Council Reports

Macon County Extension Council May 12, 2008 Minutes

Members Present: Kathleen Anderson, Fern Stinson, Mark Sturgell, Julie Owens, Karen Halicki, Maria Ploch, Evan Hall.

Unit staff members Present: Sherry Rocha, Phyllis Herring, Paul Mariman, Jennifer Nelson.

Call to order: 5:15P.M. by Mark Sturgell.

The minutes from the last meeting were read and approved.

Fiscal Reports:

The council went through the March and April budget and reviewed current bills. During the current budget crisis, the Extension Office has been very frugal as to what was spent. Phyllis told the council that the FY08 county board match funding from the state has been restored to about 96%. This money should come soon. The financial statements were approved.

Fiscal Future:

The council discussed the need to establish an Extension Foundation as a means for raising and keeping funds for the Macon Extension Unit. We may need to think about working with the Macon County 4-H Foundation and expand their scope of fundraising. There may be several different ways to change the 4-H foundation to help raise funds for Extension in general. We need to look at getting grants through the foundation. Also, we will create a steering committee to explore creating a new foundation. A motion was made and passed to form a committee to explore creating a foundation for fund raising. Mark Strugell volunteered to attend the 4-H foundation meeting next Tuesday at 5:30 and discuss this issue.

Paul reported that the new building has been put on hold and that he is working on the lease for this year. A lease will be signed for 2 buildings only, as the unit had to give up 1 building. Paul is looking at a 12 month lease with a 6 month extension. We may not have the money for the new building.

Mike Brokaw and Dave Reeves have fulfilled their two two-year council terms and must step down. Council members who have filled one two-year term need to decide whether they want to serve another term. We discussed the future schedule for the council meetings which is to be 5:30 Dinner, 6:00 Meeting on the 2^nd Monday of every other month.

EFNEP/FNP: Phyllis Herring reported that Mindy Peterson has some health issues now. They are finishing up school activities and have done some cooking lessons. Phyllis went to China in April. The goal was to make connections in China. Universities in China would like to start 4-H.

4-H Youth Development: Amy had left her report even since she was not able to attend. She reported that they are gearing up for the 4-H fair and the pork chop supper. This summer the SNAP program which is a camp on nutrition will have 65-70 kids per week. The Get Up and Move 4-H camp will also be presented at different county parks this summer. She also did a youth summit on diversity.

Farm Business/Ag: Paul Mariman reported that they are yet to get the plot in. The question of the week that Paul has been thinking about: What size building should we have this week?

Horticulture: Jennifer Nelson reported that there are 2 spring events still in the planning stages. Jennifer attended the career fair at Eisenhower and presented a session about horticulture. The plant sale was a success. The garden walk is on 6/8/08. The garden day in late March had more than 100 people in attendance. The rain barrel class is going on the road to other counties now.

Family Life: Sherry Rocha passed out a brochure on a summer camp for ESL families. The funding for this project comes from a grant. Its purpose is to encourage families to eat better and to exercise. Sherry is working on Latino programs and on a grandparents raising grandchildren program.

The meeting was adjourned at approximately 6:20 PM.

Macon County Extension Council
March 17, 2008

Minutes

Members Present: Kirk Myers, Kathleen Anderson, Dan Reeves, Shannon Allen, Fern Stinson, Mark Sturgell, Sue Fouts, Julie Owens, Temisan Shebi.

Unit staff members Present: Sherry Rocha, Phyllis Herring, Paul Mariman, Jennifer Nelson, Amy Lemen.

Call to order: 6:15P.M. by Mark Sturgell.

Minutes from the last meeting were read and approved.

Temisan and Phyllis talked about Extension budget concerns for FY08. They attended the budget summit sponsored by Illinois State Representative Bob Flider and testified about what would happen to the extension programs if the budget was reduced by the state for FY08 and beyond. Phyllis went on to talk about the impact of budget reductions on the Extension centers and units and the need for more funding from outside. There may have to be fees charged for Extension programs which traditionally were done for little or no cost.

Phyllis explained the fiscal report for January and February. The Council looked at the expenditures for February as well as year to date. The expenditures are typical for this time of year. The budget was then approved.

Phyllis talked about the personnel changes. Cheryl Brown has filled the Master Gardener Academic Hourly position and Mindy Peterson has filled the Community and Economic Development Program Coordinator position. They are both doing a great job. The Regional Director is going to be retiring 6/30/08. There is also going to be a former 4-H member hired as summer help.

Paul Mariman gave the new facility update. We are in the last stage of negotiating the new lease on this building which would be for 6 months, with a 6 months option. The Extension Office will move as soon as the new facility is built.

4-H Youth Development: Amy Leman reported that there has been several articles in the newspaper about activities in 4-H. There has also been some promoting of 4-H on WMBD. The 4-H clubs received money for their participation in the food stand at the farm progress show. Amy is working with Caterpillar to promote the 4-H Robotics program. This fall 4-H members may have to pay a membership fee.

Farm Business/Ag: Paul Mariman reported that he has finished several workshops in the last couple of months including Soil & Water, Tillage and Pesticide Application. He is still working on the Marketing Club and the plot has been lined out.

EFNEP/FNP: Phyllis Herring has 5 professional staff working with low income people each month. She passed out an EFNEP pamphlet which explains the purpose of the Expanded Food and Nutrition Education Program.

Horticulture: Jennifer Nelson says that spring has sprung in horticulture. Gardner's Day is coming up. The Rain Barrel workshop was such a huge success in January that 2 more workshops are being planned.

Family Life: Sherry Rocha went to Richland last Saturday for the Women Taking Action workshop. This was a leadership program which had 55 women in attendance. The topic emphasized improving the mind, the body and the spirit. Sherry is helping write a grant with someone for parent and teacher training. Grants will help keep program fees down.

