Meeting Minutes 1999

February 8, 1999 10:00 - 12:30

Der Dutchman, Belleville, OH

Present: Betty Aylsworth, Carol Bunn, Sherri Decant, Cindy Crawford, Marjorie Dellinger, Janice Dicarolis, Mark Erbaugh, Debra Gallagher, Ted Gastier, Becky Hooper, Jim Karcher, Mabel Kirchner, Barbara LaMoreaux, Kathy Mohler, Christine Nielsen, Pat Patterson, Ed Poling, Susan Sommer, Carol Sowers, Regina Vann, Thad Welch, Shelley Whitworth, Cathy Zirkle

Staff: Marilyn Trefz, Cathy Forte

Absent: Ann Lighthiser

Pictures were taken of all members present for the membership brochure.

New member Sherri Decant was introduced. Sherri is an office assistant in the Lucas County Extension Office and was nominated for membership by Chi Epsilon Sigma. Suzanne Steel from the Section of Communication & Technology has resigned and is being replaced by Mitch Moser. Mitch was unable to attend today's meeting.

The officer team elected today will begin planning and facilitating council meetings at the end of today's meeting. Marilyn Trefz outlined the continuing relationship between staff support and the Advisory Council. Marilyn will not attend on a regular basis after today. Cathy Forte will remain as administrative support for the council. She will:

• be responsible for bringing college-wide information to the council; facilitate communication from and to the Vice President's Office; "troubleshoot" for the council to facilitate their ability to successfully finish projects/solve problems; assist council members in finding the appropriate people within the college to work with as they address their agenda; consult and advise as necessary; be an ex-officio member of the Executive Committee.
• Recording the minutes and making meeting arrangements will be taken over by the officer team at the end of today's meeting.

Marilyn Trefz provided additional details about the Reinvent Retreat to which all Advisory Council members have been invited. Approximately 125 people, both internal and external, have been invited to participate. The group will review the first three years of Project Reinvent and address what we will do during the final two years of Kellogg funding. The basic goal of the retreat will be for the participants to thoroughly discuss and plan what the future of our organization will be. Outside speakers and a facilitator have been arranged and the agenda is being carefully developed.

The following officer candidates briefly addressed the group in preparation for today's election: Chair: Thad Welch, Vice-Chair: Cindy Crawford, Kathy Mohler, Christine Nielsen; Secretary/Treasurer: Betty Aylsworth, Becky Hooper; Communications Director: Cathy Zirkle.

Twenty-four ballots were cast (23 present, 1 absentee) with the following results. There were no write-in votes:

Chair: Thad Welch
Vice-Chair: Christine Nielsen
Secretary/Treasurer: Becky Hooper
Communications Director: Cathy Zirkle

The deadline for LINC proposals has been extended. Marilyn Trefz presented information on a proposal for funding a staff development project in conjunction with staff on the Mansfield Campus. A day-long training program on working in teams would be held with each group working on their separate goals. It was moved and seconded that Marilyn Trefz be asked to write and submit such a proposal to Garee Earnest. Motion carried.

The Vice President's Advisory Council has invited the Staff Advisory Council to name three of its members to the VP Council. The VP Council meets twice a year for a day-long meeting and discusses one agenda item brought to them by the Vice President. The next meeting is this Friday, February 12. Although staff terms on the Council are generally 3 years, it was moved and seconded to have the initial group stagger their terms for 2, 3, and 4 years. Shelley Whitworth, Regina Vann, Kathy Mohler, Debra Gallagher, Barb LaMoreaux, Jim Karcher, Cindy Crawford, and Pat Patterson were nominated. A vote of the membership selected Shelley Whitworth, Cindy Crawford, and Jim Karcher who will serve 2, 3, & 4 year terms respectively.

Minutes of the November 17, 1998 meeting were reviewed. Revisions are reflected in the bylaws which are attached as a separate document. It was moved and seconded to approve the minutes as amended. Motion carried.

A review of the Membership Section of the bylaws was begun. Sections on terms, eligibility and resignations were reviewed and approved as amended. They are included in the bylaws attached. The discussion on the membership section will continue at a future meeting.

Discussion on the content of biographical sketches in the brochure was deferred. It was decided to give the Biographical Sketches to Cathy Zirkle as Communications Director for review and possible discussion at a future council meeting. Pictures and bio sketches will be combined to produce a membership brochure.

Discussion on goals to accomplish this year was deferred and will be placed on a future agenda as determined by the officer team. Members with additional thoughts on goals they would like to see the council adopt should contact Thad Welch.

Roberts Rules of Order, The Modern Edition, were given to Thad Welch and Christine Nielsen.

Action items from today's meeting to be accomplished by the next meeting:

• Marilyn Trefz will confirm the process by which council members will continue to be selected (specifically the areas from which they are to come) with Bob Moser.
• Marilyn Trefz will submit the LINC proposal to Garee Earnest by February 17 and will confer with the officer team on setting a date.
• Officer team will meet.
• Becky Hooper will e-mail members on meeting dates for the first part of March. She will also contact the Mt. Vernon Extension office regarding holding the March meeting there.

Barb LaMoreaux announced that there is a $500 scholarship available for families of OSU employees that can be used at any school in the country. The application deadline is March 1. Contact Barb for further details.

Minutes submitted by:
Cathy Forte

cc: Cabinet
Chairs
School Directors
District Directors
John Allred, Chair, Ag Faulty Council

April 14, 1999

he regular meeting of the FAES Staff Advisory Council was held. The March meeting was canceled due to bad weather. Introductions were made. Chair Thad Welch welcomed two new members to the Council: Mitch Moser replaces Suzanne Steel from the Section of Communications and Technology and Rita Bowers replaces Ed Poling from Food, Agricultural and Biological Engineering.

April 14, 1999 - 12:00 - 3:00

Kottman Hall

Present: Betty Aylsworth Rita Bowers Cindy Crawford, Sherri Decant Marjorie Dellinger Janice Dicarolis, Debra Gallagher Becky Hooper, Barbara Lamoreaux, Ann Lighthiser, Kathy Mohler, Mitch Moser, Christine Nielsen, Susan Sommer, Carol Sowers, Regina Vann, Thad Welch, Cathy Zirkle

Absent: Carol Bunn, Mark Erbaugh, Ted Gastier, Jim Karcher, Mabel Kirchner, Patricia Patterson, Shelley Whitworth

Staff Present: Cathy Forte actions.

The regular meeting of the FAES Staff Advisory Council was held. The March meeting was canceled due to bad weather. Introductions were made. Chair Thad Welch welcomed two new members to the Council: Mitch Moser replaces Suzanne Steel from the Section of Communications and Technology and Rita Bowers replaces Ed Poling from Food, Agricultural and Biological Engineering.

Minutes of the February 8 meeting were reviewed. Marjorie Dellinger made a motion to approve the minutes as submitted, seconded by Cindy Crawford. Motion carried.

EXECUTIVE TEAM UPDATE

Thad reported the Executive Team met twice since February: March 1 in Columbus and March 30 at Malabar Farm before the Project Reinvent Retreat. The team met to organize the transition from College staff leadership of the SAC to the officers taking over responsibilities. Thad reviewed topics discussed during these meeting. Regina Vann asked if minutes of these meetings could be shared with SAC members. Thad requested that Becky Hooper, Secretary/Treasurer, send copies to the members. Thad also indicated that meeting dates of future Executive Team meetings will be announced to all SAC members who are invited to attend.

COMMUNICATIONS DIRECTOR

Cathy Zirkle explained her position as Communications Director and the various responsibilities of the Communications Committee. She will be serving in an advisory and coordinating capacity to the Committee. Task forces will be established as needed to follow through on specific tasks, i.e., SAC member directory, creation of a listserv and web page (possible link from the College's web page), etc. Cathy is seeking volunteers to serve where they have an interest or expertise, and asked all who are interested to send her an e-mail response.

