Members in attendance: Ron Angel, Bob Berger, Ann George, Bill Green, Andy Jensen, Joel Kangiser, Chuck Masters, Doug Muse, Bryan Sakuma, Herb Teas, Kurt Volker, Tedd Wildman

Staff in attendance: Donna Gorham, Karen Roberts, Alan Schreiber

Guests: John Brown, WSU, Michael Diamond, Icon Media, Tracy Jablonski, ADG, Inc, Glen Johnson, Mother Flight Farm, Art Linton, WSU, Art Losey, Washington State Pest Control Association, Sandra Ristow, WSU

Commissioners not in attendance: Bill Mason, Doug Walsh

Chair Doug Muse called the meeting to order at 10:10 a.m.

Commissioners, staff and guests introduced themselves.

PUBLIC COMMENT
Chair Muse called for public comment. There were no comments.

MINUTES
Chair Muse asked for comment on the proposed minutes from the March 14, 2001 meeting.

Bob Berger noted a concern with the revisions to the minutes being referred to but not noted in the minutes. Bob requested a complete record of the changes be noted with corrections lined out and additions underlined.

Administrator Schreiber explained the meeting file contains all changes to the minutes, however, the files do not have underscores and strikeouts. Administrator Schreiber stated the revisions will be noted as requested and included in the July meeting notebook. There will be three versions in the meeting file: proposed, revised and approved.

Chair Muse asked for further comments. Herb Teas stated he had assumed the corrections were in the meeting files. Bill Green indicated he agreed the revisions need to be included. Ann George noted an inaccurate statement attributed to her on page one, paragraph two in regard to her not supporting over allocation. She does support over allocation. Chair Muse directed the statement be stricken from the record. Bill Green requested clarification on page 7 under WSCPR Grant Policies and Procedures, paragraph 5. Sandy Christian was not available to clarify a statement attributed to her stating the Commission is a state commission under a federal agency. Chair Muse directed the statement be stricken and the next sentence be recorded as Bill Green stating the Commission is not a sub-agency of WSU.

Chair Muse directed attention to the minutes of the Executive Committee Teleconference on May 4, 2001. The purpose of the teleconference was to review the bid from Agriculture Development Group, Inc (ADG) to administer the Commission.

FINANCIAL REPORT

Administrator Schreiber provided background information on the budget reporting process. He then directed attention to the financial spreadsheet in Commissioner notebooks. He highlighted two columns on the report; on page one the amount over allocated is $173,572.16 and on page two the amount under expended is $826,129.93. The amount over allocated represents funds committed for projects and expenses. The amount under expended represents funds that have been paid out. Before each Commission meeting, Administrator Schreiber verifies no change in forward allocation policy has occurred at WSU. Currently, forward allocation is at 17%, the limit is 25%. He noted the first $500,000 was provisoed to be spent by June 30. Expenditures have been made at a steady rate. Administrator Schreiber reported with the end of the fiscal year approaching most expenses have been paid.

Administrator Schreiber noted one other issue did require discussion. The Washington Pest Control Tour has been moved to June this year. The Commission will be funding two tours in one fiscal year. Most expenses for the 2001 tour will be incurred in fiscal year 2002; however, the budget must be in fiscal year 2001. Bob Berger asked if registration fees would offset the net cost of the tour to the Commission. Administrator Schreiber replied it was difficult to predict. Last year the cost to the Commission for the tour was $3,800. Costs to the Commission this year have the potential to increase, due to the reduced number of entities and dollars available on the West Side for this type of sponsorship. Bob Berger commented on the potential need for more bus participants. Administrator Schreiber replied bus capacity is 50 passengers and the intention is to have a full bus. He noted fifty percent of the tour costs are paid for by registration fees, twenty-five percent by sponsorship, and twenty-five percent by the Commission. Commission costs will be approximately $7,000. If more sponsorship becomes available, the costs to the Commission will decrease. Several groups have committed funds for sponsorship.

Chair Muse asked if any action was needed by the Commission due to the change in tour date and funding issues. Administrator Schreiber replied costs to conduct the tour are paid in different ways. Some costs are paid out of the administrative contract fees, some costs are paid directly by ADG and the Commission reimburses ADG, and some costs are paid for and absorbed by ADG. An amendment to the agreement between ADG and the Commission is needed to increase the amount of reimbursable expenses.

