Accessible document
March 6, 2005
Radisson Hotel, Washington D.C.
Attending: Nancy Balcom, Jim Hurley, Ralph Rayburn, Paula Cullenberg, William
DuPaul, Jim Murray (NSGO) and Pauli Hayes (SG Communicators)
Ralph Rayburn called the meeting to order at 10:30.
Brown Bags have been a good way to reach out to NOAA. This week, the fourth Brown Bag will focus on the NEMO program with presentations by Chet Arnold and David Dickson from the program based at the University of Connecticut. They will also talk with Academy folks this week as well as NOAA and EPA leadership.
Sea Grant Academy is ongoing at the National Conference Center in Lansdowne, VA with approximately 30 new extension agents in training. A field day is scheduled for them on Wednesday (March 10) when group will meet with National Sea Grant Office staff, Bill Hogarth, and Admiral Lautenbacher, then attend the Knauss Fellows reception at 5 pm on Capitol Hill.
Washington, Connecticut, New Hampshire will see changes in Sea Grant directors in the next year.
The budget information passed along from Jim Falk was review with an additional expense for the ExCom meeting in Newport, RI last October. Bill DuPaul suggests a balance of $5,000 to cover meeting overruns. Probably didn't charge enough for the meeting at Jekyll Island; however did had some residual after expenses. Don't know if Puerto Rico will be expensive. Nancy made a motion to accept the treasurer's report; Jim second, passed
Content of the Brown Bay committee. Ralph suggested that proposed committee membership be adjusted to one ExCom member and 1 SGA External Relations Committee member. Bill suggested that we keep the group small so too many people don't walk into an office at one time. Jim noted that people came to them, by setting up in a room. Agreed on a larger room for open session, then smaller office visits.
Bill noted that Brown Bags were about showcasing extension since more opportunities exist for showcasing research. So far we have done three - Gary Graham did turtle excluder work, rip currents with Wendy Carey, and Phil Moy on aquatic invasive species. Research was mentioned in each of these, but were not the focus.
Nancy – we've had three with fourth coming this week. Maybe 3 a year would be the right amount. Ralph – March DC meeting is a good timing. June with NOAA Fish fry; we had one in October because of press conference scheduled on aquatic invasive species. So next SGA meeting in March and Fish Fry are good events. Paul Olin has indicated an interest but hasn't submitted anything. Discussion suggested that the quarterly schedule was a target, but not a mandate.
After further discussion, the ExCom approved the Beltway Brown Bag Guidelines and Ralph indicated he would make the revisions and begin setting up the committee. It was noted that establishment of the committee was also supported by response to the Assembly membership survey.
Twenty eight Assembly members replied. Survey design was first reviewed at the Newport meeting. Then sent out to Assembly members in early January.
ExCom members reviewed and discussed responses to the survey – Discussion included:
1st question – should Assembly be chartered or incorporated? If so, ExCom members wouldn't be held financially liable. A 501(c)(3) status would allow reduced postage, can receive grants and may be helpful if we get more fully into the SG Academy idea. Maybe with this status the Academy could become a function of the Assembly. For example, the Academy might grow and provide professional development for experienced agents.
The downside is the legal requirements to be met in setting it up. May cost
a few hundred dollars and also include reporting requirements once or twice
a year. In question is whether the SGA might have some concerns about the Assembly
being incorporated.
Alternative might be that the Assembly become a subsidiary of SGA, but that
was not supported by the survey results.
Bill suggests that we investigate it and report back at Assembly meeting (as proposed in the survey question). To date, the Assembly's funds are small enough that it is not a burden. Maybe time to do it so Assembly can have their own bank account rather than New Hampshire have to carry it. Nancy noted that it is more of a problem once you get above $20K. Ralph noted that in general, for our annual meetings the program hosting the meeting usually passes the $$ through it. Bill noted that it puts an extra burden on the ExCom– would fall on Secretary/Treasurer so may need to split those roles.
