Executive Board Minutes August 10, 2018

Attendees:

Anita Harris, Megan Hruby, Sharon Powell, Mary Schroeder, Antonio Alba Meraz

Called to order at 8:04 am

Approval of May 2018 Minutes

https://docs.google.com/document/d/1YrPotqYZy_fXJYxobv4SVBNRtlVLnW1F8QPEBVgqIf0/edit

Sharon moved to approve minutes and Megan seconded. Minutes approved.

Treasure Report-

Megan presented treasure report.

  • Checking Balance $5,636.81
  • Savings Balance $850.97
  • University Foundation Account – $12,359.55

Discussed the need to have two people’s name on the checking account in case someone is on leave. The purpose would be as a back-up if the treasurer is unavailable for an extended time such as a leave versus the need for both to sign the check. Sharon will check with Wells- Fargo about options since Megan will be on maternity leave.  

Anita shared that  Sara Croymans, Mary Caskey and Suzanne Dreissen will do audit.

Megan has arranged for support staff to collect checks for professional development day since she will be on leave.

Megan met with the ad hoc committee, Mary Caskey and Kathy Brandt, to look at specific line items for JCEP and PILD with a possible increase in next year’s budget. No changes recommend.

Suzanne Driessen joined the call at 9:00 to provide some history and clarification to budget.

  1. Audit: 3 people are appointed by President. Should be done before the annual meeting so it can be included with annual meeting materials.

     2. Line Items on Budget:

  • President reception and living well line items can come off as they were used in the past and no longer needed.
  • Transfer from cd. We no longer have cd. Could probably delete this line item too..
  • National meeting funds – from when Kathy was president?
  • MAEE fund –
  • Quais fund is line item 17  – can use interest fund. only interest each year goes in the budget.
    • Money for PILD and JCEP should come directly from quasi account string. People need to request reimbursement from this account instead of from general fund.
    • Quasi funds based on fiscal calendar year starting with July 1.

Sue Young emailed Sara VanOffellen that NEAFCS University account $2,3974 but used $236. Question as to what this account is. Sharon will follow-up with Sue Young since Megan will be on maternity leave.  

Next meeting Aug 16 from 12:30 – 2:30 pm

Meeting adjourned at 9:22.

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Donate to MN Affiliate Silent Auction Item for Annual Session

National NEAFCS has again asked each Affiliate to donate an item(s) to the 2018 Annual Session Silent Auction. Given the conference is in San Antonio we need something that is easy to transport.  The Membership/Awards Committee requests that members donate gift cards (or cash that could be put towards gift cards) for national chains such as Barnes & Noble, Subway, etc. We will ‘package’ the cards in a basket, frame or some other creative way to entice bidders.  Donations in any amount are welcome!

Originally we had asked that donations (gift cards or cash) be sent by September 1 to Sara Croymans (1716 381 Ave Boyd, MN 56218) and send an email (croym001@umn.edu) to let us know to watch for the donation. Donations can still be mailed to Sara … but in addition … items can also be brought to the MN Affiliate Professional Development day on September 14 in St. Cloud.

Donated items will be handed over to Lori Hendrickson on September 14 to transport to the Annual Session.  To date, we have not received any donations.  Please consider donating some cash or a gift card!

Thank you in advance for contributing to the MN Affiliate’s silent auction donation!

Sara Croymans

NEAFCS-MN Executive Committee Agenda and Minutes
May 15, 2018
3:30-4:30pm

Attendees:
Anita Harris, Antonio Meraz, Sharon Powell, Megan Hruby, Kelly Kunkel, Mary Schroeder

Call to Order –
Anita called the meeting to order.

Secretary’s Report

Approval of January 2018 Minutes
Sharon moved to approve minutes. Kelly second. Minutes approved.
Mary S. will check to make sure that January minutes were posted to blog.

