NYSACAA Board of Directors Meeting
August 26, 1998 Ithaca
Minutes

Present: Joan Petzen, Keith Severson, Monika Roth, Charlie Mazza, John Ameroso, Steve Hadcock, Les Hulcoop, Paul Westfall, Mike Baker, Ed Staehr.

Excused: John Thurgood and Beth Spaugh

Minutes of July 16-17 meeting approved.

Presidents Report - Joan Petzen

Report from National Meeting:

• Scholarships awarded to Karen Baase and Beth Spaugh of $1000 each for continuing education.
• National Scholarship fundraising goal has been met.
• NY reps on National committees are:
  • Teaching and Communications - Beth Spaugh
  • Program Recognition Council - Steve Hadcock
  • Ag Economics - Carl Crispell
  • Horticulture - Les Hulcoop
  • Public Relations & Ag Issues - Larry Hull
  • Animal Science - Mike Baker

General comments on committees:

• since reorganizing still working on direction & priorities;
• more time is needed on sharing successful program examples;
• communication among committees will be facilitated via listserve-regional reps report to national chairs who coordinate with all chairs;
• some question about whether each national committee also has a state designated contact/liaison. For Teaching & Communications Beth will ask Craig Trowbridge to serve as state contact.
• NYSACAA Board may want to review our current committee structure and see how to mesh with National.
• National Committee Reports document circulated.

National Meeting NYSACAA Delegate report - Ed Staehr

Key issues were hiring Executive Assistant and Dues.

• Much disagreement about Exec. Asst. position but it was approved; to be housed in Decatur, IL.
• Dues increase defeated.
• 2002 Annual Conference will be held in Georgia.

Vice Presidents Report - Keith Severson

Survived cows on the loose. Working on Awards presentations for Oct. ACCEE conference and at Nov. Meeting.

Secretary's Report - Monika Roth

Monika will send notes from Dean/Director meeting to them. Fred will post notes on AgUpbeat (Monika to send electronic copy to Fred). Ed suggested we send notes to non-members so they can see what Assoc. is doing (Monika will follow-up).

Treasurers Report - Charlie Mazza

1. Sent a check for $130 to Lead-NY program support in memory of Nate Herendeen's daughter.
2. Account summary and income/expense statements distributed for review.
3. Proposal to move $2000 from regular savings to a CD. Motion made by Hadcock to take $2000 from savings and set up a new CD, second by Hulcoop. All in favor.
   • Discussion about other investment alternatives for higher returns. Ed Staehr made motion to appoint a sub-committee to investigate investment alternatives, second by Westfall. All in favor.
   • Friendly amendment offered by Steve Hadcock to have committee establish investment guidelines. Second by Westfall, all in favor. Charlie to get committee together, suggestion that Bill Worth be asked.
4. 501C3 Status Proposal: currently we do not have status as a non-profit corporation.
   • One benefit would be that Association could accept donations and act as a pass through organization for events like 2000 MG Conference (this could be a source of revenue). Westfall made motion that 501C3 status be investigated and that a report be provided at our January Board meeting. Second by Severson, all in favor.
   • Assistance could be sought from Brian Henehan and Connie Allen. Monika & Charlie will follow-up.

Past President - John Ameroso

No report.

Correspondence:

Joan will include info on Farm Bill CREES authorization in Clippings.

District Reports

• Southern Tier: no report
• Central: working on regional program planning
• Finger Lakes: no report
• Western: Meeting on Sept. 25 to focus on use of distance technologies (meeting in 3 locations)
  • Glickman visited Niagara County, many farm leaders present; issues raised: crop insurance reform, farm labor, pesticide registration. Paul will forward meeting summary to AgUpbeat.
• Southeast: meeting on Sept. 23 in NYC, Les will receive County Board commendation for his DSA Award.
• Capital: joint agents meeting Sept. 28
• Northern: no report

