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

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