Minutes
NAAE Board of Directors Meeting
February 3, 4, 5, 6, & 8, 2004

The NAAE Board of Directors conducted a board meeting on February 3, 4, 5, 6, and 8, 2004 at the University of Kentucky College of Agriculture in Lexington, Kentucky and at the Adams Mark Downtown Hotel in Indianapolis, Indiana. Members of the board and others who were present for the meeting included: Roger Teeple (NC), President; Jeff Maierhofer (IL), President Elect; Allan Sulser (UT), Region I Vice President; Kevin Fochs (MT), Region I Secretary; Dr. Bill Hunter (KS), Region II Vice President; Pam Koenen (MN), Region III Secretary; Harold Eckler (MO), Region IV Vice President; Lee James (MS), Region V Vice President; Terry Hughes (NY), Region VI Vice President; Dr. Wm. Jay Jackman (KY), NAAE Executive Director; Morgan Fisher (KY), NAAE Executive Assistant; and Sherrie Perry (KY), NAAE Graduate Student Assistant.

The minutes of the meeting are as follows:

Tuesday, February 3, 2004

1. Call to Order and Welcome—President Roger Teeple called the meeting to order at 8:05 a.m. on Tuesday, February 3, 2004 and welcomed everyone to the meeting. The board met in the third floor conference room in the Garrigus Building at the University of Kentucky College of Agriculture in Lexington, Kentucky.

2. Reflections—Jeff Maierhofer led the board in reflections.

3. Pledge to the United States Flag—Allan Sulser led the board in the Pledge to the United States Flag.

4. Adjustments to and Approval of the Agenda—Bill Hunter moved, Lee James seconded, to approve the board meeting agenda with flexibility to change as necessary. The motion carried.

5. Approval of Minutes of December 9, 2003 Pre-convention Board Meeting, December 10, 11, and 13, 2003 NAAE Convention Business Sessions, December 12, 2003 Special Board Meeting, December 13, 2003 Special Board Meeting, and December 13, 2003 Post-convention Board Meeting—Harold Eckler moved, Terry Hughes seconded, to approve the minutes from the December 9, 2003 Pre-convention Board Meeting, December 10, 11, and 13, 2003 NAAE Convention Business Sessions, December 12, 2003 Special Board Meeting, December 13, 2003 Special Board Meeting, and December 13, 2003 Post-convention Board Meeting. The motion carried.

6. NAAE Member Reports—Each board member presented a brief report of their NAAE activities since the 2003 NAAE Convention.

7. Unfinished Business—Roger Teeple asked that board members get the regional updates for News & Views to Jay Jackman by the end of this week.

8. Executive Director Report—Jay Jackman reviewed with the board the newly revised NAAE Leadership Handbook. Jeff Maierhofer moved, Lee James seconded, to amend the inclement weather policy such that the NAAE office will be closed when the University of Kentucky is closed due to inclement weather. It was also noted that the Leadership Manual needs to be updated to change “alternate vice president” to regional secretary” throughout the document. Jay next reviewed with the board the current membership and financial reports. The board members discussed at length membership processing and the challenges of getting good membership information from the state associations. Jay agreed to get a copy of the National FFA Organization’s membership roster in Excel format to see if it could be revised and edited for NAAE. It was agreed that a better job of educating dues remitters is needed. The board selected Harold Eckler to replace Terry Hughes on the NYFEA board and Bill Hunter to replace Allan Sulser as the NAAE Food, Land, and People representative. The board agreed to get the pocket diary shipping information and state conference information to the NAAE office no later than March 1, 2004. Jay presented the results of the evaluations of the professional development workshops conducted at the 2003 NAAE Convention. All workshops received outstanding evaluations. Not enough general convention evaluations were received to analyze the data (only six evaluations were received). Jay reported that the 2003 annual report was complete and on the website now. Jay presented draft copies of the 2004 NAAE awards applications. Allan Sulser moved, Harold Eckler seconded, to request a disk containing digital images of photographs used in the applications. The motion carried. Jay presented a draft copy of the application for the American Nursery and Landscape Association (ANLA) program enhancement grants. Harold Eckler moved, Allen Sulser seconded, to award six (one per NAAE region) grants at $675 each with dollar-for-dollar matching funds required. Jeff Maierhofer moved, Bill Hunter seconded, to amend the motion to make each award $750. The amendment failed by a count of three to four. Terry Hughes moved, Harold Eckler seconded, to amend the motion to make the matching dollars cash, not in-kind. The amendment carried. The motion as amended carried. Roger Teeple appointed a committee of Terry Hughes, chair, Kevin Fochs, and Pam Koenen to recommend other details regarding the ANLA grant program and to report back to the board before the end to this board meeting. The executive director report was stopped at 11:00 a.m. due to the incoming committee meeting conference call. The executive director report was continued at 4:40 p.m. on Tuesday, February 3.

