**VETERINARY PROFESSIONAL ADVISORY COMMITTEE**

**(Vet PAC)**

###### MEETING MINUTES

# January 22, 2004

# NIH Bethesda Campus, Building 31, Conference Room 1A2

## 

## Members Present

  ---------- ------------- -------------------------- --------------------------
  **Rank**   **Name**      **Position**               

  CDR        Estella Jones Chair, FDA Representative  

  CDR        Don Gardner   NIH Representative         

  CDR        David Ashford Geographic Location        

  LCDR       Ed Wozniak    Geographic Location        

  CDR        Yvette Davis  Member at large            

  LCDR       Kim Taylor    Member at large            

  LCDR       Patty Klein   Junior Officer             
                           Representative             

  CAPT       Bill Stokes   CPO, NIH, non-voting Ex    
                           Officio member             

  LCDR       Regina Tan    Executive Secretary, USDA, 
                           FSIS                       

  CDR        Terri Clark   NIH, Past Chair, ex        
                           officio member             
  ---------- ------------- -------------------------- --------------------------

## 

## Members Absent

  ---------- -------------------- -----------------------------------------
  **Rank**   **Name**             **Position**

  CDR        Shanna Nesby-O\'dell CDC Representative

  Dr.        Mark Abdy            Civil Service Representative
  ---------- -------------------- -----------------------------------------

## 

## Guests Present

  ---------- -------------------- -----------------------------------------
  **Rank**   **Name**             **Agency**

  LCDR       Nelva Bryant-Gibbs   CFSAN, FDA

  CDR        Kamela Davis         CBER, FDA

  Dr.        Lauren Davidson      CBER, FDA

  LT         Kis Robertson        USDA, FSIS

  CDR        Meta Timmons         PSC

  LCDR       Sanyvette Williams   EPA

  LCDR       Allison Williams     CDC

  CAPT       Nancy Pate           EPA

  CAPT       Randolph Daley       CDC

  CDR        Johnny Braddy        CFSAN, FDA

  CDR        Princess Campbell     EPA
  ---------- -------------------- -----------------------------------------

CDR Estella Jones called the meeting to order at 1310 hours and
introduced members and guests.

######## [AGENDA ITEMS]{.underline}

**CPO Comments -- CAPT Bill Stokes**

# Congratulations to CDR Jones on her assumption of her new position and responsibilities as PAC Chair. Thanks to new and continuing members for their participation on the 2004 PAC.

# CDR Clarke and CAPT Stokes attended the January 14, 2004 CPO/PAC Chairs meeting. The following items discussed at the meeting are summarized below.

1.  **Commissioned Corps Personnel Manual:** Changes in Temporary
    Promotions, Permanent Promotions, and Readiness standards were
    signed in December and posted on the DCP website. These include a
    detailed circular for CCRF qualification levels. CAPT Stokes
    recommends downloading and reviewing a copy if you have not already
    done so. Submitted comments on changing standards were considered by
    senior leadership, demonstrating a commitment to officers.

2.  **Changes in promotion procedures:** CAPT Stokes recommends that
    officers go to the DCP website, login, and see if eligible for a
    promotion in this promotion cycle. If officers are eligible, they
    will be considered for promotion unless they opt out. This is the
    only year that officers can opt out.

3.  **Veterinarian Benchmarks:** CDR Clark distributed new Benchmarks
    via email. These Benchmarks will be used by the Promotion Board. The
    Promotion Board will consider the weight the five promotion precepts
    as follows: Performance (40%), Education, Training, & Professional
    Development (15%), Career Progression & Potential (25%),
    Characteristics of Career Officer and Service to the Corps (25%),
    Response Readiness (5%). The Response Readiness Precept was not
    listed among the Benchmarks. For this year's promotion cycle, basic
    qualification will be assigned on an all-or-none basis. Officers
    that selected Clinical Veterinarian as their deployment role and do
    not have 112 hours of clinical time accumulated will not be
    considered as qualified. In this case, CAPT Stokes recommends
    selecting Liaison Officer or Public Health Educator as a deployment
    role.

4.  **Reviewing and Officer Statements:** According to a January 15
    email from DCP, both Reviewing Official and Officer Statements will
    be required for promotion. Decision was released late, as DCP
    considered all submitted comments on changing promotion procedures.
    Records submission deadline to DCP is January 31 and includes
    Reviewing and Officer Statements.

5.  **CCRF Qualifications:** Officers who were CCRF qualified by
    September 30 do not have to requalify with the additional CCRF
    course requirements for this year This year, qualified officers will
    receive 5 points toward promotion if they are qualified. Officers
    will only be considered for 2005 Assimilation and Temporary
    Promotions if they are qualified. Everyone should have received
    procedures for the "Physical Fitness Test" or "Height and Weight
    Standards" medical waiver. The Physical Fitness Test will not be
    required for promotion year 2004.

