1 Cornell Cooperative Extension Orange County Board of Directors ...
Cornell Cooperative Extension Orange County Board of Directors Reorganizational Meeting January 13, 2014 Minutes In attendance: Andrea Nilon, Al Gibbs, Charlie Quinn, Mary Onken, Jim Presutti, John McCarey, John Russell, Melissa McCoy, Robin White. Absence: Nolly Climes, Wilbur Higgins, Michael Pillmeier. Late arrival: Bunnie Reichle at 7:20 PM (traveling from Ithaca). Staff in attendance: Lucy Joyce, Peggy Kral, Peter Kosciolek. Call to Order: Board Secretary, Al Gibbs called the meeting to order at 6:20 PM followed by the Pledge of Allegiance. Introductions: New member Melissa McCoy introduced herself and other members introduced themselves. Additional Agenda Items: None Approval of November 2013 Minutes: Motion by Jim Presutti, seconded by Robin White to accept the November 2013 Minutes as presented. Vote taken, passed unanimously. Election of Officers: Board Secretary Al Gibbs called for nominations for Board President. John McCarey nominated Andrea Nilon for position of board president. Charlie Quinn made a motion to close the nominations, seconded by Mary Onken. Vote taken, passed unanimously. Motion by Jim Presutti, seconded by John McCarey, to elect Andrea Nilon as the new board president. Vote taken, passed unanimously. Secretary Al Gibbs handed the gravel over to Board President Andrea Nilon at this time. Election of Officers: President Andrea Nilon called for nominations for Vice President to the board. John McCarey nominated Alfred Gibbs, Mary Onken seconded. Motion by John Russell, seconded by Robin White, to elect Alfred Gibbs as Vice President to the board of Directors. Vote taken, motion passed unanimously. President Andrea Nilon called for nominations for Secretary to the board. John McCarey nominated Mary Onken as secretary. Motion by John McCarey, seconded by Robin White, to elect Mary Onken as Secretary to the Board of Directors. Vote taken, motion passed unanimously. President Andrea Nilon called for nominations for Treasurer to the board. Al Gibbs nominated Charlie Quinn as Treasurer to the board, seconded by Mary Onken. Motion by Mary Onken, seconded by Al Gibbs, to elect Charles Quinn as Treasurer to the Board of Directors. Vote taken, motion passed unanimously.
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Appointment of Assistant Treasurer: Motion by John McCarey, seconded by Al Gibbs, to appoint Karan Vanderley assistant treasurer for 2014. Vote taken, motion passed unanimously. Establish Standing Committees/Ad Hoc Committees & Appoint Liaisons: Motion by Al Gibbs to establish Standing Committees as Finance, Personnel and Strategic Planning, seconded by Robin White. Vote taken, motion passed unanimously. Motion by Robin White to establish Ad Hoc Committees as Facilities, Education Center & 4-H Park Construction Oversight and Capital Campaign, and Marketing, seconded by Mary Onken. Vote taken, motion passed unanimously. Other Committees voted and approved at the Annual Meeting included Nominating and Constitution Committees. President Andrea Nilon made the following appointments to committees: STANDING COMMITTEES Finance Committee
OTHER COMMITTEES Constitution Committee (Voted at Annual Mtg.) Gary Johnson John Ruszkiewicz Hazel Goldstein Rick Bernstein Vincent Poloniak
Charlie Quinn John Russell John McCarey Jim Presutti Al Gibbs Personnel Committee
Nominating Committee (Voted at Annual Mtg.) Pat Reineke Annamarie Kelly Graham Skea Marie Pulvirent Debbie deJong David Goggins Al Gibbs
Bunnie Reichle Mary Onken Michael Pillmeier Nolly Climes Wilbur Higgins
Strategic Planning Robin White Mary Onken Nolly Climes Melissa McCoy John Russell AD HOC COMMITTEES Education Center & 4-H Park Construction Oversight Committee Al Gibbs Charlie Quinn Jim Presutti John Crowley 2
Bunnie Reichle
Stan Spencer
Facilities Committee: Al Gibbs Wilbur Higgins Jim Presutti