Treasure Report
• Checking Balance: $5,986.81
• Savings Balance: $850.91
• University Foundation Account:
• Additional areas to follow-up from Annual Meeting
• An ad hoc committee will look at specific line items for JCEP and PILD with a possible increase in next year’s budget.
• Treasure books need to be audited. The audit will be done at an office where there are 2-3 NEAFCS Members housed, such as St. Cloud. Megan will check with Sara Van Offelen about the audit.

Old Business:
NEAFCS Professional Development Day and Annual Meeting 2017
• Policies that were discussed at the Annual meeting with ongoing follow-up

• Electronic vote – Anita will follow-up with Sharon Powell regarding contacting Lori Hendrickson about by-law changes

• Reviewed proposed changes in organizational structure from Regional Representatives to Center Representatives. This would reflect current structure of University of Minnesota Extension and require by-law change.
• Divide the Awards and Membership Committee into the Awards Committee and a Membership Committee. By-law change required.

NEAFCS National Officer Handbook 2017/18 https://dochub.com/anitaharris7f17e8ea/y5B18g/2017-2018-neafcs-affiliate-officer-toolki
• Anita Hering and Antonio Alba are reviewing the new National 2017/18 handbook and comparing it to the MN Handbook, and will make recommendations for the Minnesota handbook so that it is current and in compliance with National.

Committees
Ad Hoc Committee
Scholarship Process An ad hoc committee. Action from May. mtg: Megan will contact Kathy Brandt and Mary Caskey

National Annual meeting
An ad hoc committee formed to develop a proposal. Sharon, and Sara C. and Mary C. agreed to work on it ad hoc committee.
• Investigating a “state only” active membership in order offer membership to those who don’t have college degrees. They would pay minimal dues. This would require a by-law change. Committee would need to look at implications. For example, could state only members apply for awards even though they are not eligible for national awards.
• Scholarship form for annual meeting should be posted in June.

Awards Committee
Sara Croymans has updated Friends of NEAFCS application. 2018 award applications due June 1, 2018.
Is there an official place the Friends of NEAFCS should be kept besides the blog. The blog seemed like the best place.
Awards of been submitted to national but have not received announcement yet.

Public Policy/Public Relations
Several impact statements moved on to National and then Suzanne wrote an article and send out that people could use in their newsletters, etc.

Professional Development Committee
Shawna Thompson, Mary Caskey, Lori Hendrickson, Megan Hurby discussed the 2018 professional development day. Looking at holding the Professional Development Day one of the first 2 weeks in September. Possible location in St. Cloud. A “Save the Date” will be coming out soon.

JCEP 2018 February 14 – 15, 2018 Orlando, FL
• Kelly Kunkel attended
• She applied for a $350 scholarship and got it.
• There is a summary on the blog. National speakers were on the first day and breakouts on the second day. 60% of national members will be able to retire in the next few years. The organization needs to be aware of this and keep relevant.
PILD 2018 April 8-11, 2018 – PILD Conference at The Hyatt Regency Crystal City, Arlington, Virginia
• Sharon Powell attended along with approximately 500 others.
• Highlights: Focus on civil discourse. Favorite part, meeting with national leaders on upcoming grants, programming. Funding coming on opiods. Visiting with legislators is good. Impact statements were helpful.
2018 NEAFCS Annual Session Call for Proposals
• Deadline was January 31, 2018

NATIONAL NEAFCS STRATEGIC PLAN
• Anita wanted to send out the National goals or publish in the blog each week of February but due to unforeseen events was unable too.
• Anita will send out plan in a blog or email in May 2018

New Business
National Nominating Committee
• May/June duty – be prepared to nominate a member from your State/Territory Affiliate to serve on the National Nominating Committee. Each Region is represented on the committee. Elections will be conducted at the Regional and National Business Meetings held during Annual Session.
• Best to put down everyone’s name who is going to Nationals so we have a voting delegate.
• Anita will watch for information about delegates that will be coming from nationals

