Middle Management - August 2006
San Juan, Puerto Rico
August 28, 2006

After a very informative general session concerning our Response to Disasters and delightful lunch the Middle Management Committee met in El Caribe conference room on the second floor of the Ritz Carlton, San Juan, Puerto Rico, August 28-30, 2006.

Claude Bess, Oklahoma, Vice-Chair of the Middle Management Committee, opened the meeting at 1:07 p.m. Claude Bess introduced the officers as he was filling in for chairperson Pam Hodson. Claude serves as Vice-chair, Tony Roberts as secretary. We went around the room introducing ourselves and explaining our knowledge base area of expertise. Claude Bess explained the purpose of the meeting today. We have a guest Facilitator, Becky Koch, from North Dakota State help us discuss the Disaster Emergency Plan. We answered 9 questions and a challenge.

See addendum for nine questions...

Tony Tyson, Donald Cobb and Ray Rice will serve on a committee to nominate an 1890 nominee and a new secretary.

It was decided to Forego the Committee Night's out.No strong objections to this.So moved

Claude also visited the minutes from last year.Motion presented by Kent Rorie, and seconded by Tony Tyson.All in favor.Minutes were approved.

Action Items..or information items need to be presented. Barbara Boyd has items from Urban conference as it relates to Middle Management Committee. by noon on Wednesday, new reps and secretary need to be presented to PLN Committee.. Plan of Work needs to be posted by Oct. 1 2006.. We are going to have MM Conference April 9-12, 2007 in Blackburg, Va.Dr. Judith Jones has agreed to work with us on this conference and has access to folks who can speak on various topics. She listed several names, Kelly Reimbert, Kyle Smith, Barbara Boyd, Judith Jones, Lonnie Johnson , Pam Hodson, and Tony Roberts will serve on program planning committee. We need a co-chair.. To help move this conference forward. Any volunteers..Kyle, Barbara and Tony are willing to serve as stated. Kyle Smith will serve as co-chair for the Middle Management Confernce in April of 2007. Pam Hodson had evaluations from the MM meeting in New Orleans; however, it never made it to Tony Tyson via the mail, probably due to Hurricane Katrina and the aftermath.

Topics for MM Conference in Blacksburg...

Claude passed out the Program Leadership Committee Report to MM.Joe Schaffer and Dan Lyons shared with us a handout with an example agenda.Dan Lyons shared additional items.. Discussed that the meeting was held Sunday at the Ritz Carlton and discussed the protocol of appointing a committee to nominate individuals from 1890 institutions to chair the PLN committee in future years. PLN..August 27-29, 2007, location not determined, start meeting on Monday instead of Sunday. Committee usually has face to face meeting in December; however, will have web based meeting.Nov. 30 and Dec. 1 to 2 hours per day. PLN Committee, We need to nominate a rep from 1890 and serve a three year term. Increase EFNEP funding to 1890's and dollars vary from $4000 to $90,000 hopefully have equal dollars $100000, Also, have 1890 institutions have an IPM role and create 21. Tony Tyson shared (proposal to reorganize under one institute, CRESS, ARES, etc.) A lot of discussion, states are to vote on whether they support the reorganization or not.each state app. 5 ballots, probably going to pass, Southern region leaning toward not voting for it, presently this does not mention eXtension.changes will not come unless a no vote.Ballots are not due until Sept. 11.Significant reorganization at Federal level.Steve Mullen shared that there is a greater awareness that eXtension has political clout with legislators.Dan Lyons stated that we need to look at our curriculum, need to hand them a curriculum..