Charlie Quinn John McCarey
Education Center & 4-H Park Capital Campaign Committee: Hazel Goldstein- working chair Patricia Claiborne – co-chair Lou Heimbach – co-chair Graham Skea John McCarey Robin White Bunnie Reichle Michael Pillmeier Barbara Allen Patricia Reineke Mary Onken Jerome Christie Tom Davis Marketing: Robin White John McCarey Wilbur Higgins
Melissa McCoy Michael Pillmeier
Establish Major Program and Advisory Structure:
President Andrea Nilon presented the Program Areas and Initiatives for 2014. Program Areas are Family & Consumer Sciences, 4-H Youth Development and Agriculture. Each Program Area will have a Program Advisory Committee. Motion to preserve the CCEOC Program Areas as Family & Consumer Sciences, 4-H Youth Development and Agriculture and program advisory structure currently in place made by Charlie Quinn, seconded by Al Gibbs. Vote taken, motion passed unanimously. Motion to preserve the CCEOC Initiatives for 2014 as Agricultural Sustainability, Enhancing the Environment, Strengthening Youth & Families, and Economic Development made by Al Gibbs, seconded by Jim Presutti. Vote taken, motion passed unanimously. President Andrea Nilon presented the appointment of members to the three Program Advisory Committees and appointed board liaisons:
Agriculture Program Advisory Committee George G. Constable Holly Roe Ana Finkle Kate Honders Fred Kirby Carol Korey Denise Dahms Joe Gonyo Keith J. Lysack **2014 Board Liaison – Al Gibbs 3
Family & Consumer Sciences Program Advisory Committee Kevin Cannon Stephanie Sosnowski Jim Conklin Grace Wendland Barbara Morgan MJ Goff Paul Saladino Julie M. Baxter Theresa Mack **2014 Board Liaison – Robin White 4-H Youth Program Advisory Committee Jodi Baker Belinda Van Dunk Janis Goerres Patricia Reineke Shelly DeHann Fern Parkin Christine Brinckerhoff Kelli O’Brien Steve Langbein Deanna Matthews Sardella ** 2014 Board Liaison – Wilbur Higgins
Financial Report: Charlie Quinn made motion 1a, seconded by Al Gibbs : 1a. - I move that the following persons be authorized to approve expense vouchers (excluding their own) as prepared by Virginia Grebeldinger, Bookkeeper and reviewed by Peter Kosciolek, Finance Administrator: Lucy Joyce, Executive Director Denyse Variano, Family & Consumer Science Issue Leader Jerome Christie, 4-H Issue Leader Maire Ullrich, Agriculture Issue Leader
Vote taken, motion passed unanimously. Charlie Quinn made motion 1b, seconded by John Russell: 1b.
I move that the President, Treasurer, and/or Chairman of the Finance Committee be authorized to approve the Executive Director's expense vouchers.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 1c, seconded by John McCarey:
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1c.
I move that the following persons be Authorized Payroll Representatives: Virginia Grebeldinger, Bookkeeper Peggy Kral, Executive Administrator
Vote taken, motion passed unanimously.
Charlie Quinn made motion 1d, seconded by Mary Onken: 1d.
I move that the following persons be authorized to open and close bank accounts, sign checks and make transfers between bank accounts for 2014: Karan Vanderley , Program Support Supervisor/Assistant Treasurer Charles Quinn , Treasurer Andrea Nilon , President
Vote taken, motion passed unanimously.
Charlie Quinn made motion 2, seconded by John McCarey: 2.
I move that the maximum dollar limit for one signature on checks remain at $ 3,000.00, with the exceptions: (1) check made payable to The County of Orange for lease/rent payments; (2) the ACH payment to Cornell University for the monthly Cornell bill.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 3, seconded by Jim Presutti: 3.
I move to approve Virginia Grebeldinger as custodian of the Petty Cash Fund ($300.00) and Beverly Ingenito as custodian of the Resource Room Change Fund ($25.00).
Vote taken, motion passed unanimously.
Charlie Quinn made motion 4, seconded by John Russell: 4.
