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

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