MEMBERSHIP DEVELOPMENT COUNCIL   Sunday, July 18, 1999 1:30 - 3:30 pm Windsor E Room

Stanley A. Weeks, presiding

1. CALL TO ORDER AND OPENING REMARKS

Council Chair Stanley Weeks called the meeting of the Membership Development Council to order at 1:30 pm on Sunday, July 18, 1999, in the Windsor East Room of the Sheraton Centre, Toronto, Ontario Canada. Those present included S. A. Weeks (Council Chair), R. M. Peart (District 2 Rep.), R. N. Clark (Awards Chair), J. E. Dixon (International Committee Rep.), D. D. Fangmeier (Section Committee Rep.), J. F. Reid (District 3 Rep.), D. L. Larson (District 4 Rep.-elect), R. A. Persyn (Student Rep.), J. L. Wille (Past Chair), D. B. Beasley (District 2 Rep.-elect), J. S. Cundiff (FPEI Rep.), G. A. Giacomelli (District 1 Rep.) , D. L. Wambeke (District 5 Rep.), R. E. Yoder (P-414 Chair), C. L. Weller (P-414 Vice Chair), R. B. Dodd (NCEES Rep. To Participating Organizations Liaison Committee), R. E. Graves (PEI Rep.), J. L. Steele (Vice Chair), J. S. Cundiff (FPEI Rep.), M. D. Zielke (Comptroller), D. J. Thar (Administrative Assistant), and M. M. Moore (Executive Vice President). A. L. Kenimer (Education Dept. Rep), J. B. Solie (Research Committee Rep.), and C. E. Brown (District 4 Rep.) were absent.

Mr. Weeks indicated that Ann Kenimer advised that the Education Steering Committee (P-202) is in the process of being disbanded.

He distributed copies of Membership Development Council reports that were given to the Board of Trustees on December 10, 1998 and April 24, 1999 (Attachment A). Executive Vice President Moore advised that Pam Manning will be returning from pregnancy leave January 1, 2000, and Tina Schultz will be returning September 1, 1999.

2. REVIEW OF AGENDA

Additional items added to the agenda under item #17:

17.1 Sam Houston State University request to organize a Student Branch 17.2 Data Base Access of Membership Information 17.3 Graduate Students 17.4 Section Termination 17.5 Student Member Qualifications 17.6 Member-Get-A-Member

3. MINUTES OF THE JULY 12 & 16, 1998 MEETINGS

Mr. Russell Persyn advised that he was present at the meetings in July 1998. An editorial change in Attachment 5 was also corrected. It was MOVED AND VOTED to:

Approve the minutes of the Membership Development Council of July 12 and 16, 1998 as corrected.

Mr. Del Fangmeier suggested that future minutes reflect what business transpired on each of the two days. Past Chair Jerry Wille asked that the minutes be sent out in a timely manner (six weeks or sooner). 4. RESULTS OF EMAIL VOTING

Ms. Moore presented the email votes for the period from July 16, 1998 through July 18, 1999 (Attachment B). It was MOVED AND VOTED to:

Reaffirm the email votes for Issue No. 98-6, Acceptance of the Florida A&M Application for a Student Branch; Issue No. 98.7, North Atlantic Section/NABEC/Section Rebate Moneys; and Issue No. 98.8 Connecticut Valley and East Lake Ontario Sections/NABEC Section Rebate Moneys.

Awards Director R. Nolan Clark discussed Issue No. 99.1, ASAE Foundation Scholarship Fund (Attachment C). He indicated that the Student Engineer of the Year Scholarship (Yoerger) awards a $1,000 scholarship and has a balance of $1,968. This scholarship has been in existence for a number of years but has not been awarded every year because of a lack of funds. A concern was expressed by P-207 as to the relevance of creating another scholarship when there is an existing fund for the same purpose.

Some Council members objected to the restricted nature in which the proposal was written. Mr. Clark advised that the scholarship awards are handled through P–207. It was MOVED AND SECONDED to affirm the vote on Issue 99-1 with the stipulation that details of the requirements, solicitation, and selection be done by P-207. This motion was ultimately withdrawn.

Past Chair Jerry Wille expressed concern that the Foundation came directly to the Membership Development Council before presenting their request to the Awards Committee. This is totally inappropriate and is the major reason that the Council is wrestling with making a decision.

