The Mid-Management Committee Report is based on minutes taken from the meetings on August 30 (1:00 pm-5:30pm), August 31 (1:00pm-5:00pm) and September 1,1999 (8:00am-12:00 noon) in conjunction with the Joint Southern Region Program Committee Meeting in Biloxi, Mississippi.

Attendance

Monday, August 30	Tuesday, August 31	Wednesday, September 1
Mitch Flinchum University of Florida	X
Frederich Custis Virginia Tech. Univ.	X	X
Ivory Lyles University of Tennessee	X	X
Paul Waddy, Jr. Auburn Univ.	X	X
Dan Jones Mississippi State University	X	X
Patrick Morgan Alcorn State University	X	X
Helen Brooks Alcorn State University	X
Richard Winston Tennessee State Univ.
John Mowbry University of Kentucky	X
Joe Zublena North Carolina St. Univ.	X	X
Rosalie Bivin LSU Agric. Center	X	X
Bill Davis, LSU Agric. Center	X	X
Marilyn Norman University of Florida	X	X
Jack Bagent LSU Agric. Center	X
Rebecca Dollman Alabama CES	X	X
Kent Rorie Univ. of Ark. CES	X
Martha Sartor Mississippi State Univ.	X	X
Jannie Carter Alabama A&M Univ.	X	X
Severn Doughtly LSU Agric. Center	X
Larry Arrington University of Florida		X
Claude Bess Oklahoma State University	X
Carol Webb Clemson University	X	X
Fred Broughten, South Carolina. St. Univ.	X	X
Susan Lyday North Carolina St. Univ.	X	X
Kyle Smith Texas AES	X	X
Charlene Jacobs University of Kentucky	X	X
Susan Harrell University of Georgia	X	X
Noland Williams Kentucky State Univ.		X
Leroy Davis Alcorn State Univ.

"X" indicates those members present on Tuesday and Wednesday, Aug. 31-Sept.1, 1999

Officers

1998-1999	1999-2000
Chair: Susan Lyday North Carolina State University	Chair: Fred Custis Virginia Tech University
Vice-Chair: Fred Custis Virginia Tech University	Vice-Chair: Mitch Flinchum University of Florida
Secretary: Mitch Flinchum University of Florida	Secretary: Martha Ray Sartor Mississippi State Univ.
Administrative Advisors: Jack Bagent, LSU Agric. Center Leroy Davis, Alcorn State University	Administrative Advisors: Jack Bagent, LSU Agric. Center Leroy Davis, Alcorn State University
PLC Representatives: Fred Broughton, South Carolina State Univ. Charlene Jacobs, University of Kentucky	PLC Representatives: Fred Broughton, South Carolina State Univ. Claude Bess, Oklahoma State University

Summary of Meeting: The meetings were well-attended in all three sessions with more participants than expected. As usual, the agenda was ambitious and interesting with more time needed for discussion.

Action Items:

The first two action items were submitted to the PLC at the 7:00 am meeting on Wednesday, September 1, 1999. The third action item will be submitted at the next PLC meeting.

• The Middle Management Committee recognized the importance of urban programming in the Southern Region. Consequently, it recommends that State Directors and 1890 Administrators exercise their individual option to appoint additional representatives for urban programs to the Middle Management Committee of the PLC.
• The political environment is ready for Extension to take the leadership role in Youth Development. Considering this, the Middle Management Committee proposes that a Multi-State Program on "Character Education" for youth be developed and adopted by the 13 Southern states. Louisiana and Tennessee are positioned to lead the Southern Region in training, and program/curriculum development,
• In those Southern states where SELD has been implemented, it has been considered a highly effective and useful program. However, during the past two years, the availability of SELD opportunities have diminished. The Middle Management Committee recommends that the Southern Directors and 1890 Administrators support the revival of SELD or another similar, credible leadership development program for the Southern Region.

