All Ohio Chapter Executive Council
Meeting Minutes
April 21, 2004
Members Present: John Clark, Mark Wilson, Jennifer Fish, Dennis DeWeese, Steve Hall, Doug Zehner, Duane Wood, Sean Browning. Members Absent: Robert McCall

The meeting was called to order at 9:40 by President Mark Wilson.

Requests for additions to Agenda

* Jennifer Fish, Executive Handbook;
* Dennis DeWeese, March Leadership meeting

Opening Comments:

* Mark thanked John Clark for serving as Assistant to the Executive Council. He reviewed the list of Executive Council members and Committee Chairs (handout).
* Doug noted that he was appointed to the Executive Council of Agricultural Schools as a representative of potential employers in Ohio.

Secretary's Report:
* Minutes from the Winter Meeting will be presented to the Executive Council's May meeting for review and approval.
* All minutes will be sent to members as soon as possible following meetings. ACTION items will be highlighted in red, RECOMMENDATIONS/MOTIONS will be highlighted in blue.
* Minutes approved by the Council, and other documents for archival will be forwarded to Nathan Watermeier as soon as possible by the Secretary.
* Historical documents need to be scanned or otherwise prepared for placement in the archives. The Council needs to review and select documents for archival at a future meeting. ACTION: Steve Hall will contact Tim Gerber to open discussion on archival process.

Treasurer's Report:

* The AOC is in the process looking for another bank primarily for convenience. The Council should check with IRS on filing proper paperwork to maintain the Society's 501(c)3 status. ACTION: Jennifer will work with Robert on both items above.

Program Committee:

* Dennis distributed minutes from 3/3/04 Committee meeting at the Adam's Mark Hotel. He and other committee members will meet with Krista Magaw , Director of Tecumseh Land Trust, on May 4 to begin planning the summer meeting. Discussion of meeting dates followed. RECOMMENDATION: Aim for a mid-August meeting to allow families to take advantage of local attractions in southwest Ohio after the meeting.
* Dennis was invited to participate in a May 27 meeting with the DSWC to begin planning the 2005 Partnership meeting. Duane Wood will also attend.

Newsletter Committee:

* Sean said that May 7 is the deadline for getting materials to him for the May newsletter. It will go to the printer on May 14 for a late May distribution. This year's scholarship application will be included in this issue as the application period closes May 30. The Executive Committee previously approved $1000 for the scholarship. Also included will be a message from the President, information about the summer meeting, Dennis's summary of the leadership meeting, and a summary of the recent winter meeting.

* July newsletter deadlines are the 15th for materials, the 22nd for printing. ACTION: Sean will produce a draft newsletter schedule for the Executive Council. It should include estimated costs and number of copies.

* ACTION: Sean will forward copies of previous newsletters to Nathan Watermeier who will post them on the web site. They need to be converted from Publisher to Acrobat, which will take some time. The Council also needs to decide which issues to post (how far back in time).

* The schedule for nomination petitions was discussed. Since new officers are not sworn in until March, the nomination process can be delayed until the July newsletter. ACTION :Jennifer will propose a nomination process schedule at next meeting.