Cornell Cooperative Extension of Yates County Association 2014 ...
Cornell Cooperative Extension of Yates County Association 2014 Board of Directors Meeting Minutes
Table of Contents
January 23, 2014 February 27, 2014 March 27, 2014 April 24, 2014 May 22, 2014 June 26, 2014
Cornell Cooperative Extension of Yates County Association Board of Directors Organizational Meeting Meeting Minutes January 23, 2014 1.
Call to Order – President Skip Jensen at 6:30 pm with introduction of new board members; Carol Oswald and Jill Henderson. a. Board Members Present- Skip Jensen, Lew Ann Giles, Leslie Church, Robert Corcoran, Keith Toaspern, Malcolm MacKenzie, Sarah Stackhouse, Peter Martini, Dawn Dennis, Skip Jensen, Carol Oswald, and Jill Henderson b. Absent Members – Jonathan Hunt, Charlie Fausold c. CCE Staff – Nicole Landers, Jessica Spence and Elizabeth Newbold
2. Guest Speaker a. Elizabeth Newbold gave a brief overview of the two programs she works with, Harvest NY and Finger Lakes Land Trust. 3. Approval of Meeting Minutes a. November 21, 2013 a motion was made by Lew Ann Giles, seconded by Peter Martini, all approved. b. December 5, 2013 a motion was made by Lew Ann Giles, seconded by Sarah Stackhouse, all approved. 4. Reports • President's Report – Skip Jensen o Background checks recommended for board members. It is mandatory for anyone working with program participants, voluntary for others. The board agreed last fall that board members should pay the fee. • Board Officers’ Report(s) – N/A • Legislative Representative’s Report– Leslie Church - N/A • Program Report – Jessica Spence o See Attachment No. 1 • Executive Director’s Report – Nicole Landers o See handout. o Office Manager – search is unsuccessful so far – re-examining the position. SBN Human Resource person handles the screening process. o Had a very good response in donations after second mailing of Friend of Extension letter. 5. Business • Financial Reports o Budget approval – motion to bring 2014 budget to the floor for approval made by Malcolm MacKenzie, second by Robert Corcoran, motion unanimously carried. 1
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o Nicole presented October, 2013 and November, 2013 Statement of Operations and Balance Sheet. The board reviewed and accepted the reports. o Organizational Meeting – motion to approve: Skip Jensen to sign Memoranda of Agreement with Cornell (BR) and Yates County (AR) made by Peter Martini, second by Keith Toaspern, motion unanimously carried. Contracts/Agreements – motion to approve signatures of President Skip Jensen and Director Nicole Landers made by Peter Martini, second by Lew Ann Giles, motion unanimously carried. Appointments – motion made by Peter Martini, second by Sarah Stackhouse, motion unanimously carried. Financial appointments – motion made by Lew Ann Giles, second by Jill Henderson, motion unanimously carried. Financial approval for mileage reimbursement change to $0.56/mile, motion made by Robert Corcoran, second by Peter Martini, motion unanimously carried. Financial reports – motion made to accept October 2013, motion made by Peter Martini, second by Lew Ann Giles, motion unanimously carried. Motion made to accept November 2013, motion made by Malcolm MacKenzie, second by Peter Martini, motion unanimously carried. New association directories distributed.
6. Confirm Next Meeting: February 27th
A motion to adjourn was made by Peter Martini, seconded by Lew Ann Giles, all approved. The meeting was adjourned at 7:40 PM
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Attachment No. 1 Jessica L. Spence Team Coordinator, 4-H Youth Development and Human Ecology TANF, update on Financial Management Program from Educator, Vallie Castner: The TANF Life Skills CCE Community Educator is looking forward to another year in reaching/ providing families / individuals with money management skills information, tips, and tools; (general and specific to their financial situation). Last year's goals were met by serving/ providing 20 families on a 1:1 basis, a series of 6 lessons were completed. Agencies and organizations (Keuka Housing Council, Path Stones, Inc, Child and Family Resources, and Workforce Development) partnered with CCE and 17 Budget Workshops were presented, reaching 93 families/ individuals. I have met with Workforce Dev and have tentative dates for workshops moving forward in 2014, and met with Melanie Sullivan- (Transitional Case Manager through Lakeview Mental Health services) new referral source for TANF Life Skills programs. As a result of the collaboration between Workforce Development (the summer youth employment program) and CCE, 43 youth attended a series of 3 budget workshops. They were provided with simple valuable money information, tips, and tools to help increase their money management skills and knowledge. Topics presented included were: you have your paycheck. Now what.. what does this mean, how do you spend your money, establishing a budget, and discussing wants vs needs.
Eat Smart New York Nutrition Program update from Educator, Barb McGuffie: Continuing to provide education to groups of people in a series of 6 hours at locations including JRT (Job Readiness Training) and Child and Family Resources. Starting youth groups at both Child and Family Resources and Rainbow Junction. Another part of the program is doing 1x education at locations such as DSS, Workforce Development, local child care centers, and more. In the 1st quarter of 2013-14, a total of 708 individuals were reached through these 1x events. The break down by lesson is: • Fruits and Vegetables = 53 • Decreasing Added Sugar = 303 • Physical Activity = 15 • Increase Low Fat = 65 • My Plate = 234 3
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Food Safety = 18
4-H Youth Development Program update from Educators Jen Clancey and Jessica Spence • Public Presentations are coming up – February 12, 18 & 22. This Sunday 3 4-H teens will lead training for new or inexperienced presenters. • Photo editing workshop will also happen this Sunday. • Spaghetti Supper – Thursday, February 13 at the Loyal Order of the Moose. This is our annual fundraiser for the 4-H Trips and Awards fund. Tickets are $7/individual or $28/immediate family (eat in only). Tickets are available from all Yates County 4-H’ers or at the 4-H office until the 31st but are also available at the door.
