Officers

Committee Chairs

Calendar

Newsletter

North Central District

Southeast District

West District

Awards

Policies

Constitution & Bylaws

Minutes

Annual Reports

2006 Sponsors

NC Federation of Extension Associations

The meeting was called to order by President Bill Skelton.

Those present included: Marjorie Rayburn, James Cochran, Nancy Keith, Rett Davis, Fred Miller, Bruce Williams, Kenneth Williams (NACAA), Bill Skelton, Mike Regans, Billy Dunham, Joe Dickens, Joey Knight, Mark Tucker, Johnny Hensley, and Everett Davis.

MINUTES

Marjorie presented the minutes from the previous meeting assent out over e-mail and asked for any comments about the minutes and any suggestions about how they could be approved. The motion to approve the minutes was made by Billy Dunham and seconded by Mark Tucker. Motion passed.

TREASURER'S REPORT

Nancy gave the treasurer's report, sharing a copies with theboard members. The yearly report for 1997 was the same one shared at the February Board Meeting with the same information. The other report covers January 1, 1998 to the present. Previous checking balance was $3,890.61. Total income was $13,241.00, mostly from membership dues.

A membership report was also included. Four members did not renew dues. There were 243 renewals and 13 new members. Life member dues show 8 paid, but only 7 life members. That is because dues had already been paid the previous year and were paid this year and then sent back.

Expenses were $12,268.81 for a current balance of $4,862.80.

The savings account activity involved transfer of the balance of $23,068.73 and interest of $59.70 to the trust fund account (as decided by the board) - closing out the savings account, leaving a savings balance of $0.

Joey Knight moved we accept the treasurer's report. Seconded by Joe Dickens. Passed.

DISTRICT REPORTS

Joey Knight, Northern Piedmont -
getting ready for the state meeting.

Mark Tucker, Northwestern -
had last meeting about three weeks ago. John Carroll passed away recently.

James Cochran, South Central
Southeast and South Central district conducted a one day meeting for new agents (less than 3 years) last year and plan to repeat this fall with a 2 day meeting. Funding ($1200) was received from Extension Foundation. May include regular district meetings on the second day. Everett Davis is taking lead on the district going to the Sun Belt Expo. Administration (Sandy Zazlow and Roger Crickenberger) are also going - to get feedbackon ag programs from agents.

Fred May, Southeastern -
working at organizing this state meeting.

Bill Skelton, West -
They had their last meeting in early May in Asheville, including a tour of an organic buffalo ranch (King's Buffalo Ranch) - 250 buffalo on 160 acres. Seven to eight plan to attend the national meeting.

Marjorie Rayburn, Northeast -
No scheduled meeting in June, postponed.

North Central -
Met in May. Ten to twelve agents going tothe national meeting.

South Central -
Met at Cherry Farm (in Southeast District) to tour that facility.

FEDERATION REPORT

Joe Dickens gave the Federation Report The annual meeting will be at the Wake County Office in Raleigh on December 2nd. Typically vice-directors of districts attend and NCACAA president and president-elect attend as well. This is a more central location than in past. Format is Similar to last year - no big keynote speaker. We will mostly hear from administration. Extension Foundation contributed $750 to put on the meeting this year. We need to let them know we appreciate it.

OLD BUSINESS

State Meeting Update.- funding

Rett Davis indicated that we had $8625 in as of last Friday, even without $2500 from Duke power as we had last year. There were 36 sponsors this year (35 last year). We still haven't heard from some - NC State Grange, Poultry & Turkey Federation, Turf Grass Council (Bruce said to send them a bill), NC Crop Improvement Association, Murphy Farms, Golden Peanut. Extension Foundation's giving $750 helped out.

Much of the fund raising is built on personal relationships we have with company representatives across the state. If you have contacts let us know at the state level. We need to maintain sponsorship levels. There are some local sponsors that give funds when the meeting is held in their district, but not at other times. Other local sponsors will be picked up for each meeting. If you know up-dates on contacts, let us know - correct addresses, etc. Associations meet infrequently, and have to get it in their budgets. Some sponsorship money may still come in.

