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Minutes of March 6, 2007 Teleconference

Those in attendance:

  • John Blaine, Special Emphasis Program Manager (SEPM) Disabled, Missoula
  • Paula Gunderson, Chair, Upper Missouri Representative, Choteau
  • Jodi Hastings, Secretary, Lower Yellowstone Representative, Hardin
  • Andrea Ceartin, Federal Women’s SEPM, Glendive
  • Stacy Denny-Eneboe, SEPM Native American/Alaska Native, Conrad
  • Valerie Robertson, SEPM Black, Billings
  • Carlos Rodriques, SEPM Hispanic, Ronan
  • Val Oksendahl, SEPM, Asian American/Pacific Islander, Scobey
  • Julie Sacks, Headwaters Representative, Whitehall
  • David Kascht, Advisor, Bozeman
  • John Bowe Columbia Basin Representative, Deer Lodge
  • Channon Big Horn, Lower Missouri Representative, Sidney
  • Sharon Huber, Advisor, Bozeman
  • John Bowe, Upper Missouri
  • Bart Huber, Advisor, Bozeman
  • Leslie Taylor, State Office Representative, Bozeman

Meeting started at 9:00 a.m.

All members were present. David Kascht introduced the new Public Affairs person, Robert Moler.

Paula. First item on the agenda was to approve the minutes. John Blaine motioned to approve the minutes and Andrea seconded. All approved.

Efficiency Group Update

January 31 February 1 and 2, 2007 the team to study work forces efficiency met. Paula Gunderson, Civil Rights Advisory Committee (CRAC) Chairperson, sat on this committee, representing Montana CRAC. Paula indicated the committee had two charges: 1.) increase efficiency and 2.) Review current structure. The group looked at information gathered from all areas of NRCS, including State, Area and Field offices. Andrea informed the committee Ron Nadwornick had article in MT news, asking for employee feed back. All ideas were discussed at great length and focused on improving work and structure at all levels. Many scenarios were discussed. Chuck Gordon, Acting State Conservationist will review the information at the staff meeting today and get input from them. Decisions will be made on what to pursue or not and forwarded to the Regional Director. April 30th is deadline for material to go to Regional and October 1 is when it will be implemented.

Mentoring Program Update

Andrea wrote letter and suggestions to Chuck Gordon. 53 names who were suggested to be mentors were forwarded to Chuck. He has already reviewed the list of names and selected a number to be invited to the mentoring pilot program. After much discussion, it was decided that the CRAC will draft a letter to the selected folks to invite them to participate in the Montana Mentoring pilot program.

ACTION ITEM Andrea will draft a letter to send to the folks who have been invited to be a mentor. Andrea will forward letter to Paula and then it will be forwarded to committee for review and then to Chuck.

Recruitment Brochure

Val R contacted Tasha Gibby and Doreen Peters to get ideas on the brochure to bring back to the committee. All agreed that even though budget is not good, the brochure idea should move forward. It was suggested they wait for the new Public Relations person to get him involved. Robert is now on board and Val R. will meet with Robert, Doreen and Tasha to get some ideas to move forward. They suggested a recruitment page on the website. Val R. hopes to have visuals and ideas to bring to next meeting.

ACTION ITEM Val R. will meet with Robert and bring information to next meeting.

Time Keeping

Dave Kascht advised the committee to charge time to the benefits to all programs, administration support and infrastructure for Civil Rights Activity work. Dave Kascht and Bart Huber will send message to timekeepers so they can have our time charged correctly. Dave further said to charge our meetings and calls to collateral assignment and time should not be over the amount in our MOUs. Further clarification form David was the following:

Your timekeeper will need to check a box on your time sheet to give you permission to use the "Benefits All Program" program code and the Administrative Support and Infrastructure activity code. Until they do that, it won't show up on the choice list. Bart will be sending out a message soon to the appropriate time keepers requesting that they make the change for all CR committee members. Hopefully that will get done in time to charge for this pay period. However, if doesn't get done this pay period it isn't a big deal - just charge to CTA-General/Program Management and Support in the mean time.

Title 6 and Title 7

Title 6. Customer side will fall under Dave Kascht. Robert will be responsible for Outreach and will have some responsibility with the Native American liaison role.

Title 7. This portion is employee issues and will be handled under Bart Huber. David and Bart will be contacts for training that occurs in the areas, regarding Civil Rights. The CRAC member will actually do the training, with information gathered from Bart and David. CRAC members were advised to work with their Assistant State Conservationist (ASTC) to include Civil Rights training at Area meetings.

ACTION ITEM Bart and David will bring some examples of training items, such as power points and list of websites and videos available at the SO to next meeting. John Blaine will bring information he has used in past trainings for his area.

Exit Reviews

The CRAC committee worked with David White on an exit review form for employees to voluntarily fill out if leaving the agency. The form is mailed to every employee that leaves the agency this includes permanent, temporary, term and student appointments. The only exception is individuals who are at the end of their appointment.

Currently the form is mailed to individuals with a return addressed and stamped envelope. The committee discussed enclosing a letter to let folks know the purpose of the form. We are interested to know if there is something the agency can do to retain our workforce. The committee is also interested to hear how the agency may improve career opportunities. A letter will not change the current procedure; will just inform individuals of how information will be used. The letter will also ensure the response is voluntary and confidential. Sending a letter was motioned by Jodi and seconded by Andrea. All agreed.

