JCEP Board Conference Call
Monday, August 20, 20123:00 pm EST
ANREP Mike Kuhns Eleanor Burkett Sandy Smith
ESP Deborah Thomason Mark Stillwell Justen Smith NACAA Stan Moore Paul Wigley
NACDEP Mike Wilcox Michael Darger NAE4-HA Debbie Nistler Jeff Holland Lori Bledscoe
NEAFCS Amy Peterson Marsha Lockard Carol Chandler
Others: Bob Ohlensehlen Linda Kay Benning Chuck Otte Chuck Hibbert Bill Hoffman Call to Order by Stan Moore at 3:05 Eastern
Roll Call was conducted by Deborah Thomason Additions to the Agenda – there were none
Minutes from July JCEP Conference Call were e-mailed by Deborah Thomason. Lori Moved to approve with one change – seconded by Mike Kuhns. Motion approved.
Treasurer’s Report was e-mailed to board by Lori Bledsoe. See attached. All checks are cleared and taxes have been filed. The response from the IRS on our tax number will be given in writing to board for further discussion. Paul Wigley moved that we receive file the treasurer’s report and file for audit and Sandy seconded. Discussion followed on our EIN number – discussion on how we handle this issue. Idaho is the only JCEP group using our number at this time.
Ext. Comm. on Policy Budget and Legislative Committee by Chuck Otte – no real report because Summer recess in DC Association Public Land-grant Universities Update given by Linda Kay Benning. Working on new advocacy materials with Cornerstone – new look and updated – could be added eventually to JCEP website. Morrill Convocation went well and you can view it on the web site. Preparing for Smith Lever Celebration in 2014 and JCEP will be a part of the planning process and JCEP will be represented on the planning committee.
Galaxy IV Update was given by Marsha Lockard. The committee has monthly conference calls – Penn State made a monetary contribution and will pay for food for welcome event. Budget committee is moving forward to solicit funds. Galaxy exhibit was at NACAA. The web address on the some of the preconference marketing materials needs to be corrected because of the change in the JCEP website
Introduction of Bob Ohlensehlen as new JCEP Director. Bob express
Fidelity Bond Insurance/Other Insurance Policies were presented by Bob Ohlensehlen/Stan Moore – Stan will send Bob copies of any documents regarding insurance. Marsha will check with Kay on cancellation insurance for Galaxy.
Bill Hoffman National Institute of Food & Agriculture announced the new leadership for the some of the NIFA institutes and many Extension leadership roles are changing.
Extension Committee on Policy Update by Chuck Hibberd (who will be moving to Nebraska) – ECOP meeting went well. ECOP working on Communications and Marketing. Farm Bill continue to be a priority. 21st Century Professional Study underway. Focus groups will be conducted with selected agents in the near future. Excellence Awards have been selected. Next meeting in the Fall is in Montana.
Traveling Team Update given by Amy Peterson. NEAFCS, ESP and NAE4-HA are next. Galaxy booth was a good place for the JCEP exhibit. A discussion of how to get the exhibit to each meeting was held
PILD 2013 Update given by Paul Wigley/Bob Ohlensehlen – very productive meeting and budget was sent to the committee. Bob met with the hotel staff. Plans are moving forward. Budget will be approved at the September JCEP Board meeting. Committee proposes that we name the JCEP Sponsored session - “JCEP Select Presentations” be the new name of the sessions. Motion passed. Planning committee will make sure that JCEP is prominent in the marketing materials.
JCEP Leadership Conference 2013 Update given by Debbie Nistler – using same schedule as last year. Contract for keynote speaker will be completed.
JCEP/Penn State MOU discussed by Stan Moore/Bob Ohlensehlen (attached). Bob suggested that we need Paul Wigley and Jeff Holland listed as the JCEP leadership signatory. Also, Bob requested that reports send to him to archive in the JCEP office. Discussion of the per participant service fee followed. Stan and Bob will work on the wording on how much we pay for service fee per participant. Motion was made by Mark Stillwell to approve the MOU with the following changes and approve Stan & Bob to make any minor additional changes to MOU:
Paul Wigley to sign MOU.
Making article 4 – two paragraphs Eliminating
Justen seconded. Motion passed.
JCEP Website update by Bob Ohlensehlen on the progress of converting to new management content format. Let Bob know of anything you would like to see added to the new website.
