PACIFIC NORTHWEST COOPERATIVE ECOSYSTEM STUDIES UNIT
EXECUTIVE COMMITTEE MEETING
June 20, 2002
University of Washington College of Forest Resources
Center for Urban Horticulture
Review and Updating of Annual Strategic Plan
Agency Attendees:
Partner Attendees:
Other Attendees:
Agencies/Partners Not attending:
EPA, USFS, USFWS, AK Department of Fish & Game, Tuskegee U, U of Oregon, U of Vermont, Western Washington U
A. Members present agreed to renew unchanged the mission and three-year goals developed in April 2001, as follows:
The Pacific Northwest Cooperative Ecosystem Studies Unit (CESU) is a partnership for research, technical assistance and education to enhance understanding and management of natural and cultural resources.
THREE-YEAR GOALS (2001-2004 (not in priority order))
Establish effective ongoing communication among all partners
Demonstrate success in research, technical assistance and education
Increase minority involvement
Match partners’ needs and expertise
Establish an effective and efficient organization
B. Members present discussed one-year objectives developed in April 2001 and agreed to updates for 2002, giving responsibility to co-leaders Gordon Bradley and Darryll Johnson to assign due dates and lead responsibility for accomplishing each goal, as follows:
ONE-YEAR OBJECTIVES (June 20, 2002-June 30, 2003)
THREE-YEAR GOAL: Establish effective ongoing communication among all members
ONE-YEAR OBJECTIVES:
2001 unachieved objective dropped (members present felt objective is premature) with recommendation that it be reintroduced for discussion at the 2003 executive committee meeting:
"An ad hoc Data Committee will develop a draft data exchange policy that allows data accessibility to the extent possible (e.g., limitation=copyright) and a strategy for developing and maintaining a bibliography of results. "
THREE-YEAR GOAL: Demonstrate success in research, technical assistance and education
ONE-YEAR OBJECTIVES:
THREE-YEAR GOAL: Increase minority involvement
Members present reported that accomplishments under this goal that were not listed out as specific 2001 objectives included: (a) ongoing collaboration with the AK Native Science Commission and (2) cooperative agreement signed between Tuskegee University and Oregon State U.
THREE-YEAR GOAL: Match partners’ needs and expertise
ONE-YEAR OBJECTIVES:
THREE-YEAR GOAL: Establish an effective and efficient organization
ONE-YEAR OBJECTIVES:
1. By October 1, 2002, PNW-CESU co-leaders Gordon Bradley and Darryll Johnson will distribute via email to all partners and agencies the draft documents, approved with amendments by members present, outlining "executive committee operating principles," "project summary reporting form," and "addition of new members to the PNW-CESU." [Attachments A, B, and C.] Upon approval by all members, these documents will be published on the PNW-CESU website.
2. By October 1, 2002, PNW-CESU co-leaders Gordon Bradley and Darryll Johnson will distribute via email to all agencies the draft document, approved with amendments by agency members present, outlining "composition of the manager's committee." [Attachment D.] Upon approval by all agency members, the document will be published on the PNW-CESU website.
3. By October 1, 2002, PNW-CESU co-leaders Gordon Bradley and Darryll Johnson will distribute via email to all partners and agencies draft documents developed by members present outlining "expected level of agency/partner participation," and "responsibilities of brokers." [Attachments E and F.] Upon approval by all members, these documents will be published on the PNW-CESU website.
4. By December 31, 2002, PNW-CESU co-leaders Gordon Bradley and Darryll Johnson will direct the development of a narrative strategic plan document, incorporating the mission, goals, and objectives developed at the April 2001 and June 2002 executive committee meetings and formulating key research, training, and education issues in the region that would benefit from the PNW-CESU's collaborative, multi-agency/multi-partner resource perspective.
5. By December 31, 2002, PNW-CESU co-leaders Gordon Bradley and Darryll Johnson will set date and format of 2003 combined executive committee/manager's committee meeting, incorporating formats suggested by members present: (a) field trip; (b) mini-symposium showcasing "success stories"; (c) location near airport; (d) half-day executive committee meeting followed by half-day manager's committee meeting.
6. By January 1, 2003, each partner institution's broker will provide information on financial/administrative procedures re: cooperative agreements and make this available on the PNW-CESU website.
Attachment A: PNW-CESU Executive Committee Operating Princlples
Purpose/Structure
1. The purpose of the Executive Committee is to guide the work of the PNW-CESU.
2. The Executive Committee consists of one representative from each agency member and one representative from each partner institution member.
