Regents Training Center (Rtc)

REGENTS’ TRAINING CENTER (RTC) Advisory Board Meeting April 27, 2001

The State Regents’ Training Center Advisory Board met in the Guaranteed Student Loan Building Oklahoma City, OK commencing at 11:00 a.m. Mr. Dudley Freeman, the Board Chairman, opened the meeting for discussion, distributed the Regents’ Training Center Advisory Board meeting minutes for January 12, 2001, Bylaw issues for consideration, a copy of the draft agreement between OSRHE and the University Oklahoma, concerning Safety and Health Needs, and a copy of the agenda for the meeting.

Those attending were: Mr. Tim Stigler, University of Science & Arts, member and Chairman of the Budget Committee; Mr. Donald McDaniel, Redlands Community College, member; Mr. Don Powers, University of Central Oklahoma, member; and Mr. Laird Hughes, Director, Environmental Technology, member, Rose State College.

Also attending were Ms. Glenda McDaniel, Guaranteed Student Loan Program, member; Ms. Cheri Marcham, OUHSC, member; Mr. Mike Montgomery, University of Oklahoma, member; Mr. Brian Burrough, OUHSC; Mr. Luke Ream, NW Oklahoma State University, member; Mr. Larry Warner, Training Center Coordinator; and Ms. Cennet Ladwig, Rose State College, Recording Secretary.

Mr. Dudley Freeman distributed the last board meeting minutes for approval. The members approved the minutes. Glenda introduced the program for the meeting. Onenet Programming representative, Mr. Bill Johnson, briefly explained the role of the Onenet in distance learning: people dial in to communicate and see the other meeting members. Some member institutions currently have this technology, and they are using it very successfully. Dudley Freeman asked what the procedures were for institutions that do not already have the equipment to get it. A distinct advantage for the RTC would be to hold their meetings through Onenet. This capability would make it possible for members from rural areas of the state to participate in the meetings.

Mr. Bill Johnson then explained the different kinds of options available from this program that the institutions might be interested in using for their distance learning programs. The conclusion was that most of the colleges were using distance learning. The biggest benefit of this equipment is that everybody can see everyone and talk to each other. Information sharing is very easy with Onenet. The Phone number for Onenet is: (405) 271-2244. Mike Brian, Onenet Administrator, will answer any questions anyone has.

Laird Hughes suggested checking with the members to determine whether the equipment was available for their use. Cheri Marcham suggested asking each member institution if airtime was available for using Onenet. Dudley asked why not take another step and have our next meeting at one of the institutions that has the equipment. That way we could demonstrate and use the equipment and see how interesting the equipment would be to the members. Laird Hughes invited the members to Rose State College to hold the meeting.

Dudley Freemen asked the members if they had any invoices for approval. There were none. Dudley Freeman then opened the Bylaws for discussion. The members then discussed the draft copy of the Bylaws that Mr. Tim Stigler had prepared. He continued explaining the rules of the Bylaws. One of the procedures that the members needed to look at was how to get information out to the other members quickly. Don Powers suggested that, if x-number of members were not present at a meeting, the Advisory Board should not constitute a quorum.

Under the membership section, Cheri suggested identifying and clarifying membership eligibility, and who is eligible to be a member. Tim Stigler continued explaining the items in the Bylaws. The role of the treasurer was discussed. It was suggested that he/she would have the role of a liaison between the Advisory Board and the physical agent; whatever institution might be filling that role. At the present time, OU is the physical agent for the RTC. Also, the treasurer would be responsible for coordinating the Budget and for preparation of the Treasurer reports.

To continue, no elected officer shall serve two consecutive terms in the same office. Every institution will allow other employees of the institution to participate on the Board as a member as needed.

Tim Stigler suggested if any changes/additional clauses to the Bylaws were required, we needed to bring them, discuss them and vote on them at the next meeting. Tim Stigler recommended that a motion be made that a copy of the revised draft Bylaws be distributed to all members and that an item be on the next meeting’s agenda for voting. The members approved the motion.

Cheri Marcham suggested that the RTC Coordinator set up a Procedures Manual for the RTC. She presented to the members a copy of the OUHSC Procedures Manual and suggested that we should develop similar ideas. Dudley Freeman suggested that what we have in our board meeting minutes should give us a good start on our Operations Procedures. Dudley asked Larry Warner if he would put together Operations Procedures for the RTC Board, to be addressed at the next meeting.

All the Official Records will be kept in the RTC at the University of Oklahoma. Dudley also stated that we needed to include the inventory list of RTC equipment and training materials.

