CITIZENS ADVISORY NETWORK
OSU EXTENSION SERVICE, POLK COUNTY
Tuesday, January 18, 2011
5:00 p.m.
Academy Building, Room 108
Meeting Notes
Present: Donna Michaelson, Bernie Faber, Paul Gehlar, Barbara Nichols, Jim Clawson, Derek Godwin,
Tina Andersen, Judi Peters, Suzi Busler, John Swanson, Bonnie Dreier, Chelsea Pope, Joyce Wahl,
Dolores May, Scott Elmshaeuser
Introductions were made. Jim facilitated the meeting.
Committee and Program Focus Team updates:
1. Steering Committee—Jim holds at least one meeting between PECAN meetings for planning
purposes and explore how to support the other committees. He would like feedback on
presentations and work items for future meetings.
2. Family and Community Health – Sheri could not attend, so Derek presented the information
from their focus group meeting. There are two handouts related to this meeting (attached).
Debra gave an overview of her program by handing out a sheet and discussing the items
(attached). Then Derek facilitated a discussion around five questions. The summary of the input
is the second attachment. Debra sent out an email survey to the folks that could not attend to
gather their input. The final summary and report will be complete in February.
3. Agriculture – Jim gave a report. Agriculture is served by many faculty that serve multiple
counties. Gene is the only one that is housed in Polk. So the primary question to the agriculture
audience is “how do we best support faculty to get what we need?” Plus, we have lost some
critical positions; the primary positions lost support dairies. We need more presence than just
one agent covering the whole state. Jim held a focus group session for Livestock, forages and
dairy. He is working to plan sessions for field crops and tree fruits. He is also trying to come up
with a plan for including the faculty housed at the experiment station in Aurora that serve Polk
County.
Bernie - Capitol Press interviewed him. Troy (Dairy agent) can’t get out into the field, he is up in
Tillamook. Sonny (Dean of College of Agriculture) didn’t get what he needed. His dairy lost
more recently than in all of 42 years. Department of Ag is putting fees on services or there will
be no services.
4. Outreach/Communications committee – Derek gave a report (attached). He went over the
specific efforts to consider and prioritize. Highest priority items are an annual report to the
citizens, regular email newsletter updates with better use of the website, and creating some
type of Centennial Celebration event at Fair. They identified the need for at least a part-time
person to work on these efforts.
5. Budget Committee – Derek gave a report. The group met with Greg Hansen and Mike Propes to
discuss the budget process and information needed. They anticipate requiring more budget
information since this is the first year of the district. Greg will recommend levying the full 7.5
cents. He would like us to develop budgets for $250,000 – 275,000. The additional money
would be set aside for rent, utilities and possible building. All Commissioners want to be
involved with Extension Service District (they will be added to PECAN mail list).
Bernie—lengthy discussion regarding finding a new location for Extension. They encourage getting
out of this building. Propes said he doesn’t think we will be able to meet Federal requirements.
Tina— It is strongly suggested that we have the budget committee and other supporters show up
at the budget hearing to show support. There will be a lot of questions asked regarding our future
plans and where the money goes.
Derek—will draft budget in April and present on May 18th. He will send out notes and meeting
time.
6. Building update – Derek. Wants feedback. Rickreall is central in the county to serve some clientele,
but some clientele may be better served if we stay in Dallas. Derek would like to know if a
particular location in the county would better serve your clientele. Jim wants room big enough for
web meetings and to hold large number of people.
Future Meetings
February—Mike Bondi, staff chair for Clackamas and interim for North Willamette Research and
Extension Center.
March—Debra, Neil, Gene
April—finalize strategic plan
Presentations
Scott Elmshaueser, Executive Director for 4-H Foundation, delivered presentation on fundraising and
foundation accounts for Polk County. Scott shared a variety of information regarding the possibilities
for fundraising in Polk County. We decided to put together a group that includes citizens outside of
PECAN to help develop a fundraising strategy. Scott offered to come back and help us.
Here were some questions and comments made during the discussion that should be considered for
future outreach efforts:
 Some people want to make sure their money stays local, and we have to be sure to educate
people that it will be applied locally even though it is held and managed at OSU.
 Chelsea added all organizations have the same problem—how much of the donations stays and
what goes to OSU
 Gift Fee—5% assessed to process any gift to OSU Foundation, yearly maintenance
 Dolores—Master Gardeners have an OSU Foundation account and they donate the additional 5%
to two OSU Hort scholarships so students receive full amount of money.
 Judi—The 4-H association also accepts donations. They can put money into cds, savings, checking
accounts. Scholarships only come once a year so money is moved into checking only when
needed. Did matching funds for scholarship fund.
 Joyce—people need to know about the 5% fee before they donate
 John—5% is “lean and mean” when compared to what’s typical with other organizations.
 Suzi—can we do an insert to 4-H solicitation letters, specifically to Polk residents on how the
money is being used? – Scott said “yes”.
 Jim—meet with small advisory group, create a fundraising goal and plan for getting there. We
haven’t expanded our communications beyond this group. We need to look at Extension
fundraising, not just 4-H
 Scott—Planned Giving is one way to go, it’s not immediate money, but there are tax savings
 Jim/Derek—follow up on endowment fundraising
Suzi Busler and Judi Peters provided a presentation on the current 4-H program and the needs
assessment survey that will be conducted soon. Derek—will post the presentation on the website
when it is submitted.