1 American Society of Agronomy Section and Community Leadership Meeting Sunday, Oct. 21, :30 PM-3:00 PM Cincinnati, Ohio

2 Items to be Covered Welcome and Introduction Leadership Handbook Update Leadership Roles Importance to Annual Meetings Program Process for 2013 Annual Meeting Program 2013 Program Enhancement Funding ASA Leadership and Nominations Leadership Activities at this Annual Meeting Q&A and Breakout 2

3 Who is Here? ASA Leadership Presidents Board Section Chairs Community Leaders Staff Meetings Department Member Communications Manager Others Visitors

Feedback Actions 39 Actions Documented: 13 Guidance/Policy;10 Communication; 8 Logistics; 8 Coordination Action items rated High/Medium Low Progress on Items this year: 25 Completed – 64% 9 Major Elements Addressed – 23% 4 Overtaken By Events – 10% 1 Pending – 3% 4

5 Example Priority Actions Completed New Program Enhancement Fund Policy Provided Confex Access Sections and Communities Improved Communication Capabilities for Communities Provided Guidance on Program Funding Source Options Updated Handbook Addressing Multiple Information Needs 5

6 Handbook Contents Organizational Overview Communities Sections Board of Directors Conclusion Appendix New- ASA Program Planning Manual

7 Introduction and Overview Inclusive manual to help you understand leadership responsibilities Promote volunteer leadership that sustains the vitality of the science and the Society Explain updated policies and procedures Help explain relationships between the member and the skilled, efficient, and dedicated headquarters staff in Madison 7

8 Community View An explosion in population and technology demand a 21 st Century response Communities are intended to provide that response: They wax and wane based on need They are collegial and focused on advancing discovery They leave a Legacy; but are not a Legacy Adaptable, flexible, and current The organizational level from which most programs and services evolve 8

9 Community Information The Handbook provides guidance on the nuts and bolts of how: Start, Maintain, and Recruit Services Leadership Roles Business Meeting Annual Meetings Communications And more 9

10 Community Leaders and the Annual Meetings Solicit program and activity ideas from members Communicate program ideas to Section Chairs Coordinate the development of symposia, sessions and identify presiding officers Schedule symposia, sessions, events and a Business Meeting in Confex Create a Community poster Manage Program Enhancement Funds Communicate 10

11 Sections are Important Provide a unifying organizational framework Defined by broad disciplinary and fundamental areas of agronomic science Plan, communicate, and coordinate programs and services Provide member representation for governance 11

12 Section Information Details on Section leadership and actions: Elected by the Society as a whole Roles and responsibilities are outlined in the Bylaws Perform a unifying role for the Annual Meeting Programming Are a conduit for conducting business within the Society 12

13 Section Chairs and the Annual Meetings Identify appropriate input and solicit program ideas Guide Community Leaders in organizing and focusing efforts for meetings Develop Section-wide symposia and sessions and identify presiding officers Schedule Section-wide symposia, sessions and a Business Meeting Create a Section poster Manage Program Enhancement Funds Communicate 13

14 Other Society Leadership Executive Committee (the Presidents) Alliance of Crop, Soil, and Environmental Science Societies (ACSESS) Board of Directors Volunteer Committees Editorial Boards The best way to gain Society knowledge is to get and stay involved 14

15 Handbook Appendices ASA Community Request Form Approval Guidelines for ASA Community Forms ASA Community Leaders ASA Section Officers Committees on Nominations for Sections ASA Competitive Program Enhancement Fund Procedures Sources of ASA Section and Community Funds Reinvest ASA Procedures ASA Strategic Plan ASA Bylaws ASA Program Planning Manual ASA Meeting Planning Process 15

16 Leadership Handbook Summary Provides information and guidance for the current and future Leadership of the Society. Envisioned/designed as a living document to be amended and augmented as the Society moves forward to meet its mission, function, and goals. The Headquarters staff provide a critical function in that they ‘Make it All Work’ 16

Meeting Planning Process and Key Dates 2013 Meetings: Nov 3-6, Tampa, Florida Theme: “Water, Food, Energy, and Innovation for a Sustainable World” 17