Old Business

Dues

• New Agent proposal: that state or national share of new agent dues be paid by assoc. for first time members.
  • Alternative: we pay half of new member dues.
  • Motion by Hadcock that NYSACAA bylaws be amended…"state share of new/first time members dues will be paid by NYSACAA". Second Les, all in favor. Exact wording needs to be prepared for annual meeting.
  • Also, a budget line item should be set up to receive funds and pay for new agent dues.
• John suggested we give new members certificates, refer this to Orientation Committee.
• Charlie has membership cards but will distribute next year, instead of mid-year and then again next year.
• Bylaw changes pertaining to dues: Joan suggested we prepare two proposals:
  1. "that dues be established at the discretion of the Board of Directors".
  2. "state dues are $25 plus national".
• Hadcock made motion that the previously stated proposals for bylaw changes be forwarded to membership, second by Mazza, all in favor. Exact wording to be prepared.
• All bylaw changes need to be sent to members 30 days in advance of meeting (need to be done by Sept. 14)
  • National changed date for submitting dues to them to Dec. 31. Therefore we need to start promoting dues collection at our Oct. and Nov. meetings. Late dues accepted through March 15.
• Ideas for collecting dues were discussed: via payroll deduction or installment payments. Logistics seemed to complicated.

ACCEE Conference and Nov. Annual Meeting

• Agenda items:
  • bylaw changes;
  • becoming a section of ACCEEn;
  • new member initiation, election/swearing in officers.
• Board Members up for re-election: Northern NY and Finger Lakes. Beth is eligible, Mike is not.
• Continuing second year second term: Paul, Steve
• Continuing second year first term: John, Ed, Les
• Secretary to be appointed from Northern District (Beth could consider this)
• VP - Monika
• Pres.- Keith

Inservice Opportunities - Fred Fladd

• Building Capacity to Deal with Conflict. Fred working on agenda for an Agent Assoc. sponsored inservice for March 1999. Others working with him are: B. Tillapaugh, J. Allen, D. Reville. Focus will be on Ag/Non-Ag Conflict Resolution; dealing with difficult audiences; agency partnerships. Suggested timing is noon-noon with opportunity for Assoc. to plan an evening activity. Location: Ithaca or Thornfield.
• Lead-NY training for Agent staff. Information has been sent to directors and interested field staff. Applications are due Oct. 1, 1998. Please help promote this to non-ag staff in offices and to region.
• Cost will be spread out over 3 years, scholarship opportunities available.

Dean/Director meeting follow-up. Joan will keep tabs on soils lab status. Monika will serve as committee rep to investigate agent faculty status. Notes to be forwarded.

Spaghetti Dinner, Monday evening of Ag Production Week, Nov. 16.

• Cost: keep at $10.
• Monika will contact Trutt's re catering. Menu ok, just need more food and help serving.

Recognition & Awards Committee (chair Tom Maloney)

• Members to date:
  • Southern Tier - Jim Hilson
  • Central - Judy Wright or Keith Severson
  • Northern - Anita Deming
  • Finger Lakes - Dave Reville
  • Capital - Tom Gallagher
  • Western - TBD
  • Southeast - TBD
• Monika will email Tom with names.

New Business

Budget for 1999 - Charlie distributed proposed budget.

• Items to change- dues @ $50 not $60; add line item for new agent dues fund (also expense); NE officers workshop increase to $600 (for 2 people). Need to balance income with expenses, suggestion to increase membership income and use some savings if needed to balance budget. Charlie to make revisions.
• Discussion: Reimbursement of Travel Expenses for Board Meetings. County Assoc. may not have funds for increased travel to meetings when staff become board members. Suggestion that a letter be sent to supervisors of the benefits of being on the Board to justify additional travel costs. If we are to pay a portion of the costs we need to establish clear policy. $500 will not cover much. For mileage alone at Fed rate it costs about $900 to get us all here. Should we pay mileage (not feasible), lodging or meals?
  • Motion Made by Roth that we include $600 in budget for travel reimbursement and the criteria for requesting these funds to support expenses be developed, second by Severson, all in favor. Criteria are needed before we present budget to membership at annual meeting.

In house/out house Awards: Ideas needed.

Orientation Committee moves from Northern NY to Capital District. Cathy Wickswat to chair but Steve will check with her. Send materials to Steve.

1999 National Vice-Director position: need a nominee. Joan will announce at meetings and publicize in Clippings.

Adjourned 2:30 pm.