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Cornell Cooperative Extension of Yates County Association Board of Directors Organizational Meeting Meeting Minutes February 27, 2014 1.
Call to Order – President Skip Jensen at 6:40 pm a. Present- Skip Jensen, Lew Ann Giles, Jonathan Hunt, Malcolm MacKenzie, Sarah Stackhouse, Peter Martini, Dawn Dennis and Jill Henderson b. Absent – Leslie Church, Charlie Fausold, Robert Corcoran, Keith Toaspern, and Carol Oswald c. CCE Staff – Nicole Landers, Jessica Spence and Barb McGuffie
2. Guest Speaker a. Barb McGuffie, nutrition educator, provided an excellent demonstration on portions of grain in daily diet and talked about importance of portions in daily food intake. 3. Approval of Meeting Minutes a. A motion was made by Lew Ann Giles to approve the January 23, 2014 with revision, seconded by Peter Martini, all approved. 4. Reports • President's Report – Skip Jensen reported on a joint meeting between Farm Bureau and CCE earlier that week. • Board Officers’ Reports o Sarah Stackhouse announced that the Master Forest Owners will be holding a workshop on March 8, 2014 on woodland legacy planning. Flyers were handed out for board members to post. A woods walk will be held on June 7, 2014. o Dawn Dennis reported that she ran a sewing workshop for 4-H during which youth made zippered pouches. o Malcolm MacKenzie suggested we post a sign on board meeting nights so County planning board attendees can see we meet in the same building. • Legislative Representative’s Report– Leslie Church - N/A • Program Report – Jessica Spence o See attached. o Future of Nutrition Programming – Several proposals on how to fund nutrition education with or without ESNY funding were presented. A motion was made by Malcolm MacKenzie and seconded by Peter Martini for Nicole Landers, Executive Director, to proceed with contacting HR Lead regarding CCE program educators changing positions internally, all approved. Nicole Landers shared staff vision of new positions. • Executive Director’s Report – Nicole Landers o See attached. 1
5. Business • Financial Reports o A motion made by Peter Martini and seconded by Jill Henderson to approve Jennifer Clancey to act as backup voucher signer in Nicole’s absence, all approved. o A motion made by Peter Martini and seconded by Jonathan Hunt to approve Jennifer Clancey to act as check signer, all approved. o A motion made by Dawn Dennis, seconded by Lew Ann Giles 2nd to close Community Bank savings account and deposit the balance into Lyons National Bank checking account. Affirmative: Skip Jensen, Lew Ann Giles, Jonathan Hunt, Sarah Stackhouse, Peter Martini, Dawn Dennis, and Jill Henderson. Opposed: Malcolm MacKenzie. Motion carried. o A motion made by Peter Martini and seconded by Lew Ann Giles to make yearend transfers as indicated on summary sheet, with exception of account number 31201, all approved. o A motion made by Dawn Dennis and seconded by Lew Ann Giles to transfer net income for 2013 to Designated Funds – Equipment & Improvements in the amount up to $9,000, all approved. o Nicole presented findings of the compliance review. See separate report. o Friend of Extension net $2,339.00. Suggested to look at timing of request. o Board members should review FORM Code 104, Financial Responsibilities of Association Board of Directors. • Other business o Advertising has continued for one support staff position. A motion made by Lew Ann Giles and seconded by Jill Henderson to move into executive session for a personnel matter, all approved. A motion made by Peter Martini and seconded by Sarah Stackhouse to move out of executive session for a personnel matter, all approved. A motion was made by Lew Ann and seconded by Sarah Stackhouse to increase Cheryl Flynn’s salary to $16.00 per hour, retroactive to February 1, 2014 to compensate for increased responsibilities as team leader for support staff, all approved. A motion made by Lew Ann Giles and seconded by Sarah Stackhouse to adjourn at 9:15, all approved. 6.
Confirm Next Meeting: March 27th
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Cornell Cooperative Extension Yates Association Board of Directors Organizational Meeting Minutes M a r c h 2 7 , 2014 1.
Call to Order – President Skip Jensen at 6:40 pm a. Present- Skip Jensen, Lew Ann Giles, Jonathan Hunt, Peter Martini, Robert Corcoran, Dawn Dennis, Carol Oswald, Jill Henderson, and Keith Toaspern b. Absent – Malcolm MacKenzie, Sarah Stackhouse, Leslie Church, and Charlie Fausold c. CCE Staff – Nicole Landers, Jennifer Clancey and Vallie Castner
2. Guest Speaker a. Vallie Castner presented a report on TANF program. b. Skip Jensen introduced Jennifer Clancey. 3. Approval of Meeting Minutes a. A motion was made by Peter Martini to approve the February 27, 2014 with revision, seconded by Jonathan Hunt, all approved. Note revisions: • 1st bullet under Financial Reports delete “in Nicole’s absence” insert place of Jessica Spence” • 3rd sentence under Other Business change “into executive session to “out of” executive session” 4. Reports • President's Report N/A • Board Officers’ Reports N/A • Legislative Representative’s Report N/A • Program Report – Nicole Landers and Jennifer Clancey o See handouts. o 4-H and Community Nutrition update. Nicole Landers has been in contact with SBN HR Lead. o Jennifer Clancey will pursue a progressive promotion to become Sr. Resource Educator, from her current position of 4-H Community Educator. o Barb McGuffie will remain a Community Educator, yet will broaden her nutrition educational efforts to include 4-H and Community Nutrition. A plan of work will be drafted and presented to the board at a future meeting. • Executive Director’s Report – Nicole Landers o See attached. o Affirmative action policy reviewed and signed by board President. 5. Business • Financial Reports 1
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o A motion made by Peter Martini and seconded by Carol Oswald to accept financial reports as presented. o Working on Cornell’s year end reports due March 31, 2014. Other business o Promotion/Marketing position has been filled. $15/hr/37.5 hours per week; starting April 7, 2014 A motion made by Robert Corcoran and seconded by Lew Ann Giles to move into executive session for a personnel matter, all approved. A motion made by Peter Martini and seconded by Carol Oswald to move out of executive session for a personnel matter, all approved. A motion was made by Lew Ann Giles and seconded by Peter Martini to accept Nicole Landers’ proposal to pursue changing Jennifer Clancey’s title to Sr. Resource Educator. Motion was carried. A motion made by Lew Ann Giles and seconded by Carol Oswald to increase Jennifer Clancey’s salary to $42,000 based on increased responsibilities effective April 1, 2014. Motion was carried. A motion made by Jonathan Hunt and seconded by Jill Henderson to adjourn at 7:50, all approved.