Larry Arrington remained in Florida due to threatening Hurricane Ernesto, No Report. Millie Ferrer stated that when counties are in a competitive funding then we find ourselves on the short end.hopefully leverage for additional changes in wording before it goes to Congress.Most states will have a mixed vote..Research Directors may vote negative? Most all regions will be voting positive.only chance to enhance Federal funding especially because of formula funding.Competitive funding may smell like a grant instead of state hard dollars, hard to hire tenure track on competitive funds.people are encouraged to get additional sources of funds..appealing more grant dollars, 1890's have not faired well in competitive funding according to Dan Lyons. Judith Jones stated that we need more base funding...Latief has stepped down as an 1890 advisor..

State reports in the morning..Special speaker and OIT .Do we have conferencing capability via Nebraska.

Adjourn
August 29, 2006

After a good night's rest the committee re assembled at 8:03 am in the same room as yesterday. Claude Bess called the meeting to order. It was decided to go back and discuss some more the topic of the upcoming Middle Management Conference in Blacksburg, Virginia. Brief discussion was completed. We reviewed the topics from yesterday. New employees, new generation really value their time. We discussed the topic of flex time..not really, but employee professional scheduling..it's a Pandora box.it's an issue, professional courtesy.people can abuse the system if we call it flex time..This may be a topic, new generation employee..folks from rural areas may want to go back home to their county. Appreciation expressed to all serving on this MM Conference next April 2007. We need someone from an 1890 institution; Dan Lyons agreed to serve on the Middle Management Conference Planning Committee!!!! We need to do a first conference call.The Inn at Virginia Tech will be the host hotel. Dan Lyons read what he was going to present to the Program Leadership Network Committee. We will have the agenda for the MM Conference finalized before December 31, 2006.

We need to submit our Action and Information item before 2:00 pm today..Question.any other action items..Urban Conference.Barbara Board (Virginia) shared topics from the conference.Decision.look at the new demographic of our urban centers.population of 250,000, select 3 per state..discussed issues related to those populations.send forward the curriculum project and items to the MM committee. Six people stayed. Encourage each state to send an urban representative. Encourage MM to reward agents who are programming to urban audiences especially those who are doing innovative and cutting edge programming. Steve Mullen shared that they want to send agents to various cities across the nation as it relates to urban programming. We as MM will respond to Steve the cities in our states that are doing excellent work. May want to send some of our agents to the meeting and initiate some time this fall. Barbara stated other items with the curriculum group the need for collection of collaboratives and partnerships. They will place this on the PLN agenda. We need to plan and implement programs for diverse audiences. Resources are needed to penetrate urban audiences, curriculum on grant writing. Question.how should we proceed, move forward for Action items.Administrators and Advisors would have to sanction this? Kent Rorie, if it is going to cost money, resources, people, then the PLN and Administrative body ASRED will need to be informed as an action item within staff development.programming for diverse audiences, collaborating and grant writing and resource development.wish of the urban..propose a pre-conference.we do have an interest, but with the dates changing it appears that we are losing a day.would like to have the option to figure it out ..do we need to request an urban pre-conference??? We will submit as an action or information item..Hold either a pre or post urban conference. For Administrators..recommend ECOP program committee has a task group on urban issues, that they approve the National Urban Committee/implementation of the previously approved committee on urban issues. Time line hopefully within the next year at deliberation of said committee. Ask Administrators from each state that they organize an Urban Task Force emphasis. This group will inventory, reward, and celebrate urban programming and share with stakeholders or appropriate stakeholders who they might be the impact of such programming. Examine delivery modes and the expected outcome. Also, a Background . movement being made by Land-Grant Universities.Urban Land-Grant legislation.resources sent to Land-Grant to carry on Extension programming similar to Extension..Asking before Extension support is given to this effort.first of all subcommittee do a Southern inventory what are programming is in place.successful programming, delivered, outcomes and this information be provided to Administrators for their use in their programming with NASULGC? Urban Universities want to get Land-Grant status using Extension as a model according to Bonnie McGee. Donald Cobb. push seems to be coming from Urban Universities and will be asking NASULGC to support this..If we give our Directors more ammunition they will be better prepared to address this issue..Three strands they are focusing.Building Human Capital, Health. Obesity, Diabetes, Supporting Medical Schools.these are the other things different from Extension..