3. The Executive Committee will meet at least yearly.
Responsibilities
1. Agency members of the Executive Committee are responsible for ascertaining and coalescing research needs from within their agency and bringing these needs, as appropriate, to the PNW-CESU. All research, education, and technical assistance conducted under the auspices of the PNW-CESU must be handled through the appropriate agency executive committee member or designated broker.
2. Partner institution members of the Executive Committee are responsible for ascertaining and coalescing research, education, and technical assistance expertise within their institution and making this information available to the PNW-CESU.
3. The PNW-CESU co-leaders (one agency Research Coordinator resident at the Host University and one academic representative from the Host University) are responsible for the day-to-day management of the PNW-CESU.
4. All members of the Executive Committee commit to keeping pertinent information about their organization's needs and expertise up-to-date on the PNW-CESU website.
5. All members of the Executive Committee will attend the committee's annual meeting or send an appropriate representative to the meeting.
Decision Making
1. The Executive Committee is responsible for brining recommendations to the co-leaders regarding overall management of the PNW-CESU. The committee will:
a. Determine criteria for membership in the PNW-CESU
b. Guide and refine processes for keeping members informed and up-to-date
c. Other topics as appropriate
2. The co-leaders are members of the Executive Committee. In addition to their membership on the committee, the co-leaders are responsible for convening meetings, preparing meeting agendas and materials, and keeping committee members informed.
3. The Executive Committee will, whenever possible, operate on a consensus basis. If consensus is not possible, a simple majority can carry a decision or recommendation forward (with the exception of number 4, see below). Any decision or recommendation or recommendation carried forward without consensus will include information about the dissenting arguments.
4. All PNW-CESU members must approve admission of new partners or agencies to the cooperative agreement. This means that all members of the Executive Committee either support, or will not object to, decisions on new membership applications.
Attachment B: Project Reporting Summary Form
Project Summary--PNW Cooperative Ecosystem Studies Unit
To be used only for projects being initiated -- Not to be used for Task Agreement Modifications
Return to: Gordon Bradley, Co-leader, PNW CESU, College of Forest Resources, Box 352100, University of Washington, Seattle, WA 98195-2100.
Fax: 206-685-9790. Email: gbradley@u.washington.edu
Task Order #:
Project Title:
Federal Agency Participant(s):
University Partner(s):
Student Involvement:
Type of Project: (check as many as apply)
Research______ Technical Assistance______ Education______
Effective Dates:
Funding Amount:
Project Discipline(s)/Fields:
Location(s) of Project Activity:
Principal Investigator(s): name address, phone, email
Federal Agency Project Technical Representative (name, address, phone, email)
Project Abstract:
Project Products/Deliverables with Completion Dates: (technical report, journal article, workshop, etc.)
Key Words:
Attachment C: Addition of New Members to the PNW-CESU
I. SUMMARY
The PNW-CESU Executive Committee herein delineates the policies pertaining to the application process for admission of additional members. The addition of new federal agency or partner institution members must be approved by all PNW-CESU Executive Committee members. Consistent with Article III.C of the Cooperative Agreement, new members will be added through amendments to the agreement. And, "Amendments shall be in writing, signed, and agreed to by all signatories to this agreement.
II. APPLICATION PROCESS
Prospective members, whether solicited or unsolicited, are requred to provide the appropriate application materials described below. The prospective member must have a sponsor that is currently a member of the PNW-CESU Executive Committee.
A. APPLICATION MATERIALS
1. A federal agency seeking PNW-CESU membership must submit to the PNW-CESU a letter of interest stating that their agency is currently a member of the national CESU Council and that they are prepared to pay a one-time award of $10,000 to the Host University. This letter must also confirm that the applicant has read the PNW-CESU Cooperative and Joint Venture Agreement and agrees to abide by all the responsibilities and expectations of federal agency members.
2. Organizations or academic institutions seeking PNW-CESU membership as a partner institution must submit to the PNW-CESU a letter of interest, in which they confirm that they have read the PNW-CESU Cooperative and Joint Venture Agreement, that they will joint at the level of the full institution, and that they agree to abide by all of the responsibilities and expectations of partner institution members.
(a)In addition a prospective partner institution member must submit a written response to the five elements listed below:
i.) a contact person, along with that that person's title, address, phone number, fax, and email address\
ii.) a list of programs relevant to federal land managment, environmental and research agencies, including the degrees offered and the number of graduate students in each program
iii.) a list and brief description of faculty with expertise in disciplines and interdisciplinary work relevant to federal land management, environmental and research agencies (do not submit vitae).
iv.) A list and brief description of relevant facilities and equpment,
v.) A description of the actual, assessed overhead rate (not to exceed 15%) to be charged and cost items to which the rate is applicable for activities conducted through the CESU, including research, technical assistance, and educational services.
