NAB Meeting Minutes 5/3/09
· Called meeting to order by Casey East @ 9:06pm EST
· Roll Call: Heather Williams
o Present: Kelli Jo Woodson, Autumn Sheridan, Melani Skaggs, Charlotte Jackson, Heather Williams, Ben Brown, Hannah Sanford, Brandon Wilson, Casey East, Mike Razim
o Missing: Aaron Birge, Jessica Falkenthal, Jessica Poole, Amanda Cloughtery, & Crystal Schauer (excused)
· Reading of Minutes: Heather Williams
o No minutes for National Conference meeting—Lisa hasn’t had chance to post them yet but says she will. I will e-mail them to everybody when I get them to avoid conflict. Approval for these minutes will be postponed until next conference call.
o Changes: None
o Approved motion made by: Melanie Skaggs seconded by: Ben Brown, unanimously approved
· Business Manager’s Report: Kelli Jo Woodson
o $4,812 balance
· Committee Reports
o Diversity: by Kelli Jo Woodson
§ Communicated via e-mail and focused on the first item on To Do list and Melanie is working on list of all Indian Universities and list of extension offices and historically-black universities and start contacting them to get them involved—goal is to try to add one per year but want to try to add more per year
§ Some of the dates need to be updated because some goals have not been accomplished in the past 3 years—will work on updating the timeline and then accomplishing those tasks
§ Casey asked how they would go about contacting the offices and Kelli Jo reported that they would use a combination of mail and use telephone but have not discussed that as a committee yet
o Communicating and Membership Education: by Crystal Schauer
§ Creating media through promotional resources for clubs
· PSA’s and flyers
§ Going through strategic plan to help plan out workshops with the Conference committee (i.e., Ben Brown)
· Working on what to do with workshops at National Conference-like doing career prep, club development and healthy lifestyles
§ Casey suggested getting workshop info./applications out earlier than last year to be more effective and make sure things get done in a timely fashion
o Service: by Melanie Skaggs
§ National service projects—getting information out to clubs
· Didn’t get a chance to meet but did notice that they need a publication sent out to the clubs by September 1st according to the Strategic Plan and will probably work with Advocacy in order to accomplish this task
o Partnerships: by Autumn Sheridan
§ Reading through strategic plan and mark stuff that is complete
·
§ Meeting with Eddy and Ryan
· Hasn’t heard back from them yet, but is working on it—will contact Casey when she has done so
o Ag Consortium: by Brandon Wilson
§ The next board meeting is in August in Kansas City
o Advocacy: by Mike Razim
§ Mike introduced himself and explained what he needs for the newsletter and wants to try to get it back out on a quarterly basis like it is suppose to be. The most important thing he needs from everybody is a bio and picture from each NAB member by May 22nd along with letter from regional presidents, an update on conference, etc. Articles are just information that we want to display in the newsletter.
§ Heather shared idea of showcasing clubs in the quarterly newsletters to increase the amount of material available to use in the newsletters. So, to do this, we can just advertise to all clubs.
o Webteam: ????? We still don’t have anybody!!!
§ Applications—Nacona Canady on behalf of Lindsey Trout from Texas Tech.
· Motion for discussion made by: Kelli Jo Woodson and seconded by: Melanie Skaggs
o Info. on Lindsey: Ag education major and is a Sophomore. Shared that she sounds like a great candidate but didn’t share having web design experience. Mike said web design is really different from what her experience is, so she’d be able to make content to put on the site but not necessarily design the actual site. Casey suggested making her a member of the Webteam and Kelli Jo has agreed since Lindsey has expressed interest, but her lack of knowledge and experience prevents her from being the head of Webteam.
· Motion for vote to make her a member of the Webteam made by: Melanie Skaggs and seconded by: Charlotte Jackson—motion carried and she is now a Webteam member.