Information Items:

 

• Charlene Jacobs gave a brief report on the Southern Region Program Leadership Committee History, Purpose and Responsibilities.
• Nomination Committee Members for Election of Secretary and 1862 PLC Representative were nominated. Vote passed unanimously. 1999-2000 Nomination Committee consists of Severn Doughty, Helen Brooks, and Charlene Jacobs.
• Fred Broughton and Charlene Jacobs gave a report from the PLC Committee. from the PLC committee meeting held on Sunday, August 29, 1999. PLC approved 2 action items presented to them. All were informed of the charge of "multi-state" programming. A task force will be formed to establish some structure for "multi-state" programming. Fred gave some examples of these efforts that are on-going. The Web-site committee work will be handled by phone and e-mails. The Chair of PLC provided report as well as other chairs. The next Joint Southern Region Program Committee Meeting is planned and approved for San Juan, Puerto Rico, tentatively. Dr. Bagent asked if the Southern Region had received an invitation from San Juan. He followed his question by stating that we need to make sure we're not abusing the Puerto Rico staff with too many meetings. ECOP is meeting there this next fall. We need to make it easier for them. Larry Arrington asked if there was a back-up site. Bonnie Teater will be looking at two other locations with Kentucky being one. Charlene and Fred should take suggestion back to PLC about the discussion. It was further suggested that Middle Managers write a letter to the Puerto Rico staff informing them of the excellent service that Bonnie Teater and the Southern Region Development Center could provide them in hosting the meeting, should San Juan be the location selected.
• Severn Doughty reported on the 1999 Mid-Managers Biennial Meeting which was held at the Grand Casino Bayview Hotel in Biloxi, Mississippi on March 1-4, 1999. Fifty-six conference evaluations were submitted with most ratings being 4 to 5 ( 1= lowest, 5 = highest) Balance brought forward from 1997 meeting = $4,035.55. Income = $17,550 (130 participants with 14 registrations waived) Expenses for speakers, hotel, tours, printing, mailing, conference brochures, nametags, on-site materials, and planning teleconference = $18,257.79. Balance for next conference = $3,327.76. This money is now in the Southern Rural Development Center and will be passed to the state hosting the 2001 meeting.
• Margaret Hall presented an Urban Task Force Proposal to Mid-Management which recommended that an Urban Program Leader from each state, as designated by the Director, participate in the annual meetings of the Joint Southern Region Program Committee Meetings. The objectives would be to: share best practices; coordination of program initiatives and multi-state funding opportunities; dialog with colleagues on program development; professional development opportunities; and interact with program leaders in all subject areas as they relate to urban environments. Susan Lyday requested that the Mid-Management Committee table the proposal for discussion later.
• Claude Bess gave an informative account of their strategy in obtaining additional funding for the Enhancement of the Oklahoma Cooperative Extension Service.
• Marilyn Norman and Mitch Flinchum gave a presentation on the Challenges and Some Apparent Trends of Extension Programming in Urban Settings in Florida.
• Herbert Pettway (Virginia Tech) presented his successes in partnering with Rotary to execute a 4-H/Youth at Risk Weekend Camping Program in Urban Environments.
• John Mowbray reported on the status of the University of Kentucky's "Speak Out On Extension" Customer Service Activities.
• Mitch Flinchum offered participants a complete set of written materials describing the Customer Satisfaction Survey from University of Florida Extension.
• Fred Custis distributed the Survey for the Southern Region's future Website. Kent Rorie (e-mail: krorie@uaex.edu , Arkansas) agreed to serve as the Mid-Management Committee's Representative to the Website Committee.

