NC State Extension

2004-04-26 BoD Minutes

Executive Board Meeting Minutes

North Carolina Federation of Cooperative Extension Associations (NCFCEA)
April 26, 2004
Golden Corral Restaurant, Greensboro, NC

Members Present: James Cochran, President – Federation; Tovi Martin, President Elect –NCAEPAAT; Barbara Byers, President – NCAEPAAT; Aggie Rogers, President Elect – Federation; Melanie Chevalier, President – NCCESA; Nelson McCaskill, President – NCAE4-HA; Robert Lopp, Past President – Federation; Marjorie Rayburn, President – NCAACAA; Mark Tucker, President Elect – NCACCAA; Jackie L. Helton, Vice President – NCAE4-HA; John O’Sullivan, President – NCACES; Susan C. Condlin, Secretary – Federation; Dee Shore, Treasurer – Federation, Nancy Abasiekong, President Elect – NCEAFCS

James Cochran welcomed the group to the executive board meeting. Each person present introduced themselves and identified the association they represented. James shared and reviewed handouts: bylaws and various pages from the Federation web site. (Attached to official minutes.) Additional items were added to the agenda. (Attached to official minutes.) Agenda adopted.

Minutes of the April 28, 2003, Executive Board Meeting were reviewed and the following corrections were noted:

Page 1: Members Present: Add Barbara Byers as being present
Association Reports:
Carolyn Langley – NCAR4-HA should be NCAE4-HA. The January winter meeting in Rocky Mount was cancelled. The state meeting is scheduled from August be held in Nags Head.
John O’Sullivan – NCCESA should be NCACES
Page 5: Each association President should collect all issues and forward to Federation President Robert (not James) Lopp

Treasurer’s Report: Financial Report was presented. Incorrect dates were noted and changed. Checking account balance is $1,789. Share Account balance is $67.28. Money Market Account balance is $2,988.39. Financial Report was accepted. (Report attached to official minutes.)

2004 Proposed Budget was presented. Discussion was held on the NC Soybean Association’s yearly contribution of $750 to Federation. Historically the funds were given to Federation to cover “dues” to Federation for five associations: N. C. Association of County Agricultural Agents, N. C. Extension Association of Family & Consumer Sciences, N. C. Association of Extension 4-H Agents, N. C. Cooperative Extension Secretaries Association, N. C. Association of Cooperative Extension Specialists. Each association received $150 from Federation and they in turn sent the money back as payment for dues to Federation. Several years (2000?) ago this procedure was stopped and Federation just kept the money. With North Carolina Association of Extension Program Assistants, Associates and Technicians becoming members the intention was to request additional funding from NC Soybeans Association. This never happened.

The treasurer reported that based on our current budget we are spending more than we take in and eventually the budget could be in a deficit. Discussion was held on charging each Association $50 and continuing to keep the NC Soybean Association funds for the support of the Federation Forum.

Nelson McCaskill moved the adoption of the 2004 budget as presented and asked that a committee be appointed to track the budget in order to present a balanced budget next year. Robert Lopp seconded the motion. Motion approved. (Budget attached to official minutes.)

Nelson McCaskill moved that the NC Soybean Association’s financial support ($750) be earmarked to support the Federation Forum and what was not used remain in the general operating fund of Federation. Tovi Martin seconded the motion. Motion passed.

Nelson McCaskill moved that in 2005 Federation charge each association $50 dues for the general operating fund for Federation. Marjorie Rayburn seconded the motion. Motion passed. This recommendation from the Executive Board will be presented to the Federation members at the Forum in December for their vote. James will inform/remind the Association presidents about this recommendation prior to the Forum.

Marjorie Rayburn moved today’s Executive Board meeting lunch be paid for from the Federation treasury. Mark Tucker seconded the motion. Discussion held. Motion failed.

Review of 2004 Forum: In preparation for the 2004 Forum, a review of the 2003 Forum was held. Topics included: What is the goal of the Forum? Have we gotten away from our mission? Can we have professional development (4 hours if possible) at the Forum? Dialogue with Administrators: continue to keep the dialogue, however, it needs to be more back and forth dialogue not just the Administrators responding to concerns. Written submissions are not dialogue. Issues, concerns and response time line were discussed and the suggestion was made for the Administrators responses to be received prior to the Forum and posted to the Federation web site after the Forum. Forum needs to conclude by 3pm. Angie Rogers and James Cochran will be planning the 2004 Forum.

James Cochran distributed the 2003 Issues, Concerns and Suggestions for Extension Administration and their responses. Association Presidents were asked to distribute to membership. (Copy attached to official minutes.)

During the review of the 2003 Issues, it was noted that members still have concerns relating to Sherri Schwab’s response to bonus leave and bonus pay, employee compression and the unique funding and distribution of Legislative funds to the University. Concerns were also expressed on Joe Zublena’s comments related to staffing and additional demands. Is it realistic to decrease time commitments or drop programs?

Robert Lopp recommended keeping the Administrative section on the Forum agenda. Group agreed.

Nelson McCaskill moved that the Executive Board allocate up to $300, if needed, to secure professional development training for the Forum. Jackie Helton seconded the motion. Motion passed.

