One Hundred Sixty-Fifth Meeting

September 23, 2002

Baltimore, MD


  1. Call to Order and Introductions - Ian Gray
  2. Members Present: J. Ian Gray, Michigan State University; Tom Payne, University of Missouri, Phil Larsen, University of Minnesota; Ken Grafton, , North Dakota State University; Marshall Martin, Purdue University; Kevin Kephart, South Dakota State University; Forrest Chumley, Kansas State University; John Gardner, University of Missouri; Bert Stromberg, University of Minnesota; Wendy Wintersteen, Iowa State University; Mary Ann Lila, University of Illinois; Sarah Greening, University of Minnesota; Jan Bokemeier, Michigan State University; Mary Ann Rozum, USDA/CSREES; Dale Vanderholm, University of Nebraska; Darrell Nelson, University of Nebraska; Dave Benfield, Ohio State University; Bill Ravlin, Ohio State University; Steven Slack, Ohio State University; Gary Cunningham, CSREES; Daryl Lund NCRA Office.

    Introduced New Associate Director: Ken Grafton, North Dakota State University

  3. Approval of the July 2002 Minutes - Ian Gray
  4. The minutes of the July 2002 meeting were passed unanimously (available at http://www.wisc.edu/ncra/July2002.htm).

  5. Adoption of Agenda - Ian Gray
  6. See additions 8.2, 8.3, 8.4 - Approved

  7. Executive Committee Report and Interim Actions of the Chair - Ian Gray
  8. Accepted

  9. Executive Director's Report - Daryl Lund - Accepted
  10. 5.1 NIMSS Update

    5.2 NRSP Procedures Ad Hoc Task Force Report

    NCRA supports the recommendations of the Task Force and looks forward to reviewing specific language for the NRSP guidelines.

    5.3 Relationship with Midwest Association State Departments of Agriculture (MASDA)

    5.4 Integrated Activities

    5.5 NCRA Office

    5.6 Update on Seed/Crop Variety Policy as an Intellectual Good - John Gardner/All (Please refer to 1999 survey by Dr. George Ham found at http://www.wisc.edu/ncra/varietysum.htm and revised 2002 survey found at http://www.wisc.edu/ncra/varietysum2002.htm)

    Please complete the survey as soon as possible.

    5.7 Miscellaneous
      1. AA Training
      2. Policy on Project Numbers

        Approved the recommended language.

      3. Midterm Review of NRSPs
      4. The new guidelines should address this issue.

      5. Annual Reports from NC Projects
      6. Discussion: Can a check box be added to the SAES-422 to link to the minutes of the meeting?

      7. Coordinated Multi-State Research Framework (Please see http://www.wisc.edu/ncra/RPA.htm)

      8. Project Termination Reports
      9. Approved the recommended language

    1. ESCOP Report
    2. 6.1 ESCOP Activities - Daryl Lund for Virginia Clark-Johnson

      6.2 Budget and Legislative Subcommittee - Steve Pueppke/Kevin Kephart

    3. Nominations Committee Report - Phil Larsen - Approved
    4. Other
    5. 8.1 1994 Tribal College Representation - Phil Larsen

      8.2 Sun Grant Initiative - Kevin Kephart

        Senator Dashle will introduce a bill on 9/25/02 authorizing the Sun Grant Initiative. Total authorization, if passed will be from 2003-2020 for $100 million. The money is to be distributed equally to the five regions with no more than 25% being retained by each center, the balance being used in a competitive grants program.

        There are two categories of projects proposed for Sun Grant funding: (1) research, education and extension technology development grants and (2) integrated research, education and extension implementation grants. The indirect cost for the funds that remain in the center (# 25%) shall not exceed 19% and may not recover indirect cost on the competitive grants from the center ($ 75% of funds received by the center). The grants funded by the center shall not exceed 5 years and full indirect cost may be charged by the grantee institution. Goals for the program include biobased products industries by 1/1/08, biobased transportation fuels production industry by 1/1/13 and hydrogen production systems for biobased products by 1/1/18.

      8.3. Advocacy Organization - Tom Payne

        The BAC has recommended an advocacy organization for the BAA Budget recommendation. Negotiations to secure their services are proceeding.

      8.4 Soybean Rust - Steve Slack

        The NCRA adopted a strategy of forming a NC-500 series project on soybean rust, a disease that is already present in soybean crops in Brazil. Steve Slack was appointed AA and will take the lead in getting this group together.

