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2011-03-15 BoD Meeting

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2011 Federation Board Meeting

March 25th – Meeting Minutes


Becky Miller, NCAEPAAT
Jane McDaniel, NCCESA
Jeannie Leonard, NCEAFCS
Yvonne Mullen, NCEAFCS
Theressa Story, NCCESA
Kay Morton, NCCESA
Louise Hinsely, NC4HA
Nancy Keith, NCACAA
Cathy Brown, NC4HA
Samantha Rich, NCACES
Liz Driscoll, NCACES
Mark Megalos, NCACES
Eleanor Summers, NCEAFCS
Cathy Brown, NC4HA
Jo Simpson, NCAEPAAT

Agenda Approved

Louise Hinesly, motion
Jane McDaniel, seconded

Treasurer Report, Jane McDaniel

Taxes filed.
Checking – $1,209.00
Shares – $31.43
Money Market – $ 5,979.61

Motion by Louise Hinesely: Move for Treasurer to investigate what has happened in the past regarding date of dues to prevent double payment of dues, provide of suggestion for course of action

Seconded by Mark Megalos

Motion carried.

Motion by Jane McDaniel: Change responsibilities of treasurer to send an invoice for dues to each association by January 31 for the current year, and request dues to be paid by March 31

Amendment: change wording around dues due date so that it is consistent throughout the constitution and by-laws document

Seconded: Eleanor Summers

Motion Carried

Response to Duties

President-Elect Duties – Provide consistent communication with President

Treasurer- change responsibilities to file taxes using 990-N e-postcard

Secretary – edit 5th bullet to say “encourage the return OF the minutes within two weeks”

Association Presidents – revise dues, due date

Motion: Mark Megalos move to approve revisions to responsibilities

Seconded: Jeannie Leonard

Motion carried.

Additional Discussion

  • Suggested that we have a parlimentarian, suggestion to use the wisdom of the board, Eleanor Summers and Becky Miller to investigate
  • Prompt response to email is appreciated

2010 Annual Federation Forum Review

(See full Report at the end of the Minutes)

  • Becky Miller planned and presided
  • 103 Meals
  • Dr. Lanny Hass “Lessons from Mayberry”
  • 2010 Leadership Christine Berry
  • Admin Zublena, Steward, Stovall, Keith Bal
  • Distri greg hoover, james ch, travis burke
  • Admin Highlights: Agents do plan of work with the “End in Mind”
  • Need good data for ERS,
  • Concern for budget and jobs
  • Agent Training in advocacy, building relationships within community that will support extension
  • Salary study for Secretaries – on hold
  • No salary increases, for morale- agents encouraged to apply for awards and recognition
  • Increased funding for agent training, due to new agents
  • Counties keep website current and vibrant
  • 4-Day workweek- not efficient use of resources
  • Professional scheduling – CED’s work with agents/staff to determine time off
  • 4HFCS – professional development track with Sandy Wiggins
  • Agenda for professional meetings, have to be approved prior to event to use travel dollars
  • ECA – Dr. Stewart restructering ECA, how agents would support
  • Local foods initiative, current promotion and website presence
  • 7 million federal dollars for salaries – but with current budget, unknown
  • Tenured faculty protected

New Business

  • 2011 Federation Forum, Eleanor Summers
    • Prefers Face to Face for forum planning, but up in the air depending on travel dollars
    • Tentative Meeting Places:
      • 2005/2006 Lee County
      • 2007 Kannapolis, Research Campus
      • 2009/2010, Johnston County
      • 2011 Possibilities
        • Date: December 9th, 2011
        • Location: Possibly Lee, NC A&T
        • Speaker: Dr. Stovall, Wayne Matthews,
          • email suggestions to Eleanor
          • Topics: organizational improvement, professional development/motivation
        • Suggest to MCNC vs. elluminate, 4 hours, $65
          • Liz will investigate MCNC – check with Butler
          • Contact information – send to Eleanor

    Leadership Award and Recognition

    • Coordinated by Eleanor Summers
    • Acknowledge outstanding recognition to federation
    • Nominations due by Oct 30th, responsibility of association’s president-elect (vice-president)

