NAAE Board of Directors Meeting Minutes
December 12, 1998

 During tThe NAAE Board of Directors conducted a post-convention board meeting on December 12, 1998 at The Fairmont Hotel in New Orleans, Louisiana.  All members of the incoming board, all alternate vice presidents (except one), and the executive director were present for the meeting including:  Tom Kremer (OH), President; Mike Cox (VA), President Elect; Sue Poland (ID), Region I Vice President; James Dawley (TX), Region II Vice President; Linda Rist (SD), Region III Vice President; Bryan Gause (IN), Region IV Vice President; Russell Watson (TN), Region V Vice President; Ray Chelewski (ME), Region VI Vice President; Mitch Coleman (OR), Region I Alternate Vice President; Larry Long (OK), Region II Alternate Vice President; Chuck Stranberg (MN), Region III Alternate Vice President; Jeff Maierhofer (IL), Region IV Alternate Vice President; Douglas Caddell (AL), Region V Alternate Vice President; and Jay Jackman (VA), Executive Director.  The minutes of the meeting are as follows: 

  1.  Call to Order by New President - President Tom Kremer called the meeting to order at 4:00 p.m. and welcomed everyone to the meeting. 

  2.  Comments from Outgoing President - Immediate Past President Duane Fisher visited with the board for a few moments and wished the board well for the upcoming year. 

  3.  ACRO Publishing Record Keeping Software - David Zent from ACRO Publishing gave a brief report to the board regarding their record keeping software.  Russell Watson moved, Ray Chelewski seconded, for NAAE to endorse the ACRO record keeping software.  James Dawley moved, Bryan Gause seconded, to table the motion to endorse the software.  The motion to table carried unanimously.  Jay Jackman and David Zent will work on a plan for the NAAE board to review the software. 

  4.  Future Board Meeting Plans - It was agreed that the spring meeting of the NAAE board would begin at Noon on Saturday, March 20 and end mid-day on Tuesday, March 23.  Friday, March 19 will be a travel day; the meeting on Tuesday will end early enough for the board members to return home on Tuesday afternoon.   

          Sue Poland moved, Mike Cox seconded, that the summer board meeting would be held in Indianapolis, Indiana prior to the July FFA board meeting.  The motion carried unanimously. 

  5.  January 1999 FFA Board and FFA Foundation Trustees Meetings - Mike Cox, Linda Rist, and Russell Watson will attend the FFA board meeting in Alexandria, Virginia, January 23-27, 1999.  Jay Jackman was instructed to see if we can get the FFA Foundation Trustees to amend their bylaws to allow for the NAAE president elect and one senior vice president (at NAAE's discretion) to be members of the FFA Foundation Board of Trustees. 

6.  Committee Recommendations - If consultants to committees felt there were issues that required immediate attention, they were asked to bring these issues up. 

Policy and Bylaws - nothing to discuss at this time. 

Finance - nothing to discuss at this time. 

Diversity - H. O. Sargent Award - Mike Cox moved, Linda Rist seconded, that NAAE ask FFA to put the NAAE logo and a tag line that says "endorsed by NAAE" on the application (the next time it is printed).  The motion carried unanimously.  Higher Education Multicultural Scholars Program - Mike Cox moved, Linda Rist seconded, that NAAE put information about this program in an edition of State Leaders Update.  The motion carried unanimously.  MANRRS Conference - Mike Cox moved, Sue Poland seconded, that NAAE have a display at the conference and that an effort be made to use NAAE Diversity Committee members to staff the booth and that Barb Hansen's suggestions for the booth be implemented.  The motion carried unanimously.

Public Relations - NAAE Logo - let members know that the NAAE office can provide printed copy or electronic copy of the logo for their use.  Montana Silversmith - Jay Jackman was asked to check out the possibility of having Montana Silversmith make products available for NAAE members.  BOSS Time Management - Bryan Gause moved, Linda Rist seconded, for NAAE to endorse the BOSS SAE Planner and Record Keeping System.  The motion carried unanimously. 

