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MINUTES OF THE BOARD OF DIRECTORS OF IOWA ASSOCIATION OF COUNTY EXTENSION COUNCILS JUNE 11, 2005
The regular meeting of the Board of Directors of the Iowa Association of County Extension Councils was held on June 11, 2005 in Ames. Those members present included Margaret Mordan, Sue Boettcher, Allen Ricks, Jayne Lupkes, Ron Fransen, Ralph Lents, John Michael, Pat Griffin, Sue Sedgwick, Steve Abma, Gary Smith, Joe Van Ginkel, and Sybil Soukup. Also in attendance were Bruce Stoll, Michael Ouart, Don Nitche, Jerry Miller, Jane Ann Stout, Chuck Morris, Mark Settle, and Julie Baumler
Jayne moved to approve the agenda as sent out. John seconded the motion. The motion carried.
Al presented the secretary’s report. He moved to approve the minutes from the May 16 executive committee teleconference. Ralph seconded the motion. The motion carried.
Jayne Lupkes read the treasurer’s report. The income for 2004-2005 was $8,500. Expenses were $7,830.55. The balance on hand is $17,920.73. Jayne moved to approve the treasurer’s report. Ron seconded the motion. The motion carried.
Committee chairs summarized activities and accomplishments each committee has worked on in the past year. Full reports were included in the year-end review.
Sue Boettcher reported that the following council members have been elected to the 2005-2006 Board of Directors: Pat Griffin, Greene Co.; Sybil Soukup, Cerro Gordo Co.; Cindy Shelley, Wayne Co.; Denise Maier, Johnson Co.; Brian Waldstein, Buena Vista Co.
Board notebooks were updated under Margaret’s direction.
Bruce Stoll explained changes to the Memorandum of Understanding between ISUE and the County Extension Districts to the board members. There were very few changes made to the previous document. The mission statement was changed to reflect the current ISUE mission statement. The new MOU clearly states that the partnership agreement will be developed periodically by a group representative of all parties involved (reflecting the current process that is in place). The addendum effectively says that if for some reason the council decides to do something unilaterally regarding a currently employed CEED, they must work with ISU (because they are ISU employees). All counties will sign the “master” MOU. Ron moved to approve the revised MOU. Sybil seconded the motion. The motion carried.
Margaret led a discussion of the IACEC Strategic Plan. Extension Professional staff excused themselves for the discussion of the Strategic Plan. Margaret formally presented the plan, as distributed, for discussion.
Under the first “Issue” statement, Al presented an issue that had been raised at the Marketing Committee meeting in March and discussed by the Executive Committee at its May meeting. The concern centered on the freedom of the IACEC Board in making decisions independent of the ISUE professional staff, and whether the presence of staff at IACEC Board meetings tends to direct/influence the discussion/decisions of the board. Discussion followed, with consensus affirmation that the IACEC Board does have independence in decision making, and that the involvement of the professional staff is essential in IACEC’s ability to fulfill its liaison role between ISU administration and County Councils.
Gary suggested that the Strategic Plan provides the opportunity to continue to increase awareness of IACEC actions throughout the state, and that the Board needs to utilize every available means to communicate the work of the IACEC Board to the Councils. The suggestion of use of the website as a means of distributing the committees’ annual reports, and the President’s annual report was discussed.
Sue B. moved approval of the 2005 IACEC Strategic Plan. Sue S. seconded the motion. The motion carried. Extension professional staff were invited to rejoin the board meeting.
Michael Ouart presented the ISU Extension Strategic Plan for 2005-2010 to the group along with comments/concerns that have been raised about it. It is still being revised. Once it is more complete, Michael projects that IACEC will be asked to look at it and approve it.
Chuck Morris gave a presentation regarding the future of Iowa's 4-H Youth Development program. He passed out some talking points for extension councils, area-specific program highlights, and a brochure explaining the funding. He reported that this year the program development fee would be $20 for the state. Counties may charge additional fees on top of that.
Introductions of
the 2005-06 newly elected Board members took place. Board members leaving the board made the following comments: Communication is getting better and better. Keep improving that. Our legislators are getting to know who we are. Extension is going in the right direction.
Associate Vice Provost Michael Ouart discussed budget for the upcoming year. It looks like the state budget level for this year has not been cut. As a result, there will be a 3% salary increase. Federal budget appears to be level or increased a bit. IACEC has had a significant impact on these budgets through legislative day, federal calls, and PILD conference participants.
He also reported that the “Communities” unit will now be called “Community and Economic Development.” The College of Human Sciences forms July 1 with new dean, Cheyl Achterburg. There is a new VP for Research and the Associate VP for Extension search is underway.
After lunch, Sue Boettcher called the meeting of the 2005-06 Board of Directors to order.