Foundation President David Palmer advised that Operations Committee chair Bill Splinter’s main thrust is to get all of the awards endowed. He is optimistic that if Mr. Yoerger decides not to endow the Student Engineering of the Year award in two years, an appeal for a cause for giving to endow this award could be accomplished after further discussion.

It was MOVED AND VOTED to:

Affirm Issue 99-1, Foundation Scholarship Fund (a new Endowment-in-Process fund).

5. BUDGET

Jerry Wille, past chair of the Membership Development Council, explained the budget process. He advised that the Membership Development Council has oversight for $1.2M in expenses and $850,000 in income. The income comes from dues (including the portion attributed to Resource magazine), $8,000 from the Foundation and $2,300 in royalties from the MBNA credit cards. The Council should determine, at one point, if it should continue the MBNA program. During budget consideration, the Council must also consider the needs of the committees within its purview.

5.1 PE Exam Preparation

Engineering Registration Committee (P-414) Chair, Ron Yoder, discussed the budget needs of P-414. P-414 has two budget requests for consideration by the Council:

1) A budget increase of $5,000 (from $3,000 to $8,000) to cover increased costs of developing the exam; and 2) $20,000 to complete a Task Analysis required by NCEES.

Mr. Yoder discussed the requests and offered an overview of NCEES and the requirements P-414 must meet to provide the exam each year. This is included in Attachment D. The request for a budget increase was deferred until Thursday. Further discussion focused on the Task Analysis request.

The Task Analysis is required by NCEES. It is a survey of most of the professional working engineers within a discipline and done to ensure that the exam reflects what work is actually performed by people within the discipline. P-414 will form a committee of 7-10 members to develop the survey and headquarters assistance will be needed on mailing and receipt of the surveys. NCEES will perform the analysis of the survey. The Analysis will take about 14 months to complete. The $20,000 request includes $16,000 to convene the committee (7-10 people) twice and $4,000 to NCEES (or its subcontractor) to cover the preparation and printing of the computer analyzed survey forms.

Mr. Yoder noted that the new task analysis would introduce more of a biological component to the exam. This is of great interest to some. However, it will never be a biological exam. If the Task Analysis indicates that the practicing agricultural engineers are involved in biological applications, the exam will have more of a biological emphasis in some of the questions.

In summary comments, Mr. Dodd, ASAE representative to the NCEES Participating Organizations Liaison Committee, pointed out that the original agreement between NCEES and ASAE was to provide a camera-ready exam to NCEES. Over the years ASAE has used NCEES' facility and staff to help prepare the exam - even to the point of having an NCEES staff person attend a workshop at an ASAE annual meeting to help prepare the exam. NCEES has been very gracious and willing to help in the past years. He also noted that two or three years ago some members of the P-414 committee were not inclined to change the structure to a no-choice exam. However, they were pressed hard by NCEES to make the change and have concluded that they could write an exam that would essentially test the same knowledge and pass the same people with a no-choice exam as with the previous exam format. They simply have to be more careful in writing the questions so they reflect basic engineering principles. It was MOVED AND SECONDED to: Budget $20,000 to fund the task analysis every 10 years.

Mr. Weeks indicated that this is a good example for use of the Initiative Fund since it is a one time thing that initiates something and gets it in motion. He suggested developing a strong Initiative Fund proposal for funds available next year. This would be a solid way to approach this without increasing the budget. Mr. Wille agreed on pursuing the Initiative Fund. If that is not approved then pursue the ASAE Foundation. It was MOVED AND SECONDED to table the motion until Thursday. MOTION FAILED.

It was MOVED AND VOTED to:

Amend the motion to delete "budget" from the motion.

It was MOVED AND VOTED that:

The Membership Development Council endorse moving forward on funding $20,000 for the task analysis.

The Task Force to develop an Initiative Fund proposal will consist of Chair Jerry Wille, David Beasley, and Ron Yoder.

6. REPORTS

6.1 Headquarters

No further report, see opening remarks.

6.2 Awards

Awards Director Nolan Clark advised that five awards are not being presented this year. There has been some criticism, but there were insufficient nominees for these five awards. It is the discretion of the Selection Committee not to choose one of the nominees if they so desire in order to maintain the quality and excellence of the ASAE awards program. This year the Awards presentation will be a banquet rather than a lunch and a dessert reception will follow to give members an opportunity to congratulate the award winners.

