June Meeting

Collegiate 4-H National Action Board
Meeting Agenda – Conference Call
June 7, 2008

I. Call to Order – Casey East 8:05 EST
II. Roll Call – Nocona Canady
Casey-present
Nocona-present
Ashley-absent
Crystal-present
Dan-absent
Alyssa-absent
Autumn-present
Jessica-present
Sarah-absent
April-absent
Lisa-absent
Amy-absent
Beth-absent
Megan-absent
Mike-present
Chris Nowicy-present
III. Changes to and Approval of Minutes (Please read prior to meeting)
a. Approval of the minutes from the second meeting on April 5, 2007
b. Approval of the minutes from the third meeting on May3, 2007-minutes will be postponed until next meeting minutes, jess made the motion crystal seconded passed unanimously
IV. Business Manager’s Report – Ashley Buford-not present
- Did Jeff get the forms that you emailed him? Yes he did receive the W9
Still working on the checks with Jasmine and headquarters
Did you meet the May 15 deadline for the electronical fileing requirement for 4-H organization’s taxes on Nat. 4-H website.—will not have to file until next year
V. Committee Reports (You MUST meet prior to the NAB meeting)
a. Diversity – Lisa and Sarah, not present
b. (when meeting with your committee have one person take minutes and post them to the yahoo group.
-list of institutions and send out letter to them and will
i. Update from last meeting
1. Did you get your letter sent out?
2. Was the Club of the Year clause posted on the website – Jessica__ Has been posted on the website

c. Communication and Membership Education – Crystal, Dan, Nocona
i. Update from the last meeting
1. Compilation of all existing Collegiate 4-H Organizations – work with regional Presidents and their teams—we working on emailing out regional presidents and then waiting on responses from them
a. What is the status on this? The perposal form is out and sent to NAB for review
2. Communication among all clubs: Have each club post at least five new opportunities/ideas to message board a month
a. Wait until list is complied. Still working on list
3. Workshops
a. Proposal forms update (everyone should look over this prior to the meeting)will go out 1 week after the july meeting
b. New Dates to remember:
i. Proposals will go out to clubs one week after the July meeting (July 19)
ii. Proposals due by Sept. 30
iii. A poll will be set up after all proposals in and will need to be voted on by all voting members of NAB prior to the Oct. 4 meeting
c. Attach goals to proposal forms
ii. Goals for the month-contact regional presidents and NAB review the proposal form and let us know with any changes
iii. Attach the goals of coll 4-H to the proposal form
iv. Also contact national council and headquarters about workshops and what they can offer
d. Service – Alyssa, Casey, Nocona
i. Update from last meeting
1. Research into a National Collegiate 4-H Spring Break Service Project – What about regions doing it first? Considering making this a summer project rather than spring break, research and we will get back with NAB about that
ii. Goals for the month –research this
e. Partnerships – Ashley, Amy, Jessica, Lisa
i. NAE4-HA
1. Updates about the conference in September.
a. Who will be representing us?NAE4-HA contacted but we are waiting on a contact back
2. Updates on the merge in 2011
3. Update on the packet that will be put together for regional officers to present at regional meetings.-advocacy will be putting together a packet and we will be working with NAE4-HA to develop this further
ii. National 4-H Council-the meeting has not happened yet and we are still working on establishing our purpose as an organization
iii. Goals for the month-Chris is meeting with Cathann and we will be working to develop our national priorities in conjunction with the national priorities, go back to the retreat document and add ideas to it
iv. Set up another NAB retreat and the focus being on goals and what our focus is the same as national 4-h council, the poll for a weekend date between now and the beginning of august
f. Organizational Affairs – Dan, Crystal, Autumn, April
i. Update from the last meeting
1. Did you meet with Cathann and/or Eddy(Crystal sent an email about questions and meeting, and have not heard back from him yet, she will recontact, and will hunt down Cathann’s information) about our goals and how we can become a National organization.
ii. Goals for the month-re email Eddy and access Cathann’s information and actually Chris should be the new contact
g. Advocacy – had 1st meeting right before
i. Promotional packet for National 4-H Week-update the materials that are already out there, create display board materials, and Grace will be working on looking at some other resources, information about creative guides for SET and Digital TV and access. We will be setting up a Club Spotlight and change that every 2 weeks. We will be doing a both at Galaxy
ii. Goals for the month- begin the spotlights and work on getting out a newsletter, with info about new officers and NAB updates and such
We will be meeting the last week of June to get prepared for Galaxy
h. Web Team –
i. Goals for the month-Kevin and Lisa are out of service for the summer at camps so jess will be filling as the temp contact right now
i. Ag Consortium – Crystal
i. Update from your meetings with the Ag Consortium-she has heard nothing and the conf. will be coming up but she will receive information in july about the Ag Const. conf.
ii. Goals for the month
VI. Regional Updates
a. Western Region – Autumn—nothing new working on reg. conf. in the fall
b. North Central Region – Jessica--- regional officer team met and working on focusing the organization and conf. planning is going well. Regional service project is the same as national project ACCESS and they are trying to be helpful in putting out information
c. Northeast Region – Alyssa-no one was present
d. Southern Region – Casey- 3 people went down to Biloxi going to give it a try and they have an officer team meeting in 3 weeks
VII. Old Business
a. NAB Grant – ($300.00 to the 2008 conference and $200.00 to the Minnesota club)
i. Ashley – what is the update on these checks? She is still currently working on this
b. Strategic Plan Implementation Timeline (see attachment)-just keep this in mind and make sure we stay on task
c. The 2008 NAB Goals (see attachment)setting up another retreat for goals
d. The 2009 National Collegiate 4-H Conference – Beth and/or Megan-not on
i. Current planning stage-Just a reminder about dates
1. Dates to remember:
a. Registration goes out Nov. 3
b. Registration is due Dec. 13
c. Registration late fee is due Jan. 5
e. NAB Retreat/Workday-Jess updated we went over national priorities, but was conserned about the progress because NAB members are not aware of what all is going on with national 4-H,google doc. Went well and had people updating it as the meeting progressed
VIII. New Business
a. NAB Advisor (must be from the North Central Region)
i. Brenda Allen?---Crystal suggestion, and she met with Brenda and she accepted so she is the new NAB Advisor. Email and add her to the yahoo group and this will be emailed to Nocona to add to the contact list
IX. Adjournment
a. Please remember that the July meeting was rescheduled due to the 4th of July for July 12, 2008!--- Autumn moves to adjourn Crystal Seconds 8:53 EST



