Minutes
NAAE Board of Directors Meeting
February 4, 5, 6, 8, & 9, 2003

The NAAE Board of Directors conducted a board meeting on February 4, 5, 6, 8, and 9, 2003 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: Sarah Osborn Welty (MD), President; Roger Teeple (NC), President Elect; Allan Sulser (UT), Region I Vice President; Larry Long (OK), Region II Vice President; Paul Larson (WI), Region III Vice President; Jeff Maierhofer (IL), Region IV Vice President; Lee James (MS), Region V Vice President; Terry Hughes (NY), Region VI Vice President; and Jay Jackman (VA), NAAE Executive Director.

The minutes of the meeting are as follows:

Tuesday, February 4, 2003

1. Call to Order and Welcome—President Sarah Osborn Welty called the meeting to order at 8:15 a.m. on Tuesday, February 4, 2003 and welcomed everyone to the meeting. The board met in the Agronomy Department conference room in the Agricultural Science North Building at the University of Kentucky College of Agriculture in Lexington, Kentucky.

2. Reflections—Roger Teeple led the board in reflections.

3. Pledge to the United States Flag—Larry Long led the board in the Pledge to the United States Flag.

4. Adjustments to and Approval of the Agenda—Roger Teeple moved, Paul Larson seconded, to approve the board meeting agenda with flexibility to change as necessary. The motion carried.

5. Approval of Minutes of December 10, 2002 Pre-convention Board Meeting, December 11, 12, and 14, 2002 NAAE Convention Business Sessions, and December 14, 2002 Post-convention Board Meeting—Paul Larson moved, Larry Long seconded, to approve the minutes from the December 10, 2002 Pre-convention Board Meeting, December 11, 12, and 14, 2002 NAAE Convention Business Sessions, and December 14, 2002 Post-convention Board Meeting. The motion carried.

6. NAAE Member Reports—Each board member presented a brief report of their NAAE activities since the 2002 NAAE Convention. Sarah Osborn Welty issued her President’s Challenge to the board and asked each member to set some personal goals for 2003.

7. FY 2004 Executive Budget Presented to Congress from the Bush Administration—Jay Jackman presented a report regarding the Executive Budget that was released on Monday, February 3, 2003. The board agreed that a message regarding this should be placed on the NAAE website.

8. Other Reports—Verbal reports were presented regarding the upcoming board meeting of The Council, the NAAE board’s interest in having a joint session with AAAE at the 2003 NAAE Convention, and our work with NASAE as their membership and business manager. A written report was reviewed from Chuck Miller, ACTE Agricultural Education Division Vice President. Terry Hughes presented a verbal report from the National Young Farmer Education Association. Terry Hughes and Paul Larson presented a verbal report on the AgKnowledge conference that was recently held in Orlando. Allan Sulser and Jay Jackman presented a verbal report on Food, Land, and People (FLP); the NAAE board reaffirmed its support for FLP and agreed to continue to cooperate with FLP as it makes sense for us to do so.

9. Board Appointments—National FFA CDE Advisory Committee Position – Four nominees were presented to the NAAE board for consideration for this position. The board carefully reviewed the credentials of these four nominees. After deliberation, Allan Sulser moved, Paul Larson seconded, that the NAAE board select Shane Sutton from Nevada as the new representative to the National FFA CDE Advisory Committee. The motion carried.

10. Executive Director Report—Jay Jackman reviewed with the board the newly revised NAAE Board of Directors Handbook, which contains documents the board members will need as they do their NAAE work this year and prepare for and travel to regional and state NAAE meetings. Jay next reviewed with the board the current membership and financial reports. The board members discussed late dues payments and the ramifications of late dues payments on members’ professional liability insurance. The board asked to add a subtotal column to the membership report that excludes student members. The board also requested a copy of the NAAE membership roster in Excel format that they can share and promote with their respective state dues remitters. Jay reported that Connie Tyler, NAAE Membership Coordinator, has expressed her interest in stepping down from her position partially for health reasons and partially just because she is ready to retire from public work. The board expressed its appreciation to Connie for her years of service to NAAE. Jay reported that the 2002 annual report was complete and on the website now. Jay presented the results of the general agricultural educator survey that was conducted at the 2002 FFA and NAAE conventions; reports were included in the board books. Jay presented the results of the evaluation of the 2002 NAAE Convention; reports were included in the board books. Jay reported on planning to date for the 2003 NAAE Convention in Orlando, December 9-13. Board members made some general suggestions on suggested improvements for the 2003 convention, including eliminating the past national officers luncheon, reducing the time for the regional meetings, consolidating session programs into one “master” convention program, eliminating the head tables during the luncheon and sessions, remunerating presenters of workshops, and moving the auction to the John Deere Outstanding Young Member reception. Jay gave a brief report on the 2004 NAAE Convention and asked the board to be prepared to make a decision on the location and dates for the 2004 convention on Sunday during this board meeting.