Member Services - NAAE Membership Brochure - Jay Jackman was authorized to develop a new membership brochure.  Summer Workshops - Sue Poland moved, Bryan Gause seconded, that workshop information be sent to state leaders and ask that it be included in state ag teachers association newsletters.  The motion carried unanimously. 

Legislative Affairs - Legislative Training Workshop - Linda Rist moved, Sue Poland seconded, that NAAE develop a Legislative Training Workshop for state leaders that state leaders would attend at their own expense.  The motion carried unanimously. 

Strategic Planning - List Serve Proposal - Bryan Gause moved, Linda Rist seconded, to accept the list serve proposal from Dr. Jim Knight at the University of Arizona.  The motion failed by a vote of 0 to 8. 

7.  Seating of New Board Members - President Tom Kremer welcomed new board members, Sue Poland and Ray Chelewski. 

  8.  Committee Assignments - The board agreed that Sue Poland would assume the responsibilities for the Diversity Committee and that Ray Chelewski would assume the responsibilities for the Public Relations Committee. 

  9.  Convention Review Comments - Board members made the following comments regarding the convention.

*shorten the auction

*get voting delegates in the same area of the room

*have the state leaders meeting separate from other workshops

*have continental breakfast in same room as exhibits at the expo

*hard to take advantage of the AVA convention with our busy schedule

*scheduling conflicts with AVA convention can be a problem

*hard to follow along with committee reports as they are presented

*give members committee recommendations only - not the full reports

*committee membership is inconsistent

*food service, security, room set-up, etc. was good in the hotel

*need board books in advance

*need speaker at first session

*need spouses room with visitors bureau person

*have National Ag Library workshop next year

*good program document

*highlight John Deere reception more

*have one-hour workshops

*Ideas Unlimited workshop was good

*more silent auction items and less live auction items

*sign-in sheet for auction items (see Mitch)

*add auction information in program document and in first regional meeting

*committee reports should be complete minutes

*provide committee reports earlier

*award winner scripts are too long

*power point was hard to read

*can the dance

*get anniversary sponsors to be annual sponsors

*promote organizational membership among exhibitors

*need better food quality

*better signage for registration and workshops

*provide maps of hotel and nearby sites

*better use of vice presidents for awards presentations

*watch use of titles and be consistent (Mr., Ms., Dr.)

*jazz up slide show (graphics, animation, better font selection)

*classroom seating was better than theater

*on PSA awards, provide demographic data (# of states in each category,

percent of the region, etc.)

*improve voting process

*committee process

-all vice presidents should provide copies of the national minutes to the regional chair prior to the regional conference

-during the regional conference, chair and co-chair (or delegates) to the national committee should be identified.  At that time, emphasis should be placed on the value of this role.  Representatives should be told to notify the regional VP as soon as possible if they cannot attend the convention.

-The packet sent before convention should include: organizational structure, brief description of all committees, chair's charge to the committee, minutes of last national meeting, agenda, and attachments. 

10.  Evaluation of Executive Director - Bryan Gause moved, Linda Rist seconded, that Duane Fisher would coordinate the evaluation of the executive director as part of the March board meeting.  The motion carried unanimously. 

11.  Appointments to Boards - FFA Board - Bryan Gause moved, Sue Poland seconded, to accept Elizabeth Morgan (ME), Andy Seibel (VA), and Vicki Lantz (PA) as the NAAE Region VI candidates for the FFA Board position.  The motion carried unanimously.  FFA Alumni, NYFEA, Council - Mike Cox moved, Sue Poland seconded, to get all paperwork to Jay Jackman by January 10 for these three positions.  The motion carried unanimously. 

12.  Upper Division Scholarships - Bryan Gause moved, Russell Watson seconded, that NAAE award ten $1,000 upper division scholarships in 1999 using the proceeds from the auction at the 1998 convention.  The motion carried unanimously.

13.  Adjournment - With no further official business to be transacted, President Tom Kremer declared the meeting adjourned at 5:30 p.m.