December 19:

Present: Steve Hadcock, Beth Spaugh, Ken Carnes, Monika Roth, Charlie Mazza, Barry Shaffer, Les Hulcoop, Bruce Tillapaugh, Walt Nelson and Larry Hulle.

The meeting was called to order at 4:46PM by Steve Hadcock. Steve discussed that one of the purposes of the meeting was to prepare for our meeting with Dean Susan Henry and Director Merrill Ewert on Wednesday at 11:30AM in Roberts Hall, Cornell University.

Treasurer's Report:

Charlie Mazza reported that we have a balance of $7127.37 in the checking account. He will provide a complete report at our meeting tomorrow. Charlie gave a brief report on the spaghetti dinner, there were 80 people in attendance and the food cost was $ 640.00, a final balance was not available at this time.
Discussion followed concerning the advantages and disadvantages of putting on the dinner using agents help or continuing to use a caterer. Space to hold the dinner will still be an issue in future years, we could not hold it on campus this year do to fire code reasons in Riley Rob Hall.

Membership for 2001 needs to be in February 15th! Beth Spaugh will add members who have paid dues to our web site as they come in.

Steve presented Charlie with a pen for his years of service as NYSACAA Treasurer.

501(c)3
Steve reported that we could use Roberts Hall as the permanent address for NYSACAA. This is needed when the Certificate of Incorporation and other 501( c)3 application papers are filed with the IRS.

Barry Shaffer will be the new treasurer of NYSACAA, the accounts are being changed to include his name as treasurer.

Web Site
Beth reported that she is updating the NYSACAA web site to conform to the Cornell format. She is looking at search engines to enable members to find things quicker on our site. She will continue to be the web master for our association.

Dean Susan Henry Agenda
Steve suggested that we hold close to the agenda that was submitted to the Dean to facilitate a successful meeting. Discussion points were as follows:

• Annual meetings - encourage meetings to be held around the state to view agriculture in all areas of the state.
• Organized the purpose of the meeting into a logical order.
• Combine the purpose of State and National meetings with hands on tours to see agricultural research and to fully understand the agricultural industry.
• Awards and Recognition program that highlights agent successes
  1. Impacts and collaborations between agents
  2. Increase member moral
  3. Agent credibility enhanced
  4. Favorable and positive effect for grant proposals
• Regional and National Committee chairs provide leadership opportunities, linking agents across the nation in future collaboration efforts.
• NACAA 2005 bid for Buffalo, NY - multi-state effort
  1. The Dean needs to be informed on the progress of the planning efforts
  2. Request that the Dean contact the NYS Governor for his support
  3. Request that the Dean contact the NYS Commissioner of Ag. and Markets for his support
• Summarize progress made at past meetings on issues discussed with the previous Dean.
  1. Soils Lab progress
  2. In-service training needs
  3. Small farms task force
  4. Revitalization
• How can NYSACAA and the Dean work together
  1. Membership consists of 85 agents
  2. Committed agents to be looked upon as advisors or to used as a sounding board regarding new issues or policy development
  3. Represent a wide range of expertise and agricultural interests - 13 different specialties
  4. Links to local county government and elected officials.

Steve would like to set up a meeting with the Dean in June 2001 to discuss several issues in greater detail.

New Logo
The NYSACAA association is looking to change our logo to achieve a more professional image.

District Reports
Beth Spaugh reported for the Northern district, this region had limited meetings due to the large distance to travel for meetings. She would like to see more orientation for directors responsibilities.
Ken Carnes reported for the Capital district, this region had several tours with their meetings. One tour went to the Stewart's Shop distribution warehouse near Ballston Spa, NY, discussed management and marketing. They have also had to deal with issues on risk management at local county fairs. They worked on pesticide regulation issues such as the 48-hour notification law. They had a joint tour and meeting at the Montgomery home with the Southeast Ag agents. Another tour visited the regional food bank and discussed the organization of the food bank.
Les Hulcoop reported on the Southeast district, this region had a joint meeting with the Capital district to the Montgomery Place with approximately 10 members present. They will have a re-organizational meeting in January to potentially plan for 5 meetings in the coming year.
Walt Nelson reported on the Southern Tier district, this region has not had a meeting since 1998. Most of the active members are in Delaware County.
Bruce Tillapaugh reported on the Western district, this region had a workshop in September on work ethics and Organization & Renewal - rewards for working with volunteers. Well presented.

Discussion followed on how to get more agents involved in the local districts. There has been little encouragement on an association wide level to get new agents into the NYSACAA professional organization.