Dudley Freeman informed the members about the agreement between the State Regents and the physical agent. (Any member institution is eligible to be the physical agent for the Regents’ Training Center). At the present time, the University of Oklahoma is the agent. Mike Montgomery said he would be happy to review the agreement and e-mail the final draft to Dudley Freeman. It will be available for the Board members at our next meeting.

Travel expenses for the members will be covered by the RTC. Dudley will present travel reimbursement information, including mileage expenses, at our next meeting.

Don Powers asked if it might be possible to set up a web site training program for all the member institutions. He suggested we invest in a training software program and set up a training site on each campus so employees would be able to get their required training any time on the campus. He said there is a strong need for this type of training on campuses. Don Powers then discussed how successful this training program is in academic programs. He said if we have extra funds we should spend them on a web site training program. We need to send out a questionnaire to which the members can respond, “YES” or “NO.” Members discussed what contents we wanted on the site, what kind of questions we wanted to ask, what we needed to do to set up training on the web site and what would be available to all member institutions. Don Powers stated he would bring some quotations from three different companies so the members would have a chance to see what they would like to order. He also said that we would put the list of the training materials on the front page of the site. Dudley Freeman asked Laird Hughes if he could present some training possibilities at our next meeting that members might be interested in seeing.

Cheri Marcham suggested we use our extra funds for equipment, such as, Noise Curtailer Curve Decimeter equipment. Maico Audiometer Company (Phone number: 1-800-245-0779) Toll F Sound Level Meter. The company will provide a four (4) hour training course free. We could make a one-day training/seminar and use the following four (4) hours for practice training. Cheri Marcham also suggested purchasing respirator fit testing kits.

She continued that maybe we should set up a grant fund for each institution to let them buy what they want for safety related items, seminars, seminar registration fees, training materials, etc.—whatever they need. The RTC Treasurer would approve these funds, up to $1,000.00 for each member institution. Members agreed with the suggestion.

There will be a form that each institution will fill out, indicating what they want to buy or what they will use it for. If an institution purchases equipment, based on the cost of the item, it will be kept at the RTC and be added to the RTC inventory list.

The RTC Advisory Board discussed each member institution be authorized to receive $1,000.00 to purchase safety related equipment, training materials, safety items, or they can use it for the travel expenses, to attend quarterly Board Meetings, seminars, or training courses. Dudley Freeman made the motion, and Tim Stigler seconded the motion. All members approved the motion.

Goals for 2002: We have to reflect our goals in the budget proposal we will be presenting to the State Regents for Higher Education. The budget and goals should reflect the efforts of the Training Center to meet the identified needs of member institutions. Dudley suggested our primary goal would emphasize Web-based training for all member institutions and secondary goals would be to continue to address those items identified from the statewide survey. Members approved.

Cheri Marcham made a motion to hire someone to update the Web site, Don Powers seconded the motion and the members approved the motion.

Most of the expenditures will be coming out of the carryover funds. Cheri Marcham suggested we do the things we would like to do as soon as possible. Mike Montgomery said that, after we see the training program demonstration at the next meeting, we would have a better idea of what to do. We will use the carryover money for the grant distribution.

The FY 2002 budget was discussed. The members approved a FY 2002 budget to be identical to the 2001 budget. Dudley Freeman asked for some input for the Annual Report. Don Powers suggested some statistical information be provided. A draft copy of Annual Report will be presented at the July meeting. The draft will be developed by the Training Center Coordinator and presented to the board at the July meeting. The draft may be in bullet form, but include the information needed to support the FY2001 goals.

Dudley Freeman summarized the actions of today’s meeting. Tim Stigler will present the draft copy of Bylaws at the next meeting. Mike Montgomery will present the final draft of the agreement between the RTC and the University of Oklahoma. The University of Oklahoma will hire someone to update the Web page. The RTC will purchase a Decimeter and Respirator Kit. Dudley Freeman will e-mail member institutions about the Grant of $1,000.00 and ask them what they would like to purchase for safety. The RTC Coordinator will present his quarterly report in more detail, explaining where he visited, what was accomplished, and what member institutions gained from the visits.

Cheri Marcham suggested moving Larry Warner’s report session to the beginning of the Board Meeting. Tim Stigler made the motion, and Dudley Freeman seconded it. The members approved the suggestion. Tim Stigler reminded Larry Warner to prepare a detailed report. He said members would like to know what plans were for the next three months. Dudley Freeman stated that, if he were one of the State Regents, he would like to know what the Advisory Board and Center gained from such expenditures, what member institutions needed, what he found and what he wanted them to do about his findings.

The meeting was adjourned. The next meeting will be at the Rose State College Health and Environmental Building, on Friday, July 20, 2001, at 11:00 a.m. The program will be a Onenet meeting and demonstration on web site training program.

Cennet Ladwig, Recording Secretary

Enclosures