We will need to approve them as a group before 2:00 pm

State Reports

Alabama

Alabama decided to go first.provided a handout!!! Ray Rice shared the information Alabama changed their performance appraisal and passed out a draft copy of that as well. Basically, this is an attitude based performance appraisal..Specialists will end up doing the evaluation of the agents.DED's only evaluate the CEC's.. Also, Ray presented the proposed new organization structure relating to the implementation of a Vice-President, etc. CEC's make about the same salary within the state, Southern Region average. No compensation for merit the last two years.Clarene Johnson..agents are hiding and riding!!! No one wants to be a county coordinator in Alabama.Hard time filling these positions

Arkansas

Arkansas, Kent Rorie reporting...provided a handout, 3 districts 25 counties per district.

Florida

Florida.provided by Judith Jones in lieu of Joe Schaffer/Millie Ferrer..provided a handout.

North Carolina

North Carolina provided handouts from NC State and NC A&T.Donald Cobb, Ellen Smoak and Dan Lyons presenting...

Tennessee

Connie Heiskell from Tennessee presented their state's report.Provided a comprehensive handout. New program called SUPER, on-line reporting system; working with CENTRA, a computer program with agents over the computer thus saving travel mileage

10:08 am Dan Cotton, Director of eXtension provided us as MM an update on eXtension and shared with us the Communities of Practice and FAQ initiative and how CECP will fit into eXtension.. Dan also provided a handout concerning eXtension. shared new brand identity.electronic, digital portal to programming, internet base.x with a dot is people and the arch expresses that we will reach new audiences and the hook is that we have hooked new audiences.more mind reach..our knowledge is reaching these people, Land-Grant system reaching new audiences.(provided an internet PowerPoint presentation to MM) Communities of Practice.content the same, etc. Building something as you go, building a bridge as we go forward, 1st communities of practice, 8.Spring. Pesticide Environmental Stewardship, Second call for Engagement.19 proposals submitted, negotiations underway, Announce early September.new technologies for Ag Extension $1.4256 million.501c3 incorporated in Missouri, Application for non-profit status.owned by the Cooperative Extension System..our lawyer resides in Missouri so that is why eXtension is incorporated there.no money from Federal Government can go through a 501c3.Iowa State provides video conferencing..eXtension Web Conference Center.anyone can use this capability, minimal cost..we need to evaluate the initiative.develop a virtual news room RFA and send out throughout the national system.1st community of practice web site.HorseQuest, Financial Security for All, Wildlife Damage Management.who is the end use? Community of interest???customer coming to us..sometimes we ourselves are the customers.we as MM could have our own Wiki area where we can collaborate and communicate!!!!www.extension.org/horses 1st web site.enter into partnership with CECP and look to them to take responsibility for the Learning Management System, course work, tools available to any partner. Develop a digital repository where all the graphics are housed.. About.extension.org .web site

Texas

Kyle Smith with assistance of Bonnie McGee presented Texas state report with multiple handouts within a yellow file folder..each county has a Leadership Advisory Board and Youth Board as well...

