NAE4-HA BOARD MEETING
WEDNESDAY, AUGUST 21, 2013
Purpose and Goals
• To effectively conduct business of the
NAE4-HA Governance Council in support
of the association’s vision and mission
• To continue the utilization of available
technology as a means of accomplishing our
strategic goals.
CALL TO ORDER
JEFF HOLLAND
PARLIAMENTARIAN
VERNON PARENT
Recording of Minutes
JODY ROSEN ATKINS
Roll Call
PARTICIPANTS WILL BE
RECORDED FROM CHAT . . . IF
YOU CALLED, PLEASE
IDENTIFY YOURSELF
TODAY’S MEETING WILL BE
RECORDED
Review of Agenda and Procedure
JEFF HOLLAND
Approval of Spring Meeting minutes
from Atlanta
JODY ROSEN ATKINS
(SENT 3-16-13)
REPRESENTATION AND
LIAISON REPORTS
JCEP
JEFF HOLLAND
DEBBIE NISTLER
PAM VAN HORN
EVALUATION OF JCEP
CONFERENCE
DEBBIE NISTLER, CHAIR
JEFF HOLLAND
PAM VAN HORN
2014 Dates of Conferences
JCEP – FEBRUARY 11-13
MARRIOTT – MEMPHIS
DOWNTOWN
PILD
APRIL 6-9, 2014
ALEXANDRIA, VIRGINIA
WESTIN ALEXANDRIA HOTEL
National 4-H Council
JENNIFER MCIVER
(SEE E-MAIL FOR REPORT)
State Program Leaders
JULIE CHAPIN
USDA/4-H Headquarters
DOUG SWANSON
(SEE E-MAIL FOR REPORT)
Overview
•
•
•
•
•
Common measures
Charting the future
Federal Regulations
Items shared prior to meeting
Questions
Common Measures
• Provide state 4-H programs with resources to assist in the
planning of local, state-wide, and regional evaluations
• Identify a common core of child/youth outcomes and
indicators that are included in the National Institute of Food
and Agriculture Plan of Work system
• Identify a common core of outcomes, indicators and measures
to create a standard survey tool that will be used by National
4-H Council grantees
Common Measures
• Eight Surveys designed to assess the outcomes
found on the National 4-H Logic Models
–
–
–
–
4th and 8th Grade Universal Measures
4th and 8th Grade Citizenship Measures
4th and 8th Grade Healthy Living Measures
4th and 8th Grade 4-H Science Measures
• Online System
Outcomes
• Universal
• Science
• Citizenship
• Healthy Living
Charting the Future
• Goals and Process
Main Idea
4-H Youth will be prepared
to be productive and contributing
members of the workforce.
Federal Regulations
• Name & Emblem and Civil Rights
Questions
How can we educate agents and provide them
with appropriate resources on federal
regulations?
Is NAE4-HA interested in helping HQ
implement these ideas?
Items
• Horizons
• Common measures
• Charting the future
Questions
Galaxy
JULE-LYNN MACIE
BARBARA SCHIRMER
JOURNAL OF EXTENSION
JOE DONALDSON
Journal of Extension (JOE)
• JOE remains strong:
• 151 submissions, Jan. – July, 2013
• Currently 122 accepted articles
• 27.8% acceptance rate (5-year average)
• Adaptive website design: see joe.org
• 2013 marks the Journal’s 50th year!
• One Outstanding Feature Article will be
named among all features published this year;
Dr. Scott Scheer of Ohio State is representing
NAE4-HA on the Selection Committee
• Questions or concerns: Dr. Joseph L.
