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Diversity Management

NIH Diversity Council Meeting - October 2006

National Institutes of Health
US Department of Health and Human Services
Draft Minutes of the NIH Diversity Council
October 18, 2006
Center for Information Technology (CIT)
Conference Room 3E02
10401 Fernwood Road
Bethesda, MD
1:15 -3:00 PM

Call To Order and Welcome

Dr. Bill Elwood (Chair) called the meeting to order and welcomed the members and visitors from the NIH Office of Equal Opportunity and Diversity Management (OEODM).

Everyone present introduced themselves. Michelle indicated she would provide changes by email for members absent. Subject was then tabled until the next meeting.

Open Discussion

Molly Vallant, Vice-Chair will be the Chair for the Website subcommittee. Any suggestions for the website will first go to Molly as the subcommittee chair. Discussion of the Web site changes -Michelle France thought it would be useful to include profiles of the officers and willing members; snapshots describing their interest in diversity and a thumbnail "what its like serving on the Diversity Council". She found there was some issue with privacy in terms of putting their contact information online. Bill Elwood, Chair noted that all the details could be worked out in the sub-committee considering of the time lapsed (18 months) if a basic layout could be documented. Then requests for input could be made to the membership. "Take baby steps. As his Cuban grandmother had often said, slowly you go far." A draft will bring it to the present then additional work can be done to add marvelous enhancements. Providing profiles would be voluntary, though certainly if one is on the Diversity Council they should be willing to be contacted. One idea was to do a split screen of both the outgoing Chairs and the new Chair and Vice-chair for 06/07. Another was to add a group photo. With Molly in North Carolina it is an excellent opportunity to telework. Dr. Yang suggested having a central contact person for the committee being posted on the website rather than calls going to various members. Semantics will be worked out in the subcommittee and brought back to the next meeting.

Dina Peterson, OEODM, Outreach, Recruitment and Diversity Branch Chief reiterated there is a 30 Day cycle to post changes to the web site. After revisions are approved, they will be submitted to Carolyn Hunter, OEODM.

Membership

Bill moved the discussion onto Membership. He made note that it had been agreed at the September meeting that the committee would write to the IC Directors and request that they forward nominations. He will attempt to send these letters out before the end of the month (Oct. '06). Timeline objective is to receive nominations by the end of November and review and interview nominees during December culminating the process with an invitation to join the committee by early January, 2007. Dr. Elwood proposed to write each IC Director directly. An effort will be made to include everyone. It is important to use the appropriate chain of command.

The council has 18 members; there is a limit of 3 absences from the monthly meetings. More than 3 absences may necessitate review of membership. Membership is to include representation across NIH by grade, occupation, RNO, and etc. Currently it appears there are a number of vacancies. If members miss more than 3 meetings the Chair has to contact member and inquire as to their intent to continue, i.e. if they want to stay on. The 18 does not fully represent all the IC's plus 3 OEODM ex-officios. Michelle recounted an outcome from strategic planning retreat where an example of a successful committee maintained a core group and rotating IC representatives.

Michelle brought up Dina's work with IC Diversity Committee's found they have a strong interest in interfacing with the DC. Many have strong committees like the NIEHS.

For the January meeting prospective members will be invited along with featured guest; Dr. Raynard Kington. Bill wants to get the invitation out by the first week in January. Awards to departing members will be presented.

Bill reiterated that the letter will be going to all ICs. A concern for how to include those who have already shown an interest was expressed. Additionally the committee needs to address the lack of information on member's term of office. The current list is fairly accurate; needs minor revisions. The nomination request letter will be worded to encompass feasible nominees including persons that have previously expressed an interest in serving.

For the invitation it was recommended that the council create another category for Observers/non-voting* and for members to send a designee when possible instead of an absence. A non-voting participation would lead to a voting representation in a future term. Linda Huss shared her appointment letter. *Check charter to revise the membership

Ideas for interfacing with trans-NIH committees included: Inviting others to our meetings, (ex. Hispanic employees, BIG, APAO) have them give a presentation on their accomplishments ; better job of participating with each other; consider having a Booth at each SEPM observance; request to have Nominee materials submitted back to Bill by November 30 and indicate: voting or non-voting membership.