I move to approve the following banking institutions for 2014: Orange County Trust
First Federal Savings Sterling National (previous Provident) Bank Berkshire Bank Ameriprise Financial Services
Association Checking Account Money Market Deposit Account, Wilmington Trust (previously M&T Investment Group), custodian 4-H Leasers Association Savings Account Certificate of Deposits (7) Certificate of Deposits (2) Certificate of Deposits (3) Certificate of Deposits (3) Investment Account – 4-H Leaders Association
Vote taken, motion passed unanimously. Charlie Quinn made motion 5, seconded by Robin White: 5.
I move to approve the following charge card accounts in the name of Cornell Cooperative Extension, Orange County: BOA MasterCard authorized users:
Lucy Joyce, Maire Ullrich, Denyse Variano, Jerome Christie, Karan Vanderley, Peggy Kral, Jerry Reinhardt & Peter Kosciolek.
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Sam’s Club (Membership cards)
Karan Vanderley, Jerome Christie, Carley Smith, Jerry Reinhardt
Additional Credit Charges for Association use: Shoprite Target Home Depot Lowes Home Improvement Staples A.C. Moore Wex (gas cards) Adams Fairacre Farms
Vote taken, motion passed unanimously.
Charlie Quinn made motion 6, seconded by Melissa McCoy: 6.
I move to approve The Times Herald Record as the official newspaper of record for CCEOC.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 7, seconded by Jim Presutti: 7.
I move to approve Peggy Kral as FOIL records keeper.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 8, seconded by Robin White: 8.
I move to approve $0.56/mile as the mileage reimbursement rate effective January 1, 2014 per IRS rate.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 9, seconded by Mary Onken: 9.
I move to approve Lucy Joyce, Executive Director, as an authorized signer of contracts, agreements, grant proposals, and new programs on behalf of the Association.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 10, seconded by Al Gibbs: 10.
I move to have Peter Kosciolek, Finance Administrator, as an additional authorized signer of building usage forms once approved by P.W. Wood, insurance carrier.
Vote taken, motion passed unanimously.
Memorandum of Agreement: Lucy Joyce, Executive Director, presented the annual Memorandum of Agreements. The first agreement (AR) between the Orange County Legislature and Cornell Cooperative Extension Orange County was reviewed. The second agreement (BR) between Cornell University and Cornell Cooperative Extension Orange County was also reviewed. Motion by Mary Onken, seconded by Robin White, to accept the agreements as presented and to authorize Board President Andrea Nilon to sign both agreements on behalf of the Association. Vote taken, motion passed unanimously. NEW BUSINESS: Affirmative Action, Diversity Plan – not available as yet from Cornell. Will be available Jan. 30th and will be reviewed at the February board meeting. Annual Meeting Date – Normally held the first Monday in December but due to the Thanksgiving
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holiday just prior, recommendation to the board to have the Annual Meeting the second Monday in December, December 8, 2014. Motion by John McCarthy, seconded by Robin White, to hold the 2014 Annual Meeting on Monday, December 8, 2014. Vote taken, motion passed unanimously. Board of Director’s Meeting Dates – Motion by Al Gibbs, seconded by John Russell, to accept the 4th Monday of each month to hold the CCEOC Board of Directors Meetings unless holiday and then alternative date is selected. Dates for 2014 include: February24, March 24, April 28, May 27 due to Memorial Day holiday, June 23, July 28, August 25, September 22, October 27, November 24, and December 8 being the Annual Meeting. All meetings will begin at 7 PM. Vote taken, motion passed unanimously. CCEOC Operating Guidelines 2014 – Motion to accept the 2014 Operating Guidelines including the new mission statement and the additional Ad-Hoc Committee, Marketing, made by AL Gibbs, seconded by John Russell. Vote taken, motion passed unanimously. OLD BUSINESS: Education Center & 4-H Park Update –Lucy Joyce o Meeting held with new supervisor and team – went well. o Indicated to the supervisor our plan to hold 4-H Showcase on property this summer. o Water – letter from Town Engineer Jim DeWinter, recommends wells. o Town is changing meetings from 3rd Monday of month to 4th Monday of month. o Next meeting Jan. 27th – Andrea and Bunnie will attend. o Army – no response to emails or phone calls. o Recommendations to have our engineer review the water issue. o If no response by next Friday from Army, Jim Presutti will step in. o Be sure to file our paperwork with County as soon as possible. Eastern New York Horticulture – Lucy Joyce o Agriculture position open – Produce o Last hire was at community educator level; asking to up position to resource educator. o No additional cost to us. o No budget presented as yet from ENYH. o Lucy is asking to work with Personnel to move forward filling position at resource level. o Recommendation to work with Finance first on budget. o Meeting set up for Monday, Feb. 3rd at 8 AM with Finance Committee. Other Business: o Finance Committee meeting scheduled for Feb. 3rd 8 AM. o Personnel Committee meeting scheduled for Jan. 23rd at 11:30 AM. Adjournment: Motion by Al Gibbs, seconded by John McCarey, to adjourn the meeting. Vote taken, motion passed unanimously. Meeting adjourned at 7:55 PM. Next Board of Directors Meeting is scheduled for Monday, February 24, 2014 beginning at 7 PM. Respectfully submitted, Peggy Kral
BOD approved 2/24/2014
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Appointment of Assistant Treasurer: Motion by John McCarey, seconded by Al Gibbs, to appoint Karan Vanderley assistant treasurer for 2014. Vote taken, motion passed unanimously. Establish Standing Committees/Ad Hoc Committees & Appoint Liaisons: Motion by Al Gibbs to establish Standing Committees as Finance, Personnel and Strategic Planning, seconded by Robin White. Vote taken, motion passed unanimously. Motion by Robin White to establish Ad Hoc Committees as Facilities, Education Center & 4-H Park Construction Oversight and Capital Campaign, and Marketing, seconded by Mary Onken. Vote taken, motion passed unanimously. Other Committees voted and approved at the Annual Meeting included Nominating and Constitution Committees. President Andrea Nilon made the following appointments to committees: STANDING COMMITTEES Finance Committee
OTHER COMMITTEES Constitution Committee (Voted at Annual Mtg.) Gary Johnson John Ruszkiewicz Hazel Goldstein Rick Bernstein Vincent Poloniak
Charlie Quinn John Russell John McCarey Jim Presutti Al Gibbs Personnel Committee
Nominating Committee (Voted at Annual Mtg.) Pat Reineke Annamarie Kelly Graham Skea Marie Pulvirent Debbie deJong David Goggins Al Gibbs
Bunnie Reichle Mary Onken Michael Pillmeier Nolly Climes Wilbur Higgins
Strategic Planning Robin White Mary Onken Nolly Climes Melissa McCoy John Russell AD HOC COMMITTEES Education Center & 4-H Park Construction Oversight Committee Al Gibbs Charlie Quinn Jim Presutti John Crowley 2
Bunnie Reichle
Stan Spencer
Facilities Committee: Al Gibbs Wilbur Higgins Jim Presutti
Charlie Quinn John McCarey
Education Center & 4-H Park Capital Campaign Committee: Hazel Goldstein- working chair Patricia Claiborne – co-chair Lou Heimbach – co-chair Graham Skea John McCarey Robin White Bunnie Reichle Michael Pillmeier Barbara Allen Patricia Reineke Mary Onken Jerome Christie Tom Davis Marketing: Robin White John McCarey Wilbur Higgins
Melissa McCoy Michael Pillmeier
Establish Major Program and Advisory Structure:
President Andrea Nilon presented the Program Areas and Initiatives for 2014. Program Areas are Family & Consumer Sciences, 4-H Youth Development and Agriculture. Each Program Area will have a Program Advisory Committee. Motion to preserve the CCEOC Program Areas as Family & Consumer Sciences, 4-H Youth Development and Agriculture and program advisory structure currently in place made by Charlie Quinn, seconded by Al Gibbs. Vote taken, motion passed unanimously. Motion to preserve the CCEOC Initiatives for 2014 as Agricultural Sustainability, Enhancing the Environment, Strengthening Youth & Families, and Economic Development made by Al Gibbs, seconded by Jim Presutti. Vote taken, motion passed unanimously. President Andrea Nilon presented the appointment of members to the three Program Advisory Committees and appointed board liaisons:
Agriculture Program Advisory Committee George G. Constable Holly Roe Ana Finkle Kate Honders Fred Kirby Carol Korey Denise Dahms Joe Gonyo Keith J. Lysack **2014 Board Liaison – Al Gibbs 3
Family & Consumer Sciences Program Advisory Committee Kevin Cannon Stephanie Sosnowski Jim Conklin Grace Wendland Barbara Morgan MJ Goff Paul Saladino Julie M. Baxter Theresa Mack **2014 Board Liaison – Robin White 4-H Youth Program Advisory Committee Jodi Baker Belinda Van Dunk Janis Goerres Patricia Reineke Shelly DeHann Fern Parkin Christine Brinckerhoff Kelli O’Brien Steve Langbein Deanna Matthews Sardella ** 2014 Board Liaison – Wilbur Higgins
Financial Report: Charlie Quinn made motion 1a, seconded by Al Gibbs : 1a. - I move that the following persons be authorized to approve expense vouchers (excluding their own) as prepared by Virginia Grebeldinger, Bookkeeper and reviewed by Peter Kosciolek, Finance Administrator: Lucy Joyce, Executive Director Denyse Variano, Family & Consumer Science Issue Leader Jerome Christie, 4-H Issue Leader Maire Ullrich, Agriculture Issue Leader
Vote taken, motion passed unanimously. Charlie Quinn made motion 1b, seconded by John Russell: 1b.
I move that the President, Treasurer, and/or Chairman of the Finance Committee be authorized to approve the Executive Director's expense vouchers.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 1c, seconded by John McCarey:
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1c.
I move that the following persons be Authorized Payroll Representatives: Virginia Grebeldinger, Bookkeeper Peggy Kral, Executive Administrator
Vote taken, motion passed unanimously.
Charlie Quinn made motion 1d, seconded by Mary Onken: 1d.
I move that the following persons be authorized to open and close bank accounts, sign checks and make transfers between bank accounts for 2014: Karan Vanderley , Program Support Supervisor/Assistant Treasurer Charles Quinn , Treasurer Andrea Nilon , President
Vote taken, motion passed unanimously.
Charlie Quinn made motion 2, seconded by John McCarey: 2.
I move that the maximum dollar limit for one signature on checks remain at $ 3,000.00, with the exceptions: (1) check made payable to The County of Orange for lease/rent payments; (2) the ACH payment to Cornell University for the monthly Cornell bill.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 3, seconded by Jim Presutti: 3.
I move to approve Virginia Grebeldinger as custodian of the Petty Cash Fund ($300.00) and Beverly Ingenito as custodian of the Resource Room Change Fund ($25.00).
Vote taken, motion passed unanimously.
Charlie Quinn made motion 4, seconded by John Russell: 4.
I move to approve the following banking institutions for 2014: Orange County Trust
First Federal Savings Sterling National (previous Provident) Bank Berkshire Bank Ameriprise Financial Services
Association Checking Account Money Market Deposit Account, Wilmington Trust (previously M&T Investment Group), custodian 4-H Leasers Association Savings Account Certificate of Deposits (7) Certificate of Deposits (2) Certificate of Deposits (3) Certificate of Deposits (3) Investment Account – 4-H Leaders Association
Vote taken, motion passed unanimously. Charlie Quinn made motion 5, seconded by Robin White: 5.
I move to approve the following charge card accounts in the name of Cornell Cooperative Extension, Orange County: BOA MasterCard authorized users:
Lucy Joyce, Maire Ullrich, Denyse Variano, Jerome Christie, Karan Vanderley, Peggy Kral, Jerry Reinhardt & Peter Kosciolek.
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Sam’s Club (Membership cards)
Karan Vanderley, Jerome Christie, Carley Smith, Jerry Reinhardt
Additional Credit Charges for Association use: Shoprite Target Home Depot Lowes Home Improvement Staples A.C. Moore Wex (gas cards) Adams Fairacre Farms
Vote taken, motion passed unanimously.
Charlie Quinn made motion 6, seconded by Melissa McCoy: 6.