Donaldson (jldonaldson@tennessee.edu)
Report and Updates from Committee
Chairs
Executive Director Report
JODY ROSEN ATKINS
NAE4-HA National Office Update
•
•
•
•
Active: 2,690
Affiliate: 4
Life: 871
Partner: 9
•
•
•
•
•
•
•
•
•
Monsanto
National 4-H Council
American Income Life
A&T Industries
Farm Credit
Rixstine Recognition
Fair Publishing
•
Audit/990 Returns
Weekly Vouchers/Monthly
Bookkeeping
Galaxy
Conference Management
•
•
•
•
•
Partner Program Update
State’s 4-H International Exchange
Nature Watch
Financial Management
•
•
VP Council Calls
RD Calls
Board Meetings
Membership
•
•
•
•
•
Mail, e-mail, phone
Board
•
•
•
•
•
•
Headquarters
Galaxy
2014 Conference
2015 Conference
2016 Conference
Hall of Fame contracting
Communications/Graphic Design
•
•
•
Web Site
Regional Newsletter
Donor Reception Invitation
Finance and Operations
TONY CARRELL
Finance and Operations
 Clover Pledge Transfer
 New Bank – Sun Commercial
Amounts transferred
 -FY14 Budget
 All team handbooks need updated by
Galaxy
 Policy Handbook
 Governing structure updated flow
chart
Policy and Resolutions
VERNON PARENT
Governance Council
Marketing and Outreach
MELISSA HENRY
Public Relations and Information
SHIRLEY WILLIAMSON
Public Relations & Information Fall 2013
Shirley Williamson, Chair
First Timers Orientation
4-H Stories Book
*Jule-Lynne sent a request to
*less than 200 books left
the Galaxy committee to see
*still working on the collection
if they need any help on our
part. She reported that they
for book 2. Where is your 4-H
have food and speakers
Story?
confirmed. Our committee
Incoming Chair:
will be available to help as
needed.
Chrys Nestle
To recruit her co-chair
NAE4-HA Promo Flyer
Distinguished Alumni Database “the return on your
Updated, continuing to work
investment”
on better ways to keep it
*Benefits? Why Join? Get
Involved?
current
Public Relations & Information Fall 2013
Hall of Fame
National 4-H Center
October 11, 2013
Washington, D.C.
*Laureates selected
Susan Barkman, NAE4-HA
*Ceremony planned
Nancy H. Bull, Connecticut
HOF Conference Call on 8/13/2013
Duane Duncan, Pennsylvania
Raymond C. Firestone, National 4-H Council
Steve D. Fisher, Kansas
Virgie B. Foreman, Louisiana
George S. Foster, Tennessee
Virginia Gobeli, NIFA/4-H National Headquarters
Dr. Janet Hiller, Washington
Larry L. Krug, National 4-H Council
Dr. Merl E. Miller, Oklahoma
Roger Coleman (Bo) Ryles, Georgia
Wayne Clifford Schroeder, Wisconsin
Myrtle N. Walgreen, National 4-H Council
Dr. Linda Webb, NAE4-HA
Sharon (Sherri) Wright, NIFA/4-H National Headquarters
Professional Development
TOMAS MANSKE
 Developing VP of Prof. Dev. Handbook of duties
 Corresponded with Research & Evaluation Chair and the Journal of Youth
Development Committee in progress of publication.
 Worked with VP council and Executive Director to fill vacancy of
Professional Development Chair
 Galaxy 2013: Seminar selections, Pre-Board & Super Seminars
 Conferences – working with conf. chairs for Minnesota and Oregon,
Corresponded and worked with Louisiana and Texas to secure 2016
conference bid, Currently cultivating states to host 2017 NAE4-HA
Conference
 Working on recommendations to update conference handbook regarding
dates of intent to bid, etc. - (to be presented at Pre-Board)
Research and Evaluation
ELIJAH WILSON
Programs Report
Lynette Black
Programs Committees
• Afterschool: Developing definition of “afterschool”.
Presented a webinar - archived at http://nifaconnect.nifa.usda.gov/p5xquivoz1q/
• Animal Science: Development of materials
illustrating how animal science fits in the mission
mandates.
• Camping: Further development of guidelines for
National Camping Institute; Awards
• Citizenship: Awards
• Communication & Expressive Arts: Poster
Presentation at Galaxy; What Do You See?