In conclusion, we may get a motion related to this at the annual meeting, or maybe just get a sense of the group and either go forward or table it. Ralph will put something together – Pete Granger will also assist Ralph to present at the Assembly. Stephanie Showater at the Sea Grant Law Center will also assist in this.
2nd Question – Should Assembly expand its membership to all extension
professional? Results were close. Intent is to make Assembly more inclusive.
Educators and Communicators are open groups. Ralph suggested that the intent
is to give extension agents some way to have standing in the Assembly.
Bill noted that he has four educators and only one Program leader. He noted
historically that Assembly's history set it up as a group that could more
easily relate to SGA. Paula noted that the Assembly may be a larger, potentially
stronger program if all were included. Noted that at SG week – not much
for extension agents. Bill noted that Theme Team meetings have helped to be
more inclusive and network across the country.
It will be discussed more fully at SG Week. Ralph noted that it was a close vote in the survey. Bill noted that ExCom should outline who would be available to join by current bylaws vs. what the new qualifications would be required. Who is eligible to join this new organization? Suggested were that extensions agents could be considered affiliate members. Maybe include everyone supervised by extension program leaders or all those not affiliated with other groups.
(Pauli Hayes, chair of Communicators group, – arrived at 11:55).
Suggestion was made to survey extension agents to get their opinion on this question. Nancy recommends that we do a survey prior to SG Week for discussion at the Assembly meeting. Nancy could draw up questions and send them out. Respond back to Nancy and Ralph. Brainstorming questions –"Are you aware that the Assembly represents the SG Extension effort to the SGA?" "Do you know that the Assembly exists at all?"
Bill's perception is that Program Leaders represent the Extension effort at the National Level and SGA. Also develops white papers – i.e. Fisheries extension white paper – we brought in the fisheries specialists together. Another example is the Growth book. Our mission is to better represent the Program Leaders to National Sea Grant/SGA.
Pauli mentioned that the Communicators group has regional reps and committee chairs. Has a lot of overlap with educators. Webmasters have set up a subcommittee under Communicators.
Jim Hurley noted that his staff would see themselves as part of the Great Lakes Sea Grant network. Bill noted that regional meetings/alliance could be a good alternative to using the Assembly or groupings via a subject area basis.
Jim Murray mentioned that a conversation between 50+ fisheries agents would be useful. Maybe survey should just get a sense of whether or not they feel connected with the SG network.
Jim noted that there is not a national SG extension agent listserv – depends on Program Leader to forward on messages from Assembly listserv. Would they like to be on a comprehensive listserv? Maybe ask if they want to be involved or are just interested in getting this information more directly?
#3 Assembly Leadership – Satisfaction with nominating process. Discussion on term extensions. Bill – Immediate Past Chair sits in on SGA's External Relations Committee, Currrent chair sits at Program Management Committee etc. This gives ExCom a little bit more exposure. Decision points – willingness to take on 6 year commitment to the ExCom?
Bill – don't want to see the commitment to the ExCom be dependent on financial burden – might be tough for a Program Leader to make a 6 year commitment –
Jim Murray noted that maybe bylaws can be changed so there is a staggering method and a 4 year commitment rather than a six. Ralph recommended a vice-chair for one year, then could seek reelection. Every 2 years could have election for chair. Chair elect would go to PMC and ERC. 2 years as chair, 2 years as past chair. So if you go for chair, would have a 4 year commitment.
Another approach is chair elect for one year, chair for 2 years, chair past for one year. Then every other year you have either a chair elect or a chair past. That makes a 4 year commitment.
At-large seat on Assembly seat is a 2 year commitment. Secretary/Treasurer is 3 year commitment. So 4 options – leave it as is, 6 year commitment, vice chair option, other 4-year option. We'll line these out and present them at Assembly meeting.
#4 Broader engagement of Assembly members via Assembly committees. Survey seemed to indicate programmatic committees should be organized on an as needed basis. Ralph mentioned using Education and Prof Dev committee as the SG Academy advisory group. That committee could spin off into other professional development. Nominations and awards are standing committees with changing membership. Meeting planning is also like this.
