Title 330 – General Manual

Part 480 - Committees

Subpart A - Policy

OH480.1 Purpose.

The purpose of this issue is to list and explain NRCS-Ohio policy with respect to committees with statewide responsibility. It also names Ohio standing committees and states each committee’s responsibilities.

OH480.2 Policy.

1. A committee with statewide responsibility can only be established by the State Conservationist. All committees function under the leadership of a chairperson who is appointed by the State Conservationist.
    
2. Before a new committee is established, a review of existing committees and their functions will be made to ensure there is no duplication of efforts and responsibilities.
    
3. Ad hoc committees may be established by the State Conservationist to address concerns which are specific and of short duration.
    
4. Subcommittees may be established within a standing committee to work on special projects and activities. Committee chairpersons are responsible for establishing subcommittees and abolishing them as needed.
    
5. All standing committees, their respective periods of appointment, and a brief purpose statement are outlined in 330-GM, Part OH480.4.
    
6. Following are steps to be taken when considering the establishment of a new standing committee:

1. A review of the functions of existing committees will be made by the staff person wishing to establish a committee to assure there is no duplication.
    
2. A justification or reason for establishing a new committee will be prepared.
    
3. Functions and responsibilities of the proposed new committee are then prepared.
    
4. The staff person wishing to establish the committee should also make recommendations as to the makeup of the membership and the period of their appointment.
    
5. The justification, outline of functions and responsibilities, a list of members, how often the committee might need to meet, etc. is then presented to the State Conservationist for approval.
    
6. Upon approval of a new committee by the State Conservationist, a letter appointing each member and outlining the purpose, functions, and responsibilities of the committee is prepared for the State Conservationist’s signature by the staff member who will serve as resource contact.
    
7. The staff person who proposes the creation of the new committee is responsible for updating 330-GM, Part OH480.4 in consultation with the State Conservationist.

7. Following are the procedures for abolishing a committee:
    
   1. Cancellations of an ongoing committee with statewide responsibilities can only be approved by the State Conservationist.
       
   2. The appropriate staff person recommends in writing to the State Conservationist to abolish a committee.
       
   3. Recommendation will include reasons for abolishing the committee and a proposed effective date.
       
   4. If the State Conservationist agrees, all members of the committee to be abolished will be notified by the resource contact or staff member.
       
   5. The 330-GM, Part OH480.4 will be updated to remove an abolished committee by the resource contact or appropriate staff person in consultation with the State Conservationist.

OH480.3 General.

1. The State Conservationist will appoint the committee chairperson from recommended committee members.
    
2. The appointment as chairperson will be for a 2-year term or as specified in the appointment letter.
    
3. The State Conservationist will assign a resource contact person for each committee.  In most cases, the State staff member who has been designated responsibilities for the particular activity or function will serve in this capacity. Resource contact persons will assist the chairperson when needed in carrying out committee operations.
    
4. Committee membership appointments are made by the State Conservationist and are usually for 2 years. The State Conservationist may occasionally make temporary appointments of resource persons to committees to address a specific need or activity which does not warrant a full-term membership appointment.
    
5. Committee representation will include SWCD, ODNR, and Ohio EPA employees where appropriate. 
    
6. A listing of current committee members will be attached to the State Business Plan each fiscal year.
    
7. Chairpersons are responsible for preparing and distributing a meeting agenda to all committee members prior to each meeting.
    
8. Brief minutes will be prepared, along with any committee recommendations, and provided to the State Conservationist prior to any other distribution except to committee members. The committee chairperson will appoint a recorder to take notes during the meetings. (Recorders should refer to the National Correspondence Manual, Part 529 for guidance on taking minutes.) One copy of the minutes will be designated as record and will be forwarded to the appropriate State office staff for filing and/or action.
    
9. Ohio standing committees are expected to gather all necessary information, consider alternative actions, and make a decision on which alternative action will be recommended to the State Conservationist.
    