2011 Federation Goals

  1. Adopt 2010 Federation Goals
    • Utilize video conferencing format for Board meetings to save travel and time
    • Offer Board meetings and Administrative updates to total membership
    • Encourage membership in all associations to apply for Leadership and Service Awards
    • Request all Extension Associations to forward appropriate issues to the administration via the Federation
  2. Educate association members about purposes and objectives of Federation
    • Pass out Federation brochures / Elevator speech at conference
  3. Update and revise Federation brochure
    • Kay Morton – revamp federation brochure

Fall 2011 Board Meeting

  • September 7th, 1 p.m.
  • Set up MCNC – Liz Driscoll will investigate

Administration Update – Dr. Joe Zublena

  • Change in legislature, ideological change – looking to cut – without a lot of rationale behind suggested cuts
  • CALS – research and extension trying to position, ensure constituents know they we need to be treated equitable
    • see memo
    • cuts are increasing, 9% is lowest cut, possibly 25-30% cut
    • federal cut pending
    • significant numbers that change what we look like and what we do
    • Outreach / network within the community is needed, take the time to reach consituents
    • PED – Legislative Committee – (Experiment station study)
      • Developed a list for legislature study, Agriculture” extension and experiment station
      • $50 million dollars proposed
      • working to connect with leadership
    • Academic can offset cuts with a tuition increase, Research and Extension are unable to do this
  • County Program Operations – Jim Cowden, one-stop shop,
    • Why is title and Promotion so cumbersome
    • Why not linked to one-stop shop and LMS
      • Title and Promotion is linked to one-stop shop
      • One-Stop overall information access for ERS, Agent Eval, lMS, SPA/PA
      • more people into committee to help improve it
      • State program objectives can be taken from ERS
      • Success stories translated into packages
      • Past impacts can be imported into word document
    • Why is the plan of action is not linked?
      • Plan of Action is also linked – need to be approved by county extension director
      • Year end of report can be populated throughout the year, summarize impacts and metrics that have been selected
      • Might need to cut and paste for diversity statement
      • speciality notes that can be included
      • new plan for 2011 for admin responsibilities for agents and PA’s, what they plan to do under each skill set
      • extension eit look at skills for epats
      • Might need training for this
      • A few items/data that university and state mine
      • Need to capture non-degree credit hours
      • K-12, state is looking at, good for org
      • certifications show competency, need more, like home-a-syst, farm-a-syst (agent certification)
    • GOAL: Metrics in system needs to be fixed – ex: FCS, health and obesity – weight loss, cholestrol change, hdl, ldl, blood pressure, hard to separate numbers from people
      • Measure weight – x calculator, #participants,
      • Pesticide recycling – collect containers that had pesticides in them and measure in tons, agents have various tons – need standard measures
      • be able streamline for legislators
  • If we have to cut, how do we strategically cut to re-emerge stronger?
  • Early retirement options? Have request to feds (only 75 folks in this position, hired 1983 or earlier), going forward with permission, need 2-3 months – puts organization in a difficult position, lose institutional memory
  • State Buyout? Heard nothing new. $10,000, for eligible employees $20,000 not eligible retirement, organization would have to pay, RIF vs. Buyout – RIF, severance package might be valued at $10,000 or more.

County vs. Campus cuts?

What positions cuts?

Estimates 15%

  • Lose $50,000 position /66 campus position – 66 county positions + 26 =160 positions
  • 30% = 320 positions

How would that determination be made?

  • Really need dialogue in the communities, county government, citizens/constituents help design what extension look like?
  • Cluster programming model – what does that look? How do we build for it?

