Meeting Minutes 1998

Previously requested information on the composition of various administrative committees was distributed. Cathy Forte provided an update on the OARDC Director Search Committee and conveyed the committee's wish to keep staff informed of its progress and elicit staff input.

October 22, 1998 11:30 - 3:00

Present: Betty Aylsworth, Carol Bunn, Cindy Crawford, Marjorie Dellinger, Janice Dicarolis, Mark Erbaugh, Debra Gallagher, Ted Gastier, Becky Hooper, Mabel Kirchner, Barb LaMoreaux, Ann Lighthiser, Kathy Mohler, Christine Nielsen, Pat Patterson, Susan Sommer, Carol Sowers, Regina Vann, Thad Welch, Shelley Whitworth, Cathy Zirkle
Staff: Marilyn Trefz, Cathy Forte
Absent: Jim Karcher, Ed Poling, Suzanne Steel

Previously requested information on the composition of various administrative committees was distributed. Cathy Forte provided an update on the OARDC Director Search Committee and conveyed the committee's wish to keep staff informed of its progress and elicit staff input.

The statement of purpose draft was discussed and approved as amended. The following is the final version of the Council's statement of purpose:

Statement of Purpose Staff Advisory Council College of Food, Agricultural, and Environmental Sciences

The Staff Advisory Council (hereafter Council) shall act in an advisory capacity to the Vice President of Agricultural Administration and Dean, College of Food, Agricultural, and Environmental Sciences (hereafter Vice President/Dean).

The purpose of the Council is to:

· provide a formal vehicle for staff participation in the betterment of the College by shaping an environment that promotes mutual respect, builds teams, and creates a compelling place to work and learn;
· increase and improve communication within the College and University;
· support the College motto of "Challenging what is.....Achieving what could be" in attitude, process, and action.

During discussion of the purpose statement, various concerns regarding the issue of communication arose. They were summarized for continued consideration as follows:  How do we communicate to the College staff at large & to what extent? - what is our obligation to our individual units? 1. Who disseminates the information? 2. How do we create the culture of communication we want? 3. Is there a comprehensive staff e-mail list? What about staff without e-mail? 4. What vehicle will be used for staff to communicate to the Council? 5. A monthly column in enVision was suggested. 6. What do we communicate?

It was agreed that, for now, council members will handle communications on an individual basis, according to their own judgment, preference and situation. All staff will soon receive a letter from Dr. Moser outlining the purpose and make-up of the Advisory Council and explaining the council's initial commitment to building a solid foundation for future operations (bylaws, etc.) rather than giving immediate attention to particular issues. This letter will also clarify that each council member is committed to serving all college staff, noting that members were appointed from various units in order to best reflect a representative sample of college staff, not as representatives of their units. An article in the upcoming edition of enVision will also serve to update staff on the council.

Discussion on drafting bylaws began using these "givens" as guidelines:

1. Each member serves as an individual voice - representative of the entire organization; 2. This Council serves in an advisory, not a governing, capacity; 3. This Council is appointed by, and serves in partnership with, the VP/Dean.

There was discussion of how best to transfer leadership from that currently supplied by staff (Marilyn Trefz and Cathy Forte) to the Council. While Marilyn and Cathy will remain available for support and to facilitate communication with the VP/Dean, the development of the bylaws will begin the process of structuring leadership of the Council by members.

The following sections were identified for inclusion in the bylaws: officers, meetings, membership and subcommittee. Members working on each section and the group report for each follows (comments are welcome; e-mail addresses are included for reference - all are @osu.edu unless noted):

