State Board of Agricultural Research and Education

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September 29, 2003, Bismarck

State Board of Agricultural Research and Education
Minutes - September 29, 2003
Kelly Inn - Bismarck, ND

The State Board of Agricultural Research and Education met in Bismarck, North Dakota at the Kelly Inn on September 29, 2003 at 1:00 p.m. Members present: Ole Aarsvold, Sharon Anderson, Tom Archbold, Keith Bjerke (for Joseph Chapman), Tom Borgen, Randy Christmann, Jerry Doan, Jerry Effertz, Neal Fisher, Carol Goodman, Ken Grafton, Maynard Helgaas, Patricia Jensen, Burdell Johnson, Roger Johnson, and Vern Mayer.

Chairman Doan welcomed new board members and thanked them for participating in an earlier orientation session.

Randy Christmann made a motion to approve the minutes of the June 30, 2003 meeting. Burdell Johnson seconded the motion, which passed unanimously.

Patricia Jensen reported:

  • The search committee for the extension director should be announced by mid-October. Vice President George Wallman has agreed to serve as chair.
  • Doug Freeman will head the search committee for department chair in agricultural and biosystems engineering.
  • Patricia Jensen has agreed to chair the search committee for dean of the College of Business Administration.
  • A search will take place soon for a director of the food safety program.
  • There is a regrouping of the cereal science curriculum, service and research. Some faculty have moved to the plant sciences department into the Institute of Cereal Science, with the goal of strengthening the cereal science program.
  • The government has been focusing on defense and safety and NDSU's federal funding requests are not yet settled because committee hearings are running behind.
  • Events related to NDSU agriculture will take place during homecoming week - including dedication of the equine science complex and groundbreaking for the horticultural demonstration and research plots.
  • NDSU student enrollment is up this year.
  • The equine science program is growing and there is much optimism about the offering.

Marie Hvidsten, director of the Rural Leadership Program, updated SBARE on enrollment in the first class. She noted good diversity in the selected group. The class includes 18 women and nine men, ranging in age from the early twenties to the fifties. There is also geographic and occupational balance. The first seminar session will be held in Carrington; Hvidsten invited SBARE members to sit in on that session or any of the others scheduled over the next two years.

Sharon Anderson's update included:

  • Extension administrators are busy preparing the program plan of work for the coming year.
  • NDSU Extension is participating with the Rural Community College Initiative as part of a team to address long-term needs of people and places in rural America. Williston State College and United Tribes Technical College are also included in the grant.
  • The NDSU Extension Service responded to a request from the ND Stockmen's Association regarding research expenditures and Anderson distributed copies.

Ken Grafton discussed the request from the ND Stockmen's Association and distributed copies of the response from the ND Agricultural Experiment Station. Grafton said he believes the requests for information are based on questions relating to the sale of livestock and available income at the research extension centers. Ken Solberg has been asked by the ND Stockmen's Association to serve as a liaison to create better communication.

Grafton told board members that the biochemistry department is no longer a unit in the College of Agriculture, Food Systems, and Natural Resources; however, one faculty member continues to serve with agriculture in the IR-4 program.

Doan called on Neal Fisher and Tom Archbold to review the policy paper that was shared with SBARE members at the last meeting. Fisher stated that there were some points in the report that required board action, noting the transition of chair, the formation of executive committee, clarification of which board members are allowed to make motions, mandatory attendance policy and a more open selection process.

Maynard Helgaas suggested that to be futuristic, SBARE should consider forming a food processing committee.

Roger Johnson complimented the committee for the report and was supportive of their comments, particularly noting the importance of a time slotted meeting agenda and receipt of reading materials in advance of meetings.

Tom Borgen agreed with Johnson and stated that if individuals wish to participate in a meeting they should be required to request time on the agenda. Borgen also suggested that the agenda should be publicized.

As SBARE discussed points highlighted in the report, Borgen suggested that the group act on each item individually.

Randy Christmann reminded board members that the committee's recommendations are only guidelines.

