nae4-ha board meeting wednesday, august 21, 2013
TRANSCRIPT
NAE4-HA BOARD MEETING
WEDNESDAY, AUGUST 21, 2013
Purpose and Goals
• To effectively conduct business of the NAE4-HA Governance Council in support of the association’s vision and mission• To continue the utilization of available
technology as a means of accomplishing our strategic goals.
JEFF HOLLAND
CALL TO ORDER
VERNON PARENT
PARLIAMENTARIAN
JODY ROSEN ATKINS
Recording of Minutes
PARTICIPANTS WILL BE RECORDED FROM CHAT . . . IF
YOU CALLED, PLEASE IDENTIFY YOURSELF
Roll Call
TODAY’S MEETING WILL BE RECORDED
JEFF HOLLAND
Review of Agenda and Procedure
JODY ROSEN ATKINS(SENT 3-16-13)
Approval of Spring Meeting minutes from Atlanta
REPRESENTATION AND
LIAISON REPORTS
JEFF HOLLANDDEBBIE NISTLERPAM VAN HORN
JCEP
DEBBIE NISTLER, CHAIRJEFF HOLLANDPAM VAN HORN
EVALUATION OF JCEP CONFERENCE
JCEP – FEBRUARY 11-13MARRIOTT – MEMPHIS
DOWNTOWN
2014 Dates of Conferences
APRIL 6-9, 2014ALEXANDRIA, VIRGINIA
WESTIN ALEXANDRIA HOTEL
PILD
JENNIFER MCIVER(SEE E-MAIL FOR REPORT)
National 4-H Council
JULIE CHAPIN
State Program Leaders
DOUG SWANSON(SEE E-MAIL FOR REPORT)
USDA/4-H Headquarters
Overview• Common measures• Charting the future• Federal Regulations• Items shared prior to meeting• Questions
Common Measures• Provide state 4-H programs with resources to assist in the
planning of local, state-wide, and regional evaluations
• Identify a common core of child/youth outcomes and indicators that are included in the National Institute of Food and Agriculture Plan of Work system
• Identify a common core of outcomes, indicators and measures to create a standard survey tool that will be used by National 4-H Council grantees
Common Measures• Eight Surveys designed to assess the outcomes
found on the National 4-H Logic Models– 4th and 8th Grade Universal Measures– 4th and 8th Grade Citizenship Measures– 4th and 8th Grade Healthy Living Measures– 4th and 8th Grade 4-H Science Measures
• Online System
Outcomes• Universal
• Science
• Citizenship
• Healthy Living
Charting the Future• Goals and Process
Main Idea
4-H Youth will be prepared
to be productive and contributing
members of the workforce.
Federal Regulations• Name & Emblem and Civil Rights
Questions
How can we educate agents and provide them with appropriate resources on federal regulations?
Is NAE4-HA interested in helping HQ implement these ideas?
Items• Horizons• Common measures• Charting the future
Questions
JULE-LYNN MACIEBARBARA SCHIRMER
Galaxy
JOE DONALDSON
JOURNAL OF EXTENSION
Journal of Extension (JOE)
• JOE remains strong:• 151 submissions, Jan. – July, 2013• Currently 122 accepted articles• 27.8% acceptance rate (5-year average)• Adaptive website design: see joe.org • 2013 marks the Journal’s 50th year!
