quarterly Dedicated Service Award receptions. The motion passed, 11–0.

M.Overstrom called for discussion on the special editions of PawPrint. She suggested that it be increased to $2000 to include better paper, colored paper, and direct mailings.

Members suggested that the regular paper of PawPrint be used. Special paper costs a lot of money, and not using it would keep the budget down. However, money for the direct mailing should still be included, since the question is of access not appearance.

A vote was taken on allocating funds for two direct mailings of PawPrint, which will not exceed $1600. The motion passed, 10–1.

M.Overstrom stated that there is $500 for Miscellaneous Printing and asked for discussion on the topic.

Members suggested that the name of this title be changed to Advertising and Promotion.

The concern was brought up that the EA was asking for too much money. However, if budgets are cut at a percentage, then the EA will be able to absorb the cut by reducing expenses.

A vote was taken on allocating $500 for Advertising and Promotional Materials. The motion passed, 11–0.

M.Overstrom asked for discussion on the hockey tournament.

M.Esposito asked if the EA is the only constituency that will pay for the tournament, since there are other groups that are participating.

C.Gardner suggested that the SA and GPSA be asked to help with the funding and split the $1500 into three portions.

M.Overstrom stated that she was concerned about the size of the request, since the tournament was done this year for less.

G.Brandt stated that the next tournament will be bigger and better. The current plan is to let all those who want to participate play in the tournament.

M.Overstrom stated she would also like there be more advertising that this event is hosted by the Assemblies. This idea started in the EA and she would like this fact advertised.

A vote was taken of allocating $500 to the 1999 hockey tournament. The motion passed, 11–0.

A vote was taken of allocating an undetermined amount to the EA Open Forum. The motion passed, 11–0.

VI. Adjournment

The meeting was adjourned at 1:45 p.m.

Respectfully submitted,

Stephanie Tinsley
Student Clerk