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2008 Meeting Minutes

Nov. 20, 2008

Meeting location: Cerebral Palsy Association of Middlesex County, Edison, NJ

by Dana Wilson, NJAAGP Secretary

Attendance: Dana Wilson, Stan Cohen, Gina Lowe, Beth Oliver, Joanne Dinapoli, Marilyn Gross, Linda Dandridge, Dena Hartigan, Monica Bottone, Virginia Freeman, Case Simmons, Shelly Samuels, Nancy Laurelli, Pat Phillips

Note: The NJAAGP Conference Committee met prior to the regular meeting from 1030-11:30 am.

June 2008 meeting minutes were approved: (motion by Dena H. and seconded by Marilyn G. )

Sept. 2008 meeting minutes were approved: (motion by Dena H., seconded by Pat P.) note: need attendance for this mtg.

 11:30 am - lunch, then regular meeting at noon

Treasurer: no official report, Denise was absent.  Conference 2008, made apx $2,000

Membership report by Pat P.: 51 members (includes 8 new and 4 renewals)
 

Dena conference report: This will be a regional conference targeting NY, NJ, PA, Delaware, etc. We need to create a save the date and send to members.
 

Bylaw revisions approved: Nancy: motion to accept bylaws, seconded by Virginia.

Note: Major change to bylaws was to extend term from one year to 2 yrs. Stacey noted that we are the first chapter to formally change their bylaws through the state and national process.  Bylaws were approved by national. 

AAGP updates by Dena H.:

• Dena H. became the national secretary of AAGP at the fall 2008 conference. Now she is able to participate in national executive meetings.
• Gail was Executive Director of AAGP, now she is CEO. There is no more executive director.
• Bernard was VP of AAGP, now he is incoming President.
• Dena said that national dues are going up. This includes a grant station membership worth $599.

Feedback on national conference:

• One NY member, Casey, sat for exam, wished it was one day. Liked the range of programs.
• Dena said she had dinner on Thurs night at the Aquarium.  Not a great venue for the dinner especially since they were serving fish.
• Joanne said the conference was pretty good, she is interested in logic model, but that was not a great session. Nancy mentioned that the Kellogg website has a good logic model.
• Stan said he thought it was professional. He liked the workshop about grants.gov.
   

Shelly suggested we try United Way for a Logic Model at our NJAAGP conference.  Marilyn also suggested the Support Center as a resource.

Website: Dana talked about the NJAAGP job posting forum. She will also create a separate domain for NJAAGP in January 2009 (approved by NJAAGP at this mtg).  It is currently a part of the www.grantadvocate.com website.  Will try for www.njaagp.org if available.

1 pm: start the Best Practices Sharing Session

Numerous members shared websites and photocopies of resources.  Some examples included:

·        Shelly discussed the charity guide.

·        Beth mentioned www.foundationsearch.com.  This costs about $5,000

·        Dana: www.Idealist.org

·        Nancy mentioned the Center for Nonprofits and a workshop by Tri Point Resources called “50 Asks in 50 weeks.”

·        Virginia mentioned www.firespring.com

Next mtg: Jan. 22, 2009 at Georgian Court (Induction of 2009 officers)

Mtg adjourned at 1:52 pm

Minutes NJAAGP

Sewell, New Jersey

9/25/08

MINUTES
Marilyn Moore took the minutes (Dana was absent).  Nancy Laurelli announced that our Secretary Dana Wilson had posted the AAGP June minutes on-line.  Since we did not have copies at the meeting, it was decided that we would wait to vote to accept the minutes at the next meeting.

TREASURER

Denise Katula, our Treasurer, was not present.  Nancy reported the following information received from Denise.   

• Bank statement $3,402.02
• Last statement of August 28 - $150 deposit.  This was the state dues of 6 people.

MEMBERSHIP

Pat Phillips stated that we have a membership of 44.  There were 11 renewals and 7 new memberships since the spring conference.

REVISED BY-LAWS

Nancy distributed the draft bylaws, noting that the original ones were reviewed and revised with the growth of the chapter by the NJAAGP Executive Committee and recommendations from NJAAGP general members.  

Dena Hartigan highlighted the following recommendations:

• The length of a term of office was initially 1 year in the national chapter.  Ours was 1 ½ as the chapter started midyear.  As the chapter was beginning it’s third year it is recommended that the term change to 2 years.
• Committee and Officer duties were refined based on the experience of the chapter though nothing is major.
• Committees were placed under specific officer positions to oversee i.e. membership under the vice president position
• The position of state rep is to be eliminated as it was only needed to start the chapter
• Four officer positions will continue:  President, Vice-President, Treasurer and Secretary.  They will serve as the Executive Committee with a chair for membership and a chair for professional development
• The Executive committee will meet between chapter meeting

Virginia Freeman made a motion to approve the bylaws and Pat Bruder seconded it.  The vote was accepted unanimously.  Nancy noted that this was the goal of her presidency and she was pleased that it was accomplished.

