Epsilon Sigma Phi The Extension Professional s Organization National Board Meeting September 1, :00 p.m. Eastern

Transcription

1 Epsilon Sigma Phi The Extension Professional s Organization National Board Meeting September 1, :00 p.m. Eastern The Meeting was called to order by President Patricia Dawson. There was a call for changes to the agenda. Ann Berry moved that the agenda be adopted. The motion was seconded by Dan Culbert and the motion passed There was a roll call of Board Members those present were: Patricia Dawson, Kathleen Tweeten, Ann Berry, Beth Raney, Dan Culbert, Rusty Collins and Executive Director Bob Ohlensehlen. Stephen Brown the Journal of Extension Board ESP representative and Jeannette Rea-Keywood, Chair of the 2016 Conference Host State Committee were unable to attend, Jennifer Grogan, and Doug Jardine incoming officers were also present. Elizabeth Claypoole and Peggy Compton were excused. Beth Raney and Rusty Collins were appointed as reviewers for the minutes. Ann Berry was appointed as Parliamentarian. Resolution : Rusty Collins moved that the minutes from the August Board Conference Call Meeting be approved. The motion was seconded by Ann Berry and the motion passed. An Executive Director s Report was provided by Bob Ohlensehlen (report is attached) Resolution : Ann Berry moved that Bob s travel be covered for his trip to Colorado to do a chapter visit in November of The motion was seconded by Dan Culbert and the motion passed. Due date for next Connection newsletter will be November 4, Dan Culbert questioned whether it would be permissible for Jennifer Grogan to attend the Alpha Delta Meeting in Florida if the Chapter paid her expenses since the chapter had a national office visit in the past three years. It was pointed out if the chapter was willing to pay there would be no objections for her attending the meeting. The President s Report was given by Patricia Dawson JCEP August happenings included: Participated in monthly business meeting conference call Page 1 of 18

2 Sent a progress update to the JCEP Board regarding status of our replacement for ESP vacancy and the intent that ESP remain at the JCEP table with 3 ESP representatives Continued to have dialogue with potential JCEP representatives for the ECOP Legislative Budget Committee ESP August happenings included: Considerable time devoted to an expedited process to fill the vacancy of RDM Chair and President-Elect Multiple conversations with Bob and Graham via phone/ regarding transition process Sent multiple s/calls to possible candidates for the above mentioned vacancy Visited with cadre of past-national presidents to garner their suggestions in filling our vacancy Prepared Public Announcement of selection of Kathleen Tweeten as incoming President for the Connection newsletter also sent to Past National Presidents Prepared Past National President invitations for the luncheon in New Jersey Prepared ESP Connection Newsletter article for September issue Prepared 2016 End of Year Committee report templates based on Strategic Plans each file sent to respective Committee Chair Attended RDM Zoom meeting to support transition of chair from Graham to Cindy Reviewed various materials for the upcoming conference in New Jersey including schedule details and meeting special assignments. R D M Chair (Financial Report) was submitted by Bob Ohlensehlen on behalf of the RDM Committee. (report is attached) ESP Past-President Report was given by Ann Berry. JCEP Took minutes of the August board meeting Participated in the Past Presidents Zoom meeting to discuss Executive Director s evaluation Met with Stacey McCullough to revise sections of the Policy Handbook Visited with Jeff Myers about running for the JCEP ECOP B&L position Met with President Kim Gressley to discuss options for replacing President Elect due to Graham s resignation Participated in the Executive Director s evaluation call ESP Served as chair of the Nominating Committee to fill the board vacancy left with Graham s resignation Visited personally with 3 interested individuals for the President position Visited with Nate and Cindy about stepping up to chair the RDM committee through national conference Worked on agenda and program for the Past President s luncheon during annual conference Prepared article for Connection Page 2 of 18