§ We really need to stress out to members from all over the need for somebody to take over this project
· Regional Reports
o North East: by Hannah
§ Preparing for conference for next year and doing fundraising in order to make money for conference and lower conference costs, as well as recruit new members for manpower
o North Central: by Charlotte
§ Had two conference calls. Mainly working on recruiting new secretary and put out application for that last week. The second weekend in June, they are having a retreat for officers in Iowa to redo constitution and work on strategic plan, make changes on website, etc. Things are going well and will have next conference call the end of May
o Western:
§ Autumn Sheridan reported that they are just trying to recruit new members
o Southern: by Melanie
§ Just had regional meeting. Have date and price set for Southern Regional Conference. Have new info. from Western Kentucky to be added as a new club. Webmaster is still working on the website
· Old Business
o 2009 NAB Advisor
§ Amanda Cloughtery is new advisor but was unable to make the conference call. Casey wanted her phone number to make sure she was receiving NAB informational e-mails. This way, she can attend next conference call
o The 2010 National Collegiate 4-H Conference
§ Briefing on current planning stage by Ben Brown
· Ben says they’re working on funding, sponsorships. They have set up lodging and accommodations. Casey suggested looking into grants and other arrangements where they can use funding as long as they do particular workshops or meet certain requirements
o Internal Communications
§ Facebook, Yahoo Group, list serv, etc.
·
· New Business
o What we need to delete from the Collegiate 4-H Strategic Plan
§ None was reported
o What do we need to focus on from the Collegiate 4-H Strategic Plan
§ Kelli Jo reports we need to revamp the Diversity timeline because we haven’t accomplished any of the goals for the past 3 years by perhaps targeting one area and working solely on that. So, Casey suggested that during the next Diversity meeting, they should specify and clarify what things they want to get rid of and what things they want to work on and then report it to everyone else at the next NAB conference call
§ Ben Brown says that should be applied to every committee, so Casey said that for the next month, each committee’s job is to pick apart the Strategic Plan and decide what needs to be removed, changed, or added—committee chairs agreed
· So, Casey suggested that committee chairs can e-mail out what the committee determined so that everybody can read it themselves, think it through, and discuss it during the next conference call so Mike suggested doing everything on googledocs so that we can see the changes being made so Mike will set that up and we will all have to have internet access at the next conference call so that we can do this
o Casey wanted to emphasize that we need to have committee meetings, I will continue to work on posting minutes and we will approve the National Conference minutes at the next Conference Call
· Adjournment by Casey East @ 10:01pm EST
Saturday, May 09, 2009
NAB April 1, 2009 Meeting Minutes
NAB Conference Call 4/1/09
· Called meeting to order: Casey East
· Meeting was called to order @: 9:05 pm EST
· Roll Call: Heather Williams
o Present: Kelli Jo Woodson, Brenda Allen, Autumn Sheridan, Melanie Skaggs, Crystal Schauer, Aaron Birge, Heather Williams, Ben Brown, Jessica Falkenthal, Jessica Poole, Brandon Wilson, and Casey East
o Absent: Charlotte Jackson, Hannah Sanford, and Mike Razimkj
o Need to contact NC so that they have a representative on the call (Kelli Jo Woodson will tell them)
o Casey will tell NE team to get a representative on future calls
· Minutes-will call Lisa to contact Heather to tell me how to post minutes
o Save approval of minutes from past 2 meetings at the next conference call (this one and the one @ Conference)
· Business Manager’s report:
o Kelli Jo had contacted Ashley Buford (old BM) to get old report and information for current status so that she could give report
o Current amount should be the same that old BM Ashley Buford proposed at the Conference because nothing else has come out/been spent since then.
· Committee Reports: After this conference call, it is extremely important to make sure that we have committee meetings before the conference calls to make conference calls more efficient. We all need to read the committee responsibilities/purposes online to know what we’re supposed to be doing in our committees.
o Diversity: Kelli Jo Woodson (Melanie and Aaron are other members)
§ Didn’t have meeting
o Communication & Membership Education: Crystal Schauer
§ Wanted to check to see who was suppose to be on committee (Heather, Charlotte, Ben & Brandon)
§ Focus on creating media and promotional resources so we will continue to do so for the local clubs to use for promotion-this can includes radio announcements and media kit (which, as Jessica shared, is already online)
§ Will work with National Conference committee to work on workshop sign-ups, selection, etc.