6.
Confirm Next Meeting: April 24, 2014
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Cornell Cooperative Extension of Yates County Board of Directors Meeting Program Updates March 27, 2014 4-H and Human Ecology Update – Jennifer Clancey 4-H *Transition plan for staff in effect *Sarah and Rebekah Bagley attended the 4-H Capital Days award trip at the beginning of March and learned a lot about NYS Government – watch for their news article in the paper *Sending 2 youth to district public presentations and 5 youth to district horse communications both held at Midlakes on Saturday, March 29th and thank you to Dawn for judging! *We had one youth participate in district dairy bowl and 5 in Horse Extravaganza. All 5 Yates Horse Ext. youth placed in the top 10 for either horse bowl or hippology - or both and will be advancing on to state events....Laura, Ellie, Sarah, Beka, and Abby. *TAs will be sponsoring a drive to support the PY Living well. All 4-H members are encouraged to participate. *Getting ready for Ag Lit visits. All Yates County schools will be represented this year!! ESNY *Plans winding down for grant, continuing programming with established groups through midApril. *Having a site visit on the 19th that has turned into a discussion about next steps. OFA *Holding Eat Better, Move More classes encouraging nutrition and physical activity in those over 50. TANF *Continue to present workshops *Picking up a 1:1 referral as result of the workshop presented at Child/ Family Resource on March 5! *Participating in the Child Health/Safety Fair in Dundee. (3/15)
Executive Director/Agriculture and Natural Resources Update – Nicole Landers Agriculture Grapes I attended the Finger Lakes Grape Program meeting on Saturday, March 1. There were many interesting talks and I met with growers and winery owners from the region and learned how to assess dead buds in the field and the lab. The Finger Lakes Grape Program staff, along with the state viticulturalist and a few field technicians collected and analyzed over 10,000 buds to assess bud injury across the Finger Lakes. The intention is to provide an early estimate of the winter damage to the many varieties from across the region. Ag and Markets will use this data to determine the possibility of allowing growers of certain varieties to purchase grapes and juice from out of the state. The threshold required for this provision to be awarded is a 40% crop loss of a particular variety across the entire state. Since Riesling is an important variety in the Finger Lakes, a high loss in this variety may activate the program. Office Operations Finger Lakes Shared Business Network Administrative Management Group (FLSBN AMG) met on Monday, March 17, 2014. I was absent due to illness. Notes indicated that it was productive and that we started looking at next year’s budget and how we can improve performance. One item on next month’s agenda is to determine the new calculation formula for each association’s share contribution. Charlie Fausold will provide information from other SBNs. ESNY update –Jess and Barb met with Michelle Scott-Pierce, a nutrition staff member from Cornell, on March 19, 2014. The official last day of the contract will be April 10, 2014. Barb will continue ESNY programming through March 31, then finish up with program reporting duties through the end of the contract. I will provide NYS and DSS with our final expenses soon after the end date. We have chosen one of the four candidates we interviewed on March 21, 2014 for the Promotions and Marketing Coordinator position. An offer will be made on March 25, 2014, following successful reference checks.
Cornell Cooperative Extension Yates County Association Board of Directors Meeting Minutes April 24, 2014 1.
Call to Order – President Skip Jensen at 6:32 pm a. Present- Skip Jensen, Leslie Church, Robert Corcoran, Malcolm MacKenzie, Sarah Stackhouse, Dawn Dennis, Jill Henderson b. Absent – Lew Ann Giles, Keith Toaspern, Peter Martini, Jonathan Hunt, Carol Oswald, and Charlie Fausold c. CCE Staff – Nicole Landers, Jennifer Clancey
2. Approval of Meeting Minutes a. A motion was made by Robert Corcoran to approve the March 27, 2014 minutes, seconded by Jill Henderson; six in favor and one abstention. 3. Reports • President's Report o Skip Jensen and Nicole Landers will attend Leadership Conference in June. • Board Officers’ Report o Sarah Stackhouse reported a Master Forest Owners workshop on June 7, 2014. • Legislative Representative’s Report o Leslie Church reported no budget changes at this point in time. • Program Report o Jennifer Clancey, 4-H & Human Ecology update – see report. Teen Ambassadors are having a drive for the Living Well o Master Gardeners will be having a plant sale at the Windmill on June 7, 2014. • Executive Director’s Report o Nicole Landers see report. o Recommendation to give legislators a Friend of Extension booklet at Nicole’s 10 minute presentation on May 12, 2014. 4. Business • Financial Reports o Sarah Stackhouse questioned and a discussion followed regarding the balance sheet total cash. Nicole will follow up at the next meeting. o A motion made by Sarah Stackhouse and seconded by Malcolm MacKenzie to accept financial reports as presented, all approved. 5. Confirm Next Meeting: May 22, 2014 @ 6:30pm A motion to adjourn was made by Leslie Church, seconded by Sarah Stackhouse, all approved. The meeting was adjourned at 7:25pm.
Cornell Cooperative Extension Yates County Association Board of Directors Meeting Minutes May 22, 2014 1. Call to Order – President Skip Jensen at 6:35 pm a. Present- Skip Jensen, Leslie Church, Robert Corcoran, Malcolm MacKenzie, Sarah Stackhouse, Dawn Dennis, Lew Ann Giles, Jill Henderson, Jonathan Hunt, Carol Oswald and Keith Toaspern b. Absent – Peter Martini and Charlie Fausold c. CCE Staff – Nicole Landers, Jennifer Clancey and Jud Reid 2. Presentation by Judson Reid, Specialist for Cornell Cooperative Vegetable Program. 3. Approval of Meeting Minutes a. A motion was made by Jill Henderson to approve the April 24, 2014 minutes, seconded by Sarah Stackhouse; approved as corrected. Correction: make reference that “BSNEW” is the “balance sheet”. 4. Reports a. President's Report i. Cornell Cooperation Extension, Farm Bureau and Soil & Water Conservation District coordinated gathering of information for last week’s flood recovery in Yates County. b. Board Officers’ Report i. Sarah Stackhouse reported 1. Master Forest Owners Woods Walk will be held on June 7, 2014 2. “Open Mic” at WFLR with Elizabeth Newbold c. Legislative Representative’s Report i. Leslie Church had nothing new to report d. Program Report i. Jennifer Clancey, 4-H & Human Ecology update – see report. 1. Teen Ambassadors have extended collection of items for the Living Well to the end of June 2014 e. Executive Director’s Report i. Nicole Landers see report. 1. Approached by Penn Yan Chronicle Express to write an article from an agricultural perspective regarding the recent flooding in Yates County. The board provided direction on how to approach this article. 2. Keuka Lake Association asked if CCE would write a letter of support for the placement of KLA watershed signs along county highways; board advised not to participate in political decisions, therefore decided not provide a letter of support. 5. Business
a. Financial Reports i. See BSNEW & SOP reports. 1. Nicole Landers will check on difference in depreciation figure reported on BSNEW under assets. ii. Board recommends waiting to mail Friend of Extension letter because of the current state of emergency in Yates County due to floods. It has traditionally been mailed in May. Suggestion was to generate a mailing end of July or early August. Nicole Landers said that agricultural donors are the highest donor category and this time makes sense to reach these customers. iii. Budget reflects expenses are going up. Leslie Church, Legislative Representative, recommends asking for level funding. 6. A motion made by Jill Henderson and seconded by Sarah Stackhouse to move into executive session for a personnel matter, all approved. 7. A motion made by Sarah Stackhouse and seconded by Lew Ann Giles to move out of executive session for a personnel matter, all approved. 8. A motion made by Leslie Church to accept with regret Nicole Landers’, Executive Director, resignation effective June 27, 2014 and seconded by Lew Ann Giles, all approved. 9. Confirm Next Meeting: June 26, 2014 @ 6:30pm A motion to adjourn was made by Jill Henderson, seconded by Malcolm MacKenzie, all approved. The meeting was adjourned at 8:40 pm.
Cornell Cooperative Extension Yates County Association Board of Directors Meeting Minutes June 26, 2014 1. Call to Order – President Skip Jensen at 6:36 pm a. Present- Skip Jensen, Leslie Church, Robert Corcoran, Sarah Stackhouse, Dawn Dennis, Lew Ann Giles, , Jonathan Hunt, Carol Oswald and Keith Toaspern b. Absent – Peter Martini, Jill Henderson, Malcolm MacKenzie and Charlie Fausold c. CCE Staff – Nicole Landers and Mike Stanyard 2. Presentation by Mike Stanyard, NWNYL&D Program on Unarmed Aerial Vehicle (UAV). New York State is one of six states chosen for national testing. Agriculture is the likely target for 75% of use of UAV. 3. Approval of Meeting Minutes a. A motion was made by Leslie Church to approve the May 22, 2014 minutes, seconded by Lew Ann Giles; approved as written. 4. Reports a. President's Report i. Attended a Director’s and Board Leaders meeting at Cornell University. ii. Nicole Landers reported the new Invasive Species & Watershed Educator is Emily Staychock. See report. b. Board Officers’ Report i. Sarah Stackhouse reported Master Forester woods walk was very successful. c. Program Reports i. Legislative tour 1. Nicole Landers will check with Connie Ward, Legislator, for schedules for the month of September. Board members shared ideas of agriculture businesses to visit; Mennonite farms, produce actions, high tunnels farms. ii. Watershed signage 1. A motion was made by Robert Corcoran for Nicole Landers to spend letter to Chair of Yates County Legislators in support of signs on county roads; seconded by Jonathan Hunt. Five yes, 3 nays and 1 abstention. Motion carried. d. Legislative Representative’s Report i. Leslie Church had nothing new to report 5. Business a. Financial Reports i. No financial reports this month due to discrepancy in March 2014
Cornell bill. Account Rep II will have the statement finished ASAP, definitely before next Ad Board meeting on July 24, 2014. See letter. ii. A motion was made by Carol Oswald to approve prior year adjustment for $660.05 to reflect interest accrued on CD in 2013, seconded by Jonathan Hunt; motion carried. Nicole Landers will inquire why amount has not appeared in any statements. iii. Nicole Landers presented a draft of the budget for 2015. A request from the board to have actual revenues and expenses for the previous year. Recommend 3% salary increase for eligible employees. Wait until end of July so there are figures to give on actual budget for 2013 and year to date.
6. At 8:15pm a motion made by Jonathan Hunt and seconded by Sarah Stackhouse to move into executive session for a personnel matter, all approved. 7. At 8:29pm a motion made by Sarah Stackhouse and seconded by Robert Corcoran to move out of executive session for a personnel matter, all approved. 8. A motion made by Robert Corcoran to accept agreement with Schuyler County CCE to contract with their ED for 2 days per week starting in mid-July for 3 months with the option to extend the contract if necessary and seconded by Leslie Church, all approved. 9. Confirm Next Meeting: July 24, 2014 @ 6:30pm A motion to adjourn was made by Lew Ann Giles, seconded by Carol Oswald, all approved. The meeting was adjourned at 8:37 pm.