Further discussion centered on location/s for the meetings. Members wanted to know if the Council has a CAN number? Will OEODM reserve Natcher regularly? Natcher had cost $600 month in the past. It was also recommended that the schedule be posted. IC's hosting the meetings contributes to their MD-715 accomplishments. Does OEODM set aside funding for the council? OEODM has assured that funding would be available for approved proposals. The council members would prefer to know in advance; what are the parameters of what can be spent. Note - The council has in effect saved six thousand dollars by not having transcription services. When the Council generates larger participation (invited speakers, guest from other NIH diversity groups) a more formal space (Natcher conference room) with Audio Visual support purports the serious connotation of the mission of the council. Off campus space can provide more convenient opportunity for broader participation. In addition rotating to the various IC conference rooms' increases exposure of the Council. It was requested that the recording secretary look into the cost of reserving conference rooms. The next step is to post the schedule of meetings on the webpage. Hosting these meetings and having a representative from your IC also contributes to IC MD-715 accomplishments. It is important to post agendas to the webpage also. Bill asked for members to host each meeting. Members volunteered to host various months in the 2007 calendar.

  • November 15 - CSR
  • December - TBA
  • January 17 - Bldg 1 Wilson Hall
  • February - Bill Elwood
  • March - Matthew Murguia
  • April - Linda Huss
  • May - Linda Huss
  • June - Michelle France
  • July - Jenea White
  • August - Bryan Maynard

Recommendations included:

Some ideas for the January Awards meeting included: inviting Dr. Kington; prepare a recount of the Councils accomplishments since the retreat; prepare a strategic recap; and request the services of NIH photographer.

  • Draft Invitation
  • Request to have the January Award program in Wilson Hall
  • To identify Conf rooms and book through Aug
  • Draft an Agenda to Diversity Symposium
  • Actualize Proposal to work with a CAN or Budget to develop framework for Council's projects
  • Forms - Draft Proposal to Bill

Agenda

In response to the request for conference room space and an Award program Dina reiterated that programs have to be proposed, vetted and approved through the OEODM management.

Michelle segued to the topic of the Diversity Symposium.

Members are eager and willing to help with the Diversity Symposium. Their concern was how they could assist over the next 4 to5 Months; Blandina Peterson who is planning the OEODM Diversity Symposium. Also considering the council is no longer under Dr. Kington; how can it's relationship with Larry be strengthened? The members present wondered if their input was valued; why the Council was not consulted on the planning of the Diversity Symposium. It was felt there is a need to identify tactics that can be utilized to address the councils' need to improve communications with OEODM. Concern was expressed regarding access to the OEODM Director as reflection of how or if the Council is valued by said Director; i.e. respect for organization after change to OEODM from Dr. Kington and lack of input to planning for diversity symposium. The challenge is to cultivate interaction with OEODM, how to ensure the council's voice is heard.

Dina reported on why it had been postponed. The planned format for the Diversity Symposium is to incorporate 3 sessions: a. the diversity council chairs, co-chairs b. recruitment at NIH for hiring officials, IC specialists, HR and other key staff and c. Respecting diversity; to develop goals from each group for upcoming year.

Ongoing tasks - Identifying facilitators for each section

  • moved the date of the Diversity Symposium to spring in order to get participation from IC directors and higher management
  • Recommended post-meeting meeting with Chair, Dina and Sharrell to improve communication
  • Dr. Elwood will develop the nomination request letter for IC Director's and invitations for January meeting

Recommendations

  • To table discussions for subcommittees
  • Web content
  • Diversity Symposium
  • Award program
  • Budget or CAN resolution - Charter?

Meeting concluded at 3:58 PM

Members Present:

  • Bill Elwood
  • Michelle France
  • Linda Huss
  • Caronline Leake
  • Bryan Maynard*
  • Matthew Murguia
  • Molly Vallant
  • Jenea White*
  • Andrea Wongsam*
  • Shen Yang

* Council members present by teleconference

OEODM Staff Present:

  • Blandina Peterson, Diversity Program Manager
  • Jennifer Haley, EEO Assistant/NIH Diversity Council Executive Secretary