 

• Susan Lyday called the meeting to order by using a "leadership activity" quiz at 1:05 pm.
• Nolan Williams, Kentucky State University and John Mowbray, University of Kentucky made an informal presentation on "1890/1862 Working Relationship in Kentucky." They do a single plan of work in Kentucky for both institutions. Key to their successes is communication-talking to each other about problems. They gave many examples of the partnership and where it is working well. Differential salaries are a problem for agents of each institution who work together in the county offices. Enthusiastic discussion followed as a result of the presentation. Several success stories were given as examples of how the legislatures had responded to some levels of state match for the federal funds for 1890 institution. Common challenges were discussed.
• Urban Task Force Proposal was reintroduced with interest which lead to discussing the role of the Mid-Management Committee. Carolyn Webb asked for comments from the group regarding "State Level" people at the Mid-Management Committee Meetings. Charlene Jacobs mentioned that this meeting should be for mid-managers representatives appointed by the Director/Administrator of each state. Several other "State Level" people felt that this Mid-Management Committee was the most informative and useful session of the Joint Southern Region Program Committee Meetings. Despite the somewhat differing opinions on the role and member make-up of the committee the consensus was that we need more concerted efforts relating to extension programming in urban settings. However, based on some committee members' views, it was stated that the feeling of the Southern Directors has been that we need not segregate "Urban Programming" issues into a separate entity. It is important to keep "urban-rural" discussions together as much as possible. Given the varying remarks, Susan Lyday appointed a "task force" to make a recommendation regarding the urban program leaders role on the Mid-Management Committee for a report at the September 1, 1999 meeting. Members appointed to the task force to put a recommendation forth to the Mid-Management Committee were: Rosalie Bivins, Charlene Jacobs, Jannie Carter, and Kyle Smith.
• On the Review of a Joint Memoranda among/between the states, Carol Web suggested we consider multi-state "in-service" training on Management. Joe Zublena suggested regional groupings of training curricula. Susan Lyday stated that our Middle-Management Conference is already a Multi-State effort that can be easily documented by completing and submitting the required report.
• Dr. Bagent and Dr. Leroy Davis (Adm. Alcorn State University, MS. E-mail: Dir.ces@lsu.edu presented their ideas on Multi-state programming. Mid-Managers are going to be the ones responsible to make these happen. Intent of Congress on this topic is to reduce duplication of programs and to increase the effectiveness of the Land-Grant System. A lot is already going on, now it is time to "make them officially documented." We need to look at this not as federal law, but in the spirit of really becoming more effective and more efficient. Mid-Management has been recognized as doing a good job in personnel management, but are coming up short in programming (this includes department heads, center directors, etc.) Middle managers must attend out-of-state meetings and study programs there. Extension has copied good programs of others for 90 years, now congress mandates have changed that. In the long term, it is going to be beneficial to the programs and taxpayers. Empower others to be more effective and productive. Get them to buy into it. Where are we now in multi-state programming? Planning for Results: Must go in with a planned evaluation. What gets measured gets done. One-on-one relationships in the county are critical. Go from here? More of everything- programs, stakeholder input, more urban programming, more issues programming, better advisory committees, quicker responses for problem solving via distance diagnostics, etc, more on natural resources, more technical knowledge on part of faculty, better people skills, forming alliances.

Dr. Leroy Davis gave examples of things that have happened among the 1890s of which we might not have been aware. 1890s were exempt of the multi-state mandates, but they are planning for these multi-state directions anyway. 1890s just finished a strategic plan and the multi-state/multi-institution efforts are in there. He gave examples of those which are currently being implemented. Congress has now mandated that States give matching funding to the 1890 Federal dollars. Still need more support from all government areas and non-government organizations. Got to use technology...great when it works. Constraints: resources, time and existing successful models.

Dr. Bagent said he would furnish hard copies of his power-points for distribution to the middle management. Discussion of the mid-management ensued regarding "on the ground" efforts of the multi-state programming.