NEW OFFICER ELECTIONS

In January new officers will begin their two year terms.  Nancy noted that since 2/3rds of the membership was not present, she would also send out an email to individuals to be nominated for an office.  Also most of the attendees were from the southern part of the state and we would like a more geographic distribution.  Nancy will then send out information on who is interested in running for each of the positions to be ready for a vote in November.

Nancy will automatically become past president.   Nominated persons include:

Pat Phillips for VP position;

Patty Null for Treasurer; and

Dana Wilson for Secretary;

Pat Bruder and Marge Fizur offered to co-chair the professional development committee.  Nancy offered to be on the membership committee.  Nancy stated that if anyone thought about a position and was interested at a later date, they could email her.

NEW BUSINESS

·        Dena announced that Denise would not be able to go to California for the convention and asked that if you wanted to be in a drawing for registration to let her know.

·        The next NJAAGP conference will be at Farleigh Dickinson.  We will next to decide whether it will be a New Jersey or a regional conference.

·        Nancy state that National asked to remind members that the AAGP conference is October 22, 23, and 24 in California

·        Dena asked if anyone has applied for the Elementary and Secondary Guidance Grant. 

·        Shelly stated that she is hosting the November NJAAGP meeting.  She reminded everyone that cell phones may not be turned on at their site and to make pre-arrangements.

·        Nancy noted that our meeting is a sharing meeting and asked that everyone bring at least 1 item or idea they use to share with the group.  Dena asked Anthony to bring MIMIO.

·        Nancy reminded everyone that she would post professional development information on the website throughout the year and asked individuals to send her information.  NJAAGP is not endorsing the professional development only posting.

·        Dena mentioned the possibility of becoming two state chapters will be discussed in January with the new officers.

Dena Hartigan moved to adjourn the meeting and Bob Trivellini seconded it.

Summary of NJ Department of Education Discussion with NJAAGP
September 25, 2008

DOE Grants Panel:

Anne Corwell, Director, Office of Grants Management

Alan Oleksiak(?), Application Control Coordinator, Office of Grants Management

Chris Bleiholder, Grant Specialist, Office of Grants Management

Discussion Points:

• When will grants be electronic like Grants.gov? It is anticipated that all grants (application and reporting) will be on-line in three years.  The OGM started with the Reading First grant and additional grants will be added beginning with continuation grants and eventually adding competitive grants.

• Grantees are awarded a grant and during negotiations that grant is revised – Why? One reason is that program officers write the NGO and then find out from the feds that they need different requirements and/or changes from the sub-grantees.  Another reason is that after the grant is scored and is considered eligible for an award, during the pre-award revision process (PAR) the program officers read the eligible grant and see areas that need to be strengthened/changed to meet the grant requirements.

• What is the process for grant making in the DOE?  The Office of Grants Management oversees all grants.  There is a template from OGM that all program offices may use to develop their NGO.  Once an NGO is drafted by the program office, the OGM reviews the NGO and makes recommendations for changes/revisions and sends it back to the program office.  The final version is determined jointly by OGM and the program office and is posted on the NJDOE website after the Commissioner approves the NGO. Single-year and first-year grants received are read by an evaluation review panel and scored.  Program and fiscal DOE personnel review potential grants.  Necessary changes are discussed with potential grantees in the pre-award process to meet program and fiscal requirements.  Revisions are made and contracts are awarded.  One of the biggest areas of revision is evaluation.

• Why are there no anticipated grants posted?  The planning process for grants has changed with the tighter budget and staff reductions.  There is little lead time on what grants will be available and postings may not occur until after other distribution methods have been used.  OGM understands the request for information on upcoming grants and wishes they could serve us better as their clients, but it is not possible at this time.  This does not mean that changes will not be possible in the future. 

• Could we partner with you to apply for state grants?  With a smaller DOE staff less grant funds are being applied for and won for the state.  AAGP members offered to partner with the state to apply for more funds to bring the funds to the state.  The OGM will discuss this possibility with the DOE Administration.   It was suggested that if there is a conflict of applying with school partners, there are other private consultants and EIRC that could act as an intermediary or conduit.

