Monday, May 7, :00 pm CDT 3:00 EST

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1 Monday, May 7, :00 pm CDT 3:00 EST Members Present: ANREP Mike Kuhns Eleanor Burkett Sandy Smith ESP Deborah Thomason Mark Stillwell NACAA Stan Moore Paul Wigley NACDEP Mike Wilcox NAE4-HA Jeff Holland Debbie Nistler Lori Bledsoe NEAFCS Amy Peterson Marsha Lockard Others: Kay Chelena Chuck Otte Linda Kay Benning Chuck Hibberd Called to Order by Stan Moore. Roll Call by Deborah Thomason. Additions to the Agenda were called for. Sandy Smith moved and Eleanor Burkett seconded to approve the agenda. Motion carried. Agenda was approved. Minutes from March JCEP Conference Call were sent by Deborah Thomason. Motion to approve was made by Lori Bledsoe and seconded by Mike Kuhns. Minutes were approved. Treasurer s Report was given by Lori Bledsoe. See attached. Please send Lori any budget needs for Taxes are being completed. All bills have not been settled from PILD. Lori asked that we remind people that 60 days is our limit for reimbursement. Eleanor Burkett moved and Mike Kuhns seconded that we receive and file the treasurer s report for audit. Traveling Team report was given by Amy Peterson. Amy has sent out updated powerpoint for use at ANREP and NACDEP. ANREP Deborah Thomason and Paul Craig. NACDEP Justen Smith, Marsha Lockhard, Jeff Holland, Paul Wigley. PILD 2012 Report was given by Amy Peterson/Kay Chelena/others 281 in attendance - 2 tours were conducted. The Stark presentation was well received. Eleanor shared that some people would like to have a Civics 101

2 training or a debriefing after attending Capital Hill. Linda Kay saved the Shark drawing and shared it at her office and they plan to do some more murals for the National celebration. Ideas on how to expand the preparation for participation in PILD were discussed. Association Public Land-grant Universities Update was given by Linda Kay Benning. Incredible exhibit on the Morrill Act this summer will be on display. She asked associations to promote the 150 anniversary celebration. Linda Kay will share a promotional link from the APLU web site to help associations promote the display. Galaxy IV Update was given by Marsha Lockard. The Galaxy committee met last week in Pittsburg. Early morning activities will be in hotels and then afternoon activities will move to the Convention Center. Finalized schedule will be shared in June. Budget was discussed as well. Registration will probably be $ Met with Conference Manager from Penn State. Opening night will be a paddleboat ride and then to a Market area and return on paddleboats. Currently working with the keynote speaker fee. RFP s will come out maybe in November they will be reviewed and announced by March (prior to registration opening). Recommended that we allow Penn State to sign any addendums that are necessary. We would have the benefit of tax exemption and liability coverage. Marsha suggested that if associations want to add activities it maybe a benefit to work with Penn State. Budget and schedule will be presented at June meeting for approval and discussion. Some committees have members that will need to be replaced by associations. Extension Committee on Policy Update was given by Chuck Hibberd. Doug Steele, ECOP Chair, has been meeting to reinforce relationships and partnerships. ECOP has been involved with NACO and others on improving engagement of partners. Glad that Justen and Stan were able to attend NEDA meeting. The application window for the APLU/USDA Excellence in Extension Awards is now open. Please go to for details, applications are due June 1, There are five regional awards plus a national award. We had excellent applications last year but low numbers (only about 30). We would like to see broader participation in this process and would appreciate your assistance in publicizing this opportunity via your associations and states. Extension Committee. on Policy Budget and Legislative Committee by Chuck Otte. The new NIFA director has a good understanding and is supportive of Extension. The budget is working it s way through the process. Wants to complete the AG Bill prior to the election. A new bill (non profit) to help with grant matching (since EXTENSION has not been mentioned in the budget outreach is mentioned Extension is implied)

3 Nominating Committee Report was given by Stan - Officer Candidate Deadline: May 1 President Elects need to send in their applications. Executive Director/Meeting Planner Call for Proposals was discussed by Stan Moore. Lori moved and Paul W. seconded the approval of the proposal. Discussion followed. Stan asked that fees for services be broken down. Motion passed. Stan will forward to interested parties. Will have 3 weeks to reply back. Final selection will be made in June. Associations should send suggestions of possible candidates for the job. JCEP Summer Board Agenda was reviewed by Stan Moore. Send any additions to Stan before the meeting. Historian Committee Update given by Michael Wilcox. Committee has been very busy. Find a home for the JCEP paper documents Have a list of all motions, agendas and minutes in one place. Since the website is being changed eventually the digital storage can be done there. The new meeting planner will have the actual storage/boxes. Handbook Committee Update is still in progress. Changes will be made in June. JCEP Award discussion the name of the award was discussed. Paul moved that the new award be THE JCEP PROFESSIONAL OF THE YEAR AWARD seconded by Amy. Discussion followed. Motion carried. JCEP Teamwork Committee will handle the selection process (may need to change the JCEP Teamwork Award Committee to the JCEP Awards Committee. $ room rate for Grand Rapids Kay will send information soon. No shuttle from Hotel. Stan will send dress code and we will finish by noon Thursday. Adjourned at 11:44 eastern time. Deborah Thomason JCEP Secretary CEP Board, I now have 17/18 responses on this vote with all 17 in favor of the motion to approve the requested booth and exhibitor fee structure by the Galaxy Steering Committee. Motion passes.

