Minutes ESP Board Meeting
Tuesday, August 12, 2008

Meeting called to order at 2:15 PM. Those on conference call were Fred Davis, Karen Vines, Vicki Lewis, Tom Walker, and Nancy Kadwill. Karen reviewed the agenda.

Secretary’s Report:
Minutes from the June 3rd  meeting were approved and posted to the web.

Newsletter: suggestions for the next one include getting articles from Vicki on the PILD meeting. Karen to help get articles and photos from the Galaxy meeting and especially regarding the Friend of Extension and article covering major award winners from our state. Karen will send out reminder regarding deadline of September 24th for newsletter articles to be to Kadwill. Hopefully, we will have more information about the October JCEP meeting in Seven Springs and more details about the speaker we may be sponsoring.

Nancy received the addresses for members who do not have email access so she will send copies of the newsletters and special reports to them directly.

Treasurer’s Report:
Approved to file for audit as written.  As of 7/27/08 the account balance in checking was $5,557.74. Balance in savings account was $5,382.94.

JCEP scholarship: all monies have been received from all associations for 2007. PACAA has paid for 2008 but the other two will be invoiced (4-H and PEAFSC) for 2008.

Audit- how do we proceed for 2007 audit as we need a new audit chairperson? Karen recommended Robyn Kulick and/or Cathy Bowen. Karen will ask them if available and get back to Tom. We will try to get 2008 done at same time too.

Jane Landis said she would help with Bill Robert’s expenses for Galaxy since he is the “Friend of Extension” winner and from her county.  We will know later the amount. We will help a bit with expenses too once they are in (amount TBD).

Vice President’s Report:
Vicki notified all committee chairs about awards deadlines and details. She will also ask for committee chair articles as needed for the newsletter. Again, Karen will remind membership via e-mail about awards and where to go for information and applications.

Vicki will write an article for newsletter regarding PILD.

Vicki will ask committee chairs to do their own certificates for any awards from their committee and ESP will buy the certificate holders. Vicki will buy and get reimbursed. Tom will also reimburse the chairs as needed for their certificate expenses.

Nominating committee will have slate of officers ready for fall meeting.

Past-President Report- Fred mentioned that the conference call in fall will probably be his last (and he will be missed). Thanks went to Fred for all his wonderful service to ESP for many years.

President’s Report:
JCEP fall meeting- discussion held on the conflict of ESP and technology session at the annual fall meeting. A stand-alone meeting is not really feasible. It is best to line up with fall meeting for maximum attendance. We still want to aim for 6:30-7:30 pm if possible. Check on fall meeting agenda and technology session (is it a drop-in session?).

Old Business:
JCEP/ECAC meeting- Karen will check on details and see what works. We should be able to do most business in one hour if we pare down some items. Standing committee and national committee reports will need to be in print (along with newsletter and so on) and be available at the meeting to fit time restraints. No need to read the Creed as it can also be printed.

Suggested providing door prizes as an incentive to attend/reward/stay for the meeting. Officers on the call all agreed to come up with at least one prize each. Nancy to bring tickets. Event registration should include something to say they are attending ESP but this time there will not be a charge as there is not really a cost for the meal or room.  But there are still some costs for awards that usually come out of the meeting fees. Since we are hoping not to charge a fee this year (due to the short meeting) discussion was held on alternative ways to meet this cost.

To help cover some fall meeting expenses, we will check with Jeff Myers (endowment chair) to see if proceeds from the auction might go to our chapter instead of national endowment so we can cover our costs. Any remainder can still go to the national endowment as needed. Jeff should also be our chapter contact for the fall state auction. Vicki to talk to Jeff and ask him about this and ask him to send out article about needing auction items (where, when and how to let people know it is for ESP).

Chapter renewals will probably be handled separately (not with overall fall meeting registration) and we will send that out electronically and provide at the meeting. Marilyn Corbin to be asked to have membership applications at the meeting and in advance.

Galaxy- Mary Alice Gettings and Robyn Kulick will be voting delegates and get some partial financial support. Corsages are being offered for award winners. Motion m/p/a to get boutonniere for our Friend of Extension winner. Karen will order.

2008 National Awards- Bill Roberts has been selected as a National Friend of Extension. Other award winners and national committee people from PA are listed on the web.

New Business:
“Loose change” calendar- these might be good to provide as handouts for professional development program on financial management when it comes about. Mini-grant proposal is looking good but no final word or other details at this time.

Vicki to get certificate holders; will check with chairs to know how many are needed. Suggest each chair get their own certificates, bring to the meeting and put them together.

Next meeting call will be October 7th; 1:30-3:00 PM. Karen will arrange.
Meeting adjourned 3:40 PM

Respectfully submitted,

Nancy M. Kadwill
ESP Secretary

8/08