• One Outstanding Feature Article will be named among all features published this year; Dr. Scott Scheer of Ohio State is representing NAE4-HA on the Selection Committee
• Questions or concerns: Dr. Joseph L. Donaldson ([email protected])
Report and Updates from Committee
Chairs
JODY ROSEN ATKINS
Executive Director Report
NAE4-HA National Office Update
• Headquarters• Mail, e-mail, phone
• Board• VP Council Calls• RD Calls• Board Meetings
• Membership• Active: 2,690• Affiliate: 4• Life: 871• Partner: 9
• Partner Program Update• Monsanto• National 4-H Council• American Income Life• A&T Industries• Farm Credit• Rixstine Recognition• Fair Publishing• State’s 4-H International Exchange
• Nature Watch
• Financial Management• Audit/990 Returns• Weekly Vouchers/Monthly
Bookkeeping• Galaxy
• Conference Management• Galaxy• 2014 Conference• 2015 Conference• 2016 Conference• Hall of Fame contracting
• Communications/Graphic Design• Web Site• Regional Newsletter• Donor Reception Invitation
TONY CARRELL
Finance and Operations
Clover Pledge Transfer
New Bank – Sun CommercialAmounts transferred
-FY14 Budget
Finance and Operations
All team handbooks need updated by Galaxy
Policy Handbook
Governing structure updated flow chart
VERNON PARENT
Policy and Resolutions
Governance Council
MELISSA HENRY
Marketing and Outreach
SHIRLEY WILLIAMSON
Public Relations and Information
Public Relations & Information Fall 2013 Shirley Williamson, Chair
4-H Stories Book
*less than 200 books left
*still working on the collection for book 2. Where is your 4-H Story?
Incoming Chair:
Chrys Nestle
To recruit her co-chair
Distinguished Alumni Database Updated, continuing to work on better ways to keep it current
First Timers Orientation
*Jule-Lynne sent a request to the Galaxy committee to see if they need any help on our part. She reported that they have food and speakers confirmed. Our committee will be available to help as needed.
NAE4-HA Promo Flyer
“the return on your investment”
*Benefits? Why Join? Get Involved?
Hall of Fame October 11, 2013National 4-H Center Washington, D.C.
Susan Barkman, NAE4-HANancy H. Bull, ConnecticutDuane Duncan, PennsylvaniaRaymond C. Firestone, National 4-H CouncilSteve D. Fisher, Kansas Virgie B. Foreman, Louisiana George S. Foster, Tennessee Virginia Gobeli, NIFA/4-H National Headquarters Dr. Janet Hiller, Washington Larry L. Krug, National 4-H Council Dr. Merl E. Miller, Oklahoma Roger Coleman (Bo) Ryles, Georgia Wayne Clifford Schroeder, Wisconsin Myrtle N. Walgreen, National 4-H Council Dr. Linda Webb, NAE4-HA Sharon (Sherri) Wright, NIFA/4-H National Headquarters
*Laureates selected*Ceremony planned HOF Conference Call on 8/13/2013
Public Relations & Information Fall 2013
TOMAS MANSKE
Professional Development
Developing VP of Prof. Dev. Handbook of duties
Corresponded with Research & Evaluation Chair and the Journal of Youth Development Committee in progress of publication.
Worked with VP council and Executive Director to fill vacancy of Professional Development Chair
Galaxy 2013: Seminar selections, Pre-Board & Super Seminars
Conferences – working with conf. chairs for Minnesota and Oregon, Corresponded and worked with Louisiana and Texas to secure 2016 conference bid, Currently cultivating states to host 2017 NAE4-HA Conference
Working on recommendations to update conference handbook regarding dates of intent to bid, etc. - (to be presented at Pre-Board)
PROFESSIONAL DEVELOPMENT
ELIJAH WILSON
Research and Evaluation
Programs ReportLynette Black
Programs Committees
• Afterschool: Developing definition of “afterschool”. Presented a webinar - archived at http://nifa-connect.nifa.usda.gov/p5xquivoz1q/
• Animal Science: Development of materials illustrating how animal science fits in the mission mandates.
• Camping: Further development of guidelines for National Camping Institute; Awards
• Citizenship: Awards
• Communication & Expressive Arts: Poster Presentation at Galaxy; What Do You See?