Al and Ralph reported on their Public Issues Leadership Development Conference attendance in Washington DC. The focus was to meet with all of the Iowa congressmen and/or their staff. Their discussion was centered on the formula funding of the Hatch Act and the impact that it might have upon their local districts.
Election of officers was held. President-Elect Sue Boettcher will take on the office of President.
Jayne Lupkes nominated Allen Ricks for President-Elect. Gary Smith moved that nominations cease and a unanimous ballot be cast. Ralph seconded the motion. The motion carried.
Margaret Mordan nominated Gary Smith for secretary. Jayne Lupkes moved that nominations cease and a unanimous ballot be cast. Joe seconded the motion. The motion carried.
Gary Smith nominated Ralph for treasurer. Joe Van Ginkel moved that nominations cease and a unanimous ballot be cast. Gary Smith seconded the motion. The motion carried.
The Board Process Issues document was discussed and revised. Ralph moved to join the finance and policy development committee (Policy & Finance Committee). Jayne seconded the motion. The motion carried. Al moved to strike the sentence regarding meeting by ICN in winter months. Ralph seconded. The motion carried. Pat moved to approve the Board Process Issues as amended (attached). Ron seconded the motion. The motion carried.
Ron moved to continue using Wells Fargo as our financial institution. Gary seconded the motion. The motion carried.
Committees were formed as follows:
Policy & Finance - Pat Griffin, chair - Ralph Lents - Sue Boettcher
Legislative - Sybil Soukup, chair - Allen Ricks - Ron Sanson - Joe Van Ginkel - Brian Waldstein - Connie Cannon - Denise Maier - Cindy Shelley
Marketing - Steve Abma, chair - Gary Smith - Margaret Mordan - Jayne Lupkes
Member still needing to be assigned to a committee are Denise Maier, Brian Waldstein, Cindy Shelley, and Connie Cannon.
The committees met
and reported back. Pat reported for the Policy and Finance Committee. They worked to develop a preliminary budget: Income 97 Counties @ $100 per membership ====================== Total Income $9,700
Expenses General $4,700 Marketing 4,000 Legislative 2,500 ====================== Total Expenses $11,200
They will fine tune the budget and develop a reporting system in the future.
They discussed an IACEC position regarding a uniform 4-H Program Development fee. They discussed that it is inappropriate for IACEC to recommend fees that counties should charge and recommended that IACEC support counties making their own decisions.
Sybil moved that
IACEC sponsor legislative coffees after the November general election. Ron
seconded the motion. The motion carried. Gary reported for the Marketing Committee. They recommended that IACEC hire Amy Asmus to write updates for the search process. The timing of the Network Newsletter will be changed to be put out in August/Sept and February/March. It was recommended that IACEC sponsor a reception for VP for Extension candidates. They would like to expand the Outstanding Extension Council Member Service Award from one to two. If there are enough quality applicants, they might expand the Outstanding Program Award also. The deadline for awards applications next year will by July 1. They would like to continue with the Public Service Announcement program but are still trying to decide which timing would be best. They will continue to support on-line council help through the website and will encourage councils to fill out a survey at area meetings in the fall noting which items councils have experience with that they could share with other council members.
Lois reported on
upcoming happenings with Extension The next meeting date was set for September 26 at Scheman. Committee meetings will be held at 3:00 p.m. with the board meeting starting at 4:00.
President Sue Boettcher adjourned the meeting.
Respectfully submitted,
Gary Smith, Secretary
Board Process IssuesNumber of Meetings· It was agreed to have 3-4 face-to-face meetings in the following year. There will be a minimum of 4 meetings of the Board per year. Additional meetings will be scheduled as needed. Role of Executive Committee· The Executive Committee will have the following powers. It may take actions to implement motions made by the Board of Directors; pass motions to disburse up to $2000 (adopted 6/19/04) of the Associations available funds; will serve as liaisons with committees of the Board. Define a Board quorum· A quorum consists of 8 or more Board members – attendance may be in person or by electronic means. Board Committee Structure· Standing Committees - Policy & Finance - Legislative - Marketing IACEC Board meetings will be open to the public:· The IACEC Board of Directors will honor the intent of the Iowa Open Public Meeting Law, Chapter 22A of the Iowa code, at all of their meetings. How to develop the Board meeting agenda?· The Executive Committee will determine meeting agendas at least 20 days prior to any regularly scheduled meeting. All other Board members may submit agenda items to the President at least 10 days prior to a meeting for inclusion on the agenda, or may amend the agenda at the start of any meeting. How will officers be nominated & voted· An open nomination process and open ballot will determine officers. The President may name a nomination committee prior to elections to seek out interested candidates. Board Replacement Policy· Board members may send another Extension Council member to attend board meetings as a non-voting participant. (adopted 6/23/01)
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