6.  **Transformation:** The Office of the Secretary has hired a
    consultant group to review several elements key to the
    transformation. Among those elements are recruitment and
    standardization/centralization of the billet system. An optimistic
    and positive outlook for the Corps was expressed by senior leaders
    during the CPO board meeting with RADM Knouss. VADM Carmona stated
    that he is interested in hearing from all officers, who have the
    "opportunity to change the world" through their contributions to
    public health, and ADM Carmona is in the process of holding All
    Hands meetings with officers among DHHS Agencies.

> The Transformation will also engender some organizational changes at
> DCP. DCP will be split into three separate offices. The Office of
> Commissioned Corps Management, lead by CAPT Furman, will handle
> Commissioned Corps policy. The Office of Commissioned Corps Operations
> will handle day-to-day Corps operations. The Office of Commissioned
> Corps Support Services will handle medical and financial operations.
>
> The Transformation will also engender the formation of the Public
> Health Service Commissioned Corps Council. This council will include
> Agency heads (including NIH, FDA, CDC, EPA, IHS, etc.) as Commissioned
> Corps clients and will allow Agency heads to have direct input to the
> Surgeon General and ASH. This process will allow good two-way
> communication, helping the Corps to better meet client needs.

7.  **Commissioned Corps Bulletin:** Hard copies of the Commissioned
    Corps Bulletin will no longer be mailed out. Officers can, and
    should, access electronic copies through the DCP website,
    publications menu, bulletins link (http://dcp.psc.gov/CCBul.asp).
    Included in this month's version:

    a.  A supplement on promotion policies and procedures (link
        available in the separate listing at the bottom of the web
        page).

    b.  Assimilation applications are due February 13. The DCP website
        has a chart that details/compares Regular and Reserve Corps.

    c.  PHS Commissioned Officer and Armed Forces compensation parity
        issues have been addressed. The average increase in officer pay
        was 4.1%, ranging from 3.7 -- 6.25%. CAPT Stokes acknowledged
        COA for their support of PHS officers in pay parity issues.

8.  **AVMA Meeting:** The meeting room for the annual AVMA PHS officers'
    meeting has been reserved. The USPHS Veterinary Officers meeting
    will be from 9:00-noon on July 25. Please put this on your calendar.

9.  **Changes in medical care systems:** All officers are now required
    to enroll as Tricare Prime or Tricare Remote Prime. MAB is still
    available to answer questions concerning this transition.

**Vet PAC Retreat Summary -- CDR Jones**

Thanks to CDR Clark for her outstanding leadership in the last 4 months,
including the Vet PAC Retreat in which both outgoing and incoming Vet
PAC members attended a 1 ½ day strategic planning session prior to the
December Vet PAC meeting. Mr. Harry Coffee facilitated the session. The
purpose of this retreat was to revamp the Vet PAC mission statement,
vision, and goals. The product of this meeting (which CDR Clark
distributed to the Category via email) represents a dynamic process, and
CDR Jones encourages all officers to participate in it's evolution and
fulfillment.

1.  **Mission**: The Veterinary Professional Advisory Committee (VPAC)
    is a leadership group of the Commissioned Corps and other Federal
    veterinarians elected by the Veterinary Category to represent their
    diverse professional disciplines through subcommittee participation
    to advocate for their interests, communicate career information, and
    promote our the category's role in protecting and advancing public
    health.

2.  **Vision**: A strong and growing Veterinary Category, active and
    leading in all facets of Public Health

3.  **Guiding principles:** The guiding principles of our PAC are based
    on leadership, mentoring, commitment to serve, and vision.

4.  **Strengths Weaknesses Opportunities and Threats (SWOT) Analysis:**
    This analysis described some of the strengths and opportunities that
    we as a Category need to optimize in order to overcome weakness and
    threats.

5.  **Goals and objectives:** The following goals and objectives are
    presented in a worksheet format. We will begin working through this
    worksheet once Subcommittees have formed.

    a.  The CPO/PAC will facilitate 100% CCRF by September 30, 2005.
        Those officers who have already achieved their promotion goals
        should still meet readiness standards as leaders, mentors and
        examples for the rest of the category. CAPT Stokes also noted
        that a high percentage of deployment-ready officers will enhance
        the visibility of the Veterinary Category to senior leadership
        and encouraged officers to look for deployment opportunities and
        ways to increase clinical hours. This issue will need to be
        further discussed by the CCRF subcommittee.

    b.  The Vet PAC will double the size of the Veterinary Category
        by 2009. CDR Jones noted that recruitment and jobs are tied
        hand-in-hand. USDA as approximately 100 positions open for
        veterinarians, and FDA is opening 60 positions. These are just
        some tools that the PAC and Category can use to achieve our
        goals.

    c.  The Vet PAC will adopt written Vet PAC Committee operating
        procedures by April 2004.

    d.  The Leadership Development Subcommittee will determine the
        current leadership roles in the PHS that impact the Vet PAC
        mission and vision by January 2005 (?).