Sarah Osborn Welty recessed the board meeting for lunch at 12:00 Noon. Sarah reconvened the NAAE board meeting at 2:10 p.m.

11. Committee Meetings

a. Diversity Committee—The board as a whole conducted the Diversity Committee Meeting, with Allan Sulser as chair. (Refer to the Diversity Committee report for details of actions taken.)

b. Finance Committee—The board as a whole conducted the Finance Committee Meeting, with Jeff Maierhofer as chair. (Refer to the Finance Committee report for details of actions taken.)

c. Legislative Affairs Committee—The board as a whole conducted the Legislative Affairs Committee Meeting, with Paul Larson as chair. (Refer to the Legislative Affairs 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. (Refer to the Member Services Committee report for details of actions taken.)

e. Policy and Bylaws Committee—The board as a whole conducted the Policy and Bylaws Committee Meeting, with Larry Long as chair. (Refer to the Policy and Bylaws Committee report for details of actions taken.)

f. Public Relations Committee—The board as a whole conducted the Public Relations Committee Meeting, with Terry Hughes as chair. (Refer to the Public Relations Committee report for details of actions taken.)

Sarah Osborn Welty recessed the board session at 5:05 p.m. The board reconvened at 8:10 a.m. on Wednesday, February 5, 2003.

Wednesday, February 5, 2003

1. Call to Order—Sarah Osborn Welty called the board session to order at 8:10 a.m. The board met in the Dean’s conference room in the Agricultural Science North Building at the University of Kentucky College of Agriculture in Lexington, Kentucky.

2. Committee Meetings (continued)

a. Strategic Planning Committee—The board as a whole conducted the Strategic Planning Committee Meeting, with Roger Teeple as chair. (Refer to the Strategic Planning Committee report for details of actions taken.)

3. Tour of the Future Office Space for NAAE—Dr. Linus Walton, UK College of Agriculture Associate Dean for Administration, provide the board with a tour of the third floor of the Garrigus Building, where the NAAE office will be located about the first of July 2003. Dr. Walton also escorted the board to the E. S. Good Barn, a newly renovated conference facility on the UK College of Agriculture campus, which is a potential location for future NAAE meetings and professional development conferences.

Sarah Osborn Welty recessed the board meeting for lunch at 12:00 Noon. The NAAE board hosted some faculty and administrators of the UK College of Agriculture to lunch at the Coach House restaurant. Joining the NAAE board were: Dr. Linus Walton, Associate Dean for Administration; Dr. Joe Davis, Associate Dean for Academic Programs; Dr. Carla Craycraft, Assistant Dean for Public Relations; Dr. Gary Hansen, Department Head for Leadership and Community Development; Dr. Charles Byers, Professor of Agricultural Education; Dr. Rod Tulloch, Associate Professor of Agricultural Education; and Dr. Robin Peiter, Assistant Professor of Agricultural Education. The board meeting reconvened at 2:30 p.m.

4. Strategic Planning—Sarah Osborn Welty led the board in working on the draft of the NAAE strategic plan during this afternoon session.

Sarah Osborn Welty recessed the board session at 5:00 p.m. The board reconvened in executive session at 8:05 a.m. on Thursday, February 6, 2003. Sarah Osborn Welty did a telephone interview with Kathy Johnson, a public affairs officer for the University of Kentucky, regarding the relocation of NAAE to Lexington in collaboration with the UK College of Agriculture. This interview will be broadcast on the UK Radio Network during a half-time show of a UK basketball game.