Neal Fisher made a motion to accept the recommendation to get the statute changed to reflect two four-year terms for members of SBARE. Tom Archbold seconded the motion and following discussion, the motion passed unanimously.

Neal Fisher made a motion to accept the recommendation regarding selection process as follows: The Ag Coalition process should include a dialogue or examination with each candidate that can be shared with members before voting. The regional process should balance the roles of the experiment station, the extension service, and the producers and stakeholders of that region. The search should continue to be coordinated, facilitated, and chaired by the appropriate district director of extension. The coordinator should be non-voting, except to decide a draw. There should be six voting participants on the committee and they should be residents of that region. The roles of the chair of SBARE and the directors of EXP and EXT should be changed. The directors of EXP and EXT would each designate a resident NDSU professional as a committee member. The chair of SBARE would designate three resident producers or stakeholders (former or current REC advisory board, multi-county planning unit advisory board, and granting committee members would be a logical selection pool). The outgoing SBARE member would be the final member of the committee. Maynard Helgaas seconded the motion and it passed unanimously.

Neal Fisher moved to accept the committee recommendation whereby the vice chair would rotate to chair. Carol Goodman seconded the motion. Randy Christmann disagreed with the recommendation noting there could be a problem if you approve the policy and you have a poor member of the board. Tom Borgen said if you are active, you should be eligible and suggested using a nominating committee. After discussion, Fisher withdrew the motion and Goodman concurred.

Neal Fisher moved to accept the committee recommendation to form an executive committee of the chair, vice-chair, and immediate past chair. Tom Borgen seconded the motion. Jerry Doan stated the importance of having such a group in place, particularly during the legislative session when there is not always time to get the entire board together to discuss issues that come up. The motion passed unanimously.

Neal Fisher made a motion to accept the committee recommendation stating SBARE members serving by virtue of their title or position should not be eligible for office. Tom Archbold seconded the motion and noted that SBARE was created to be a producer group. The motion passed unanimously.

Neal Fisher made a motion to accept the committee recommendation stating non-voting members of SBARE should not be allowed to make motions. Burdell Johnson seconded the motion and it passed unanimously.

Tom Borgen made a motion to recommend the development of a policy for duties of SBARE officers. Christmann stated it was the role of staff to write policies in place now and how these recommendations change things. Jerry Effertz suggested it is helpful to have duties defined, but responsibilities often change depending on the person in the position. The motion failed for lack of a second.

Neal Fisher made a motion to accept the committee recommendation stating SBARE should have a mandatory meeting policy. If a member misses three consecutive meetings, or four cumulative meetings annually, disqualification would be in order unless mitigating circumstances can be established. Tom Borgen seconded the motion. Jerry Effertz pointed out the importance of advance notice if such a policy is incorporated. Roger Johnson supported the intent, but said the board would have no ability to implement. Effertz agreed and said it may need to be legislated. Tom Borgen noted there seemed to be a consensus, but the issue may need to be revisited later.

Carol Goodman suggested that the commitment and importance of attendance could be more strongly stressed during the interview process. The board voted on the motion, which was defeated.

Roger Johnson again brought up the importance of meeting effectiveness. Tom Borgen agreed and suggested that board members be requested to submit their agenda items a month ahead of time and if they are not received, they will not be included.

Jerry Doan reminded board members that SBARE is a public producer board and it is important to always allow for input or dialogue from constituents. He said if the board does not maintain flexibility with commodity group representatives and others, they may be criticized.

Jerry Effertz again suggested trying a time slotted agenda to improve efficiency.

Patricia Jensen stated that department chairs and research extension center directors have been told that they do not need to attend all SBARE meetings, but should be reachable by phone should a relevant issue arise.

Jensen shared news with the board indicating that Governor Hoeven announced late last week that the Beef Center for Excellence has been awarded $1,000,000 by USDA as match for the $800,000 allocated by the North Dakota Legislature. Although more private funds need to be raised, the award is another step toward creation of the center.

Jensen reported to the board that she has done some work to find potential facilitators for an SBARE planning session and would like the board to consider a visit from Tim Sellnow, a professor in the communication department at NDSU. Sellnow is willing to talk with SBARE about the system, strategies, and communication and will make a recommendation for some strategic planning and board members agreed.

Jerry Doan talked with SBARE about preparation of the 2005-07 needs based budget. Doan explained that prior to last session, groups were invited to present their requests and needs to the board during a two-day session, where each group was given 10-15 minutes to discuss issues important to them.

Grafton told SBARE that he has already asked department chairs and research extension center directors to submit their requests.

Grafton also noted there are facilities to consider in budget planning. He shared two high priority requests: renovation at Central Grasslands Research Extension Center and the research lab and greenhouse at North Central Research Extension Center.

Jay Fisher confirmed the great need for updated facilities at Minot, indicating the North Central Research Extension Center advisory board has affirmed support for the facilities on three different occasions.

Ole Aarsvold told the board that he visited the North Central Research Extension Center during a legislative tour and was greatly concerned about health and safety issues.

Carol Goodman noted that the Learning Center at Langdon is near completion.

Board members talked about including some of the centers in their meeting plans, and it was noted that the board had never been to Williston. During conversation, board members agreed to change the scheduled meeting day from the last Monday of the month to the last Tuesday of the month because of conflicts with Monday meetings.

Sharon Anderson told board members that extension staff have been meeting with county commissioners and working internally to address funding issues and determine needs.

Jerry Doan distributed handouts from Lori Capouch, administrator of the Agricultural Research Fund with several considerations for SBARE relative to ARF committees.

Capouch recommends that a hay producer be added to the animal agriculture/hay granting committee. Carol Goodman agreed to follow up with the Northland Alfalfa Producers group to see if they have a recommendation. Maynard Helgaas suggested the hay producers may be better served if a separate committee was established. Jerry Effertz made a motion to invite interested organizations to the next meeting and table any changes in committee structure until then. Maynard seconded the motion, which passed.

Capouch indicated that Tom Borgen served on the canola granting committee, but now has been appointed to serve as an SBARE member. She would like the policy clarified to prevent any conflict of interest. Following discussion, Jerry Effertz moved that no member of SBARE serve on an agricultural research fund granting committee as a voting member. Vern Mayer seconded the motion, which passed unanimously.

Although Capouch recommended more statewide representation on the new and emerging crops committee, SBARE members were comfortable with the current membership. There was a question about Scott Nelson, who may have moved out of state. Jerry Effertz made a motion to approve the membership of the new and emerging crops granting committee contingent on Scott Nelson's eligibility. Neal Fisher seconded the motion which passed unanimously.

The board discussed membership on the flax granting committee, included in funding distribution for the first time this year, and received recommendation for larger membership. Ken Grafton indicated he would follow up to get additional names for consideration. In the meantime, Jerry Effertz moved to approve the committee as presented. Ole Aarsvold seconded the motion, which passed unanimously.

Neal Fisher made a motion to approve remaining recommended committee memberships as presented. Carol Goodman seconded the motion, which passed unanimously.

Tom Archbold asked it be noted that if a separate hay granting committee is created, match money will be required for funded proposals.

Jerry Effertz made a motion that it be noted that Wade Moser's participation on the animal agriculture granting committee is temporary. Neal Fisher seconded the motion, which passed unanimously.

Ken Grafton presented a summary of proposed distribution of enhancement money for the board's approval. Following discussion, Burdell Johnson made a motion to approve the distribution as presented. Vern Mayer seconded the motion, which passed unanimously.

The board spent considerable time discussing the reorganization of the board and how best to transition a new chair to be prepared for the next legislative session. Because there were questions about term changes (that would need to be changed legislatively), board members did not agree on the chair succession process. Due to the questions and concerns, Randy Christmann made a motion that Jerry Doan continue to chair the board through the next meeting. Tom Archbold seconded the motion, which passed unanimously.

The meeting adjourned at 5:30 p.m.

Recorded by Margaret Olson


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