ACTION ITEM Andrea will draft an exit review letter and Leslie will review it. The letter will come out to the CRAC for review and Chairperson Paula will forward to Chuck Gordon for approval.

ACTION ITEM Bart will send to Paula the number of folks who have departed quarterly.

Member Reports

Paula. Participated in the efficiency committee meetings. She indicated progress for the 2007 Business Plan is now on the website. She worked with Mary and Andrea to update MCRAC website. Andrea is keeping it updated. Paula forwarded the mentoring letter to Chuck Gordon.

Jodi. Provided list of coworker to be considered for the mentor program. She reviewed for Val R. articles to be submitted for Black History Month.

Andrea. March is Women’s History Month and she will distribute articles weekly in Mt News. Andrea worked with Mary on updating the Federal Womens Program web page. She also participated in the Terry FO appraisal Civil rights Portion. General MCRAC duties of creating the agenda getting out meeting information and working on finalizing the mentor nomination list for the State Conservationist.

John Bowe. January Civil Rights articles were submitted to the Montana NRCS Newsletter.  Topics consisted of Environmental Justice, A History of Martin Luther King, Jr. Day, and the Alternative Dispute Resolution process. John prepared a Civil Rights quiz for a Deer Lodge Field Office staff meeting in February. In our office we sometimes develop quizzes for our co-workers that are derived from our individual skill sets and interests. That month I chose to deliver some additional Civil Rights information.

Channon. Responded to phone call with questions on the matrix how to get a step increase. He also worked with individuals to answer proper email procedures. He is preparing to speak on CR at a number of upcoming meetings.

Julie. Provided information at January Headwaters Area District Conservationist (DC) meeting on the Montana NRCS Civil Rights portion of the website and how to navigate to it. Copies of MCRAC membership and by-laws were also provided to all DCs. Completed annual review of Cooperative Working Agreements and Memorandum of Understanding (MOU) with Jefferson Valley and Mile High Conservation District Boards and also gave a brief review of Environmental Justice, since Butte - Silver Bow County is listed as an Environmental Justice community. Received training from John Blaine during Headwaters Area office appraisal process in February in order to conduct CR portion of Great Falls Area appraisal in 2008. Julie is developing an email list for area high schools and colleges for recruitment purposes. Plan to expand effort to include all headwater area.

Stacy. Forwarded all Montana job announcements to the Special Emphasis Program Manager (SEPM) list serve. Jodi Chopik and Mark Johnson represented NRCS at the Blackfeet community college Career Day. She provided article to MT News on Armed Forces Retirement.

Val Oksendahl. She is getting ready for the Asian American/Pacific Islander month in May. She includes all individuals in her office, including Farm Service Agency (FSA,) in discussions and talks with SEPM posters and so forth. She is working with the girl scouts in Scobey, focusing on reasons to celebrate different diversity. She added in a little community it is important to talk about diversity.

Carlos. He participated in the Hispanic Emphasis Program Manager (HEPM) teleconference meeting. Budget was one of the topics discussed. Indicated there may be 6 students looking for placement. Salish Kootenai College (SKC) had a Senior Students Presentation for graduating students in the Environmental Studies Program. One presentation focused on wildlife habitat development on private lands and the benefits for trumpeter swans. A large focus was on a "Youth for Wildlife" WHIP project in the Mission Valley. NRCS was commended by SKC staff for our outreach efforts and our intern projects with their students as well as our large presence at the meeting. He indicated he would like to attend the HEPM conference and training in August for three days.

Val Robertson . February was Black History Month and she submitted three articles to Montana NEWS. She informed the Yellowstone Conservation District board members of her recent trip to Indianapolis and described her role as Black Emphasis Program Manager. She said civil rights was a good thing to chat about with the districts.

John Blaine. He participated in the Headwater Area appraisal. NRCS did not participate in the UM Career Days, due to lack of budget. John attended a National teleconference with Cliff Denshire. A proposal from the teleconference was Disabled Emphasis Program Managers (DEPM’s) meet with the Hispanic Emphasis Program Managers in Minnesota. He asked if it was possible to attend the meeting.

Budget Discussion

Bart told the group the State that does not have the budget yet for 2007. He also indicated he does not expect that to change in the near future. He said we will be operating under quite a bit less than last year. Many areas of operating are severely limited; therefore, we need to be ultra conservative. We may see three new Student Career Experience Program (SCEP) students. He advised the committee there would probably not have the funds for a face to face meeting in June, but to plan it anyway.

Dave Kascht then asked the group what members have participated in civil right appraisals. He asked as he is going to suggest to the Assistant State Conservationists to use the MCRAC members more. He thinks this will help with consistency on how we look at parity.

Val O. Suggested the Civil Rights committee members be involved in the whole appraisal process. She thinks it would be good to have members understand the whole appraisal process, not just the civil rights portion.

Dave Kascht encouraged the committee to invite Robert Moler to work in the field. Robert is interested in seeing NRCS in action. He wants to get first hand experience with activities that field offices deal with and see projects we are working on. Please consider inviting Robert to your area if you are working on a good project.

Meeting ended at 10:25 a.m.

Sincerely submitted,
Jodi Hastings

Last Modified: 07/09/2007