Draft Minutes of the Meeting of the

Minutes of the Meeting of the

Engineer Professional Advisory Committee

Thursday, January 25, 2001

The Engineer Professional Advisory Committee (EPAC) welcomes your input and participation. Meetings are open to all PHS Engineers and Architects. Those who are not able to attend in person may attend via conference call.

CALL TO ORDER

CAPT Kevin Chadwick, EPAC Chairperson, called the meeting to order at 1:10 p.m. EST at the IHS Twinbrook Metro Plaza Executive Conference Room, Rockville, Maryland. The December 14, 2000, meeting minutes were approved. The next meeting will be held Thursday, March 22, 2001, at 1:00 p.m. EST at the IHS Twinbrook Metro Plaza Building in Rockville, Maryland.

ANNOUNCEMENTS

Office of the Chief Engineer: RADM Williams reported the following announcements:

1. CPO-PAC Chairs Meeting: The following are highlights from the Chief Professional Officer Professional Advisory Committee Chairs meeting.

· Gov. Tommy Thompson was confirmed by the Senate and will assume the duties as the Secretary of Department of the Health and Human Services on February 1, 2001.

· Surgeon General Satcher tendered his resignation as the Asst. Secretary of Health. He will continue to serve as Surgeon General until his term ends in February 2002. The Surgeon General will relocate full-time to his office in the Parklawn Building.

· RADM Art Lawrence is the Acting Principal Deputy Secretary of Health and will act as the Asst. Secretary of Health until one is so named.

· The executive summary of the youth violence report issued by the Surgeon General is currently featured on the PHS website.

· The Recruitment and Retention “white paper” forwarded by the PACs to the Office of the Surgeon General (OSG) was received and accepted for review. CAPT Chen is the chairperson of the recruitment and retention group reviewing the paper.

· For at least the next two meetings, DCP will brief the CPO-PAC Chairs on recruitment and retention issues as well as adverse actions.

· Hiring freeze issues are being handled locally and should be discussed with local personnel divisions.

· The Dental and Pharmacy nominations for the CPO have been received. The review boards are being assembled.

· The billet board for flag rank billets has met and the flag rank nominees reviewed were approved. No actions will be taken until the hiring freeze is lifted.

· The Commissioned Officers Association (COA) forwards resolutions annually to the OSG for his actions. A few of these resolutions have been forwarded to the PACs and CPOs for discussion and opinion:

Ø Resolution #1 – Institute a distinctive ribbon or other device that would be worn on the uniform to indicate professional categories (engineer, environmental health officer, etc.) similar to other services, ex. USAF Engineer Pin. Forward EPAC opinion to OCE prior to February CPO meeting. Referred to the career development committee.

Ø Resolution #2 – Institute full-time wearing of the uniform. What are the concerns, issues, barriers and perceptions of this being a requirement? LCDR Coene is working with the Scientist PAC, CAPT Joseph in particular, to generate a website that would contain a short survey on the subject. Final Report due in March to the OSG, please respond quickly.

· Model PAC Charter: CAPT Flyzik presented that any agency with 10 or more officers have a goal to be represented on the PAC, but not a mandate. It is acceptable for the Bylaws and Charter to have disagreement on this issue. Referred to the rules committee.

· Formal recognition of service, awards, to PAC and CPO members are only benchmarks, not given or limits. The level of effort should be commensurate with award. Civil service recognition will include OSG Certificate of Appreciation for both members and chairs.

· “West Wing” is likely to feature the position of the Surgeon General in an upcoming show.

2. Start of Term Recognition: RADM Williams welcomed several EPAC members whose membership terms are starting with this meeting.

3. PHS Engineer of the Year: The OPDIVS nominations have been forwarded. They include: ATSDR Mr. Brian Kaplan

CDC LCDR Scott Earnest and Mr. Tom Dubaniewicz

EPA CAPT Surampali

FDA LCDR Michael Coene and Ms. Ashley Boulware

NIH Mr. Brian Kong

Moreover, Mr. Dubaniewicz and CAPT Surampali were both selected to the Top10 NSPE Federal Engineer of the Year list. The final selection will take place during Engineer’s week.

4. Engineer’s Week and Luncheon: The PHS Engineer’s Week Luncheon and Awards Presentation will be held at the Uniformed Services University of Health Sciences, Small Dining Room, Friday, February 23, 2001 commencing at 11:30 a.m. until approximately 2:00 p.m. The PHS Honorary Engineer of the Year, RADM Moritsugu will be recognized. Please make your reservations with CDR Joann Griffith.

A volunteer from the Washington D.C. area is needed to set up the engineer’s booth at the Parklawn Bldg. for E-week. The OCE will ship the booth directly to the volunteer. Referred to information subcommittee, clearances historically through Glen Drew.