Handbook Update by Stan Moore - (Bylaws and Articles of Inc.) will be included and posted online with the policies. Contribution to Linda Kay’s son memorial was made on behalf of JCEP
No additional Committee Updates were given. Nest call will be Sept. 17 at 3:00 pm eastern. Last week of April or first week in May will be summer board.
JCEP Treasurer Report
August 17, 2012
The following items describe JCEP fiscal conditions and fiscal activities taking place until June 30, 2012: 1. Wells Fargo Checking account balance on July 1, 2012 = $108,731.82
2. Wells Cargo Checking account balance on July 31, 2012 = $155,381.70
July deposits/credits $50,835.08 withdrawals/debits $4,185.20 1. JCEP CD account balances as of August 1, 2012
a. PILD $11,615.24
b. Regional meeting $11,615.24
c. Galaxy CD (Invested in the Georgia 4-H Foundation) $50,814.08 d. Total invested = $74,044.56
2. Un-cleared checks written before July 31: 3. Taxes Filed
4. EIN Number information from IRS worked on
5. Invested Galaxy CD into the Georgia 4-H Foundation8/7/12
Submitted by:
Lori Bledsoe, JCEP Treasurer 2012 Date: September 25, 2011
MOU for Penn State
To: Stan Moore, JCEP President PO Box 427
Bellaire, MI 49615 213-533-8818
Summary
The Office of Conferences and Short Courses (OCSC) is a fee for service unit that assists college units and faculty in facilitating and administering high quality outreach programs for college stakeholders. The office provides professional administrative, logistical, instructional, and marketing support to units and faculty sponsoring college outreach programs.
The Office of Conferences and Short Courses will serve as the coordinating agent and sole contact on behalf of the University. Its main function is to provide logistical support to ensure the successful planning and delivery of College sponsored events.
Additional University services subcontracted by the Office of Conferences and Short Courses may include any of the following: Housing and Food Services-Conference Services and Residence Life Association, Office of Physical Plant, Registrar’s Scheduling Office, Student Affairs Events Office, Penn State Hospitality Services, Health Services, Police Services, Parking Services, and Fleet Services.
On behalf of the College of Agricultural Sciences at The Pennsylvania State University, we are pleased to be able to submit the following proposal for your consideration.
Services Provided
The Office of Conferences and Short Courses (OCSC) will serve as the coordinating agent and sole contact on behalf of the University.
Marketing Pieces- OCSC will prepare and coordinate content for marketing pieces, including
photos, copy, and target distribution lists, coordinate print production of marketing pieces, and proof
marketing pieces to ensure the accuracy of the event's registration website and registration process.
List Development: OCSC will work with client to develop targeted invitation lists through college,
extension, and OCSC mailing lists, as well as industry and association/organization contacts. The
OCSC will also use purchased lists as necessary to assist with target list identification.
E Marketing: OCSC will market the event via e-mails and key internet sites that would be
appropriate for on line marketing, develop text for the e-mail marketing piece(s) to send to target
list(s) consisting of the contacts' first names, last names, and e-mail addresses.
Website Development: Using the online registration system, Cvent, the OCSC will provide a
website and online registration for the Galaxy conference according to the event and committee
requirements.
Print Advertising: OCSC will develop ads that can be placed in trade journals or other publication
that target prospective attendees.
Online Registration: OCSC will develop a customized registration system and event Web Site in
Cvent that includes all event information and will process online registrations and credit card
payments. Registration reports will be sent as required to the JCEP president, Galaxy conference
chair, and JCEP liaison. OCSC will coordinate confirmation of registrations and provide registration
assistance as needed to any registrant.
Non-electronic Registration Processing: OCSC will process registrations via mail, fax, and phone
which will include all data entry and collection of associated registration fees.
Contract Negotiation: Negotiate and manage contracts with facilities and service providers, such
as food vendors, Audio Visual, Transportation, etc.
Please Note: Any contracts/ agreements for services paid for through a university budget must be
approved and signed by Penn State Risk Management. These contracts/agreements can be subject
to approval by the JCEP Steering Committee and President. OCSC would be unable to make
payments for any contracts or agreements that have been signed by any other agent or organization.
Pre-Conference Planning: OCSC Conference planners will work with the Galaxy chair to establish an
appropriate and acceptable timeline for the Galaxy conference. The timeline will be distributed to all involved. Changes to that schedule will be made by joint agreement of both parties. OCSC staff will be available for conference calls and on-site planning meetings as deemed necessary. OCSC will provide logistical and planning support for all aspects of the program including:
