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Minutes of the Board of Directors of the Iowa Association of County Extension Councils
June 23, 2007
Those members present: Gary Smith, Sybil Soukup, Ron Fransen, Tom Ullrich, Pat Griffin, Rick Rosburg, Joe VanGinkel, Kenny Hennings, Scott Bahr, Caroll Schreiber, Sue Boettcher, Brian Waldstein, and Denise Maier. Also present were: Jack Payne, Chuck Morris, Alan Ladd, Lois Hunt, Jerry DeWitt, Don Nitchie, Mark Settle, and Julie Baumler.
President Gary Smith called the meeting to order at 10:00 a.m. No additions or corrections were made to the agenda.
Brian moved to approve the minutes from January 27, 2007. Pat seconded the motion. The motion carried.
The treasurer’s report was presented by Pat Griffin. We have a checking balance of $7,883.37, plus $10,000 invested in a CD. Sybil moved to approve checks 2946 – 1027 for $16,436.69. Brian seconded the motion. The motion carried. Denise moved to approve new bills and travel expenses. Sue seconded. Also approve today’s bills of $104.94 (Sybil Soukup for president’s gift), $750.00 (Whetstone Resources for web contract), $361.21 (Postmaster for mailing of newsletters), and today’s travel expenses of $1,531.70. The motion carried. Pat presented the budget expenditures to date. Overall we’re still under budget. On May 13, the CD was reinvested for 6 months at a rate of 5.1% with People’s Trust and Savings Bank. It was noted that there is still a concern that we have that large of a carryover to reinvest, rather than using the money for member services now.
The committees highlighted their work for 2006-2007. A complete report of each of the committees has been filed and was handed out to the Board.
Sybil Soukup reported the results of the elections and welcomed our new board members: Rick Rosburg (NW Area), Scott Bahr (Central Area), Dawn Marnin (SW Area), Ron Fransen (SE Area), and Caroll Schreiber (NE Area).
Pat Griffin, Gary Smith, Sue Boettcher, and Tom Ullrich reported on the progress of the Partnership Agreement for FY09-12. Few changes from the last agreement were proposed by the committee. Laurie is still running some numbers to look at the “real” cost of CEED sharing agreements with respect to the partnership agreement. It is hoped that ISU can get back to the partnership agreement committee soon. IACEC will need to approve the recommendation. This could be done at the Board’s October meeting.
The Board viewed an on-line demonstration of the voterVOICE program that is used to connect constituents with their public officials. They discussed the potential application for IACEC.
Board members’ whose terms are up shared their recommendations and observations for the continuing board members. Sue urged the board to take the opportunity to meet staff that come to the meetings and talk with them outside of the meetings, get involved beyond the state board, and think about extension beyond your counties. She advised staff to think about scheduling meetings when volunteers are available. Her final recommendation was to find good uses for the funds that have been carried over – keeping in mind the mission of the organization. Joe noted that he has enjoyed the Legislative Day. He suggested that the Board look into ways to reduce the burden of the parternship agreement for counties. Gary encouraged board members to attend the legislative day. He noted that IACEC serves a purpose and is valid to the state. He suggested that continuing members get their areas’ liaison network up and working well.
Vice President for Extension and Outreach Jack Payne shared some comments. He applauded our success with the legislature this year. He noted that there was still had a budget reversion from the President’s office (of 1%), as well as a 2% reversion to pay off debts. Jack also talked about the Bioeconomy discussions and new hires.
After lunch, new
president Sybil Soukup called the meeting to order. Outgoing president Gary
Smith was presented with a gift, as were outgoing Board members Sue Boettcher
and Joe VanGinkel. Gary Smith reported about his experience at the PILD (Public Issues Leadership Development) Conference in Washington D.C. in April. Gary and Margaret Mordan attended PILD representing IACEC.
Nominations were taken from the floor for election of officers. Denise moved to nominate Sybil for president. Ron seconded the motion. Brian moved nominations cease. Tom seconded the motion. The motion carried. The ballot was favorable.
Sybil moved to nominate Tom Ullrich for president-elect. Denise seconded the motion. Brian moved nominations cease. Kenny seconded the motion. The motion carried. The ballot was favorable.
Brian moved to nominate Denise for secretary. Kenny seconded the motion. Tom moved nominations cease. Ron seconded the motion. The motion carried. The ballot was favorable.
Ron moved to nominate Pat for treasurer. Kenny seconded the motion. Brian moved nominations cease. Tom seconded the motion. The motion carried. The ballot was favorable.
Chuck talked briefly about new marketing efforts for the 4-H program.
Ron moved to approve the Board Process Issues as attached. Tom seconded the motion. The motion carried.
Brian moved to name Wells Fargo as our financial institution for the checking account. Kenny seconded the motion. The motion carried.
Legislative Committee Ron – chair Tom Sybil Caroll Tori Russ Cindy
Marketing Committee Kenny -- chair Denise Brian Connie Dawn
Policy & Finance Committee Scott – chair Rick Pat
The Legislative Committee recommended that the association sponsor a legislative Day in March after the 1st funnel week. It was decided to by-pass the legislative coffees this year. The committee also recommended giving the voterVOICE program a try for one year at the StateVoice Basic ($1,000) level.
The Marketing
Committee discussed increasing the mini-grant and scholarship budgets. They
recommended to continue the web page and newsletter. It was noted that an
additional $400 should be included in the budget for the newsletter to provide
for clerical services relating to the mailing. The committee would also like to
recommend the purchase of IACEC pens this year to hand out to IACEC members and
legislators. The Policy and Finace committee reviewed the budget. They anticipate that our income will remain the same. Mileage will be going up to $.485/mile. Due to the increase in postage rates, we will need a slight increase in the general budget as well. They will review the handbook to make sure they would not like to make any changes.
Tom moved to conduct a line item vote on budget requests for each committee. Brian seconded the motion. The motion carried.
Tom moved to approve the General fund budget as follows: Raise travel to $3,300, decrease communications to $300, and increase postage to $600. This amounts to a $100 increase in the General fund. Caroll seconded the motion. The motion carried.
Scott moved to budget $1,000 for legislative day and $1,000 Voter Voice (for 1 year) and not fund legislative coffees. Rick seconded the motion. The motion carried.
Kenny moved to budget mini-grants at $2,500, scholarships at $1,500, awards at $400, newsletter at $1,900, promotions at $1,500, and web site development and upkeep at $1,500. Brian seconded the motion. The motion carried.
It was noted that at some point in the future, we may need to explore ways to increase revenue. Dues have been $100 for 10 years.
The next meeting date is set for Wednesday, Oct. 10.
Ron moved to adjourn the meeting. Brian seconded the motion. The motion carried.
Respectfully submitted, Denise Maier, Secretary
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