4 JCEP Treasurer Report JCEP Teleconference Board Meeting May 9, 2012 The following items describe JCEP fiscal conditions and fiscal activities taking place until April 30, 2012: 1. Wells Fargo Checking account balance on March 1, 2012 = $150, Wells Fargo Checking account balance on March 31, 2012 = $175, Wells Fargo Checking account balance on April 1, 2012 = $175, Wells Fargo Checking account balance on April 30, 2012 = $184, March deposits/credits $65, withdrawals/debits $41, April deposits/credits $12, withdrawals/debits $ JCEP CD account balances as of May 4, 2012 a. PILD $11, b. Regional meeting $11, c. General Operating $50, d. Total invested in CD s = $74, Un-cleared checks before April 1: a. Check #1117 2/29/12 - Kathy Dothage $ Taxes will be filed by the May 15 deadline. 4. Working with Kay for a Quick Books profit/loss statement for the JCEP Leadership Conference, but must wait until after taxes are filed and accountant s changes are made prior 1/31/ Budget items due to me May 25 th. If you need past expenses, please me the item. Submitted by: Lori Bledsoe, JCEP Treasurer 2012

5 Blue: Possible additions Red: Existing Language that we may need to edit Request for Proposals Joint Council of Extension Professionals Executive Director/Meeting Planner JCEP seeks to develop a relationship with an Executive Director/Meeting Planner for a three year period from July 1, 2012 to June 30, Overview The Joint Council of Extension Professionals, hereafter known as JCEP, is a partnership composed of the following professional organizations: Association of Natural Resource Extension Professionals (ANREP) Epsilon Sigma Phi (ESP) National Association of County Agricultural Agents (NACAA) National Association of Extension 4 H Agents (NAE4 HA) National Association of Community Development and Economic Professionals (NACDEP) National Extension Association of Family and Consumer Sciences (NEAFCS) The JCEP Board is composed of the current president, immediate past president and president elect of each organization plus liaisons from partners in the Cooperative Extension System. JCEP leadership is provided from within through an elected president, president elect, secretary and treasurer. Selection Timeline RFP s are due June 1, 2012, at 5:00 p.m. to the JCEP President. Proposals can be sent as an Acrobat file by . Mail 6 copies of any supporting documents or materials (not included in the PDF) to: Stan Moore JCEP President (231) moorest@anr.msu.edu P.O. Box 427 Bellaire, MI The contract period is July 1, 2012 to June 30, 2013 with an option to renew through June 30, 2015 after one year evaluation by both parties. Contract can be cancelled with a 60 day written agreement. JCEP will provide the successful applicant with all necessary documentation, such as budget updates, copy for registration forms, form letters, application forms, internal directives, and meeting schedules to effectively assist with the implementation of contracted functions.

6 JCEP will annually conduct a JCEP Leadership Conference, two Board Meetings, and the Public Issues Leadership Development Conference. Specific individuals have leadership responsibilities for each of these events and are referred to as the JCEP Contact Person below. Scope of Services Needed: Facilities Conduct site searches, evaluate facilities, and negotiate contracts on behalf of JCEP. Search will include any hotel suggested by JCEP Contact Person. The Executive Director/Meeting Planner will present at least three options and recommendation to the JCEP Contact Person. Arrange food service and amenities as requested. Suggest menu options with final decisions to be made in conjunction with JCEP Contact Person. Provide checklist for JCEP On Site Contact Person to use in assessing and recording services provided by the facility and audio visual support. Conduct a competitive bid process for needed audio visual support. A list of AV equipment available and price list is to be communicated to JCEP Contact Person. A request form for securing/paying for these items is to be created by the Management Firm and shared with the JCEP Contact Person. Seek approval from JCEP Contact Person for all AV equipment orders and room set up arrangement. Equipment expenses will not be paid without this approval. Attend Winter and Summer JCEP Board Meetings Attend PILD and JCEP Leadership Conference Meetings. Pre Registration Develop and distribute registration materials. Provide an on line computer registration for each conference. Process individual registrations and provide confirmations sent in a timely manner directly to each participant. Receive and process all check and credit card payments. Provide JCEP Treasurer with detailed record of checks, refunds, credit card registration fees and additional fees for special events by the end of each month of active registration activity. On Site Registration and Support Create a master list of all conference registrants, per site, including columns to indicate payment method, date of receipt of payment, receipt sent or provided and other information deemed necessary by JCEP Contact Person. Develop all needed materials and ship to conferences in a timely manner with directions for on site JCEP leadership. Generate nametags for each conference participant. Nametags need to be assembled and sorted alphabetically for each meeting. Generate alphabetical lists of participants. Lists are to be sorted by association, region, and state with copies provided for distribution for each region s participants. Maintain program registration database. Develop a process with JCEP to insure that charges to accounts at hotels and other facilities are correct as stated in the contract. Verify and review all bills with the JCEP Contact Person.