Thursday, February 6, 2003

1. Call to Order—Sarah Osborn Welty called the board to order at 8:05 a.m. in executive session. The board met in the Dean’s conference room in the Agricultural Science North 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.

Sarah Osborn Welty 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 Saturday, February 8, 2003 and again after the inservice on Sunday, February 9, 2003.

Saturday, February 8, 2003

1. Call to Order—Sarah Welty called the session to order at 8:20 p.m. The board met at the Adams Mark Downtown Hotel in Indianapolis, Indiana.

2. Committee Meetings (continued)

a. Public Relations Committee (continued)—The board as a whole continued the Public Relations Committee Meeting, with Terry Hughes as chair. (Refer to the Public Relations Committee report for details of actions taken.)

3. Strategic Planning Draft Documents—The board reviewed the newly revised draft strategic planning documents. Suggestions to rename some of the NAAE standing committees were discussed. Also, mission statements for the committees were discussed. Details of the possible committee renaming and the committee mission statements are included in the respective committee reports. The strategic plan, along with the possible new committee names and mission statements, will be reviewed at regional meetings in the spring and summer of 2003. At the July 2003 NAAE board meeting, the board will develop the final draft of the NAAE strategic plan, which will be presented at the 2003 NAAE Convention in Orlando in December 2003.

4. Committee Meetings (continued)

a. Diversity Committee (continued)—The board as a whole continued the Diversity Committee Meeting, with Allan Sulser as chair. (Refer to the Diversity Committee report for details of actions taken.)

5. Executive Session—The board then went into executive session to discuss renewing the employment agreement of the NAAE executive director.

Following the executive session, Sarah Osborn Welty recessed the board meeting. The board meeting was scheduled to reconvene at 8:30 a.m. on Sunday, February 9, 2003.

Sunday, February 9, 2003

1. Call to Order—Sarah Osborn Welty called the session to order at 8:30 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 2003 and that they will award ten $1,000 scholarships this year. In previous years, the Florida Department of Citrus has awarded ten $500 scholarship (they did not have the program at all in 2002). With the increase in the awards for 2003, the board needs to be very diligent in getting applications from their states where Fresh Florida Citrus Product fundraisers are used in ag ed programs.

3. Upper Division Scholarships—Paul Larson moved, Larry Long seconded, to award ten $500 upper division ag ed scholarships in 2003 and to use the proceeds from the auction at the 2002 NAAE Convention plus additional 2002 convention revenue as the financial source of these awards. The motion carried.

4. Executive Director Position Description—A position description for the executive director position was presented. Paul Larson moved, Terry Hughes seconded, to adopt the position description as presented. The motion carried.

5. Policy Manual Updates—Roger Teeple, in his role as president elect, and other board members carefully reviewed the policy manual and made suggestions for updates and improvements. Allan Sulser moved, Larry Long seconded, to accept the changes as presented by Roger Teeple. The motion carried.

6. 2003 National FFA Convention—The board agreed that the same activities and format that was used at the 2002 National FFA Convention should be used at the 2003 National FFA Convention. 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; Sarah Osborn Welty – 2 rooms; Roger Teeple – 4 rooms; Allan Sulser – 5 rooms; Larry Long – 7 rooms; Paul Larson – 3 rooms; Jeff Maierhofer – 1 room; Lee James – 3 rooms; and Terry Hughes – 3 rooms

7. 2003 NAAE Convention Planning—The board discussed plans for the 2003 NAAE Convention, and made the following comments/recommendations:

  • North American Agricultural Education Component – we must do a better job with the programming for the North American Ag Ed component sponsored by Syngenta
  • Host State Social – it is okay to have it, depending on the Florida Association’s wishes. There were some concerns about having it at the hotel because people enjoy getting out of the hotel for social/evening activities.
  • “Teachers Turn the Key” Honorees – have special programming, provided by teacher induction experts, for this special group of convention participants. Use 8:00-9:30 a.m. on Wednesday for this group.
  • Joint Session – Invite AAAE and NASAE to have a joint session with NAAE.
  • Award Scripts – Shorten the scripts to speed the awards programs along, but be sure to keep the awards presentations professional and meaningful.
  • Committee Chair Orientation – Eliminate this session. Planning between board committee consultants and committee chairs and vice chairs should occur before the convention begins.
  • Spouses Meet and Greet – Keep the event in but eliminate the food service except for coffee and juice. Move this event to 8:00 a.m.
  • Wednesday Morning Professional Development Workshops – Move the Wednesday morning workshops to 8:00-9:30 a.m.
  • Wednesday General Session – Move the Wednesday general session to 10:00 a.m. - 12:00 noon.
  • Past National Officer Luncheon – Eliminate this luncheon but recognize them and have special seating for them and their spouses during the awards luncheon.
  • Wednesday Regional Meetings – Move the Wednesday regional meetings to 1:30-3:00 p.m.
  • Wednesday Committee Meetings – Move the Wednesday committee meetings to 3:30-5:00 p.m.
  • Wednesday Afternoon Professional Development Workshops – Add some workshops during 3:30-5:00 p.m., including another session for the “Teachers Turn the Key” participants.
  • Friday Morning Professional Development Workshops – Add some workshops during 9:00-10:30 a.m., including another session for the “Teachers Turn the Key” participants.
  • USDA SPEC Grants Project Directors Meeting – Incorporate the USDA SPEC Grants Project Directors meetings and break-out sessions into the Friday schedule.
  • Friday Afternoon Schedule – Flip the regional meetings and professional development workshops so that the workshops are held from 2:00-3:30 p.m. and the regional meetings are held from 3:45-5:00 p.m.

8. 2003 NAAE Regional Conferences—Sarah Osborn Welty made assignments for the president, president elect, and executive director to attend the 2003 regional conferences. Jay Jackman will attend Region I; Roger Teeple will attend Regions II, IV, and VI; Sarah Osborn Welty will attend Regions III, V, and VI.

9. 2003 Summer Board Meeting—Larry Long moved, Roger Teeple seconded, that the summer 2003 NAAE board meeting be held in the Washington, D.C. metropolitan area. The motion carried. Larry Long moved, Lee James seconded, that the board meeting be held on July 24-26, with travel days on July 23 and 27. The motion carried. The meeting will include Capitol Hill visits on Thursday afternoon. The meeting will end on Saturday afternoon.

10. Committee Reports

a. Diversity Committee—Allan Sulser presented the Diversity committee report and then moved, Larry Long seconded, to adopt the report. The motion carried.

b. Finance Committee—Jeff Maierhofer presented the Finance committee report and then moved, Larry Long seconded, to adopt the report. The motion carried.

c. Legislative Affairs Committee—Paul Larson presented the Legislative Affairs committee report and then moved, Terry Hughes seconded, to adopt the report. The motion carried.

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

e. Policy and Bylaws Committee—Larry Long presented the Policy and Bylaws committee report and then moved, Allan Sulser seconded, to adopt the report. The motion carried.

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

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

11. 2004 NAAE Convention Planning—Jeff Maierhofer moved, Larry Long seconded, to hold the 2004 NAAE Convention at the Riviera Hotel and Casino in Las Vegas, Nevada overlapping the ACTE convention (following the 2002 convention schedule). The motion carried.

12. 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.

13. Other Meetings the NAAE Board and Staff will Attend in 2003—Terry Hughes will represent NAAE at the PAS Conference in Indianapolis this year. The board expressed interest in continuing to participate in MANRRS in cooperation with the National FFA Organization. Jay Jackman might attend the American Society of Association Executives convention in Hawaii this summer. Jay Jackman, Sarah Osborn Welty, and Roger Teeple might attend a Chief Staff Officer/Chief Elected Officer conference (sponsored by either ASAE or The Center for Association Leadership) this spring.

14. Executive Director’s Employment Agreement—Roger Teeple moved, Larry Long seconded, to offer to rehire Jay Jackman as NAAE Executive Director for 2003-04 with the same contract terms as are currently in place. The motion carried.

15. Adjournment—With no further business to transact at this time, Larry Long moved, Paul Larson seconded, to adjourn this board meeting. The motion carried.

Sarah Osborn Welty declared the meeting adjourned at 11:50 a.m.