Annual Session – San Antonio, TX, Sept. 24-27, 2018
• Encourage members to attend Annual Session
• National has TWO NEW SCHOLARSHIPS for Annual Session in San Antonio this year!
The 1st Timer Annual Session Scholarship Application Form – Deadline is June 15th
Affiliate Leadership Complimentary Scholarship Application Form – Deadline is September 1st
• Due to last year’s Annual Session in Omaha being a great success, the board would like to give back some of the net proceeds to benefit NEAFCS members attending the 2018 Annual Session.
• These benefits include first timer annual session registration scholarships, one free annual registration per affiliate (president or a designee), a small stipend for concurrent session and poster session speakers, and a free annual session registration to be awarded to the App winner. More information on the speaker stipends will be provided in the proposal acceptance letters. Additional information on the App winner will be forthcoming.
• For those who completed the member survey, thank you. Your responses were very helpful in making the decision to provide these member benefits.

MN NEAFCS GOALS 2017-18 –
• Did not have time to discuss on call. Anita will start a google doc so we can make comments prior to our next meeting.

Meeting adjourned at 4:30.

NEAFCS-MN Professional Development Day Registration Is Open

Registration for the fall NEAFCS professional development day is OPEN! Please note the location, as it has changed since we sent out the save the date. 

Date: September 14, 2018

Location: Stearns History Museum, 235 South 33rd Avenue, St Cloud, MN 56301

Time: 10:00 am to 3:30 pm

Topics: Mental Health, Adverse Childhood Experiences (ACEs) and Trauma, and Secondary Stress/Burnout.

  • How do you define ‘mental health’? Explore common definitions of ‘mental health’ and learn about ways to shift our approach toward prevention and resilience.

  • What are Adverse Childhood Experiences (ACEs)? How are they different from ‘trauma’? Learn about ACEs and how they affect children and families.

  • How can we avoid ‘burnout’ in our work with struggling populations? Review the signs and symptoms of secondary stress and learn techniques for self-care.

Register here

$20 for members & life members.

$30 for non-members.

All payment must be sent to:

Megan Hruby

510 County Road 71 STE 119

Crookston, MN 56716

NEAFCS MN – January Minutes

NEAFCS-MN Executive Committee Agenda and Minutes
January 19, 2018
2:30-3:45

Attendees: Megan Hruby, Kelly Kunkel, Anita Hering, Antonio Alba, Sharon Powell

Call to Order – Anita, called meeting to order, 2:37 pm

What is one thing that you would like to see about your organization in 2018?

  • Increase membership
    Echo that about membership, as well. Would also like to bring back those that didn’t come back this year.
  • Need more membership, good having more people, more ideas, feedback, how to create and improve activities.Would make the organization stronger.
  • Second that, increase membership. Get together and learn more about other parts of Family Development. (maybe have some lunch-and-learns?)
    People feeling proud about NEAFCS – MN.

Approval of Minutes Anita (for vacationing Mary S.)

  • Motion made by Sharon to approve annual minutes, Megan seconded. Approved.

Treasure Report- Megan

  • Checking Balance: $ 6,336.86
  • Savings Balance: $ 850.82
  • 16 people sent in dues, not including state and national life. Will need to get the membership list updated and Anita will check on the NEAFCS/MEAFCS Listserve, to remove the MEAFCS list and update the NEAFCS MN listserve.
  • Proposed budget for 2017-18 (Link) Megan will check with Sara Van Offelen about the audit.
  • Additional areas to follow-up from Annual Meeting
    An ad hoc committee will be formed to look at specific line items for JCEP and PILD with a possible increase in next year’s budget.
  • Treasure books need to be audited. The audit will be done at an office where there are 2-3 NEAFCS Members housed, such as St. Cloud

 

Old Business:

Policies that were discussed at the Annual meeting

  • Discuss policies on August 10 with electronic vote to follow at least 10 days after meeting (? By-law change for 2018) Action – Sharon Powell will contact Lori Hendrickson about by-law changes
  • Reviewed proposed changes in organizational structure from Regional Representatives to Center Representatives. This would reflect current structure of University of Minnesota Extension. (By-law change) Action – by law change
  • Divide the Awards and Membership Committee into the Awards Committee and a Membership Committee. (By-law change) Action – Needs by law change

NEAFCS MN Officers and Committee Handbook 2015
https://docs.google.com/document/d/1g2J_70cqkGUh-KMPfjp05PHYqesMyWa42z9VMgsF1-I/edit#heading=h.gjdgxs

NEAFCS National Officer Handbook 2017/18 https://dochub.com/anitaharris7f17e8ea/y5B18g/2017-2018-neafcs-affiliate-officer-toolkit

  • New committee should look at the new National Handbook and recommend changes to the Minnesota Handbook. Action – Officer Elections will be held electronically this fall.
    Action – Anita Hering and Antonio Alba will review the updated National Handbook and make Anita aware of corresponding changes that need to be made in the Minnesota Handbook.

 

New Business

Committees
Scholarship Ad Hoc Committee

  • An ad hoc committee (Megan, Kathy, Mary C) will be set up to review and recommend changes to the Scholarship Process. This include the possibility of increasing funds for the person attending JCEP and PILD. This ad hoc committee was formed at the annual meeting on Aug. 10. – No updates
    Action: Megan will contact Kathy Brandt and Mary Caskey

Investigating a “state only” active membership in order offer membership to those who don’t have college degrees. They would pay minimal dues. This would require a by-law change. Committee would need to look at implications. For example, could state only members apply for awards even though they are not eligible for national awards.
Action: Sharon will contact the committee.

Awards Committee
Awards Committee (Sara Croymans, Mary Caskey, Kelly Kunkel) recommends the MN Affiliate Board approve the following:

  • Receiving NEAFCS Awards is a benefit of membership. To honor and encourage membership the MN Affiliate requires team members listed on award applications to be NEAFCS members. Those individuals not eligible for membership (such as community partners) may be included as team members on award applications. Those eligible for NEAFCS membership who are not members may not be listed on the awards application. NEAFCS membership is accepted throughout the year, however national membership must be received by December 31 (dues must be to state treasurer by December 1) to be eligible for any awards given that year.
    Action: Motion made by Kelly Kunkel, seconded by Sharon Powell. Approved.

Public Policy/Public Relations

Professional Development Committee

  • Shawna Thompson, Mary Caskey, Lori Hendrickson, Megan Hurby discussed the 2018 professional development day. We are looking at having the event on one of three days: 8/9/18, 8/30/18 or 9/6/18. We are also hoping to hold the annual meeting at that time as well.

JCEP 2018

  • February 14 – 15, 2018 Orlando, FL
    Kelly Kunkel will attend
    She applied for a $350 scholarship and GOT IT!

PILD 2018

  • April 8-11, 2018 – PILD Conference at The Hyatt Regency Crystal City, Arlington, Virginia
    Sharon Powell will attend

 

2018 NEAFCS Annual Session Call for Proposals

  • Deadline is January 31, 2018
    You must be a current NEAFCS member to submit a proposal; however team members can be any Extension professional or Community partner.
    For more information and to find the submission link, click here.
    In addition, January 31st is also the deadline to sign up as a proposal reviewer. You will be asked to review from March 1-17. This experience is an opportunity to enhance your Vita for promotion. You can also learn ideas to present in the future. Click here to access the Sign-Up Form.