§ Casey suggested one of this committee serving as Webteam liaison so that we can use the website for promotional purposes
§ Crystal’s suggestion: make it clear what has and has not already been accomplished for those who are new to NAB and Casey reinforced this idea by wanting all NAB members to read the Strategic Plan by our next meeting.
o Service: Melanie Skaggs
§ National service projects
· Need to get info. for those 2 service projects out to everybody
· Kelli Jo suggested something on Facebook that would help committee figure out what they’re doing
§ Want to set up service competition where we keep track of the number of hours each club participates in certain service projects (average hours per member) so we need to develop application to do so. Serves as way to track types of service and hours of service our clubs are doing. If we want to make it an actual award, will have to propose this competition’s addition at the national business meeting.
§ Need to research Access 4-H so we actually know what it is and what we can do with it
o Partnerships: Autumn Sheridan
§ Will work on contacting Eddie to figure out what Headquarters is looking for from us and where we should fit in so that we can be chartered
§ Casey suggested making sure we contact Ryan Smeething who is another resource with headquarters
o Ag Consortium: Crystal Schauer & Brandon Wilson
§ Had board meeting in January, are currently working on promoting ag consortium-board person Jill Young met with marketing company to come up with marketing plan to promote the consortium to all affiliating clubs
§ Crystal is sending Jill an e-mail to tell her about Brandon and how he will be participating as well
o Advocacy: Mike Razim
§ At previous NAB meeting, had no applications turned in but will have Mike come back on and Heather is required to serve due to being Secretary and Kelli Jo wants to be on committee so Mike will be contacting Heather and Kelli Jo soon
§ Mike did turn in application: Motion to appoint him as Advocacy chair made by: Kelli Jo Woodson, Seconded by: Melanie Skaggs, Motion carried.
o Webteam:
§ Jessica explained that there is an application (which needs to be updated) for Webteam and people need to apply!
§ BM and Secretary have an address @collegiate4h.org through which they can access applications submitted
§ Heather will update the application and then send it out to the listserv (go on yahoo group, post something and send to entire group) and Jessica will help with updating numbers
§ Jessica needs officer’s name and position list for each region e-mailed to her in order to update the website
§ Regional presidents need to advertise within region that we need people to serve on Webteam to take over for Jessica
· Regional Reports:
o North East: Hannah Sanford-Crane
§
o North Central: Charlotte Jackson
§ Had conference call 2 weeks ago, feel like they have a great officer team and it’ll be a great year. Will have a summit in the summer to become more unified as an officer team to be more effective with the strategic plan. Have several website problems and will get that fixed in a few weeks.
o Western:
§ Jessica is new Western regional President-were unable to go to National Conference and haven’t had a regional meeting since then, but will work on getting a meeting soon to get updated
o Southern: Melanie Skaggs
§ Webmaster is redesigning southern region website—and need to relay to her that she should join NAB Webteam
· Old Business:
o 2009 National Collegiate 4-H Conference Review
§ No comments or complaints
o 2009-2010 NAB Advisor
§ Amanda Cloughtery will be new advisor-akbrown@umd.edu. She was a Collegiate 4-H’er at UMD all throughout college and currently works with Maryland’s 4-H Foundation
· New Business:
o Strategic Plan Committee Assignments:
§ We need to mark what we’ve done and what we have not completed so that new NAB members who come on don’t have to worry about what has been completed
§ Therefore, we must read the Strategic Plan by the next meeting so that we can know what needs to be omitted
o 2010 National Collegiate 4-H Conference:
§ Briefing on current planning stage-Ben Brown
· 3rd weekend of February
· Will contact hotel by the end of this month
· Schedule can be rearranged except the national business meeting so that it is after the regional meetings within the schedule
· Casey suggested that Ben work with Crystal and her team for workshop purposes
o Internal Communications:
§ Facebook, Yahoo group, listserv, etc.