10. The committee chairperson will see that all necessary correspondence is prepared for the State Conservationist’s signature to implement recommendations.
     
11. If a directive needs to be prepared or revised as the result of a recommendation, the committee chairperson and the committee resource contact will prepare it in draft form for routing and comments. The State Conservationist may also assign additional responsibilities to staff as needed.

OH480.4 Committees and responsibilities.

(Cross-references are provided where more detailed information is contained on a specific committee).

1. Safety and Health Committee.

 
1. The Safety and Health Committee evaluates all accident reports to determine causes and preventive measures. Further, the committee recommends disciplinary or pecuniary liability and changeability to the safe driving record.
    
2. This is an ad hoc committee. It meets as needed to carry out its responsibilities.
    
3. Members are to be appointed for 2-year terms by the State Conservationist.  Membership will include a representative from the ODNR-Division of Soil and Water Conservation when an SWCD employee is involved in an incident.
    
4. The State Administrative Officer will serve as resource contact to this committee.



2. Civil Rights Advisory Committee.
    
   1. The Civil Rights Advisory Committee provides guidance and recommendations to the State Conservationist to help ensure that employees understand USDA-NRCS policies with respect to Equal Employment Opportunity, Civil Rights, and Affirmative Action. The committee is responsible for assessing and making determinations of whether concerns are being handled in an effective, positive, and constructive manner. Responsibilities of the committee also include providing input toward the development and implementation of Ohio’s Affirmative Employment and Civil Rights Implementation Plans. The committee, through its network, is responsible for maintaining open channels of communication with all employees. The committee provides recommendations to the State Conservationist to help ensure that all employees understand and utilize this program.
       
   2. Members are appointed from various grade levels, positions, gender, administrative unit, and ethnic groups to serve 2-year terms.
       
   3. Standing members of the committee are the Asian Pacific American Employment Manager (APAEM); Black Employment Program Manager (BEPM); Disability Employment Program Manager (DEPM): Disabled Veterans Employment Program Manager (DVPM); Federal Women’s Program Manager (FWPM); Hispanic Employment Program Manager (HEPM); and Native American
      Employment Program Manager (NAEMP).
       
   4. Within the committee’s structure, special emphasis program managers may organize subcommittees to assist them with the development and implementation of specific projects and activities.
       
   5. Resource contacts for the Civil Rights Committee are the Human Resources Manager and
      State Civil Rights Liaison.
       
   6. The committee is supported by ten civil rights representatives who are under the guidance of the committee and are responsible for conducting field office compliance reviews, responding to civil rights related questions, and providing training to field employees.
       
   7. This committee will generally meet quarterly.
       
   8. Cross Reference: 230-GM, Part 404.
   
   
   
3. Geographical Information Systems (GIS) Committee.

 
1. The purpose of this committee will be to provide assistance and recommendations to the State GIS Coordinator related to GIS implementation in county, area, and project offices. The committee will promote partnership efforts for the effective and efficient use of GIS technology. The committee will consider and coordinate GIS initiatives with conservation partners for effective and efficient use of GIS technology.
    
2. This committee functions as an ad hoc committee. Meetings are scheduled quarterly.
    
3. Members are appointed for 2-year terms by the State Conservationist.
    
4. The State GIS Coordinator will serve as the resource contact.

 
4. Plant Materials Committee.

 
1. This committee reviews and makes recommendations to the State Conservationist regarding the Plants Materials Program.
    
2. The Plant Materials Committee is appointed by the State Conservationist .
    
3. Members are appointed for 2-year terms by the State Conservationist.
    
4. The State Agronomist serves as the resource contact to the committee.
    
5. Cross Reference: National Plant Materials Manual (190-V-NRMM), Part 540.24, Subpart C.

 
5. Research Committee.
    
   This ad hoc committee will assist the State Conservationist in the coordination of communication between research agencies and NRCS in Ohio. The committee is responsible for identifying research needs requiring State and national consideration and to monitor the acceptance of research findings.
    