Table of Contents
January 23, 2014 February 27, 2014 March 27, 2014 April 24, 2014 May 22, 2014 June 26, 2014
Cornell Cooperative Extension of Yates County Association Board of Directors Organizational Meeting Meeting Minutes January 23, 2014 1.
Call to Order – President Skip Jensen at 6:30 pm with introduction of new board members; Carol Oswald and Jill Henderson. a. Board Members Present- Skip Jensen, Lew Ann Giles, Leslie Church, Robert Corcoran, Keith Toaspern, Malcolm MacKenzie, Sarah Stackhouse, Peter Martini, Dawn Dennis, Skip Jensen, Carol Oswald, and Jill Henderson b. Absent Members – Jonathan Hunt, Charlie Fausold c. CCE Staff – Nicole Landers, Jessica Spence and Elizabeth Newbold
2. Guest Speaker a. Elizabeth Newbold gave a brief overview of the two programs she works with, Harvest NY and Finger Lakes Land Trust. 3. Approval of Meeting Minutes a. November 21, 2013 a motion was made by Lew Ann Giles, seconded by Peter Martini, all approved. b. December 5, 2013 a motion was made by Lew Ann Giles, seconded by Sarah Stackhouse, all approved. 4. Reports • President's Report – Skip Jensen o Background checks recommended for board members. It is mandatory for anyone working with program participants, voluntary for others. The board agreed last fall that board members should pay the fee. • Board Officers’ Report(s) – N/A • Legislative Representative’s Report– Leslie Church - N/A • Program Report – Jessica Spence o See Attachment No. 1 • Executive Director’s Report – Nicole Landers o See handout. o Office Manager – search is unsuccessful so far – re-examining the position. SBN Human Resource person handles the screening process. o Had a very good response in donations after second mailing of Friend of Extension letter. 5. Business • Financial Reports o Budget approval – motion to bring 2014 budget to the floor for approval made by Malcolm MacKenzie, second by Robert Corcoran, motion unanimously carried. 1
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o Nicole presented October, 2013 and November, 2013 Statement of Operations and Balance Sheet. The board reviewed and accepted the reports. o Organizational Meeting – motion to approve: Skip Jensen to sign Memoranda of Agreement with Cornell (BR) and Yates County (AR) made by Peter Martini, second by Keith Toaspern, motion unanimously carried. Contracts/Agreements – motion to approve signatures of President Skip Jensen and Director Nicole Landers made by Peter Martini, second by Lew Ann Giles, motion unanimously carried. Appointments – motion made by Peter Martini, second by Sarah Stackhouse, motion unanimously carried. Financial appointments – motion made by Lew Ann Giles, second by Jill Henderson, motion unanimously carried. Financial approval for mileage reimbursement change to $0.56/mile, motion made by Robert Corcoran, second by Peter Martini, motion unanimously carried. Financial reports – motion made to accept October 2013, motion made by Peter Martini, second by Lew Ann Giles, motion unanimously carried. Motion made to accept November 2013, motion made by Malcolm MacKenzie, second by Peter Martini, motion unanimously carried. New association directories distributed.
6. Confirm Next Meeting: February 27th
A motion to adjourn was made by Peter Martini, seconded by Lew Ann Giles, all approved. The meeting was adjourned at 7:40 PM
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Attachment No. 1 Jessica L. Spence Team Coordinator, 4-H Youth Development and Human Ecology TANF, update on Financial Management Program from Educator, Vallie Castner: The TANF Life Skills CCE Community Educator is looking forward to another year in reaching/ providing families / individuals with money management skills information, tips, and tools; (general and specific to their financial situation). Last year's goals were met by serving/ providing 20 families on a 1:1 basis, a series of 6 lessons were completed. Agencies and organizations (Keuka Housing Council, Path Stones, Inc, Child and Family Resources, and Workforce Development) partnered with CCE and 17 Budget Workshops were presented, reaching 93 families/ individuals. I have met with Workforce Dev and have tentative dates for workshops moving forward in 2014, and met with Melanie Sullivan- (Transitional Case Manager through Lakeview Mental Health services) new referral source for TANF Life Skills programs. As a result of the collaboration between Workforce Development (the summer youth employment program) and CCE, 43 youth attended a series of 3 budget workshops. They were provided with simple valuable money information, tips, and tools to help increase their money management skills and knowledge. Topics presented included were: you have your paycheck. Now what.. what does this mean, how do you spend your money, establishing a budget, and discussing wants vs needs.
Eat Smart New York Nutrition Program update from Educator, Barb McGuffie: Continuing to provide education to groups of people in a series of 6 hours at locations including JRT (Job Readiness Training) and Child and Family Resources. Starting youth groups at both Child and Family Resources and Rainbow Junction. Another part of the program is doing 1x education at locations such as DSS, Workforce Development, local child care centers, and more. In the 1st quarter of 2013-14, a total of 708 individuals were reached through these 1x events. The break down by lesson is: • Fruits and Vegetables = 53 • Decreasing Added Sugar = 303 • Physical Activity = 15 • Increase Low Fat = 65 • My Plate = 234 3
•
Food Safety = 18
4-H Youth Development Program update from Educators Jen Clancey and Jessica Spence • Public Presentations are coming up – February 12, 18 & 22. This Sunday 3 4-H teens will lead training for new or inexperienced presenters. • Photo editing workshop will also happen this Sunday. • Spaghetti Supper – Thursday, February 13 at the Loyal Order of the Moose. This is our annual fundraiser for the 4-H Trips and Awards fund. Tickets are $7/individual or $28/immediate family (eat in only). Tickets are available from all Yates County 4-H’ers or at the 4-H office until the 31st but are also available at the door.
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Cornell Cooperative Extension of Yates County Association Board of Directors Organizational Meeting Meeting Minutes February 27, 2014 1.
