NAE4-HA BOARD MEETING WEDNESDAY, AUGUST 21, 2013

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 (jldonaldson@tennessee.edu)

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: gottlte@aces.edu; 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