3 ESP President-Elect report was given by Kathy Tweeten. Kathy expressed her gratitude for the support of the board. She indicated that she had contacted Jeff Myers to do the installation of officers. ESP 2 nd Vice President / Chapter Relations Report was submitted by Elizabeth Claypoole. Committee Appointments: All members for next year have been sent welcome letter and information on their chairs. I have posted sample letter (RDM committee) to the Sept folder. I have already gotten some replies from members a good thing! Also wrote article on committee membership for next ESP Connection. Chapter Relations: Met with regional VPs on Aug 3 as reported at last BOD mtg. No new news. Still working on agenda. I have been overly busy this August and will get committee together again in Sept to finalize agenda for regional breakfasts at national meeting. Other: Popular report for all of my committee/responsibilities has been submitted. Accomplishments in Plan of Work for Global posted Tuesday in September folder. Also sent to Patricia and Bob. AD-HOC Committee/ Special Reports JOE Report from Written Report was submitted by Stephen Brown. The Journal of Extension (JOE) is the flagship journal for all Extension professionals and one we can be very proud of. JOE remains a very rigorous journal and has an acceptance rate of only 28%. While that seems like a scary statistic, a close examination of authors reveals that the majority are county-based Extension educators writing about their own research, bright ideas or successful endeavors. Despite its low acceptance rate, JOE has one of the easiest processes for submitting an article. JOE was one of the first peer reviewed journals to appear exclusively on the web and to only accept paper submissions electronically. I know authors who conceived an idea, wrote and submitted it all before lunch. Even if a paper is initially rejected, authors usually receive copious advice on how to resubmit successfully. A unique feature of JOE is its emphasis on readability. Authors are encouraged to write in first-person and avoid jargon that increases the fog index. JOE is not intended to be an in-depth exploration of a topic, but to encourage the broad scholarship of all Extension professionals. Just as ESP is the umbrella professional organization for all of Extension, so JOE serves all aspects of our profession. One thing is certain, nothing can do more to build your resume or curriculum vitae than getting published in the Journal of Extension. Pretty much any successful Extension professional is doing work worthy of publication in JOE. Finally, JOE serves one other very important duty for all of Extension. It is home to the National Job Bank that lists available Extension positions across the country. Even though Extension across the country is experiencing belt tightening, it Page 3 of 18

4 is encouraging to see that most states continue to fill empty positions by advertising on the JOE National Job Bank 2016 Conference Host State Report Jeannette Rea-Keywood was unable to attend. Bob gave a brief update on the conference registrations and other issues. COMMITTEE REPORTS Professional Development Committee report was submitted and given by Beth Raney. The Professional Development committee met on Monday, August 24th The committee members suggested several ideas for newsletter articles (due Aug 25): Coordination of transportation from Philadelphia airport to Cape May NJ. and Speaker highlights - Jeannette. Beth, Doug, Jeannette, and Kathy plan to attend the conference and will help with facilitating concurrent sessions along with others. Kathy has contacted state presidents and Jeannette will fill in remaining sessions with NJ members. Poster Presentations will be on Tuesday morning in the Atrium. Kathy and Doug will be judges and a third person will be asked. New scoresheet to total 100 points was developed. RFP for 2017 Conference in Wilmington was developed with input from committee to be distributed at 2016 conference. Committee will meet in September/early October to finalize details and then on Monday and Wednesday during the Conference. Monday for 2016 committee, Wednesday for 2017 committee. Public Issues Committee Report was submitted and given by Ann Berry. Worked with committee members on our concurrent session for annual conference Worked with David Crawford on the webinar and about the Elevator Speech webinar scheduled for September 29 Prepared article for Connection summarizing results of the Public Issues/Marketing survey. Complete survey report to be linked in article to location on website under Public Issues Committee. Report is also included in the Google Drive under August reports Resolution : Ann Berry presented the ESP Handbook recommendations for the Public Issues Committee section of the committee for the changes be approved. The motion passed. Membership Recruitment and Retention Committee reports were submitted by Peggy Compton. The MRRC met on Monday, August 8 th during which: The subcommittee of Peggy, Jennifer and Patricia reported on their plans for the First Timers/Life Members event for the National Conference in Cape May. The subcommittee of Natasha, Jennifer and Judy reported on their plans for the poster session for the National Conference in Cape May. Additional input was solicited from the entire MRRC; subcommittee will carry the ideas forward. Question for conference planners: Do we need to bring tri-fold boards for the poster session or will there be backboards provided? Page 4 of 18