**Reminder**If you are not going to be at the meeting you need to notify both Nocona and Casey before the meetings!!!!!!! Very important so that we can have a quorum or get alternate people from the region to come in on the calls

April NAB Meeting

I. Call to Order - 8:10pm EST @ 4/5/2008
II. Roll Call
Casey
Nocona
Autumn
Alyssa
Jess
April
Beth
Megan
III. Minutes
Approved as read by Autumn
IV. Business Manager’s Report
Ashley was not in attendance, Casey will forward excuse to the group
V. Committee Reports
A. Diversity
1. Lisa absent attending a Sigma Alpha Conference
2. Diversity clause was to be added and sent to Jessica
3.Goal –To inform all clubs and work on recruiting
B. Communication and Membership Education
1. Currently working on compiling new information and getting a list of clubs together
2. Goals to work on getting programs for Nationals 2009, work on getting national level presenters at the conference (discuss with Betty and Cathann).
3. Goals: Email and mail final workshop and make them due October 17. After the completed forms have been turned in make a list and decide on final workshop presenters, to be presented to Beth and Megan, as well as NAB.
C. Service
1. National Service projects were sent out to clubs and put on web
2. Find out from Eddy and Ohio State about the information from the National Service Project
3. National Coll. 4-H Spring Break service project, brainstorming and ideas, service committee will discuss later
4. Jessica made a motion that we have information for the regions at the regional conferences, Nocona seconded and motion passed unanimously
5. Set up an online survey/poll to see if there is interest, web team to help in getting that together
D. Partnerships
1. Met and formed a plan for the entire year, discussions about moving in 2010 since it will be held in Arizona and there are not really Collegiate clubs to help in this area. The suggestion was not to move until 2011 when NAE4-HA is in Omaha, Nebraska
2. For 2010 Northeast region should be able to host, possibly in DC at National 4-H Center, with University of Maryland hosting.
3. Ways to get the information out there by setting up a poll, putting it in the newsletter, present at the regional meetings
4. National 4-H Council, Lisa and Jess are going in May to talk about funding
5. Discussed sending members to Galaxy in September those intreseted, Crystal, Casey, Nocona, Jess, Autumn, and Jess will send out information about that.
E. Organizational Affairs
1. No official meeting - Autumn and April have spoken
F. Advocacy/Web Team
1. Voting results
---Grace Tucker and Mike Razim, advocacy team; Lisa Richardson, Jess, and Kevin Kersey, Web team
2. Congratulations emails will be sent out. Meet and decide on NAB liaison
3. Promo packet for National 4-H week
4. Teams meet together
G. Ag Consort Liaison
1. Sent out email to contact and has not heard back yet, but has received minutes from the last meeting
VI. Old Business
A. Casey will email out National Goals again
B. 2009 National Conference
1. Letters have been sent out for grants
2. Hotel and meeting rooms reserved, looking at tours, and service projects
3. To begin working on soon is speakers and food
4. Currently meeting every other week
C. Timeline
1. On Yahoo group
2. Needs to be taken to committees to work out timelines
D. Goals
1. On Yahoo group
2. Suggestions
a. Send changes to Casey if there are any
b. Take to committee meetings
E. 2009 Conference
1. Registration available November 3rd to December 13th; late registration is by Jan 5th
2. Tell people at regional meetings
VII. New Business
A. Casey will send out timeline and the strategic plan and this will be discussed at the next NAB meeting
B. New conference call number will be set up and sent out
C. If you have a conflict with attending the meetings please let both Casey and Nocona know.
VIII.. Adjournment
A. Motion to adjourn
1. Motion Passes - 9:49 pm EST