Chair Muse asked if there were any further discussion on finances. Administrator Schreiber replied there was some concern about the proviso funds being spent at an appropriate rate. The feedback he received from WSU indicated the amount of spending is appropriate. The Commission should plan to allocate another $1,000,000 in the next fiscal year. Chuck Masters asked how much is known about funds already allocated but not being used. Administrator Schreiber replied a mechanism is in place if funds are not used. Usually a ninety-day notice is given to the researcher that funding will be forfeited. In general, the administrator is lenient provided a good justification is given to maintain funding for projects more than ninety days past the end date.

Chair Muse requested this discussion be deferred to later in the agenda.

ADMINISTRATORS REPORT

Administrator Schreiber directed Commissioner's attention to the spreadsheet detailing hours spent by ADG employees on Commission responsibilities. He stated this is intended as a guide to inform Commissioner's of the effort required. Administrator Schreiber noted the need to officially appoint Donna Gorham as the Secretary/Public Records Officer for the Commission.

Tedd Wildman expressed appreciation to Tanya Wojtowych for her excellent service as Secretary/Public Records Officer.

Administrator Schreiber stated the need to go through the formal re-appointment process for Bryan Sakuma. He can continue to serve on the Commission. The Governor's office has not yet officially appointed Ben Barstow, technically he is not a commissioner. Administrator Schreiber stated he would contact the Governor's office for a status on these appointments. He also noted the Northwest Food Processors group have not responded with a nomination to replace John Shields.

Administrator Schreiber updated Commissioners on the 2001 Washington Pest Control Tour schedule. He will be completing the final planning over the next few weeks.

Administrator Schreiber noted a recommendation had been received from a commodity group to do site visits on funded research projects. Kurt Volker questioned if the purpose of site visits was to write a report and if this added service was included in the administrative fee. Administrator Schreiber responded that site visits came up as the result of concern over a specific project. Administrator Schreiber and the commodity group representative had spent time discussing the possibility of site visits. The commodity group involved visits all funded researchers. Administrator Schreiber thought it was a good idea and felt it should be part of the administration duties. Administrator Schreiber noted a trip report is also a good idea.

Administrator Schreiber introduced Tracy Jablonski, who is now working for ADG part-time and will be full time in the summer. Ms. Jablonski's duties will include project work and, depending on the outcome of the administrative contract vote, will also work as Assistant Administrator to the Commission. Tracy grew up in north Franklin county, is a graduate of WSU, and is an instructor at CBC.

Andy Jensen questioned the status of updating the Commission web site. Administrator Schreiber noted the individual updating the website is competent, but has not responded in a timely manner to electronic requests for updates. Administrator Schreiber is working to keep the individual. Tedd Wildman responded that the WAWGG uses the same individual and is also considering changing to another provider.

Bill Green requested a status update on the progress report. Administrator Schreiber responded the progress report is not ready. Several issues have contributed to missing the deadline committed to at the last Commission meeting. This is a challenging time of year and the editor who was utilized in the past is not available. Administrator Schreiber stated the printer is ready, a new editor is also ready, and pictures have been selected. Kurt Volker suggested setting a time limit for the progress report of one month and website update completion prior to the next Commission meeting.

Chair Muse commented he recommends a new web master be selected.

Discussion: Administrator Schreiber stated he could get the text ready, to and from the editor and to the printer in less than one month. He is not sure of the printer turnaround time.

Discussion: Administrator Schreiber noted there is not a requirement to do a progress report, however, a report is due to the legislature Dec 2002. Historically the Commission decided to put out a report every two years. Chuck Masters suggest making the deadline the end of the fiscal year in the future. Chair Muse noted the report is usually ready for the tour. Commissioners noted the change in tour timing.