• The Middle-Management Nominating Committee recommended Martha Ray Sartor for Secretary for the next year and Claude Bess for Oklahoma as the PLC 1862 Representative for the next three years. Each were unanimously elected. Mitch Flinchum asked for clarification as to when these new officer duties were assumed. Charlene Jacobs reminded the group that Martha Sartor would assume the duties of Secretary immediately following the adoption of this year's minutes which are to be submitted to Bonnie Teater prior to September 12, 1999. Claude Bess would assume his PLC Representative role immediately and would present the Mid-Management Committee's action items to the PLC at its 7:00am meeting on September 1, 1999 (tomorrow). Given this announcement, it was decided that any action item to be sent forward to the PLC tomorrow morning must be submitted and agreed upon today.
• Suggestions for PLC Action Items. Charlene Jacobs suggested that we send to the PLC an action item that we have a middle management conference every year-- one year devoted to administrative themes and the next year devoted to programmatic themes. Discussion followed. Another version was suggested by Susan Lyday that we continue to do it bi-annually with "administrative and programmatic" tracks. A consensus was reached to leave our current schedule "as is" until the decision regarding the "urban program representatives" was addressed by the PLC.

Carol Webb motioned and Severn Doughty seconded, that the Middle-Management Committee support "Character Education" as a Regional Program effort and that it be included as an action item to the PLC. This motion passed unanimously.

Kyle Smith suggested that given the 7:00 am deadline for submitting action items to the PLC it was necessary that we make a decision regarding the urban program representatives during session. Discussion followed. It was agreed upon that the Middle-Management Committee recommend that the individual Southern Directors and Administrators make the decision regarding who will be the "urban reps" to the mid-management in addition to the current mid-management representatives.

• Roles of the Southern Regional Development Center. Bonnie Teater and Bo Beaulieu joined the Committee to discuss their role in the Committee's bi-ennial conference.

They announced that they would be happy to serve our committee for the 2001 conference in the manner that they did for the 1999 conference. This announcement was enthusiastically received by the committee members. They did remind us, however, that between now and the 2001 conference, the Directors may mandate a different role. Given this information, it was agreed that the 2001 conference planning would progress with the involvement of the SRDC until such time as a different role may be defined.

Severn Doughty recommended that this committee write a letter to Pedro (?) of Puerto Rico expressing our appreciation of all the work that SRDC did in helping with our 1999 Middle Managers Conference. The letter should also recommend that they take advantage of the services of SRDC in planning the next Joint Southern Region Program Committee Meeting to reduce the workloads of their staff.

• 2001 Middle-Management Conference. Fred Custis, the new Middle-Management Chair distributed information regarding the planning of the 2001 Middle-Management Conference. It was agreed that Florida would be the host. Discussion followed regarding the roles of the program and host state conference committees. The following roles were identified:
  • Roles of the Program Committee
    • Plan the program
    • Secure conference speakers and presenters
    • Establish conference budget
  • Roles of the Host State Committee
    • Securing conference site
    • Handle lodging arrangements
    • Arrange educational tours
    • Secure meeting rooms
    • Sponsor hospitality
    • Establish Conference budget with Program Committee

Mitch Flinchum asked for input and direction from the committee regarding the conference dates and locations. It was decided that the first choice in conference dates would be Sunday April 1, 2001 through April 4, 2001 with the second choice being the last week of March.

Mitch will give the options by e-mail of the top choices of hotels, etc. between Orlando and Jacksonville and possibly including West Palm Beach and Ft. Lauderdale, depending upon conference center availability, hotel/conference costs, and how each site might complement the program themes.

Fred Custis asked for suggestions for the conference themes and volunteers for the program planning committee.

• Adjournment. The meeting was adjourned with the announcement that Kent Rorie would lead the group to a seafood buffet for the Committee's Night Out.

 

• Susan Lyday started the session at 8:05 am with a "puzzle high performance team exercise."
• Report of Middle Management Representatives to the PLC Committee. Claude Bess and Fred Broughton gave a report about the PLC 7:00 am meeting. Claude stated that the PLC committee told him that the 2001 Mid-Management meeting should be an action item presented to them. Dr. Bagent stated that PLC had already approved our meeting. It was assumed that we did not have to present the 2001 Mid-Management meeting request to the PLC for approval. They also reported that "Character Education" as a Multi-state program efforts will be presented to the PLC by several committees. There will be a "Character Counts" training in Knoxville, Tenn. Certification will be 21-23 (?)The Mid-Management "urban program leader" action item from our committee was presented.