March is Living Well Month

The Living Well campaign began in 2000 to raise awareness of the educational programming offered by Extension Family and Consumer Sciences educators. The NEAFCS web page has many ideas to get you started. Click on the “Public Affairs” tab at http://www.neafcs.org and you will find a news release template, sample proclamation, PowerPoint presentation, storytelling tips and much more.
When planning your promotion, use this Madison Avenue advertising adage: “Get the message out 10 different times, 10 different ways.
Identify one to three target audiences and develop a plan. Keep it simple, so it stays manageable. Here are two easy examples to get started with the campaign:
Include a “Living Well” logo with the slogan, “Raising Kids, Eating Right, Spending Smart, Living Well” on your email signature. The logos are available on the NEAFCS website.
Wear your NEAFCS lapel pin to community meetings or workshops. Be ready with a short “elevator speech” to explain what it stands for.
Let’s grow the available tools for members! If you have developed more Living Well tools you’d like to share on the NEAFCS website, please email Julie Garden-Robinson, Vice President for Public Affairs at Julie.garden-robinson@ndsu.edu

NEAFCS Affiliate Annual Report – New Document & Procedures

NEAFCS has made revisions to its policies and procedures manual. As part of this clean-up, they revised the Affiliate Annual Report and reporting instructions. We are asked to please discard any previous templates we may have on file.
The report will now be due December 31st of each year to your Regional Director and the National Office. The report will cover anything that has occurred between January 1 and December 31 of the current year.
Review the revised report ( which is attached to the email) and also found on the NEAFCS website here (login required). In addition, visit the NEAFCS Policies and Procedures Manual located on the website here.

NATIONAL NEAFCS STRATEGIC PLAN
Anita would like to send out the National goals or publish in the blog each week of February
Action: Anita would send out a blog or email in February 2018

MN NEAFCS GOALS 2017-18
Action: Review these at our next meeting in February
Meeting Adjourned: 4:05 pm

Did you submit a nomination for the Friend of NEAFCS – MN Affiliate?

In his book “Working Out Loud for a Better Career and Life” author John Stepper indicates that “Working out loud starts with making your work visible in such a way that it might help others. When you do that – when you work in a more open, connected way – you can build a purposeful network that makes you more effective and provides access to more opportunities”.  Stepper provides five elements in the working out loud process – purposeful discovery; building relationship; leading with generosity; making you and your work visible; and a growth mindset.

I believe that submitting a nomination for a Friend of NEAFCS – MN Affiliate award is one way we can each ‘work out loud’ — to tell the story of the work we do and the valuable partners we work with.  Each of us have built relationships with partners within our communities, within the University and within our discipline.  Take a few minutes to ‘lead with generosity’ by submitting an award application to recognize and lift up the work and contributions of those partners — an individual, team, or organization who has provided significant contributions to support and enhance quality Family and Consumer Sciences educational programs.

Now is the time to work out loud!  Nominations for the Friend of NEAFCS – MN Affiliate are due June 1 to croym001@umn.edu.  Award nomination details are available in this document –  Friend NEAFCS-MN Affiliate Nomination Process – updated 2018

 

 

 

 

identifies five elements in the working out loud process —

Nominations for 2018 ‘Friend of NEAFCS – MN Affiliate’ Due June 1

Thank you to Kathy Olson, Silivia Alvarez de Davila, Trish Olson & Mary Jo Katras for their efforts to recognize our 2017 Friend of NEAFCS – MN Affiliate Award winner, Debra Landvik Letendre!

Now is your opportunity to recognize a Friend of NEAFCS – MN Affiliate. Please consider nominating a an individual, team, or organization for the 2018 Friend of NEAFCS – MN Affiliate Award who has provided significant contributions to support and enhance quality Family and Consumer Sciences educational programs. Nominations are due June 1 to Awards Committee chairperson, Sara Croymans @ croym001@umn.edu. 

The application is fairly short & simple — limited to a two page narrative and up to three additional pages up supporting materials. Application details can be found in this document — Friend NEAFCS-MN Affiliate Nomination Process – updated 2018.

Questions about the process can be directed to Awards/Membership Committee members Kathy Brand (brand030@umn.edu), Kelly Kunkel (kunke003@umn.ed), Mary Caskey (Caske002@umn.edu) or Sara Croymans (croym001@umn.edu).