NAAE Board of Directors Meeting Minutes
February 2, 3, 4, & 6, 2005

The NAAE Board of Directors conducted a board meeting February 2, 3, 4, and 6, 2005 at the Hilton Downtown Hotel in Indianapolis, Indiana. Members of the board and others who were present for the meeting included: Jeff Maierhofer (IL), President; Allan Sulser (UT), President Elect; Kevin Fochs (MT), Region I Vice President; Dr. Bill Hunter (KS), Region II Vice President; Paul Larson (WI), Region III Vice President; Harold Eckler (MO), Region IV Vice President; Lee James (MS), Region V Vice President; Andy Seibel (VA), Region VI Vice President; Jay Jackman (KY), NAAE Executive Director; Samantha Alvis (KY), NAAE Associate Executive Director; and Morgan Fisher (KY), NAAE Executive Assistant. Also present for portions of the meeting were Roger Teeple (NC), NAAE Immediate Past President; Jeff Papke (OR), Region I Secretary; and Keri Haars (VA), ACTE Grassroots Advocacy Manager.

The minutes of the meeting are as follows:

Wednesday, February 2, 2005

1. Call to Order, Welcome, Invocation, and Pledge—President Jeff Maierhofer called the meeting to order at 8:00 a.m. on Wednesday, December 2, 2005 and welcomed everyone to the meeting.

2. Reflections and Pledge—Allan Sulser presented reflections and led the board in the Pledge to the American Flag.

3. Adjustments to and Approval of the Agenda—It was agreed to meet at the hotel on Thursday rather than at the National FFA Center. It was also agreed to meet at 6:00 p.m. at the hotel rather than participating in the tours offered by the National Ag Ed Inservice. It was noted that we would be hosting a breakfast meeting for the State Ag Ed Advocacy Leaders at 7:00 a.m. on Saturday.

Allan Sulser moved, Lee James seconded, to approve the board meeting agenda with flexibility to change as necessary. The motion carried.

4. Board and Staff Reports—Each board and staff member presented a brief report on their NAAE-related activities since the 2004 NAAE Convention.

5. Membership Report—The board reviewed the current membership report for the 2004-05 membership year. The board discussed the challenge of getting complete and timely reports from state dues remitters.

Kevin Fochs moved, Paul Larson seconded, to develop a one-page instruction sheet for dues remitters. The motion carried.

Bill Hunter moved, Allan Sulser seconded, to develop a parallel set of policies to go in the leadership manual. The motion carried.

6. Executive Director’s Report—Most items identified for discussion in the Executive Director’s report were moved to the appropriate committee meetings. However, during this report the board began a discussion of the 2005 NAAE Convention.

Paul Larson moved, Harold Eckler seconded, to keep the 2005 NAAE Convention combined with the 2005 ACTE Convention. The motion carried by a count of 4 in favor, 3 opposed, and 1 abstention.

7. Finance Committee Meeting—The board conducted the board Finance committee meeting. Full committee chair Jimmy Craddock (VA) joined the committee meeting by telephone.

8. 2005 Convention Discussion (continued)—The board members listed items that need to be addressed for the 2005 convention. These items were derived from the evaluation of the 2004 convention, which was completed at the business session during the 2004 convention. Items included:

* More tours during the convention.
* Shorter general sessions.
* Less time for committee reports.
* Ideas Unlimited exhibits displayed at the Organizational Members Reception.
* Have a host state social.
* Provide shuttle service between our hotel and the convention center.
* Negotiate a reasonable sleeping room rate.
* Adjust "Early Bird" registration deadline such that state ag ed associations may pay the Early Bird rate for "x" number of registrations and then provide the names of the actual registrants later.
* Address the non-ACTE member registration fee.
* Improve the registration procedures.

President Jeff Maierhofer recessed the meeting for lunch from 12:00-1:00 p.m.

9. Professional Growth Committee Meeting—The board conducted the board Finance committee meeting. Full committee chair John Schut (MI) joined the committee meeting by telephone.

10. 2005 FFA Convention—The board discussed plans for the 2005 FFA Convention. No changes were suggested from the NAAE activities at the 2004 FFA Convention.

11. Memorandum of Understanding for Regional Secretary Candidates—The board discussed that not requiring a Memorandum of Understanding (MOU) for regional secretary candidates resulted in uncertainly and inconsistency in officer elections in some regions.