      1. Resolutions - Daryl Lund

        Unanimously adopted a resolution thanking Madelyn Alt for her 7.5 years of service to the NCRA

      1. Announcements
        1. NASULGC Meeting – Chicago, IL - November 10-12, 2002

          NCRA Meeting - Kansas City, MO - March 11-13,2003

          North Central Region Summer Meeting - Purdue University, West Lafayette, Indiana- July 9-11, 2002

          New Dean, Director, Administrator Orientation Conference - Washington DC, December 10-11, 2002

          Administrative Advisor Virtual Training (including NIMSS):

      October 9, 2002 11-12 AM EDT (10-11AM CDT)

      October 10, 2002 11-12 AM EDT (10-11AM CDT)

      October 15, 2002 11-12 AM EDT (10-11AM CDT)

      October 16, 2002 11-12 AM EDT (10-11AM CDT)

      11.0 Summary and Review of Assignments - Ian Gray




      Agenda Item: 5.0

      Presenter: Daryl Lund

      Title: Executive Director's Report

      Background Information:

      1. NIMSS Update – Initially NCRA was going to submit the renewal proposals for NC projects that terminate September 30, 2002 in the old format. However, CSREES began accepting the renewals through NIMSS and all the NC projects that were up for renewal were hastily converted into the NIMSS. In addition, CSREES developed a form letter for all addenda to projects. The letter is now on NIMSS and covers three addenda: (1) Add an institution, (2) Approve different objective, and (3) For information only. Nikki Nelson and Judy Sun handled the transition very well and are responding to questions as they arise.
      2. NRSP Procedures – ESCOP Chair Richard Heimsch appointed a Task Force to review all procedures concerning National Research Support Projects (NRSPs). Gary Lemme and the NC ED were on the TF from the NC Region. The report of the Task Force is on the ESCOP homepage as a part of the agenda brief for the meeting in Baltimore. The plan is to have the recommendations discussed at the regional meetings in Baltimore and then have the National Multistate Coordinating Committee (NMCC) make final recommendations at their meeting in early October in Madison. Two significant issues for discussion include the recommendation to form a National Advisory Committee (NAC) and the timeline for renewal and review of NRSPs.
      3. Midwest Association of State Departments of Agriculture (MASDA) – We have tried to develop a liaison relationship with MASDA. The idea is to have the Experiment Station Director in the state in which MASDA meets in the summer serve as the liaison from NCRA to MASDA and conversely have the Agriculture Commissioner/Secretary in the state in which NCRA holds its summer meeting serve as the liaison to NCRA. Thus far this relationship has not functioned. I know that the Secretary of Agriculture from neither South Dakota nor Minnesota attended our summer meeting.
      4. Current officers for the informal MASDA group are Secretary Jamie Clover Adams of Kansas, current president, and Commissioner Roger Johnson of North Dakota, president elect (takes office October 1, 2002). Their next meeting is July 12-16, in Fargo, North Dakota. That would make Pat Jensen our representative to MASDA, and, if MASDA cooperates, the Secretary from Indiana would be MASDA’s liaison to NCRA.

      5. Integrated Activities - The opportunity to have an Extension Director update NCRA on extension plans, initiatives and priorities at the summer meeting did not occur due to limitations on travel budgets. The ad hoc committee is continuing to work on getting the two Associations more informed about issues of mutual interest. Communication with the Associations of State Program Leaders in the four program areas (Agriculture and Natural Resources; Community, Natural Resources and Economic Development; 4-H and Youth Development; and Family Living Programs) may be a more reasonable approach to opening dialogue. Efforts will continue.
      6. NCRA Office – We are fortunate that we have secured the services of Nicole Nelson on a temporary basis as office administrator. She has adapted and adopted very well to the duties and vagaries of this office. In the meantime we are vigorously pursuing the conversion of the position from classified staff to academic staff.
      7. Nikki has spruced up the NCRA homepage, been trained on the NIMSS, submitted all the NC projects for renewal through the NIMSS, contacted all the stations to update their personnel listing in the SAES, assisted in getting the germplasm/variety release survey updated, assisted in mapping the NC projects onto the research needs framework, developed a listing of all AAs and project chairs for electronic notification, entered information for an AA Virtual Handbook onto the website, put the agenda for meetings onto the homepage, created a "calendar of meetings" on the homepage, and answered all your pressing questions.