May 3, Meeting Minutes

I. Call to Order - 8:06pm EST

II. Roll Call

• Present
  
  Casey East - Southern Region NAB President, NAB Chair
  Ashley Buford - Business Manager
  Lisa Richardson - Northeast Region 2^nd Year Representative
  Jessica Falkenthal - North Central Region President
  April Mendenhall - Western Region 2^nd Year Representative
  Autumn Sheridan - Western Region President
  Jessica Falkenthal - North Central Region President
  Beth Neil - Co Conference Coordinator
  Mike Razim - Advocacy Team, North Central
  Crystal Schauer - Ag Consort Liaison
  
• Absent
  
  Nocona Canady, Secretary
  Sarah Edens, Southern Region 2nd Year Representative
  Alyssa Ross, Northeast Region President
  Amy Redman, North Central 2nd Year Representative
  Megan Johnson, Co-Conference Coordinator
  Eddy Mentzer, Liaison from National 4-H Headquarters
  
  
  

III. Minutes

1. Will be referred to throughout the meeting via Casey
2. Motion to postpone approval to next meeting - Jessica F. (not sure, sorry!); 2^nd - Autumn S.
1. Motion passed- unanimously

IV. Business Manager's Report

1. Sent W-9 form to April and FFA Member Jeff Tatke (sp?)
2. W-2 work forms (not sent)
3. Will send repeat email to Jeff to check if we have to file
4. May 15^th - Electronically (sp?) Filing Point - requirement for 4-H clubs and organizations; National, Regional, and Collegiate Groups
5. Staff not in office Tuesday-Friday of this week

V. Committee Reports

1. Diversity
1. List of institutions - 1890 and 1994
2. Drafting up a letter to send out by end of this month or beginning of next month. Will be emailed to the list-serv
3. Club of the year application update will be posted soon.
4. Goal - Getting the letter sent out as soon as possible.
2. Communication and Membership Education
1. Splitting up regions to contact officers and state organizations to find out activity and presence of Collegiate 4-H groups throughout the regions. Hopefully this will promote inter-club communications between clubs.
2. Rough draft for workshop proposal form was put out to Casey and will be sent out to the Yahoo group; open to suggestions.
3. Regional presidents by will get contacts by July Meeting
4. Workshops
1. Deadline moved from November 1^st to September 30^th
2. Workshop poll must be done by the September NAB meeting to confirm workshops.
3. Email sent to clubs to let them know about earlier date now so that they can start planning now.
   
