JCEP Board Conference Call Monday, August 20, :00 pm EST

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1 JCEP Board Conference Call Monday, August 20, :00 pm EST ANREP Mike Kuhns Eleanor Burkett Sandy Smith ESP Deborah Thomason Mark Stillwell Justen Smith NACAA Stan Moore Paul Wigley NACDEP Mike Wilcox Michael Darger NAE4-HA Debbie Nistler Jeff Holland Lori Bledscoe NEAFCS Amy Peterson Marsha Lockard Carol Chandler Others: Bob Ohlensehlen Linda Kay Benning Chuck Otte Chuck Hibbert Bill Hoffman Call to Order by Stan Moore at 3:05 Eastern Roll Call was conducted by Deborah Thomason Additions to the Agenda there were none Minutes from July JCEP Conference Call were ed by Deborah Thomason. Lori Moved to approve with one change seconded by Mike Kuhns. Motion approved. Treasurer s Report was ed to board by Lori Bledsoe. See attached. All checks are cleared and taxes have been filed. The response from the IRS on our tax number will be given in writing to board for further discussion. Paul Wigley moved that we receive file the treasurer s report and file for audit and Sandy seconded. Discussion followed on our EIN number discussion on how we handle this issue. Idaho is the only JCEP group using our number at this time. Ext. Comm. on Policy Budget and Legislative Committee by Chuck Otte no real report because Summer recess in DC Association Public Land-grant Universities Update given by Linda Kay Benning. Working on new advocacy materials with Cornerstone new look and updated could be added eventually to JCEP website. Morrill Convocation went well and you can view it on the web site. Preparing for Smith Lever Celebration in 2014 and JCEP will be a part of the planning process and JCEP will be represented on the planning committee. Galaxy IV Update was given by Marsha Lockard. The committee has monthly conference calls Penn State made a monetary contribution and will pay for food for welcome event. Budget committee is moving forward to solicit funds. Galaxy exhibit was at NACAA. The web address on the some of the preconference marketing materials needs to be corrected because of the change in the JCEP website 1

2 Introduction of Bob Ohlensehlen as new JCEP Director. Bob express Fidelity Bond Insurance/Other Insurance Policies were presented by Bob Ohlensehlen/Stan Moore Stan will send Bob copies of any documents regarding insurance. Marsha will check with Kay on cancellation insurance for Galaxy. Bill Hoffman National Institute of Food & Agriculture announced the new leadership for the some of the NIFA institutes and many Extension leadership roles are changing. Extension Committee on Policy Update by Chuck Hibberd (who will be moving to Nebraska) ECOP meeting went well. ECOP working on Communications and Marketing. Farm Bill continue to be a priority. 21 st Century Professional Study underway. Focus groups will be conducted with selected agents in the near future. Excellence Awards have been selected. Next meeting in the Fall is in Montana. Traveling Team Update given by Amy Peterson. NEAFCS, ESP and NAE4-HA are next. Galaxy booth was a good place for the JCEP exhibit. A discussion of how to get the exhibit to each meeting was held PILD 2013 Update given by Paul Wigley/Bob Ohlensehlen very productive meeting and budget was sent to the committee. Bob met with the hotel staff. Plans are moving forward. Budget will be approved at the September JCEP Board meeting. Committee proposes that we name the JCEP Sponsored session - JCEP Select Presentations be the new name of the sessions. Motion passed. Planning committee will make sure that JCEP is prominent in the marketing materials. JCEP Leadership Conference 2013 Update given by Debbie Nistler using same schedule as last year. Contract for keynote speaker will be completed. JCEP/Penn State MOU discussed by Stan Moore/Bob Ohlensehlen (attached). Bob suggested that we need Paul Wigley and Jeff Holland listed as the JCEP leadership signatory. Also, Bob requested that reports send to him to archive in the JCEP office. Discussion of the per participant service fee followed. Stan and Bob will work on the wording on how much we pay for service fee per participant. Motion was made by Mark Stillwell to approve the MOU with the following changes and approve Stan & Bob to make any minor additional changes to MOU: Paul Wigley to sign MOU. Making article 4 two paragraphs Eliminating Justen seconded. Motion passed. JCEP Website update by Bob Ohlensehlen on the progress of converting to new management content format. Let Bob know of anything you would like to see added to the new website. Handbook Update by Stan Moore - (Bylaws and Articles of Inc.) will be included and posted online with the policies. Contribution to Linda Kay s son memorial was made on behalf of JCEP No additional Committee Updates were given. Nest call will be Sept. 17 at 3:00 pm eastern. Last week of April or first week in May will be summer board. Motion to adjourn by Paul Craig and seconded by Jeff Meeting Adjourned at 4:47. 2

3 JCEP Treasurer Report August 17, 2012 The following items describe JCEP fiscal conditions and fiscal activities taking place until June 30, 2012: 1. Wells Fargo Checking account balance on July 1, 2012 = $108, Wells Cargo Checking account balance on July 31, 2012 = $155, July deposits/credits $50, withdrawals/debits $4, JCEP CD account balances as of August 1, 2012 a. PILD $11, b. Regional meeting $11, c. Galaxy CD (Invested in the Georgia 4-H Foundation) $50, d. Total invested = $74, Un-cleared checks written before July 31: 3. Taxes Filed 4. EIN Number information from IRS worked on 5. Invested Galaxy CD into the Georgia 4-H Foundation8/7/12 Submitted by: Lori Bledsoe, JCEP Treasurer 2012 Date: September 25,

4 MOU for Penn State To: Stan Moore, JCEP President Summary PO Box 427 Bellaire, MI The Office of Conferences and Short Courses (OCSC) is a fee for service unit that assists college units and faculty in facilitating and administering high quality outreach programs for college stakeholders. The office provides professional administrative, logistical, instructional, and marketing support to units and faculty sponsoring college outreach programs. The Office of Conferences and Short Courses will serve as the coordinating agent and sole contact on behalf of the University. Its main function is to provide logistical support to ensure the successful planning and delivery of College sponsored events. Additional University services subcontracted by the Office of Conferences and Short Courses may include any of the following: Housing and Food Services-Conference Services and Residence Life Association, Office of Physical Plant, Registrar s Scheduling Office, Student Affairs Events Office, Penn State Hospitality Services, Health Services, Police Services, Parking Services, and Fleet Services. On behalf of the College of Agricultural Sciences at The Pennsylvania State University, we are pleased to be able to submit the following proposal for your consideration. Services Provided The Office of Conferences and Short Courses (OCSC) will serve as the coordinating agent and sole contact on behalf of the University. Marketing Pieces- OCSC will prepare and coordinate content for marketing pieces, including photos, copy, and target distribution lists, coordinate print production of marketing pieces, and proof marketing pieces to ensure the accuracy of the event's registration website and registration process. 4

5 List Development: OCSC will work with client to develop targeted invitation lists through college, extension, and OCSC mailing lists, as well as industry and association/organization contacts. The OCSC will also use purchased lists as necessary to assist with target list identification. E Marketing: OCSC will market the event via s and key internet sites that would be appropriate for on line marketing, develop text for the marketing piece(s) to send to target list(s) consisting of the contacts' first names, last names, and addresses. Website Development: Using the online registration system, Cvent, the OCSC will provide a website and online registration for the Galaxy conference according to the event and committee requirements. Print Advertising: OCSC will develop ads that can be placed in trade journals or other publication that target prospective attendees. Online Registration: OCSC will develop a customized registration system and event Web Site in Cvent that includes all event information and will process online registrations and credit card payments. Registration reports will be sent as required to the JCEP president, Galaxy conference chair, and JCEP liaison. OCSC will coordinate confirmation of registrations and provide registration assistance as needed to any registrant. Non-electronic Registration Processing: OCSC will process registrations via mail, fax, and phone which will include all data entry and collection of associated registration fees. Contract Negotiation: Negotiate and manage contracts with facilities and service providers, such as food vendors, Audio Visual, Transportation, etc. Please Note: Any contracts/ agreements for services paid for through a university budget must be approved and signed by Penn State Risk Management. These contracts/agreements can be subject to approval by the JCEP Steering Committee and President. OCSC would be unable to make payments for any contracts or agreements that have been signed by any other agent or organization. Pre-Conference Planning: OCSC Conference planners will work with the Galaxy chair to establish an appropriate and acceptable timeline for the Galaxy conference. The timeline will be distributed to all involved. Changes to that schedule will be made by joint agreement of both parties. OCSC staff will be available for conference calls and on-site planning meetings as deemed necessary. OCSC will provide logistical and planning support for all aspects of the program including: Housing/Lodging Management Contract Management Facility Management Food Service Management Audio Visual Management Travel Arrangements Budget Management Transportation Arrangements 5