Goals for NYSACAA for 2001

1. Re-Districting across the State to make the districts more effective.
2. NYSACAA By-laws update and change as necessary to satisfy the tax-exempt status requirements.
3. Market the association to Non-members.
4. Organize historical NYSACAA documents and develop a complete file of important papers.
5. Develop a list of In-Service needs for the NYSACAA members.
6. Coordinate and provide impacts of memberships' successful programming for the Cornell annual report. Communicate impacts with entire extension system and legislators.
7. Help develop mentoring program at the college level for faculty and new and existing staff.
8. Communicate with Agriculture representative Ed Harwood to form a better connection with agricultural program leaders throughout the state.
9. Evaluate the possibility of developing a separate line item in our association to help pay for travel and related fees for mentoring with new and established agents. Request funds from the college to help with these expenses.
10. Initiate a search for a chair for the 2005 NACAA meeting to be held in Buffalo, NY.

Futuring Committee
Steve asked about developing a committee to review the goals that were set by the board. Discussion focused on developing specific committees to work on each goal and to ask for agent support as needed from those that are not currently on the board.

New Agents
The board thought it would be beneficial to recruit students at Cornell to look at employment in the Cooperative Extension system. Getting more involved at the college level would help fill key positions around the state.

Steve suggested that the next board meeting be in Albany to meet with legislators to look at legislation in action with Charlie Krusanzky.

Les Hulcoop made a motion to adjourn the meeting. Ken Carnes seconded it. Motion passed.
The meeting was adjourned at 8:08PM

December 20:

NYSACAA Board Meeting
With Dean Susan Henry & Director Merrill Ewert
December 20, 2000
Roberts Hall, Ithaca, NY

Present: Steve Hadcock, Beth Spaugh, Ken Carnes, Monika Roth, Charlie Mazza, Barry Shaffer, Les Hulcoop, Bruce Tillapaugh, Walt Nelson, Ed Staehr, Paul Westfall and Larry Hulle.

The meeting was called to order at 9:06AM by Steve Hadcock. Steve stated that Ed Harwood will join us at 10:30AM followed by the Dean and Director at 11:30AM.

Ed Staehr reported on the Central NY district - The agents in this district are going to hold a meeting for January 25, 2001 to plan for the NYSACAA annual meeting to be held in Cooperstown, NY on October 17-19, 2001. One of the agenda items will be updating the membership on the NACAA meeting in Buffalo, NY for 2005. These agents are also working on possible tours for the annual state meeting.

Steve reviewed the agenda for the meeting with the Dean and Director. He asked for additions or corrections to the agenda. Beth Spaugh suggested that we ask the Dean for support from the other departments and colleges at Cornell. This support could be in the form of people power, marketing and attaining additional political support.

Steve asked the board to prioritize the goals for the committee that were set at last nights meeting:

• Ken Carnes & Barry Shaffer - Redistricting
• Monika Roth & Beth Spaugh - Marketing and organizing historical records
• Monika & Les Hulcoop - Bylaw changes
• Steve - In-Service opportunities, working with Ed Harwood
• Monika - Agriculture Impact, working with Ed Harwood
• Steve & Ken - Board meeting in Albany to speak with legislators to hear what they need from us when they help support various Ag. Issues. Possible meeting date choices, 1st choice February 22, 2001, 2nd choice February 8, 2001 - Meeting time would be 10:00-3:00PM
• Board - Communicate with Ag. Program leaders, Ed Harwood & Cornell Faculty on the revitalization efforts
• Paul Westfall - Orientation & Mentoring program, possible using a brochure or video at New Agent training meetings - Charlie Mazza volunteered to speak to new agents when they attended the trainings at Cornell
• Board - Search and secure a chair person for the NACAA 2005 meeting in Buffalo, NY
• The next "Clippings" will be printed for January 2001; the board will be looking for volunteers for the Chair position and to help with the various committees for the National meeting. Prospective candidates will be interviewed via conference call by the board.
  Charlie Mazza & Steve - 501(c) 3 - they will submit the necessary documents to receive this status.

Paul Westfall - updated the Board on the NACAA 2005 meeting bid, we are in the process of looking at a presentation for the 2001 meeting to give to the National membership.

Steve - discussed the possibility of regional meetings with Larry Myott from Vermont as we begin to plan for the 2005 NACAA meeting.

Future Dates for the Board in 2001:
February 22, or 8, 2001
April - This could be combined with the Ag. In-service
June - Meet with the Dean to discuss issues in depth
August 24, 2001
October 17-19, 2001 - Joint meeting at the NYSACAA meeting in Cooperstown, NY.
December 7, 2001

Steve asked for articles for the January issue of Clippings.
· Appeal to membership to recruit other members
· Remind the membership to apply for awards
· List the goals of the Board for 2001

Steve Hadcock stated that he would like to run for the NACAA Secretary position for 2001-2004.
Larry Hulle made a motion to support Steve for Secretary along with up to $700.00 from NYSACAA to assist him in his election campaign.
Ed Staehr seconded the motion.
The motion passed.
Charlie reported that there would be enough funds available to cover Steve's expenses up to the $700.00 in the motion.
The Board would like to give a letter in support of Steve for the NACAA secretary position.

