March 31, 2004 ESP Board Meeting

Minutes of the
Epsilon Sigma Phi Board Meeting
March 31, 2004
(Via CentraOne Teleconference)

Call to Order: Following an introduction to the CentraOne conference system, President Bev Coberly called the meeting to order at 10:05 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.

Minutes – Minutes from the January 28, 2004 Executive Committee conference call were shared prior to the meeting. Pat S. moved the acceptance of the minutes. It was second and passed.

Treasurers Report – Bob shared the treasurer’s report. There is currently a total of $3,290.91 operating funds available. There are 49 active members and 109 life members.

Rebecca moved the acceptance of the treasurer’s report and it was seconded and passed.

Committee Reports

Awards Committee – Rebecca reported that the committee is in place. Their busy time will be the end of April – May. The committee will be looking at the National ESP Team Award application and adapt it to better fit Missouri. John Henschke nomination was submitted to National ESP for the regional DSA and Tony DeLong will be rerecognized at Annual Conference as Friend of Extension.
Loan and Fellowship Committee – Pat reported that regional committee contacts have been identified. They are working at promoting the Loan and Fellowship Program. They are finding that having a brochure to hand out is more effective than email contacts.
Membership – Eileen reported the membership numbers (49 active members and 109 life members). We will be doing recruiting at Annual Conference. The Renew by 2/22 was successful
Professional Development – Barb reported that there has not been a decision to hold a second Missouri Galaxy this fall – UMEA took the lead for the conference last year and we are waiting for their agreement to do that again this fall.
Retirement – Jim reported that each of the regional retiree meetings will have information about ESP shared. Jim asked two questions:

Can a retiree become a life member after retirement – if they were not a member during their years of service? Bob replied that he wasn’t sure, and would check with Linda Cook of National ESP to verify.
Can a retiree be an active member instead of a life member? Bob said yes, this may happen because of the initial difference in annual membership vs. life membership. The life membership is more economical for those who are members more than four years after retirement.

Memorials and Courtesy – Wilma Jean sent out a report with one addition, Jewell Grady. She reminded the group that she needs assistance in keeping the list current and complete.
Nominating – Ina reported that this year we will be filling the President-Elect, secretary and annalist positions. Ina also brought to the groups attention the timing of electing and initiating new officers. With the change in the scheduling of annual conference we need to make sure that our bylaws reflect the annual timing of election and initiating. Ina moved that the Chair of the Nominating Committee will provide a slate of officers to the membership by September 1, 2004. The ESP President will appoint a committee to review and revise the Bylaws so that they reflect a standardized fall date to elect officers. It was seconded and passed.

Old Business

JCEP - Jo reported on the 2004 JCEP Conference – It was held in late February. Linda Cook provided a good overview of ESP member services. Bev and Jo will share this information by providing the Officers with a CD. The National ESP Conference will be held September 15-18, 2004 in Moline, Il
Annual Conference Booth – There will be an ESP booth on the first day of Annual Conference, May 18. The booth will be a place for ESP members to pick up stickers for their nametags that identify them as being a part of the organization. It will also be a place to recruit new members and renew memberships of those who have dropped out since the last Annual Conference. It will also be a place to list the winners of the Renew by 2/22 prizes.
Membership Drive – Jo and Bob reported that the Renew by 2/22 was successful. They suggest that we be more efficient and aggressive in asking members to renew. It was decided that at our August conference call we discuss plans to for another membership renewal drive.
Summer ESP Event – Ina suggested that we hold an ESP reunion on Monday, August 16 at the Missouri State Fair. It will be an informal gathering that will give ESP members a chance to meet and mingle. August 16 is also the Department of Ag’s Farm Family Day and Farm Bureau Day. The event will be held in the tent next to the 4-H Building. Rebecca moved that we hold the ESP event at the State Fair. It was seconded and passed. Ina will work up a small budget for the event and will advertise it in the Weekly News and ESP newsletter.

New Business

National Conference – Discussion was held on a strategy to get Missouri ESP members to attend. Jo volunteered to fund a van and offer complimentary transportation to the conference from a central location. It was also suggested that we include information about the conference in the state newsletter, with an explanation about how it is different from other Extension conferences.
Bev shared information about Global opportunities that National ESP promotes. She will share more of this information via the newsletter.

Announcements

June 9 is the next ESP Board teleconference via CentraOne
June 9 newsletter articles are due to Jo Turner
August 16 ESP event at Missouri State Fair
August 25 ESP Board Teleconference via CentraOne
August 25 newsletter articles due to Jo Turner
National ESP Conference – September 15-18, 2004 Moline, Illinois

Brainstorming Priorities

The group participated in a process of selecting priorities for membership recruitment and renewal. The three main priorities selected were

Involve life members as mentors to new staff
Recruit new members from all aspects of MU Extension including paraprofessionals, retirees, Lincoln University, etc. Create Regional Welcome Committees that meet and support new staff.
Pay greater attention to induction of new members and ceremony to provide recognition to members

Jo and Bev will review these priorities and choose one or two things that will help to put each in place. They will communicate with the Board via email.

Items to Focus on Before Next Meeting

Annual Conference Booth
State Fair Event
Putting the priority items listed above into effect

Submitted by Barb Casady

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