• Geospatial: Virtual map gallery, Award
• Healthy Living: Conducting preconference at Galaxy
• Urban Programming: 2013 Urban Programing Conference; Award
• Workforce Development: Grab ‘n’ Go expansion and evaluation of use/acceptance/value
• Youth in Governance: Galaxy Presentation; Award
New Committees
• Diversity• Robotics
KIM GRESSLEY
Member Services
Member Services Report
Kim Gressley, VP Member Services
Jody has provided updates on membership during the year. Worked with Jeff on writing the letter to late states for their enrollment, per Spring Board discussion
Sent out a WELCOME LETTER to new members ~ Jody sent it out Reviewed the NAE4-HA brochure and benefits letter. Will have them on hand at the GALAXY IV
Conference Finished the Membership Handbook and Jody placed it up on the website Updated all Member Services job descriptions Reserved the Member Services booth for GALAXY. We are in space #710! Assisted chair and liaisons in all areas of Member Services. Had a good, busy year!
IMPACT REPORT information is due to Kim by August 28th with the final report being sent to Jody the first week in September. Thanks!
DONNA BRADLEY
Member recognition
Member Recognition
Donna Bradley, Member Recognition Committee Chair
• Webinar completed• Promotion of awards process complete. All national award winners have been notified via email• Awards ordered and shipping arranged• On-line national award winners posted (Thanks Jody!)• Utilized on-line application for service awards• Established a state member recognition contact list• Jody using member clicks to get a RSVP from Award Winners• Will work with Jody to transition into the on-line award application process• Awards notebooks will be created and bound for the booth at GALAXY IV• First Year for Life Member Award is on schedule• Specialty Awards discussion
KANDY MCWHORTER
Life Membership
Life Member Update
Kandy McWhorter, Texas, Board Liaison
• Team: Cindy Bigger – NC; Tom Davis, NE; Kandy McWhorter, South; Linda Webb, West• Job descriptions and term limits were developed and are now in the Member Services
Handbook• Regional contact names and contact information• Life newsletter was created and sent out to life members• Life activities at GALAXY include numerous seminars & opening get-together (our team will
help to host and work the event prior to boarding the ship for the first evening event)• Life Team will host a seminar entitled, “NAE4-HA Life Members Speak Up!” Sept. 17 th, 3pm• Pinning Ceremony for life members will be done by the team with Kim assisting. Life pins
were re-ordered to keep this going for many years! Invitations are being prepared and names will hopefully soon be here from the GALAXY committee
• Life Member Award will be presented during GALAXY. Want more applications next year! Also will accept donations to help with the $500 cash award
• Still working on our best communication linkages and reduced registration fees for life members and special programs for life attendees (1 to 1.5 days of attending meetings)
BETTY GOTTLER
HISTORY AND ARCHIVES
History and Archives
Betty Gottler, Historian
• Her contact information is: [email protected]; 256.221.6468
• All historical files have been moved from National 4-H Council to Jackson’s Mill – West Virginia 4-H Camp in Weston, WV
• An Agreement has been drafted and will be signed between West Virginia and NAE4-HA at GALAXY• Quilts have been found (thanks, Pamela!!) and will be used at GALAXY in our association booth• Working on collecting VHS, DVD, pictures, articles, etc for the archives• Will be traveling to Jackson’s Mill in August• Will need to consider purchasing file drawers to keep archives in order. Betty will know more once she
returns from West Virginia.
KORI MYERS
State Relations
26 state visits - Southern(12),Northeast(5), North Central(6),Western(3) Provided over $90,000 back to members in support of JCEP
travel/registration, PILD scholarships, 1st Timer scholarships, and travel for State Visits
Provided leadership at JCEP, conducted Membership survey to better serve our members, presented on Online Awards, Elections, Galaxy, Life Membership and numerous additional topics
Galaxy 2013: the Regional Directors will be conducting the NAE 4-HA Social, State Officers Workshop, Regional Meetings & Member Engagement. Regional Directors will serve as Chairs of the Day and assist with Frist Timers.