Call to Order – President Skip Jensen at 6:40 pm a. Present- Skip Jensen, Lew Ann Giles, Jonathan Hunt, Malcolm MacKenzie, Sarah Stackhouse, Peter Martini, Dawn Dennis and Jill Henderson b. Absent – Leslie Church, Charlie Fausold, Robert Corcoran, Keith Toaspern, and Carol Oswald c. CCE Staff – Nicole Landers, Jessica Spence and Barb McGuffie
2. Guest Speaker a. Barb McGuffie, nutrition educator, provided an excellent demonstration on portions of grain in daily diet and talked about importance of portions in daily food intake. 3. Approval of Meeting Minutes a. A motion was made by Lew Ann Giles to approve the January 23, 2014 with revision, seconded by Peter Martini, all approved. 4. Reports • President's Report – Skip Jensen reported on a joint meeting between Farm Bureau and CCE earlier that week. • Board Officers’ Reports o Sarah Stackhouse announced that the Master Forest Owners will be holding a workshop on March 8, 2014 on woodland legacy planning. Flyers were handed out for board members to post. A woods walk will be held on June 7, 2014. o Dawn Dennis reported that she ran a sewing workshop for 4-H during which youth made zippered pouches. o Malcolm MacKenzie suggested we post a sign on board meeting nights so County planning board attendees can see we meet in the same building. • Legislative Representative’s Report– Leslie Church - N/A • Program Report – Jessica Spence o See attached. o Future of Nutrition Programming – Several proposals on how to fund nutrition education with or without ESNY funding were presented. A motion was made by Malcolm MacKenzie and seconded by Peter Martini for Nicole Landers, Executive Director, to proceed with contacting HR Lead regarding CCE program educators changing positions internally, all approved. Nicole Landers shared staff vision of new positions. • Executive Director’s Report – Nicole Landers o See attached. 1
5. Business • Financial Reports o A motion made by Peter Martini and seconded by Jill Henderson to approve Jennifer Clancey to act as backup voucher signer in Nicole’s absence, all approved. o A motion made by Peter Martini and seconded by Jonathan Hunt to approve Jennifer Clancey to act as check signer, all approved. o A motion made by Dawn Dennis, seconded by Lew Ann Giles 2nd to close Community Bank savings account and deposit the balance into Lyons National Bank checking account. Affirmative: Skip Jensen, Lew Ann Giles, Jonathan Hunt, Sarah Stackhouse, Peter Martini, Dawn Dennis, and Jill Henderson. Opposed: Malcolm MacKenzie. Motion carried. o A motion made by Peter Martini and seconded by Lew Ann Giles to make yearend transfers as indicated on summary sheet, with exception of account number 31201, all approved. o A motion made by Dawn Dennis and seconded by Lew Ann Giles to transfer net income for 2013 to Designated Funds – Equipment & Improvements in the amount up to $9,000, all approved. o Nicole presented findings of the compliance review. See separate report. o Friend of Extension net $2,339.00. Suggested to look at timing of request. o Board members should review FORM Code 104, Financial Responsibilities of Association Board of Directors. • Other business o Advertising has continued for one support staff position. A motion made by Lew Ann Giles and seconded by Jill Henderson to move into executive session for a personnel matter, all approved. A motion made by Peter Martini and seconded by Sarah Stackhouse to move out of executive session for a personnel matter, all approved. A motion was made by Lew Ann and seconded by Sarah Stackhouse to increase Cheryl Flynn’s salary to $16.00 per hour, retroactive to February 1, 2014 to compensate for increased responsibilities as team leader for support staff, all approved. A motion made by Lew Ann Giles and seconded by Sarah Stackhouse to adjourn at 9:15, all approved. 6.
Confirm Next Meeting: March 27th
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Cornell Cooperative Extension Yates Association Board of Directors Organizational Meeting Minutes M a r c h 2 7 , 2014 1.
Call to Order – President Skip Jensen at 6:40 pm a. Present- Skip Jensen, Lew Ann Giles, Jonathan Hunt, Peter Martini, Robert Corcoran, Dawn Dennis, Carol Oswald, Jill Henderson, and Keith Toaspern b. Absent – Malcolm MacKenzie, Sarah Stackhouse, Leslie Church, and Charlie Fausold c. CCE Staff – Nicole Landers, Jennifer Clancey and Vallie Castner
2. Guest Speaker a. Vallie Castner presented a report on TANF program. b. Skip Jensen introduced Jennifer Clancey. 3. Approval of Meeting Minutes a. A motion was made by Peter Martini to approve the February 27, 2014 with revision, seconded by Jonathan Hunt, all approved. Note revisions: • 1st bullet under Financial Reports delete “in Nicole’s absence” insert place of Jessica Spence” • 3rd sentence under Other Business change “into executive session to “out of” executive session” 4. Reports • President's Report N/A • Board Officers’ Reports N/A • Legislative Representative’s Report N/A • Program Report – Nicole Landers and Jennifer Clancey o See handouts. o 4-H and Community Nutrition update. Nicole Landers has been in contact with SBN HR Lead. o Jennifer Clancey will pursue a progressive promotion to become Sr. Resource Educator, from her current position of 4-H Community Educator. o Barb McGuffie will remain a Community Educator, yet will broaden her nutrition educational efforts to include 4-H and Community Nutrition. A plan of work will be drafted and presented to the board at a future meeting. • Executive Director’s Report – Nicole Landers o See attached. o Affirmative action policy reviewed and signed by board President. 5. Business • Financial Reports 1
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o A motion made by Peter Martini and seconded by Carol Oswald to accept financial reports as presented. o Working on Cornell’s year end reports due March 31, 2014. Other business o Promotion/Marketing position has been filled. $15/hr/37.5 hours per week; starting April 7, 2014 A motion made by Robert Corcoran and seconded by Lew Ann Giles to move into executive session for a personnel matter, all approved. A motion made by Peter Martini and seconded by Carol Oswald to move out of executive session for a personnel matter, all approved. A motion was made by Lew Ann Giles and seconded by Peter Martini to accept Nicole Landers’ proposal to pursue changing Jennifer Clancey’s title to Sr. Resource Educator. Motion was carried. A motion made by Lew Ann Giles and seconded by Carol Oswald to increase Jennifer Clancey’s salary to $42,000 based on increased responsibilities effective April 1, 2014. Motion was carried. A motion made by Jonathan Hunt and seconded by Jill Henderson to adjourn at 7:50, all approved.