2013 ASA Meeting Planning Process SepOctNovDecJanFebMarAprMayJunJulAugSepNov Tampa, FL Nov. 3–6 Nov. 29 Sym/ Topical Session Ideas from Members to Section Chairs Special Session, Tour & Workshop Proposals Jan. 7–Feb. 14 Jan. 24–Feb. 7 Planning Comm. Reviews & Decides Final Sym/Top. Ses Feb. 14 Symp. & Topical Sessions Announced Online Session Scheduling in Confex for Communities & Sections: May 14 – May 28 Scheduling Webinar: May 15, 1:00 pm Central time Abstract Submission Feb. 21–May 14 Early Abstract Submission Deadline: April 30 Annual Plan. Committee Meeting to Finalize Program: June 10–12 Nov Program Enhancement Exp. Receipts Turned in Nov Program Enhancement Receipts Turned in Symp/Topical Sessions Entered in Confex by Communities & Sections: Dec. 16 – Jan. 24 May 28 Final Scheduling Deadline – no more access to Confex. Abstract Editing Deadline: Aug. 5

19 Program Enhancement Funds (PEF) The purpose of PEF is to fund events or activities that will improve the quality of the annual meetings PEF budgets come from Society registration at the Annual Meetings For 2013 the Board of Directors voted to increase the amount from registration that goes to PEF ($40 per projected registration; $20 for Emeritus and Student) 19

20 Examples for Using Program Enhancement Funds Paying expenses or awarding honoraria to invited symposia speakers (member or nonmember) Monetary awards to any member for outstanding accomplishments Food and drink events that improve the communication and/or promote the activity of a professional activity Underwriting costs of field trips and workshops 20

21 New PEF Policy (2013 Meetings) - Sections Each ASA Section will receive a flat rate of $1800 For promoting Section activities or for support of Communities within the Section as determined by the Section Chairs Section funds can accumulate up to a limit of $6,000 21

22 New PEF Policy (2013 Meetings) - Communities 50% of the remaining funds will be allocated to Communities to enhance Annual Meeting activities Prorated based on 2012 Annual Meeting presentations within Community sponsored symposia/sessions Community funds can accumulate up to a limit of $6,000 22

23 New PEF Policy (2013 Meetings) - Competitive The other 50% of the remaining funds goes to the A711 Program Planning Committee to fund competitive proposals Funds accumulate Allocation amounts are anticipated to be in the range of $500 to $2500, with a maximum request of $5,000. Proposals for the next Annual Meeting are to be received by February

24 Other Sources of Program Funding Reinvest ASA Special Session Funds – requests submitted through Confex by February 14 Leveraged Meeting Funds – share resources with other Communities, Sections and Societies (inform HQ staff) Outside Contributions from Associations, Organizations and Companies – (inform HQ staff) 24

25 ASA Leadership and Nominations Election nominations: Section Vice Chair (2 nominees forwarded by Board Rep at Thursday Board Meeting). All Sections Section Board Rep (every 3 yrs., 2 nominees forwarded by Board Rep at Thursday Board Meeting). For 2013 elections: Environmental Quality Community Vice Leaders for 2013 to Sara Uttech by November 1, Nominations for ASA President 25

26 Leadership Events Meetings to Attend ASA Town Hall: Sun 21 st – 3:30-4:30 PM; DECC, Junior Ballroom C, Level 3 ASA Breakfast, Awards and Plenary: Mon 22 nd - 7:30-9:30 AM; Hyatt Regency, Regency Ballroom ABC, 3 rd Floor ASA-CSSA-SSSA 2013 Program Planning: Mon 22 nd – 7:30-9:00 PM; Hyatt Regency, Regency Ballroom F, 3 rd Floor ASA Community and Section Feedback: Wed 24 th – 3:30- 4:30 PM; DECC, Room 264, Level 2 26

27 Important 2012 Leadership Activities Attend activities and business meetings Report on Society activities and updates at your business meetings Make membership aware of the Leadership Handbook Encourage nominations for positions Solicit and provide feedback on the 2012 Meetings* HAVE FUN AT THE MEETINGS 27

28 Q&A and Additional Discussions 28

29 Items to be Covered Welcome and Introductions (Ken) Leadership Handbook Update (Newell and Bob) Leadership Roles Importance to Annual Meetings Program Process for 2013 Annual Meeting Program (Dave) 2013 Program Enhancement Funding (Sharon) ASA Leadership and Nominations (Ken) Leadership Activities at this Annual Meeting (Ken) Q&A and Breakout 29