He advised that the new Award for the Advancement of Surface Irrigation will be announced during the Business Meeting. This award will be presented beginning in 2000. 6.3 Report of District 1

District 1 Representative Gene Giacomelli presented a report on District 1 (Attachment E).

6.4 Report of District 2 District 2 Representative Robert Peart reported that all the Sections in District 2 are doing well. He introduced incoming District 2 Representative, David Beasley.

6.5 Report of District 3

District 3 Representative John Reid will report on Thursday.

6.6 Report of District 4 In the absence of District 4 Representative Claude Brown, Del Fangmeier reported that the New Mexico Section is inactive but there is a candidate who will work to revive it; Arizona and Colorado are fairly static; California-Nevada Section is doing well, and Hawaii is inactive.

6.7 Report of District 5

District 5 Representative Dan Wambeke reported that the Pacific Northwest Section includes Alberta, Alaska, British Columbia, Idaho, Montana, Oregon, Utah, and Washington. The four northwest states are having an annual meeting in Logan, Utah. Several states do not have agricultural and biological engineering programs. The Pacific Northwest Section has an annual meeting and attracts about 100 participants. In the Midwest the prairie provinces have three sections, South Dakota which is inactive, Red River Valley which has three meetings a year, and the Man-Sask Section (Manitoba, Saskatchewan). These Sections have a North Central meeting which is held in March/April. The Sections go relatively inactive for two years. Every three years they become active to put on the North Central meeting.

6.8 Report of Education

No report.

6.9 Report of the International Commission

International Commission chair John Dixon commented that there needs to be a policy on the use of the term "agricultural engineering." If ASAE continues to use American Society of Agricultural Engineers on all publications, this will solve the problem from the international point of view. The official wording also needs to be included on ASAE’s stationery. Executive Vice President Moore advised that the letterhead for ASAE is being redesigned and American Society of Agricultural Engineers will be spelled out somewhere on the letterhead.

6.10 Research

No report.

6.11 Professional Development

No report.

6.12 Section Steering

Section Steering Committee chair Del Fangmeier discussed Section Awards. Last January Joe Schulz provided a list of statistics pertaining to membership, particularly changes during the period 1996-1998. Later he sent a suggestion for certificates to be sent out to recognize those sections where membership increased for their efforts. There were two categories:

First based on the percentage increase in membership from 1996 to 1998: Georgia Section highest percentage increase in Regular members; Oklahoma Section highest percentage increase in Student members; Oklahoma Section highest percentage increase in total membership.

Second based on the numerical increase in membership from 1996 to 1998: Quad Cities Section highest numerical increase in regular members; Kansas Section highest numerical increase in Student members; Georgia Section highest numerical increase in total membership.

Mr. Fangmeier read a sample certificate "The Membership Development Council of the American Society of Agricultural Engineers hereby honors the officers and members of the Georgia Section for outstanding regular membership growth of the section during the period 1996-1998."

It was MOVED AND VOTED to:

Recognize the Georgia and Oklahoma Sections on the basis of increases in total members An additional award was given to James W. "Bill" Thomas in recognition for his efforts in the development of new Student Branches in the Texas Section.

It was suggested giving a certificate to any Section that increases their membership most in each category. The important thing is that people are recognized and the data are distributed so people understand what is happening in various sections.

6.13 Preprofessionals

Mr. Russell Persyn reported that the Foundation endowed the Preprofessional Fund last year. The committee, consisting of Mr. Persyn, Carly Washmon, Bob Fridley, and Barrie Smith proposed to distribute $1,000 from the fund in the following manner:

$250 1st Place 1/4 Scale Team $200 2nd Place 1/4 Scale Team

$250 1st Place Poster Competition $150 2nd Place Poster Competition $100 3rd Place Poster Competition

$50 Trophy for Micro Mini Tractor Pull Competition

These distributions are to be used to assist in travel to the Annual Meeting.

Minutes of the Membership Development Council, July 18, 1999 Page 8 This proposal was approved by the Preprofessionals at their Business Meeting.

Mr. Persyn advised that the issue of the cost of the annual meeting, hotel accommodations, etc. were discussed at the Preprofessional Business meeting. A suggestion of a check-off program to members be made to offset cost (on a voluntary basis) for student members attending the meeting. He was encouraged to visit with the Meetings Council.

7. OTHER BUSINESS

7.1 Mr. Weeks presented a Leadership Citation to Del Fangmeier "For his distinguished leadership in organizing and serving as chair of the newly formed Section Steering Committee, the first meeting of this committee, at the 1998 Annual Meeting, was very successful and this group will be vital in assisting sections activities."