Discussion continued on the type of progress report to produce. Ann George noted the original purpose of the progress report was to influence and inform the legislature of what the Commission is accomplishing. Bob Berger noted every legislator he had discussed the previous report with had been very impressed with it. Administrator Schreiber questioned if any thing would be lost by changing the timing. Ann George replied the report would be out of sync with the legislative sessions and the budget discussions. Bill Green noted a conflict with the mandated due date of Dec 15, 2002. Chair Muse questioned if the report should be done. Ann George asked what the return is for the expenditure. Tedd Wildman agreed the original intent of the progress was for the legislature and questioned if there was any benefit in preparing a lighter version. Administrator Schreiber replied the progress report has more benefits than just legislative presence. Commodity groups and tour attendees also benefit from the report, as well as other WSCPR contacts.

Chair Muse asked what the budget for the report was. Administrator Schreiber replied it was budgeted at approximately $5,000. Tedd Wildman asked if a lighter version would be less expensive. Administrator Schreiber replied the cost breakdown included writing, editing, printing and mailing. A lighter version would cut cost and time to 80%. Ann George suggested a four page, letter size format that would highlight progress to date.

Discussion: Bob Berger asked if this would be considered an interim report. Administrator Schreiber replied it would be. Kurt Volker questioned if the Administrator was comfortable with the format. Administrator Schreiber replied the format was acceptable.

Administrator Schreiber presented Commissioners with an update on the project status report. The intent of this effort was to see what the current status was on previously funded projects. Chair Muse asked if this was an on going project. Administrator Schreiber replied his proposal to administer the Commission includes continuation of this project to assist commodity groups as necessary to move research along to registration. For new mandate projects, success is measured by adoption of practices that are developed with these projects. Positive outcome may take several years to come about, even though funding is for one or two years, i.e., one of the first projects funded in 1995 (onion/Lorsban) just received a label for Washington and Idaho.

Administrator Schreiber introduced Art Losey, Executive Director of the Washington State Pest Control Association. Art Losey presented a demonstration of one of the first new mandate projects funded by the WSCPR. The project was development of IPM implementation for structural pest control. Mr. Losey noted the Commission provided funding to develop a method to demonstrate implementation of IPM practices in public facilities. Interactive video technology was utilized with an animation format. The content is appropriate for 4th grade to the administration level.

Michael Diamond of Icon Media then provided a demonstration of the interactive CD-ROM that was developed. The purpose of the grant was to introduce the concept of IPM. The format accommodates different learning styles (visual, auditory). A variety of pests are presented. A resource guide is available detailing how to deal with each pest and prevent future infestation. Viewpoints from each pest and why the pest is present are presented. Sanitation in the classroom is stressed as a very important concept.

Administrator Schreiber asked how the CD-ROM will be used. Art Losey replied it will be presented in schools and other public facilities. It will also qualify for WSDA re-certification credits. The potential is for nationwide distribution.

Kurt Volker asked about the cost of the CD-ROM. Art Losey replied the first batch was provided at no cost and is used for testing and feedback. Kurt Volker also asked what type of computer was needed to run it. Michael Diamond replied any computer with a Pentium processor would be sufficient. The content is not yet a stand alone training tool, just an introduction to the schools for feedback on where to go next. Users are surveyed on what they would like to see added. Then a training tool will be developed. Art Losey noted any pest can be added as a module.

Administrator Schreiber asked if the project was complete. Michael Diamond replied the CD-ROM could be considered finished as a demonstration tool. Bob Berger noted the intent was to introduce IPM practices and the next project would include how to implement IPM practices. Art Losey noted the original project was to develop a demonstration on training. The CD-ROM can now be used to introduce school administrators to IPM, most adminstrators do not know what IPM is. Michael Diamond added two testing formats will be available: one is a quiz format as a learning validation tool, the other is an exam format to use for re-certification credits. Art Losey added the potential to develop a statewide IPM is good. Michael Diamond noted with every demonstration sent out, feedback is received. The end goal is web-based deployment. Bill Green asked how to go about getting copies. Art Losey replied the budget included copies for all Commissioners. Consensus of the Commissioners was the project was impressive.

Chair Muse adjourned the meeting for lunch at 12:00pm.

