Cornell University
Cornell University Cooperative Extension Madison County
100 Eaton Street Morrisville, NY13408 t.315-684-3001 f.315-736-684-9290
February 2017 Minutes Date: February 16, 2017 Meeting Time: 5 pm Board Member Attendance: Quorum = 7 Count X 1 X 2 X 3 X 4 5 X 6 X 7 X 8 9 X Ab 10 Ab 11 12 Appointed x Appointed
Board Member Corey Mosher Nate Durfee Laura Shoemaker Tara Truett Vacancy Sue Bookhout David Hatch Jessica Burch Corey Hayes
Position President/ Agriculture Vice-President / Agriculture Treasurer Secretary / 4H At Large At-Large At-Large At Large At-Large
Term 1 1 1 1 1 1 1 2 1
Expiration 12/31/2018 12/31/2018 12/31/2018 12/31/2017 12/31/2019 12/31/2019 12/31/2019 12/31/2018 12/31/2019
Beth Lamb Jenny Mills Vacancy David Jones
At Large At Large At-Large Legislative Representative
1 2 1 N/A
12/31/2018 12/31/2019 12/31/2019 N/A
Danielle Hautaniemi
Cornell Representative
N/A
N/A
2017 Board Schedule: January February February March April May June July August September October November December
Date 18 11 16 16 20 18 15 20 21 19 16 7
Description Reorganizational Board Meeting Orientation Meeting for New Directors (all Directors Invited) Regular Board Meeting Regular Board Meeting Regular Board Meeting Regular Board Meeting Regular Board Meeting No Meeting Scheduled Regular Board Meeting (Picnic) Regular Meeting Regular Meeting Regular Meeting Annual Meeting Building Strong and Vibrant New York Communities
Cornell Cooperative Extension of Madison County provides equal program and employment opportunities.
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Call to Order: 5:15 PM Staff/Community Attendance: Liz Crofut, Debbie SeGuin Program Reports: Debbie Sequin presented the Strong Hearts for NY program. Approval of January 2017 Reorganizational Meeting Minutes: Motion to accept the above minutes. Motioned by: Dave J. Seconded by: Dave H. Discussion: None Vote: All yes Motion Carried: Yes Board President’s Report: Corey M. attended the last 4-H Advisory Committee meeting and commended the program and all of the volunteers. He noted that Board members should thank them when they see them for their continued service to our youth. John Becker is the new committee member on the Ag/AED Advisory committee. Corey M. spoke about the structure of the Advisory Committees. Board Vacancies - We are looking for a new member for the Ag/AED Advisory committee. Looking for diversity among the group. Some areas to consider are: equine, horse, dairy, as well as the Southern end of the county. Three good candidates are being considered. Tara will get input from 4-H regarding this vacancy. Committee Operating Guidelines - After reading the handout “Committee Operation Guidelines of Cornell Cooperative Extension of Madison County”, one change was discussed regarding the last line of the third paragraph on page one. A motion was made as follows: Motion: To accept the “Committee Operation Guidelines of Cornell Cooperative Extension of Madison County with the following change: ORIGINAL: “The Board President shall designate annually a Board member as the Chairperson for each committee:” AMENDED TO: Delete original sentence and insert: “The Board president shall annually appoint a chairperson for each committee.” Motioned by: Dave H. Seconded by Corey H. Discussion: Yes, leading to the above noted change. Vote: all yes Motion Carried: Yes Establish Program Advisory Committees - The handouts of Ag/AED and 4-H committee members was shared and discussed. See attachments: 4-H Advisory Committee and Ag/AED Advisory Committee Appoint Committee Members - Committee members were appointed as written on the distributed attachments.
Building Strong and Vibrant New York Communities Cornell Cooperative Extension of Madison County provides equal program and employment opportunities.
