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Minutes of the Board of Directors Of Iowa Association of County Extension Councils September 11, 2006
Those present: Kenny Hennings, Russell Kurth, Connie Cannon, Joe Van Ginkel, Pat Griffin, Gary Smith, Sybil Soukup, Ron Fransen, Denise Maier, Tori Grantz, Debra Nelson, Tom Ullrich, and Sue Boettcher (via telephone). Also Jack Payne, Michael Ouart, Mary Holz-Clause, Lois Hunt, Mary Schrant-Prouty, Don Nitche, Sherry Glenn, Alan Ladd, Mark Settle, and Julie Baumler.
President Gary Smith called the meeting to order at 4:00 p.m. No additions or corrections were made to the agenda.
Denise Maier presented the Secretary’s Report. Sybil moved to approve the minutes from June 10 as corrected and the executive committee minutes from August 22. Ron seconded the motion. The motion carried.
Pat Griffin gave the Treasurer’s Report. We have a balance on hand of $21,772.96 (including $10,139.81 in a CD). Pat reported that Check #2759 written on 6-19-04 for $106.95 has not yet cleared. Additional outstanding checks are #2908 114.48 and 260.64. Joe moved to clear check #2788 (to Gary Smith) and to reissue check numbers 2908 and 2925 (to Ron Fransen). Denise seconded the motion. The motion carried. Members urged to cash their travel checks in a timely manner.
Russ moved to approve the funds spend by the exec committee. Debra seconded the motion. The motion carried.
An informal audit of IACEC financial records showed that all is in order.
Gary reported that 81 counties have paid dues so far for the 2006-2007 year.
Connie Cannon reported for the marketing committee. IACEC has issued a challenge to member counties to either begin or expand a program to reach a new clientele. In each area there will be one $500 mini grant. Applications are due to Connie Cannon by is Dec. 10.
The marketing committee distributed a Member Benefits packet to each board member. The packets contain information to help board members explain to council members the benefits of IACEC membership and to provide resources for board members to use when talking with councils. A PowerPoint presentation will also be put together for members to use.
Pat moved to approve Julie Beitelspacher from Plymouth County as the Distinguished Extension Council member this year. Sybil seconded the motion. The motion carried. Connie reported that there were no Program Award nominations this year. The committee will take a further look at this issue in January.
Joe Van Ginkel
reported for the Legislative Committee. Once the legislative calendar is set, a
date will be identified for our legislative day. Pat Griffin reported for the Policy & Finance Committee. The committee is working on a policy manual to be presented the the full board at the January meeting.
Sybil moved to approve the following bills: Copy Connections -- $81.62 for business card printing and Cyclone Engraving -- $121 for awards plaque. Ron seconded the motion. The motion carried.
Michael Ouart, Associate Vice President for Extension, discussed the ISU/Extension Council Partnership Agreement. A process needs to be developed to work on the next partnership agreement which would likely cover FY09-FY11. Pat recommended a pre-committee structure of three board members and two university representatives. Gary appointed Pat, Sybil, and Tori.
On behalf of the IACEC board, we wished Michael the best in his new position with Missouri Extension.
Mark reported for Brian Waldstein on the RC&D Program & ISU Extension partnership discussion. They are looking at ways in which Extension and RC&D can start sharing some resources. The group is exploring options on locations where RC&D staff might be housed. They are looking at one or two pilot efforts in NW Iowa. They will bring this issue to the RC&D state board in November.
Ron moved to adopt the budget for 7/1/06 – 6/30/07 (attached to audit report) as presented on August 23, 2006. Sybil seconded the motion. The motion carried.
At the request of some IACEC members, the board discussed the new county accounting system (Cougar Mountain). Many council members have indicated their frustrations with the system. Lois shared that AEEDs are working with the finance office to try to alleviate some of the issues. They are involving CEEDs more and more on the front end of starting it in new counties. Alan shared that council members don’t understand some of the reports. The information is there, but not in a way that everyone understands yet. The group was reminded that a committee of Laurie Gustafson, office assistants, and council members made the selection of Cougar Mountain. AEEDs requested that board members pass along concerns they might hear about Cougar Mountain. At issue might be the bookkeeping skills of some OAs in a single-OA office. Confiditiality of the information is also a concern in some counties. AEEDs reported that there are only two people at the state-level with access to the records. At the county level, only the CEED and bookkeeper have access. Consolidated reports (rather than unit record data) will be provided to the state in a quarterly manner.
Jack Payne, Vice President for Extension and Outreach, shared the listening tour report (as passed out). Highlights from that report: 1) those that know us and understand extension perceive us well 2) many of the people who thought we needed to do programs in a specific area actually found out that we’re already addressing those issues 3) more work in economic development, more work in families, don’t change 4-H 4) We need to better tell our story…we don’t do a good job marketing ourselves. Jack is going to really work hard to put together a marketing plan to make extension a household word.
Pat noted that county council members need to have a better handle on what to tell staff on how to market Extension.
Jack also reported that Extension salary increases came out of student tuition this year. Extension will need to do a better job recruiting students for ISU. Extension has the infrastructure in place for student recruitment and we need to make it a priority.
President Gary Smith adjourned the meeting. The next meeting is set for Jan. 27, 2007 from 10 a.m. – 2 p.m.
Respectfully submitted,
________________________ Denise Maier, Secretary
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