We may need to Send invoices to sponsors to get response if we haven't heard from them

Don't forget thank you letters to sponsors, especially if you know the contact.

State Meeting Update

Mike Regans encouraged everyone to have the experience ofchairing a state meeting. He has real good committee chairs. They have done a super job - that is the key to a successful annual meeting.

If there are any complaints, let Mike Regans know so he can pass that on to hotel staff. Relationship with the hotel is key. We are looking forward to 2 days of activities.

As of June 18, 138 agents and 68 spouses registered - a total of 204 adults and 61 kids - 268 total registration. 192 signed up for last night's reception. 3 tours are going on now, 260 registered for opening luncheon. We were restricted to 2 buses to tour Open Grounds Farm. NC Aquarium reserved from 7-9 for the cookout. 250 signed up for tomorrow's breakfast buffet and luncheon and 205 signed up for annual banquet. If you need help look for SE District members with orange name tags. $10,171 received in registrations, etc. for the state meeting so far.

National Meeting Update - Bill Skelton

There is an opportunity for a state's night out on Tuesday evening of the national meeting. Food and water will be about $25.00 each, no matter where we go. Choices are contacting a restaurant directly (Boudro's?) and going with "creative dining" an organization that finds a restaurant for groups, considering price range, number of people, type of food, etc. The restaurant still had some room available, but required at least 50 people and needed a deposit up-front. Another group was looking at it. The creative dining option charges a fee of $3.00 each if arrangements are made in advance. They will also be present Sunday at the national meeting. If we wait until then to arrange something through creative dining, the selection of restaurants would be less, but we would avoid the fee. No individual receipts would be given. We would need to take the table receipt and make copies for everyone. Bruce Williams suggested waiting until the Sunday of the national meeting which would give us some flexibility.

Bill will pass around a pad at the general session this week for those interested and will also contact agents through e-mail, either through county directors or through the NCACAA district directors who will then contact their members.

Consensus is not to do creative dining up-front. States night out will definitely be Tuesday, the 28th. We should have time to find a restaurant and there should be plenty along the "river walk."

Voting delegates - Bill Skelton, James Cochran, Cindy Lauderdale, Mike Regans, Ross Young, Ken Vaughn, Derek Day, Richard Rhodes, Terry Garwood. Three items will be brought up for voting delegates. Bylaw changes include the issue of taking nominations from the floor for national office and raising dues by $10.00 a person to pay for an executive assistant. Also the bid for the 2002 meeting will come up. Georgia has put in a bid (Savannah) and possibly Indiana. Originally Indiana was going to go in with Kentucky, but Kentucky pulled out. North Carolina Delegates have always voted their own conscience. Delegates can get together and talk about questions, but we don't vote as ablock. Estimates of the number attending from North Carolina: North Central District - 10-12, Northeast - 3-4, Northwest - 4+, Northern Piedmont - 5-6, South Central - 6+, Southeast - 6-8, West 7-8, Southwest - ?.

Trust Fund Report - Everett Davis

There is little change from February's report. Report includes balance of accounts as of the last statement in May.

Charlotte '88 trust fund:

Securities + money market = ~ $173,000. The performance from the last calendar year is indicated. The activity includes the transfer of $ 7010.98 to the treasurer to take care of awards and recognitions from 1997.

Rick Wolf suggested we leave the money in securities (with a stop on it) and if the market drops down to that level, we can pull money out and put it in Money Market so Nancy will have it available to pay bills this year. Otherwise, if the market stays relatively strong, we should leave the money in securities as long as we can to earn as much as we can. We can still pull money out and have it available for Nancy to use within 3 days.