· Jessica (Western) is not on yahoo group so Casey will clear this up and add her to the yahoo group
· If people have questions, e-mail or call Casey and she will “walk them through it”
· Use to have facebook group, and Casey will be sending everybody an invitation to join the group
· Casey will send out contact info. to everybody to save (especially for next year’s National Conference). It will also be posted to our yahoo group.
o National 4-H Council:
§ Suggested something that Collegiate 4-H use to have an advisor from the Council but they want a commitment from us to move forward in strengthening the organization and provide a number of active collegiate 4-H members from across the country. A rough estimate from the dues that were paid should have the number of members. Casey will e-mail Ashley Buford’s contact info to Kelli Jo so that she can get those numbers.
o Jessica Falkenthal reported that the National 4-H Council are working up 25 paid internships for website and customer-service related trainings
o Jessica Falkenthal had a successful meeting with facebook.com about working with them (and will physically be meeting with them soon). We are one of the largest non-profits that have own facebook site (www.facebook.com/4-h) and Council would like Collegiate 4-H to help by inviting everybody we can.
· Will have next meeting end of April/beginning of May
· Adjournment by Casey East @ 10:02pm EST
· Called meeting to order: Casey East
· Meeting was called to order @: 9:05 pm EST
· Roll Call: Heather Williams
o Present: Kelli Jo Woodson, Brenda Allen, Autumn Sheridan, Melanie Skaggs, Crystal Schauer, Aaron Birge, Heather Williams, Ben Brown, Jessica Falkenthal, Jessica Poole, Brandon Wilson, and Casey East
o Absent: Charlotte Jackson, Hannah Sanford, and Mike Razimkj
o Need to contact NC so that they have a representative on the call (Kelli Jo Woodson will tell them)
o Casey will tell NE team to get a representative on future calls
· Minutes-will call Lisa to contact Heather to tell me how to post minutes
o Save approval of minutes from past 2 meetings at the next conference call (this one and the one @ Conference)
· Business Manager’s report:
o Kelli Jo had contacted Ashley Buford (old BM) to get old report and information for current status so that she could give report
o Current amount should be the same that old BM Ashley Buford proposed at the Conference because nothing else has come out/been spent since then.
· Committee Reports: After this conference call, it is extremely important to make sure that we have committee meetings before the conference calls to make conference calls more efficient. We all need to read the committee responsibilities/purposes online to know what we’re supposed to be doing in our committees.
o Diversity: Kelli Jo Woodson (Melanie and Aaron are other members)
§ Didn’t have meeting
o Communication & Membership Education: Crystal Schauer
§ Wanted to check to see who was suppose to be on committee (Heather, Charlotte, Ben & Brandon)
§ Focus on creating media and promotional resources so we will continue to do so for the local clubs to use for promotion-this can includes radio announcements and media kit (which, as Jessica shared, is already online)
§ Will work with National Conference committee to work on workshop sign-ups, selection, etc.
§ Casey suggested one of this committee serving as Webteam liaison so that we can use the website for promotional purposes
§ Crystal’s suggestion: make it clear what has and has not already been accomplished for those who are new to NAB and Casey reinforced this idea by wanting all NAB members to read the Strategic Plan by our next meeting.
o Service: Melanie Skaggs
§ National service projects
· Need to get info. for those 2 service projects out to everybody
· Kelli Jo suggested something on Facebook that would help committee figure out what they’re doing
§ Want to set up service competition where we keep track of the number of hours each club participates in certain service projects (average hours per member) so we need to develop application to do so. Serves as way to track types of service and hours of service our clubs are doing. If we want to make it an actual award, will have to propose this competition’s addition at the national business meeting.