5. Jr. Engineer/Architect Call: The next call is scheduled for Wednesday, February 21, 2001 from 3:00 – 5:00 p.m. EST.

6. Engineer Leadership Development Seminar: Registration for the March 26-29, 2001 seminar in San Antonio, Texas, is available on the PHS engineer and architect website. The registration fee is $175. A great opportunity for leadership growth.

7. Nomination for the Burgess Award: This award will be presented at the COA conference and recognizes junior level commissioned officer (0-3 or lower) or civil service (GS-11 or lower) engineers or architects. Individuals within PHS and detailees assigned outside of the PHS are eligible. No more than eight (8) years of experience is acceptable. Nominations are due by March 2, 2001 to LT Nathan Tatum.

EPAC Chair: CAPT Chadwick reported the following:

Welcome to all new EPAC members and anticipate a challenging year.
A highlight of the EPAC Charter and Bylaws focusing on the purpose, objective, and functions of the EPAC. The Charter and Bylaws are available on the PHS Engineer’s website.
The subcommittees perform the EPAC’s operations with the guidance of the EPAC, its Chairperson and the Chief Engineer. The subcommittees are the subject matter experts and, after review of delegated items, provide recommendations to the EPAC.
EPAC members are recommended to serve on two subcommittees. All subcommittees must be chaired by an EPAC member. Non-members of EPAC can serve on the subcommittees.
Chairperson goals:

Keep the Healthy Building Initiatives moving forward.
Continue to improve communications with engineers through website, e-mail, and newsletter correspondence.
Publicize the work that PHS engineers do on a daily basis.
Continue building the mentoring program.
Keep recruiting and retention a top priority to reverse the depletion of engineers.

Division of Commissioned Personnel (DCP) Liaison: There was no report this meeting.

Commissioned Officers Association (COA) Liaison: CDR Poneleit reported the following:

Abstracts are due for the COA conference. They can be submitted on-line at the COA website under “PROFESSIONAL CONFERENCE”. The engineer’s website also has a link to the same.
The new COA resolution process will be open to all. The proposed resolution will be posted on the COA website and will have a comment period.
The COA Board is drafting a greeting/introduction letter to incoming DHHS Secretary, Tommy Thompson.

Society of American Military Engineers (SAME) Liaison: CAPT Rodenbeck reported the following for LT Scharen:

1. The SAME Conference is the last week of May which coincides with the COA conference. The OCE will be in attendance.

2. Look forward to presenting the first PHS, SAME awards this year.

Junior Engineer Report: LT Boyd reported the following:

The Junior Officer Ad Hoc Advisory Group (JOAHAG) held an open meeting on December 15, 2000 for junior COs of all categories. Attendance included 20 junior COs and approximately 20 guests via a conference call. Others in attendance included: Deputy Surgeon General, RADM Moritsugu; RADM Davison, Director DCP and CAPT Richard Barror, Chief of Staff, OSG. Four committees were established: Welcoming, chaired by LT Madeline Retera; Bylaws and Rules, LT Jacqueline Rodrigue; Professional Development, LCDR Calvin Edwards; Recruitment and Retention, LT Sean Boyd.

Job Vacancies: Known vacancies are now posted or linked on the PHS Engineers web site (www.usphsengineers.org/vacancy.htm).

OLD BUSINESS

Appointment of NIH Members: CAPT Chadwick introduced and presented Mr. Kyung Kim and Mr. Sung Brian Kong both with the Division of Engineering Services; Design, Construction and Alteration Branch for appointment to EPAC with previous OPDIV approval. Under one vote, both were unanimously approved. The nominations will be forwarded to the OCE and subsequently to the OSG for formal appointment.

CCRF Role Matrix Approval: CAPT Rodenbeck presented this item for EPAC approval to submit to the OCE. LCDR Bond pointed out that those without professional status seem to have limitations in serving on these missions. CAPT Rodenbeck responded that there was a consistent emphasis from the PAC to assure that at a minimum team leaders have professional status in their respective discipline, for liability issues. EPAC is asking for the Chief Engineer and Chief Environmental Health Officer to co-submit the matrix to the OEP. The EPAC unanimously approved the motion to forward the matrix to the OCE.

NEW BUSINESS

Mid-Level Positions with the U.S. National Park Service (NPS): CAPT John Hanley briefed the committee on the relationship between the NPS and the USPHS. The history began 1921 and was formalized in 1955 with an MOA between the CDC and NPS. A new MOA, signed at the agency level, replaced the 1955 one in 2000. The National Park Service is now an agency level department. They are represented on the SGPAC, have a liaison officer, and look forward to EPAC representation, if asked. Their core program consists of water, wastewater, food safety and vector control. Their role is evolving from a strict public health consultant to include some design and construction and outside engineering oversight. Recent commissioned officer hires include an engineer to administer the hazardous material program, an industrial hygienist, and three environmental engineers. Position billets range from 0-4 to 0-6 billets with the majority at an 0-6 level.

