The minutes from the September 15, 2005 meeting were reviewed and approved.

Shirley presented the treasurer's report indicating a net balance of $7404.47.

• The only outstanding charges are $350 for Elton Tait for copying items from the historical archives for the History Committee. Michelle will provide a memo requesting reimbursement for Elton based on her previous conversations with him and members of the committee. The expense will be reflected as an expense of an Ad Hoc Committee, resulting in a negative balance for these committees since it exceeds the budgeted amount. In the future, items such as this should be brought before the board for approval prior to the expenditure to maintain greater budgetary integrity.
• Michelle expressed appreciation to Shirley for her organization of the accounts.
• State silent auction receipts were $253.75 for the National Endowment. There may be a fee of $25 or less that would come from this amount to cover table rental at the event.
• For the past two years creeds have not been purchased. Michelle has been able to collect these from other sources. Currently the certificate includes the creed, so these may not be necessary in the future. New members now receive laminated membership cards. These are available for purchase for the total membership, but the board did not feel this was a good investment.
• The problem of people dropping membership and then rejoining in order to submit awards was discussed. Shirley is going to review the expenses incurred by the association as a result. Karen will include something in the newsletter to let people making nominations know that they need to be sure the nominees are members of ESP. A current list of members will be maintained on the ESP website for review. Questions can be directed to Shirley. This will be helpful for the membership chair in checking the status of membership and adherence to deadlines.

Annual Meeting Debriefing -

• Disappointment was expressed in the low participation in the reception for life members. This may be attempted again but limited to cash bar to reduce association expenses. Possibly in the future we may try sponsoring workshops related to health insurance or other pertinent topics targeting life members.
• Karen needs to follow-up with Stacie Bird regarding the photos of the award recipients. Copies should appear in the newsletter and be sent to the individuals receiving the awards. Karen should also request a bill to be submitted to Shirley for photo expenses.
• The schedule for the annual meeting is flexible and can be modified to suit the time of day in which the meeting is held to ensure adequate recognition of award recipients.

Officer roles/duties -

• Shirley reported that her greatest challenge as treasurer is tracking life membership. She needs personal data from Karen for the ESP checking account. Karen will deliver this to Shirley's office later today.
  
• Fred, as vice-president, has e-mailed all committee chairs for 2005-06 and received confirmation that they intend to serve. He will identify co-chairs once a majority of the membership dues are received. Currently we are at about 50% with 40 paid members. The membership committee needs to work to increase the number of paid members.
  
• Karen's primary responsibilities as secretary will be preparation of the spring and fall newsletters, maintenance of the listserv, and correspondence. The newsletter is generally 4-8 pages long, depending on the amount of information submitted. This year we need to feature the National meeting in Annapolis and encourage volunteers/contributions for the auction for which Pennsylvania is responsible. Information can come from the national web-site. This is the first year the conference has moved to a Tuesday to Friday meeting rather than meeting over a weekend. Michelle will be providing leadership for the auction. Karen and Jeff will schedule a meeting soon to go over all the details.
  
• Michelle presented Jeff with the "big box" for the president. She plans to archive newsletters, committee lists, annual meeting programs and other pertinent documents from Amy's administration. Jeff needs to submit the New Officers Report Form to nationals as soon as possible.

Membership is the responsibility of all. Recent hires have been contacted after their 2-year anniversary recently, but some less recent employees may have been misses. We recommend the membership chair:

• Attend JCEP
• Check with human resources for employees who have passed their 2-year service anniversary and possibly some beyond that point so her committee can contact these potential members.
  
• Shirley recommended mailing a cover letter and the ESP brochure to potential members. Anyone can order brochures (free) from the national website.
  
• Personal contact should be made with Tim Kelsey to invite him to join as well as the other members of the community development team.
  
• Cathy could get on the agenda for the Extension coordinators meeting to encourage members of the academic departments with extension appointments to join as well.

Patricia Powley expressed concern via e-mail that we might be missing recognition opportunities in our chapter. On review it was determined that the four she questioned are each designated to a committee, but perhaps the committee chairs need to be reminded. However, the Richard Angus, PILD and mini-grants were missing. All three should be placed under the responsibility of the Scholarship and Loans committee. Jane Landis is the incoming chair of this committee. Incoming chairs for the Extension Relations and Chapter and Career Awards are Stacie Bird and Patricia Powley.

The newsletters are to be sent out April 1 and September 8 with respective deadlines of March 10 and August 18. Bylaw revisions should be included. The fall newsletter date may be adjusted once the annual meeting date is selected. Michelle will send a note to JCEP so this can be scheduled.

2006 Goals

• Increase in submission of grants and scholarship applications, specifically the:
  
  • $1000 Mini-Grant - Michele has contacted Mary Alice Gettings and she plans to submit this application.
    
  • PILD - Jeff plans to apply for this
    
  • Administrative Leaders Scholarship (travel to National Conference) - Michelle will contact Dennis Calvin and ask him to join the association and make him aware that this is available and encourage him to apply.
    
  • Chapter Merit and Membership Awards (Membership committee)
    
• Submit article for 2006 ESP Connections (250 Words)
  
  • January - Michelle will write one on goal setting success for 2005
  • April - Shirley will visit with Mary Jo about writing something on the international theme of our annual conference, also highlighting professional development opportunities and experiences of our membership.
    
  • July - Michelle will prepare something regarding the auction at the national meeting.
    
• Increase the number of members participating in contributions for the National Endowment. Currently 15% of our members contribute. Need 50% to participate to be eligible fore a gold award
  
  • The board (Fred) will request each committee to establish a goal for the coming year. Some possibilities suggested by the board:
    
    • By-law revision to match the award practices
      
    • Membership - There was emphasis at national meeting for states with chapters to allow members in New England states without chapters the opportunity to join as members at large. The board recommends we try to "adopt" three members at large this year.

The JCEP meeting is February 22 - 24, 2006 in Valley Forge, PA. Officers are encouraged to attend. National provides ~$300 which is then split between those attending towards registration fee, lodging and travel. Individuals are responsible for the remainder.

The National meeting in 2006 will be held November 14-17 in Annapolis, MD and in 2007, September 12-15 in Charleston, SC. Pennsylvania is responsible for the auction at the 2006 meeting. Jeff has secured an auctioneer. Michelle will provide leadership. The host generally locates 15 gifts/trips in advance. Colorado had 18 members focused on the auction. Michelle is working on a website that will provide an update on volunteers and auction donations. Jeff will let the NE president, Kendra Wells know about the website to encourage the participation of other states.

Future meetings are as follows:

• January 24, 9-10:30 AM, Conference Call
• March 7, 9-10:30 AM, Conference Call
  
• April 11, 9-10:30 AM, Conference Call
  
• June 6, 9-10:30 AM, Conference Call
  
• August 8, 9 - Noon, Location TBA
  
• September 19, 9-10:30 AM, Conference Call
  
• October 17 - 9-10:30 AM, Conference Call

Letters of appreciation for support at the national meeting have been received from Nancy and Marsha.

Jeff plans to send the "Reflections of Extension Leadership" announcement to the listserv which was e-mailed from Linda Cook. This is for a web-based presentation being provided on December 14 and March 8.

Michelle reported that the chapter received a platinum award for Chapter Merit at the National Meeting. This is the highest level. A bronze endowment award was received based on our average total contributions. One of our goals is to increase the percentage of members contributing to increase competitive advantage in this area.

Michelle has a CD provided by JCEP on communicating with decision members which she is willing to share.

Shirley is working on the audit.

There being no further business, President Jeff adjourned the meeting.