2016 Summer Meeting Minutes Cloquet Forestry Center – Cloquet, MN Tuesday, June 28, 2016 1:00 p.m. – 4:00 p.m. Attendees: Emily Wilmes, Jake Overgaard, Sarah Schieck, Abby Neu, Mike Cruse, Annie Struffert, Karen Anderson, Dan Martens, Tim Arlt, Neil Broadwater, Diane DeWitte, Phyllis Bongard, Greg Klinger, Chris Bruynis, Rob Holcomb, Troy Salzer, Nathan Hulinsky, Dave Bau, Julie Weisenhorn, Randy Pepin, Chuck Schwartau, Robin Trott, Brenda Miller, Brad Carlson, Nathan Winter, Jill Sackett Eberhart, Dave Nicolai, Beth Berlin, Wayne Martin 1. Call to order & Introduction of guests 

Jill called the meeting to order at 1:00pm

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Members introduced themselves

2. Approval of agenda 

Brad motion to approve, Brenda second motion

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Motion passed

3. Reading & approval of minutes – Emily Wilmes 

Brenda motion to approve, Randy second motion

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Motion passed

Officers President: Jill Sackett Eberhart President Elect: Jake Overgaard Secretary: Emily Wilmes Treasurer: Tim Arlt Past President: Nathan Winter Interim-Director at Large: Sarah Schieck

4. Financial Report – Tim Arlt 

Carry forward: $26,495.53

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2016 Income YTD: $1,280.00

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Total income (w/ carry forward): $27, 775.53

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Total expenses: $18,247.99

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Balance on hand: $9,527.54

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Large expense was settlement from AMPIC (SD cashed check)

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Approximate net cost/gain from AMPIC? Books have not been closed

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Chuck motion to approve report, Abby second motion

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Motion passed

5. NACAA Scholarship -Tim Arlt 

Scholarships are available for NACAA members for professional development (graduate school, trips, etc.)

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$40 investment to be eligible for $1,000

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An additional $60 investment to be eligible for $1,000 more

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More information is available on the NACAA website

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Envelopes and stamps were provided for members to send in checks

6. Current Officers & Board 

Jill-President; Jake-President Elect; Emily-Secretary; Tim-Treasurer; Sarah-Director at Large (Interim); Nathan-Past President

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Officer roles were reviewed and open officer positions were announced

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President roles are one year terms; Secretary and Director at Large are two year terms (elected in opposite years), and Treasurer is a four year term

7. Membership – Sarah Schieck & Tim Arlt 

38 paid members for 2016

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Members are encouraged to remind colleagues about membership and recruit new employees; remind them of opportunities (conferences, awards, good resume builder)

8. Endowment Fund (Student Scholarships) – Sarah Schieck 

MAEAP sponsors two $1,250 scholarships that are awarded each year to CFANS undergraduate students

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Katherine Wilts, Austin Schmitt were this year’s recipients

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Possibility to combine scholarships into one $2,500 one? Since the process is centralized through the college, our scholarship is “stacked” with other scholarships so students are typically receiving a larger amount than just ours

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Principal balance: $58,514.47

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Available balance: $15,857.30

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Total fund balance: $74,371.77

9. Print Report – Nathan Winter 

When MN hosted AMPIC in 1995, Bonnie Mohr was commissioned (with meeting proceeds) to paint a “Generations of Extension Knowledge” piece and prints have been sold since then as a fundraiser

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375 prints at studio, 1 proof print as well

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17 rolled, 13 flat at McLeod County Office

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Nathan has been in charge of the prints, new McLeod/Meeker person will likely take over responsibility

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Typically sell them for $35, make a good gift, silent auction item, etc.

10. MAEAP Professional Development Trip Discussion – Jake Overgaard & committee 

Jake presented a PowerPoint of the process, survey, goals, options, domestic vs. international, feedback and questions that the subcommittee have been working on

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The subcommittee asked for general questions, places/connections, why they would want to go, and why they wouldn’t want to go for the five location options (NE U.S., NW U.S., Central America, Morocco, and France) and those were reviewed

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Puerto Rico has joined NACAA, so there is a connection there

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The subcommittee will review the feedback and send a survey to the membership

11. Friend of Ag Award Discussion – Jill Sackett Eberhart & Jake Overgaard 

MAEAP awards to a person or a group who does a lot to support agriculture and Extension in Minnesota, the President-Elect works on it