CAPT Hanley can be reached at 202-565-1117 and e-mail: john_hanley@nps.gov

Villiforth Leadership Award Approval: Named for RADM John C. Villiforth. Designed as a plaque noting OCE sponsorship and listing the awardee with a citation. Individual or groups with a lead individual named are eligible (commissioned corps or civil service). Nominations are initially solicited by the OCE, the nominees are forwarded directly to the respective OPDIVS and an OPDIV concurred nomination is routed to the EPAC Awards Subcommittee. The selection process includes weighted criteria derived from the Bylaws. The award will be presented annually at the COA conference.

Comments from the draft review include:

1. CAPT Chadwick – Written with an emphasis on research instead of applications.

2. CDR Poneleit – Policies and procedures recognition did not have its own category.

CDR West addressed the comments with the revised category:

Initiative, Responsibility and Innovation - 20%

1) Research and identification of solutions to public health problems

2) Technology advancement

3) Development of new concepts and methods to address public health

issues, policy, and procedures

4) Planning, designing, constructing, and/or managing health related

facilities (sanitary, biomedical, research, patient care)

The Villiforth Leadership Award, as amended with the above changes, was unanimously approved by EPAC.

SUBCOMMITTEE REPORTS

1. Awards: CDR West reported the following.

· PHS Engineer of the Year scoring is under way. Recommendation to the OCE by 1/31/01.

· All papers, 26 total, have been received for the Engineering Literary Award. First round scoring is due February 9. Final reviews and winner recommendations will be sent to the Chief Engineer by March 15. Meeting this deadline will allow winning papers the opportunity to be part of the COA National Conference. A call for volunteer reviewers outside the PHS community is issued.

· The Burgess Award call for nominations will be announced via e-mail, newsletter and website. The nomination includes a cover letter, one page narrative and Curriculum Vitae. Nomination deadline of 3/2/01. There are separate categories for commissioned corps and civil service. Winners will be listed in the COA program.

· The SAME Award proposal is awaiting concurrence at the OSG with a subsequent call for nominations.

· With EPAC approval of the RADM John C. Villforth Leadership Award in new business, a call for nominations will be broadcast shortly. The selection process and/or criteria are subject to future modification. If any of the eligibility or selection criteria should prove exclusionary to a particular USPHS OPDIV engineering/architect program, suggested changes will be discussed by the Awards Subcommittee and presented to the full EPAC membership for action.

Contact CDR West for information on the next meeting.

2. Building Design & Construction: CDR Martinez reported the following via e-mail.

During the January 9 conference call, discussions were had regarding the preparation of the draft Healthy Building Initiative (HBI) implementation plan for the Surgeon General's workshop or roundtable meeting. Bill Brodt, Dan Hightower, Tom Bedick, Rudy Tatum and myself provided good written summaries which will contribute to the subcommittee's response to the Surgeon's General's October 11, 2000 memorandum concurring with the HBI. Clarence Dukes and Charles Blumberg were also present. Bill will prepare the draft then send it to all subcommittee members for comment as well as a few other key individuals who have expressed an interest in the HBI and a willingness to serve as informal reviewers. The draft plan must fit the discussed domain of PHS facilities engineers and architects as well as the mission of our agencies. By drafting a plan in this manner, we anticipate that the federal and non-federal participants in the meeting will be able to complete a workable plan in one or two days. We hope this meeting will be scheduled at the end of the PHS professional society meeting May 31 – June 1, 2001.

Bill has been very active in soliciting interest from other agencies/OPDIVs. New members include Ray Cooke as the IHS headquarters representative, William Tan as the HRSA headquarters representative, and Richard McCrone from the VA. Our membership is open, but we cannot solicit membership among the universe of PHS engineers and architects. If you know of any PHS engineers or architects interested in joining our subcommittee, please put

them in touch with Bill or myself.

Contact CDR Martinez for information on the next meeting.

3. Career Development: Ms. Hayes reported the following.

· Engineering Leadership Development Seminar: Registration is limited to 75 participants. Seminar details are provided on the PHS engineer’s website. Two remaining seminar issues are participant continuing education units (CEUs) and an evaluation survey for feedback to strengthen and improve future seminars.

· Engineer’s Symposium at the COA Conference: A tentative agenda includes an introduction by the Chief Engineer, paper presentations for innovative construction/design projects, and possibly a presentation from the upcoming PHS Engineer of the Year. Other symposium ideas are solicited.

· The next meeting is Thursday, February 8 at 3:00 p.m. EST. Contact Ms. Hayes for information.