1:33 pm. Joint session with Office of Information Technology. They discussed the topic of Conducting Effective Meetings using Teleconferencing and the use of yourhub.com and CENTRA system. Tennessee State University Rep, mobile satellite feed, Auburn University 12 video conference sites, web conference CENTRA, video streaming, Texas A &M, same time, but not the same place, communication.video conferencing polycom, tanberg, etc. need to bridge it all together.Texas over 100 video site and can bridge them all together if they need to.7 of 13 states using CENTRA.web conferencing system..do it cheap or free???... all you need is internet connection, microphone and speakers.more controlled environment.Tim Mack from Virginia.get video conferencing from Kinko's.moved to web cam's, voice over IP which it is free..$250 to set up the site MicroMedia Breeze software, What are we trying to accomplish????video conferencing is the easiest way to use it badly!!! Think how we want to engage our people, Ask us questions, etc..Use as an Engagement device!!! Keep people engaged??/ show of hands, voting, asking for input, use of survey's, get them to talk, ask them questions.blended technology instead of using the term distance education.use on a multi-state basis.pod casting is becoming more important/emphasis. CENTRA.state to state partnerships, buy 10 seats on the Texas central server.you will have access to all $750 per seat.may be only $600 per seat presently..and a $179 maintenance fee annually, CENTRA more user friendly, we can communicate with each other even though we have different type of web based programs. I.e. CENTRA and Horizon Wimba.Have a web based conference call instead of a phone call!!!!!!!!!!!!put a web camera on your computer and can video conference..vusi.tamu.edu post on site where within their states where they have video conferencing and IP addresses for each site..or instant messaging, ipods or chat rooms, discussion rooms, information sharing.looked at FACE BOOK for college students, pictures that are a little different, My Space for middle and high school type

Bonnie McGee was applauded for receiving the Ruby Award from Epsilon Sigma Phi.

Tony Tyson gave a Nomination Report.Nominee for secretary is Barbara Board and nominee for PLC 1890 Rep is Ellen Smoak. Move to approve nominees as stated by Steve Mullen and seconded by Clarene Johnson. No other nominees from the floor, Motion unanimously approved. Congratulations to Barbara and Ellen!

Louisiana

Steve Mullen gave Louisiana's state report...presented 2 handouts for our use and reading. He discussed the budget and the impact of hurricanes Katrina and Rita had on the budget.

Michael French from Arkansas visited with us after the 2:45 pm break and was introduced..

Georgia

Tony Tyson presented the Georgia state report. We were provided a handout.

Hand delivered the Middle Manager's report to representative of Kathy Ibendahl.

Virginia

Barbara Board presented the Virginia State report complete with a handout.

South Carolina, Mississippi or Puerto Rico representative are not attending the Middle Management Committee thus no report will be presented by any of these states or territory...

Adjourn

We adjourned to attend the Special Event at Old San Juan at 5:00 pm to load the buses at 3:52 pm. No further business conducted until we resume business on Wednesday morning.

August 30, 2006

We were given an evaluation to complete concerning the entire conference. Everyone was asked to complete it this morning..

Dan Lyons gave a brief report on the breakfast this morning with the PLN committee. He shared the action and information items with other members from other committees. One mistake was corrected relating to curriculums. Question was asked concerning when the urban committee was approved. Answer, about 1 ½ years ago in Reno, Nevada? CECP curriculum we want developed, is there a way we can retrieve the information from eXtension??? Possibly, CECP will be linked to eXtension soon!

State Reports (ctd.)

Kentucky

Doug Choate presented the Kentucky State Report and passed out a handout with the information.we were saddened by the death of Director Larry Turner.Our prayers and thoughts go out to his family and our memories of him are fresh on our minds. Thanks Larry for your commitment to Extension, this PLN committee and the people of Kentucky... Karen Ramage shared with us Kentucky's Agent Career Ladder.This was Dr. Larry Turner's pride and joy! Kentucky agents are excited about this career ladder. When agents get a Master's degree they award the agent with a $3000 salary increase.

Oklahoma

Claude Bess presented the Oklahoma State Report with handouts, 2 of which describes their agent Career Ladder including their standards of achievement for Professional Advancement.. They are going back to a more subjective performance appraisals instead of various categories and one final number..

Plan of Work

Kent Rorie has worked on this in the past.We usually take last year's and change dates, MM conference, PLN committee meeting, Urban conference as a pre-conference, survey of Urban programming, identify modules for CECP as well, Barbara Board is on steering committee for CECP. CECP will be absorbed into eXtension.some stagnation within CECP presently it appears, enhance participation from 1890 institutions and do a survey of who needs to attend from these institutions.do we want to quarterly implement distance education meetings if warranted on an as needed basis.question was asked about the next step relating to the disaster emergency plans???...