The meeting was adjourned at approximately 7PM.

Macon County Extension Council
November 19, 2007 Minutes

Members Present: Kathleen Anderson, Karen Halicki, Bill Voorhees, Shannon Allen, Fern Stinson, Mark Sturgell, Sue Fouts, Tim Dowd, Diana Shipley, Julie Owens, Evan Hall.

Unit staff members Present: Amy Leman, Sherry Rocha, Phyllis Herring, Paul Mariman, Jennifer Nelson.

The Council started the meeting with an internet scavenger hunt. Using the Extension's web site, the council answered questions Amy Leman had come up with. This was a way for the Council to become familiar with the website.

Call to order: 6:33P.M. by Mark Sturgell. Each person introduced themselves.

Phyllis talked about the fiscal report. The Council looked at the expenditures year to date. The financial report looks inline for this time of year.

Phyllis talked about the personnel changes. Cheryl Brown has filled the Master Gardener Academic Hourly position and Mindy Peterson has filled the Community and Economic Development Academic Hourly position.

December Extension office hours were discussed. The Council voted to close the office between Christmas and New Year's with the exception of the possibility of a person who would have to work because of some hardship.

Paul Mariman gave the new facility update. There is a concept design now. Tentative date for the building to be done is December 2008. Once the building is built, the Extension will have to get a 5 year lease. Extension will have to see if the existing lease can be extended in 6 month increments for the existing space that is occupied.

The Pork Chop Supper is going to be on Monday, June 9, 2008. The pork chop supper can not be during the Macon County Fair so it is planned for the day before the fair starts.

Amy gave the 4-H State Fair update. The State Fair 4-H program is going to be changed to conference judging. This is going back to the way judging was done in the past with the possibility of doing away with skill-a-thons.

EFNEP/FNP: Phyllis Herring reviewed the activities on her October report. EFNEP/FNP is their own entity with their own budget coming from either grant funding or federal funding. The staff has been very busy working with the kids of Macon County. Phyllis will be going to China at the end of April to do some presentations there.

4-H Youth Development: Amy Leman reported that Macon County Extension has received a grant to help fund the SNAP program. The teenagers love this program. The participants treat this like a job. The Teen Center sponsored by the Mayor's Youth Council (held at the Decatur Indoor Sports Center) was open Nov. 17 with 50 kids participating. The next Teen Center will be in Feb. The Outdoor Adventure Club is working with the Master Gardeners on the GIS map for the tree ID project.

Family Life: Sherry Rocha discussed the Your Young Child program. Each participant was able to write at least one goal for themselves and said that the presenter helped them in some way. Sherry was a member of a group of authors who received Your Young Child curriculum national, regional and state awards from the National Extension Association of Family and Consumer Science and East Central Region Illinois Extension. A Macon County Family Life Program brochure was handed out to everyone who attended the meeting.

Farm Business/Ag: Paul Mariman stated that there were 76 leasing questions related to Ag business that were answered this last month. Landowners are worried they are not getting their share of the money from the crops that are grown. This is the 9^th year for the Marketing Club. Other counties have shown an interest in this club. Other counties may get involved in this club in Macon County. There are a lot of upcoming events in the next several months in the farm area.

Horticulture: Jennifer Nelson discussed the project at Fairview Park. Youth from the area with the Decatur Park District has been labeling the trees at Fairview Park. This project is progressing better than expected. The applications for the Master Gardeners have been coming in. Master Gardeners will meet every Thursday from 1/24/08 - 4/3/08. There is going to be a workshop on making rain barrels. This workshop is to train the public in using rain water.

The meeting was adjourned at approximately 8PM.

Macon County Extension Council September 24, 2007 Minutes

Members Present: Kirk Meyers, Kathleen Anderson, Karen Halicki, Bill Voorhees, Robin Smith, Shannon Allen, Fern Stinson.

Unit staff members Present: Doug Harlan, Amy Leman, Sherry Rocha, Phyllis Herring, Paul Mariman and Jennifer Nelson

Call to Order: 6:10 pm by Doug Harlan. A quorum was of the members was not present.

Doug Harlan introduced new members: Robin Smith and Shannon Allen. Other members introduced themselves.

Doug Harlan discussed the Extension Council Advisory role. He stated that the Extension Council members are essentially the eyes and ears of Unit staff out in the community. Doug also explained that the Council would vote to approve meeting minutes and the Unit's annual budget. He also explained the Council's role in assisting with the Unit's educational programming as one where the Council will assist in identifying needs in the community. Doug explained to the members that the Unit has four core programming areas. They are Community and Economic Development, Ag, Natural Resources and Horticulture, Nutrition, Wellness, Family and Consumer Sciences, and 4-H/Youth Development. He went on to state that the Unit has two Youth representatives on the Council. Both youth members were unable to attend this meeting.

The Council elected the following officers for the 2007-2008 Council Year:

Chairman: Mike Brokaw

Vice Chairman: Mark Sturgell

Secretary: Julie Owens (Doug Harlan will contact Julie about her selection as she was not able to attend the meeting).

Fiscal Report:

Doug Harlan reviewed the July 2006 to June 2007 year. The Unit ended Fiscal Year 2007 with $137,201.86 in the Trust Account. The Unit In/Out (checking) account ended the fiscal year with $45,657.27.

Doug discussed the Extension Board meeting which was held on August 1, 2007. The Extension Board is made up of two County Board members and four Extension Council members. The Unit presented its FY 2009 budget request. The Extension Board approved the budget request and recommend that the County Board Finance Committee approved the requested amount of $375, 784 from Macon County.

