This Memorandum of Agreement will set-up a collaborated effort to enhance the joint planning, decision making, and communicating of the professional associations of the NDSU Extension Service by the creation of a joint council. It shall be known as the North Dakota Joint Council of Extension Professionals (NDJCEP).

I. MEMBERSHIP:
Membership will consist of the president, president elect or vice-president, and immediate past president of each of the Extension professional associations listed below.

North Dakota Association of Agricultural Extension Agents (NDAAEA)
Epsilon Sigma Phi (ESP)
North Dakota Association of Extension 4-H Youth Workers (NDAE4-HYW)
North Dakota Extension Association of Family and Consumer Science (NDEAFCS)

ACE was an original member, but since they are not nationally affiliated, it was decided that they would no longer have membership in this organization. 

II. BACKGROUND:

In the spring of 2004, the membership of the five Extension professional associations agreed by a vote of their membership to create a joint council. Discussion and voting was based on the attached document by then president of the North Dakota Association of Extension Agents, Brad Brummond. It was agreed that a unified message from the associations was needed to effectively move the Extension service of North Dakota into the future. 

III. PURPOSE:

The purpose of the joint association leadership council is to provide a unified communication mechanism for the associations and their members. This memorandum is to identify how the process will be conducted and to define the responsibilities of the participating associations.

IV. THE JOINT LEADERSHIP COUNCIL MEMBERS AGREE TO:

1. Commit to participate in the annual meetings or designate another member of their association to attend.

2. Support all decisions and communications of the council.

3. Make meeting arrangements when according to the rotation schedule.

4. Provide resources to the process when possible.

5. Be the liason between the council and members of their respective association.


V. STRUCTURE:

Meetings will be held prior to spring and/or fall conference. The chair of the meeting will rotate from year to year among the member associations as follows:
NDAEA 2005
Epsilon Sigma Phi 2006
NDEAFCS 2007
NDAE4H-YW 2008
ACE 2009
NDAAEA 2010
Epsilon Sigma Phi 2011
NDEAFCS 2012
NDAE4-HYW 2013
NDAAEA 2014
Epsilon Sigma Phi 2015
NDEAFCS 2016
NDAE4-HYW 2017
NDAAEA 2018
Epsilon Sigma Phi - 2019
NDEAFCS 2020

The meeting will start by each organization giving a short update on what their association is doing and has done the past year. Concerns will then be brought up and discussed. These concerns will be sent ahead of time to the chair of the meeting to be distributed prior to the meeting. The next item on the agenda would to be to discuss possible solutions and strategies to deal with the concerns. Minutes of each meeting will be kept by the chair or someone appointed by the chair for the following year. Regular communication will be held via e-mail/conference calls throughout the year. Any association can call a special face-to-face meeting if an emergency meeting is needed.

VI. COUNCIL OBJECTIVES:

1. Foster communication amongst the associations
2. Work together to achieve common goals
3. Be a unified voice on issues facing Extension in North Dakota
4. Advise administration during times of change and transition
5. Increase the flow of information to our members
6. Support goals and activities of the member associations
7. The council will not support or condone any effort that adversely impacts any part of the extension service or its employees.


VII. FINANCIAL COMMITMENTS:

The council will not be responsible for the costs of members attending meetings or participating in conference calls. The respective associations will be expected to share the incurred costs for their members participation on the council.

VIII. LIABILITY:

This is not a legally binding or enforceable agreement. The matters covered in this memorandum are intended only to improve the effectivenesss of the professional associations of the NDSU Extension Service. Also, it is not the intent to create any right or benefit, substantive or procedural, enforceable by law, by a party against any participating party.

IX. TERMS:

This memorandum is valid until such time that all participating parties agree by a majority vote of their membership to modify or terminate the agreement.

X. CONCLUSION:

The recognized need for a joint leadership council of the extension associations has been determined to be but not limited to providing a unified voice for extension employees. Each association has agreed to support the efforts and decisions of the council.

XI. SIGNATURES:

Kathleen Tweeten, President
Epsilon Sigma Phi

Willie Huot, President
North Dakota Association of Extension Agents

Marcia Hellandsaas, President
North Dakota Association of Extension 4-H Youth Workers

Ellen Bjelland, President
North Dakota Extension Association of Family and Consumer Science

Richard Mattern, President
North Dakota Association for Communication Excellence