3. Service
1. Spring Break - National Alternative Spring Break
2. Will be something that can work for every region.
3. Focusing on inner-city kids
1. Inglewood and Chicago have city 4-H clubs
2. Members should look on website
3. Also places in Nashville and Atlanta
4. Looking into a D.C. group; NYC trying to create clubs
4. Looking for 4-H groups to allow for easy connections
1. Not a mandatory requirement
5. Southern Regional Service Project
1. Biloxi, MS - helping to rebuild Katrina areas
2. Regional service project attempt, maybe leads to national group service project.
6. Goal - getting out program/letters throughout regions for suggestions
4. Partnerships
1. Service and Social Media Grant
1. Trying to get Cathann's approval; she doesn't think we're organized enough yet to receive these types of funds.
2. Improved our image towards the National 4-H Council
3. Everything put on hold for grant
4. Potential fall funding from 4-H Council
1. Looking for Sponsors
5. Poll-merger set up about merger change date
1. Instead presented by regional officers at meeting
2. Will send out info packet to list-serv
3. Conference Representatives
1. People staying in NAB next year are encouraged to attend the conference in September; Monday - Friday conference
2. Crystal, Lisa, Jessica, Ashley, Casey - Maybes
3. Will talk to NAE4-HA next month to get an okay and find funding
4. Registration is the Middle of June
5. Organizational Affairs
1. No official meeting - Autumn and April have spoken
2. Organization and paperwork to get us set up as a national organization
3. Trying to meet out goals to become a national organization
4. Need more specifics from Cathann and Eddy
1. What they expect from us and our goals
5. Goals of committee need to be clearly specified
1. Committee will email Cathann and Eddy to improve goals (needs to be done in the next week)
2. Get one of them to attend meeting to let all of NAB know what they need to do.
6. Originally made to get NAB organized around a general structure
1. Look into other organizations to see how they uses this committee.
6. Advocacy
1. NAB liaison - voted on by the next meeting
2. Congratulations email sent out - Mike and Grace both accepted
3. Promo packet for National 4-H week
7. Web Team
1. Liaison - voted on net week
2. Congratulation email sent out - Lisa, Jessica, Kevin
8. Ag Consort Liaison
1. Sent out email to contact
2. Email secretary to understand minutes and see if there are events she needs to attend.
3. Will call to get more information

VI. Regional Updates

1. West - Regionals put together and waiting on responses from other clubs
2. North Central
1. Working on Regional strategic plan
2. Digitally archiving regional binder with standard procedure for each office.
3. Constitution amendments to create a president elect position
4. Conference is in Missouri
3. Northeast
1. Contacting groups
2. Conference will be in Maryland
3. Sending out forms
4. South
1. Officer training and other members - service project in Gulf-Coast all week and weekend; meeting on Saturday to formulate a Strategic Plan and goal for the region.
2. Fill in positions at 4-H camps
1. a. Sent to Collegiate 4-H organizations to get counselors and people to plan workshops
3. Conference is in Biloxi, MS

VII. Old Business

1. Money Split
1. CSU put a proposal in to give $250 to next year's group
1. $300 to CSU and $200 to next year's conference hosts
2. Motion - Split 300 to 2008 conference and 200 to 2009 Conference - Autumn S.; 2^nd - Lisa R.
1. Motion passes - unanimously
2. Money distributed by check - Sent to Dale L. (CSU) and Minnesota (Beth will email Ashley name)
1. National 4-H council will send check - takes about 3-4 weeks
2. Social Media
1. Partnership spoke about this
3. Timeline
1. On Yahoo group
2. Needs to be taken to committees to work out timelines
4. Goals
1. On Yahoo group
2. Suggestions
1. Send changes to Casey if there are any
2. Take to committee meetings
5. 2009 Conference
1. Registration available November 3^rd to December 13^th; late registration is by Jan 5^th
2. Tell people at regional meetings

VIII. New Business

1. Advisor
1. Encouraged to attend NAB meetings and must be on list-serv
2. Liaison to NAE4-HA and other national groups
3. Iowa Sate - Brenda Allen (4-H office) - active on campus
1. Crystal will ask and let us know; she will them be put on the list- serv and will be able to attend committee meetings and conference calls
2. Retreat/Workday
1. Organizational meeting
2. Online meeting or during conference call
3. Goal planning meeting - to hash everything out
4. Web and Advocacy team should meet before them to help out
5. Jessica will set up a pool about date and time period (8pm-12am EST)
6. Need to have
1. copy of NAB Guidelines
2. Cathann and Eddy's suggestions - maybe they will attend
3. Committee issues

IX. Next Meeting - June 7^th, 8pm EST

1. July meeting moved to July 12^th, the week after due to the 4^th of July Holiday

X. Adjournment

1. Motion to Adjourn - Autumn; 2^nd - Jessica F.
1. Motion Passes - 9:32 pm EST