Doug explained that the University will allow the Unit to carryover each year 1/3 of its budget. This carryover would allow the Unit to operate for approximately three months without any income. Doug discussed his budget presentation to the County Board on August 27, 2007. He said that the Finance Committee recommended approval of the Unit's budget request. He did state that the Committee questioned him about why the Unit had $137,000 in carryover. He said that he explained that the money would be used assist in our upcoming moving and replace computers, servers, etc if something were to happen at the office.

Doug discussed the FY 2009 budget and provided a copy of the proposed budget to the Council members. He explained that utility, advertising, travel and postal expenses continue to increase.

This fiscal year Doug will be leaving October 22, 2007 for a year of active duty, returning Thanksgiving 2008. Doug stated that his responsibilities will be shared by the present staff. Phyllis Herring will assume overall leadership and handle all administrative and personnel duties. Paul Mariman will be responsible for facilities and the development of the new office at Richland. Jennifer Nelson. Sherry Rocha and Amy Leman will take care of the Unit's programming issues.

Personnel Update:

4-H: Kate Shields was promoted to 4-H Program Coordinator on September 24, 2007.

The CED Program Coordinator position is still open. However, the Unit is in the process of conducting interviews. Doug explained that the position was a Civil Service position and required much more time to hire someone.

Horticulture/master gardener Program Coordinator: A person is interested, if suitable can be placed as academic hourly. After Doug returns from deployment, he will move the position to a Program Coordinator.

Program Updates:

4-H: Amy Leman discussed the plan for the 4-H Show for 2008. The Unit has turned the 4-H Show back over to the volunteers. Each volunteer superintendent will determine when their 4-H Show will be held. Options for 4-H Show dates and locations are June 2008 at the Macon County Fair and July 2008 at the Hickory Point Mall. Beef, rabbit and poultry will be shown and the Macon County fair. Swine will be shown at Christian County and sheep will go to the Champaign County Fair.

Crops and Horticulture Science will be held in July at the Hickory Point Mall.

The mall has been super to work with on this project. More urban children are learning about 4-H by holding the show at the Mall. This is broadening 4-H's exposure on some new and innovative projects.

The 4-H Foundation's Pork chop dinner made a $1200.00 profit. Plans are to hold it in 2008 the Tuesday Night before the Macon County Fair begins.

EFNEP/FNP: Phyllis Herring reviewed the activities on her September report.

The staff reaches an average of 3000 people a month. One-half is under 18 years of age.

Programs are given to 29 different organizations. She discussed the various efforts of her six employees. A busy department!

October 5-12-19 will have a class for diabetics in Spanish.

Family Life: Sherry Rocha stated she has been promoted from level 1 to level 2 position within the Extension.

She discussed the programs she teaches, the subject matter and program planning for Macon County. She is part of a state-wide Extension committee looking at the interrelationship of character education, anti-bullying, and social emotional learning.

Read the yellow copy of her fall 2007 report for more information.

Farm Business/Ag: Paul Mariman discussed the seed corn plot, which produced 203.6 bushel/acre and has 52 varieties of beans. He discussed the location of the plot area.

There were 125 participants involved in this area.

Horticulture: Jennifer Nelson stated the WAND demonstration garden not only received the International Master Gardener Search for Excellence at National Conference. She also stated that John Deere will have an article, interviews with Jennifer Nelson and Richard Zerfowski, in the winter issue of their "Homestead" magazine.

Macon and Champaign County will have a seminar on stress reduction in the future.

Applications for the 2008 Master Gardener class will start in October 2007

State budget: Amy Leman and Doug Harlan discussed the Governor's veto in the State Budget cutting 29 unit educators for 4-H/Youth Development in August. Amy is not paid with state money. Amy stated that the 29 position being cut will affect 47 counties in the state. Those counties will not have a 4-H/Youth Development Educator to support Youth programming. Mike Brokaw, who serves on Extension Partners Board, asked everyone to Senator Emil Jones and ask that he vote to override budget veto.

Meeting adjourned 7:23 p.m.

Macon County Extension Council
July 16, 2007

Minutes

Members Present: Kirk Meyers, Kathleen Anderson, Maria Ploch, Diana Shipley, Karen Halicki, Sue Fouts, Mark Sturgill, Bill Voorhees, Julie Owens, Evan Hall, Fern Stinson.

Unit staff members Present: Doug Harlan, Jennifer Nelson, Sherry Rocha

Doug Harlan called the meeting to order at 6:01.

May 2007 minutes were corrected to remove the word "call" from the portion of the minutes regarding Sherry Rocha's pre -school training class at Maroa. Bill Voorhees moved to approve the minutes with this change. Karen Halicki seconded the motion. The minutes were approved.

Fiscal Report:

Doug Harlan discussed the May 31, 2007 income and expense reports.

He made note that the Scholarship/Educational supplies, printing, travel and office rent lines were slightly over budget. However, the majority of budget lines were under budget. The May 31, 2007 fiscal report shows a balance carried forward of $275,011.43 with income for the month of $5009.51. The Unit's May 2007 expenses were $63,675.55. The Unit trust account ended May 2007 with a balance of $216,345.39. He noted the 4-H Federation has fulfilled their income agreement. Doug also stated that the June 2007 report was not available yet. He stated that this report was also the closing report for the fiscal year, and it would not be available until the end of July.

Jennifer Nelson, Horticulture Educator, has provided the Unit Master Gardeners with additional income from overstock Lowe's plants. These are sold for a donation to the Master Gardeners.

Personnel Update:

Rhonda Birmingham, Community Worker, Displaced Workers Program, resigned in June. Teresa Adams will be taking over that program along with her other duties. The Unit plans to expand some of the services.

Rex Nicole, Program Coordinator, Community and Economic Development, resigned on July 13^th. Doug stated that he will be advertising for this position in August. Doug asked council members to assist in promoting this position. The position requires a Bachelor Degree or two years work experience in business management, public administration, education or a related field. Potential candidates should send a resume to Doug. The position does require that a Civil Service Test be taken.