• How do grants fit in to the new legislation regarding food, beverage and travel?  For the federal Teaching American History Grant, most grants include food and beverage for training and travel reimbursement.  The Teaching American History Grant is a professional development grant and the federal project officers know that food, beverage and transportation are needed.  The new NJDOE guidelines for schools came down from the state legislature and governor’s office through NJDOE.  The A-5 law says that the BOE must approve all expenses a month in advance.  One interpretation is that if the BOE approved application for the federal grant, which lists all the trainings, then they are in effect approving all costs contained in the approved grant agreement.  (Then there was much discussion over whether a letter from the feds allowing expenditures would be sufficient and which law supersedes which law. States may be more restrictive than federal law and regulation but cannot be less restrictive.)[a1]   Also districts could send a letter to the county superintendent with all travel for the year and get it pre-approved. 

• Do nonpublic schools have to follow the same internal controls regarding the new legislation? Whatever internal controls schools have also applies to nonpublic schools.  Their travel needs to be preapproved also.  Where are they spending their 2A money?  NJDOE has been informed by USDOE that a district may have different internal controls for managing the nonpublic school portions of their federal grants provided the services remain equitable.  OGM is discussing this recent verbal guidance with senior staff and anticipates that clarification will be forthcoming.

• Will the NJDOE and OGM use Elluminate more often in the future?  Possibly.  Electronic meetings do cut down on time spent on travel and travel reimbursement, but there is some networking elements that are lost in an electronic format.

• What is up with Title 5?  Title 5, like Reading First is on its way out.  There may be other funds coming in.  Right now districts can transfer up to 50% of their Titles II-A, II-D and IV funds into Title 5 using the transferability option of NCLB.

• Will the OGM put the grant budget pages in Excel?  Probably not.  Once all grants are electronic this should be taken care of.

• What is the Grants Forecast?  Very few new grants.  If you are interested in 21^st Century Community Learning Centers, you must apply for a new grant.  Not sure what else might be coming.

New Jersey Chapter

Meeting: June 26, 2008,

Location: College of St. Elizabeth, Morristown, NJ

Minutes by Dana Wilson, NJAAGP Secretary

Attendance: Susan Caruso Green, Chris Groff, Linda Dandridge, Carol Diviny, Marge Fizur, Bob Gordon, Dena Hartigan, Janice Hill, Denise Katula, Nancy Laurelli, Melanie Negrin, Cecelia Triano, Dana Wilson, Edward Stephen, Jane Hexter

Networking Lunch at 11:30

Noon: NJAAGP May minutes reviewed.  Motion to accept minutes by Denise Katula, seconded by Carol.  Approved.

Treasurer’s report:

Opening May balance: $4,113.15

receipts $110, disbursements $476.60

Closing balance: $3,746.55

Motion to accept treasurer’s report by Dana Wilson, Seconded by Dena Hartigan. Approved.

Membership report: 49 members

Annual update: 14 members left and 23 joined

Carol asked about partnership with AFP which has apx 400 members. Dena said AFP can form AAGP chapters.

Dena discussed webcards.com for membership. NJ Membership is on national website (name, email, affiliation).

Report on NJAAGP conference by Dena: 70 people registered for the one-day conference. She went to Chicago regional.  It cost them $4,000 and was not a profit. Dena and Dana discussed the possibility of capital campaigns as a good workshop idea.  Dena said 4 people in NJ have credentialing for AAGP.

Bob announced Friends of the Randolph Pound in Morris County is interested in developing a capital campaign.

Business Meeting ended at 12:55 followed by Guest speaker.

Guest Speaker: Jane Hexter, Grantomatics and President of Grants Champion and Jocelyn Jacks Kahn discussed “Playing the Grants Game Without Getting Stressed Out!” which included mental and physical techniques to handle stress.  Issues discussed included deadline crunch stress, time management related stress.  Jocelyn Jacks Kahn shared some simple stress relieving techniques that we can do in a few minutes at our desk. She focused on tapping into your energy system.

Some exercises included:

*Meet and Greet Exercise

*Old Friends Exercise

*Jane Hexter asked “What do you like about your job?” Is your work focus based on fear or contribution.

Meeting Adjourned at 2:06 pm. Thank you to Dr. John Crews for his hospitality!!!

NOTE: After the general meeting, NJAAGP officers Dana Wilson and Dena Hartigan went over to nearby FDU to tour the campus as a potential site for the NJAAGP conference in May 2009.

A look back at 2008:

If you have website related questions or suggestions, please contact Dana Y. Wilson (dwilson@neni.us) or Nancy Laurelli (nancy.laurelli@millvillenj.gov) This website was created on September 8, 2006 by the National Education Network, Inc.  The web address was changed on January 22, 2009.  Last update 01/13/2010