§ Need to research Access 4-H so we actually know what it is and what we can do with it
o Partnerships: Autumn Sheridan
§ Will work on contacting Eddie to figure out what Headquarters is looking for from us and where we should fit in so that we can be chartered
§ Casey suggested making sure we contact Ryan Smeething who is another resource with headquarters
o Ag Consortium: Crystal Schauer & Brandon Wilson
§ Had board meeting in January, are currently working on promoting ag consortium-board person Jill Young met with marketing company to come up with marketing plan to promote the consortium to all affiliating clubs
§ Crystal is sending Jill an e-mail to tell her about Brandon and how he will be participating as well
o Advocacy: Mike Razim
§ At previous NAB meeting, had no applications turned in but will have Mike come back on and Heather is required to serve due to being Secretary and Kelli Jo wants to be on committee so Mike will be contacting Heather and Kelli Jo soon
§ Mike did turn in application: Motion to appoint him as Advocacy chair made by: Kelli Jo Woodson, Seconded by: Melanie Skaggs, Motion carried.
o Webteam:
§ Jessica explained that there is an application (which needs to be updated) for Webteam and people need to apply!
§ BM and Secretary have an address @collegiate4h.org through which they can access applications submitted
§ Heather will update the application and then send it out to the listserv (go on yahoo group, post something and send to entire group) and Jessica will help with updating numbers
§ Jessica needs officer’s name and position list for each region e-mailed to her in order to update the website
§ Regional presidents need to advertise within region that we need people to serve on Webteam to take over for Jessica
· Regional Reports:
o North East: Hannah Sanford-Crane
§
o North Central: Charlotte Jackson
§ Had conference call 2 weeks ago, feel like they have a great officer team and it’ll be a great year. Will have a summit in the summer to become more unified as an officer team to be more effective with the strategic plan. Have several website problems and will get that fixed in a few weeks.
o Western:
§ Jessica is new Western regional President-were unable to go to National Conference and haven’t had a regional meeting since then, but will work on getting a meeting soon to get updated
o Southern: Melanie Skaggs
§ Webmaster is redesigning southern region website—and need to relay to her that she should join NAB Webteam
· Old Business:
o 2009 National Collegiate 4-H Conference Review
§ No comments or complaints
o 2009-2010 NAB Advisor
§ Amanda Cloughtery will be new advisor-akbrown@umd.edu. She was a Collegiate 4-H’er at UMD all throughout college and currently works with Maryland’s 4-H Foundation
· New Business:
o Strategic Plan Committee Assignments:
§ We need to mark what we’ve done and what we have not completed so that new NAB members who come on don’t have to worry about what has been completed
§ Therefore, we must read the Strategic Plan by the next meeting so that we can know what needs to be omitted
o 2010 National Collegiate 4-H Conference:
§ Briefing on current planning stage-Ben Brown
· 3rd weekend of February
· Will contact hotel by the end of this month
· Schedule can be rearranged except the national business meeting so that it is after the regional meetings within the schedule
· Casey suggested that Ben work with Crystal and her team for workshop purposes
o Internal Communications:
§ Facebook, Yahoo group, listserv, etc.
· Jessica (Western) is not on yahoo group so Casey will clear this up and add her to the yahoo group
· If people have questions, e-mail or call Casey and she will “walk them through it”
· Use to have facebook group, and Casey will be sending everybody an invitation to join the group
· Casey will send out contact info. to everybody to save (especially for next year’s National Conference). It will also be posted to our yahoo group.
o National 4-H Council:
§ Suggested something that Collegiate 4-H use to have an advisor from the Council but they want a commitment from us to move forward in strengthening the organization and provide a number of active collegiate 4-H members from across the country. A rough estimate from the dues that were paid should have the number of members. Casey will e-mail Ashley Buford’s contact info to Kelli Jo so that she can get those numbers.
o Jessica Falkenthal reported that the National 4-H Council are working up 25 paid internships for website and customer-service related trainings
o Jessica Falkenthal had a successful meeting with facebook.com about working with them (and will physically be meeting with them soon). We are one of the largest non-profits that have own facebook site (www.facebook.com/4-h) and Council would like Collegiate 4-H to help by inviting everybody we can.
· Will have next meeting end of April/beginning of May
· Adjournment by Casey East @ 10:02pm EST
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