Statements, appreciation extended to the committee for their assistance in Georgia and Virginia concerning travel reimbursements in mileage and in Arkansas for assistance and knowledge concerning "living in the county you work".Question from Steve Mullen concerning cell phone reimbursement.It appears to be non-uniform across the Southern Region...

Evaluations were collected and deposited in the box at registration table..

Expression of gratitude to Claude Bess for his leadership was extended.

Adjourn
Addendum to the Minutes

Middle Management's "brainstorming" concerning the Nine Questions that Becky Koch, our committee's facilitator, presented to the committee concerning "Disaster Emergency Plan".

  1. What does the public expert of Extension and/or what should they expect of Extension in disaster management/Education? Survival skills, how to survive, dealing with health issues, food safety, where to get water, animal care, horticulture, research based education, stress management, help public recognize our ability to network and our effort to meet personal needs, financial management, provide resources they need to cope, what can I do? Help me understand, help me to cope? Possibly first responders, leaders, providers especially in rural counties, people will go to Extension office for answers, listen to problems from clientele, counsel? Depends on circumstances, commissioners have a say in our role, we are getting there into Emergency Management Systems, WE will be involved if something happens.agents have helped provide leadership in emergency management, partnerships? Other agencies see us as a valuable resource because of our networking, people will remember who helped them and desired to help, development of MOU's, liaisons between FEMA and state agencies, VaTech, control, starts at the local level to network and be a part of the emergency plans,
  2. What are unique contributions each program area has to offer in the disaster mitigation, prevention, preparedness, response, and recovery phases? MITIGATION.education on survival skills, etc.? who listens before a disaster? Education for the rest of the country.teachable moment! Get a little more prepared.create awareness and personalize it, issue gets to an impact on people, people need to know the layout of the state especially newcomers, get inserts in brochures, visitor's centers and their network? Insure that the people out in the field know their role.take care of yourself and your family first!!! Have a plan to know where your employees are.have them check in, etc. have everyone's backup phone numbers of other family members.even out of state friends or relatives, etc. anticipations, focus ourselves more.organizers, offer ourselves as extension as facilitators, what is critical and prioritize work, etc. make sure our agents realize that they have these skills, facilitation skills, training for this?? What do we expect from the county agents there at the disaster site?? What is our expectation of our field staff? Develop some protocols for contacting individuals/agents, etc. We don't need to overwhelm our agents.Have a program plan approved relating to emergency response and have agents accountable.generic plan, but have a more relative, thorough plan within their annual plan of work.no matter the type of disaster.have a sign-out/sign-in log.know where employees are.Do we have a backup plan as it relates to the agent's family??? DED's need training on the overall emergency management plan, language, etc. During and After the Disaster/Response and Recovery. 800 phone numbers, real quick training relating to mold and soil salinity..sometimes we don't have a clue what the answers are.we need training..we need to give some people a break..relieve the agents.give of our time and talent. keep the agents informed what's coming down the pike.we as DED's need training as well.
  3. How can other states in the region help a state or states in a disaster? Communicate with each other, share what's happened in other states, we have an agent who can help you in this area, some type of network or system or defined network of skills, support role defined, other states could prepare and print brochures, etc., state cooperation, other universities, etc. need agreements across the states, middle managers contact one another and seek the needs and meet the needs.e:mail is the way to go while in disaster mode. have a clearinghouse in place.we really don't have time to ask for permission within the EDEN network..we will share our information and try to send someone to the annual EDEN meeting.MOU's agents can go to another state and covered by insurance, etc. use of satellite phones, more of a regional concept communicate more frequently to reduce duplication of effort.bring up ideas to those at higher levels of administration to break down artificial barriers, etc.
