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2002-02-22 BoD Minutes

    Executive Committee Meeting Minutes

    North Carolina Federation of Cooperative Extension Associations
    February 22, 2002
    Logan's Roadhouse, Greensboro, NC

President Denise Brown welcomed everyone and thanked everybody for coming. She told the group that the format for the day was informal, therefore break would only be provided for lunch. Everyone introduced them self and shared what they like most and/or least about Extension.
Each association shared an update with the group. Written reports are included with the official minutes as attachments if provided.
Denise has spoken with Jim Wilder, President of the Soybean Association. He has agreed to provide $750 support in 2002.
Denise shared a letter from Epsilon Sigma Phi offering to coordinate the PILD conference every year instead of rotating amongst participating associations. Group discussion revealed that participating associations thought it was a good idea, giving continuity to the planning of this annual conference.
Denise contacted Administration to see what topics they wanted input from Federation. Recommended areas for discussion were:
    • Extension and Engagement
    • Annual Conference
    • Morale
    • Travel
    • PODS
    • Faculty Senate
Following is the discussion for each.

The group decided to address the issue of Extension and Engagement by immediately doing the following:
  • Scheduling a meeting with Dr. Jones, Mike Davis, Denise Brown and one or two other Executive Committee members to ascertain the current vision/charge of Extension and Engagement.
  • Dialogue with Executive Committee/Administration on ways to become involved in the process.
  • Share formulated ideas with Dr. Jones and/or Mike Davis at the session in June.
The Executive Committee felt that an annual face to face meeting was very important for training and morale. Federation is willing to be involved if needed. Someone from each association does not have to be represented on the planning committee, but it is imperative that someone from each programming area be involved per Board. Suggestion was to utilize Program Leaders. Also, members felt this was an excellent avenue to bring Dr. Jones in to further build the vision of Extension and Engagement.

Comments to pass on to the planning committee were that the programmatic training portion was very helpful and the large forums were not. Suggestions for improvement was to make sure that better questions are asked when assessing personnel needs for training. An idea to add a place in ERS for training needs so that faculty/staff could input needs as they were realized was given.

The Board felt that professional associations were not the best venue to address this issue and that Administration could more properly handle, however association leadership can assist in the effort by portraying a positive image and promoting a positive attitude among membership.

Suggestions for ways that Administration could improve morale were to:
  • Increase communication: Not allowing faculty/staff to formulate their ideas from the rumor mill would promote security, thus increasing morale.
    • Increase visibility of administrative leadership: The Federation Executive Committee represents people serving in various leadership roles within our organization and members feel uninformed on many of the important issues.
    • Make decisions and bring to fruition within a shorter time frame or inform faculty/staff on status if put on hold. Examples:
    • Annual Conference
    • PODS
    • CEMPs
    • Computer Technology
    • Encourage better mentor relationships between veteran and novice staff to integrate and ameliorate ideas.
    • Develop a strategic plan outlining the budget situation, how we plan to improve and inform personnel. If one already exists, share.
Since travel funding varies so widely from county to county and departments on campus, the committee felt that counties and/or departments would have to address this issue on an individual basis. One area of concern was making sure that faculty/staff is not penalized for incomplete goals outlined in EMAPs, if the result is due to lack of travel funding.

Board members wonder where we are in PODs roll out phase? Associations are willing to do whatever is needed to help develop modules, but members felt that Bernadette Watts, Richard Liles and others in comparable positions at other universities were more appropriate resources.

The Executive Committee discussed the issue of field faculty not being represented on faculty senate. Although this is an important issue, it took a back seat to others. The groups wanted to leave this issue on the agenda and bring back for discussion at a later time.

President Brown asked for suggestions for improvement to the web site. The group commended Susan for he excellent job she is doing - the page looks GREAT!

The group was given a questionnaire prepared by President Brown asking them to evaluate the new format of the 2001 Forum. This evaluation was given to David Goff, President Elect to assist with planning the 2002 event. Group consensus was positive to new format.

Discussed the suggestion of having bi-annual meetings. Group will vote on later in business session.

Proposed bylaws changes were discussed. Decision was made to allow Steve Lilley, Committee Chair to finalize within committee and present to Executive Committee for vote at conference in June.

$125 dues are in effect per vote last year. Soybean donation will cover these for each association. Money will be deposited into Federation treasury when received.

No proposed budget was available. Committee was asked to complete by March 1 for vote.

The group was scheduled to break apart into committees, however this was not done since committees were given until next Executive Committee meeting to finalize plans.

Business Session
President Denise Brown called the business session to order.

At least one representative from each association was in attendance, thus allowing for legal vote.

After a slight revision of agenda, motion to approve passed.

Minutes were approved for content. A request was made for the current secretary to correct the typographical errors.

A treasurer's report was not available. Steve Lilley reviewed the 2000 Financial Records including statements and receipts and found no inconsistencies. Motion was made and passed to accept the audited report.

No special committee business or unfinished business.

New Business:

A motion to approve two meetings for 2002 passed. One meeting will be with the Executive Committee (possibly in June with a different name than Forum) and the second will be the usual one with the entire Federation group in December. The additional mid-year meeting will be considered annually after evaluation of success.

Motion to adjourn meeting passed.

Kathy Dugan
2002 Secretary