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Confirm Next Meeting: April 24, 2014
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Cornell Cooperative Extension of Yates County Board of Directors Meeting Program Updates March 27, 2014 4-H and Human Ecology Update – Jennifer Clancey 4-H *Transition plan for staff in effect *Sarah and Rebekah Bagley attended the 4-H Capital Days award trip at the beginning of March and learned a lot about NYS Government – watch for their news article in the paper *Sending 2 youth to district public presentations and 5 youth to district horse communications both held at Midlakes on Saturday, March 29th and thank you to Dawn for judging! *We had one youth participate in district dairy bowl and 5 in Horse Extravaganza. All 5 Yates Horse Ext. youth placed in the top 10 for either horse bowl or hippology - or both and will be advancing on to state events....Laura, Ellie, Sarah, Beka, and Abby. *TAs will be sponsoring a drive to support the PY Living well. All 4-H members are encouraged to participate. *Getting ready for Ag Lit visits. All Yates County schools will be represented this year!! ESNY *Plans winding down for grant, continuing programming with established groups through midApril. *Having a site visit on the 19th that has turned into a discussion about next steps. OFA *Holding Eat Better, Move More classes encouraging nutrition and physical activity in those over 50. TANF *Continue to present workshops *Picking up a 1:1 referral as result of the workshop presented at Child/ Family Resource on March 5! *Participating in the Child Health/Safety Fair in Dundee. (3/15)
Executive Director/Agriculture and Natural Resources Update – Nicole Landers Agriculture Grapes I attended the Finger Lakes Grape Program meeting on Saturday, March 1. There were many interesting talks and I met with growers and winery owners from the region and learned how to assess dead buds in the field and the lab. The Finger Lakes Grape Program staff, along with the state viticulturalist and a few field technicians collected and analyzed over 10,000 buds to assess bud injury across the Finger Lakes. The intention is to provide an early estimate of the winter damage to the many varieties from across the region. Ag and Markets will use this data to determine the possibility of allowing growers of certain varieties to purchase grapes and juice from out of the state. The threshold required for this provision to be awarded is a 40% crop loss of a particular variety across the entire state. Since Riesling is an important variety in the Finger Lakes, a high loss in this variety may activate the program. Office Operations Finger Lakes Shared Business Network Administrative Management Group (FLSBN AMG) met on Monday, March 17, 2014. I was absent due to illness. Notes indicated that it was productive and that we started looking at next year’s budget and how we can improve performance. One item on next month’s agenda is to determine the new calculation formula for each association’s share contribution. Charlie Fausold will provide information from other SBNs. ESNY update –Jess and Barb met with Michelle Scott-Pierce, a nutrition staff member from Cornell, on March 19, 2014. The official last day of the contract will be April 10, 2014. Barb will continue ESNY programming through March 31, then finish up with program reporting duties through the end of the contract. I will provide NYS and DSS with our final expenses soon after the end date. We have chosen one of the four candidates we interviewed on March 21, 2014 for the Promotions and Marketing Coordinator position. An offer will be made on March 25, 2014, following successful reference checks.
Cornell Cooperative Extension Yates County Association Board of Directors Meeting Minutes April 24, 2014 1.
Call to Order – President Skip Jensen at 6:32 pm a. Present- Skip Jensen, Leslie Church, Robert Corcoran, Malcolm MacKenzie, Sarah Stackhouse, Dawn Dennis, Jill Henderson b. Absent – Lew Ann Giles, Keith Toaspern, Peter Martini, Jonathan Hunt, Carol Oswald, and Charlie Fausold c. CCE Staff – Nicole Landers, Jennifer Clancey
2. Approval of Meeting Minutes a. A motion was made by Robert Corcoran to approve the March 27, 2014 minutes, seconded by Jill Henderson; six in favor and one abstention. 3. Reports • President's Report o Skip Jensen and Nicole Landers will attend Leadership Conference in June. • Board Officers’ Report o Sarah Stackhouse reported a Master Forest Owners workshop on June 7, 2014. • Legislative Representative’s Report o Leslie Church reported no budget changes at this point in time. • Program Report o Jennifer Clancey, 4-H & Human Ecology update – see report. Teen Ambassadors are having a drive for the Living Well o Master Gardeners will be having a plant sale at the Windmill on June 7, 2014. • Executive Director’s Report o Nicole Landers see report. o Recommendation to give legislators a Friend of Extension booklet at Nicole’s 10 minute presentation on May 12, 2014. 4. Business • Financial Reports o Sarah Stackhouse questioned and a discussion followed regarding the balance sheet total cash. Nicole will follow up at the next meeting. o A motion made by Sarah Stackhouse and seconded by Malcolm MacKenzie to accept financial reports as presented, all approved. 5. Confirm Next Meeting: May 22, 2014 @ 6:30pm A motion to adjourn was made by Leslie Church, seconded by Sarah Stackhouse, all approved. The meeting was adjourned at 7:25pm.