I. Officers: Christine Nielsen (kodric.1) Marjorie Dellinger (dellinger.3) Thad Welch (welch.58) Debra Gallagher (gallagher.7) Becky Hooper (hooper.2).  Offices: Past Chair (will join Executive Committee); Chair, Vice Chair; Secretary (record minutes & send out); Treasurer (when the time comes); and Communications Director
Terms: One year
Chair - moves to Past Chair Vice Chair - moves to Chair Secretary Treasurer Communications Director
Officer candidates shall have been a member for at least one year.
Elections:  Elections shall occur at annual organization meeting to be held ___________;  Nominations Committee shall put forth a slate of officers at the meeting prior to the annual organizational meeting;  Vice Chair shall chair the nominating committee (nominating committee to meet with candidates and secure interest in the office);   Nominations will also be open to the floor;   All officers will be elected positions;  Secret ballot will be held for any contested offices (i.e., more than one candidate for any office);   Ties will be decided by coin toss;   A two-thirds majority shall elect the officer team. Absentee ballots will be accepted in the event members cannot be present;   Officers can be reelected to the same office with the exception of the Chair and Vice Chair;   Resignations by officers must be submitted to Chair. Chair must submit resignation to the Vice Chair and to the Vice President/Dean of the College;   Officer vacancies will be filled by special election of the council. A Chair vacancy will be filled by the Vice Chair with a new Vice Chair elected by council.
Duties of Officers:  Chair - see USAC bylaws with revisions Communications Director - duties to be determined

II. Meetings Regina Vann (vann.5) Susan Sommer (sommer.31) Mabel Kirchner (kirchner.2) Janice DiCarolis (dicarolis.1) Barb Lamoreaux (lamoreaux.1) Betty Aylsworth (aylsworth.1) Cathy Zirkle (zirkle.4).  Meetings:  1. Frequency - Regular meetings will be held at least six times per year at various units of the college. 2. Duration - The length of the meeting will average 2-3 hours. 3. Attendance - Members will notify Chair if unable to attend. Failure to actively participate may result in removal from the council. 4. Special meetings - may be called by the Chair.

III. Subcommittees: Mark Erbaugh (erbaugh.1) Carol Sowers (sowers.1) Shelley Whitworth (whitworth.2) Ann Lighthiser (lighthiser.5).  It was decided to use the term task force rather than subcommittee. A task force (TF) can only be formed at the discretion of the council on a voluntary basis. The TF chair shall be a council member chosen from within the TF. Each TF should be composed of a minimum of three SAC members. Additional TF members, if needed, can be appointed by the TF. All TFs shall report to the SAC.

IV. Membership: Pat Patterson (patterson.4) Cindy Crawford (crawford.55) Carol Bunn (bunn.1) Ted Gastier (gastier.1) Kathy Mohler (mohler.1).  The report for this group is not yet available. It will be distributed separately as soon as it is received.  Comments can be e-mailed to the group members individually, or to Cathy Forte (forte.13) and she will forward them. Suggested deadline for comments is one week (by November 2).

To be done:

1. Marilyn Trefz will check about Staff Advisory Council representation on the Guiding Coalition. 2. Cathy Forte will e-mail the council to determine the next meeting date (to be scheduled the week of November 16); the next meeting will be held in Wooster; Shelley Whitworth will find an available room. 3. Cathy Forte will work with Dr. Moser on getting an update letter out to staff; Dr. Moser will also be sending a letter to each member's supervisor thanking them for their support of the Advisory Council.

Minutes submitted by:

Cathy Forte

September 25, 1998

The first meeting of the Staff Advisory Council for the College of Food, Agricultural, and Environmental Sciences began with the introduction of members and a discussion of the difference those present would like to see this council make. Some themes that emerged were communication, team work, developing an orientation system, and working on issues that are important to the staff as a whole.

September 25, 1998, 12:00 - 3:00
219 Ag Engineering Building, Columbus

Present: Betty Aylsworth, Cindy Crawford, Marjorie Dellinger, Janice Dicarolis, Mark Erbaugh, Debra Gallagher, Ted Gastier, Rebecca Hooper, Jim Karcher, Mabel Kirchner, Ann Lighthiser, Kathy Mohler, Christine Nielsen, Patricia Patterson, Ed Poling, Suzanne Steel, Susan Sommer, Carol Sowers, Regina Vann, Thad Welch, Shelley Whitworth, Cathy Zirkle, Marilyn Trefz, Cathy Forte, Jack Miner (USAC), Bob Moser
Absent: Carol Bunn, Barb LaMoreaux

The first meeting of the Staff Advisory Council for the College of Food, Agricultural, and Environmental Sciences began with the introduction of members and a discussion of the difference those present would like to see this council make. Some themes that emerged were communication, team work, developing an orientation system, and working on issues that are important to the staff as a whole.