2
Finance Report: 2016 Audit - The auditors will be at CCE next week. 2016 End of the Year Requirements Old Business: Review & authorize updated 2017 CCE Madison County Affirmative Action Diversity and Inclusion Plan: Motion to accept the 2017 CCE Madison County Affirmative Action Diversity and Inclusion Plan. Motioned by: Corey H. Seconded by: Jessica B. Discussion: Yes Vote: All yes Motion Carried: Yes Authorization to renew Line of Credit at Key Bank for $150,000: Motion to authorize the renewal of the Line of Credit at Key Bank for $150.00. Motioned by: Nate D. Seconded by: David H. Discussion: Yes. It was decided to keep at this amount. Vote: All yes Motion Carried: Yes Human Resource Manual: Policies Updates Motion to accept the following policy revisions: Code 303 – Recruitment and Selection, Code 306 – Employment of State Retirees, Code 316 – Conferral of Title, Code 317 – Employee Background Check, Code 401 – Equal Opportunity Statement, Code 502 - Meal and Break Periods, Code 602 – Holidays – with proposed changes, Code 603 – Vacation Leave, Code 605 – Worker’s Compensation, Code 801 – Benefits Administration, Code 804 – Tax-Deferred Annuity, Code 908 – Code of Ethics, Code 1301 – Complaints, and Code 1304 – Acceptable Use Policy. (The Board tabled Code 816 – Professional Development Policy until our next Board meeting; giving the Board time extra time to discuss it at that time.) Motioned by: Nate D, Seconded by: Corey H. Discussion: Yes, leading to tabling Code 816 until our next meeting. Vote: All yes Motion Carried: Yes New Business: Change in Agriculture Program Staffing Motion to approve two Ag Educator positions. Motioned by: Nate D. Seconded by: Laura S. Building Strong and Vibrant New York Communities Cornell Cooperative Extension of Madison County provides equal program and employment opportunities.
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Discussion: yes Vote: All yes Motion Carried: Yes Executive Directors Report: Covered during agenda item discussions.
Other: Executive Session: Motion to go into Executive Session at 6:28 PM Motioned by: Nate D. Seconded by: Corey H. Discussion: No Vote: All yes Motion Carried: Yes Motion to come out of Executive Session at 6:55 PM Motioned by: David H. Seconded by Jessica B. Discussion: No Vote: All yes Motion Carried: Yes Motion to remove disciplinary action from an employee’s record that was placed in his/her file in the fall of 2016. Motioned by: Jessica B. Seconded by: Corey H. Discussion: Yes Voted: All yes Motion Carried: Yes
Board Training Case Study: Corey M. led a short discussion regarding a possible scenario that Board members might face. (An exercise to stimulate conversation and thoughtfulness of Board members.) Adjourn: 7:03 PM
Building Strong and Vibrant New York Communities Cornell Cooperative Extension of Madison County provides equal program and employment opportunities.
4
100 Eaton Street Morrisville, NY13408 t.315-684-3001 f.315-736-684-9290
February 2017 Minutes Date: February 16, 2017 Meeting Time: 5 pm Board Member Attendance: Quorum = 7 Count X 1 X 2 X 3 X 4 5 X 6 X 7 X 8 9 X Ab 10 Ab 11 12 Appointed x Appointed
Board Member Corey Mosher Nate Durfee Laura Shoemaker Tara Truett Vacancy Sue Bookhout David Hatch Jessica Burch Corey Hayes
Position President/ Agriculture Vice-President / Agriculture Treasurer Secretary / 4H At Large At-Large At-Large At Large At-Large
Term 1 1 1 1 1 1 1 2 1
Expiration 12/31/2018 12/31/2018 12/31/2018 12/31/2017 12/31/2019 12/31/2019 12/31/2019 12/31/2018 12/31/2019
Beth Lamb Jenny Mills Vacancy David Jones
At Large At Large At-Large Legislative Representative
1 2 1 N/A
12/31/2018 12/31/2019 12/31/2019 N/A
Danielle Hautaniemi
Cornell Representative
N/A
N/A
2017 Board Schedule: January February February March April May June July August September October November December
Date 18 11 16 16 20 18 15 20 21 19 16 7
Description Reorganizational Board Meeting Orientation Meeting for New Directors (all Directors Invited) Regular Board Meeting Regular Board Meeting Regular Board Meeting Regular Board Meeting Regular Board Meeting No Meeting Scheduled Regular Board Meeting (Picnic) Regular Meeting Regular Meeting Regular Meeting Annual Meeting Building Strong and Vibrant New York Communities
Cornell Cooperative Extension of Madison County provides equal program and employment opportunities.