7.2 Treasurer Roger Rohrbach distributed a copy of and addressed the Electronic Publishing Initiative – Potential Impact on Other Business Units and Overall Society Finances (Attachment F).

The meeting recessed at 3:35 pm until Thursday at 7 am.

MEMBERSHIP DEVELOPMENT COUNCIL Thursday, July 22, 1999 7:00-10:00 am Civic North Ballroom

Stanley A. Weeks, presiding

1. CALL TO ORDER AND OPENING REMARKS

The Membership Development Council meeting reconvened at 7:00 am Thursday, July 22, 1999. Those present included S. A. Weeks (Chair), R. M. Peart (District 2), R. N. Clark (Awards Chair), J. E. Dixon (International Committee Rep.), D. D. Fangmeier (Section Committee Rep.), J. F. Reid (District 3 Rep.), D. L. Larson (District 4 Rep.-elect), R. A. Persyn (Student Rep.), J. L. Wille (Past Chair), D. B. Beasley (District 2 Rep.-elect), C. E. Brown (District 4 Rep.), R. E. Yoder (P-414 Chair), J. L. Steele (Vice Chair), S. G. Capps (Society Trustee), G. Singh (Trustee), M. D. Zielke (Comptroller), D. J. Thar (Administrative Assistant), and M. M. Moore (Executive Vice President). Section Steering committee incoming chair Ted Tyson and incoming Preprofessional representative Carly Washmon were also present. A. L. Kenimer (Education Dept. Rep.) and J. B. Solie (Research Committee Rep.) were absent. Malcolm Wright represented Robert Graves (PEI Rep.). Douglas Small representing Jan Jofriet for CSAE and Saied Mostaghimi representing the Soil & Water Division were also present.

OLD BUSINESS

2. AGENDA ITEMS DEFERRED FROM SUNDAY, JULY 18 AGENDA

5.1 PE Exam Preparation

Mr. Jerry Wille discussed the reimbursement of member travel for the PE exam preparation. It was MOVED AND VOTED to:

Increase the budgeted travel allowance from $3,000 to $8,000 for members traveling to NCEES to prepare the PE exam.

5.2 Reimbursement of Member Travel

Mr. Wille presented an Initiative Fund Proposal for P-414: Engineering Licensure (Attachment G). The request is in the amount of $18,640 to cover the cost of conducting a Task Analysis for the agricultural engineering professional licensure examination. (Ron Yoder discussed this need extensively under item #5.1 on Sunday).

It was MOVED AND VOTED to:

Support the Initiative Fund Request proposal for funding the Task Analysis required by NCEES in the amount of $18,640.

ASAE Society Trustee Brown advised the Council that the Board of Trustees has been discussing reimbursement of travel expense (Attachment H). He presented a proposal which will be put before the Board of Trustees at its meeting. This needs to be approved by the Board of Trustees.

After discussion of the proposal, it was MOVED AND VOTED to

Amend the word "per diem" to read "actual expenses."

6.2 Awards

Awards Coordinating Committee (M-102) Chair Nolan Clark advised that nominations for awards to be presented in 2000 are due October 31, 1999. An announcement will appear in the August or September issue of Resource magazine. All award instructions are available on the ASAE Home Page.

M-102 is working with individual committees to present two new awards in 2000. Both of these were discussed at the Society’s Business Meeting on Tuesday.

M-102 received a verbal request from the ¼ Scale Tractor contest committee to develop an umbrella awards category for Student Design Competitions to include AGCO National Student Design Competition, ¼ Scale Tractor Design Competition and an Environmental Design Competition. No action was taken until a written request is submitted.

Questions were raised about the Student Contest committees - K. K. Barnes Student Paper (M-123), Student Design Competition (M-124), and EMI Student Trophies (M-125). Mr. Clark advised that these contests are in the awards area and that these competitions are not in their proper organizational place. He requested that Council Chair Weeks appoint a committee to address the issues of coordination of these student activities with awards and student organizations. The committee consists of Nolan Clark, Russell Persyn and Dennis Larson. John Cundiff was elected chair of M-102 for 1999-2001.

6.5 Report of District 3

District 3 representative John Reid advised that the Chicago Section and Central Illinois Section of ASAE are in the process of being reactivated. He requested that disbandment be delayed to allow these sections to become active. Officers need to be elected in order to disburse funds currently available for each Section.