Chair Muse resumed the meeting at 12:30 pm and directed Commissioner's attention to the budget proposal. Administrator Schreiber presented the proposed FY2002 budget, noting this worksheet was completed before he realized there would actually be two tours in one fiscal year. The Commission previously in this meeting voted to amend reimbursable expenses to $20,000 for this fiscal year. For fiscal year 2002, it can be assumed other expenses will be the same. Bill Green asked if the 2002 tour would possibly be in June. Administrator Schreiber replied due to crop stages on the east side of the state in July, he would advocate conducting the tour in July. Ann George suggested leaving the budgeted amount for the 2002 tour at $3,200 and keeping reimbursable expensed at $9,000. Commissioner discussion included increasing the travel budget to $6,000, which includes two overnight Commission meetings. Administrator Schreiber explained the line item for hiring of a Fiscal Specialist I at WSU in the amount of $15,000. The hiring process is not complete and this amount allows for the high end of the salary range for the position.

Administrator Schreiber reviewed the revised proposed budget amounts: $9,000 for reimbursable expenses, $115,000 administration fee, $2,000 Attorney General fee, $6,000 Commission travel, $15,000 Fiscal Specialist at WSU, $47,450 Pesticide Notification Network for a total non project budget of $194,450. The projects budget includes $25,000 each contingency funds for old and new mandate projects and $377,775 each for old and new mandate projects for a total projects budget of $805,550. Administrator Schreiber asked Sandra Ristow if she had any reason to think the Commission would not receive $1,000,000 from the legislature. Sandra Ristow replied she did not. Administrator Schreiber asked other Commissioners if they had any other comments. Administrator Schreiber noted the budget included two assumptions; one being the legislature allocating $1,000,000 to the Commission and the other being a 17% deficit allocation.

Administrator Schreiber reviewed funding of the Pesticide Notification Network (PNN) and initiated a discussion with Commissioners about the cost per notification and the value. The previous years costs were $128 per notification. Herb Teas noted there is no control over the number of label changes. Administrator Schreiber noted the year of greatest workload was the year of highest funding. Ann George noted current distribution is to 158 commodities. Administrator Schreiber asked how many in attendance are contacted and the number of contacts received. Andy Jensen estimated 50-100 per year, Ann George estimated 30 per year, Herb Teas estimated 100 per year. Commissioners questioned if the PNN was a duplication of effort of PICOL. Commissioners responded PICOL does not contain all the information in PNN with regard to minor labels. Herb Teas noted PNN is in response to the mandate to make pesticide registrations available to associations of growers. Ann George noted PNN is an attempt to meet the mandate and asked Commissioners if they wanted to change the process or continue with PNN. Administrator Schreiber noted PNN funnels all information through and 10% may be the most important. Tedd Wildman noted an example where PNN was the only reporting available on the 24c for Lorsban on grapes. Ann George noted many commodities do not have the resources to access the information from sources other than PNN. Bill Green commented the Commission is paying for a knowledgeable person to communicate with growers and it is worth the expense to have PNN available to the growers in Washington state. Administrator Schreiber noted the intent is not to deny PNN funding, only to assure it is worth the requested amount. Administrator Schreiber also noted the previous budget amounts have been spent on salaries and benefits and the current request includes a computer upgrade. Administrator Schreiber clarified the current computer equipment was not purchased with Commission funds.

Discussion: Bill Green noted using PNN allowed him to respond in minutes to a request for information in regard to litigation involving spraying herbicides in irrigation districts. Bryan Sakuma suggested a cooperative effort with WSDA to lessen costs to the Commission.

Chair Muse asked Commissioners if they wanted the current administrator present during discussion of the proposal. Commissioners responded yes. Chair Muse reviewed the teleconference meeting discussion, noting the current proposal is straight forward in comparison to last year with a $15,000 increase. Kurt Volker commented Commission administration was no easy function and that, overall, the administration was excellent. Ann George noted over the past several years administrative responsibilities have increased. Bob Berger asked if the contract and letter of agreement are in concert with the proposal. Alan Schreiber replied they were. Alan Schreiber noted an area of concern is the decline in the number of proposals in minor-minor crops. The Assistant Administrator will be responsible for helping with outreach in this area. Ann George noted the following changes: to the contract between WSCPR and ADG, on page one under FEE PAYMENT paragraph one move the comma in the dollar amount one space to the left to read $9,583.33, and amend the reimbursable expenses to $9,000, and to the Letter of Agreement, amend the reimbursable expenses to $9,000. Alan Schreiber indicated these documents will be updated with current dates, names, adding agreed upon administrative duties, such as, project status reporting and adding the assistant administrator position. These documents will be sent to the attorney generals office for review. Chair Muse asked for comments in regard to the $1,200 per month increase. Herb Teas noted administrative duties are expanding.