NCACAA Board Savings:

This is invested in securities with a small amount in money market. There has been some activity in that account since the February meeting as per the board's decision. Nancy liquidated the savings account and sent the money to the trust fund account, transferring $23,128.43. Also $61.00 from this trust fund money market account was put into securities. Investments have increased nicely since February as a result of these transfers.

Last year the account increased in value by 35%. Recapping the net worth over time, shows a steady increase in value, even while withdrawing $7000 - $10,000 a year for professional improvement. We have been in an attractive securities market since 1994. (In 93-94, there was not much gain.) Since that time, things have grown well. We are better off financially than most other state Associations, most of this a result of Charlotte '88. There has not been a problem in coordinating with the treasurer so far.

There is not enough now in the checking account (about $4800) to cover awards and money to attend the national meeting. Those expenses generally run between $7,000 and $10,000, depending on what it costs for officer travel to the meeting. This year, expenses should be a little over $7000. The amount includes all the $25 and $50 checks for the state meeting and the cost of the plaques. The AA recipients get about $750 each and about $250 comes from the Ag Foundation. AA recipients get $500 after attending the national meeting. At the state meeting they get a portion from the NCACAA and a portion from Ag Foundation. Last year they got $267.00 from the Ag Foundation and the balance ($233) from NCACAA to make up $500.00 Officers who are covered by administration as part of the official delegation (10 agents) are paid $500 each for expenses. This includes 8 district vicedirectors plus president and vice-president. (We have 9 voting delegates.) Administration doesn't have to do this, hopefully they will continue. If secretary or treasurer or sometimes past- president want to attend, NCACAA supports them to the same level.

There is presently enough money in the checking account to cover all the awards presented at this meeting. Voting delegates or others who attend the national meeting don't get their money until they get back, so transfers from the trust fund to the checking account can be made at that time. Young Agent Scholarship Award recipients get $500 after attending the national meeting, or if they choose to use the award in some other way (after board approval) they get the money after the function. All state AA winners get $500.00 now at the state meeting and another $500.00 from our association after they attend the national meeting. District winners get $100.00. We have received the checks from the Ag Foundation ($1300) for their portion of the AA awards. Bill, Billy, and Fred are officers who will be attending the national meeting. Everett was commended on the job he is doing working with Rick Wolf on our Trust Fund Investments.

To make sure that payment is made to delegates who attended the national meeting, Nancy needs to get a letter from Bill that "these voting delegates performed their function at the national meeting" and name them. If a voting delegate does not attend and an alternate is appointed, that alternate gets the financial support. The AAs and DSAs money is contingent upon attending the national meeting, unless there are extenuating circumstances. Nancy's request for trust fund moneys will be submitted as an itemized request (not just a total) to provide detail on what the funds are for.

NCACAA support to attend the national meeting will be provided to Billy and Fred. Officers to be supported should be written in the policy - in 1989 - including vice president and treasurer - all officers. Fred Miller's committee would check that out - Marjorie should go back and check the minutes. The past president could be added to the list of officers who can be covered by NCACAA. Billy is covered as a delegate and will be paid from administration funds. Of the officers planning to attend, Fred Miller (past president) is the only one not covered. Johnny Hensley moved that NCACAA support Fred Miller as past president with $500.00 to attend the national meeting. Billy Dunham seconded it. The motion passed. Whether or not this is done in the future is referred to the policy committee. This needs to be written in the policy, "all officers not reimbursed by administration will also be receiving an equal amount if they attend the national meeting, including the past president." Fred can put this in his committee report and let the membership vote on it.