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Idea: Paul & Barb Liebenstein (Wolf Creek Dairy)

12. MAEAP Committee assignments, reports, & Communication Chair – Jake Overgaard 

Some of the committee chairs work on awards for AMPIC (AA, DSA, Search for Excellence, Communications, SARE Fellows, Posters)

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With Jill leaving, we need a new Sustainable Ag committee chair; Robin Trott volunteered to take the spot

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Dan Martens is awesome and has been the Communications chair for many years; the Communications chair cannot apply for Communications Awards

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The board’s suggestion is to make the Communications Chair a termed position, with a two year term starting potentially this fall

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It was suggested that the language be drawn up and the change be voted on at the fall meeting

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It was suggested that the term be extended to four years

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The board will have further discussion and present the final idea at the fall meeting

13. JCEP Report – Jake Overgaard 

Joint Council of Extension Professionals, held in Las Vegas, President-Elect goes

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There was a large survey of the Galaxy Conference

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It is primarily a professional development conference; Jake attended sessions on generational communications and differences; time management (Pomodoro method)

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The next two JCEPs will be held in Orlando, FL

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NACAA gives scholarship for attendance

14. PILD Report – Jill Sackett Eberhart 

Public Issues Leadership Development, held in Washington, D.C., President goes

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Attendees learned about communication with stakeholders, how to talk about funding; elevator speeches; met staff of senators/representatives

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Administration gives scholarship for attendance

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MAEAP should look at contributing so we can send both President and President-Elect to both JCEP and PILD

15. Website Update – Neil Broadwater & Sarah Schieck 

Website was updated and put into Google Sites 7 years ago; includes history, photos, meeting minutes

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Neil needs us to send him stuff (photos, articles, etc.)

16. MNCEP Update – Nathan Winter 

Minnesota Council of Extension Professionals; intended to be an advocate group and keep the associations connected

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There is no report, they have not met in a few years

17. Life Members – Neil Broadwater 

Neil would like to reach out to other life members around the state and try to get them more involved with MAEAP; some life members get together by region periodically

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Can we do anything to attract more life members to our summer meeting?

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Neil tries to keep the communications up but some life members don’t have emails

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There is a Life Member Committee in NACAA that meets at AMPIC, Neil will be taking over National Chair of that committee-congratulations Neil!

18. North Central Region Update -- Chris Bruynis, The Ohio State University 

Chris is our representative to the National Board, so bring your concerns to him and he will take them forward for us

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AMPIC next month in Little Rock; registrations are down, especially spouses and Sons & Daughters; total registrations are down approximately 200

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It is the North Central region’s turn to provide a Vice President this year, there are two right now: Richard Fechter from Kansas and Todd Lorenz from Missouri

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They are trying to find a way to list specialties in order to connect educators with educators in other states who need those resources

19. 2016 NACAA AMPIC Discussion – Jill Sackett Eberhart 

AMPIC is in Little Rock July 24-28

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The president usually carries the flag in the opening ceremony, Sarah will be doing it

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President also is our voting delegate; Nathan will be doing it

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Jill has usually been in charge of States Night Out, so we need a volunteer

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Minnesota has 9 members going as of now

20. Recognition of Award Recipients – Tim Arlt 

Tim left the plaques on his desk (good job, Tim); we will give them out at fall meeting

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Dan read the winners of the Communications Awards (full list can be found on website)

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Achievement Award (less than 10 years): Randy Pepin

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Distinguished Service Award (over 10 years): Nathan Winter

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Search for Excellence: Consumer/Commercial Horticulture-Julie Weisenhorn: LivestockRandy Pepin (National Finalist)

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Poster: Sarah has Extension Education poster, and Liz has a Research poster; both will be in the competition

21. Election of Officers (President-Elect and Director at Large) 

Chuck moved for Sarah to stay on as Director at Large, Jake seconded; Motion passed

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Brad nominated Diane for President-Elect, Chuck seconded; Chuck closed nominations and cast unanimous ballot, Robin seconded; Motion passed

22. Discussion of President / President-Elect / Past-President – Jill Sackett Eberhart 

President and President-Elect July 2016-Septemeber 2016; because it is a short period of time, it is not necessary to appoint an interim

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Past President October 2016-September 2017; Nathan could stay on and serve another year as Past President; board would need to vote on it at their next meeting

23. Other 

Members who came late introduced themselves

24. Adjourn 

Abby motion to approve, Brenda second motion

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Meeting adjourned at 3:52pm