Current Chair of PLC is Margaret Johnson, Rick Mauer (Kentucky) is the new vice chair. Dates were set for meetings and conference calls (first Friday of each month beginning in October) for PLC. Meeting will be held in Nashvillle Nov. 30-Dec. 1, 1999 . ANR will write a proposal to have the actions of all PLC committees recognized as a Multi-state programmatic effort. Communication and Information Technology (?)

Dr. Bagent stated that the Southern Directors will not have a Fall "Southern Directors" meeting as such, but will be held in conjunction with the Mini-Land-Grant scheduled for August 11-14th. There is talk that the PLC might schedule before on location prior to the Mini-Land-Grant meeting.

The next portion of the Middle-Management Committee Meeting was devoted to each representative sharing information that others might find useful. Following are abbreviated accounts of those presentations.

• Susan Harrell, Georgia, reported on their new efforts with a Center for Urban Agriculture. She wrote a proposal which was accepted by the Dean and now the Center is on its way. They are initiating a data base in Griffin, Ga at a new office at an experiment station to determine which clientele are using their services. Master Gardeners, etc will respond to phone calls from homeowners. Agents will offer help for the Green Industry in terms of Certification Training, etc. 5 Agents have been assigned 50% of their time to work solely on the Green Industry issues. The concept is working pretty good and the relationship between research and extension is getting stronger. On a different topic, Susan mentioned that they received strong support from counties and school boards for urban youth programs.
• Kyle Smith, Texas Agricultural Extension Service, talked about their new Career Ladder system which includes four levels with the following increases in salary for each promotion: $2,400 and $3,600 and $4,800. He also reported on their "Texas Community Futures Forum" which has been very successful in putting a different spin on long-range plans. This effort has given higher recognition for their system. They first used an Open Forum process and hen a Focus Forum. In order to make the process successful, they conducted massive training for Agents to become facilitators for these Forum sessions. This training was very successful.
• Joe Zublena, North Carolina State University, spoke on their activities in developing a new performance appraisal for agents and staff development which involved representatives from all levels of the organization. They looked outside instead of inside for the human resources to develop this system. The College of Business Management had worked with industry to develop an evaluation system so they connected with this unit for assistance. This effort cost them $35,000 They now have a prototype with core competencies identified. This is now on the internal web for comments from any of their people. They are also working on a staff development system. A committee was formed to look at staff development and this cost $50,000. It's an ambitious project and much will be computer based.
• Carol Webb, Clemson, told of their new promotion step -- a Distinguished County Agent position. They have developed a new partnership with Parks, etc. trying to work on tourism, economic development, product development, etc. Salary increases were 6% this year with half based on percentage, half based on out-right dollars. They bought 200 new computers for y2k in county operations. They implemented a 1-800 number for home and garden answering system with live people from 8:00am-12:00 noon. These people will have Master degree level competencies. They also put in 10 distance diagnostic sites which are very effective.
• Kent Rorie, Arkansas, announced that they started Distinguished Agent position. Before that was Agent I, II, III. A peer committee of retired, etc makes the promotion decision on the Distinguished Agent. They are trying to raise salaries, but not sure yet. They would like to go from $24,000 BS and $26,000 MS to $26,000 and $28,000 respectively. Kent also talked about early retirements, etc and raise policies which are not consistent among districts. They did focus groups regarding the ballot issues of last year regarding the property tax issue. They get federal IPM money, have mini-grant programs for county faculty to get extra operating money. They also Started new program evaluation system last year.
• John Mowbray, Kentucky, gave the status of their "Speak out" Customer satisfaction survey. They are working on their performance evaluation system to make sure that everyone understood the criteria. In their system, after the first 5 years, evaluations are actually conducted every other year. E-mail John if you want more information.