Mr. Fangmeier pointed out that the Chicago Section has hosted the Winter Meeting for many years and perhaps has accumulated a significant bank account. Mr. Reid will contact the former treasurer. There was discussion regarding section bank accounts. Mr. Tyson indicated that the issue is not a fund management problem but rather a problem with active membership. Mr. Weeks suggested that the Section Guide be updated by the Section Steering Committee to reflect the concerns discussed.

6.6 Report of District 4

District 4 representative Claude Brown advised that Melissa Moore and John Miles have discussed creating sub-sections within the areas of Section 4 in order to get activity back into the organization. They will be following up on their discussions after the Annual Meeting.

6.9 Report of International Commission

International Commission Chair John Dixon reported that the International Commission recommends that the ASAE representative for CIGR report to ASAE through the International Activities Committee (INTL 611).

It was MOVED AND VOTED that:

The ASAE representative for CIGR report to ASAE through the International Activities Committee (INTL 611).

The International Commission recommends that a partnering program of CIGR people and ASAE people be established for matching people with similar technical interests as a part of the forthcoming Joint Congress in 2002 (Attachment I).

It was MOVED AND VOTED that:

A partnering program of CIGR and ASAE be established for matching people with similar technical interests as a part of the forthcoming Joint Congress in 2002.

Mr. Dixon advised that the International Commission appointed a working group to study appropriate data, in concert with the headquarters staff, and to make recommendations concerning the services and fees associated with the approved cooperative agreement policy.

6.11 Report of Professional Development

Mr. Malcolm Wright gave a summary of activities for the Professional Engineering Institute (PEI) (Attachment J). He advised that the PEI received a Presidential Citation for their initiative and efforts in promoting the profession through the publication "What a Consulting Agriculture Engineer Can Do For You" distributed with the June 1999 issue of Resource magazine. Bill Koenig and Donna Hull were recognized for their extraordinary efforts.

6.12 Report of Section Steering Committee

Mr. Del Fangmeier reported on the Section Steering Committee (Attachment K). He advised that the Minnesota Section has a non-member treasurer. Ms. Moore indicated she would send a letter to the president of the section explaining the situation and hopefully get him to join ASAE.

Ted Tyson is the incoming Section Steering Committee chair. 6.13 Report of Preprofessionals

Mr. Russell Persyn reported on the activities of the Preprofessionals. The Quarter Scale Tractor competition needs more visibility within ASAE. The Quarter Scale Tractor Competition Committee (M-126) would like to have more banners and items to display at the annual pull to show ASAE support and involvement with this design competition.

The Student Organization Committee (P-207) suggested and passed a resolution to support a priority listing from Preprofessionals to ASAE Headquarters. Furthermore, it was suggested that the students subscribe each of their departmental student list serves to the students@asae.org list serve to better serve and reach all members and potential members of the Society with information.

At their meeting in Orlando, the Membership Development Council discussed changing the membership form to include the graduation date. He inquired to see the progress of this action and reinforced follow up with students closer to their graduation date. Ms. Moore advised that this is an initiative at headquarters.

Mr. Persyn expressed concern that Resource magazine and other Society mailings that are sent in bulk to the university may not be an effective means of reaching student members since some universities are unable to have these distributed. Many students may not be in the building of their department and do not come by to pick them up. They encourage consideration be given to sending these directly to the student's address. An electronic version of Resource and the ability to change address information on the web, may alleviate some moving problems that students frequently experience. Ms. Moore will work with Mr. Persyn to determine an appropriate mailing system for the students.

Mr. Persyn advised that he and Ms. Washmon met with the Meetings Council to resolve hotel accommodations for the students. Carly Washmon is the incoming Preprofessional representative for the Membership Development Council.

7. CHICAGO SECTION

See District 3 report (agenda item 6.5)

8. PROFESSIONAL ETHICS

Mr. Weeks asked for volunteers to communicate with Murray Madsen regarding the Code of Ethics for ASAE. A copy of the email discussions appear as Attachment L. Malcolm Wright and Dennis Larson volunteered.

9. MEMBERSHIP COMPOSITION

Mr. Steele advised that the Membership Composition Committee has been inactive. He recommends that the committee be retained and report back next year. It has not been determined who will be members and their terms of office. Mr. Wille felt that the reason for this committee is not to create a new Council, but rather review the bylaws and determine how the Membership Development Council can function in the manner in which it is constituted. This Council deals with an enormous amount of business within the Society.