Maybe at the start of the year, solicit members for each standing committee. That might allow others to feel engaged. Maybe structure the call for committees on a more regular basis. ExCom picks the committees, not the membership. Might be good to reach out to new people. Nominations, Awards, Bylaws review and visioning, Meeting Planning, Education and Professional Development, Beltway Brown Bag are the basic committees to recruit for annually.
Ralph noted that Beltways needed followup – maybe the Theme Teams would be a good way to do that. Bill noted that some of the Theme Teams have been struggling. Ralph noted that membership could also be reinvigorated. ExCom could work closer with the PMC and the Theme Teams to make sure we are happy with the extension presence of each one.
Jim Murray noted that from time to time, there will be issues outside of the Theme Teams – ie. IOOS. Maybe input from Assembly would be worthwhile at that point. ExCom could establish an ad hoc committee to address these as they come up.
#5 Purpose of Assembly Meetings - Mentioned as training, information
source. Tours not usually part of Assembly meetings. Concern expressed
that SG Week agenda has a lot of overlapping events. For example, some of the
top Smart Growth people in the country are speaking at the same time as some
of the tours.
Part c – most voted against extension professionals participating in Assembly
meetings. May be a result of the wording of the question – i.e. some extension
professionals might attend SG week, but not to the specific Assembly meetings.
Jim Murray – maybe consider inviting in people that want to become extension program leaders. How can we encourage those folks to develop a career path?
Question related to Networking:
People felt listservs were strongest method of communication. Maybe a listserv for all extension professionals. Would be a listserv for about 300 people. Ralph volunteered to set it up following interest by staff survey being developed by Nancy..
Comments – What the Assembly Leadership ExCom should do: Advocacy – NOAA/SGA/NSG, Training, Communication with all extension staff, funding support.
Ralph will try lumping these comments and will send results out on the Listserv.
The survey will be on the agenda for SG week's Assembly meeting.
1. Thanks to Ralph, ExCom and Assembly for being active; that is helpful to him. People have stepped up to the plate which helps him represent extension – Brown Bags for example, have been very high profile. Academy – met with Louisa Koch, asst admin OAR. She was very complimentary about concept of Academy.
Admiral Lautenbacher is scheduled to speak to about 30 Sea Grant Academy extension folks on Wednesday. Chief of Staff at EPA, Geoff Smith, will come and speak to Academy folks. So, Assembly has been really helpful in bringing visibility to Sea Grant Extension. I only spend 50% of my time on extension and it is too much for that small amount of time - help of Ralph, Dale Baker etc – very much appreciated.
2. Interagency Personnel Act (IPA) – using a person from another agency. Re: climate – brought a small team to NOAA – Dale Baker, Mike Spranger, Virginia Lee. Led to Growth piece, also influenced Climate Transition Program by National Weather Service - $1 million – RFP . Went to Cornell. Extension needed to be built in
Office of Global Programs – told SG to come up with a plan. OGP wants to get their climate collection tools out to coastal communities via SG extension effort. So Dale is going to work for them. Cooperative Extension is already working on a version of this on climate.
Maybe OGP and SG will do a training next year – 3 from Pacific – AK, HI, West Coast (about 8 total). About $1 million total a year for research and extension. This is independent of IOOS.
3. Coastal Community Development – partnership between NOAA and EPA has resulted in a position filled by Amy Zimmerling. Amy will pull together a synthesis of CCD activities over the last 2 years. Then will do a small national review of the program. Opportunity for the future in expanded role for coastal communities. Part of original plan is that we would do coastal community review.
Also, some funding is available from American Institute of Architects to bring technical assistants for Smart Growth. EPA is going out with its own competition for targeted SG technical assistant work. RFP will go out soon for $100K in a couple of weeks.