9. Committee Meetings—The full committee chairs that will chair the committee meetings at the 2004 NAAE Convention were invited to join the board committees by conference call. The full committee chairs served as consultants to the board committees.

a. Professional Growth Committee—The board as a whole conducted the Professional Growth Committee Meeting, with Allan Sulser as chair. Ray Nash from Mississippi, the 2004 full committee chair, joined by conference call and served as consultant to the board committee. (Refer to the Professional Growth Committee report for details of actions taken.)

Roger Teeple recessed the board meeting for lunch at 12:15 p.m. Roger reconvened the NAAE board meeting at 2:00 p.m.

Committee Meetings (continued)

b. Finance Committee—The board as a whole conducted the Finance Committee Meeting, with Harold Eckler as chair. Jimmy Craddock from Virginia, the 2004 full committee chair, joined by conference call and served as consultant to the board committee. (Refer to the Finance Committee report for details of actions taken.)

c. Public Policy Committee—The board as a whole conducted the Public Policy Committee Meeting, with Roger Teeple as chair. Roger filled in for Paul Larson who could not attend this board meeting due to family illness. Pat Henne from Michigan, the 2004 full committee chair, was unable to join the committee meeting by conference call. (Refer to the Public Policy Committee report for details of actions taken.)

d. Member Services Committee—The board as a whole conducted the Member Services Committee Meeting, with Lee James as chair. Janna Shopbell from Idaho, the 2004 full committee chair, joined by conference call and served as consultant to the board committee. (Refer to the Member Services Committee report for details of actions taken.)

10. Executive Director Report (continued)—Jay Jackman continued the executive director report. Jay reported that the letter of agreement between NAAE and the University of Kentucky has been signed by all parties. A copy of the letter and the UK proposal for NAAE’s relocation to UK are included in the board books. Jay gave a progress report on the USDA Instructional Materials grant. Dr. John Crunkilton, Virginia Tech, is managing this grant for NAAE. Jay reported to the board that the FY 2005 Executive Budget was released from the White House to the U. S. Congress on Monday, February 2. Again this year, the President has proposed to reduce federal funding for career and technical education by 25 percent and to eliminate all programs under the Carl D. Perkins Vocational and Technical Education Act of 1998. This will be discussed more at the National Agricultural Education Inservice in Indianapolis this week. Jay Jackman is the keynote speaker regarding grassroots networks for advocacy. The board agreed to present advocacy workshops at their regional and state meetings this year.

Roger Teeple recessed the board session at 5:00 p.m. The board reconvened at 8:05 a.m. on Wednesday, February 4, 2004.

Wednesday, February 4, 2004

1. Call to Order and Welcome—President Roger Teeple called the meeting to order at 8:05 a.m. on Wednesday, February 4, 2004 and welcomed everyone to the meeting. The board met in the third floor conference room in the Garrigus Building at the University of Kentucky College of Agriculture in Lexington, Kentucky.

2. Reflections—Dr. Bill Hunter led the board in reflections.

3. Pledge to the United States Flag—Pam Koenen led the board in the Pledge to the United States Flag.

4. NAAE Strategic Plan and Report Card—Roger Teeple appointed groups of board members to review different sections of the NAAE Strategic Plan. After these small group sessions, the board discussed the current priorities and current performance on the strategic plan. The board left all priorities as they were and move the performance on new professionals from low to okay. Bill Hunter moved, Jeff Maierhofer seconded, to accept the change in the performance objectives on the strategic plan. The motion carried.

5. 2004 NAAE Convention Planning—Jay Jackman met with Jan Bray, ACTE Executive Director, on January 26 to discuss the possibility of integrating the NAAE convention with the ACTE convention in 2004. Jan then presented a proposal for consideration by the NAAE board. The board reviewed the proposal carefully and began to discuss the merits of the proposal. Due to lack of time, the board ended this discussion with plans to revisit this issue before any decisions are made.

6. NAAE Investments—Jay Jackman introduced Stephanie Nallia, Stock Broker at Fifth Third Securities. Stephanie is the new investments consultant to NAAE. She is in the process of transferring the three NAAE investments accounts from FISN in Maryland to Fifth Third Securities in Lexington.

Roger Teeple recessed the board meeting for lunch at 12:15 p.m. Roger reconvened the NAAE board meeting at 2:00 p.m.