Program Review Update:

Doug provided each Council member with the final Program Review Report. Doug felt that the Program Review went exceptionally well. The final report did list a few areas in which the review committee felt there were programming opportunities. Doug stated that the Unit will submit an Action Plan to address those opportunities.

Proposed Budget for 2009:

Doug stated he and three members of Extension Council would meet with members of the County Board August 1st at 5:30 p.m. This meeting would constitute the Extension Board meeting for the year. Kirk Myers, Fern Stinson and Mike Brokaw agreed to participate for the Extension Council. Doug stated that the Unit would not be requesting an increase in its current tax levy. The Unit's maximum tax level is 0.5. The current requested tax levy of 0.278 will provide the Unit with approximately $403,000 for its FY 2009 budget. Doug stated that he would be presenting the Unit's budget to the County Board at its August 27^th Budget Hearing.

4-H Show Updates:

Doug stated Amy Leman was still recovering from surgery. Kate Shields, 4-H Community Worker, would be taking care of the 4-H Show. Julie Owens acknowledged that the rabbit/ poultry judging went well, although numbers were down. Doug stated that the 4-H Horse show and large animal livestock show also had lower numbers this year.

The 4-H General Projects Show will be held on July 17-20, with judging Wednesday, Thursday and Friday. The 4-H Pork Chop BBQ is Friday evening from 5.00p.m.-8p.m. with an outdoor movie at 9:00p.m. Approximately 200 tickets have been sold. Tickets will also available at the door. The Kiwanis Club has volunteered to help serve.

Evan Hall asked if servers would eat free. Doug stated that they would eat for free.

Doug also stated that there were two festivals in the area on Friday which has hampered ticket sales. The 4-H food stand will be open during the 4-H show.

4-H Show Sub-Committee Update:

Mark Sturgill reported that his sub-committee had not met yet. He stated that it was difficult to get the small group together. Mark plans to re-group after the fair and meet sometime in mid August. Mark recommended the recruitment of more members to the Sub Committee. Doug agreed to assist with the recruitment.

Program Updates:

Jennifer Nelson Horticulture Educator stated the Herald and Review has included several activities of the Master Gardeners recently. This was especially true with the disastrous spraying of weed killer on 109 urban properties. She and other members of the Macon County Extension staff have been taking an active role in providing assistance for those homes/gardens involved.

Jennifer stated that the WAND Garden is doing very well. WAND TV is now doing some of its weather reporting from the garden.
Jennifer received many positive comments about this year's Garden Walk. Numbers of tickets sold were up this year.

Family Life:

Sherry Rocha has primarily been working on curriculum this summer, since most programs are held during the winter months. She has funding to make another Latino DVD on Nutrition and Prevention. She will be working closely with FNP on this project.

Building Project Update:

Doug stated that drawings for the new building should be ready soon. He also stated that the Richland Community College Board approved issuing bonds to fund the project.

The Richland Board needs to approve the final project. This is expected to happen at their August Board meeting. The Architect's building schedule is out and the projected completion date is December 2008. Doug has some feelers out for a down town office location, since this possibility was mentioned in the Program Review Report. However, the Council felt that parking would be a major issue.

Annual Plan of Work Needs Assessments:

Suggestions:

Doug Harlan: Series of programs -Grain Marketing, Horticulture

Evan Hall: Work shops on electronics, especially for older generations

Mark Sturgill: Programs regarding photography and putting pictures on the internet would be of value

Kirk Meyers: Attended the Community leaders Program, where there was discussion about beautifying store fronts.

Fern Stinson: Programs to show how self grown foods are of value and the benefits of basic gardening.

Doug Harlan: Community Swap program.

Doug encouraged all council members to bring forth ideas for educational programs through out the year.

Doug stated that Ray Batman's term on the Council was over. He thanked him for his service to the Macon County Extension Unit.

Meeting adjourned 7:01 p.m.

Respectfully submitted:
Fern Stinson
Secretary

Members Present: Bill Voorhees, Kathleen Anderson, Maria Ploch, Karen Halicki, Sue Fouts, Mark Sturgell,Mike Brokaw, Ray Batman, Evan Hall, and Fern Stinson

Unit staff members Present: Doug Harlan, Amy Leman, Jennifer Nelson, Rex Nicole, Sherri Rocha and Paul Mariman

Call to Order: 6.04P.M. by Doug Harlan

Jennifer Nelson presented the "Searching for Excellence" award the Extension Master Gardeners won at the MG International Convention in May at Little Rock Arkansas.

The award was presented for excellence in planning, developing and presenting information weekly on TV. The Macon County Master Gardeners maintain a "Demonstration Garden" at the WAND TV station here in Decatur. The Garden is used to present weekly horticulture programs on TV.

Sherry Rocha presented her completed Latino DVD program which provides information to Latino parent's regarding finding and using quality child care programs. The DVD is presented in Spanish with English sub-titling.

March 19, 2007 Extension Council Minutes: No discussion, Mark Sturgell recommended approval, Maria Ploch gave a second. Minutes were approved.

Welcome: Doug Harlan welcomed Paul Mariman back to the Macon County Extension Unit as the Farm Business, Marketing and Management Educator.

Doug Harlan led a discussion regarding an April 9, 2007 meeting with concerned 4-H leaders, parents and volunteers. This meeting was about concerns surrounding moving the 4-H show away from the Macon County Fair. A letter was sent to the Regional Director outlining the groups concerns. Several issues came out of the meeting:

1. The group did not understand that the present 4-H show dates were implemented as a three (3) year pilot program.

2. The group believed the survey which was sent at the end of the 2006 4-H year was the sole factor upon which the Extension Council was basing their decision. They felt the council would decide with the survey.