Cathy Z. acknowledged and thanked Cathy Forte for writing articles for the next issue of enVision regarding SAC's participation in the Project Reinvent Retreat and also submitting the picture of SAC members taken at the February meeting. Cathy remarked that some individual pictures will need to be retaken.

Regina Vann asked if official SAC letterhead could be developed. It was agreed SAC should have something official. Regina will work with Cathy Forte and develop a draft of possible letterhead when her schedule permits.

OARDC DIRECTOR SEARCH

Guest Ann Ottobre, a member of the search committee for the Associate Vice President for Agricultural Administration and the OARDC Director position, joined the group to invite and encourage participation from staff during the candidates' interviews. Copies of the interview schedules were distributed. Ann explained that not only is it critical for staff and faculty to have opportunity for input in the selection of this important position, but there is also a responsibility of College faculty and staff in convincing the candidates that OSU is a compelling place to work.

BYLAWS

A copy of the bylaws was distributed prior to today's meeting for review by members. Suggestions from the February SAC meeting and input from the Executive Team were incorporated. Sections addressed included additions/clarifications to the Communications Director responsibilities, quorum needed to hold meetings, adding Communications Committee to the standing committees, extensive additions to the membership section, and adding a section on amending bylaws. After discussion and input from members, Debra Gallagher made a motion to adopt the bylaws as amended at today's meeting. The motion was seconded by Barb Lamoreaux. Motion carried. (Refer to attached amended bylaws for specific details.)

MEMBERSHIP TERMS

Thad distributed a sheet listing members' names and asked that each rank their preference of number of years to serve on the initial round of terms. The Executive Team had already established their terms by virtue of the number of years required to serve in their official capacities. To insure that only one third of members rotate off each year, the Executive Team will review members' input and try to honor first choices, however, some second choice may need to be accepted. As agreed at a past meeting, these terms will begin in October, and the time already served these first few months during SAC organization will be not counted. Vice Chair Christine Nielsen will contact members who were not in attendance today to gather their input. A finalized listing of membership terms will be distributed at the next meeting.

UPDATED MEMBERSHIP LIST

Becky Hooper distributed an updated list of the SAC membership which included new representatives Moser and Bowers. (For those not in attendance, Becky will send a copy via campus mail.)

VICE PRESIDENT'S COUNCIL UPDATE

Cindy Crawford reported on behalf of the SAC representatives to the VP Council meeting held last month. Cindy noted that the Council meets once a year to discuss one topic per meeting. The topic discussed at this meeting was what criteria should Vice President Moser use to determine allocation of funds from the College. The council is composed of a diverse representation from Columbus campus, ATI, and OARDC faculty and administrators, stakeholders, and most recently staff members. Although no major decisions were made, Cindy described the discussions and the input from those attending the meeting.

REPORT FROM PROJECT REINVENT RETREAT

Vice Chair Christine Nielsen lead this discussion. Seventeen SAC members attended. Very positive comments were shared regarding various aspects of the retreat. The retreat gave members an opportunity to learn more about the College, how the various department and unit staff/faculty/students interrelate, the mission to "change the culture" of the College by removing barriers as relates to internal College functions and with our stakeholder. SAC members integrated with the already established Project Reinvent participants, and the Staff Advisory Council now provides a formal channel for staff issues to be addressed. As a result of the retreat, many important focus issues have been delegated to the SAC.

LINC INNOVATIVE PROPOSAL

Marilyn Trefz joined the meeting. She and Thad announced that the LINC proposal had been funded for $5,000. The dates of June 3-4 were set for the retreat with staff from Mansfield -- to be held at that campus, beginning at 11:00 on the first day. Paul Axtell will serve as the consultant in developing a common team building experience the first day. During the second day, the Mansfield staff and SAC will separate and work individually on their specific project with assistance from Paul Axtell. The Mansfield staff have determined their project will be to redesign the student orientation process. The SAC project is yet to be determined.

Marilyn reported the Leader Teams from Project Reinvent met as a follow up to the Project Reinvent Retreat, and as mentioned above, many opportunities were identified for the SAC. A listing of these opportunities was distributed to SAC members. (Becky will send a copy to members not in attendance via campus mail.)

The LINC proposal and cost-sharing funds from Bobby Moser's account and the Mansfield campus will provide meals and cover Paul Axtell's fees, however, no funds are available for overnight lodging. Regina Vann suggested that as a new group this would be an ideal opportunity for the SAC members to stay overnight to develop camaraderie and grow as a team. Some staff indicated they have a travel budget, while others may need some financial assistance. Thad, Christine and Regina will coordinate a possible overnight stay during the retreat. It was suggested that some funds may be available from L. H. Newcomb who offered to provide dollars at the Project Reinvent Retreat for follow-up activities. Marilyn also reported that Paul Axtell will be conducting a separate session the evening of June 3 on listening skills that will be open to faculty and staff.

Thad will meet with Marilyn following today's meeting to review the project the SAC will focus on during this retreat. More details and refining of this project will be held at the May meeting.

GOALS

The consensus from the group was to combine goals that had been identified earlier by SAC members and the new opportunities list from the Project Reinvent Retreat. Below is the combined list of goals.

• Employee rewards/recognition
• Orientation/development issues for new employees
  • - shadowing and mentoring
• Unify Extension/Teaching/Research
  • - joint conferences and in-services
  • - shadowing
• Encourage "team concept" between faculty, staff, students
  • - form work groups
• Increase staff involvement in College activities and processes
  • - staff competencies
  • - greater representation by staff
  • - staff development/self-improvement/mentoring/shadowing
• Develop list of issues/concerns of staff (evolve into strategies and requests)

Although "making the College a compelling place to work" was originally listed as a goal, after much discussion the consensus was that this phrase would be the "umbrella" covering all SAC goals.

After a voting process by members present, the priority goal at this time was determined to be "increase staff involvement in College activities and processes." The LINC project will focus more directly on "staff development/self improvement/mentoring/shadowing." A suggestion was made that SAC might be able to incorporate something with staff appreciation week which is held in the fall. This might also be an opportunity to submit another funding proposal to L. H. Newcomb.

NEW ITEMS OF BUSINESS

Fall Faculty Meeting --

Cathy Zirkle reported she had been contacted by John Allred who invited the SAC to become involved in planning and attending the fall faculty meeting (another spin-off from the Project Reinvent Retreat). The date will be October 7, and the meeting will be held in Columbus. Regina Vann made a motion to have SAC proceed with this involvement, seconded by Carol Sowers. Motion carried. Volunteering to assist were Regina Vann, Debra Gallagher, and Janice Decarolis. Cathy noted that if others wish to assist, please e-mail her your interests with a copy to the Executive Team. Vice Chair Christine will be the liaison for this activity.

Meeting Dates --

The consensus was that the SAC establish a designated day each month for regular meetings. The third Wednesday of each month was determined to be the best day. Meeting locations will rotate around the state and be hosted by the member(s) at their location. Cathy Zirkle will develop a calender of dates and locations and send to members. It was also agreed the time of meetings will be 12:00 - 3:00.

Next Meeting --

The May meeting will be held at the Knox County Extension Office on Wednesday, May 19, with a brown bag lunch. Becky will coordinate these arrangements. The major agenda item will be the LINC project.

Parking Sticker --

Some members do not have access to parking stickers for the Columbus campus. Thad will arrange to get parking stickers to anyone who needs them when meetings are held in Columbus.

Cindy Crawford made a motion to adjourn the meeting, seconded by Kathy Mohler.

Submitted by,

Becky Hooper
Secretary/Treasurer

May 19, 1999

The regular meeting of the FAES Staff Advisory Council was held. Minutes of the April 14 meeting were reviewed. One correction was made - the Vice President's Council meets twice a year rather than once. Debra Gallagher made a motion to approve the minutes, seconded by Cindy Crawford. Motion carried. As a follow-up to the final version of the bylaws (sent to SAC members following the last meeting), Thad asked if any corrections were in order. There was no response; the bylaws stand as approved.