      8. Germplasm/Variety Release Survey – George Ham conducted a survey of policies and procedures the NC stations use for germplasm/variety release. At the July meeting it was requested that the survey be updated. The survey was sent to the directors for additions, corrections, etc and sent to stations September 13 for response by October 1. The NCRA Office will summarize the results and post them on the homepage next to the 1999 survey results.
      9. Miscellaneous –
      1. AA Training - At the July NCRA meeting, the suggestion was made that the NCRA Office provide training for Administrative Advisors (AAs). Subsequently, Nikki Nelson, using the contents of the notebook used by the Experiment Station at the University of Minnesota for AAs, developed a virtual notebook for AAs. The notebook is available at the NCRA website. In addition a series of teleconferences have been planned for AAs for October. The program for the call includes a discussion of NCRA guidelines for AAs (Appendix O and virtual notebook), a brief discussion by an experienced AA, and training on the NIMSS. See item 10.5 for dates and times.
      2. Policy on Project Numbers – The following statement was sent to the AAs for the NC projects that are due to terminate September 30, 2003: "The NCRA has adopted the policy of assigning new numbers to projects that are continuing unless there is justification for continuing with the old number. If the project is requesting retention of the old number, the AA must provide written justification (email) to the NCRA office as soon as practical. Justification for retaining the project number relies basically on two arguments: (1) the project has established a unique relationship with stakeholders and clientele groups such that the project number has significant meaning to those groups. The most apparent examples are those projects with strong ties to grower groups, and (2) tracking and identification of samples is tied to the project number. Clear examples would be plant breeding and animal genetics projects where sample number is referenced to the multistate project number. The Executive Director will determine if the justification for retaining a project number is adequate. If there is any doubt, he will consult the MRC. For those projects that are renumbered, the old number will be placed in parentheses at the end of the project title so that project origins can be followed and previous work can be traced. One consequence of this action is that for a renumbered project, a termination report will be submitted by each participant." For the ten projects terminating in 2002, three justifiably retained their number (NC-7, -140, and -170). Approved
      3. Midterm Review of NRSPs – A question has come up about mid term reviews of NRSPs. The guidelines are silent on this issue. However, apparently the NCRA has conducted mid term reviews on NRSPs in the past. Do we want to continue this practice, especially given that all NRSPs will be externally reviewed prior to renewal? The MRC can take up this issue next Spring if detailed discussion is warranted.
      4. Annual Reports from NC Projects – The Western Region has analyzed the frequency of annual reports from their various committees and has taken aggressive action to assure that annual reports will be generated and posted. Nikki did a survey of the NC projects with the following results:

        SAES-422 Reports & Minutes of Meetings for 2000-2002

        a. Used SAES-422 form in NIMSS

              b. Minutes of Meetings

    e. Coordinated Multistate Research Framework - Attached is an analysis of the NC projects as they relate to the Research Problem Area (RPA) framework.

    f. Project Termination Report - The Northeast and Western regions both have instructions for using the SAES-422 report form as the termination report. The instructions are:

" The SAES-422 will serve as both the annual report in the final year and the termination report for multistate projects that are being completed. The emphasis in the final annual report should be on the accumulative accomplishments and impacts of the research over the duration of the project. Responsibility for submitting the termination report prepared rests with the Administrative Advisor. Termination reports should be distributed through the same process as the annualreports." - Section VII. REPORTING AND REVIEW REQUIREMENTS B. Termination Reports

We do not have these instructions in our manual. I recommend that we adopt the standard wording for termination reports.

Action Requested: Information and Discussion of items 5.7.b and 5.7.f.

Action Taken:

5.7.b: Approved

5.7.d: Discussion: Can a check box be added to the SAES-422 to link to the minutes of the meeting?

5.7.f: Approved


Agenda Brief: 6.1

Presenter: Daryl Lund for Virginia Clark Johnson

Agenda Item Title: ESCOP Activities

Background Information:

ESCOP met at the All COPs summer meeting in Salt Lake City July 22-24. Minutes of the meeting are archived on the ESCOP website (http://www.escop.msstate.edu/minutes/min7-02.htm). Significant discussion and action was taken on the following:

(1) ESCOP approved moving ahead with incorporation of the National Institute for Agricultural Security (NIAS) in the state of Maryland.

(2) ESCOP along with ECOP appointed an ad hoc committee to develop the operational procedures and policies for creating a Multiple Activity Program (MAP). The intent of this action is to have a mechanism to receive formula funds (research and extension) which are programmatically directed.

Action Requested: Information Only

Action Taken: Information Only


Agenda Brief: 8.1

Presenter: Phil Larsen

Agenda Item Title: 1994 Tribal College Representation in the NCRA

Background Information:

An outcome of the MiniLandgrant meetings in Cloquet this past summer was the formation of a Consortium of 8 Tribal Colleges from the North Central region. Is there interest in having a representative from the Tribal Colleges at the NCRA meetings?

Action Requested: Information Only and Discussion

Action Taken: Approved inviting consortium of 1994 institutions to have a liaison with NCRA.