District 3 representative John Reid asked for clarification of the process for replacing the district representatives. Mr. Fangmeier advised that the Section Steering Committee established that the Nominating Committee for the Districts will be the district representative and section chairs from each of the sections within that district. The election for District representatives will occur in the spring of 2000.

John Dixon expressed a similar concern about the International Commission representative in that there is no procedure for selecting the Membership Development Council representative. The Membership Development Council Bylaws state that the International Commission Steering Committee will provide a member to the Council. (Article 2, Section B)

10. COOPERATIVE AGREEMENT POLICY

Discussed under item 6.9, Report of International Commission

11. COUNCIL ORGANIZATION 11.1 Bylaws

See Attachment M.

11.2 Term of Office Mr. Weeks suggested that the term of office for the Membership Development Council chair be reconsidered, with the possibility of going to a two year term. With one year terms, the chair-elect needs to be heavily involved in order to get up to speed, and the past chair is head of the Budget Committee.

11.3 Nominating Committee Mr. Steele reported that the Nominating Committee was appointed by Mr. Weeks. The incoming vice chair, James Steele, was the chair of the Nominating Committee which included Del Fangmeier and Robert Peart. An email message was sent to all members of the Council requesting information for recommendations. The committee met in Toronto prior to this Membership Development Council meeting and selected a nominee from a group of three recommendations. Mr. R. Nolan Clark was nominated for election as vice chair of the Membership Development Council. It was MOVED AND VOTED to:

Accept the Nominating Committee report.

It was MOVED AND VOTED to:

Cast an unanimous ballot for R. Nolan Clark as incoming vice chair of the Membership Development Council.

12. GUIDELINES FOR COMMUNITY DUES

Ms. Moore advised that the Guidelines for Community Dues are being discussed by the Finance Committee and the Board of Trustees. A task force is being established by the Board of Trustees to look at all aspects of communities.

13. PRIORITY ISSUES RESPONSES

Mr. Weeks distributed a copy of the "Big 5 Compilation" (Attachment N) and the Membership Development Plan (Attachment O). The incoming chair will discuss these at future meetings.

14. ELECTRONIC PUBLISHING

Mr. Weeks indicated that the electronic publishing is a positive effort for ASAE. A copy of the Electronic Publishing Initiative appears as Attachment F. 15. OTHER ORGANIZATIONS REPORTING

Ms. Moore discussed Other Organization Reporting to ASAE. There are two groups that currently report to the Board of Trustees – Junior Engineering Technical Society (JETS) and National Engineering Week (E-Week). The recommendation is that these two groups report directly to the Membership Development Council. It was MOVED AND VOTED to:

Accept the recommendation that JETS and E-Week report directly to the Membership Development Council.

16. REGIONS/SECTIONS/SUBSECTIONS

Ms. Moore advised that by eliminating regions, the sections became very large. Discussions with NABEC indicated they would go back to a region. There is a bylaw change that would be required if regions were reinstated. Mr. Fangmeier indicated that the Section Steering Committee discussed the issue of establishing regions. The general reaction was to stay with the current set-up for the present time. The Section Steering Committee bylaws include district reps, section reps and reps from other geographic units.

17. ITEMS INTRODUCED AFTER THE PUBLICATION OF AGENDA 17.1 Sam Houston State University Request to Organize a Student Branch

Ms. Moore presented a petition from Professor Billy Harrell, Department of Agricultural Sciences, Sam Houston State University, Huntsville, Texas, to form the SHSU Agricultural Mechanization Club (SHSU Ag Mech Club) (Attachment P). Since the students had left campus before signing the petition, Professor Harrell will obtain all signatures upon their return. It was MOVED AND VOTED to:

Approve the establishment of the SHSU Agricultural Mechanization Club with the recognition that the signatures will be obtained.

17.2 Data Base Access of Member Information

Ms. Moore asked the Membership Development Council to establish a committee to review the issue of member access and member privacy. The committee consists of: Del Fangmeier, Carly Washmon, John Dixon, and Dennis Larson, chair.

