Staff Advisory Council
College of Food, Agricultural,
and Environmental Sciences
Minutes

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