7 Produce desktop printed programs as necessary. Provide on site registration management for all meetings. NOTE: On site management of all meetings will be done by JCEP leadership with preparation for meetings handled by the Management Firm. (Stan s note: This would be deleted if Executive Director changes are approved by JCEP) Handling Finances Receive and process all registration fees for JCEP events. This includes depositing and processing all checks and credit card payment as soon as received. Send itemized lists of all credit card payments and checks (including registration, special events) to JCEP Treasurer within one week of receipt of merchant account statement. Maintain quickbooks accounting software and send monthly reconciliation reports to the Treasurer. Assist with preparing monthly Treasurer s report. Provide monthly balance sheet, income and expense statements, and budget reports. Process vouchers weekly for payments and send to Treasurer for approval on a weekly basis. Arranges for and is reimbursed for organization related travel and supplies. Financial and registration reports will be sent to the JCEP President, Treasurer and Contact Person within 30 days of receiving the Facility Checklist back from the JCEP Contact Person. This should include an accounting of all expenditures for each meeting/conference, with accompanying receipts. Invoice member associations for Av equipment fees ordered for conference, as directed by the conference planning committees. Penalties assessed resulting from errors in credit card payments received which necessitate refunds will be the responsibility of the party making the error. Ensure financial viability of the organization with the appropriate direction and support of the Executive Board. Prepare financial information for yearly audit and filing of IRS 990. Budget In collaboration with JCEP conference planning committees develop and submit a comprehensive budget for each meeting/conference to the JCEP Board. Communication Phone, fax and e mail communication will be acknowledged and returned in a timely manner. The Executive Director/Meeting Planner will be available for conference call, and will participate in monthly JCEP Board conference calls. Provide a correspondence address for JCEP and communicate this address to member associations to provide to their membership. Submit quarterly reports to the JCEP board on services provided by the Executive Director/Meeting Planner. Correspond with Board members and serve as communication center for the Board Members

8 Field questions from program registrants, and association members over the phone, fax and . Answer questions or forward to appropriate board members. Store JCEP documents and items (i.e.. displays, banners, historical documents etc.) as required by the JCEP document retention policy. Storage of both physical and electronic documents must be in a secure, dry location. Communicate with businesses and individuals that wish to make contact with JCEP concerning selling membership labels, advertising in publications, sponsors of awards and donor contacts Information for posting on the JCEP Website will be provided in a timely manner. Assist the JCEP President with arranging and distributing conference call announcements. In cooperation with JCEP Webmaster, coordinate Website updates and postings. Work with JCEP Board to continually explore enhanced technology to use for distance meeting. Evaluation Assist with preparation of evaluation tools as needed. Scheduling The Executive Director/Meeting Planner will work with JCEP leadership to establish an appropriate and acceptable timeline for all conferences during the contracted period. The timeline will be distributed to all involved. Changes to that schedule will be made by joint agreement of both parties. Travel Policy Travel to attend any additional JCEP meetings and conferences shall be at the request of the JCEP President. Expenses incurred by personnel of the Management Firm will be reimbursed according to the following policy: Registration fee when applicable. Economy airfare and airport parking. Mileage at the current IRS rate of reimbursement. Single hotel room expense. Meals not covered in the registration fee will be reimbursed at the rate of $45 per day, receipts required. Tips as appropriate. All reimbursable expenses must be submitted on the Operations Expense Voucher and submitted to the JCEP President for approval within 30 days of when the event occurred. Special Assignments JCEP may expand upon the responsibilities and duties of the Executive Director/Meeting Planner should the need arise, and shall provide additional compensation for such services and duties on mutual written agreement by both parties. Cost Contracted cost is exclusive of charges for postage, shipping and professional printing. Any costs for on line registration services, conference planning services, reasonable travel, hotel reservations and conference participant

9 evaluation should be part of this proposal. Please list fees for storage of records, attendance at JCEP functions, and financial management as separate items. Include a list of any additional special services or tax exempt options separately. Please detail methods of payment/fees, timing of payments, and items that are negotiable as part of your proposal.