5 Peter reported on arrangements for the August 30 th webinar that our MRRC is hosting. All is going well. Any additional publicity will be appreciated. Vivian shared remarks regarding the August newsletter article she submitted on behalf of our committee. We reviewed our Strategic Action Plan and noted several Goals/Action Items that we could continue to work on for the remainder of the year. Our remaining meetings are: Sept 12, October 10, (both at Noon Easter) and October 24 at National Conference in NJ. Scholarship, Grants and Recognition Committee Report was submitted and given by Dan Culbert. I have been following up with recognition award winners to encourage them to attend the Cape May program. To date, I have received responses from 80% of the 44 recipients that they will either be in Cape May or have designated another conference attendee to stand in for them. So far, we will only have to mail one plaque! I will be sharing my list with Bob so the awards program runs as smoothly as possible. Received correspondence from Mark Stewart of Missouri concerning their Professional Development Grant Award. They will not be able to conduct their elearning project at their state conference as planned, so he will be amending their plan to conduct this training later in 2016 or early I (or Patricia?) will forward the revision to the Board for their review when it is received. I am following up with the winners of the last round of Scholarship recipients to insure that those who will be supported with a Conference scholarship are registered for Cape May. Provided Chapter recognition template and ESP Branding guide documents to two chapters who are preparing for their state awards programs. At the Cape May Conference, I plan to provide a certificate to the retiring members of our Committee let me know if you want me to share with you a digital copy to do something similar with your committee. Global Relations Committee Report was submitted by Elizabeth Claypoole. Global Relations Committee Committee met on Aug 9 th, minutes are posted in Sept folder and in Global folder. Main focus was on webinar scheduled on Sept 19 in collaboration with the Professional Development Committee. Please make sure to help spread the word. Updated flyer is posted in this September Board of Directors meeting folder. Resource Development and Management Committee Report was submitted and given by Cindy Barnett. Marketing Committee report was submitted by Rusty Collins. A couple of our members did not submit a new Committee request this round and discovered such when we reviewed Committee assignments for These 2 members contacted Bob to see if it was not too late and if there were any Committee vacancies in their respective regions. Page 5 of 18

6 We reviewed the data from the ESP National Survey regarding the questions about the Marketing Kit, Diversity and Social Media. The Marketing Kit data was interesting from a perspective of which items would be the most attractive to sell at the national meeting. A full report of the marketing kit feedback is available in the August Minutes. People really like the stand-up ESP banners. They also like the Flashdrives, and find the information on the Flashdrives helpful, especially Bob s PPT presentation, but only 24% of Chapters are using them. We also found from the survey that the areas that Extension could improve in Diversity are in Race and Ethnicity, and that 40% of Chapters maintain a Chapter Facebook Page. We will set a goal to eventually get 100% of Chapters to maintain a Facebook Page. We reviewed the National Meeting schedule and our respective commitments. Regional Vice Presidents Reports contact with chapters Northeast Region - I expect to send a communication to Northeast Leadership during September to encourage participation at the national conference, upcoming webinars and committee membership. Southern Regional Report - Not much has come my way. Assisted with a request for tourist suggestions for a Board member that was planning to visit the Sunshine State; made good use of my Florida Extension colleagues with suggestions. I am encouraging a number of persons that have done Global Work with the Farmer to Farmer program to submit a presentation proposal for the JCEP Conference in Orlando, or to participate in the September 19 Webinar on Creating International Extension Programs. North Central Region - I will host one more Zoom meeting for NC Region Leaders, on Monday, Sept 26, 11:00 am Central. An agenda and reminder will be sent the week of Sept. 12. Western Region - I have corresponded with Colorado Zeta and the National ESP Office both about Colorado s interest in submitting a bid for the 2019 national meeting. I shared the information from the ESP Manual about the bid process with Colorado. I will send a short note to Western Region Presidents about the opportunity to bid for 2019 with a link to the relevant information, since it is quite lengthy. Bids for 2019 are due in March of Old Business ************************************************************* Rusty gave a report on the data that was related to the results of the survey that was conducted. There were about 30% of the chapters that have used the marketing kits. The items that were most popular were the thumb drives, the stand-up display and the good pens. There are about 24% of the chapters that have a FaceBook page. There was an indication that diversity was not as good as we would like it to be. The race and ethnicity within the organization were the areas that were identified as being of most concern. Page 6 of 18

