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WV NRCS Civil Rights Committee

FY 2005 2nd Quarterly Meeting at Mt. Clare Service Center
February 15, 2005, 10:30 a.m.

Present:

  • Carlos Cole, Civil Rights Advisory Committee Chairperson
  • Bryan Lee, General Member from the State Office
  • Barbara Broxterman, Federal Women’s Program Manager
  • James Dodson, Black Emphasis Program Manager
  • Vickie Scott, American Indian/Alaskan Native Program Manager
  • Rex Gardner, General Member from the West Area
  • Marvin Kerr, Disability Employment Program Manager
  • Leslie Sears, General Member from the South Area
  • Charlotte Wertz, Advisor

Meeting opened at 10:35 a.m.

Carlos Cole recommended the minutes from the last meeting be accepted. Vickie Scott made a motion to accept the minutes. Bryan Lee seconded the motion. The motion passed.

The WV Civil Rights website, located on the WV NRCS home will be maintained by Carol Lagodich, and backed up by Diana Doerr. Bryan Lee passed out a guideline from Carol Lagodich, regarding the submission of documents to Carol for posting on the web site. Bryan briefed the members on some highlights from the guideline.

Charlotte Wertz discussed the results of the Civil Rights review. Overall the review went well. The following were items that needed corrective action:

  • Posters - Some offices put up the new posters that were sent, but neglected to take down the old posters that the new posters updated. Compliance posters must be displayed in a neat, and organized fashion, with the old, outdated poster removed, and the new, updated poster displayed in its place.
  • Position Descriptions – When the Civil Rights Review Team asked employees to view their position descriptions, many employees did not know where their position description was. All employees must have a current position description, and a current/up to date cover sheet. Within 6-9 months all position descriptions must be completed for all employees – Human Resources will provide training for everyone. Supervisors must take a more active role in working with those whom they supervise regarding their position description, keeping it updated, and recommending training to enhance job knowledge.
  • Building & Site Assessment - Each office submitted the results of their Building & Site Assessment before the Civil Rights Review Team arrived. Bill Doerr reviewed all the returned assessments and they were sent to NHQ on 1/21/05. Marvin Kerr requested copies of the building & site assessment results from each office. Charlotte Wertz agreed to supply Marvin with this information. It was noted that if a leaseholder will not make the building assessable and in compliance – then the office must relocate to another building.

Lillian Woods recommended that James Dodson and Carlos Cole receive recognition for the exemplarily assistance they provided the Civil Rights Review Team.

The CRAC’s responsibilities regarding the State Business Plan were discussed as follows:

  • The Affirmative Employment Plan (AEP) is due by the end of March. The CRAC will get with Larry Sargent at a special meeting to help complete this report.
  • The SEPM’s have their own reports to complete for NHQ and will need a copy of the DN-714 to fill out the required reports. This is confidential information and only the SEPM’s that need this information should get a copy. NHQ has already sent this information out to some of the SEPM’s.
  • Charlotte Wertz will provide the training requests, and approval/disapproval information in an upcoming meeting, for the CRAC review.
  • The review of the awards given in FY-03 did not show any obvious favoritism in relation to Civil Rights but the CRAC will review the FY-04 awards as a comparison. Larry Sargent will provide the complete report on the Awards given for FY-04 at an upcoming meeting.
  • The new STC will talk to the committee regarding the Long Range Strategic Plan for USDA Service Centers in Historically Underserved Communities, in lieu of Lillian Woods. Carlos Cole recommended that Lillian Woods be formally acknowledged for her support to the Civil Rights Committee.
  • Casey Shrader, Barbara Broxterman, Carlos Cole, and James Dodson will be attending the SEPM Diversity Training Conference in Reno Nevada. As the travel budget is low this year, travel expense for the trip to Nevada will come out of special funds and not individual area funds. The department is currently waiting on approval from NHQ, once this is received, Beth Bishop will be able toissue an authorization number – which is needed to reserve airline and hotel reservations.
  • Vickie Scott was elected as the new Chairman for the Mentoring Program. She will try to compile a policy and recommendation list for a new/revived mentoring program by the next meeting (hopefully before Lillian Woods leaves). Vickie recommended that the Mentoring Program be brought to the forefront as there are many employees who will be retiring within the next 5-10 years. Barbara Broxterman, Rebecca MacLeod and Bryan Lee will assist Vickie.
  • Vickie Scott will attend the next State Staff meeting. The SEPM’s will rotate this responsibility. The SEPM’s main responsibility is to inform the principle staff of any updates within the CRAC program. Once the SEPM member givesthe report or agenda, they may leave – they do not have to stay for the entire staff meeting.

The SEPM’s were reminded that they have an annual budget of $1,000 to be spent on books, posters, and other promotional items. This budget is not to be spent on food, catering, travel, etc. They do not need prior approval before spending, but must remember to stay within the guidelines.

Barbara Broxterman recommended reserving a conference room to unite all NRCS & maybe RC&D and Conservation District female board members in the state of West Virginia for a meeting to get feed back from these female employees. Barbara would like to highlight female farmers and landowners with hands on experience to relay their unique and challenging accomplishments. The time, place, and other details will be discussed at the next meeting.

The third quarter CRAC meeting will be on May 11, 2005 at 9:00 a.m, via teleconference.

Barbara Broxterman questioned whether bulletins and posters were required to be sent to each office for the FWP. She was advised that a bulletin is required, but the poster(s) is optional. It is possible to download posters and print with the new printers that will accommodate up to an 11 X 17 size poster.

Barbara Broxterman recommended possibly consolidating the entire SEPM library – more discussion will follow at upcoming meetings.

At 12:30 p.m. Marvin Kerr moved that we adjourn the meeting, Barbara Broxterman seconded the motion. Meeting adjourned at 12:30 p.m.

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