ࡱ> >@=U@ bjbj (*80hXXXXX SUUUUUU$<R~y  yXX4 "XXS S d V@XL \{ + S07T    L 6  ,> | yyD@ "@GREAT BASIN COLLEGE PRESIDENTS COUNCIL June 29, 2004 PRESENT: Carl Diekhans, Betty Elliott, Mike McFarlane, Lynn Mahlberg, Danny Gonzales, John Rice, Kathy Schwandt, Erik Seastedt, Summer Ehrmann Approval of Minutes The minutes of the Presidents Council meeting on June 22, 2004 were approved. Lost Key Policy Mr. Carl Diekhans presented a proposal for a new Lost Key Policy. The new policy is more comprehensive and includes replacement fees for lost keys. The policy places more responsibility onto the employee. Loss of, or failure to return an assigned office key may make the key holder subject to a replacement fee as indicated: Campus master key - $500; Sub-master key $250; Individual space key - $10; and Card key - $10. An office key will get you into your office and the building in which your office is located. A sub-master key will get you into your office and all other offices located in the same building. A master key will provide access to all buildings and all offices. In the near future, 鶹ӰԺ will be implementing a key card system on a limited basis. Mr. John Rice suggested that the Theater be part of the key card system because of the variety of people using the facility. Presidents Council will review the proposed Lost Key Policy and will vote on its approval at the next Presidents Council meeting. New Travel Forms Ms. Star Thomson stated that because of the recommendations of the Travel Audit last year, it is necessary to change 鶹ӰԺs travel forms. She asked Presidents Council to review the proposed new travel forms. There will be two travel forms to fill out. The first one is the Employee Travel Request Form which is used for the authorization of the travel (in-state or out-of-state). It will also be used for requesting a travel advance. There is a section on this form for approval by the Vice President for expenses in excess of per diem. Also, there is a section to estimate all expenses and where to charge the expenses. The second form is the Travel Expense Claim Form which is filled out by the employee and approved by the responsible party for the account charged. The Travel Request Form must be in the Controllers office five days prior to travel. Both forms and copies of all documentation must be submitted together to the Controllers office before reimbursement can be made. Ms. Thomson stated that the Controllers office has conducted meetings with administrative assistants to get their input on the new forms. 鶹ӰԺ does considerably more travel than the other institutions, therefore our policy has to be somewhat more flexible than most. Because of these changes mentioned, 鶹ӰԺs travel policy will need to be updated. The Controllers office will have to provide instruction to faculty and support staff in the form of hands on training, or with written instructions. Presidents Council approved the new travel forms, with the stipulation that clarification be made regarding a statement regarding the Board of Examiners and State Administrative Manual 0200. Presidents Council also approved that all out-of-state travel be approved by the appropriate Vice President and the President. 鶹ӰԺ Committee Membership Presidents Council briefly discussed 鶹ӰԺ Committee Membership. They determined that there are two different issues: look at the committee membership to reduce redundancy and establish better communications; and faculty workload. Discussion will continue next week. Laptop/Handheld Equipment Policy Because of the increasing use of laptops and handheld computers, it has become necessary for 鶹ӰԺ to establish a Laptop/Handheld Computer policy. Mr. Erik Seastedt presented a draft policy for Presidents Council to review. The policy states that the employee is responsible for exercising good judgment in the use and transport of all equipment. If equipment is damaged or lost through employee negligence, the employee may be responsible for replacement cost. Presidents Council suggested that the policy be taken to College Council and Faculty Senate for their approval and then brought back to Presidents Council for approval. Fee Schedule for Theater & Amphitheater Presidents Council approved the new fee schedule for the Theater and Amphitheater. There will be three categories with different rates per category. The categories are: full commercial rate; the 25% discount rate; and the 40% discount rate. The fees can be waived by the college at any time. Miscellaneous Presidents Council discussed the Uniform Allowance. 鶹ӰԺ will pay for laundry and cleaning of uniforms for Buildings and Grounds uniforms, Security uniforms, and the smocks that are worn in the diesel shop. 鶹ӰԺ does not require any other groups of employees to wear uniforms. Some employees have requested reimbursement for 鶹ӰԺ shirts and caps that are worn during recruitment trips. Since it is not a requirement to wear these types of things during recruitment trips, it is not a reimbursable expense. However, it deserves discussion. Presidents Council recommended that Star Thomson bring back a proposed policy for review. One suggestion was that 鶹ӰԺ could pay for the embroidery of the 鶹ӰԺ logo onto the garment, but the employee would still have to purchase the shirt. Presidents Council approved the following people have authority approve Motor Pool Requests: Paul Killpatrick, Mike McFarlane, Carl Diekhans, Lynn Mahlberg, Danny Gonzales, Erik Seastedt, Star Thomson, and Garry Heberer. (/57+ , - < ? 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