  4. What should the unique position of the Cooperative Extension System be in relation to disasters? We are local, agents know the people, where they are, people know us and trust us, take outside people around and introduce them to those in our counties, familiar with resources, we are a system and network, education!! This is our focus, resources of the University, rally volunteers, management of volunteers, facilitation aspect, we have facilities, we provide the service to help and take responsibility of logistics, communication training and facilitation training?
  5. What competencies should we expect of agents and specialists in each program area to be effective in disaster education, response and recovery? Volunteer management, communication, facilitation, awareness of the incident command system, how to find the resources in their system, (encourage those who took initiative to develop) in-service training needs, develop as part of our performance appraisals, have every county an office plan. include as a job expectation.disaster preparedness, etc. resources across the national network, SART.know where they exist.instill personal leadership and initiative within our agents? Subject matter up to date..as possible spokesperson to visit with media, enhanced media skills, damage assessment skills, regulatory?? Training in picture taking, digital camera, etc.
  6. Imagine a scenario involving a disaster in your state, what were the educational materials, skills and educational support needs experienced by agents and specialists? (Do not get bogged down in development apply what we have already discussed? Shared this question.discussed in detail already
  7. What relationships are needed to be more effective? Discussed. develop a list.. Across state lines to improve communications, knowing who is who, all Federal agencies, FSA, Forestry, EMA's, Within the University system, Question. Do we have a pandemic plan prepared??? Have clarifications, other relationships.volunteer organizations.faith based organizations.county governments, school systems, state and Federal legislatures, etc.
  8. What resources are needed to be more effective (e.g. dedicated people reserve funds, etc. and why? improved communications.cell phones, satellite phones, "talking to each other" more communication concerning this topic of disaster preparedness, buy-in from Asst. and Assoc. Deans and Directors. "how will this stuff be used?? Determine policy?? Administrative Support is a Resource.Generator for every Extension Office.Weather Service Radios, Disaster Supply kit for each office, Training curriculum for a disaster plan.tweaking curriculums, NIMS 700, etc. know roles and subject matter, face to face training, "develop a county emergency management plan".Agents are held accountable for their emergency management plan and certification. EDEN has web link to other Emergency materials to use. Money.we may not be use to tapping into??? Don't be afraid to ask for money..thousands of dollars of Homeland Security $$$$$,
  9. What would your expectations be of EDEN to help make this happen? What resources are needed to be more effective (e.g. dedicated people, reserve funds, etc. and why?) The individual state's EDEN point of contact needs to update each state's employees regarding new information is updated.
  10. Challenge..Include "something" based on today's discussion.how will we continue this discussion.place in our action plan.or in our personal schedules with dates and times of completion.. "Possibly include at our Middle Management Conference in Blacksburg, Virginia in 2007.Determine what the current roles and responsibilities for county agents and DED's across the states, develop a timeline for training as it relates to volunteerism??? Other?? How to manage people and train people how to help/contribute when they desire to come and assist.build infrastructure with Red Cross, etc. Agreement.bring people in to help people and where to assist.we already have the network.need temporary volunteer manager here for awhile...? Have a person that can come on-line across the states within EDEN, shared position across the Southern Region.come on -line on-board that has expertise to help initially, have human capital available, i.e. NC.in charge of Volunteers, VA.responsible for "whatever", SC.responsible for ???, etc...and have a backup or contingency plan, Have training with field staff via video conference or computer distance technology. Grab and Go box within the home..who to send ideas to??? Have the 3 day disaster kit, have a discussion with those who have been through the throes of the disaster for their input.do a focus group on the topic...stratified across the board relating to various disasters.www.eden.lsu.edu and up in the right corner is all the states.North Dakota.drop Becky Koch a line with ideas, etc. We adjourned this topic at present.

Things We Want to Remember?

Figure out Extension's Role in Comprehensive Emergency Plan at county and state level.

Memorandum of Understanding... Get in the Plan Early!!!!!