Steering Committee Membership Policy

Southern Region IPM Center

Steering Committee Membership Policy

On May 23, 2005 a quorum of the SRIPMC Steering Committee met via conference call. This policy was approved at that meeting.

May 2005

Role of the Steering Committee:

The Steering Committee (SC) considers input from the Southern Region IPM Center (SRIPMC) staff, the Advisory Council, and other interested stakeholders to develop and ratify policies in pursuit of the SRIPMC mission:

The Southern Region Integrated Pest Management Center (SRIPMC) fosters the development and adoption of IPM, a science-based approach to managing pests in ways that generate economic, environmental and human health benefits. We work in partnership with stakeholders from agricultural, urban and rural settings to identify and address regional priorities for research, education and outreach.

Policies may include but are not limited to SRIPMC bylaws, program priorities and funding priorities.

Membership expectations:

SC members are engaged in SRIPMC issues throughout the year as events and issues make appropriate. Center staff provides pertinent supporting information to SC members via e-mail, world wide web, conversation, and other methods.

Members are required to attend up to two one-day Steering Committee meetings annually. They are expected to respond quickly to requests for input on scheduling these meeting. In appropriate cases members may send proxies from their organization.

Members are strongly encouraged to attend semi-annual meetings of the Advisory Council.

Members are required to participate in conference calls as needed, with the expectation that these will occur no more than six times annually.

Members may be required to review and approve or reject project proposals or pre-proposals that are submitted on an infrequent and irregular basis to the Center. Timely response is required, and if explicitly stated as such lack of timely response may be interpreted as approval.

Steering Committee Composition:

The Steering Committee comprises representatives of organizations, programs, or perspectives that are important to the work of the SRIPMC. Its composition, described below, may be changed through an act of the Steering Committee itself.

Voting representatives:

Advisory Council leadership (one of either the AC chairperson or AC co-chairperson) (1)

SERA-003 IPM (2)

Grower or commodity organization (1)

Environment / Public Interest organization (1)

1890s Land Grant institutions (1)

Pest Control Operator / Urban IPM provider (1)

Food Processors or similar "downstream" stakeholder (1)

EPA (1)

Southern Region Research and Extension Directors (1)

Pest Management materials companies (i.e., crop protection materials providers) (2, one of which has strong ties to a Resistance Action Committee)

Agricultural IPM consultant or consultant organization (1)

Sustainable Agriculture Research and Education (SARE) program (1)

State Contacts funded by the IPM enhancements Grants Program (1)

IR-4 southern region (1)

Non-voting members:

Office of Pest Management Policy (OPMP) (1)

USDA / CSREES (1)

Membership Terms:

Steering Committee membership varies by the position, as detailed below:

Three year terms

Grower or commodity organization

1890s Land Grant institutions

Food Processors or similar ÒdownstreamÓ stakeholder

Pest Control Operator / Urban IPM provider

Environment / Public Interest organization

Pest Management materials companies (i.e., crop protection materials providers)

Agricultural IPM consultant or consultant organization

Sustainable Agriculture Research and Education (SARE) program

Terms vary according to individual circumstance

SERA-003 IPM - designated by SERA-003 with maximum 3 year term

Advisory Council leadership (chairperson and co-chairperson) – rotates according to AC

EPA – appointed by EPA

Southern Region Research and Extension Directors – self-designated

State Contacts funded by the IPM enhancements Grants Program - designated by the State Contacts as a group no more than 3 years for a particular person

Office of Pest Management Policy (OPMP) - assigned by OPMP

IR-4 program

USDA / CSREES – National IPM Program Leader

Chair and Chair Elect Terms and Responsibilities:

The Steering Committee has two officers, the chairperson and the chairperson-elect. Each position has a one-year term, with terms changing at the conclusion of the last Steering Committee meeting in a calendar year. At the change of term, the chairperson-elect succeeds to the office of chairperson. A new chairperson-elect is elected by the Steering Committee during the last meeting of each calendar year.

The responsibilities of the Chair and Chair-Elect are to:

  • Work with SRIPMC staff in establishing SC meeting agendas
  • Moderate SC meetings
  • Serve as a contact and provide guidance for SRIPMC staff throughout the year, representing the entire SC on matters that require timely consultation.
  • Occasionally represent the Southern Region IPM Center in letters or other communications regarding important issues.

Expenses:

Within the constraints of NCSU policy, the SRIPMC will pay for the following expenses incurred by the SC member during travel to SC meetings:

  • Reimbursement for reasonable expenses incurred for travel by air, train, bus, or automobile, also including shuttles or taxis to and from the airport, train or bus stations.
  • Hotel accommodations including hotel rooms and parking.
  • Food and beverages excluding alcohol.
  • Other meeting expenses such as meeting rooms, AV equipment.
  • Excluded expenses: phone bills, internet connection fees, alcohol, and room service.

Travel expenses will be reimbursed by check sent to the SC member, but some expenses (hotel, dining) may be paid for directly by the SRIPMC.

Lapsed Membership (excusing members):

Members are considered inactive when no communication exists between an SC member and any Center staff in response to SRIPMC business either by e-mail, telephone, or meeting attendance for the period of a year.

Before excusing an SC member, the SC and all SRIPMC staff will be informed by the Center Director and upon the approval of the SC, a letter will be sent to the member informing them of the termination of their membership.

Members may also excuse themselves by submitting a letter to the Center Director, who will then forward the information to the SC. If possible, the departing member is encouraged to recommend a potential replacement.

Representation Contingencies:

If a search for replacements to fulfill each representation category is unsuccessful after attempting recruitment of nominees from IPM stakeholders, IPM Coordinators, SC members, and the SC, the position will remain open until a representative can be found. Some categories of SC membership have only one person who can serve as a representative of their stakeholder group. These positions may remain unchanged indefinitely.

Guests:

The SRIPMC strives to make all decisions using open and transparent processes. All decisions will be made public through appropriate and timely methods. To promote uninhibited discussion guest participation at meetings will not be encouraged except in circumstances deemed extraordinary by SRIPMC staff and/or the Steering Committee.