NACAA Report

Bill introduced Kenneth Williams, from Arkansas, bringing greetings from NACAA. Jim Griffith from Georgia was the Southern Region director and passed away last January. As senior vice-director, Kenneth moved into his position. Kenneth highlighted some issues. The bylaws change: eliminates nominations from the floor. Now nominations can be made from the floor, but also in order to run for a position, credentials and approval from state and county directors have to be submitted in advance. The nominee also has to be a member. This situation has not happened, yet. Anyone can still run if they want to. The other issue is a dues increase (set by policy). It was suggested to hire an executive assistant to work with the President and the association in general. Scott Hawbaker has been selected to be hired as a potential person for this position. Scott and his organization do the County Agent Magazine and know NACAA. To finance this, it would take $35,000 - $40,000 for a part time position - $10 per member. The primary duty would be to have a central office. When officers change, donors don't know who to contact. This person will be a contact person, store records. This person will not put on the annual meeting. The last dues increase at the national level was about 11 years ago. Bid for national meeting in 2002 is an open year - Georgia and Indiana bidding for it. The vice president nomination comes out of the West - Dave McManus, Colorado and Larry Segers, Utah are running. Also committee structure has changed. There is a lot of reorganization to provide more professional improvement opportunities. There are 10 committees that have been formed for that purpose. There are lots of imbalances in chairs available from the different regions. The South has 55% of the membership, but only gets 1/4 of chairs (four regions). Some positions from Northeast and West have not been filled. Those regions also have trouble putting on the national meeting. A committee has been formed to look at restructuring and realignment.

If southern region votes as a block, they can get what they want (55% of membership).

NEW BUSINESS

Committee assignments

Incoming district directors need to get committee chairs to Billy and Rett. Committee reports need to get to Rett to put together the annual report.

A list of NCACAA State Committee Chairs was distributed:

Alan Harper - Constitution and Bylaws
Jim Daughtry - Membership Services
Bill Skelton - Association Policy
Minton Small - Benevolence
John Dorner will give the report - for the nominating committee, but is not on the committee. Chair needs to come out of a different district. Steve West (Western District)was suggested as chair.
Communications - Dalton Dockery
Extension Programs - Roger Cobb
4-H and Youth - Tom Harvey
Public Relations - Bill Ellers
Recognition and Awards - Johnny Hensley Scholarship - Bob Edwards
Agronomy - Al Wood
Early Career Development - Kathy Dugan (also serves at national level)
Resource and Program Development - Milton Parker
Life Member - John Vining (Southwest) - He has not yet agreed to this.

Fred May suggested an Environmental Science Committee could be formed. Other committees could also be formed under professional improvement to work in subject matter areas to plan tours, workshops, etc. Billy Dunham discussed the professional excellence committee which could conduct a poster session at the state level. Bruce Williams talked about the RISE Study tour which would be in North and South Carolina this year. Twenty agents are selected (not just in North Carolina) to attend. Cindy Lauderdale, David Barkley, and Lisa Wimpfheimer are assisting with the tour. The bus tour will be from October 10-15 and visit Charlotte, Asheville, and Columbia, South Carolina. Sponsors include the Lawn Care Association, ChemLawn/True Green, Novartis, Norm Goldberg, and Parks Seed. Next year the tour will be in California and/or Washington State. Three agents from North Carolina who will be on the tour include: Matthew Martin, James Lee, and Jay Darden.

1999 State Meeting - Rett Davis.

State meeting next year will be in Burlington, June 22, 23, 24 at the Best Western. There will be lots to do in the triad area including tours, visists to a water park, amusement park, etc. It will be very family oriented. They are looking at a golf tournament the day before.

Extension Fun Night

Looking for volunteers for facilities arrangement, light entertainments, and meals. NCACAA does the Horn of Plenty, perhaps other associations can be involved in Fun Night.

Other

James Cochran has been nominated as Vice President.

Redistricting

With the change in extension administrative, districts, NCACAA needs to decide if we will also redistrict to go along with the new 7 extension districts. We need feedback on this. Since this will involve a bylaws change which needs a 30 day notice before a vote is taken, we will try to have a general membership meeting at annual conference in November. The state board will work out the details if we decide to redistrict. This would go into effect this time next year.

Performance Appraisal Process

Meeting Adjourned

Submitted by Marjorie Rayburn, NCACAA Secretary