May 19, 1999 12:00 - 3:00

Knox County Extension Office

Present: Betty Aylsworth, Rita Bowers, Carol Bunn, Cindy Crawford, Sherri Decant, Marjorie Dellinger, Janice Dicarolis, Mark Erbaugh, Debra Gallagher, Ted Gastier, Becky Hooper, Jim Karcher, Barbara Lamoreaux, Ann Lighthiser, Christine Nielsen, Patricia Patterson, Susan Sommer, Regina Vann, Thad Welch, Shelly Whitworth, Cathy Zirkle

Absent: Mabel Kirchner, Kathy Mohler, Mitch Moser, Carol Sowers

Staff Present: Cathy Forte

The regular meeting of the FAES Staff Advisory Council was held.

Minutes of the April 14 meeting were reviewed. One correction was made - the Vice President's Council meets twice a year rather than once. Debra Gallagher made a motion to approve the minutes, seconded by Cindy Crawford. Motion carried.

As a follow-up to the final version of the bylaws (sent to SAC members following the last meeting), Thad asked if any corrections were in order. There was no response; the bylaws stand as approved.

EXECUTIVE TEAM UPDATE

Thad reported the Executive Team and Cathy Forte held a conference call on May 18 to finalize the agenda for today's meeting. Individual reports from officers are noted in the following minutes.

Thad distributed a copy of the Staff Compensation Report which was compiled by the University Staff Advisory Council and given to President Kirwan.

REPRESENTING CONSTITUENTS WORKSHOP

Thad asked Debra Gallagher to report on a recent workshop she attended entitled "Representing Constituents" which was sponsored by USAC. In reviewing her notes, Debra said this workshop was held for members of university committees and councils. She noted that it is important to identify "who we represent." Brainstorming in small groups was used to identify approaches that could be used in communicating with constituents. These approaches included:

• web page (including a permanent survey for input)
• announcements to promote organization at athletic events
• newsletter
• hot line
• bake sale (food would be purchased with suggestions rather than money)

Debra said anyone who would like a copy of her complete notes may contact her. Thad commented that he felt there were some good suggestions that SAC could use.

COMMUNICATIONS DIRECTOR

Cathy Zirkle reported she would like to obtain the Council's input on priority communication projects. After discussion, the following items were identified and listed in priority order:

• Regular articles in enVision
• College-wide listserv
• SAC web page
• Membership directory (paper copy and electronic)

Cathy reported she has received responses from two members who volunteered to work with the Communications Committee. Additional volunteers were requested, and the following delegation of responsibilities was established:

enVision: Cathy Zirkle, Betty Aylsworth, Janice Dicarolis, Cindy Crawford
Listserv: Ann Lighthiser, Regina Vann
Web Page: Susan Sommer, Debra Gallagher, Shelly Whitworth, Cathy Forte
Membership Directory: Janice Dicarolis, Barbara Lamoreaux, Cathy Zirkle

Cathy emphasized that she anticipates most of the communications and work within these task forces will be done through e-mail. Thad asked that each of the above task forces have work completed as much as possible and report back at the July 21 SAC meeting.

OARDC DIRECTOR SEARCH

Thad asked Cathy Forte for an update. She indicated interviews have been completed with the three candidates, and a recommendation was given to Dr. Moser from the Search Committee. An official announcement should come soon. Thad thanked members who were available to participate in the interviewing process.

MEMBERSHIP TERMS

Christine Nielsen distributed a printout of membership terms listing the choices of members from the last meeting. The 3-year terms had more first choices listed than the 2-year and 4-year terms, however, some members indicated their willingness to go with their second choice so that terms would be more evenly distributed. The official list is attached at the end of these minutes.

FALL FACULTY MEETING

Christine shared information from the planning meeting of the Fall Faculty Council which is scheduled for October 7 at the Parke University Hotel near campus. Christine, Debra Gallagher and Janice Dicarolis participated in this meeting (Regina Vann was not available). Although SAC has been invited to participate, it was determined to not address both faculty and staff issues at this meeting. The focus of the day will be "Making the College a More Compelling Place to Work" from the faculty perspective. Christine distributed notes from the meeting.

Although staff issues will not be addressed, the consensus was that it will be a valuable experience for SAC to become involved in this annual meeting as well as inviting representatives of faculty to future staff activities. This involvement aligns itself well with many of SAC's goals. Thad explained that although this is not a mandatory meeting, he strongly encourages all SAC members to participate. This is a beginning of blending cooperative efforts between staff and faculty towards similar goals. SAC welcomes the invitation and involvement in this activity and anticipates future collaborations. It was agreed that SAC representatives will continue their involvement in planning this meeting.

FUTURE MEETING DATES

Cathy Zirkle had sent prior to today's meeting a listing of tentative meeting dates for the remainder of 1999. During the Executive Team's conference call, some changes were suggested, based on additional meeting information and the goal of trying to keep regular meetings to only once a month. After a review and discussion by members, the consensus was to adopt the dates (listed at the end of these the minutes).

Please note that the October annual meeting has been changed to September so that members are available to attend the Fall Faculty Meeting in October. The bylaws will not be amended to change the month of the annual meeting until next year when the dates are established and it is determined that SAC will continue to be involved with the Fall Faculty Meeting.

Ted Gastier invited SAC to hold a meeting at Stone Lab next year, and he volunteered to host the group. All were in agreement they would like to meet at this location on Lake Erie. A summer or early fall date was most popular among members.

JUNE RETREAT AND LINC PROJECT

Thad reviewed arrangements for the LINC innovative project retreat-- June 3-4 at the Mansfield Campus (map attached at the end of these minutes).

No overnight accommodations will be provided for members other than those furthest away (Becky Hooper, Carol Bunn, Sherri Decant, Carol Sowers, Kathy Mohler, and Cathy Zirkle). Thad will make lodging arrangements. Barbara Lamoreaux has offered her home to anyone who wishes to spend the night. A van will be traveling from campus, however, it will be returning to campus Thursday and going back to Mansfield Friday morning. Thad took a count of members who plan to attend and also a count for those planning to participate in the optional Thursday evening session on listening skills.

Cathy Forte shared input from a discussion with Dr. L. H. Newcomb regarding SAC involvement in follow-up projects from the Project Reinvent Retreat. She conveyed his hopes that SAC could move forward and develop some of the initiatives during the next couple months. Thad also reported that he had invited Dr. Newcomb to share his views and expectations with SAC at the June retreat and as a follow-up again at the July regular meeting. Dr. Newcomb suggested that he not take up any of the time at the retreat but meet with SAC at the July meeting.

Much discussion and reflection by members followed, attempting to determine the appropriate next steps and if the topic (staff development/self improvement/mentoring/shadowing) identified at the April SAC meeting would still be used as the project for the LINC retreat. The consensus from all was that the membership needs to work in smaller work groups to achieve success and proceed at a faster pace. The discussion kept coming back to developing a survey to gather input from all College staff based on the priority goals identified at the April SAC meeting. A list was begun on the board with input from various members of possible "new" retreat projects. However, after continued debate and discussion, the consensus was that we had already developed a list of goals at the April meeting and we should stay with that list.

Barb Lamoreaux made a motion that a group of 4-5 SAC members meet during the June retreat to develop a staff survey based on the goals while the rest of SAC members work on another project. Cindy Crawford seconded the motion. A vote was taken by hand count and failed.

Shelly Whitworth made a motion to have all SAC members work in small groups at the June retreat -- each group working on one of the goals (A-E) developed at the April meeting. Each group would design questions to be included in a staff survey as well as identify projects relative to that specific goal. Goal "F" would not be included because it would basically be the culmination of the survey. A small group would be designated at the end of the retreat to pull all the survey questions together into a concise and easily understood format. Regina Vann seconded the motion. A vote was taken by hand count and passed.

Cathy Zirkle made a motion to adjourn the meeting, seconded by Patricia Patterson.