(b)A non-academic institution applicant should submit, in addition to the letter of interest, a written response to the three elements listed below:
i.) a contact person, along with that person's title, address, phone number, fax, and email address,
ii.) a brief description of research, technical assistance, and educational services to be offered to federal land management, environmental, and research agencies, and
iii.) other information relevant to CESU Network objectives.
4. After receipt of these materials, the Executive Committee will consider the nomination.
III. ADMISSION DECISIONS
The materials described above will be collected by the PNW-CESU and distributed to all Executive Committee members. The vote on acceptance can be conducted at an Executive Committee meeting or by surface or email. Federal agency nominees and institutional partner nominees are elected to membership only by unanimous vote of the Executive Committee.
The PNW-CESU office, located at the Host University, will coordinate interaction with the national CESU Council to prepare the appropriate amendment to the PNW-CESU Cooperative and Joint Venture Agreement. This amendment must be signed and agreed to by all signatories to the Agreement and the joining member. Following acquisition of signatures and the CESU Council's concurrence, the PNW-CESU will issue a formal letter of acceptance welcoming the new partner and will distribute the amended agreement to all PNW-CESU members.
Attachment D: Composition of the Managers Committee
[Every CESU is required to organize a Managers Committee to provide general advice and guidance and to assist in its evaluation from the viewpoint of the federal agency members. In the PNW-CESU proposal submitted by the Host University and its partners, it was stated that the federal agency members of the Executive Committee should also serve as members of the Managers Committee. The proposal is silent on any additional participation in the Managers Committee.]
DRAFT APPROVED BY AGENCY MEMBERS PRESENT AT JUNE 2002 EXECUTIVE COMMITTEE MEETING:
Federal agency members of the Executive Committee will also service as members of the Managers Committee. Each federal agency member will also have the option of inviting one additional representative from that agency to the Managers Committee meetings, which will be held annually, immediately following the Executive Committee meeting.
Attachment E: Expected Level of Agency/Partner Participation
Each agency and partner member will identify a broker. The broker may be the same individual serving as the member representative on the Executive Committee.
Each agency and partner member must demonstrate long-term commitment to the PNW-CESU.
Each agency and partner member must provide timely response (within 2 weeks) to PNW-CESU administrative communications.
Each agency and partner member must participate in meetings. If Executive Committee member cannot attend a meeting, an appropriate representative must be designated to attend the meeting.
Attachment F: Responsibiliites of Member's Designated "Brokers"
Agency brokers must be able to articulate how to get a project through PNW-CESU according to the procedures and rules of their respective agencies and to provide appropriate contact information.
Partner brokers must be able to articulate the procedures and rules of their respective insitutions with regard to research, training, and technical assistance projects conducted through the PNW-CESU at their institution and to provide appropriate contact information.
Agency brokers must be knowledgeable about research, training, and technical assistance needs of their agency and represent these to PNW-CESU members.
Agency and partner brokers are responsible for "internal marketing" of PNW-CESU opportunities.
Agency and partner brokers are responsible for providing up to date information and links to keep PNW-CESU website current.
Partner brokers are responsible for reporting (on the project summary reporting form available on the PNW-CESU website) projects funded through the PNW-CESU.
Some additional notes you might want to use for cover letter:
Flip chart Manager's Committee ideas:
· Committee responsible for: general advice/guidance/evaluation/cross-fertilization/promote and encourage cooperation
· For cross-fertilization, convene as necessary
· Should, however, meet at least annually, in conjunction with Executive Committee
· Managers and Executive Committees should "piggyback" on NW Forest Plan.
Reporting Form (project summary): Some discussion of peer review problems.
Flip chart ideas re: reporting in general
· How to ensure forms are really filled out?
· Make clear that CESU projects are not contracts but are cooperative agreements
· CESU "label" should appear on cover of all coop agreement projects
· Advantages to standardized template task agreement?
· Need cross references to other task agreements
· Clarify and use consistently the terms "partner" and "agency"
· Brokers to consult re matters of interagency cooperation
· Clarify that agency/partner connections are direct and not conducted through host university
Flip chart ideas re: PNW Forest Plan
· Membership on management committee, since most participating agencies already in PNW-CESU
· Third category of PNW-CESU membership [multi agency groups[
· How long will plan exist; fit with long term commitment criteria?
· Issues with funding need to be addressed
· Education/tech transfer?