Ramada Ithaca and Hotel Conference Center

NYSACCE4-HE Annual Meeting

October 13 & 15, 2015

Ramada Ithaca and Hotel Conference Center

MINUTES

Members Present: Dana Palmer, Krista Herbert, Dorothy Slegle, Jen Clancey, Barb MgCuffie, Mary Ann Scharmberg, Jessica Spence, Mark Wittmeyer, Andrew Carpino, Cassandra Caswell, Fiona Laramey, Connie Gerow, Abby Langdon, Linda Gillilland, Darlene Medeiros, Chelsea Baxter, Samantha Davis, Vanessa Merrill, Dena Altavilla, Vicki Fleming, Marika Rywak, Renee Hopkins, Kathy Bowers, Robert Batt, Nate Smith, Holly Harwood, Jessie Nickerson, Bonnie Berlton, Shelly Lester, Megan Tifft, Brenda Carpenter, Rebecca Ireland-Perry, Kathryn Turner, Celeste Carmichael, Kelly Campbell, Anne Glasgow, Carter Older, Greg Stevens, Leland Bunting, Linda Tripp, Mackenzie Moore, Alana Brandon, Margaret Smith, Tom Davis, Jennifer Collins, Jan Smith, Linda Brosch, Alexa Maille, Jennifer Jensen, Jennifer Sweet, Patti Zellmer, Mel Schroeder, Roger Ort, Melanie Forstrom, Andy Turner, Bernadette Raupers, Kelly Adams, Kate Ewer, Alycia Schick, John Bowe, Chrys Nestle, Kim Fleming, Nicki Hamilton-Honey, Chip Malone, Ingrid Hill, Jerome Christie, Nancy Caswell, Susan Coyle, Roxanne Dueppengiesser, Autumn Lavine, Shawn Tiede, Rachael Williams

Call to Order

4:35p by Greg Stevens

Welcome to all educators, NYSACCE4-HE Board appreciates your presence at this great professional development conference

Introduction of the Executive Board is made

Thank you to District Representatives and Committee Chairs for helping to promote communication throughout the all of NY state 4-H

Pledge of Allegiance

Appointment of Parliamentarian – Chrys Nestle is appointed for the duration of 2015 Annual Meeting

Additions to Agenda - No additions

Review Minutes of October 2014 Meeting

Linda Tripp moves for acceptance of the minutes - Jessie Nickerson 2nd

No discussion, Motion carried

Correspondence

None to report

Treasurer Report- Shawn Tiede

· All corresponding financial documentation are attached

· Green handout is current financial report – Shawn discusses highlights of association finances

o Combination of Capital Days with NYSACCE4-HE finances. Brought together to help both accounts be stronger. Handled by treasurer – Shawn Tiede. Thank you to Chair of Capital Days Committee for helping to make that transition so easy

o Membership income is strong

o Conference income is doing well. Some monies are still outstanding as of today

o Capital Days expenses – spent a bit more than we took in, Committee will review for next year.

o Most of our expenses come due in the next month or so. Activity thus far has been slow

o District level professional development funds have been better used this year

o $12,255.44 assets to date

o Questions or discussion?

· There are no questions for the board therefore we are able to entertain motion to accept and move financial report on to Audit Committee

· Leland Bunting moved to send the financial report to the Audit Committee. Maggie Smith – 2nd, No discussion, Motion carried.

· 2016 proposed budget is reviewed next (Tan Sheet provides budget explanation)

o Very little variance from one year to another

o Capital Days adjusted slightly

o Few minor tweaks throughout but nothing significant

o Presented now and will be adopted at our next meeting later in the conference. Feel free to stop and connect with Shawn with questions.

Vice President Report –Tanya Nickerson

· Membership table for 2015 is presented

· 159 members

· 12 new to national

· 77 renewals

· Up 2 members from 2014

· Feel free to see Tanya if you see any discrepancies or questions

· New enrollment forms in the folders, please feel free to fill it out and pay during the conference to be entered into a drawing for a free membership on Thursday

· VP will change as of Thursday but currently forms will be given to Tanya

· Membership and check can be handed to Shawn tonight if anyone so desires

NYSACCE4-HE Historian Report – Chrys Nestle

· What year did association begin?? 1922

· What was the name of it originally?? Kids Booster Association of New York State

· Met on campus in Willard Straight Hall

· On every year which is a multiple of five years – we present the highlights – 32-page document contains the history of our association, Chrys will post

News and Views Report- Jessica Spence

· Annual Report on the tables

· Next News and Views will be emailed on Thursday

· Watch email because Jess will be stepping down as News and Views editor -Tanya will appoint a new editor

· Thank you Jess for all of your hard work on this for so many years!!! Beautiful report and so helpful to all membership. Great info in the annual report

Old Business

None presented

NYSACCE4-HE Committee Reports

Committee membership is available to all members of NYSACCE4-HE – The NYSACCE4-HE encourages you to become active participants in the association, helping to plan state events and moving into leadership positions as you continue forward in the association.

Invitation is extended to breakfast round tables tomorrow to learn more about the committees and the work they are engaged in. If you would like more information about these committees, get your name on one of the yellow sheets throughout the room. President of association appoints committees, please take the time learn about each in the event that you might have interest in serving on one.

Audit – Tim Davis

· The Audit Committee, consisting of Tim Davis, Barb Sturm and Matthew Green, met with Association Treasurer Shawn Tiede on April 21, 2015 to review the association’s financial records.

· The accounts were found to be in excellent shape and accurately reflected the finances of the NYSACCE4-HE.

· Roxanne Dueppengiesser’s and Shawn’s attention to detail and commitment to fulfilling the requirements of the Treasurer are to be commended.

· The Audit Committee also reviewed the 4-H Capital Days finance records on the same day, which were provided by the 4-H Capital Days Treasurer Marylin Jones. The records were also found to be in very good shape and accurately reflected the finances of the 4-H Capital Days Program.

· The Audit Committee would like to highlight again the need for the 4-H Capital Days Committee and the Board of Directors to work together to develop a strategy for the use and/or investment of reserve funds.

· As determined by the Board of Directors, there will no longer be a separate set of financial records for the 4-H Capital Days Program.

· The Audit Committee would like to express gratitude to the 4-H Capital Days Committee for maintaining their own financial records in the past and for their willingness to transition this responsibility to the NYSACCE4-HE Treasurer

Awards & Recognition – Mary Fairley

· Shawn reports for Mary today

· Awards list is presented in the Annual Report

· Work of committee – recognition of the members for significant accomplishments, retirements, resignations, and significant life events

· Advertises state and national awards, receives nominations, selects awardees and recognizes winners

· Stays connected to membership

· Committee works through webinars and email communication

· Contact Mary if you would like further information about being involved in Awards and Recognition

Capital Days – Rebecca Ireland-Perry

· Take youth to capital to tour assembly and meet legislators

· 80th year last year (March 1-3, 2015)

· 76 delegates representing 32 counties.

· Counties are down somewhat but counties were allowed more than two delegates where requested.

· Please do your best to get youth to Capital Days

· Change of date this year to increase youth connection to local representatives.

· Holding the event during major lobby days prevented this in some cases

· May 15-17, 2016

· No snow!

· Hopefully more legislator time

· Potential changes to program are being discussed in hopes of increased time in telling 4-H story to legislators

· Round Table in the morning to discuss opportunities please join if interested

· Age for Capital Days? Officially 14 and up, some counties vary and ask for older youth

Fund Development – Marika Rywak

· Small but mighty committee

· Goal is $1500.00 each year

· Auction at the conference is the primary fundraiser

· This year there will be a live auction component during the banquet

· Bring your checkbooks and bring your auction baskets!

· Baskets may be dropped off by Poster Session Time to the main ballroom

· Interest in Fund Development, let Tanya, Amy or Marika know

Marketing & Information – Jessica Spence

· 1 rep from each district is desired

· Communicator Awards are the charge of this committee

· 21 entries in 9 categories. Winners listed in Annual Report

· This year Communicator Awards will be due on Feb. 1st, 2016

· Self-Nomination process

Mentoring – Jan Smith

· The purpose of this committee is to coordinate mentoring for interested, new colleagues by enlisting experienced and willing colleagues as mentors. Additionally, this committee supplies the refreshments for the VIP room at state fair.

· 12 welcome kits provided this year

· If you would like to learn more about Mentoring join Jan at Breakfast

Nominating – Rachel Williams

· 1 rep from each district

· Charge of the committee is to prepare slate of officers for the upcoming year

· Competitive Slate this year

· Sec – Vicki Fleming, Robert Batt

· VP – Kelly Adams, John Bowe, Ingrid Hill

· Nominating worked very hard to prepare the slate and extends thanks all who have considered running

· If you have not yet voted, Electronic Ballot is still open until 8pm this evening, please vote.

Conf. Planning Committee – Tim Davis- 2016 Conference

· Conference Co-Chair is Jennifer Jensen

· Oct 25-27th at Ramada Geneva Lakefront Hotel

· Beautiful path along Seneca Lake

· Hotel is honoring the state rate which will help us contain costs. They are also offering lower meal costs

· Officers get an upgrade room next year

· Same rate for the night before and after the conference is being extended to those who may be interested

· Ag Experiment Station, Technology Farm, Bell Hurst Castle, Waterloo Outlets, Wine Trail, and many other fun stops if you care to add time to your travel agenda

Professional Development – Nancy Caswell & Kelly Adams

· Report is in the Annual Report

· Task to select speakers for annual conference, select sessions and poster sessions.

· Session planning is pulled together primarily through conference calls

· Passed to planning committee so they can get registration together

· Professional Development Funds request is due by Nov. 1st - Please remember to cite who you want check made out to and allow a two-week minimum for turnaround time

· Suggestions for next year are always welcome

· Planning committee is typically a co-chair of this committee to facilitate effective communication.

Investment Committee – Roxanne Dueppengiesser (Shawn Tiede provides the update)

· Account Balances side of the report

· NY State 4-H Foundation – $52,494.75

· Funds have been used for professional development opportunities over the years

· 4-H Foundation provides an annual statement

· Board meets annually and will be happy to consider any ideas

NAE4-HA Report – Report from officers

Chrys Nestle – Public Relations and Information

· 3 task forces

· Charged with first-timers orientation

· National Hall of Fame – took place Friday Night at National 4-H Conference Center - 10 inductees this year

· 4-H Stories from the Heart - NY has not submitted any stories to this so PLEASE, PLEASE think about submitting. Stories that exemplify the values of 4-H, can come from volunteers or members. Stories can be funny, meaningful, heartfelt, etc. ACTION: Chrys will send out something to membership that can be added to county newsletters

· Summary form for submission is on the NAE4-HA website, accessibility of form requires membership

Megan Tift – Member Services

· Archivist (Historian)

· Virtual History website is being created, history map is live and accepting history submissions.

· Life Member Committee

· Nationally we have the highest number of members we have ever had. Life Members make up 25% of the organization. Group is working to do a lot more with the life members.

· Pinning ceremony at conference

· Luncheon and workshop at the conference

· Awards and Recognition

· Going into Portland with No chair of the committee is challenging

· Hired new executive director – Capital Hill Management Services

· 40 different specialty and communicator awards

· 200 specialty awards

· 4-H National Council continues to assist us in obtaining sponsors

Linda Trip – VP for Programs

· 11 task forces

· Task forces come and go – they are related to specific program areas that we include in our work (I.E. - After School, An Sci, GIS, Diversity, Urban, etc.)

· Committee meets at national conference (if you are going to National Conference, select a committee) but they also meet via webinar and conference call. Some scheduled quarterly, some are every other month, some are every month. Much to gain from colleagues across the country.

· People from all across the country working together to develop a plan of work for the following year. We learn from each other, bring your ideas to the table, share them, get ideas in return

· Committee meetings do not conflict this year with anything else

Shawn Tiede – VP of Finance and Operations

· Late last year Executive Director announced her intent to resign

· Many changes have followed since

· Very busy year as we have reviewed all contracts this year

· Capital Hill Management Services have been contracted and they have done a superb job of getting up to speed and assisting in a smooth transition to new leadership. A team of people now work for NAE4-HA

· Shawn staying on the board as president elect as will Bernie Weisen

· NY has strong connection to national organization

Meeting Adjourned at 5:30p – Greg Stevens

Meeting Re-Called to Order 10/15/15 at 10:15am – Greg Stevens

Report from Liaisons

State 4-H office:

Jamila –

· STARR 2016 planning underway, John Bowe, Dan Carusone, and Rachel Williams

· Online application

· Will be considered with a mentorship lens to match mentees and mentors in the program

· 1st conference call by WebEx last week

· Updates coming in first Friday news

· 2 new proposals - Erie County CCE – Opportunity for youth to connect with Food Systems through Public Adventures Curriculum – Youth and Adult Team and State Office, Alexa and Autumn – CORE Teen Leadership Training around Jr. Superintendents and Teen Leadership Committee Member

· Thank you to Kristin Frangionne and Melanie Forstrom from County for Hosting International Exchange - 12 youth and 1 adult in upcoming year - Jamila will be heading to New Orleans to learn about the program and Jamila will host a youth

· Transitioning to work with Public Presentations Committee – looking for faculty partners. A great deal of interest on campus about moving committee to a PWT format

· Transition from Press Corps to Media Corps. Will develop a team of young people and partners to travel across the state and cover events.