7. 2004 NAAE Convention Discussion (continued)—The board continued to discuss convention planning until time for the next committee meeting.

8. Committee Meetings

a. Policy and Bylaws Committee—The board as a whole conducted the Policy and Bylaws Committee Meeting, with Bill Hunter as chair. Hals Beard from Louisiana, the 2004 full committee chair, joined by conference call and served as consultant to the board committee. (Refer to the Policy and Bylaws Committee report for details of actions taken.)

b. Marketing Committee—The board as a whole conducted the Marketing Committee Meeting, with Terry Hughes as chair. Naomi Knight from Maryland, the 2004 full committee chair, joined by conference call and served as consultant to the board committee. (Refer to the Marketing Committee report for details of actions taken.)

c. Strategic Planning Committee—The board as a whole conducted the Strategic Planning Committee Meeting, with Jeff Maierhofer as chair. Ron Nash from Washington, the 2004 full committee chair, joined by conference call and served as consultant to the board committee. (Refer to the Strategic Planning Committee report for details of actions taken.)

Roger Teeple recessed the board session at 5:25 p.m. The board reconvened at 8:00 a.m. on Thursday, February 5, 2004.

Thursday, February 5, 2004

1. Call to Order—Roger Teeple called the board to order at 8:00 a.m. in executive session. The board met in the third floor conference room in the Garrigus Building at the University of Kentucky College of Agriculture in Lexington, Kentucky.

2. Evaluation of Executive Director—The board, while in executive session, conducted the evaluation of the executive director.

3. 2004 NAAE Convention—The board continued to discuss the pros and cons of integrating the 2004 NAAE Convention with the 2004 ACTE Convention.

Roger Teeple recessed the board executive session at 10:00 a.m. The board then traveled to Indianapolis to participate in the National Agricultural Education Inservice. The board will reconvene in Indianapolis during the inservice on Friday evening, February 6, 2004 and again after the inservice on Sunday morning, February 8, 2004.

Friday, February 6, 2004

1. Call to Order—Roger Teeple called the session to order at 7:30 p.m. The board met at the Adams Mark Downtown Hotel in Indianapolis, Indiana.

2. Inscape Publications—Scott Stump, a professional trainer with Inscape Publications, presented a proposal for NAAE to list Inscape Publications’ leadership profiles for sale on the NAAE website. NAAE will receive royalty payments from Scott Stump based on sales volume. Jeff Maierhofer moved, Harold Eckler seconded, to accept the proposal from Scott Stump. The motion carried. It was made clear that NAAE will not endorse the products. We will only make them available to our members.

3. 2004 NAAE Convention—The board continued to discuss the pros and cons of integrating the 2004 NAAE Convention with the 2004 ACTE Convention. The board asked Jay Jackman to contact Jan Bray to clarify three points: 1) scheduling flexibility; 2) registration procedure possibilities and early bird registration dates; and 3) the possibility of NAAE continue to have some sort of a partnership expo.

Roger Teeple recessed the board session at 9:00 p.m. The board will reconvene on Sunday, February 8, 2004 at 8:00 a.m.

Sunday, February 8, 2004

1. Call to Order—Roger Teeple called the session to order at 8:00 a.m. The board met at the Adams Mark Downtown Hotel in Indianapolis, Indiana.

2. New Freshman Scholarships—Jay Jackman reported that the Florida Department of Citrus has continued their support of the New Freshman Scholarships for 2004 and that they will award ten $1,000 scholarships this year.

3. Upper Division Scholarships—Allan Sulser moved, Terry Hughes seconded, to award fifteen $750 upper division ag ed scholarships in 2004. The motion carried. Funds for these scholarships will come from the contribution of $7,500 from Delmar Thomson Learning and the remained from the auction at the 2003 NAAE Convention. This program will now be known as the Delmar NAAE Upper Division Agricultural Education Scholarship Program.

4. FY 2005 NAAE Budget—The NAAE budget for 2004-05 will be presented and approved on a board conference call prior to the Region I conference in April. Lee James moved, Terry Hughes seconded, to change the reimbursement policy for regional secretaries to pay their actual travel expenses to their respective regional conferences and the NAAE convention, rather than providing them a $1,000 maximum travel budget. The motion carried.

5. Policy Manual Updates—Roger Teeple asked the board members to review the NAAE Leadership Manual to be familiar with its contents. There were no additions or edits to the document.