I move to approve The Times Herald Record as the official newspaper of record for CCEOC.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 7, seconded by Jim Presutti: 7.
I move to approve Peggy Kral as FOIL records keeper.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 8, seconded by Robin White: 8.
I move to approve $0.56/mile as the mileage reimbursement rate effective January 1, 2014 per IRS rate.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 9, seconded by Mary Onken: 9.
I move to approve Lucy Joyce, Executive Director, as an authorized signer of contracts, agreements, grant proposals, and new programs on behalf of the Association.
Vote taken, motion passed unanimously.
Charlie Quinn made motion 10, seconded by Al Gibbs: 10.
I move to have Peter Kosciolek, Finance Administrator, as an additional authorized signer of building usage forms once approved by P.W. Wood, insurance carrier.
Vote taken, motion passed unanimously.
Memorandum of Agreement: Lucy Joyce, Executive Director, presented the annual Memorandum of Agreements. The first agreement (AR) between the Orange County Legislature and Cornell Cooperative Extension Orange County was reviewed. The second agreement (BR) between Cornell University and Cornell Cooperative Extension Orange County was also reviewed. Motion by Mary Onken, seconded by Robin White, to accept the agreements as presented and to authorize Board President Andrea Nilon to sign both agreements on behalf of the Association. Vote taken, motion passed unanimously. NEW BUSINESS: Affirmative Action, Diversity Plan – not available as yet from Cornell. Will be available Jan. 30th and will be reviewed at the February board meeting. Annual Meeting Date – Normally held the first Monday in December but due to the Thanksgiving
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holiday just prior, recommendation to the board to have the Annual Meeting the second Monday in December, December 8, 2014. Motion by John McCarthy, seconded by Robin White, to hold the 2014 Annual Meeting on Monday, December 8, 2014. Vote taken, motion passed unanimously. Board of Director’s Meeting Dates – Motion by Al Gibbs, seconded by John Russell, to accept the 4th Monday of each month to hold the CCEOC Board of Directors Meetings unless holiday and then alternative date is selected. Dates for 2014 include: February24, March 24, April 28, May 27 due to Memorial Day holiday, June 23, July 28, August 25, September 22, October 27, November 24, and December 8 being the Annual Meeting. All meetings will begin at 7 PM. Vote taken, motion passed unanimously. CCEOC Operating Guidelines 2014 – Motion to accept the 2014 Operating Guidelines including the new mission statement and the additional Ad-Hoc Committee, Marketing, made by AL Gibbs, seconded by John Russell. Vote taken, motion passed unanimously. OLD BUSINESS: Education Center & 4-H Park Update –Lucy Joyce o Meeting held with new supervisor and team – went well. o Indicated to the supervisor our plan to hold 4-H Showcase on property this summer. o Water – letter from Town Engineer Jim DeWinter, recommends wells. o Town is changing meetings from 3rd Monday of month to 4th Monday of month. o Next meeting Jan. 27th – Andrea and Bunnie will attend. o Army – no response to emails or phone calls. o Recommendations to have our engineer review the water issue. o If no response by next Friday from Army, Jim Presutti will step in. o Be sure to file our paperwork with County as soon as possible. Eastern New York Horticulture – Lucy Joyce o Agriculture position open – Produce o Last hire was at community educator level; asking to up position to resource educator. o No additional cost to us. o No budget presented as yet from ENYH. o Lucy is asking to work with Personnel to move forward filling position at resource level. o Recommendation to work with Finance first on budget. o Meeting set up for Monday, Feb. 3rd at 8 AM with Finance Committee. Other Business: o Finance Committee meeting scheduled for Feb. 3rd 8 AM. o Personnel Committee meeting scheduled for Jan. 23rd at 11:30 AM. Adjournment: Motion by Al Gibbs, seconded by John McCarey, to adjourn the meeting. Vote taken, motion passed unanimously. Meeting adjourned at 7:55 PM. Next Board of Directors Meeting is scheduled for Monday, February 24, 2014 beginning at 7 PM. Respectfully submitted, Peggy Kral
BOD approved 2/24/2014
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