Minutes
NAAE Board of Directors Conference Call
October 9, 2002

The NAAE Board of Directors conducted a conference call on October 9, 2002.  All members of the board and the executive director participated in the call including: Sarah Osborn Welty (MD), President; Allan Sulser (UT), Region I Vice President; Larry Long (OK), Region II Vice President; Chuck Stranberg (MN), Region III Vice President; Jeff Maierhofer (IL), Region IV Vice President; Roger Teeple (NC), Region V Vice President; Terry Hughes (NY), Region VI Vice President; and Jay Jackman (VA), Executive Director.  Also on the call were Pam Holbert, NAAE Executive Assistant, and Dr. Larry Case, United States Department of Education.  The minutes of the meeting are as follows.

1.    Call to Order—President Sarah Osborn Welty called the meeting to order at 4:03 p.m. and welcomed the board members to the meeting.

2.      Potential NAAE Relocation Proposals—During the July 2002 NAAE board meeting, the board authorized the development of a Request for Proposals (RFP) regarding a potential relocation of the NAAE office outside the Washington, D.C. metropolitan area.  The RFP was distributed electronically on August 30, 2002 with a proposal due date of October 1, 2002.  In response to the RFP, the NAAE board received eight proposals from entities throughout the United States.  The proposals are from the National FFA Organization, Ohio State University, Texas A&M University, University of Arizona, University of Kentucky, University of Nebraska, Virginia Tech, and Western Kentucky University.  The eight proposals were sent to the NAAE board members for delivery on October 4, 2002.  Sarah Osborn Welty and Jay Jackman developed a scoring rubric (elements taken directly from the RFP) to assist the board members in evaluating the proposals and Welty sent this to the board electronically on October 5, 2002.  Board action that occurred during this October 9th conference call follows:

  a.    Does the NAAE Board Wish to Proceed?  Given that the board members had now had the opportunity to read and evaluate the eight relocation proposals, President Sarah Osborn Welty polled the board members and asked for their input into whether or not the board should proceed to consider relocating the NAAE office outside the Washington, D.C. metropolitan area.  All board members expressed their decisions that the relocation process should continue with the understanding that remaining in the current location (Washington, D.C. metropolitan area) was still one option.

  b.    Ranking of the Proposals.  President Welty asked the board members, one by one, to reveal the top four proposals as per their respective evaluations of the proposals.  Jay Jackman and Pam Holbert recorded the responses.

  c.    Choosing the Finalists.  Based on the board members’ rankings of the proposals, Roger Teeple moved, Chuck Stranberg seconded, that the NAAE board invite representatives from Ohio State University, University of Kentucky, and University of Nebraska to meet face-to-face with the NAAE board of directors on Thursday night, October 31, during the national FFA convention in Louisville, Kentucky.  The motion carried unanimously.  Jay Jackman will notify all who sent proposals of the board’s decisions and invite the three finalists to the October 31 meeting.

d.      Preparations for the October 31 Meeting in Louisville.  The board members agreed to review carefully the proposals from Ohio State, Kentucky, and Nebraska and to note any specific questions they had about those proposals.  All board members then will forward the specific questions to Jay Jackman by Monday, October 14, 2002.  Jackman will assemble the questions and get them out to the respective institutions and ask them to respond either prior to the October 31 meeting or during the October 31 meeting as appropriate.

During the October 31 meeting, representatives from each of the three finalist entities will be invited to present a 15-minute presentation (computer and projection devices to be provided by NAAE) to the NAAE board followed by a 30-minute question and answer period.  The board will take a 15-minute debriefing period between each presentation.  The board requested that the presentations from the finalists be as specific as possible, recognizing that some proposals have numerous options to be considered.

The October 31 meeting will be held in the Ag Career Show office in the South Wing of the Kentucky Fair and Exposition Center beginning at 6:00 p.m.  The presentations will begin at 6:30 p.m. with Ohio State University, followed by University of Kentucky, followed by University of Nebraska.  (The order of presentations is flexible depending on the needs of the presenters.)

The board authorized Jay Jackman to share the evaluation criteria used to rank the proposals with the three finalists prior to the October 31 meeting.

The board asked Jay Jackman to develop a cost of doing business analysis comparing the current location with the three finalist locations.

3.    NAAE Committee Process for Las Vegas—Sarah Osborn Welty encouraged all board members who serve as consultants to committees during the NAAE convention to begin work with the committee chairs and vice chairs as soon as possible so that committees would be well prepared to conduct their business in Las Vegas.

4.    AdjournmentWith no further business to transact at this time, Jeff Maierhofer moved, Chuck Stranberg seconded, to adjourn the meeting.  The motion carried.  President Sarah Osborn Welty adjourned the conference call meeting at 5:20 p.m.