4. International ACRSP (USAID $$) – RFP – Oregon is winding down their program and they want to broaden it to water quality related to aquaculture activities. They put up $250K, SG put up $50K. Got four projects submitted. Only 1 chosen – Dale Baker is lead PI. – working in Mexico. Building capacity in Mexico with aquaculture extension.
Jim will send a letter – forward to anyone who has an interest in aquaculture and can be brought in to provide technical assistance.
Nancy noted that there was also an effort to establish an extension effort in Baja, Mexico.
Indonesia – Sea Partnership program similar in Sea Grant. May be interest in bringing some extension folks over May 1-7 and later. Maybe have a couple of new slots – need people with experience in disaster mitigation.
5. Aquatic Invasive Species also disappointing given Congress' action. SG went out with a $5.2 million with 30% for extension. Congress cut appropriations back to about $1 million, SG added some funds in, so now at $1.8 million. Have funded 5 projects. 5-7 more could have been funded but not enough funding.
6. Coastal Service Center – Lynne Hinkey's outreach management position is now open. NSGO has the FTE but not the money to fund them. Lynne did the job for 6 years to provide liaison and training for SG folks. She also did Coastal Service Center work and CSC paid for the whole position. Also got funds from SG from time to time. Trish Ryan oversees the position at the CSC, and Lynne's position will be filled.
7. Beth Day - education staff for NOAA – 50% in NOAA Office of Education. NOAA got $5 million for this budget and will spend ½ externally. National competition with RFP coming out in the next couple of weeks.
8. Reactivating ad hoc committee on fisheries extension. Was organized by Assembly. NMFS has big meeting April 17-20 to develop a strategic plan for recreational fisheries to be held in St Petersburg in Florida. A few SG people will be going – Jon Lucy will be going. i.e. circle hook use in sport fishing might be coming.
9. Ocean research programs -06 budget numbers for SG were about $33 million. Originally was cut, but SG was #1 on the list of appeals from NOAA and accepted it. Ron agreed that we'd begin helping NOAA look at needs from an ecosystem approach on a regional basis. NOAA will definitely be doing it already. SG will partner with them.
Aquatic invasive species still has funding from 05 and 06.
Nancy asked about marine aquaculture proposals – funded, then cut…
Aquatic Invasive Species Initiative - ? from Jim H.
Ballast Water Competition - ? from Jim H. – submitted but never heard
back.
Nancy asked for volunteers – Bob Bacon, Paul Olin and Jim Falk agreed to help. Didn't get much back for suggestions – Academy, survey issues, maybe one outside speaker, maybe to address leadership. Ralph suggested speaker addressing aspects of leadership and communication. Past chair award, and other awards to be presented during the business meeting. Three awards normally allowed – given out by past chair at his discretion. (Bill DuPaul). Bill would like suggestions from the Executive Committee – about awards.
How about 10 minutes per nominee for Superior Outreach Awards to make a presentation by each Regional Reps? Each of the 6 give a presentation on why they were nominated. Even though the winner was notified, it would still be useful to hear about the other programs. Most regions give an award to their regional program. (New England gives an individual and a regional award). Florida has the award plaque and will be engraved anew with new winner.
Jim Murray suggested that we invite someone from ERC/and Jennifer to see how they intend to use SG Extension to sell the message. Need to have constituents take the message of how SG is important to them.
Discussion about how to assemble Superior Outreach Award selection committee. Maybe take people from the Panel or outside the Panel? The ExCom's recommendation is to ask the Panel to review the apps. John Woeste is our SG Liaison, Schubel will be there as chair of the Panel.
We will meet with Chapa this week. Maybe do a "Sea Grant in the Caribbean" theme to meeting – or "Sea Grant in a Bilingual World." Could potentially raise the visibility of Sea Grant on the island.
Conference call tentatively scheduled for sometime the week of March 28th or the following Monday, April 6th. A date will be circulated. Ralph will try and open the meeting to Regional Coordinators will be invited to participate in the next call
Meeting adjourned around 5:37.
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