Doug Harlan explained to the group that the Extension Council was open to all input but didn't make their make final decision based solely upon the survey data. He further explained that the Council would again evaluate the 4-H Fair dates and schedule at the end of the 2007 4-H year. He said that the Council would be looking at what provided the best possible youth development opportunity for all Macon County Youth. Doug further explained that the Extension Council was the only group legally allowed to make decisions by vote regarding Macon County Extension programming.

Discussion: Mark Sturgell stated 4-H needs to determine what direction it should go.

Doug Harlan stated the Council needed to appoint a sub-committee to conduct the review and evaluation of the 4-H Program. He also stated that evaluation criteria needed to be developed. The sub-committee will be chaired my Mark Sturgell. It will also include the Extension Council members representing the 4-H/Youth program area. Sub-committee members included Mark Sturgell, Evan Hall, Temisan Shebi, Julie Owens, Dave Reeves, Amy Leman, Youth Development Educator, Kate Shields, 4-H Community Worker and Doug Harlan, County Extension Director.

Mike Brokaw, Extension Council chair, will review the final outcome.

Fiscal Report: Doug Harlan stated March 2007 shows a balance of $318,048.56.
Balance on Hand March 31, 2007 $40,449.97

April 2007 balance is $275,011.43
Balance on hand April 30,2007 is $38,475.13

Unit Program Review Update:

Ray Batman will be available for the Program Review interviews.

The Educators have reviewed their programs and documentation and are ready for the site visit.

Building Project Update:

In April Richland leaders agreed to move ahead with the project.

Presently working with the architect to develop final drawings. Plans are for building a "Green Building."

Comment: Ray Batman questioned square footage of new building, compared to what is now being used.

New building is approximately 9900 sq. ft. Present site is 13,520 sq. ft. Much of the present building contains inefficient space - such as 7 utility rooms, 9 bathrooms, and 4 switch rooms. Rent will increase in new building but utilities will be much lower and more economical.

Budget for July 1, 2007 to June 30, 2008.

Doug Harlan discussed the Units estimated carryover of $143,000. The Unit can legally carryover 30% of its budget. If the carryover amount is greater than 30%, then the portion over 30% will be taxed by Extension Administration at 2%.

Doug presented the Unit's FY 2008 $838,000 budget. He explained all budget agreements and expenses estimates. Ray Batman proposed accepting the prepared budget with Bill Voorhees giving the second. The FY 2008 budget was approved by the Extension Council.

Program Planning: Program planning for the PY 2008 starts in July. The Extension Council members were asked to provide ideas and requests gleened from the community for programs to meet their needs and interest. Extension Council members are to bring that information to the Extension Council meeting in July.

4-H Youth Development: Amy Leman reported Antonio Burton is now working as Extra Help and assisting in the various activities of the 4-H and Youth.

Superintendent's Youth Council made a trip to Hyde Park Academy in Chicago to see how service learning can be implemented. They have completed their proposal to present to the School Board requesting 20 hours of service to graduate.

4-H Pork chop BBQ will be held July 20, from 5.00P.M. To 8:00P.M. Gave out tickets to sell.

Refer to Amy's March-April report.

Community and Economic Development: Rex Nicole

3000 students have been reached concerning career planning.

Adopt a street has increased involvement.

Community SWAP program: Group of people from one town views another town and visa-versa for a 6 month period, enabling both parties to develop strategic planning and implementation.
Maroa and Teutopolis been asked to start this project.

Family Life Educator: Sherry Rocha

Along with her programs listed on her report, she taught 36 fathers on pre-school training call in Maroa.

Horticulture Educator: Jennifer Nelson

See monthly report.

Plant sale Saturday May 19, 9A.M. to noon. HEC will also have bakery good for sale.

Garden Walk will be held Sunday June 10, 11.A.M. until 4P.M.

Meeting adjourned 7:12 P.M.

Fern Stinson Sec.

Macon County Extension Council Minutes

March 19, 2007

Members Present: Kirk Meyers,Tim Dowd, Kathleen Anderson, Maria Ploch,Mark Sturgell,Mike Brokaw, David Reeves, Julie Owens, Evan Hall, and Fern Stinson

Unit staff members Present: Doug Harlan, Amy Leman, Jennifer Nelson, Rex Nicole, Sherri Rocha and Phyllis Herring

Call to Order: 6.05P.M. by Chairman Mike Brokaw

Welcome: Doug Harlan, No new introductions

January Minutes: No discussion. Kirk Myers recommended approval of minutes, second by Mark Sturgell. Minutes approved.

Fiscal report: Doug Harlan reviewed January fiscal report. Due to rent payment in January, the month showed a large expenditure. February expenditures were stable. Doug asked that Council members review the full income/expense print outs for further information. Doug stated that the Extension Council would need to submit there check in order to honor the budget agreement for FY 2007. This will include Master Gardener money donated back to the Unit.

Personnel Update: Doug Harlan stated interviews for the Farm Business, Farm Management position will be held in Champaign on March 27, 2007. There were four (4) applications. Two applications were disqualified after credential review on campus. Doug Harlan, Ray Batman and Fern Stinson will travel to Champaign to interview the two individuals that qualified for the position. Hopefully the position will be filled by March 29.

Extension Partners: Mike Brokaw discussed the proposed state budget relating to University of Illinois Extension. This budget is not yet final. FY 2008 State County Board Match financial support will remain the same.

Amy Leman reported that the State 4-H Interim Director is Richard Clark.