7 There was discussion on the proposal to change the term of the committee appointments. Resolution : Dan Culbert moved that the following change to the following section of the By-Laws. Section 2. NATIONAL COMMITTEES. National committee appointments are for a two year term. A member may apply for a second two year term to a respective committee. National committees shall report to the National ESP Board and make recommendations for National ESP Board and National ESP Council action. Ann Berry seconded the motion and it passed. New Business ************************************************************* National Conference Reports are due in Microsoft Word, as are any pieces that need printed to be included in the national Delegate packets. Rusty Collins moved to adjourn the meeting. The motion was seconded by Dan Culbert and the motion passed. The following are the tentative dates for the upcoming year s conference calls and the Mid Year Meeting. Meeting times for all dates are: 2-4:00 Eastern; 1-3:00 Central; 12-2:00 Mountain, and 11-1:00 Pacific October 6. Page 7 of 18

8 September Conference Call Executive Director Report September 1, 2016 We have been working on conference items. I have completed the Endowment information that will include those that have achieved contribution milestones. We have several awards to pass out to those that have met new contribution levels. We have also prepared the list of those that have contributed to the 2016 Kickoff Campaign. We have had a record setting year in contributions with a total of $26,750 in contributions to the campaign. The number of members that have contributed (165) is probably also a record number. Many of the members contributed more than once, generally it was their regular contribution and a contribution to an honorarium. One of the factors that make this year s total contributions so high is that we collected both the honorariums for Ann Berry s key and a significant amount for Patricia s key during the same year. There were several who contributed last December to take the tax advantage in The policy for handling Development Funds is to retain the donations as operating funds for the period from September 1 until the following August 31. On August 31 st or thereabout we will deposit the $26,750 from the campaign. Since our balance in checking and savings for the Development Fund is $ less that the amount we need to transfer we will withdraw the amount that was authorized to be spend for the current budget year which is $22,800. That with the 2017 campaign donations will fund next year s needs. Our spending policy would have allowed the committee to have budgeted slightly over $25,000 for expenditures in Between the donations through registration and other donations we currently have $1080 contributed toward the 2017 Endowment Fund Campaign. We currently have 23 states who have registered their delegates. There are a total of 34 delegates registered for the National Council meeting which includes 33 chapter delegates and one board member. Chapters who are registered include: IA, IN, KS, MO, OH, WI, MD, NJ, NY, PA, AL, AR, FL, GA, MS, NC, TN, TX, VA, CO, ID, OR AND UT. I have also saved a file with the number of members registered from each region. As of August 29, there are 60 from the Northeast Region (probably a record), 53 from the Southern Region, 30 from the North Central and 17 from the Western Region. Current registration stands at 160 and we budgeted for 150 so that should make everyone feel more comfortable. Remember that annual reports and the popular reports are all due no later than next week. I prefer to have them sent to me as attachments to an so I don t have to retype or reformat them like happens on Google Drive. I have only received Elizabeth s popular reports from all three of her committees so far. We are working at finishing up the program booklet and have a few holes there. I provided Kathy Riggs with the Concurrent Session and Poster Session information she requested to help her identify the moderators for those sessions. About half of the presenters failed to read Page 8 of 18

9 their letters of instruction that explained the process for registering and paid their registration, so we had to refund their money fortunately most of them had paid with a credit card so the refund process was simple. I will be sending out letters to all of the presenters reminding them that they need to provide their presentations for posting on the website. I am not sure if we will be recording our keynote speakers. If we do I will get them posted on the website as we have the past few years. We have all of the award certificates printed and all plaques are ordered and will be delivered in the next week or two. I have had some contacts with the North Carolina group they are working hard to get a great program put together for next year s conference. I will be in touch with them to be sure that they are prepared to give their invitation to the 2017 conference at this year s conference. We will also have some type of brochure with information about the 2017 meeting in the packets. I had a meeting with the Kansas group a couple of weeks ago and we had a really good session. They had good questions and they are also on track to have a good meeting in I have shared that I have been asked by the Colorado Zeta Chapter to do a Chapter visit on behalf of the national board. They are paying the expenses at the meeting. I would suggest that the Board pay the transportation for the meeting. They have not requested this but this is standard for chapter visits. I have been asked to address, ESP, the Past, the Present and the Future. They also asked me to assist with their awards and to initiate their new members. I am looking forward to doing the for one of our western region chapters. I will need a list of any items that you as a board wish to have included in the registration packets for this year s conference. If the information is committee related, be sure that it is updated. You can edit existing materials or create new materials. Remember that materials should be run through the Marketing Committee to be sure it follows the style guides. I will need a list of the materials needed by no later than September 16 th. I think that we are on track for the conference and anticipate that we will be well prepared for the conference. Respectfully submitted ESP Executive Director Page 9 of 18

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