6. 2004 National FFA Convention—The board agreed that the same activities and format that was used at the 2003 National FFA Convention should be used at the 2004 National FFA Convention. Regional secretaries will be asked to help staff the Career Show booth. We will gather names for the U.S. Ag Ed Listserv just as we did in 2003. The block of 30 sleeping rooms that FFA makes available to the NAAE board will be divided among the board and staff as follows:

Jay Jackman – 2 rooms Roger Teeple – 5 rooms Jeff Maierhofer – 2 rooms
Allan Sulser – 7 rooms Bill Hunter – 1 room Paul Larson – unknown
Harold Eckler – 0 rooms Lee James – 4 rooms Terry Hughes – 4 rooms

7. 2004 NAAE Convention Planning—Jeff Maierhofer moved, Harold Eckler seconded, to discontinue the scholarship auction at the NAAE convention and replace the auction with another fund raising event to replace the auction. The motion carried. Jay Jackman reported on what he had learned from Jan Bray regarding the board questions regarding integrating the conventions. Jan assured Jay that NAAE would have scheduling flexibility, that we could work out the details on registration procedures, that the early bird registration date could not be extended, that NAAE cannot have a separate trade show, and that NAAE can have some sort of a program to which we can invite sponsors to interact with our members. After much deliberation, Harold Eckler moved, Jeff Maierhofer seconded, to integrate the 2004 NAAE Convention with the 2004 ACTE Convention. Roger Teeple called for a roll call vote. The motion carried by a count of four to two.

8. 2005 NAAE Convention—Jeff Maierhofer moved, Harold Eckler seconded, to integrate the 2005 NAAE Convention with the 2005 ACTE Convention and to authorize the NAAE executive director to negotiate the details. The motion carried.

9. 2004 NAAE Regional Conferences—The board agreed to keep the same format of the documents the NAAE office provides for the regional meetings. In addition, the board will deliver advocacy workshops at the regional meetings. Jay Jackman will provide the information for the advocacy workshops.

10. 2004 Summer Board Meeting—The summer 2004 NAAE board meeting will be held in the Washington, D.C. metropolitan area. The board meeting will be held on July 22-24, with travel days on July 21 and 25. The meeting will include Capitol Hill visits on Thursday afternoon. The meeting will end on Saturday afternoon.

11. Contract Renewal for Executive Director—Lee James moved, Jeff Maierhofer seconded, that the board will reimburse Jay Jackman $1,000 for his expenses in securing the Certified Association Executive credential from the American Society of Association Executives. The motion carried. Bill Hunter moved, Jeff Maierhofer seconded, to extend the executive director employment contract for one year to Jay Jackman with the same terms as the previous year. The motion carried.

12. Committee Reports

a. Professional Growth—Allan Sulser presented the Professional Growth committee report and then moved, Lee James seconded, to adopt the report. The motion carried.

b. Finance Committee—Harold Eckler presented the Finance committee report and then moved, Allan Sulser seconded, to adopt the report. The motion carried.

Roger Teeple asked Jeff Maierhofer to assume the duties of the chair.

c. Public Policy Committee—Roger Teeple presented the Public Policy committee report and then moved, Bill Hunter seconded, to adopt the report. The motion carried.

Jeff Maierhofer turned the chair back to Roger Teeple.

d. Member Services Committee—Lee James presented the Member Services committee report and then moved, Allan Sulser seconded, to adopt the report. The motion carried.

e. Policy and Bylaws Committee—Bill Hunter presented the Policy and Bylaws committee report and then moved, Harold Eckler seconded, to adopt the report. The motion carried.

f. Marketing Committee—Terry Hughes presented the Marketing committee report and then moved, Lee James seconded, to adopt the report. The motion carried.

g. Strategic Planning Committee—Jeff Maierhofer presented the Strategic Planning committee report and then moved, Bill Hunter seconded, to adopt the report. The motion carried.

13. ANLA Grants Report—Terry Hughes moved, Bill Hunter seconded, that the deadline for the ANLA grants be May 15 with flexibility to combine years one and two if this better meets the need of the National FFA Foundation. The motion carried. The ad hoc committee verified the previous board decision for six awards per year (one per region) with each award at $675 and with dollar-for-dollar cash matching required. (Depending on the wishes of the National FFA Foundation, we may award two $675 grants per region.)

14. 2003-04 NAAE Budget—It was agreed to hold the discussion of the 2003-04 NAAE budget until a conference call to be held in April 2003. The tentative date for the conference call is April 7, 2004 at 3:30 p.m. Eastern time.

15. Adjournment—With no further business to transact at this time, Bill Hunter moved, Lee James seconded, to adjourn this board meeting. The motion carried. Roger Teeple declared the meeting adjourned at 11:15 a.m.