• Bill Davis, LSU Agricultural Center, reported on their long term strategy meetings using outside facilitators which is in the beginning phase. He also mentioned their Home Economics Opportunities in Programming, Farm Crises and Training, 4-H Agent Orientation, and "Character Counts" which received direct funds from their legislature. He concluded by talking about their staffing patterns and pay raises which were 4.3% and based on merit.
• Fred Broughton, South Carolina State University, talked about their evaluation system. They use the University format and adjust it to spell out the areas of success. They are involved in targeted audiences that our programs/activities don't seem to fit. They have targeted the audiences which are normally left out of the loop. These audiences generally haven't had their concerns heard. Non-traditional ways are needed to reach the audiences such as church visits and teaming up with NAACP. They work more on a "Community basis" responding to local issues.
• Claude Bess, Oklahoma State University, reiterated that their legislature support on their enhancement proposal was successful. They are now working on a new performance appraisal system. He described another programmatic opportunity whereby the legislature mandated them to train poultry producers for 9 hours on waste management, plus 3 hours of continuing education. They received money from legislature to do this. They also were recognized by doing some real fine work on disaster follow up.
• Paul Waddy, Auburn Ala., announced that their DHR (department of human resource development) will get a 4.5% merit raise across the state.
• Fred Custis, Virginia Tech. University was pleased to announce that they are going for new funds for their extension system. They are asking for 9 million at 3 million per year for the next 3 years. "A Plan to Serve" is the name of their initiative. They are working with their advisory committees to get support from local legislators. They enjoyed a 5% raise based on merit. Their starting salaries are $31,000 (MS) and $29,000(BS) with opportunities for negotiation on both. They are working on new opportunities to partner with City Governments on establishing local extension offices.
• Dan Jones, Mississippi State University, stated that this year salary increases ranged from 0% to 39% with the use of back up funds. 4% would be the average, They have employed a new performance appraisal tool and are using that as a merit pay instrument. Everyone is evaluated each year. Their technology capabilities are going into schools, allowing them to conduct distance education/interactive programs. Starting salaries are $25,000 B.S. and $27,000 M.S.
• Ivory Lyles, University of Tennessee, reported that they were interviewing for Dean for Extension. This year they experienced a 0 salary increase, while last year they got 2 % in spite of budget problems. He mentioned their 4 Camping systems in the state and told how they are trying to look at "all year" camping programs because so many schools have gone to all year school. After seeing Georgia's Digital Diagnostic System they offered their counties 50% of the costs if the county could come up with 50% match from local county government, industry or whatever. The effort was very successful....almost too successful. They weren't able to keep their 50% promise to every county. He mentioned that there were Capital Campaigns everywhere and they appear to be working in generating outside support. Legislators went outside of the University budgeting process and got the planning money for a new district extension building. Not much more was elaborated on this topic.
• Mitch Flinchum, University of Florida briefly mentioned their new "Extension Professorship Program" which is supported through Florida's Capital Campaign.
• Western Regional Mid-Management Conference. Susan Lyday and Mitch Flinchum commented briefly on the Western Regional Conference. Susan distributed some good hand outs from the meeting and some discussion followed. It was agreed that we would offer invitations to their membership for our next Southern Regional Middle-Management Conference.
• Professional Development Opportunities for Mid Managers. Mitch Flinchum gave the group a brief account of what he had learned about the nebulous future of SELD. It was agreed that this topic should go to the PLC as an action item. Susan Lyday provided general information and a recent program agenda from the Association of Leadership Educators (ALE). Their next meeting is at Toronto Colony Hotel, July 13-15, 2000 in Toronto, Canada.
• Dr. Bagent gave the final positive remarks regarding his impressions of the Middle-Management Committee meetings and their value to Extension's middle managers.
• Susan Lyday adjourned the meeting at 11:40 am

Submit No Later than September 12, 1999 to:
Bonnie P. Teater, Southern Rural Development Center
Box 9656
Mississippi State, MS 39762
Phone: 601-325-3207 FAX: 601-325-8915
E-Mail: bonniet@srdc.msstate.edu

(Reports will be included in PLC report to Southern Extension Directors/Administrators and included in PLC Proceedings)