Cornell Cooperative Extension Yates County Association Board of Directors Meeting Minutes May 22, 2014 1. Call to Order – President Skip Jensen at 6:35 pm a. Present- Skip Jensen, Leslie Church, Robert Corcoran, Malcolm MacKenzie, Sarah Stackhouse, Dawn Dennis, Lew Ann Giles, Jill Henderson, Jonathan Hunt, Carol Oswald and Keith Toaspern b. Absent – Peter Martini and Charlie Fausold c. CCE Staff – Nicole Landers, Jennifer Clancey and Jud Reid 2. Presentation by Judson Reid, Specialist for Cornell Cooperative Vegetable Program. 3. Approval of Meeting Minutes a. A motion was made by Jill Henderson to approve the April 24, 2014 minutes, seconded by Sarah Stackhouse; approved as corrected. Correction: make reference that “BSNEW” is the “balance sheet”. 4. Reports a. President's Report i. Cornell Cooperation Extension, Farm Bureau and Soil & Water Conservation District coordinated gathering of information for last week’s flood recovery in Yates County. b. Board Officers’ Report i. Sarah Stackhouse reported 1. Master Forest Owners Woods Walk will be held on June 7, 2014 2. “Open Mic” at WFLR with Elizabeth Newbold c. Legislative Representative’s Report i. Leslie Church had nothing new to report d. Program Report i. Jennifer Clancey, 4-H & Human Ecology update – see report. 1. Teen Ambassadors have extended collection of items for the Living Well to the end of June 2014 e. Executive Director’s Report i. Nicole Landers see report. 1. Approached by Penn Yan Chronicle Express to write an article from an agricultural perspective regarding the recent flooding in Yates County. The board provided direction on how to approach this article. 2. Keuka Lake Association asked if CCE would write a letter of support for the placement of KLA watershed signs along county highways; board advised not to participate in political decisions, therefore decided not provide a letter of support. 5. Business
a. Financial Reports i. See BSNEW & SOP reports. 1. Nicole Landers will check on difference in depreciation figure reported on BSNEW under assets. ii. Board recommends waiting to mail Friend of Extension letter because of the current state of emergency in Yates County due to floods. It has traditionally been mailed in May. Suggestion was to generate a mailing end of July or early August. Nicole Landers said that agricultural donors are the highest donor category and this time makes sense to reach these customers. iii. Budget reflects expenses are going up. Leslie Church, Legislative Representative, recommends asking for level funding. 6. A motion made by Jill Henderson and seconded by Sarah Stackhouse to move into executive session for a personnel matter, all approved. 7. A motion made by Sarah Stackhouse and seconded by Lew Ann Giles to move out of executive session for a personnel matter, all approved. 8. A motion made by Leslie Church to accept with regret Nicole Landers’, Executive Director, resignation effective June 27, 2014 and seconded by Lew Ann Giles, all approved. 9. Confirm Next Meeting: June 26, 2014 @ 6:30pm A motion to adjourn was made by Jill Henderson, seconded by Malcolm MacKenzie, all approved. The meeting was adjourned at 8:40 pm.
Cornell Cooperative Extension Yates County Association Board of Directors Meeting Minutes June 26, 2014 1. Call to Order – President Skip Jensen at 6:36 pm a. Present- Skip Jensen, Leslie Church, Robert Corcoran, Sarah Stackhouse, Dawn Dennis, Lew Ann Giles, , Jonathan Hunt, Carol Oswald and Keith Toaspern b. Absent – Peter Martini, Jill Henderson, Malcolm MacKenzie and Charlie Fausold c. CCE Staff – Nicole Landers and Mike Stanyard 2. Presentation by Mike Stanyard, NWNYL&D Program on Unarmed Aerial Vehicle (UAV). New York State is one of six states chosen for national testing. Agriculture is the likely target for 75% of use of UAV. 3. Approval of Meeting Minutes a. A motion was made by Leslie Church to approve the May 22, 2014 minutes, seconded by Lew Ann Giles; approved as written. 4. Reports a. President's Report i. Attended a Director’s and Board Leaders meeting at Cornell University. ii. Nicole Landers reported the new Invasive Species & Watershed Educator is Emily Staychock. See report. b. Board Officers’ Report i. Sarah Stackhouse reported Master Forester woods walk was very successful. c. Program Reports i. Legislative tour 1. Nicole Landers will check with Connie Ward, Legislator, for schedules for the month of September. Board members shared ideas of agriculture businesses to visit; Mennonite farms, produce actions, high tunnels farms. ii. Watershed signage 1. A motion was made by Robert Corcoran for Nicole Landers to spend letter to Chair of Yates County Legislators in support of signs on county roads; seconded by Jonathan Hunt. Five yes, 3 nays and 1 abstention. Motion carried. d. Legislative Representative’s Report i. Leslie Church had nothing new to report 5. Business a. Financial Reports i. No financial reports this month due to discrepancy in March 2014
Cornell bill. Account Rep II will have the statement finished ASAP, definitely before next Ad Board meeting on July 24, 2014. See letter. ii. A motion was made by Carol Oswald to approve prior year adjustment for $660.05 to reflect interest accrued on CD in 2013, seconded by Jonathan Hunt; motion carried. Nicole Landers will inquire why amount has not appeared in any statements. iii. Nicole Landers presented a draft of the budget for 2015. A request from the board to have actual revenues and expenses for the previous year. Recommend 3% salary increase for eligible employees. Wait until end of July so there are figures to give on actual budget for 2013 and year to date.
6. At 8:15pm a motion made by Jonathan Hunt and seconded by Sarah Stackhouse to move into executive session for a personnel matter, all approved. 7. At 8:29pm a motion made by Sarah Stackhouse and seconded by Robert Corcoran to move out of executive session for a personnel matter, all approved. 8. A motion made by Robert Corcoran to accept agreement with Schuyler County CCE to contract with their ED for 2 days per week starting in mid-July for 3 months with the option to extend the contract if necessary and seconded by Leslie Church, all approved. 9. Confirm Next Meeting: July 24, 2014 @ 6:30pm A motion to adjourn was made by Lew Ann Giles, seconded by Carol Oswald, all approved. The meeting was adjourned at 8:37 pm.
