Officers > Meeting Minutes

All Ohio Chapter Executive Council
Meeting Minutes

July 8, 2004

Delaware Field Office

Attendance: Mark Wilson, Dennis DeWeese , Steve Hall , Robert McCall , Jennifer Fish , Dave Libben (by telephone).

Absent: Doug Zehner, John Clark, Duane Wood

Call to Order: 9:50 am

Additions to Agenda: None

Secretary's Report : Review of June 16, 2004 Executive Committee minutes. Motion to approve the minutes as corrected made by Robert, seconded by Jennifer, passed.

Treasurer's Report :

Robert has all transactions categorized from 2002 to present, which will make reporting easier in the future. He does not have a formal report for this month because of the transfer of accounts to anew bank. One more check needs to clear to complete the transfer. The Scholarship Fund is now in a CD except for $1000 as approved last month. The Envirothon Account is in a 12 month CD as approved last year. Robert left $1500 in First City Bank so written checks can clear. Any remaining balance will be transferred to 5/3 Operating Account.

On June 10, Dennis received a check from the 2004 Partnership Meeting for $3285.63.

Robert explained that the AOC is a subordinate 501c3 of the international organization, instead of an independent 501c3. (Handout)

Doug Deardorff has not been reimbursed for Scholarship postings. ACTION: Mark will follow up to get Doug reimbursed.

Mark gave a cover letter to Robert to include with the Envirothon donation that was approved last month.

Filing of Tax Form w/ Sec. of State- Expense accounts for 2002 and 2003 are with Jennifer for submission with forms to the Secretary of State. For 2005, new forms will be handled by Robert.

Motion to accept the Treasurer's report made by Steve, seconded by Dennis, approved.

Committee Reports:

Program Committee:

Agenda and registration for the summer meeting is finished and is on the website. An NRCS bulletin will be sent to all employees soon. The meeting announcement was also sent to Blaine Gerdes for News and Notes (DSWC), the County Commissioners Association, and Land Trusts statewide. I will have laptop available at registration. ACTION Robert will put together excel spreadsheet for registration, then forward it to Dennis. Mark will collect registration money from Dennis for deposit in Robert's absence. Steve and Dennis will determine balances needed to be paid in advance of the meeting, and give Robert the information for payment. Steve will check with the bus company to see if they can hold off final payment until registration is over.

2005 Winter Partnership planning meeting: Dennis missed the last meeting. Decisions reached so far: No theme has been picked yet. AOC awards will be presented at the general session on Wed morning, and the meeting will end on Thursday morning with no formal lunch. The next planning meeting is August 3 at the DSWC office.

Membership Committee: Dave Libben joined us by speaker phone: He has continued to send reminder letters to folks as notice comes to him from Ankeny (lapsed memberships). He has also received notice of a few new members. Mark asked that Dave has membership information available at the summer meeting as well as the total number of AOC members. The group briefly discussed the idea of sending letters of membership invitation to SWCD, Extension, and other employees.

Scholarship Committee: Mark has not heard anything from Doug Deardorff yet about selecting one of the 9 applicants for this year's award.

Nominating Committee: Jennifer has people lined up to help with the process for this year. The newsletter, including information about nominations, was sent to the printer yesterday.

Old Business :

2003-04 Audit of Accounts- Mark has not found anyone to audit accts yet. Robert said books are not ready yet with the recent transfer of accounts. Mark suggested the audit at this time cover last year up to the point when the accts were transferred. Tim Gerber and Barry Allred have done in the past or have agreed to do so. ACTION: Robert will drop the books to Mark on July 14, who will arrange with Tim Gerber to complete the audit .

Status of Executive Council Handbook: Thanks to Jennifer for getting it together. Several good comments have come to Mark regarding the handbook. Mark asked John Clark to look at the list of awardees, and help to develop a description of his/her accomplishments and time of service. Some of the older information in the handbook should be converted to digital format for easier management.

International Meeting: Meeting of House Delegates- Dennis will be AOC delegate this year. He does not have a lot of details about the issues to be discussed. He would have liked to get input from AOC membership before serving as delegate, but that does not look possible right now. If information does come in time, Dennis will get feedback through list serve. Mark suggested that the AOC support the delegate with registration reimbursement. Recommendation: Complete the budget for this year before taking action on financial support for delegates.

New Business

Update on Tri-State (OH, IN, MI) Training Initiative for TSP- Norm Widman went to TSP training in St. Louis in late June. Norm will get information to Mark about what was discussed. Recent TSP training that Michigan provided is not exactly what Ohio and Indiana had in mind, as it focused primarily on SWCD employees.

Proposed 2004-05 AOC Budget- Robert presented the 2002 budget, with the 2002 and 2003 expenses to use for building 2004-05 budget. ACTION: Robert will make a spreadsheet for the past year's budgets and expenses, and use it to propose a 2005-2005 budget. He will distribute it to the Executive Council before the next scheduled meeting . Mark suggested that the budget year be annual meeting to annual meeting; it is not defined in the bylaws. ACTION: Jennifer will check to see if this is a complication for federal paperwork and required reports, rather than calendar year as done in the past. Mark suggested that we discuss financial support for the AOC delegate, even without a firm budget yet. Motion: Steve motioned to pay registration cost for delegate for 2004 registration cost not to exceed $500, Robert seconded . Discussion: should be reimbursement rather than up front. Jennifer noted that AOC does not have a strong fund raising plan, so we need to be cautious about spending money. Motion amended to change registration to conference expenses. Motion passed.

2004-05 AOC Program Plan: Mark presented updated schedule.

Communication

Within AOC Executive Council: Ankeny is willing to give as many copies of the Journal and special report as we need for encouraging membership.

Within Membership: Current communication is working well. Everyone is very busy, so it is difficult for people to commit much more time.

Motion Adjourned 12:20 . Next Executive Council meeting is scheduled for September 15 at 9:30 at Delaware FO.

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