Jack Miner, former chair of the University Staff Advisory Council, gave a brief history of the development and purpose of USAC, its operating structure, current focus, sponsored events, and efforts to increase communication with staff around the state (and country). Members of USAC will be traveling to regional campuses to meet with staff there. Jack noted that USAC is hoping that college advisory councils develop into sources of new membership for USAC and that ideas generated by college advisory councils will be forwarded to USAC for university-wide application. He urged the council to "think big" as it develops an internal structure and that time is allowed to develop this properly. Then the council will be able to devote 100% of its time to issues and advocacy. It is also important that the council keep a long-range vision that allows for regular change. USAC includes staff at every level, including part time. It does not include students, graduate students, volunteers, and post doc researchers. Members of USAC commit about 20 hours per month and effective membership relies very much on the support of the members' supervisors and departments.

Bob Moser addressed the group and thanked them for their willingness to serve. He noted that council members will work to represent staff at large, not just their individual department/area and urged them to take a broad perspective that will work for the common good. His hope is that the Staff Advisory Council will work to increase the effectiveness of communication and provide a means for communication to originate from multiple sources/levels. He also hopes that the work of the council will make it "more in the culture to recognize those who work behind the scenes" and urged the council to remember the college motto ("Challenging what is - achieving what could be") as it approaches its task. The five current challenges being addressed by the college were outlined: 1) becoming a learning organization (experimentation, new ideas, constant renewal); 2) creating a flexible structure; 3) developing a team approach; 4) ecological paradigm (4-sided pyramid of production efficiency, economic viability, environmental compatibility, social acceptability); and 5) globalization of the college. In summation, Dr. Moser charged the council to help him "create an environment that is a compelling place to work and a compelling place to learn."

Discussion was held on developing a statement of purpose. A draft will be developed by Marilyn Trefz, Cathy Forte, Ed Poling, Cathy Zirkle, and Regina Vann and e-mailed to council members by October 9. The following points were identified to be included:

1. Team building 2. Climate of mutual respect 3. Fisher College of Business points 4. Being a voice to the Dean 5. Providing a forum/liaison between staff and Dean 6. Being a compelling place to work and learn 7. Leave it broad enough for "wiggle room" 8. Creating new ideas; trying new avenues (college slogan) 9. Working as a blended team of all units - (define college once as academic, Extension, OARDC, ATI and then refer to it only as the college) 10. Communicating staff interests and needs among and beyond staff 11. Communication as a two-way link 12. Empowerment of staff through the council to have an influence and make a contribution

Members will e-mail comments back by October 16 and a second draft will be developed and communicated either by e-mail or at the next meeting. It is noted that this is a draft very much open to comment and revision.

It was decided that:

1. Communication to and between staff council members will be by e-mail in between meetings. Comments will be shared with all. 2. The next meeting will be held sometime during the week of October 19 - an e-mail will be sent to determine the best date for members (October 20, 21, or 22). The next meeting in Columbus; subsequent meetings will be at other locations to be determined. 3. Staff will provide information to the council members on college administrative structure. 4. It is important that the council be a safe place for members to make comments; disagreements will be handled with respect.

Cathy Forte

November 17, 1998

1. Marilyn Trefz reported that the Guiding Coalition currently has 45 members so that additional members for Staff Advisory Council representation would not be feasible; however, as current members finish their terms, advisory council members will be appointed to replace them. 2. Cathy Forte distributed copies of Dr. Moser's update letter to all staff along with the letter that went to the supervisor of each member thanking them for their support. Carol Sowers made the suggestion that each member compose a paragraph briefly describing their job function in order to acquaint council members with each other and with the workings of college components they are not familiar with. Thad Welch added that these could be compiled into a brochure along with the member's picture. This would then also serve as an introductory/public relations document for external use. It was agreed that each member will compose such a paragraph and forward them to Cathy (forte.13@osu.edu) prior to the January meeting. Pictures will be taken at the January meeting.

November 17, 1998 11:00 - 2:00

Present: Betty Aylsworth, Carol Bunn, Marjorie Dellinger, Janice Dicarolis, Mark Erbaugh, Debra Gallagher, Ted Gastier, Becky Hooper, Jim Karcher, Mabel Kirchner, Barb LaMoreaux, Ann Lighthiser, Kathy Mohler, Christine Nielsen, Ed Poling, Susan Sommer, Carol Sowers, Thad Welch, Shelley Whitworth
Staff: Marilyn Trefz, Cathy Forte
Absent: Cindy Crawford, Pat Patterson, Suzanne Steel, Regina Vann, Cathy Zirkle

Follow-up on October action items:

1. Marilyn Trefz reported that the Guiding Coalition currently has 45 members so that additional members for Staff Advisory Council representation would not be feasible; however, as current members finish their terms, advisory council members will be appointed to replace them. 2. Cathy Forte distributed copies of Dr. Moser's update letter to all staff along with the letter that went to the supervisor of each member thanking them for their support.  Carol Sowers made the suggestion that each member compose a paragraph briefly describing their job function in order to acquaint council members with each other and with the workings of college components they are not familiar with. Thad Welch added that these could be compiled into a brochure along with the member's picture. This would then also serve as an introductory/public relations document for external use. It was agreed that each member will compose such a paragraph and forward them to Cathy (forte.13@osu.edu) prior to the January meeting. Pictures will be taken at the January meeting.

Drafts of sections I (officers), II (meetings), III (task forces), were discussed. Approved amended versions follow.

1. OFFICERS

Past Chair Chair (moves to past chair) Vice Chair (moves to chair) Secretary/Treasurer

Terms will be for one year. Officers shall have been a member for at least one year. (Note: The first slate of officers will be elected at the January 1999 meeting and will serve until the second slate of officers is installed at the October 2000 meeting.)

A. Elections

1. Elections shall occur at the meeting prior to the annual organization meeting to be held in October; 2. Nominations Committee shall put forth a slate of officers at the meeting prior to the election of officers; 3. Vice Chair shall chair the nominating committee (nominating committee to meet with candidates and secure interest in the office); 4. Nominations will also be open from the floor; 5. All officers will be elected positions; 6. Secret ballot will be held for any contested offices (i.e., more than one candidate for any office); 7. Ties will be decided by a coin toss; 8. The officer team will be elected by a simple majority of at least 2/3 of the membership. Absentee ballots will be accepted in the event members cannot be present; 9. Officers can be reelected to the same office with the exception of the Chair and Vice Chair; 10. Resignations by officers must be submitted to the Chair. Chair must submit resignation to the Vice Chair and to the Vice President/Dean of the College; 11. Officer vacancies will be filled by special election of the council. A Chair vacancy will be filled by the Vice Chair with a new Vice Chair elected by council.

B. Officer Duties

CHAIR: 1. The Chair shall preside at all meetings of the FAES Staff Advisory Council and Executive Committee, in accordance with Roberts Rules of Order, Newly Revised, unless otherwise indicated. 2. The Chair will be spokesperson for the council in any official matters. 3. The Chair will be the official link with any other college committees or will make an appointment to represent the FAES Staff Advisory Council on that committee or at the meeting. 4. The Chair will provide leadership to the Executive and full council. 5. The Chair of the full committee shall be an ex-officio members of all committees and task forces except the Officer Election Task Force.

VICE-CHAIR: 1. Vice-Chair will act in place of the Chair when the Chair is absent. 2. The Vice-Chair will act as a liaison between the subcommittees. 3. Vice-Chair will assist the Chair with Committee report(s). 4. The Vice-Chair will be responsible for any other tasks or duties as assigned.  5. The Vice-Chair shall act as Issues Coordinator to insure exploration of and on issues brought to the Council. 6. The Vice-Chair will serve as Chair of the Nominating Committee.