Kevin Fochs moved, Lee James seconded, to require regional secretary candidates to complete a Memorandum of Understanding designed especially for them and to have the rules for filing the MOU with the NAAE office be the same as the filing rules for regional vice president candidates. The motion carried.

12. Policy and Bylaws Committee Meeting—The board conducted the board Finance committee meeting. Full committee chair Allison Touchstone (ID) joined the committee meeting by telephone.

13. Marketing Committee Meeting—The board conducted the board Marketing committee meeting. Full committee chair Grace Anderson (IN) joined the committee meeting by telephone.

14. 2005 Summer Board Meeting—The board selected July 22-24, 2005 for the summer board meeting dates. July 21 and July 25 will be travel days. The meeting will be held at the ACTE building in Alexandria, Virginia (Washington, DC metropolitan area).

15. New Freshman Scholarships—The New Freshman scholarship program, sponsored by the Florida Department of Citrus and Florida Citrus Growers, will be continued for 2005. Ten $1,000 scholarships will be awarded, and NAAE will receive a $1,000 management fee. The application for the scholarships is posted on the NAAE website.

16. Upper Division Scholarships—
With the $7,500 contribution from Delmar Learning and the funds raised at the 2004 NAAE Convention (about $1,300), the board discussed options for the 2005 scholarship program.

Kevin Fochs moved, Harold Eckler seconded, to award 12 $750 scholarships for 2005. Bill Hunter moved to amend the motion, Allan Sulser seconded, to strike 12 and add 15. The amendment carried. The motion as amended carried. The program will follow the same rules and application procedures as in previous years.

17. Strategic Planning Committee Meeting—The board conducted the board Strategic Planning committee meeting. Full committee chair Ed Mueller (SD) joined the committee meeting by telephone.

President Jeff Maierhofer recessed the board meeting for the day at 4:45 p.m.

Thursday, February 3, 2005

1. Call to Order—President Jeff Maierhofer called the board meeting to order at 8:38 a.m.

2. Reflections and Pledge—Lee James presented reflections and led the board in the Pledge to the American Flag.

3. Executive Session—At 8:40 a.m., Allan Sulser moved, Paul Larson seconded, to go into an executive session of the board. The motion carried.

At 9:45 a.m., Paul Larson moved, Allan Sulser seconded, to end the executive session of the board. The motion carried.

4. Extension of Executive Director’s Employment Contract—Paul Larson moved, Bill Hunter seconded, to offer a one-year extension to the executive director’s employment contract. The motion carried. The executive director indicated his acceptance of the contract offer.

Andy Seibel moved, Paul Larson seconded, to authorize the purchase of a Blackberry-type device and service plan for the executive director. The motion carried.

Harold Eckler moved, Lee James seconded, to authorize the purchase of a disability insurance policy for the executive director. The motion carried.

5. NAAE Sponsor Information—It was agreed that the NAAE staff would provide to the NAAE board members sponsor information in the format they prefer (pressure sensitive labels, Excel spreadsheet, Word document, etc.).

6. Member Services Committee Meeting—The board conducted the board Member Services committee meeting. Full committee chair Felix Landry (LA) joined the committee meeting by telephone.

7. Public Policy Committee Meeting—The board conducted the board Public Policy committee meeting. Full committee chair Hugh Mooney (CA) joined the committee meeting in person.

8. Approval of December 2004 Minutes—Harold Eckler moved, Paul Larson seconded, to approve the minutes from the December 7, 2005 pre-convention NAAE board meeting, the December 8, 9, and 11, 2005 NAAE business sessions, and the December 11, 2005 post-convention NAAE board meeting. The motion carried.

President Jeff Maierhofer recessed the meeting at 12:20 p.m. for lunch. The meeting reconvened at 1:40 p.m.

9. Strategic Plan Report Card Review—The board agreed to change the performance review criteria to a five-point numbered scale from 1 to 5, where 1 is the lowest performance and 5 is the highest performance. The board also agreed to change the priority criteria to a three-level scale: low, medium, high.

The strategic plan review resulted in the following report card:

Item Performance Priority
Ag Ed Profession 4 Low
Public Policy 4 High
New Professionals 4 High
Knowledge Management 3 Medium
Professional Development 5 High
Programs and Benefits 5 High
Governance 4 Medium
Management 5 Low
Finance 5 High
Marketing 3 High

Paul Larson moved, Lee James seconded, to set aside time at the July 2005 board meeting to reevaluate the NAAE Strategic Plan. The motion carried.