Conducted: “My 4-H Webinar” for NAE 4-HA Membership Regional Directors served on the Journal of Youth Development Committee
and the new NAE 4-HA Website Committee. Published Regional Directors Handbook & State Officers Handbook Published 3 Editions of the “Regional Directors Newsletter “
KORI MYERS, CHAIR STATE RELATIONS
DEBBIE NISTLER
Organizational Stewardship
Organizational Stewardship
• Candidates can be found from the homepage• Speeches and online voting will happen as usual• MONDAY SPEECHES – Online voting for
NAE4-HA offices will be open for 30 hours starting Tuesday evening 6:00 p.m. September 17th, through Wednesday, September 18th, 11:59 p.m. (Midnight – Eastern Daylight Savings Time)
• Installation on Thursday
NAE4-HA Online VotingImplemented 2014
• May 1st – All paperwork in• June 1st – bios and promotional materials on
website (recorded speeches, online tri-fold, bio)
• June 1st – Webinar for full membership to approve slate of candidates
• July 1st-15th - Webinar held for question and answer time for candidates
NAE4-HA Online VotingImplemented 2014
• August 24th -27th – Online elections• September 1st – Elections announced• September 1st – October 15th – training
sessions for newly elected members• Conference – Speeches and Meet and Greet• Conference – 4-6 hour training session for new
members• Conference – Board installation (closing
business meeting
Evaluation of Executive Director
• Jody’s annual evaluation will go out as a survey later this week. Please complete by August 30th.
JULE-LYNN MACIEBARBARA SCHIRMER
PRESIDENT’S COUNCIL
2013 Galaxy Schedule
Road bumps and mole hills – But smooth sailing ahead
KIA HARRIESNANCY HEGLAND
2014 National Conference
2014 Conference UpdateHotel
• October 26-30, 2014
• Conference Web Site: www.nae4ha.com/2014-annual-conference
• Hyatt Regency Minneapolis1300 Nicollet MallMinneapolis, Minnesota 55403
• Room Rate: $159/night single/double
2014 Conference UpdateInvited Speakers
• Keynote: Dr. David Walsh, a leading authority on children, teens, parenting, family life, and the impact of technology on children’s health and development.
• Capnote: Dr. Verna Cornelia Price, Executive Director of The Power of People Leadership Institute™ and Founder of Girls in Action™, an innovative four–tiered, curriculum-based program that strives to decrease and prevent violence among urban high school girls while positively reengaging them in academics and leadership.
Jun 1, 2014 Program is live on website and Early Registration Open
Nov 1, 2013Call for Proposals
Opens
Dec 31, 2013Call for Proposals
Closes
Jan 10-Feb 7, 2014Reviews are done
Mar 15, 2014 Reviews are completed and
participants notified (accepted or not)
Apr 30, 2014Submitters have to confirm
their presentation and make edits
May 30, 2014All sessions and speakers
plugged into agenda
2014 Conference UpdateCall for Proposals – Oregon System
2014 Conference UpdateConference Schedule
2014 Conference UpdateOther Items
• Entertainment Opening Night – Lorie Line• Exhibit RFP Sent Out• Working on Promo Video and Exhibit for Galaxy
Two Motions:
The 2014 Conference Committee moves to accept the Call for Proposals Timeline as presented.
The 2014 Conference Committee moves to accept the conference schedule as presented.
VIRGINIA BOURDEAUPAMELA ROSE
2015 Conference
2015 Conference Update
• Formed all committees and family tree
• Held conference call with each committee in May along with Conference Planner
• Will be working on off-site venue for an evening event at The Oregon Museum of Science and Industry (OMSI) is a scientific, educational, and cultural resource center dedicated to improving the public's understanding of science and technology.
OLD BUSINESS
New Business
JEFF HOLLAND
Board meeting at Galaxy
• Board meeting will begin on Sunday at 8:15 a.m.Working lunchWill end around 5:00 p.m.Monday - Consent calendar and bid presentation
Board meeting
PAM VAN HORN
Board Transition
President - Elect Board Transition Tom Davis – Chair of RD’s Amber Lounsbery and Amy Parrott
will be serving as Board Development
No meeting on Saturday of Galaxy Next year’s Spring Board meeting
in Minneapolis week of March 10th
JEFF HOLLAND
President’s Reception
OTHER AGENDA ITEMS
ADJOURNMENT
NAE4-HA BOARD MEETING
WEDNESDAY, AUGUST 21, 2013