Visibility of Extension

  • “Best kept secret”
  • Not marketing ourselves, need to market same stories, umbrella North Carolina Ag Advantage – at NCSU, brand identity
  • Fix impact reporting system / # of certifications /
    • Ed Marshall, end in mind – what does success look like – people look at it and say wow
    • Template – cooperative extension does this – what is that story
    • metrics to measure, evaluation tools
    • Hard to find reproduce-able stuff – industrial extension – as a model – can give numbers for impacts

Redundancy –

  • Health Department now has health educators / FCS collaborate with them
  • Trademark extension programs – intellectual property right – faculty member vs organization
  • Strategic partnerships – Encourage open sharing of credit among organizations

Association Reports


Submitted by Kay Morton

The NCCESA Board of Directors meeting was held at the Lee County Farm Bureau Auditorium at the Ernest and Ruby McSwain Extension Education and Agriculture Center in Lee County on Friday, February 25, 2011.

Dr. Joe Zublena gave us an administrative update. Dr. Sandy Wiggins presented “Professional Protocol in the Workplace” as the Professional Development portion of our meeting.

2010-2011 NCCESA officers are:

Kay Morton, President

Teresa Story, 1st Vice President

Elizabeth Wilson, 2nd Vice President

Donna Tulley, Secretary

Cheryl Mitchell, Treasurer

Susan Johnson, Parliamentarian

Shelia Ange, Webmaster

Pam Brylowe, Advisor

The 2011 NCCESA State Meeting will be hosted by the West Central District. It will be held September 22-23, 2011 at the Ramada Inn in Statesville. Registration will be around $40 and include two meals. They are trying really hard to hold down the registration fee and use as many Extension resources as possible.

NCCESA currently has 217 paid members and 39 Honorary members. I am sorry to report that we have lost two of our members since October. Donna Stewart with the Campus Chapter passed away October 28, 2010 and Brenda Gardner in Martin County, Northeast District, passed away March 21, 2011.

Respectfully Submitted,

Kay Morton
President, NCCESA

2011 NCCESA Federation Goal Suggestions

  • Continue open communication among all associations and encourage membership into our associations, especially of younger co-workers.
  • Simplify the website to make finding information easier.
  • The website should be updated sooner.

NCAE4-HA Association Report

Submitted By: Louise L. Hinsley

The North Carolina 4-H Agents Annual Winter Professionals Meeting was held January 20-21, 2011 at the Brookstone Inn in downtown Winston Salem. The North Central District hosted this conference. The theme was “Are you Hungry for Professionalism?” Over 92 people attended.

Current Membership for the Association on the state level is:

State:               Renewing Members:           118

New Members:                       0

Life Members:                       35

New State Life Members:     10

Total Members:                   163

Current Membership on the National level is:

Renewing Members:                                   104

New Members:                      4

Life Members:                     36

New National Life Members: 2

Total Members:                    146

The West Central District of the NCAE4-HA gave an invitation to the agents at the Winter Professional Meeting to attend the 2011 NCAE4-HA State Meeting, August 30- Sept.1, at the Crowne Plaza Hotel in Hickory, NC. The theme for the meeting is “Experience the M&M’s, Mastery and Motivation.”

The NAE4HA Meeting will be held October 24th – 28th in Omaha, Nebraska.


Submitted by: Jeannie M. Leonard

NCEAFCS currently has a total of 99 members (92 renewals and 7 new members). We are currently looking forward to kicking off the Family and Consumer Sciences Centennial Celebration on May 25th at the McKimmon Center. The release of the history book entitled, Ordinary Women; Extraordinary Service will begin the celebration iwth signing reception. Also the induction of the charter class of the Dr. Jane MicKimmon FCS Hall of Fame will occur during the celbration.

Beginning May 15-June5, FCS will begin a statewide television and radio advertising campaign. This will be an excellent opportunity to highlight out FCS programs and centennial celebration. Agents are also encouraged to get local calbe and radio stations to air our 30 or 60-second commercials.

We are also planning our Annual Professional Development Conference that will be held in Rocky Mount, NC durng the dates of August 2-4.

Two delegates attended the JCEP meeting in San Antonio, Texas in February. Delegates are also planning to attend the upcoming PILD meeting in April and our national meeting in Albuquerque, New Mexico in late September.