• Geospatial: Virtual map gallery, Award
• Healthy Living: Conducting preconference at Galaxy
• Urban Programming: 2013 Urban Programing
Conference; Award
• Workforce Development: Grab ‘n’ Go expansion
and evaluation of use/acceptance/value
• Youth in Governance: Galaxy Presentation; Award
New Committees
• Diversity
• Robotics
Member Services
KIM GRESSLEY
Member Services Report
Kim Gressley, VP Member Services
Jody has provided updates on membership during the year.  Worked with Jeff on writing the letter to
late states for their enrollment, per Spring Board discussion
Sent out a WELCOME LETTER to new members ~ Jody sent it out
Reviewed the NAE4-HA brochure and benefits letter. Will have them on hand at the GALAXY IV
Conference
Finished the Membership Handbook and Jody placed it up on the website 
Updated all Member Services job descriptions
Reserved the Member Services booth for GALAXY. We are in space #710!
Assisted chair and liaisons in all areas of Member Services. Had a good, busy year!
IMPACT REPORT information is due to Kim by August 28th with the final report
being sent to Jody the first week in September. Thanks!
Member recognition
DONNA BRADLEY
Member Recognition
Donna Bradley, Member Recognition Committee Chair
•
•
•
•
•
•
•
•
•
•
•
Webinar completed
Promotion of awards process complete. All national award winners have been notified via email
Awards ordered and shipping arranged
On-line national award winners posted (Thanks Jody!)
Utilized on-line application for service awards
Established a state member recognition contact list
Jody using member clicks to get a RSVP from Award Winners
Will work with Jody to transition into the on-line award application process
Awards notebooks will be created and bound for the booth at GALAXY IV
First Year for Life Member Award is on schedule
Specialty Awards discussion
Life Membership
KANDY MCWHORTER
Life Member Update
Kandy McWhorter, Texas, Board Liaison
•
•
•
•
•
•
•
•
•
Team: Cindy Bigger – NC; Tom Davis, NE; Kandy McWhorter, South; Linda Webb, West
Job descriptions and term limits were developed and are now in the Member Services
Handbook
Regional contact names and contact information
Life newsletter was created and sent out to life members
Life activities at GALAXY include numerous seminars & opening get-together (our team will
help to host and work the event prior to boarding the ship for the first evening event)
Life Team will host a seminar entitled, “NAE4-HA Life Members Speak Up!” Sept. 17th, 3pm
Pinning Ceremony for life members will be done by the team with Kim assisting. Life pins
were re-ordered to keep this going for many years!  Invitations are being prepared and
names will hopefully soon be here from the GALAXY committee
Life Member Award will be presented during GALAXY. Want more applications next year!
Also will accept donations to help with the $500 cash award
Still working on our best communication linkages and reduced registration fees for life
members and special programs for life attendees (1 to 1.5 days of attending meetings)
HISTORY AND ARCHIVES
BETTY GOTTLER
History and Archives
Betty Gottler, Historian
•
Her contact information is: gottlte@aces.edu; 256.221.6468
•
All historical files have been moved from National 4-H Council to Jackson’s Mill – West Virginia 4-H
Camp in Weston, WV
An Agreement has been drafted and will be signed between West Virginia and NAE4-HA at GALAXY
Quilts have been found (thanks, Pamela!!) and will be used at GALAXY in our association booth
Working on collecting VHS, DVD, pictures, articles, etc for the archives
Will be traveling to Jackson’s Mill in August
Will need to consider purchasing file drawers to keep archives in order. Betty will know more once she
returns from West Virginia. 
•
•
•
•
•
State Relations
KORI MYERS
 26 state visits - Southern(12),Northeast(5), North Central(6),Western(3)
 Provided over $90,000 back to members in support of JCEP
travel/registration, PILD scholarships, 1st Timer scholarships, and travel for
State Visits
 Provided leadership at JCEP, conducted Membership survey to better serve
our members, presented on Online Awards, Elections, Galaxy, Life
Membership and numerous additional topics
 Galaxy 2013: the Regional Directors will be conducting the NAE 4-HA
Social, State Officers Workshop, Regional Meetings & Member
Engagement. Regional Directors will serve as Chairs of the Day and assist
with Frist Timers.
 Conducted: “My 4-H Webinar” for NAE 4-HA Membership
 Regional Directors served on the Journal of Youth Development Committee
and the new NAE 4-HA Website Committee.
 Published Regional Directors Handbook & State Officers Handbook
 Published 3 Editions of the “Regional Directors Newsletter “
Organizational Stewardship
DEBBIE NISTLER
Organizational Stewardship
• Candidates can be found from the homepage
• Speeches and online voting will happen as usual
• MONDAY SPEECHES – Online voting for
NAE4-HA offices will be open for 30 hours
starting Tuesday evening 6:00 p.m.
