January 28, 2004 ESP Board Meeting

Minutes of the
Epsilon Sigma Phi Board Meeting
January 28, 2004
(Via Teleconference)

Call To Order: President Bev Coberly called the meeting to order at 10:00 a.m.

In attendance: Barb Casady, Bev Coberly, Ina Linville, Wilma Jean Lower, Jim Ollar, Bob Schultheis, Pat Snodgrass, Rebecca Travnichek, Jo Turner, Eileen Yager

Bev requested that the Retirement Committee Report, Revitalization Committee and Memorials and Courtesy Committee reports be moved to the top of the agenda.

Retirement Committee Report - Jim has been visiting with retirees one on one to ask them to become life members. He reported that the key is to catch people before their last pay check to ask them to make this payment. Jo Turner reported that the Annual Conference Committee would like to make an effort to have retirees attend the first day of annual conference – she suggested that Jim work with John Parker in this effort.

Revitalization Committee – Bev gave the report for the Revitalizing ESP Committee. The committee met January 12, 2004 and included board members and Tom Keohan and Annette Fitzgerald. The group recommends

A strong presence at Annual Conference – Jo Turner
Revitalize the ESP brochure – Barb Casady and Eileen Yager
Renew by 2-22 Campaign – Jo Turner and Eileen Yager
Reconnecting with Retirees – Jim Ollar
New Member “Market” – Bev Coberly, Jo Turner an Eileen Yager

A complete report was sent of the revitalizing committee was shared with the Board Members.

Jo moved to accept the plan. It was seconded and passed.

Wilma Jean made the suggestion that at their 10 Year Anniversary with Extension, employees be offered the opportunity to purchase a life membership option.

Eileen commented that as a board we really need to focus on what the benefits of ESP membership are – so that we can market the organization to potential members.

Memorials and Courtesy - Wilma Jean gave an updated list of memorials – Bill Purnell was added to the list. She reminded the group to notify her when others should be added.

Minutes – Nancy Flood sent the minutes from the August 26, 2003 board meeting and the Annual Meeting held with the Missouri Galaxy Conference in November. Bob moved that minutes be approved as written. It was seconded and passed.

Treasurers Report – Bob shared the treasurer’s report. There is currently a total of $3,906.09 in the regular checking and money market accounts. There are currently 29 members. Rebecca moved the acceptances of the treasurer’s report and it was seconded and passed.

Committee Reports

Awards Committee – Rebecca reported that she is putting the committee together. Currently members are Rick Sparks, Nancy Flood, Gail Carlson, Pat Snodgrass and Tom Keohan. The committee will take a look at the team award application and make changes so that it better fits the award category.

A discussion was held on the Friend of Extension Award. Tony Delong was recognized as the 2003 recipient in November at the MO Galaxy Conference and his name will be submitted at the national level for 2004 – he will also be recognized at Annual Conference in May. The 2004 Friend of Extension Award will be given at the fall – hopefully in connection with the Missouri Galaxy Conference.

Loan and Fellowship – Pat reported that 14 loan and fellowship awards were given in 2003 at a total of $10,000. The loan and fellowships are given to any individual who is employed with the University of Missouri or Lincoln University. Individuals may receive up to a total $1,500 in loan and fellowships over the span of their career.
Membership – Eileen stated that the board really needs to look at what the tangible benefits for membership in the organization are. Some suggestions were to hold a Monday evening, prior to Annual Conference, seminar on Planning for Retirement or other topic. ESP sponsoring a key note speaker at the Missouri Galaxy Conference if it is held this fall. Other ideas should be provided to Eileen and/or Barb.
Professional Development – Barb reported on the Missouri Galaxy Conference in November, 2003. Over 100 people participated and all of the Extension Professional organizations were involved. Evaluations were positive and there are initial plans to hold it again the fall of 2004.
Nominating – Ina is recruiting committee members and will report more this summer.

Old Business

National Endowment – Barb reported that the national Endowment set a goal at $500,000 by last fall – they have reached over $100,000. Members are still encouraged to make a gift of $75 or more. Information can be found on the national website

New Business

Budget – Bob presented a draft budget for 2004 – discussion was held and reductions were made to balance the budget. Ina moved to accept the budget and it was seconded. (Bob has since sent a finalized budget to all board members).
Newsletter Deadlines – Articles should be sent to Jo Turner – she will put the newsletter together and email to members.

Due to Jo Turner	Publish/Mail Date
March 31	April 7
June 9	June 16
August 25	September 1

2004 ESP Board Meeting Dates – all meetings will be held by conference call (Jo will check on possible use of Centra1)

March 31 – 10 a.m.-12 p.m.
June 9 –10 a.m.-12 p.m.
August 25 – 10 a.m.-12 p.m.

Jo will represent ESP at the JCEP meeting – February 22-24 in Arlington Heights, IL
Bev asked the Board to consider her position as President – since the election last year she has moved from a field position to a campus position. ESP has traditionally rotated the President position so that one year the person filling it was from the field and the next year the person was from campus.

Jo moved that the ESP Board acknowledges Bev Coberly’s change of title and location of position and endorses her in the role of 2004 ESP President. It was seconded and passed.

Barb received a question regarding the archiving of Extension historical records. The board agreed that ESP should keep the historical records for the ESP organization but should not take on the task of managing the records for other Extension Departments or organizations.
Bob shared information about a survey being shared with Extension personnel nationwide re: downsizing. He will share the survey with the group.
Ina was asked to research holding an ESP event at the Missouri State Fair in August. She will discuss with Jim Ollar, John Parker and the MO 4-H Foundation and will report back at the March 31 Board Meeting.

The meeting was adjourned at 11:55 a.m.

Submitted by Barbara Casady

Web Manager: Bob Schultheis
Webster County Extension Center
Email comments to: schultheisr@missouri.edu
Last revised: 11/05/09