Submitted By: Nancy Keith, President Elect

The 2010 State meeting was held in Nags Head. Officers installed for the 2010-2011 were:

Mitch Smith – President

Nancy Keith –President Elect

Cindy Lauderdale – Vice President

Keith Walters – Secretary

Becky Spearman – Treasurer

Many opportunities for professional improvement and professional development, tours were offered.

Membership for 2011 was 226 – currently NCACAA has 209 members.

Our 2011 State meeting will be held in Salisbury, June 14-16. We will be utilizing the Piedmont Research Stations for professional development opportunities. Many tours will be held to livestock farms, dairy operations, horticulture operations. Pre Conference tours will be held at Panthers stadium and NASCAR hall of fame.


Submitted By: Mark Megalos, President

Two successful Meetings in October and February. Topics included, budget, admin update, new technologies. Administration update, included both directors of research Dr. David Smith and extension, Dr. Joe Zublena – talking about budget and plans for the future. New technologies included learning Prezi,,, etc. Presentations by Dr. Jay on evaluation, Mark Dearmon with updates on what Communications can offer, James Jeuck on GIS mapping technologies that can be applied to extension programs. In May, Mike Yoder will present on Agriculture and Food Security. There will be an announcement of spring awards, including the Special Specialist award. Paid Members 45.


2010 Annual Federation Forum Review –

Submitted By Eleanor Summers

  • Forum convened in Johnston County Agricultural Center-Smithfield, NC on December 10th.
  • Becky Miller, president-elect planned the meeting and presided.
  • 103 meals planned.
  • Lanny Hass- Interim Director, Personal and Organizational Management presented “Lessons From Mayberry”.

2010 Leadership and Service Recognition Winner:

Christine C. Barrier, Administrative Assistant, Cabarrus County

Administrative Guests:

Dr. Joe Zublena

Dr. Marshall Stewart

Dr. Ed Jones

Dr. Celvia Stovall

Dr. Claudette Smith

Dr. Keith Baldwin

District Directors:

Mr. Greg Hoover, Southeast

Mr. James Cowden, North Central

Dr. Travis Burke, Northeast

Administrative Highlights:

  • Craft plan of work with the end results in mind.
  • Put good data in ERS System
  • Jobs presently secure, but concern for additional cuts
  • Emphasis on behavioral change for our clients over 3-6 months.
  • Agents take advantage of training to provide skills in facilitation and advocacy.

Panel Discussion Q & A’s:

  • Salary study for secretaries on hold; depend on county funding for positions.
  • Employee morale addressed. Encouraged agents to apply for Awards & Recognition. No extra money for salary increases.
  • Agents to encourage each other
  • Encouraged to interact with Administration at trainings on an informal basis.
  • Focus on increased travel dollars for face-to-face training.
  • Potential for tool-local weather conditions on county websites. (Dr Z)
  • Keep websites current and vibrant.
  • 4-day workweek determined to not be efficient use of resources.
  • Follow policy for professional scheduling approved by CED.
  • New tools and calculators and economic indicators being developed.
  • Newly hired agents in FCS & 4-H on professional development track. Dr. Sandy Wiggins heads up training projects for FCS & 4-H agents.
  • Federation and Forum are viewed as Administrative work, thus covered by county level travel dollars.
  • Association meeting agenda and educational component must be pre-approved via program leaders/DED’s & sent to Tracy Brown for Dr. Zublena’s review to meet criteria for professional development.
  • Supervisor is responsible for approving vacation time so work is not compromised.
  • ECA (Extension & Community Association) has restructured. Board development in process. Agent support to ECA will be clarified in 2011.
  • Question about clarification of “Local Foods” initiative. Currently promotion and website presence.
  • Leadership is key. NCCE has hired over 150 people in last 2 years.

Build relationships in community. Need more advocacy.

  • Concern expressed regarding NCDA/CS no longer providing blank forms for soil sample reports and mailing results to landowners.

Note: not sure if anything done to look into this issues.

“Budget issues—current freeze on increases. NCCES=$7 million federal dollars for salaries over and above the state money. 10% cut manageable. Productivity and IMPACTS are important. Tenure faculty protected; specialist are not always protected. Counties probably protected—value there.” (Dr. Zublena)

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