SECRETARY/TREASURER: 1. The Secretary shall be responsible for preparing and distributing the agenda of all full council regular or special meetings. 2. The Secretary will be responsible for recording the minutes of all regular and special full council meetings and submitting them for approval at the next full council meeting. 3. The Secretary will distribute to each new council member a packet of materials including the Committee's charge from the Dean/Vice President, a brief summary outlining how the Council and Standing Committees function, and copies of all major reports from the previous year. 4. The Secretary will be responsible for any other tasks or duties as assigned by the Chair, including correspondence. 5. The Treasurer shall be responsible for monitoring the Staff Advisory Council budget, submitting requests for expenditures to the Executive Committee for approval of all expenditures, and reporting to the full council on the status of the budget. At the end of each council year, the Treasurer will collect from each Committee/Task Force Chair estimates of expected expenses for the coming year and will assist the chair as necessary with the preparation of the budget for the coming year. 6. The Secretary will maintain the membership list and information on terms of office.

COMMUNICATIONS DIRECTOR: (This will be an evolving description; this is what has been discussed to date. In general, this position will serve as a resource to the rest of the committee for how to communicate with others. Possible areas of involvement will be e-mail list serve, web page, marketing, enVision articles, etc.) It will be recommended that the council vote to establish a task force to assist this officer.  1. Serves as coordinator of external communication for the Staff Advisory Council. 2. Facilitates the formation of a Communications Task Force as established by the Council. 3. Serves on the Executive Committee

It was moved and seconded to accept these guidelines for officers, terms of office, elections, and officer duties as discussed and amended. Motion carried. (19 yes, 2 abstaining)

The description of officer duties as approved today will be e-mailed to the full council by tomorrow. For the first slate of officers, it was decided to ask that anyone interested in holding an office or nominating someone contact Cathy Forte by December 15, specifying which office they are running or nominating for. Members are asked to confirm the interest of anyone they are planning to nominate prior to submitting a nomination. Cathy will get the final slate of candidates out by December 22. Absentee ballots can be submitted until the week prior to the election at the January meeting (date to be determined after the January meeting date is selected). The first slate of officers will serve until October 2000.

II. MEETINGS

1. Frequency - Regular meetings will be held at least six times per year at various locations in the state. 2. Duration - The length of the meeting will average 2-3 hours at the discretion of the Chair. 3. Attendance - Members will notify Chair if unable to attend. 4. Special meetings may be called by the Chair
(It was decided to discuss whether to address the issue of non-participation in the bylaws during the review of the section on membership.)

It was moved and seconded to accept the section on meetings as discussed and amended. Motion carried.

III. STANDING COMMITTEES

1. Executive Committee will include the slate of officers plus the past chair as a non-voting member. The administrative liaison to the council will be an ex-officio member of the Executive Committee.

2. Nominating Committee will be chaired by the Vice Chair of the Council.

(Note: Once established, the Executive Committee will be responsible for drafting functional parameters for the standing committees and will present this for a vote by the full council.)

IV. TASK FORCE

1. A task force (TF) will be formed at the discretion of the council on a voluntary basis. 2. The TF chair shall be a council member chosen from within the TF. 3. Each TF should be composed of a minimum of three SAC members. Additional TF members, if needed, can be appointed by the TF. 4. All TFs shall report to the SAC.
(It was noted that, in the future, the council may choose to make a task force a standing committee if it becomes apparent that its task will be a long-term issue.)

It was moved and seconded to accept the sections on Standing Committees and Task Forces as discussed and amended. Motion carried unanimously.  Discussion on the membership section was deferred until the January meeting.  The January meeting will be held the week of January 11 at the Der Dutchman on 71 at Exit 97.

To be done:
1. Secure a copy of Roberts Rules of Order. 2. Cathy to send out meeting date preference e-mail for January 11, 12, 13 & 14. 3. Each member to compose a biographical paragraph and return to Cathy Forte prior to the next meeting. 4. Officer duties to be e-mailed to SAC members by 11-18; members volunteer self or nominate others for offices by December 15 (to Cathy Forte). Slate of candidates to be announced between December 16 and 22 (depending upon whether additional nominations need to be secured). Elections to be held at the January meeting. Absentee ballots due to Cathy Forte by the week before the January meeting.

Minutes submitted by:

Cathy Forte