1
Call to Order: 5:15 PM Staff/Community Attendance: Liz Crofut, Debbie SeGuin Program Reports: Debbie Sequin presented the Strong Hearts for NY program. Approval of January 2017 Reorganizational Meeting Minutes: Motion to accept the above minutes. Motioned by: Dave J. Seconded by: Dave H. Discussion: None Vote: All yes Motion Carried: Yes Board President’s Report: Corey M. attended the last 4-H Advisory Committee meeting and commended the program and all of the volunteers. He noted that Board members should thank them when they see them for their continued service to our youth. John Becker is the new committee member on the Ag/AED Advisory committee. Corey M. spoke about the structure of the Advisory Committees. Board Vacancies - We are looking for a new member for the Ag/AED Advisory committee. Looking for diversity among the group. Some areas to consider are: equine, horse, dairy, as well as the Southern end of the county. Three good candidates are being considered. Tara will get input from 4-H regarding this vacancy. Committee Operating Guidelines - After reading the handout “Committee Operation Guidelines of Cornell Cooperative Extension of Madison County”, one change was discussed regarding the last line of the third paragraph on page one. A motion was made as follows: Motion: To accept the “Committee Operation Guidelines of Cornell Cooperative Extension of Madison County with the following change: ORIGINAL: “The Board President shall designate annually a Board member as the Chairperson for each committee:” AMENDED TO: Delete original sentence and insert: “The Board president shall annually appoint a chairperson for each committee.” Motioned by: Dave H. Seconded by Corey H. Discussion: Yes, leading to the above noted change. Vote: all yes Motion Carried: Yes Establish Program Advisory Committees - The handouts of Ag/AED and 4-H committee members was shared and discussed. See attachments: 4-H Advisory Committee and Ag/AED Advisory Committee Appoint Committee Members - Committee members were appointed as written on the distributed attachments.
Building Strong and Vibrant New York Communities Cornell Cooperative Extension of Madison County provides equal program and employment opportunities.
2
Finance Report: 2016 Audit - The auditors will be at CCE next week. 2016 End of the Year Requirements Old Business: Review & authorize updated 2017 CCE Madison County Affirmative Action Diversity and Inclusion Plan: Motion to accept the 2017 CCE Madison County Affirmative Action Diversity and Inclusion Plan. Motioned by: Corey H. Seconded by: Jessica B. Discussion: Yes Vote: All yes Motion Carried: Yes Authorization to renew Line of Credit at Key Bank for $150,000: Motion to authorize the renewal of the Line of Credit at Key Bank for $150.00. Motioned by: Nate D. Seconded by: David H. Discussion: Yes. It was decided to keep at this amount. Vote: All yes Motion Carried: Yes Human Resource Manual: Policies Updates Motion to accept the following policy revisions: Code 303 – Recruitment and Selection, Code 306 – Employment of State Retirees, Code 316 – Conferral of Title, Code 317 – Employee Background Check, Code 401 – Equal Opportunity Statement, Code 502 - Meal and Break Periods, Code 602 – Holidays – with proposed changes, Code 603 – Vacation Leave, Code 605 – Worker’s Compensation, Code 801 – Benefits Administration, Code 804 – Tax-Deferred Annuity, Code 908 – Code of Ethics, Code 1301 – Complaints, and Code 1304 – Acceptable Use Policy. (The Board tabled Code 816 – Professional Development Policy until our next Board meeting; giving the Board time extra time to discuss it at that time.) Motioned by: Nate D, Seconded by: Corey H. Discussion: Yes, leading to tabling Code 816 until our next meeting. Vote: All yes Motion Carried: Yes New Business: Change in Agriculture Program Staffing Motion to approve two Ag Educator positions. Motioned by: Nate D. Seconded by: Laura S. Building Strong and Vibrant New York Communities Cornell Cooperative Extension of Madison County provides equal program and employment opportunities.
3
Discussion: yes Vote: All yes Motion Carried: Yes Executive Directors Report: Covered during agenda item discussions.
Other: Executive Session: Motion to go into Executive Session at 6:28 PM Motioned by: Nate D. Seconded by: Corey H. Discussion: No Vote: All yes Motion Carried: Yes Motion to come out of Executive Session at 6:55 PM Motioned by: David H. Seconded by Jessica B. Discussion: No Vote: All yes Motion Carried: Yes Motion to remove disciplinary action from an employee’s record that was placed in his/her file in the fall of 2016. Motioned by: Jessica B. Seconded by: Corey H. Discussion: Yes Voted: All yes Motion Carried: Yes
Board Training Case Study: Corey M. led a short discussion regarding a possible scenario that Board members might face. (An exercise to stimulate conversation and thoughtfulness of Board members.) Adjourn: 7:03 PM
Building Strong and Vibrant New York Communities Cornell Cooperative Extension of Madison County provides equal program and employment opportunities.
4