Discussion: Tedd Wildman agreed with the justification provided for the increase in dollar amount and increase in personnel and expressed compensation was past due.

Chair Muse directed attention to a review of funding policies and guidelines. Administrator Schreiber noted there are several issues that need to be discussed. Administrator Schreiber expressed a need for the Commission to put an effort into interaction with legislative issues and to build relationships with legislative staff, citing the recent unexpected notification by WSU of a $3,000,000 funding cut. John Brown noted the alarming part of the situation was the legislature taking a blanket approach to cut all special appropriations for the last fourteen years. Art Linton clarified it was the senate appropriations committee. Commissioners questioned who to contact for clarification on exact language of proposed cuts and what can be done before the next legislative session. Commissioner consensus was to focus on a major review of Commission activities to meet the mandated review in December 2002 and to engage key committee members and legislators. Administrator Schreiber noted the July 2001 meeting agenda will include discussion of the content of the 2002 legislative report. He also noted some legislative staff members have committed to attend the Tour.

Administrator Schreiber directed Commissioners to the next issue for discussion. The last motion at the March Commission meeting was made by Ann George for WSCPR to formally request Rep. Gary Chandler for a formal attorney general's opinion on fiscal issues between WSU and WSCPR. A correction to the March minutes to strike agriculture committee and correct as attorney general is also needed. Administrator Schreiber discussed with Rep. Chandler what was needed in the 2002 report. Rep. Chandler's opinion was to present what the Commission has done, he did not want to see a big report. When asked about matching funds being tracked to the same degree as state general funds are tracked, the response was negative. Administrator Schreiber suggested a meeting with Rep. Chandler, Administrator Schreiber, Chair Muse, and Treasurer George to discuss matching funds. Bill Green noted several commissions have a larger entity as their fiscal agent and they act as a clearinghouse only. Administrator Schreiber noted these issues should be resolved before the next RFP mailing. Bill Green noted the word match is not used. The wording is encourage commodity groups to provide funding. Ann George suggested the term co-funding. Administrator Schreiber suggested developing a policy to be able to accept any kind of money as co-funding. The RFP needs to state the requestor must provide evidence of commodity group support. Bill Green noted co-funding would be evaluated on the ability of the commodity group to pay and the decision of the Commission is up to each Commissioner's score. Art Linton noted commodity support in a broad sense may be a letter of support or may be financial. Ann George noted the process is getting closer to the goal with commodity group signature on the cover page. Administrator Schreiber noted if the proposal is a re-submittal, it will be required to include strike outs. He also noted if the proposal is missing evidence of commodity group support, the award letter will indicate funding is contingent on providing evidence of commodity group support. He stated Don Holbrook would be invited to the next Commission meeting. Administrator Schreiber stated the RFP will be on the July meeting agenda.

Chair Muse asked Commissioners if there was any other business. Joel Kangiser asked who owns the data on projects funded with Commission funds. Administrator Schreiber replied with work is in the public interest and the Commission position is that we can not do something that gives exclusive data rights. Joel Kangiser asked if contract language should be added so there no misunderstanding. Bill Green replied since funding is by the state, the state public disclosure act governs this. Administrator Schreiber noted a vast amount of data is not in the Commission's possession. Joel Kangiser noted Dow Agro Sciences is stating the data is proprietary, and the answer is it is not proprietary. Administrator Schreiber stated an opinion is needed from the Attorney General's office.

The next Commission meeting will be July 11 at the Franklin County PUD auditorium in Pasco.

Chair Muse asked Commissioners if there was any other business. Hearing none, Chair Muse adjourned the meeting at 3:00pm.

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