Discussion followed on what type of professional development. Nelson McCaskill moved that the topic of parliamentary procedure be presented at the 2004 Forum and to contact Josh Bledsoe, State FFA Coordinator, located in the Agriculture and Extension Education Department at NCSU, to present the program. Motion seconded by Angie Rogers. Motion passed.

Date for the 2004 Federation Forum was announced as the first Friday in December –December 3, 2004.

Constitution and Bylaws Report: Discussion was led by Robert Lopp. Constitution and Bylaws Committee recommends adding to Article III – Membership the following:

Section 2: Federation membership is open to any professional Extension association at NCSU or NC A&TSU upon written request for membership. The Board will review the request, and if approved by the Board, recommend the request to Associations within Federation for discussion and consideration. A formal vote would then be taken by the Federation membership at the annual meeting.
The Executive Board approved the recommendation and asked Robert Lopp to send this out to Presidents of the Associations for them to share with their membership. Vote on the recommended Bylaw change will be taken at the 2004 Federation Forum.

Robert Lopp noted if the recommendation to ask each Association to pay dues of $50 in 2005 passes, then a section will need to be added to Article VII Dues.

Installation of Officers: Robert Lopp asked each state president to review the rotation schedule (Appendix B of Federation Bylaws) and to identify for him the Association’s representative to the Federation Executive Board following the Association’s state meeting. Installation will take place at the 2004 Federation Forum.

Horn Of Plenty: Discussion was held on the value of this event. Discussion focused on what are we getting out of HOP? Commissioner pays $30 for a food ticket; who receives this money? Can Extension use this money to help with the cost? Does the event showcase Extension in a positive way as an educational organization. Do they know what Extension is? How is Extension perceived? What is the value and impact of this event? Should HOP be continued? Is there something better we could do, such as workshops? It was reported that Joe Zublena is getting feedback and is developing questionnaire. The 2004 Horn of Plenty is scheduled for August 20 in Asheville.

Legislative Breakfast: Marjorie Rayburn brought this to the floor for discussion. A legislative breakfast could be used as marketing and showing the value of what we are doing. She asked: Can Federation take the lead? Can we meet with legislators or do we have to have permission form Administration? James Cochran will check out her questions and seek advice from Andy Willis, Assistant to the Chancellor for External Affairs.

Next Executive Board meeting? Discussion focused on whether we needed to meet. The consensus was to set a date and if we don’t need to meet, James Cochran will cancel the meeting. The group would like to meet in the Raleigh area. Date selected was October 11, 2004.

Hiring Chancellor: Discussion was led by John O’Sullivan. Since Federation represents all associations, the suggestion was made for Federation to be involved in the interview process if possible. James Cochran will communicate with Dr. Ort Federation’s desire and seek his advice on how to get involved

Public Issue Leadership Development (PILD) will be held the first week of May in Washington, DC.

District Meetings: Road Map to Change was the theme. After the discussion and evaluation of the District Meetings, John O’Sullivan suggested that Federation needs to give feedback to make it better so people can get more out of the next District Meetings. Dee Shore reported that the results of the evaluations filled out at each meeting would be distributed soon.

Further comments/discussion: What was the purpose of the meeting? Not a lot of direction from marketing presentation. Do the Marketing professionals know county staff is the heart of marketing and that marketing is done by county staff dealing with the public?

Positive comment from the District Meetings: Non-agents were invited as full partners; the presentation refocused us to our mission of economic prosperity, environmental stewardship, and an improved quality of life. Question raised: What’s going to happen and when? Administrative Council meets Wednesday, April 28, 2004 and more information will be coming out.

Epsilon Sigma Phi, XI Chapter (ESP):
Dee Shore, Vice President for ESP, presented a letter requesting membership for ESP. Nelson McCaskill moved we accept ESP’s request for membership. Nancy Abasiekong seconded the motion. Robert Lopp reminded the group of the Bylaws recommendation approved earlier and suggested we follow that procedure. Vote was taken: 11 for, 1 abstained, 1 opposed. Motion passed. Members will vote on ESP’s request for membership at the 2004 Federation Forum.

Recognition and Awards: Since we have no money and each association has an awards program, the Board decided not to provide awards.

Personal and Organizational Development (POD) Training: Nelson McCaskill shared with the group that the Secretaries’ Association had been approached by PODs to attach another day to its State Meeting in order to provide in-service training. The Agriculture Agents Association accommodated this request at their state meeting. Evaluations were not positive. Consensus was in-service training should be separate from professional/association development.

Associations Reports: Presidents gave update on the activities of their Associations. (If a written report was given, a copy is attached to the official minutes.) Presidents were encouraged to report to Federation’s webmaster Miranda Pope their meeting dates.

Invitation to Associations’ Meetings: Susan Condlin asked if there was any written policy on who pays for meals, etc. when representatives are invited to other Association meetings. It was discussed and consensus was the Association extending the invitation should pay for the representative to attend. We were reminded to invite Administration to our meetings.

No further business: Motion to adjourn was passed at 2:25 PM.

Susan C. Condlin, Secretary
2004 NCFCEA

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