Amy Leman stated she is attending a two (2) day conference concerning legislative/connection. Handouts were reviewed by the council concerning the new State 4-H Curriculum Model. Amy explained the three areas of the new model. ENGAGE: field-tested, structured project experiences using 4-H curriculum. EXTEND: Projects/Events that will become extended project experiences for 4-H'ers such as projects with other counties or other states. As an example, Macon County 4-H'ers will be traveling to New York this summer to conduct the second phase of a "State-to-State" visit. EXPLORE: This area will look at developing new and innovative, special interest project experiences for 4-H'ers. As an example, Amy is working with the YWCA to look at developing a Jump Rope project. Another possible new project would involve skate boarding. Amy explained that children's interest does change rapidly which often makes the 4-H printed curriculum difficult to keep current. The Unit is also exploring the idea of placing the 4-H project books online at the Unit's web site. This would assist in eliminating the cost of purchasing project books for the Unit. Currently the Unit spends over $3300 per year purchasing new project books.

Doug stated 4-H is no longer a rural organization, but also urban. All youth should be excited about a program of their interest. Doug stated that the Unit is working diligently to make Macon County 4-H inclusive for both rural and urban potential participants.

Amy also stated that the State 4-H Office has hired a Program Coordinator to work specifically on organizing the State Fair. She stated that this will allow the State 4-H Office staff time to develop new curriculum.

Unit Program Review: Doug stated that the Unit is scheduled for a Program Review on May 23, 2007. Unit Extension Council members will be asked to participate in a interview session on that day, probably between 4-7 P.M. During the interview session, the program review team will seek information regard the Unit's strong points and possible areas of improvement. Doug asked that Council members let him know if they will be able to participate.

Building Project: Doug stated that a first draft drawing from the architect has been produced. There will need to be a few changes made. Currently the building has been designed with an unfinished interior. Doug stated that he has asked to a finished interior to be added to the design. Richland is planning on using non taxable bonds to pay for the structure. Projected finish date is June 2008.

Budget 2008: Doug stated that he will have the Unit's FY 2008 Budget for the Council to review at the May meeting. Doug asked that the entire council attend as a voted will be needed to approve the budget.

Fees for Service: Doug discussed Cost Recovery for various meetings and programs. He stated that the Unit is planning on increasing their Cost Recovery efforts in FY 2008. Doug explained that Cost Recovery simply tries to recover any cost associated with a program - no profit made. He said that the Unit needed to do this a budget tightens as cost continue to rise.

Doug also discussed charging a fee for participation in various activities. Currently, the only fee charged by the Unit is a Campus Administration driven $30.00 fee for the PSEP training and testing. The unit kept $10.00 of the fee and $20.00 went to Extension Administration. This fee was not well received by the participants. However, participants did pay the fee. Doug stated that Extension Administration is discussing charging a fee for 4-H membership. Doug does not agree with this. Doug stated he will not impose fees unless the council recommends and approves it, or told to do so by Extension Administration. However, he did state that fees for various memberships and programs will most likely become a more realistic possibility in the future.

Program up Dates:

Phyllis Herring: EFNEP/FNP The SNAP program for teens will be held for two (2) weeks. This is a large program and has again received a grant from the State 4-H Foundation. The FY 2008 grant is for $1300. Phyllis remains involved in the Herald & Review Loose to Win program. Doug stated EPNEP will possibly add two (2) more staff and enable expanding that program.

Jennifer Nelson: Master Gardener's bus trip to Indianapolis was well attended and ate at the Beef House, on the way back to Decatur.

Green Thumb will be selling produce to three (3) restaurants this year. They will be charging five (5) dollars per garden plot. This fee will encourage those participating to maintain their garden. Proceeds will go for seeds, maintenance of equipment etc...

Sherry Rocha: Family Life. The Spanish DVD is in production and will be available for the next meeting. She discussed a program concentrating on family as a unit, and interacting together. She attended a week long meeting in Wisconsin.

Other: Kirk Meyers stated he had volunteered to help with the pork chop dinner and asked if there would be some meetings. Doug stated pre-meetings would be held and he would be notified dates and times.

Meeting adjourned 6.55P.M.

Submitted by:

Fern Stinson Sec.

Minutes for January 22, 2007 Meeting
Macon County Extension Council
2535 Millikin Parkway
Decatur, IL 62526

Members Present: Kirk Meyers, Kathleen Anderson, Karen Halicki, Mike Brokaw, David Reeves, Julie Owens,

Evan Hall and Fern Stinson

Unit Staff Members Present: Doug Harlan, Phyllis Herring, Rex Nicole, Amy Leman, Sherry Rocha, Karyn Traum

Meeting called to order at 6.04 P.M. by Chairman, Mike Brokaw.

Welcome: By Doug Harlan, Unit Director

November 20 minutes: Requested one correction of wording by Rex Nicole.

Kirk Myers recommended approval of minutes, second by Rex Nicole. Minutes approved.

Fiscal Report: Doug Harlan reviewed fiscal report and noted reimbursement of University postage. Office rent paid. Stated budget activity is doing well. (Review the actual print outs for further information.)

Personnel Update: Doug Harlan

Farm Manager Position posted by U of I on January 10, 2007 will be posted for three (3) weeks. Applications will be reviewed and interviews will then be held. Some council members will be asked to assist in the interview effort. Anticipating a hire date by May, 2007.

Advertising in a Movie Theater:

As recommended, 4-H advertising was shown during the showing of Charlotte's Web, fifty four (54) times, at the cost of $2000.00. Council did not have any feedback.

4-H Pork Chop Dinner:

Amy Leman reported is being planned for Friday July 20^th.

There are activities for the 4-H and younger, Clover Leaf 4-H, children in the afternoon on Friday, and the dinner will be after this is over. Older 4-H children will be involved in teaching them how projects are judged etc. Tickets will be sold to the public and council members will assist in cooking, serving etc. Time of the event discussed and agreed upon to be 6:00 P.M. to 8:00 P.M. Doug Harlan, Kirk Myers, Karen Halicki, Phyllis Herring volunteered to be on the committee. The committee will after 4-H Foundation identified members to also serve on the committee. A movie night is planned after the dinner, outside the building.