Submitted by,
Becky Hooper
Secretary/Treasurer

May 1999

1999 Staff Advisory Council Meeting Schedule

June 3-4 OSU Mansfield Campus 11:00 am - 5:00 pm Thursday 9:00 am - 2:00 pm Friday

July 21 Columbus - 219 Ag Engineering 9:30 am - 12:30 pm

Aug. 18 Malabar Farm - Pugh Cabin 10:00 am - 3:30 pm Richland County LINC follow-up work and cookout

Sept. 15 Fall Kick-off and Annual Meeting 9:00 am - 11:30 meeting Columbus (location to be determined) 11:30 - 1:30 lunch 2:00 p.m. - 5:00 p.m. LINC follow-up

Oct. 7 Fall Faculty Meeting 9:30 - 3:00 p.m. Columbus - Parke Hotel

Nov. 17 Fayette County Extension Office 12:00 noon - 3:00 pm Washington Courthouse

Dec. 15 NW District Extension Office 12:00 noon - 3:00 pm Findlay

June 3-4, 1999

There were no "official" minutes/notes taken at last week's LINC retreat. Maybe I should have taken notes to keep on file, but I came as a participant and wanted to concentrate fully on the discussions and learning aspects of the retreat.

June 3-4, 1999

LINC Retreat - Mansfield Campus

Attending: Betty Aylsworth, Ted Gastier, Ann Lighthiser, Susan Sommer, Carol Sowers, Shelley Whitworth, Cindy Crawford, Janice Dicarolis, Becky Hooper, Barbara LaMoreaux, Kathy Mohler, Cathy Zirkle, Carol Bunn, Sherri DeCant, Marjorie Dellinger, Debra Gallagher, Christine Nielsen, Patricia Patterson, Regina Vann, Cathy Forte and Marilyn Trefz

There were no "official" minutes/notes taken at last week's LINC retreat. Maybe I should have taken notes to keep on file, but I came as a participant and wanted to concentrate fully on the discussions and learning aspects of the retreat.

To recap briefly, the first day concluded with a list of activities/actions to be undertaken within specific time frames. Below is the list. You will note that many are familiar . . . that is because they had already been identified at our past two meetings. However, there are some new items included in our list, and Paul Axtell was diligent about us putting a time frame on our proposed actions.

1-Month

• EnVision article
• Clarify sponsor relationship
• Begin web page
• Staff Development Task Force
• Staff representatives in College administration (on-going) - relates to above item

2-Months

• List Serve
• Membership brochure
• Develop survey

3-Months

• Annual meeting
• Logo contest
• September staff event
• Employee Rewards Task Force

4-Months

• Fall Faculty Meeting
• SAC promotional display (to use at Extension's October staff in-service and other events)
• Long-Range
• Brown bag lunches
• Coffee hours
• SAC reps talk to staff
• Shadowing/Mentoring Task Force
• Town meetings
• BioOhio reps

On the second day, we designated our top priorities and assigned task forces to begin work in these areas. Again, some of the TFs had already been established; some were new. Each TF broke into separate working groups, then reported back to the full SAC membership to obtain input and clarify tasks. The consensus was that each TF will continue their assigned tasks and report again at the July 21 meeting. Names listed are members responsible for reporting.

Web Page - Susan Sommer

List Serve - Regina Vann, Ann Lighthiser

Sponsor - Becky Hooper

Survey - Cindy Crawford

EnVision - Cathy Zirkle

Membership Directory - Barb LaMoreaux and Cathy Zirkle

Paul Axtell's e-mail address is cpdconsult@aol.com. He welcomes comments and questions and offered his support and assistance with future meetings, conference calls, or any other areas we might suggest. He also provided a booklet entitled "Working Effectively in a Group Setting." One of these books was left on the table when we were cleaning up -- so if you are missing your copy, I'll bring it to the July meeting. I will loan my copy to anyone who could not attend.

July 21, 1999

The regular meeting of the Staff Advisory Council was held in Columbus at the Food, Agricultural & Biological Engineering meeting room. An opening ice-breaker activity was lead by Thad. Thad welcomed new member Anne Groves who is replacing Mitch Moser. Mitch resigned because of work schedule conflicts. Anne is a Systems Specialist for Computer Operations in the Communications and Technology Section.

July 21, 1999
Columbus

Present: Betty Aylsworth, Rita Bowers, Carol Bunn, Cindy Crawford, Sherri DeCant, Marjorie Dellinger, Janice Dicarolis, Debra Gallagher, Ted Gastier, Anne Groves, Becky Hooper, Jim Karcher, Mabel Kirchner, Barbara LaMoreaux, Ann Lighthiser, Kathy Mohler, Patricia Patterson, Susan Sommer, Carol Sowers, Regina Vann, Thad Welch, Cathy Zirkle

Absent: Mark Erbaugh, Shelly Whitworth, Christine Nielsen

The regular meeting of the Staff Advisory Council was held in Columbus at the Food, Agricultural & Biological Engineering meeting room. An opening ice-breaker activity was lead by Thad.

Thad welcomed new member Anne Groves who is replacing Mitch Moser. Mitch resigned because of work schedule conflicts. Anne is a Systems Specialist for Computer Operations in the Communications and Technology Section.

Minutes of the May 19 meeting and notes from the June 3-4 LINC Retreat were reviewed. No corrections were noted. Cathy Zirkle made a motion to approve the minutes, seconded by Susan Sommer. Motion carried.

SAC SPONSOR

Dr. L. H. Newcomb, Senior Associate Dean for the College, joined the meeting. At the LINC workshop, Paul Axtell introduced the concept of each group having a sponsor to serve as a connection to management. Becky reviewed the task force plans to ask Dr. Moser's support in naming Dr. Newcomb as the sponsor. The Executive Team met with Dr. Newcomb last week, and both parties agreed on common objectives:

the sponsor will serve as the direct link of communication with administration the executive team will meet quarterly with the sponsor, and the chair will communicate on a more frequent basis as needed the sponsor will be involved with the annual meeting and other meetings as required the sponsor will approve and provide financial support for SAC

Dr. Newcomb addressed the SAC members and indicated the College is looking for a vision from Council. He praised staff and the progress that has taken place this first year. He cautioned members to not become discouraged: we are the pioneers and there will be disappointments and frustrations. He suggested we learn to be patient because progress will not go as fast as we want. Drs. Newcomb and Moser are looking to the Council to help "change the culture of the college" so that staff are in-the-know, are more involved, and better appreciated for their contributions. Some words of advice from Dr. Newcomb:

• find a vision to pull the organization forward
• don't get bogged down in minutia
• collaborate - it's not a we/they relationship
• come up with things that matter
• Cabinet wants broad/clear advice
• a majority vote is not required - build consensus

Words of caution . . . it can't be done all at once. In the beginning, maintenance is getting the job done.

EXECUTIVE TEAM UPDATE

As mentioned earlier, the Executive Team met last week to plan the agenda and follow-up on administrative activities. Thad shared topics that were discussed.

Cathy Forte's role - Following discussions with Dr. Newcomb, it was decided there will be a shift in structure from the College's administrative standpoint with the designation of a Council sponsor. The sponsor will be the direct link for communications, therefore, Cathy Forte will relinquish her role as liaison between Council and administration. Nancy Ray will provide secretarial support for the Council on behalf of the College. This will include meeting arrangements, refreshments, etc. It was noted that Nancy is Thad's secretary, but she will continue in this role beyond Thad's term as chair.

Marilyn Trefz will continue as a resource for the Council.

Christine Nielsen - continues on leave from her position at OARDC. Thad announced that a flower arrangement was sent to Christine and her husband at the time of the miscarriage. Thad will update Council members on additional information once he becomes aware of any news.

Remembrances for Council Members - Thad reported that the Executive Team discussed with Dr. Newcomb how to share condolences with members when a death or illness occurs. Dr. Newcomb suggested that we not create a policy but handle each situation on a case-by-case basis. It was agreed that the Secretary/Treasurer have a box of cards and stamps to send to council members. Dr. Newcomb approved this as an appropriate expenditure as well as flower remembrances from the College funds.