Minutes of the Membership Development Council, July 22, 1999 Page 8

17.3 Graduate Students

Ms. Moore advised of a request to establish a committee or group for graduate students since there is no current networking group for grad students. Mr. Persyn indicated that one of the reasons the name of the student group was changed to Preprofessionals was to accommodate all students not just undergraduate. Ms. Washmon advised that the Preprofessional officers will be working with the graduate students and ag mechs to be more inclusive at the national level. Also, the reorganization of the Student Manual on the web site will make it very clear that Preprofessionals includes all students – ag systems, engineering and graduate students.

17.4 Section Termination

No report.

17.5 Member-Get-A-Member

Ms. Moore advised that the current Member-Get-A-Member program awards a $20 gift certificate to members who recruit a new member. She asked for the Council’s advice on using the certificate to pay the member’s own dues. From a philosophical nature, it is sending the wrong message of getting a new member and then paying dues with the award. Mr. Tyson advised not pursuing the issue since such a small percentage of members use it to offset their dues. The Council concurred with leaving the program as is.

NEW BUSINESS

3. ITEMS INTRODUCED AFTER THE PUBLICATION OF AGENDA

3.1 Report on Biological Engineering (BE) Division

ASAE Society Trustee Susan Capps reported on the proposed Biological Engineering Division. She advised that 81 members endorsed the proposal and 7 others were interested. A copy of those names and notes on the Rap Session appear as Attachment R. The mission and goals of the BE Division appear as Attachment S. Pending appointment by the president, the proposed officers for the BE Division are: Chair – Mark Riley; Vice Chair – Scott Osborn; Secretary – Susan Capps; and Past Chair – Joel Cuello. Ms. Capps asked that a list serve be developed for the BE division of everyone who has indicated biological engineering as their primary or secondary career interest.

It was MOVED AND VOTED that:

The Membership Development Council enthusiastically supports the concept of a Biological Engineering (BE) Division within ASAE.

3.2 Proposal Concerning Resource Magazine

David Beasley advised that the Membership Publications Editorial Board (P-513) has been discussing how to improve the usability, distribution, potential for advertising, and other issues related to Resource magazine. One of the concerns is that the articles are not first-run, that they are being taken from other publications. The magazine needs to represent ASAE in total to retain and inform members. It also should be a very strong item for promoting what ASAE is and what ASAE does, as well as communicating with the general public. P-513 has embarked upon the process of a membership survey which may be included in Resource magazine. The possible survey questions include: how to improve; favorite parts of magazine; what would you like to see. He advised that Jimmy Butt initiated the discussion. A proposal concerning Resource Magazine appears as Attachment T.

It was MOVED AND VOTED that:

The Membership Development Council supports improvements to Resource magazine.

4. ORGANIZATION OF THE COUNCIL FOR 1999-2000 Mr. Steele advised that there are three Standing Committees: Budget Committee; Nominating Committee; and Bylaws Committee. The chair of the Budget Committee is the past chair of the Membership Development Council, Stan Weeks. Members include MDC Vice chair Nolan Clark and the Awards chair John Cundiff. The Bylaws Committee consists of Nolan Clark, chair, Ted Tyson, and David Beasley. Ted Tyson will be the Section Committee Rep.

5. SCHEDULE FOR MEMBERSHIP DEVELOPMENT COUNCIL MEETINGS

Mr. Steele indicated that the Membership Development Council will not meet until the next Annual International meeting in Milwaukee, but will be communicating via email. It was MOVED AND VOTED to:

Continue to use email balloting.

6. RECOGNITION OF RETIRING COUNCIL MEMBERS

Mr. Weeks recognized retiring Membership Development Council members. He commended past chair Jerry Wille for three years of struggle with the reorganization and leadership of the Council through the new budget process and Initiative Fund development.

7. PASSING OF GAVEL TO 1999/2000 CHAIR

Mr. Weeks passed the gavel to 1999/2000 chair James L. Steele.

8. CLOSING REMARKS

Mr. Steele shared his thoughts for the coming year. The focus for the next year will likely be in streamlining the operations of the Membership Development Council, with some clarification in scheduling of Membership Development Council actions, some type of regular Membership Development Council communication updates, development of email ballot questions, Membership Development Council input on "member connectivity" and coordination of some efforts to revitalize a number of inactive Sections.

9. ADJOURNMENT

The meeting was adjourned at 10 am.

Respectfully submitted,

M. Melissa Moore, Executive Vice President

Dorothy J. Thar, Secretary/Recorder

Electronic copy from Mark Crossley, June 15, 2000.  jlsteele

Will look into adding attachments next week.  jlsteele

Last update: June 16, 2000 jlsteele