4-H Show:

Amy Leman stated all rules for the Rabbit and Poultry Show have been E-mailed out. Doug stated three (3) 4-H youth from Macon County attended a meeting, providing significant input and knowledgeable to rules and regulations.

Program Revue:

Doug Harlan stated members of a review committee will be in the facility, reviewing the required documentation and affirmative action. Some council members will be asked to talk to the reviewing committee. The review committee will then write a report with opportunities for improvement and strengths of the Unit's programs. The Program Review will be held on May 23, 2007.

Individuals will be asked in early April to participate in the program review.

Program Updates-County Extension Director: Doug Harlan

New Extension building: Doug met with Richland personnel and the architect on January 11, 2007. Discussed building requirements, space, meeting room, and possible 4-H Center. Architect will meet next month with rough plans. Estimated cost of the 4-H Center is $360,000.00. If 4-H building is connected to the Unit office, the meeting room would seat 200 people. If the 4-H building plans do not come to be, the Unit plans to build a meeting room to seat 100 people. Richland is using non-taxable bonds and would need space in the building. The Extension Unit would control the meeting rooms. Possibly Richland office space could be located at the end. Richland might own the building and Extension would lease the space. Project is moving ahead with the space we need. Cost will be between $100 and $130 sq. foot. Looking at Geothermal heating, which could be installed and paid for through grants.

Julie Owens asked if 4-H Center went to Richland, what happens to present fair ground building?

Doug: Would be sold back to the fair ground. Possibly 4-H may stay as is.

4-H Youth Development-Amy Leman

January-February staff has met with 4-H club meetings, discussing records.

4-H Frenzy of Fun will be held February 10 - this is a day of project workshops for 4-H members.

Unit received a $1200 grant from the Decatur School Foundation to fund the School Superintendent's Youth Council program. Aramark has agreed to fund food for these events.

Macon County Youth Summit 02-16-07. The theme is "Who wants to be a Leader?" This will include a volunteer fair, which displays for the youth to see how they can volunteer in their community. It includes youth-led workshops and a college-aged speaker. Facilitator training begins on Sunday.

March 17 - The East Central Region Ultimate Project Challenge will be held. Rex and her engineering group will be helping with the Engineering challenge. This is an event planned by a committee of youth in the East Central Region.

Community and Economic Development-Rex Nicole

Involved with the Macon County Planning Consortium

Engineer in the Classroom program will hold its Rube Goldberg Competition 02-24-07

Refer to the orange reporting sheet for detailed information.

EFNEP/FNP-Phyllis Herring

65 hours were spent in Decatur Public Schools concerning nutrition.

"Loose to Win" requested their involvement.

Refer to the robin egg blue report for detailed information.

Horticulture/Master Gardener-Kayrn Traum

Master Gardener's held a luncheon for ten (10) students that began their training on January 25 with Springfield class.

Master Gardener worked with the United Way to assist in limb pick-up and yard clean up. It received very favorable publicity.

A committee of seven (7) Master gardeners will be doing tree identification at Fairview Park. Trees will be labeled and a map developed.

Bus Trip: March 14 to the Flower show in Indianapolis. Cost $40.00. Includes Master Gardeners and the public.

Refer to blue reporting sheet for Jennifer Nelson's report.

Family Life-Sherry Rocha

A DVD was recommended by the Latino families as the best way for the group to provide successful transition to the area. It presently is in draft form and is ten (10) minutes long. Funding came from various sources. Hopefully, it will be available for viewing by the next meeting date.

Refer to the yellow reporting sheet for in-depth activities.

Other-Doug Harlan

Holiday bowling staff party was fun and enjoyable.

The Unit Newsletter is going to press next week.

4-H Camp in Monticello has begun a capital improvement project on the kitchen and dining facility. Both need to be brought up to code. Approximate cost for total repairs and upgrades will be $1,000,000. A type of fund raising must be implemented to accomplish these repairs. Fund raising dinner a possibility.

Mike Brokaw: Mike is involved with Extension Partners. It is a volunteer organization that is the lobbying arm for Extension with the General Assembly. It has been fairly successful in securing additional funding for Unit Youth Development Educators and other projects. Organization will meet with the General Assembly in the future, attempting to instill the need for monies for each county to have a state funded Youth Development Educator.

Doug Harlan: Amy is funded by the Macon County Extension Unit as the Youth Educator.

Meeting adjourned 6.58P.M.

Next meeting: March 19 -6.00P.M. (Meal @5.30P.M.)

Fern Stinson, Secretary

Minutes for November 20, 2006 Meeting

University of Illinois Extension
Macon County Extension Council
2535 Millikin Parkway
Decatur, IL 62526

Present: Kirk Meyers, Tim Dowd, Kathleen Anderson, Diana Shipley, Karen Halicki, Bill Voorhees, Ray Batman, David Reeves, Julie Owens Evan Hall and Fern Stinson

Unit Staff Members: Doug Harlan, Jennifer Nelson, Phyllis Herring, Rex Nicole and Amy Leman.

Meeting called to order at 6.04 P.M. by Doug Harlan due to absence of the Chairman, Mike Brokaw.

Doug welcomed any members that were unable to attend the last meeting and all members introduced themselves.

September 30 minutes were approved with a motion from Karen Halicki and a second by Ray Batman. No discussion and minutes approved.

Fiscal Report: Doug Harlan reviewed the two fiscal accounts of the Unit. He provided the council with the September/October budget, income and expenses.

September 2006 balance 122,724.13 less expenses 40,768.32 equaling a balance of 81,955.81. October income was 164'309.94 with expenses of 36,950.30 leaving a balance of 209,315.45. (See hand outs for detailed information.)

Doug discussed postage reimbursement, explaining penalty mail, which this is the last year it will be available to the unit.