10. 2005 NAAE Regional Meeting Attendees—The board discussed the 2005 regional meeting schedule and decided on the following regional meeting representatives:

Region I April 20-23 Arizona Allan Sulser and Samantha Alvis
Region II June 19-22 Louisiana Jay Jackman
Region III June 21-23 North Dakota Jeff Maierhofer
Region IV June 27-29 Indiana Jeff Maierhofer and Samantha Alvis
Region V June 21-23 South Carolina Allan Sulser
Region VI July 5-8 Connecticut Jeff Maierhofer

Jeff Maierhofer recessed the board session at 3:00 p.m. The board will reconvene at 6:00 p.m. on Friday, February 4, 2005.

Friday, February 4, 2005

1. Call to Order—President Jeff Maierhofer called the meeting to order at 6:00 p.m.

2. NAAE Board Committee Reports

a. Finance Committee—Harold Eckler presented the board Finance committee report. Harold Eckler moved, Paul Larson seconded, to adopt the Finance committee report. The motion carried.

3. Welcome to Guests—Jeff Maierhofer introduced Keri Haars, ACTE Grassroots Advocacy Manager, who made some comments regarding our joint career and technical education advocacy efforts. Jeff Maierhofer also introduced Jeff Papke, Region I Secretary, who sat in on this board session.

4. NAAE Board Committee Reports (continued)

b. Marketing Committee—Andy Seibel presented the board Marketing committee report. Andy Seibel moved, Paul Larson seconded, to adopt the Marketing committee report. The motion carried.

c. Professional Growth Committee—Kevin Fochs presented the board Professional Growth committee report. Kevin Fochs moved, Paul Larson seconded, to adopt the Professional Growth committee report. The motion carried.

d. Policy and Bylaws Committee—Dr. Bill Hunter presented the board Policy and Bylaws committee report. Dr. Bill Hunter moved, Paul Larson seconded, to adopt the Policy and Bylaws committee report. The motion carried.

e. Member Services Committee—Lee James presented the board Member Services committee report. Lee James moved, Paul Larson seconded, to adopt the Member Services committee report. The motion carried.

f. Public Policy Committee—Paul Larson presented the board Public Policy committee report. Paul Larson moved, Lee James seconded, to adopt the Public Policy committee report. The motion carried.

g. Strategic Planning Committee—Allan Sulser presented the board Strategic Planning committee report. Allan Sulser moved, Kevin Fochs seconded, to adopt the Strategic Planning committee report. The motion carried.

5. 2005 Convention Planning—The board continued to discuss plans for the 2005 NAAE Convention. Jeff Maierhofer and Jay Jackman had met earlier in the day with Jan Bray, ACTE Executive Director. Jeff and Jay reported to the board that: 1) the early bird registration fee could not be extended; however, state ag ed associations would be allowed to register for “x” number of registrations and the names of the registrants could be added later but prior to the November 1, 2005 regular registration cut-off date; 2) ACTE would consider ways to earmark the additional $60 registration fee for non-members for advocacy purposes; 3) alternatives for the registration process would be explored and the registration process would be improved for 2005 convention registration; and 4) we will continue to negotiate with the Sheraton Hotel in New Orleans for good sleeping rooms rates for the 2005 convention.

President Jeff Maierhofer recessed the meeting at 7:15 p.m. The board will reconvene at 8:00 a.m. on Sunday, February 6, 2005.

Sunday, February 6, 2005

1. Call to Order—President Jeff Maierhofer called the meeting to order at 8:00 a.m.

2. Reflections and Pledge—Paul Larson presented reflections and led the board in the Pledge to the American Flag.

3. 2005 NAAE Convention Schedule—The board agreed that the theme for the 2005 convention would be “A Step Ahead.” The board agreed to the convention schedule. The schedule will be posted to the NAAE website as soon as possible. The board also agreed to do a “call for presentations” for the professional development workshops for the convention.

4. 2006 NAAE Convention—The board discussed the 2006 NAAE Convention. Dr. Bill Hunter moved, Lee James seconded, to begin planning for the 2006 NAAE Convention in Atlanta at the same time as the ACTE convention and that NAAE begin work with the Georgia state agricultural education association on convention planning. The motion carried.

5. Comments from Board and Staff—Jeff Maierhofer asked each board and staff member to offer 30 seconds each of comments from this board meeting.

6. Adjournment—With no further business to transact, Paul Larson moved, Lee James seconded, to adjourn the board meeting. The motion carried. President Jeff Maierhofer declared the meeting adjourned at 9:13 a.m.