   2. The chairperson will prepare a biannual report for transmitting to the Chief of NRCS by September 15.
       
   3. Members are appointed for 2-year terms by the State Conservationist.
       
   4. The State Resource Conservationist will serve as the resource contact.
       
   5. Cross reference: National Instruction No. 450-303.  
       
6. Employee Development Committee.

 
1. The purpose of this committee is to provide guidance and make recommendations to the State Conservationist to help ensure that training efforts lead to the accomplishment of a better trained work force. The committee will collect and analyze information to support its recommendations.
    
2. Members are appointed for 2-year terms by the State Conservationist.
    
3. This committee generally meets three times each year.
    
4. Resource contacts for the committee are the Ohio Training Officer and Human Resources Manager.
    
5. Cross reference: 360-GM, Part OH410.
    
7. Rainwater and Land Development Committee.

 
1. The purpose of this committee is to update, revise, and improve the Rainwater and Land Development Manual.
    
2. Members are appointed for 2-year terms by the State Conservationist.
    
3. Representation will include NRCS employees, as well as employees of ODNR, SWCDs, and Ohio EPA.
    
4. This committee will convene on an as-needed basis.
    
5. The State Conservation Engineer will serve as the resource contact.

 
8. Information Technology (IT) Committee.

 
1. This committee will review State and field office automation efforts and make recommendations to the State Conservationist regarding the improvement of office automation activities.
    
2. Members are appointed for 2-year terms by the State Conservationist.
    
3. The committee will meet quarterly as a minimum.
    
4. The State Soil Scientist will serve as advisor and the Assistant State Conservationist for Operations will serve as resource contact to the committee.

 
9. Awards Committee.

 
1. This committee will review, plan, and carry out the annual NRCS Employee Recognition Conference or other appropriate awards function for each year.
    
2. Members are appointed for 2-year terms by the State Conservationist.
    
3. The committee is responsible for selecting the venue, organizing the agenda, planning the meals, arranging for the delivery of the awards, and all other characteristics involved in hosting an awards ceremony.
    
4. The committee will work with the State Conservationist to recommend the annual awards budget for the State.
    
5. This committee is made up solely of Ohio NRCS employees.  At least one member of each of the five administrative areas will serve on the committee along with the State Conservationist or representative.
    
6. Cross reference: 360-GM, Part OH414.
    
7. The committee is to follow the Employee Recognition Timeline found in General Manual Title 360, Exhibit OH414.64.
    
8. The Human Resource Manager will serve as resource contact to the committee.

 
10. Technical Guide Committee.
     
    1. This committee is responsible for developing adequate guidelines for the preparation of technical improvement for field office technical guides. The guidelines shall be suitable for use in Ohio and will be written NRCS policy. The committee will advise the State Conservationist of needed changes in NRCS policy.
        
    2. Members are appointed for 2-year terms by the State Conservationist.
        
    3. The State Resource Conservationist serves as the resource contact to the committee.
        
11. Field Operations Committee.

 
1. The committee will have oversight and evaluation of policies, programs, and procedures that directly affect field operations and program delivery. The committee will continually look for ways to reduce or manage the field office workload.
    
2. The committee will make recommendations on new and existing policy, procedures, and program delivery to determine implementation and tasking of methods. The committee will summarize recommendations and report directly to the State Conservationist.
    
3. This committee is made up solely of Ohio NRCS employees. The committee will consist of area and field office employees, two per area, and at least one of the two per area must be from the field office. There will be one representative from the State office who will be appointed by the State Conservationist. Members of the committee will serve a 2-year term.
    
4. The chair of the committee will be an Assistant State Conservationist for Field Operations.
    
5. The committee should meet once per quarter or as often as they deem necessary
   
   
   (330-GM, Amendment OH27, May 2005)

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