Ed Harwood joined the meeting at 10:30AM
Ed discussed the following:
1. In-service in March or April for the agricultural agents
2. Changes to the agenda with Dean Susan Henry
3. Retreat with faculty on December 19, 2000 on revitalization.
· Looking for agents with Master's degrees to mentor other agents to help them through the process.
· T1 pipeline - engage the statewide system with one network
· In-service opportunities to teach agents how to give presentations using distance learning technology.

Discussion followed on applying instruction via the web to agents, developing curriculum, and developing the use of this technology to local clientele as they analyze published research.
New Logo
Ed Harwood presented the Board with a new logo that would be similar to PA's in that it has the state map outline with the NYSACAA printed across the front. Beth Spaugh made a motion to accept the new logo. Ken Carnes seconded it.
The motion was passed.

Ed Staehr raised the question about how would positions like his, where there is higher than 50% funding from grant sources, be classified under the new revitalization structure which requires that agents be classified only if they have greater than 50% of their position funded from local sources. Ed Harwood said he would look into that question and get back to the Board.

Treasurer Report
Charlie Mazza submitted the membership and financial report.
Paul made a motion to accept the report.
Bruce seconded the motion.
The motion was passed

Minutes of Previous Board Meeting
Paul reported on changes to the last Board meeting minutes, corrections were noted.
Monika made a motion to accept the revised report.
Bruce seconded the motion.
The motion passed.

Ed Harwood reported on the November Agricultural in-service, there were 230 educators in attendance. This was a very good turnout, higher than in recent years. Ed is looking at scheduling next years in-service toward the end of November and possible at the Ramada Inn in Ithaca, NY.
Bruce made a motion stating that the Board was very supportive of this Agricultural In-service and that a letter in this regard should be sent to the Dean and Director to encourage the support of future quality in-services.
Ed Staehr seconded the motion.
The motion passed.

Ed. H reviewed the next scheduled in-service in Syracuse, NY
April 17-19, 2001 first preference for the Board, March 27-29, 2001 second choice.
Format
Day 1 - Agricultural Production Intensive workshop
Day 2 - Impact of the Agricultural System
Day 3 - Ag. & Food System economic vitality.

Discussion followed on In-service ideas, Ed. H. read the summary from his survey at the November Ag. In-service. Steve will follow up with Ed for future in-service ideas.

Ed. H. discussed the possibility of having a regional road show around the state to discuss ways to have the educators and Cornell faculty become better connected.

Dean Susan Henry, Director Merrill Ewert and Margaret Smith joined the meeting at 11:35AM.

Each member of the Board made introductions to the Dean.

Steve discussed the overall structure of the Ag. Agents Association on the local, state and national level. Susan Henry requested a structural map of the association.

Paul discussed the National meeting that was held in 1981 on the Cornell campus. He reported that we are putting in a bid to host the National meeting on July 17-22, 2005 in Buffalo, NY. We are looking for support from Cornell faculty on a physical and financial basis. The NYS agents will be cooperating with agents from the Northeast states to put together the 2005 meeting. We are also looking for political support from the NYS Ag. & Markets office and the NYS Governors office and any assistance in that regard would be appreciated.

Beth discussed the professional improvement opportunities offered by the Ag. Association, by reviewing the past National meeting agenda in Jackson, Mississippi.

Susan asked the Board if there were incentives in place to encourage members to participate. The Board stated that there were some financial incentives to first year attendees.

Merrill asked what he could do to encourage a "culture" of financial commitment at the local level to make it possible for more agents to attend these conferences.

Steve spoke about the financial reimbursement from the National association the more involved a person is in the committee structure.

Monika discussed a summary of topics from past Board meeting successes.
· Ag. Economic development
· Small Farm Task Force - National priority
· Workforce training program
· Professional Improvement and in-service training at college level
· Increased use of technology

There are still barriers to moving within the system.

Merrill - discussed multi-state programming, multidiscipline programming, in-service opportunities, and requirements from funding sources, financial benefits and economies of scale when programming.
Further discussion focused on across state line programming and availability of outside agents reciprocating and the logistics of carrying out this type of programming.
Susan said she will look forward to a possible June 2001 meeting to follow up on 2 or 3 key issues that she can help with, and that we could discuss in-depth.

Merrill listed the following important points.
1. Underscored the importance of professional improvement
2. Changing the culture of support within the association
3. Mentoring program should increase and continue for experienced agents as well as new agents
4. Multi-State programming should increase
5. The importance of constantly educating policy makers on what our impacts are by sending information to legislators and elected officials.

Susan also reported on accountability by sending information to the following key players:
Rick Zimmerman, Pat Hooker, Nancy Loraine Hoffman and William Magee
Continue to send copies of impact information to your funding sources.

Merrill is heading up a committee consisting of county supervisors to help link their support to the local level.

The meeting was adjourned at 2:03PM

Respectfully submitted,

Larry R. Hulle, Secretary