September 17th, through Wednesday,
September 18th, 11:59 p.m. (Midnight –
Eastern Daylight Savings Time)
• Installation on Thursday
•
•
•
•
NAE4-HA Online Voting
Implemented 2014
May 1st – All paperwork in
June 1st – bios and promotional materials on
website (recorded speeches, online tri-fold,
bio)
June 1st – Webinar for full membership to
approve slate of candidates
July 1st-15th - Webinar held for question and
answer time for candidates
•
•
•
•
•
•
NAE4-HA Online Voting
Implemented 2014
August 24th -27th – Online elections
September 1st – Elections announced
September 1st – October 15th – training
sessions for newly elected members
Conference – Speeches and Meet and Greet
Conference – 4-6 hour training session for new
members
Conference – Board installation (closing
business meeting
Evaluation of Executive Director
• Jody’s annual evaluation will go out as a
survey later this week. Please complete by
August 30th.
2013 Galaxy Schedule
Road bumps and mole hills – But
smooth sailing ahead
JULE-LYNN MACIE
BARBARA SCHIRMER
PRESIDENT’S COUNCIL
2014 National Conference
KIA HARRIES
NANCY HEGLAND
2014 Conference Update
Hotel
• October 26-30, 2014
• Conference Web Site: www.nae4ha.com/2014-annual-conference
• Hyatt Regency Minneapolis
1300 Nicollet Mall
Minneapolis, Minnesota 55403
• Room Rate: $159/night single/double
2014 Conference Update
Invited Speakers
• Keynote: Dr. David Walsh, a leading authority on children,
teens, parenting, family life, and the impact of technology on
children’s health and development.
• Capnote: Dr. Verna Cornelia Price, Executive Director of The
Power of People Leadership Institute™ and Founder of Girls in
Action™, an innovative four–tiered, curriculum-based program that
strives to decrease and prevent violence among urban high school
girls while positively reengaging them in academics and
leadership.
2014 Conference Update
Call for Proposals – Oregon System
Dec 31, 2013
Call for Proposals
Closes
Nov 1, 2013
Call for Proposals
Opens
Mar 15, 2014
Reviews are completed and
participants notified
(accepted or not)
Jan 10-Feb 7, 2014
Reviews are done
May 30, 2014
All sessions and speakers
plugged into agenda
Apr 30, 2014
Submitters have to confirm
their presentation and
make edits
Jun 1, 2014
Program is live on
website and Early
Registration Open
2014 Conference Update
Conference Schedule
2014 Conference Update
Other Items
• Entertainment Opening Night – Lorie Line
• Exhibit RFP Sent Out
• Working on Promo Video and Exhibit for Galaxy
Two Motions:
The 2014 Conference Committee moves to accept the Call for
Proposals Timeline as presented.
The 2014 Conference Committee moves to accept the conference
schedule as presented.
2015 Conference
VIRGINIA BOURDEAU
PAMELA ROSE
2015 Conference Update
• Formed all committees and family tree
• Held conference call with each committee in May
along with Conference Planner
• Will be working on off-site venue for an evening
event at The Oregon Museum of Science and
Industry (OMSI) is a scientific, educational, and
cultural resource center dedicated to improving the
public's understanding of science and technology.
OLD BUSINESS
New Business
Board meeting at Galaxy
JEFF HOLLAND
Board meeting
• Board meeting will begin on
Sunday at 8:15 a.m.
Working lunch
Will end around 5:00 p.m.
Monday - Consent calendar and
bid presentation
Board Transition
PAM VAN HORN
President - Elect
 Board Transition
 Tom Davis – Chair of RD’s
 Amber Lounsbery and Amy Parrott
will be serving as Board Development
 No meeting on Saturday of Galaxy
 Next year’s Spring Board meeting in
Minneapolis week of March 10th
President’s Reception
JEFF HOLLAND
OTHER AGENDA ITEMS
ADJOURNMENT
NAE4-HA BOARD MEETING
WEDNESDAY, AUGUST 21, 2013