Acknowledgments were made to the following Council members on recent deaths: Mabel Kirchner's father, Cathy Mohler's father, and Carol Sowers' mother.

TASK FORCE REPORTS

enVision Articles

Cathy Zirkle reported two articles were submitted for the next enVision. Cathy wrote one article pertaining to the accomplishments to date and the goals of SAC, and Betty Aylsworth did an article about the LINC workshop.

Web Page

Susan Sommer distributed a report that Deb Gallagher developed on the status of the FAES staff web page. (For those not in attendance, a copy will be sent via campus mail.) Deb will be the web master with inquiries or input going to either Deb or Susan. The detailed report listed the message/purpose of the site, who are the readers, information to include on the page, listing of possible links, etc. New member Anne Groves provided some helpful information and volunteered to serve on this task force. It was agreed that since the College is redesigning its web page, a contact should be made with Jim Lemon so that SAC aligns its page design to the College's.

List Serve

Ann Lighthiser has been in contact with UTS to get an application for the list serve. Ann will maintain the list serve, and the officers have been designated as the "owners" which means they can send out information to everyone listed on the list serve but replies will come back only to the officers. Ann has also been in contact with Cindy Maher from the Communications and Technology Section who maintains the database for all College employees, and she will be providing the required info on staff e-mail accounts. Although she updates the College database weekly, it was agreed she will send an updated list of staff to Ann on a quarterly basis. Ann reported that because there are so many staff, it was necessary to develop two lists to be used for the list serve. However, in reviewing the lists it became apparent that all staff were not included in the printout. Several SAC members voiced opinions on the obstacles that will be encountered in maintaining this list serve and on how to insure all staff are included on the list. Anne Groves and Ted Gastier were named to also serve on this task force.

Membership Directory

Barb LaMoreaux and Janice Dicarolis have been editing the biographical sketches to make then succinct and similar in information. Hard copies were distributed to members present for review before inclusion in the directory. Bios that have not been turned in need to go to Barb or Janice ASAP.

Survey

Cindy Crawford reported for this task force, and Sherri DeCant distributed a copy of the survey. During discussions, suggestions were made: add a question to the survey pertaining to staff accessibility to e-mail, list the name of SAC on the survey, indicate if one response or more is appropriate for each question, and assure that the survey is a blind survey.

Cindy inquired about financial support to cover costs associated with the printing, mailing, etc. Thad suggested that he and the task force members meet with Dr. Newcomb to review the survey and ask for financial support then. Thad asked Cindy to develop a budget outline to present to Dr. Newcomb.

Further discussion pursued on whether or not the survey was valid for statistical purposes, or even if it needs to be scientifically correct. The issue of whether a task force has the final word once a project is assigned was discussed. Various opinions were expressed, however, Thad deferred this discussion to the meeting with Dr. Newcomb.

OLD BUSINESS

OARDC Director

Dr. Steven Slack from Cornell will begin October 1.

Fall Faculty Meeting

Deb Gallagher gave an update from the last planning meeting -- to be held October 7 at the Parke Hotel near campus, 9:30-3:30. A survey will be sent to faculty before the meeting, and the results will be shared during a panel discussion in the afternoon as relates to "making the college a compelling place to work and learn." Some interesting statistics shared indicate that typical attendance at the fall meeting is 150 faculty, while the total number of faculty is 576, resulting in 426 faculty who do not feel engaged.

LINC Report

Cathy Mohler and Carol Bunn shared their perspectives of the LINC Retreat. Many positive comments were heard, and the consensus was that this retreat was held at the most appropriate time for members to use the techniques and training to pursue SAC goals and objectives.

Project Reinvent

Betty Aylsworth shared information from the Project Reinvent-Next Step Stakeholders Group and their follow-up action. The "stakeholder-in-residence initiative" was enthusiastically received and approved by the College Faculty Council. A copy of the letter was distributed to SAC members (copies via campus mail to those not present).

NEW BUSINESS

Group Facilitator

The new concept of a meeting facilitator/meeting manager that was presented at the LINC Retreat will be deferred until later.

August Meeting

The next meeting is scheduled for August 18 at Malabar Farm in Richland County, starting at 10:00 and concluding by 3:30 p.m. Thad stressed this will be a working meeting but will also have a social component. The tentative agenda was reviewed, and the final agenda will be sent out closer to time with directions to the Pugh Cabin at Malabar Farm. Lunch will be potluck with members bringing food; Council will provide the main dish, drinks and table service. Members with last names A-K are to bring a dessert, and members with last name L-Z are to bring a salad. Dress is relaxed/casual. A van will be arranged to travel from the Columbus campus.

September Meeting

This will be the annual kick-off meeting when officers are installed. This would also be the appropriate time to recognize individuals who had the vision for a staff advisory council or who helped in the development. Individuals mentioned were: Marilyn Trefz, Cathy Forte, Terri Cory, Terri Clark. The meeting will be held at the Buckeye Hall of Fame Restaurant near campus. The morning session will be the regular meeting, with a nice meal served at noon, and adjournment soon after lunch. Thad announced that it does not look like the schedules for Dr. Moser and other administrators will permit their attendance, however, Dr. Newcomb may be available.

OTHER BUSINESS

Thad reported that Marilyn Trefz asked that representatives from SAC be designated for the Guiding Coalition since the group is now expanding its membership. This is the primary advisory group that directs Project Reinvent. The consensus was that each of the "areas" of the college be represented, and the following volunteered to serve:

ATI Barb LaMoreaux (alternate Betty Aylsworth)
OARDC Christine Nielsen (tentative) or Susan Sommer
Extension Cathy Mohler
Columbus Regina Vann
At-Large Pat Patterson

Sherri DeCant announced she will be taking a four month leave of absence - her son is to undergo surgery soon, and she will then continue on maternity leave. Sherri will return for the December SAC meeting.

Marjorie Dellinger made a motion to adjourn the meeting, seconded by Deb Gallagher. Motion carried.

Becky Hooper
Secretary/Treasurer

August 18, 1999

The regular meeting of the Staff Advisory Council was held at Malabar Farm from 10:00 to 3:30. The purpose of the day's meeting was to allow time for the task forces to continue working in their groups and also to provide an informal social gathering so that members could get to know each other better.

August 18, 1999

Malabar Farm

Present: Betty Aylsworth, Rita Bowers, Anne Groves, Cindy Crawford, Marjorie Dellinger, Ted Gastier, Becky Hooper, Jim Karcher, Mabel Kirchner, Barb LaMoreaux, Christine Nielsen, Pat Patterson, Susan Sommer, Regina Vann, Thad Welch, Shelly Whitworth, Cathy Zirkle, Nancy Ray

Absent: Mark Erbaugh, Carol Bunn, Sherri DeCant, Janice Dicarolis, Deb Gallagher, Ann Lighthiser, Kathy Mohler, Carol Sowers

The regular meeting of the Staff Advisory Council was held at Malabar Farm from 10:00 to 3:30. The purpose of the day's meeting was to allow time for the task forces to continue working in their groups and also to provide an informal social gathering so that members could get to know each other better.

The agenda included a morning session for various get-acquainted activities, breaking out into work groups, potluck lunch, continuation of work groups, and ending the day with another get-acquainted activity. The outdoor setting was very relaxing and conducive to social activities and task force work.

Becky distributed the following materials: (copies will be sent via campus mail to members absent) list of goals and time frame (from LINC workshop) updated membership list membership terms list paper from the Project Reinvent Reward Vision Challenge Team on possible alternative rewards for staff and faculty.

Thad announced that a contact from the University Staff Advisory Council left a voice mail message with him to see if SAC would be interested in sponsoring a listening group as relates to some of the issues they are working on. The consensus was that before SAC makes a commitment, more information is needed. Thad will follow up.

