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

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