**Vice Chair nominations -- CDR Jones**

Our current charter allows for a Chair-Elect to support the PAC Chair in
the duties and responsibilities. However, the term "Vice Chair" should
be allowable, should the PAC prefer it. The position currently does not
require that the Vice Chair grow into the Chair position in subsequent
years. LCDR Kline proposed that the Vice Chair should do so, ensuring
continuity for the PAC from year to year. CAPT Stokes further suggested
that, as the charter currently calls for 2 year terms that could limit
the utility of this proposal, the PAC should consider revisions to the
charter to allow 3 year terms which could increase continuity as LCDR
Kline suggests.

LCDR Kline was nominated for the position of Vice Chair. To allow
members additional time, CDR Jones will send an email to the PAC
soliciting further nominations. The deadline for nominations is Friday,
January 30. The list of nominations will be compiled and returned to the
PAC for an electronic vote.

**Subcommittee Chair Nominations** **-- CDR Jones**

CDR Jones noted that members have expressed interest in the following
Subcommittees: Recruitment, Holiday Ball, All Hands, Mentoring, and
CCRF. Both the Awards and Meetings subcommittees still needed
participation. CDR Jones further noted that, although Subcommittee Chair
positions will be held by PAC Members, any officer in the category can
(and should) participate in Subcommittee activities.

The following PAC and category members have expressed interest in
subcommittees:

1.  LCDR Taylor volunteered for the Awards Subcommittee Chair, and CDR
    Jones volunteered to be a member of this Subcommittee. It was noted
    that experience on the Awards Subcommittee (which also handle the
    Vet of the Year and McCallum Awards) gives officers good experience
    in the awards processes.

2.  CDR Davis and CDR Gardner both expressed an interest in becoming
    Chairs of the Mentoring Subcommittee. CDR Davis proposed integrating
    the Leadership Development Subcommittee into the Mentoring
    Subcommittee.

3.  LCDR Bryant-Gibbs expressed an interest in working on the Meetings
    Subcommittee

4.  CDR Ashford, Dr. Abdy, LCDR Wozniak, CDR Gardner, and CDR Harris all
    expressed interest in the Recruitment Subcommittee.

5.  LCDR Taylor expressed interest in becoming the All Hands
    Subcommittee Chair.

6.  CDR Clark and CDR Princess Campbell expressed an interest in the
    Holiday Ball Subcommittee.

7.  LCDR Klein, CDR Nesby-O'dell, and CDR Stephanie Ostrowski expressed
    interest in the CCRF Subcommittee.

CDR Jones will begin soliciting category volunteers for Subcommittees
via email. Volunteers can be recognized for their participation. The PAC
has Certificates of Appreciation that can be sent to an officer's OPF to
demonstrate their "Membership/Involvement in PAC/Advisory Groups" as
described in Veterinarian Benchmarks #4.

The deadline for Subcommittee Chair nominations is Friday, January 30.
Once Subcommittee Chairs are named, the list will be sent to the entire
category to increase Subcommittee visibility, promote volunteer
opportunities, and demonstrate Agency diversity among those involved
with Subcommittees. In-coming Subcommittee Chairs should feel free to
call on past Subcommittee Chairs for advice and input.

**The next PAC Meeting -- CDR Jones**

The PAC meetings are shifting from a quarterly to bimonthly basis.
Subcommittees should meet so that activities and results can be reported
during the next PAC meeting. The next PAC meeting is scheduled for
Thursday, March 25, 1 -- 3pm.

A proposal was made to rotate meetings between NIH and FDA CVM or FDA
CFSAN.

A proposal was made to call for volunteers to host PAC Meetings. Hosting
responsibilities would include:

1.  Directions, parking availability, parking fees, public
    transportation availability

2.  Room capacity

3.  Call-in or video conferencing capability

**Upcoming COA Meeting -- CAPT Stokes**

Scheduled for May 16 -- 20, 2004 in Anchorage, AK. The Veterinary
Category day is the 18^th^ and will be a full day session. CDR Martin
Kriete is organizing this session with the assistance of CDR Johnny
Braddy and CDR Estella Jones. The theme for the veterinary session is
"The Various Roles the Commissioned Corps Veterinarians Play in the
Various Agencies".

There will be an OLAW IACUC meeting at the University of Fairbanks just
before the COA, BOTC courses (both before and after), Physical Fitness
Testing, and a retirement planning meeting in conjunction with the COA
meeting.

CAPT Stokes encouraged that everyone consider attending this meeting;
attendees should plan to arrive on March 15.

####### New Business -- None

####### Announcements/Concerns Around the Room - None

####### Next Meeting

The next meeting is scheduled for March 25, 2004 at 1300 hours. The
meeting place will be announced.

The meeting was adjourned at 1435. Minutes were prepared by LCDR Regina
Tan and approved electronically by Vet PAC members.