Referring to the list of goals and time frame, Thad reviewed the status for each item. (Text italicized at the end of each section is the end-of-day report.)

1-MONTH

enVision Articles - Cathy Zirkle will do an article for the next issue which will include a picture from the July meeting that depicts Dr. Newcomb as the SAC sponsor.

Sponsor - Work with this task force is completed. Thad reported he has had informal meetings with Dr. Newcomb, and that the survey task force had met with Dr. Newcomb recently as discussed at the July meeting.

Web Page - The web page is close to being ready. The TF members prefer to wait until most elements of the page are ready before premiering it.

Susan Sommer reported. As was discussed at prevision meetings, the web page will include links to ATI, OARDC, Extension and the College. The mission statement and membership directory will be incorporated. A question was raised - should the regular meeting minutes be included? This was discussed by the whole group, and it was agreed to list the minutes if they did not require retyping. The minutes should easily transfer into html format.

Logo - The web page task force is responsible for the logo contest. Questions to be answered: Include all staff in the contest? Are SAC members eligible to enter? How will voting take place and what are the criteria?

The recommendation from the task force is to not have a logo contest. The priority is to have a professional design that is aligned with other college logos. The Communications and Technology Unit has staff that could develop a logo. After discussion among the whole group, it was agreed to not have a contest but have the logo professionally designed. Anne Groves is from that unit, so she will make the contact.

Staff Development - To date, no assignments have been made for this task force. Possible topics to be addressed include: staff event, professional development, shadowing/mentoring, orientation programs. Members volunteering to serve are:

Task Force: Cindy Crawford, Shelley Whitworth, Regina Vann Susan Sommer

Shelley reported. The more the TF discussed items, the more questions kept coming up. In particular, if an all-college event took place, would it be feasible or even supported to have that large a number of staff away from offices one day? Would it be a social activity or a learning/professional development activity? One central location or various locations throughout the state? What are the financial implications, and how would it be funded?

It was agreed this TF will require additional members. This will be an agenda item at the September meeting.

Staff Representatives in College Administration - This is on-going. In review, Thad noted we have representatives on the Vice President's Advisory Council (Jim Karcher, Shelley Whitworth, Cindy Crawford) and on the Guiding Coalition (Barb LaMoreaux, Christine Nielsen, Cathy Mohler, Regina Vann, Pat Patterson).

Thad announced that Melissa Krygier, Assistant VP in the College, is pulling together a Facilities Master Planning Group that will be reviewing all college physical facilities and determine short and long term plans. She asked that SAC have a representative serve with this group which would be a one-year commitment (possibly longer) with monthly meetings in Columbus. Ted Gastier volunteered to be the representative.

2-MONTHS

List Serve - Ann Lighthiser now has a more inclusive list of all college staff and is continuing to edit the list. She would like to test the list serve soon and requested one-week lead time to get a message out.

Membership Directory - The directory is close to being completed. There is a possibility that the Communications and Technology Unit will help with the layout and design. As mentioned before, pictures taken with the digital camera did not turn out good, so arrangements will be made to have other individual pictures taken at the September meeting. Dr. Newcomb will also be included in the directory.

Barb LaMoreaux reported. An additional note - officers, Nancy Ray (as the SAC support staff), and Dr. Newcomb will be listed separately. Thad will follow up with Dr. Newcomb on funding.

Survey - The task force, along with Thad and Christine, met with Dr. Newcomb last week. The TF will need to meet again to do more refining of the survey and make decisions on next steps.

Cindy Crawford reported. Discussion on many of the next steps to be taken by the TF will be delayed since several of the members were not present today. A conference call with all members will be held soon to proceed ahead. During the meeting with Dr. Newcomb, it was agreed that Dr. Dale Safrit will be contacted to have faculty input into the survey. Dr. Newcomb encouraged TF members to examine closely what information SAC is trying to obtain from the survey and to be sure the survey results will give us that information. It was agreed that before the survey goes out, it will come before the whole membership for one final review. A cover letter from Dr. Moser and administration will go with the survey. Dr. Newcomb indicated he will provide financial assistance for whatever is required. A student will tally the results.

3-MONTHS

Annual Meeting - The executive team will finalize plans for the September meeting.

Thad reported. The annual organizational and kick-off meeting will be held September 15 at the Buckeye Hall of Fame Restaurant on Olentangy River Road near the Columbus campus. The morning session will be used for continuation of task force work. Lunch will be served at noon with a brief program and recognitions to follow. People to be recognized are Marilyn Trefz, Cathy Forte, Terri Cory and Terri Clark. Thad and Nancy will arrange for memento gifts. Becky will compose and send letters of invitation for the lunch and program to these four ladies as well as inviting the cabinet members, all college department chairs and Extension district directors. All guests and SAC members are to RSVP to Nancy. The meeting will conclude around 1:30.

September Staff Event - This activity will be added to the staff development task force.

Employee Rewards/Recognition - To date, no assignments have been made for this task force. It was agreed to include "staff recognition" with this group. Thad noted that the paper handed out earlier from the Project Reinvent group would be particularly useful to this TF. Members volunteering to serve are:

Task Force: Pat Patterson, Christine Nielsen, Marjorie Dellinger, Anne Groves, Barbara LaMoreaux, Regina Vann, Mabel Kirchner

Regina reported. There were many topics discussed at this initial meeting of the task force, however, it is too early to have specifics to share with the whole group.

Fall Faculty Meeting - A reminder that SAC members are encouraged to attend the October 7 meeting at the Parke University Hotel near the Columbus campus, 9:30 a.m. - 3:00 p.m.

Promotional Display - Members volunteering to work on this project include:

Task Force: Betty Aylsworth, Becky Hooper, Cathy Zirkle

Becky reported. The display is expected to be used primarily in-house at conferences, staff activities, etc. The goal is to have a display developed by the first of November to be used at Extension's annual support staff in-service. The TF proposes a table top display that is portable and easy to transport (in a carrying case) so that it will be used as much as possible. Items to be included on the display will be the mission statement, logo, and pictures showing SAC activities. Still discussing whether to include a handout listing the membership or to include the membership directory (depending on cost). A business card will also be available for pickup that lists the web page address. TF members will meet with staff in Communications and Technology to develop the display and provide an estimate to Dr. Newcomb for the cost. Issues yet to be determined: where will the display be housed and who will keep track of the sign-out.

LONG RANGE

A brief discussion was held on each of the following items. These goals will either be incorporated into task forces already established or will be addressed later.

• Brown bag lunches
• Coffee hours
• SAC reps talk to staff
• Shadowing/mentoring (incorporated with Staff Development TF)
• Town meetings
• BioOhio reps (Shelley reported this event will probably not be held in 2000)

Thad and others expressed thanks to Nancy Ray for her assistance today. Members who need to turn in mileage for today's meeting are to e-mail it to Thad.

Becky Hooper
Secretary/Treasurer

September 15, 1999

The regular meeting of the Staff Advisory Council was held at the Buckeye Hall of Fame Cafe in Columbus from 9:00 - 11:00 a.m., followed by the annual recognition luncheon and installation of officers. Individual and group pictures to be used in the staff directory were taken during the break between the meeting and lunch.

September 15, 1999

Columbus

Present: Betty Aylsworth, Rita Bowers, Mark Erbaugh, Cindy Crawford, Marjorie Dellinger, Carol Bunn, Becky Hooper, Jim Karcher, Mabel Kirchner, Barb LaMoreaux, Christine Nielsen, Pat Patterson, Susan Sommer, Regina Vann, Thad Welch, Shelly Whitworth, Cathy Zirkle, Janice Dicarolis, Deb Gallagher, Ann Lighthiser, Kathy Mohler, Carol Sowers

Absent: Anne Groves Ted Gastier Sherri DeCant

The regular meeting of the Staff Advisory Council was held at the Buckeye Hall of Fame Cafe in Columbus from 9:00 - 11:00 a.m., followed by the annual recognition luncheon and installation of officers. Individual and group pictures to be used in the staff directory were taken during the break between the meeting and lunch.