Council member Kirk Meyers asked if financial statements were mailed with the other Unit information.

Doug Harlan stated: No, it is placed in the council notebooks. He prefers not send through the mail system, although it is public knowledge.

Personnel Update:

Doug Harlan stated Valerie Centola resigned, due to personal reasons and moving out of state. Since the Unit has three and half (3.5) secretaries remaining, the position will not be filled at this time.

Paul Marimann, Farm Business, Farm Management/ Crop Science resigned in October, accepting a position of Director of Food, Agriculture and Energy at Richland Junior College. This position will be filled upon council approval of the position description.

The Process:

Position Requirement for Extension Unit Educator of Farm Business; Farm management-Marketing Macon County.

Doug Harlan discussed the proposed position description to the council, including all duties and responsibilities and qualifications. This description will need an affirmative vote by the council, it will then be sent to the Region Director, and Personnel will review on campus. The position will be published and advertised. The hiring process is detailed.

1. The position is posted for thirty (30) days

2. There is a ten (10) day wait for all applications to be received.

3. All applications are reviewed by the Credentials Review Committee.

4..Those qualified will be submitted to Regional Director and interviews will beset up for three or four of the best applicants.

5. Usually two (2) council members will be on the interview committee. If none meet

what the Unit requires, process starts over.

Possible hire date May 01, 2007

Doug Harlan commented Paul Mariman spent 40% of his time on Agronomy questions.

Question Diane Shipley: Why delay the advertising?

Answer Doug Harlan: Ellen Burton the acting Regional Director recommended prior to spring graduation. It entails a lot of evening meetings.

Motion made by Tim Dowd to accept the position description, second by Julie Owens.

No discussion. Vote: Approval of position description.

Question: Tim Dowd questioned the interest of a person with a Master Degree accepting the noted salary.

Answer: Doug Harlan stated that is the Uof I starting salary of a new graduate. Salary of person hired may vary.

Program Update:

County Extension Director: Doug Harlan asked for feed back on the first issue of the Extension News Letter. Council agreed it was well done. Some delay in mail delivery due to bulk mailing. Three thousand (3000) copies were printed, two thousand nine hundred fifty four (2954) were sent out

4-H/ Youth Development: Amy Leman stated June 13-15 large livestock show with the Macon County Fair. Horse Show is June 19. General Projects is scheduled July 17-20.

Rabbit and Poultry date has yet to be confirmed.

Amy Leman discussed a pamphlet "Remembering the Eight Critical Elements" and the diversity of the 4-H population.

A hand out on "Approaches to 4-H Youth Development" which was explained by Amy Leman. She discussed the hand out "the 4-H Study of Positive Youth Development" by research studies of Mr. Lernera and its results and implications to date..

Doug Harlan stated there is a vision for a state 4-H office. Has had one failed search.

The question: Where does the State of Illinois want the 4-H to Go?

Advertising in Movie Theater-Cost Update

Amy Leman stated Charlottes Web is coming to the Theaters and would like to promote local 4-H by advertising along with the movie. She has not checked on cost nor has Doug Harlan. He asked if any council members had any experience.

Kirk Meyers stated he had used radio and Movie Theater but would have to check his files for cost.

Amy Leman stated February the Decatur Community partnership-leadership will have a youth summit.

They have had two (2) Teen Center events at the DISC. One hundred youth attended the last one and covered the DISC cost.

Kate Shields is assisting a 4-H club to save rabbits by adoption in December at the Mall.

Community and Economic Development:

Rex Nicole added to her printed report that the Construction Expo involved 900 students. Other counties are interested and mentioned possible U of I competition.

EFNEP/FNP Phyllis Herring referred to the printed handout for the many educational programs that are ongoing. Stated school districts are striving for wellness of students and teachers are requesting more and more programs.

Horticulture: Jennifer Nelson stated Green Thumb project still has the problem of trash being dumped on their site. They are willing to clean the site up, if they knew where it could be disposed in a safe manner.

A suggestion was made to contact the probation service and/or Solid Waste management byRay Batman

Jennifer Nelson discussed using the subject of worm composting at the Wee Folk Day Care. The kids enjoy this project.

Doug Harlan announced the office Christmas party will be a bowling adventure at the Zone bowling Alley at 1:30 P.M., 12-21-06. Come cheer your team!

Next meeting will be January 22, 2007 at 6:00P.M.

Meeting adjourned at 7:06 P.M.

Fern Stinson,Sec.

Minutes for September 30, 2006 meeting.

University of Illinois Extension
Macon County Extension Council Agenda
September 30, 2006 10 AM

10:00 am - Call to Order: Chairman Mike Brokaw

10:05 am - Welcome and Introductions: Doug Harlan

10:15 am - The Role of Extension Council Members: Doug Harlan

• Extension Council Guide
• Position Descriptions
• Items that require a vote

10:30 am - Colors Program: Amy Leman

11:30 am - Lunch

12:15 pm - Official Meeting

• Read and approve July 24^th Minutes
• Fiscal Report - Doug Harlan
• Extension Board Report - Doug Harlan
• Program Updates:
  • County Extension Director: Doug Harlan
  • 4-H /Youth - Amy Leman
  • Community and Economic Development - Rex Nicole
  • EFNEP/FNP - Phyllis Herring
  • Family Life - Sherry Rocha
  • Farm Business/Ag - Paul Mariman
  • Horticulture - Jennifer Nelson
• Macon County 4-H and Livestock Show update
  • Discussion of Survey and Open Forum Results
  • Discussion regarding continuing combined 4-H Livestock show
  • Discussion of when to set dates for 4-H General Projects show
• 2007 Extension Council Meeting Schedule
• Next Meeting: Monday, November 20, 2006 at 6 PM

2:00 pm - Adjourn