4. Emergency Preparedness: CAPT Rodenbeck reported the following.

The Emergency Preparedness Subcommittee met on January 11, 2001. The subcommittee reviewed the current draft of the CCRF Role matrix. The current draft was approved by the Environmental Health Officer PAC. The subcommittee approved the current draft and forwarded it to the full EPAC for approval. With the approval under old business, the CCRF Role matrix will be forwarded jointly to the OEP by the Chief Engineer and the Chief Environmental Health Officer.

The subcommittee is still working on the various training/informational handouts for engineers that participate in the CCRF. The subcommittee plans to complete this project by this summer and will provide the material to the appropriate engineers. The subcommittee will continue to support OEP and the CCRF program.

For 2001, the Emergency Preparedness Subcommittee will meet on the first Thursday of every month, except for July, from 3:00-4:30 p.m. ET. Please contact CAPT Sven E. Rodenbeck to obtain conference call bridge number and code number.

5. Information: CAPT Sullenger reported the following.

There are four items on this year’s agenda:

Engineer newsletter: Request that subcommittee chairs provide articles for inclusion in each newsletter. Please provide Ms. Hayes with next month’s submission by February 15. Kevin Noon and LT Tatum will assist Ms. Hayes as editor of the February edition. The editor responsibilities will rotate monthly among the subcommittees in alphabetical order beginning with Awards in March.
Web Activities: What should be on the PHS Engineer’s website? Who’s responsible for posting items? Any comment from other subcommittees and members is appreciated.
Picture Book: LT Tatum is scanning pictures at this time. Is it possible to provide a viewing of some of this material in conjunction with an EPAC meeting. A digital camera is available from OCE from temporary use.
Engineer Database: LCDR Coene and LT Tatum are coordinating this project. The database will be posted on the website with individual interaction to keep information current.

The next meeting will be held on Tuesday, February 13 from 1:00-2:00 p.m. EST. Contact CAPT Sullenger for further information.

6. Mentoring: Mr. Bill Blair reported the following.

· Detailing the mentoring session for the upcoming leadership seminar.

· Monitoring current mentoring pairs.

· Updating the mentoring program handbook.

· Encourage all individuals, and especially those who are providing informal mentoring, to formally enroll in the mentoring program.

· The next meeting will be held Tuesday, February 13, beginning at 11:00 a.m. EST. Contact Mr. Williams for further information.

7. Recruiting and Retention: LCDR Helgeson, Chairperson of the Recruiting and Retention Subcommittee, reported the following.

There was no meeting held in January. The subcommittee’s first meeting will be February 6, 2001 from 1:00–2:00 p.m. EST. The meeting agenda will generate from a brainstorm for R/R initiatives and chart the subcommittee’s course.

This year’s goals for the committee include:

1. Stabilizing the decline and increasing the number of PHS engineers.

2. Promoting retention initiatives that can also act as recruitment issues with a focus on Jr. Engineers. An example would include reviewing long term training opportunities.

3. Consolidating and promoting efficiency in the Recruitment effort. Some items to examine in close coordination with DCP and OPDIV liaisons are standardizing recruitment materials, using contractors to produce materials, and identifying funds available to support recruitment efforts.

8. Rules: LCDR Coene, Chairperson of the Rules Subcommittee, reported the following.

The subcommittee will review the Charter and Bylaws to see if we comply with the model PAC Charter concerning agency representation.

Everyone should have an alternate. If you don’t have one, use the form attached to the Bylaws and forward the nomination to the EPAC Chair.

Contact LCDR Coene for information on the next meeting.

ADJOURNMENT: The meeting was adjourned at approximately 3:03 p.m. EST.

EPAC MEETING PARTICIPATION:

Participants: (Members in bold, with alternates attending matched by number to the members absent):

Mr. Michael Adjodha (FDA), LCDR Meredith Bond (EPA), LT Sean Boyd (FDA, ex-officio), CAPT Kevin Chadwick (IHS), LCDR Michael Coene (FDA), LCDR Patrick Craney (IHS, ex-officio), Ms. Lisa Hayes (ATSDR), LCDR Scott Helgeson (IHS), Mr. Kyung Kim (NIH), Mr. Brian Kong (NIH), CDR Louis Lightner (HRSA), LT Jennifer Martin (CDC), LCDR Denman Ondelacy (IHS), CDR Kathy Poneleit (FDA), CAPT Sven Rodenbeck (ATSDR), CAPT Gene Sullenger (FDA), LT Nathan Tatum (ATSDR, ex-officio), CDR Maurice West (ATSDR), RADM Robert Williams (ATSDR, ex-officio).

Members Absent:

CAPT Jose Cuzme (IHS), CDR Marylouise Ganaway (DCP, ex-officio), CDR Jo Ann Griffith (ex-officio), CDR Kenneth Martinez (CDC), 1. CDR Ronald L. Mickelsen (CDC), LT Hilda Scharen (OEP, ex-officio), Mr. Matthew Vietmeier (CDC), 2. Mr. F. Mitchell Williams (NIH).