Thad reported the executive team met recently (Becky via conference call) to develop today's program and finalize details. Thad reviewed the day's agenda and the program that follows lunch.

Minutes from the past meeting were reviewed. No changes were noted. Barb LaMoreaux made a motion to approve; seconded by Kathy Mohler. Motion passed.

TASK FORCE REPORTS

enVision Article - Cathy Zirkle

Cathy distributed a copy of the article to run in the next edition of enVision. Cathy wrote the article using notes from meeting minutes. A picture of Dr. Newcomb, taken at the July meeting, will also be featured. Cathy reported articles will be submitted every other month, and the next deadline is early November for the December issue. She will ask for a volunteer to write this article, and it was suggested this article could focus on the up-coming survey that will be sent to staff.

List Serve - Ann Lighthiser

Ann reported she continues to work on updating the staff e-mail list. She estimates there are approximately 1,100 staff names but 10-20 percent do not have an e-mail account. An issue to be addressed is how to correspond with staff who do not have e-mail accounts. It was agreed at this point we'll probably not reach 100 percent coverage, and our goal will be to make as many staff as possible aware of SAC and the ability to communicate via e-mail. Ann will be ready to send a test message in a couple weeks. Cathy Zirkle will compose a message to send. This test will provide an opportunity for incorrect e-mail addresses to be kicked-back, and corrections can be made.

Web Page - Susan Sommer

Susan distributed a handout listing the progress of this task force. Deb Gallagher will be the webmaster, and technical assistance will come from Jim Lemon in C& T. The goal is to present accurate and complete information and keep the web page as professional as possible, including periodic review and posting a date on all material.

Mary Hoffelt from C& T has developed several preliminary logo designs. Susan passed out the samples for review. Arrows were used to imply communication both ways and sharing of information. Much discussion centered on whether the acronym SAC should be used or if the words should to be spelled out. Another consideration was whether "The College of Food, Agricultural, and Environmental Science" should be included in smaller print. Color was discussed--the designer recommends not using scarlet and gray. A vote was taken on the preferred logo, but discussion continued and was then leaning toward another logo design. The consensus was that the task force will work with Mary to finalize the logo. The task force members agreed to November 1 as the target date to have the web page ready.

Membership Directory- Janice Dicarolis

The directory is near completion with a few minor changes yet to be made. C& T will do the printing for ease of updating; Dr. Newcomb has approved funds for the printing. The new logo will be used on the cover. The target date for completion is November 1. Questions raised--would the directory be mailed out, and if so, where could the labels be obtained? It was agreed the task force will be responsible for distribution. Copies will also be sent to cabinet members.

Promotional Display - Becky Hooper

The task force members have a meeting with Millie Scheid in C& T the end of September. Millie will assist in the layout and getting the display made. The primary purpose of the display is for internal use with college activities to promote and make staff aware of SAC. Coordinating efforts with other task forces and staff in C& T, the display will incorporate the logo, membership directory, group pictures, etc. It was suggested that group pictures (Extension, ATI, OARDC) could be interchangeable when the display is used with a specific college group--hopefully staff will more easily recognize people they know and work with often. A picture of the full council will be used all the times. November 1 is the target date for completion of the display.

Survey - Cindy Crawford

Cindy commented the task force referred to SAC's April minutes to insure that questions on the survey will answer the questions asked at that meeting. Cindy also announced that Dr. Dale Safrit (Human and Community Resource Development) will be the contact for technical assistance. A discussion was held on whether "qualifiers" (staff position, location, etc) would be pertinent information that should be included in the survey. Cindy indicated she will check with Dr. Safrit for his advice. Dr. Rubin Nieto (Program and Evaluation Support Office) will assist with data analysis. The task force will meet following today's meeting to finalize their input on the survey, a final review will be held at the November SAC meeting, and the survey will be sent to staff by the first of the year. Cindy will arrange to get a cover letter to go with the survey from Dr. Moser, Dr. Newcomb and the Directors of Extension, ATI and OARDC.

Staff Development - Shelly Whitworth

Shelly reiterated comments from the August SAC meeting--this area is so broad, the TF would like to have more members join. Also, this TF maybe cannot fully function until the survey results have been tabulated, and based on the results, the TF will identify areas to work on.

Recognition and Rewards - Regina Vann

Regina reported that like the Staff Development TF, this task force is also waiting for the results of the survey. In the meantime, TF members will begin researching what currently is available to staff. She also suggested that once the information is compiled it will be listed on the web page.

OTHER BUSINESS

Discussion with Dr. Newcomb

Thad reported he and Dr. Newcomb met recently to review SAC activities. Dr. Newcomb emphasized the role of SAC--serving in a advisory capacity to Dr. Moser. SAC is to operate as a "think tank" and bring issues of concern or interest from staff members in the college to the attention of Dr. Moser and his cabinet. That does not necessarily imply that SAC is responsible for carrying out or seeing that all these issues are implemented or completed. Dr. Moser will delegate responsibility for carrying out particular projects, and in fact at that time it may come back to SAC to continue on a project. Thad reminded everyone of our advisory role and cautioned us not to be overwhelmed with the concept that we are responsible for seeing that everything gets accomplished.

BioOhio

Shelly reported BioOhio will not be held this year but will be held alternating years between the Columbus campus and Wooster: 2001-Columbus, 2002-Wooster, 2003-Columbus, etc.

Fall Faculty Meeting

Thad reminded everyone to respond to Cathy Forte on whether they plan to attend the October 7 meeting in Columbus.

Farm Science Review

Thad asked for a show of hands on how many plan to attend the VP's luncheon at FSR--approximately half the members plan to attend. Those interested in car pooling from Columbus campus are to respond to Pat Patterson.

2000 Meeting Dates/Locations

Thad commented that the officers will be setting the 2000 meeting dates soon. Anyone wishing to host a meeting is to let Thad know. Monthly meetings will be scheduled with the option to cancel if it is not necessary to meet.

Thad reminded everyone the November meeting will be hosted by Carol Sowers in Washington, C.H. (representing Extension's South District) on November 17. Directions will be sent closer to time. At this meeting, we will determine whether to meet in December.

USAC Collaboration

Thad reported he received additional information from Linda Bryant regarding USAC asking that SAC host listening sessions at various locations for FAES staff to provide feedback on issues to be addressed by USAC this year pertaining to staff compensation and benefits. This information is ultimately shared with President Kirwan and other university officials. USAC will provide a facilitator for each listening session, SAC would host the approximate one-hour sessions. Thad noted that sessions have been scheduled in October for the Columbus campus, in November with Extension support staff at their annual meeting, and a session will be scheduled in Wooster.

Thad also commented that USAC's chair, Jamie Mead, will be attending today's luncheon and will share comments during the program.

Becky Hooper
Secretary/Treasurer

November 17, 1999

The regular meeting of the Staff Advisory Council was hosted by Carol Sowers at the Fayette County Extension Office in Washington C.H. from 12:00 - 3:00 p.m. The meeting began with a brown bag lunch, followed by an ice breaker.

November 17, 1999

Washington Court House

Present: Betty Aylsworth, Rita Bowers, Carol Bunn, Marjorie Dellinger, Janice Dicarolis, Mark Erbaugh, Deb Gallagher, Ted Gastier, Anne Grove, Becky Hooper, Jim Karcher, Mabel Kirchner, Barbara LaMoreaux, Kathy Mohler, Pat Patterson, Carol Sowers, Regina Vann, Thad Welch, Cathy Zirkle

Absent: Cindy Crawford, Sherri DeCant, Ann Lighthiser, Christine Nielsen, Susan Sommer, Shelley Whitworth

The regular meeting of the Staff Advisory Council was hosted by Carol Sowers at the Fayette County Extension Office in Washington C.H. from 12:00 - 3:00 p.m. The meeting began with a brown bag lunch, followed by an ice breaker.