6 Entertainment Arrangements Parking Facilitation Rental Agreements Abstract and Presentation Management Registration Materials: OCSC will work with the planning committee to develop and distribute standard registration materials to client specification including but not limited to, program, agenda, conference information sheet, registration list, exhibitor list, speaker bios, sponsor recognition, evaluation, and nametags. OCSC will also coordinate the selection, design, purchase, and production of registrant and speaker gifts, such as tote bags, portfolios, mugs, clothing or other products if chosen by the client. OCSC will direct registration committee and volunteers in the preparation of registration packets for attendees. On-site support: OCSC will provide registration check-in and distribution of registration materials for attendees and speakers or exhibitors, facilitate event set up, assume responsibility for the event during the length of the program, provide staff support to check the facility set-up, break services, DJ, bus arrival, etc. and be available at all times to make sure the event is running smoothly and that service providers are meeting their contractual obligations satisfactorily. Speaker Management: OCSC will invite and confirm prospective speakers; notify speakers of expenses covered; inquire about travel arrangements, AV needs, etc.; make travel arrangements; collect AV needs, biographies, and presentations; process honorariums and speaker expenses. Budget Development, Management, and Reconciliation: OCSC will work with the committee to develop a comprehensive planning budget based on the program requirements, manage all of the expenses and income throughout the planning process, reconcile program expenses and collected registration income and provide detailed budget statements to clients. Any residual program income will be returned to the client at the close of the program budget, by December 31, Exhibitor Management: OCSC will work with the committee to secure bids for exhibit space rentals, coordinate exhibit space organization, develop exhibit layout, assign booth sizes and locations, notify exhibitors of location, collect information regarding exhibitor requirements, collect exhibitor fees, and assist with exhibitor set up. OCSC will work with the facility and subcontractors to provide exhibitor services as needed. Please Note: OCSC will do the utmost to provide support and manage the exhibit space and exhibitors but will be working within the constraints of arrangements made by another service provider and cannot be responsible for any contractual obligations made by another entity. Abstract Management: OCSC will collect and format abstracts. Entries will be categorized and forwarded to proper contacts at the appropriate time as designated by the steering committee. OCSC will notify those who submitted abstracts as to whether or not they have been selected to develop a poster or presentation; provide instructions for poster production to those who will be presenting posters including dimensions; coordinate and set up posters display area; and provide direction to poster presenters for the display of posters at the event. If necessary, OCSC will coordinate the production of an abstract booklet for distribution to the attendees. 6

7 Service Fees The Administrative Fee charged by the Office of Conferences and Short Courses for conference planning services for the Galaxy Conference will be $20 Per Registrant, with estimated attendance of 2,200, estimated costs total $44, Please Note: OCSC provides complete conference support for events and bases fees on all aspects of the program and does not prorate fees for each area of support. Therefore, we cannot provide a cost per section of the RFP that was received. Please Note: Since the contracts for hotel rooms and event space are being managed by another service provider and are not under the control of the Office of Conferences and Short Course, we will do our best to make sure contractual obligations are met but will not be responsible for any attrition caused by unrealized room pick up. Any attrition will be billed as a direct expense of the program delivery. Please Note: If travel is required to support the program, staff travel will be billed as a direct cost of the program delivery and is not covered by the administrative fees. 7