Thad reported the executive team met last week to develop today's agenda (Vice Chair Christine N. was not available to attend).

Minutes from the September meeting were reviewed. One change was noted--the correct spelling of Shelley Whitworth's name includes two "e's" in Shelley. Deb Gallagher made a motion to approve; seconded by Janice Dicarolis. Motion passed.

ANNOUNCEMENTS

SAC INVOLVEMENT IN ACTIVITIES

Thad thanked everyone for their participation at the September annual meeting and installation of officers. Many positive and encouraging comments have been received from the guests.

Several SAC members attended the VP's luncheon at Farm Science Review in September.

Approximately 13 SAC members attended the Fall Faculty Meeting in Columbus in October. Thad invited those who attended to share their perspective of the meeting. Members commented that issues addressed by faculty as relates to "what makes the college a compelling place to work" are not so different from issues that staff regularly discuss. The consensus was that SAC members should continue to participate in this meeting.

LISTEN SESSIONS -- were hosted by SAC at the Columbus campus, in Wooster, and at the Extension Annual Support Staff Conference. This was a collaborative effort with USAC arranging for a facilitator at locations designated by SAC to provide a forum for staff to discuss their experience at Ohio State and to gather information on issues of concern. It was reported there was good participation.

OSU CARES -- Thad reviewed the exchange program opportunity for faculty and staff to shadow someone in their office and observe their day-to-day job responsibilities. Financial assistance is available for travel and other expenses. January 2 is the deadline for submitting a proposal. Thad distributed information which included the web site where pertinent details are available. Thad encouraged staff to participate.

STAFF LEADERSHIP WORKSHOP -- Thad reminded staff of the upcoming Staff Leadership Workshop to be held at the Columbus campus on December 6. Everyone should have received information regarding this activity. Cathy Z. passed the announcement letter around.

UPDATE ON STAFF MEMBERS -- Sherri DeCant delivered a baby boy and will be returning to work December 6. Susan Sommer could not attend today's meeting--her father is gravely ill, and she is spending time with him and assisting her family.

TASK FORCE REPORTS

MEMBERSHIP DIRECTORY - Cathy Z.

Cathy reported she met recently with Mary Hoffelt and a student assistant from Communications and Technology. A sample of the final copy was distributed for review. Cathy reported the photos are scanned and accessible for other uses. The paper selection still needs to be finalized, and the consensus was that Cathy make the choice based on her best judgement. The cover will be designed to use the back side as a self-mailer, and Cathy has the labels for all staff. Barb L. volunteered her two work study students to put the labels on the directories. Cathy reported the turnaround time for printing will be two weeks, and she anticipates the directories to be ready for distribution the end of December. A decision is yet to be made on whether the directories will go campus mail or postage. Many staff feel campus mail would take too long to be delivered.

PROMOTIONAL DISPLAY - Cathy Z.

Cathy Z., Betty A. and Becky H. met with Millie Scheid in September to plan and design the display. Cathy followed up with Dr. Newcomb to secure funding for the display--approved for $650. The display has been purchased and was on display at the meeting. Many favorable comments were expressed by members on the size and portability of the display. The display will incorporate the SAC logo and web site, a shortened version of the statement of purpose, various pictures of staff and activities, and the logos of the college, Extension, OARDC, ATI printed on a ribbon at the bottom of the display. Business cards have been designed by Becky H. and copies were distributed for review. Three changes were noted--"http" should not be included if www is part of the web address, put the web address on one line instead of two, and use the official font of the college. Becky will incorporate these changes. The deadline for completion of the display is the end of December.

enVISION - Cathy Z.

Cathy developed a schedule of writing assignments up through next September for the following members: Cindy C., Betty A., Janice D. and herself. The deadline for the next issue could not be met but will be back on schedule after that.

WEB PAGE - Deb G.

Deb and Anne G. set up equipment so that members could view the web page. Deb explained some development still needs to be done, and they are aware that some viewing problems exist because various browsers are used--this affects what is seen on the screen. Deb suggests that a statement be added to the page to indicate which is the best browser to use. Some wrapping of text is occurring, and this will be corrected. Pictures will be added of various activities plus pictures of members in the directory section. E-mail addresses will be a direct link. Links will always have the SAC cover page showing. Some of the members suggested the scroll bar be taken off. Anne asked for input from members who view the page through local phone lines. It was acknowledged that the web master will have a very demanding and on occasions a time-consuming responsibility. Members were very pleased with the efforts of the task force members.

LIST SERVE - Regina V.

Regina reported in the absence of Ann L. As reported at the last meeting, two lists are being maintained due to the large number of subscribers. There are 1184 names from a potential of 1500 staff in the college--22 percent of staff are not being reached because they do not have an activated e-mail address. From the first message sent a few weeks ago, six asked to be removed from the list and two asked to be added. Regina reported that Ann plans to update the list on a monthly basis--receiving changes and additions from Cindy Maher and Lori Weber. Regina is designated the person to send messages. Criteria needs to be established in sending messages so that only information relevant to the purpose of the list serve is sent. The task force will develop a draft of criteria and bring to the next meeting for review. As originally set up, the sponsor of the list serve was Cathy Forte, but since she is no longer involved in SAC, Nancy Ray will be designated as the sponsor. All officers are owners of the list serve.

SURVEY - Thad

Thad reported that Cindy Crawford stepped down as a member and spokesperson of the task force. A new spokesperson will need to be designated. The task force was planning to work with Dr. Dale Safrit to review the survey for correct methodology and to insure measurable results are obtainable. Thad announced that the executive team recommends expanding this task force to have representatives from two other task forces--Employee Rewards and Staff Development--since their goals are closely linked to information coming from the survey. In addition, a member of the executive team will join the task force. Thad also encouraged any member who has a strong interest in this area to become involved by contacting an executive team member. Thad made reference to the bylaws that state task forces should be kept to no more than 8-10 members.

The executive team also recommends members of the task forces--Survey, Employee Rewards, Staff Development--and the executive team meet with Marilyn Trefz and possibly Dale Safrit. Marilyn would facilitate this training meeting to help members more fully understand background information in developing a survey, and Dale Safrit could help to further develop clear and measurable objectives of the survey. Members of the these task forces would be highly encouraged to participate in this training, and any other members of SAC would be invited to participate on an optional basis. It is anticipated a final draft of the survey will be reviewed at the January regular SAC meeting.

Anticipating this training in December, it was agreed that the regularly SAC meeting on December 15 be canceled. Thad will coordinate dates with members and resource people to establish a date for training.

OTHER REPORTS

VP'S ADVISORY COUNCIL - Jim K. reported this meeting was held on September 16, and the discussion topic centered on university industry partnerships. He briefly reviewed the implications and various considerations involved with the university entering into partnerships with outside industry. Jim said this topic was very interesting and one that could have been discussed/debated for several more days.

GUIDING COALITION - Barb L. reported the members broke into discussion groups to prioritize issues to be addressed during the last 18 months of Kellogg's funding. The consensus at the end of the day was that although programs currently in progress will not be diminished, additional focus will be on employee rewards, diversity, lowering walls, and teaching/technology.

FACILITIES MASTER PLANNING GROUP - Ted G. passed around various past reports, maps and materials distributed at the meeting. He indicated outside professional assistance is involved in the master plan. This group is looking at not only the Columbus campus facilities but all outlying buildings and facilities.

OTHER BUSINESS

As mentioned earlier, the December 15 regular meeting is canceled. A tentative schedule of dates for 2000 was e-mailed to members. Ted suggested the August 16 date be changed to a Friday (August 18), and this will be a retreat at Stone Lab--Ted will make arrangements. A suggestion was made that meetings begin earlier to allow adequate travel time at the end of the day.

Deb Gallagher made a motion to adjourn; Betty Aylsworth seconded the motion. Meeting adjourned.

Becky Hooper
Secretary/Treasurer