NCACAA State Board Meeting
Minutes
February 5, 1999, 10:00 a.m.
NCCE, Wake County Center, Raleigh, NC
The meeting was called to order by President Billy Dunham.
Those present included: Billy Dunham, Lenny Rogers, Nancy Keith, Freddie O'Neal, Cyndi Lauderdale, Lisa Wimpfheimer, John Dorner, Mike Regans, Everett Davis, James Cochran, Bill Skelton, Joey Knight, Joe Dickens, Dalton Dockery, Rett Davis, and Kent Wooten. David Hays, Executive Director of the Extension Foundation was a guest.
Minutes and Secretary's Report was given by Marjorie Rayburn
Minutes were presented as sent out by e-mail and posted to the NCACAA web site. Mike Regans made the motion to approve the minutes as transmitted. It was seconded and carried.
Treasurers Report was given by Nancy Keith.
For the current report, the checking account balance on 10/01/98 was $6,565.68 with income of $4,805.54 from some membership dues and surplus state meeting funds from the southeast district. Expenses during this period were $1,735.37 for board meeting expenses, turf grass tour sponsorship, printing, board and officer expenses, etc. The current balance as of 1/30/99 is $9,635.85. There is one outstanding check for $101, (scholarship contribution sent to John Mitchell in Georgia - Nancy has checked on this) giving a bank statement balance of $9,736.85.
In the annual report, we started with a balance in the checking account on 1/1/98 of $3,890.61 (as of 12/31/97). We had a total income of $27,502.53 which included member dues and a transfer from the Trust Fund to cover awards. Total expenses were $23,197.29 and included NACAA membership dues, officer expenses, memorials, plaques, awards, and travel to national meeting, board meeting expenses, and printing. This left a balance of $8,195.85 in the checking account ($228.80 in 2 outstanding checks gave a bank statement balance of $8,434.05).
Mike Regans asked about professional improvement money - whether or not it had been transferred. Nancy stated that in 1998, it was sent out to the districts after dues were received. The same will be true in 1999, hopefully by March 1st. What is holding things up is that Nancy has not received the paperwork from National for sending in dues. She suggested that if the districts wanted to send in dues to make sure they had the name and current address of each member as well as life members and whether or not a subscription to County Agent Magazine was included for life members.
Freddie Oneal moved we accept the treasurers report. It was seconded and carried.
Trust Fund Report was given by Everett Davis.
Even though the trust fund took a hit with the declining stock market last August, it has rebounded since then. Everett can provide information on the various mutual funds in which our money is invested. No changes have been made recently. Rick Wolfe manages the funds for us.
In the Charlotte '88 Trust Funds (invested from leftover funds from when NC hosted the national meeting in 1988) we had $184,263.46 in securities as of 12/31/98 and 1998 earnings of $36,073.49. Even though we draw from these funds, they have increased in value. Charlotte '88 money market funds totaled $23.90 on 12/31/98 and earned $167.41 during 1998. Transfers made during 1998 included $3,768.00 from securities to NCACAA checking account and $5,802.99 from money market to NCACAA checking account (total $9,570.99 transferred) to pay for professional development expenses (awards, national meeting attendance, etc.).
In the NCACAA Board Trust Funds (from various sources) we had $43,305 in securities as of 12/31/98 with 1998 earnings of $2,571.78 and $9.86 in money market on 12/31/98 with $10.08 in earnings. Activity in this account in 1998 included a transfer of $23,128.43 from the NCACAA savings account (so it could earn a higher rate of return) and a transfer of $61.00 from money market to securities within the NCACAA Board Trust Funds.
Our net worth has increased considerably over time in these accounts. They did fairly well this year (by the end of the year). Total of both security and money market accounts (Charlotte '88 and NCACAA Board) was $227,603 at the end of 1998.
Mike Regans asked about guidelines for use of the Charlotte '88 funds for professional improvement. Would these funds be available to help finance a state meeting and a national meeting? It is getting harder to raise funds for meetings. Everett state that the aim of these funds is to provide support fairly to all agents. They could be used for professional development. The funds need to be managed so we always maintain our initial investment. The Board Trust Funds are not specifically designated and could be used for anything. Sponsors for future national meetings may be harder to come by, especially with changes in potential support from the tobacco companies. We began raising funds several years before the national meeting in 1988. This was important. The budget for that national meeting was about $400,000.
Marjorie made a motion to accept the trust fund report. Bill seconded it. The motion passed.
Everett commented that he receives monthly statements and that he is assisted in managing the funds by 3 past presidents - Bill Skelton, Fred Miller, and J. B. Coltrain. These individuals receive copies of the monthly statements as well as the current president and president elect.
District Reports were given as follows:
The North Central District will meet in Johston County next Wednesday.
The Northeast District is scheduled to meet in Martin County on March 5th.
The Northwest District is scheduled to meet February 19th to tour a wetland water treatment facility.
The Northwest District meeting is scheduled for February 19th in Danbury to tour a wetland wastewater treatment facility, an orchard and a winery in Walnut Cove in Stokes County.
The Northern Piedmont District is meeting again in April. They met last Wednesday and are concentrating on making sure everything is ready for the state meeting.
The South Central is planning their meeting for the end of February to beginning of March.
The Southeast District met December 11th in Pitt County to tour a nursery, Worthington Farms. Phil Ricks, CED in Brunswick County is undergoing chemotherapy. The Southeast District is helping out with medical expenses. Next week they will meet in Lenoir County with Judy Fulp to review benefits, etc.
The Southwest District was not represented, but they are still a district until the state meeting.
The Western District will meet next Friday in Yancey County to explore a landfill that produces methane and are working at getting committee work done.
Freddie O'Neal commented favorably on the Northeast District's last meeting in December when Drs Ort, Zublena, and King met with the group in an informal setting after a morning of bird hunting. It needs to be planned well in advance (6 months) to get them on the schedule.
Old Business
The New Extension Logo and putting it on hats was discussed.
Also, other situations in which it could and could not be used were talked about. It may be on hold depending on whether or not the bell tower is supposed to be a part of the logo. We will wait for further guidance on this.
Bill Skelton discussed changes needed for the new district alignment.
He needs to know district policy chairs if they are not past district directors. He is working out district officer rotations for the new district alignment. They will also be coming up with a recommendation for how district money will be divided. His suggestion is that the treasuries of each district be divided on a per capita basis and then that amount of money goes with the member to the new district. The new policy committee (district policy chairs) will make that decision. Bill will entertain any other suggestions. The process will be easier for some districts than others.
Kent Wooten asked if the Southwest District was going to be gone, why not distribute that money among the remaining districts?
Comments on the officer rotation is that it will stay pretty much the same for the next few years.
New Business
Joe Dickens gave a Federation Update.
They will be meeting this afternoon. Several things will be brought up.
Joe Zublena requested that 3 people from the Federation serve on a committee to look at the issue of agent teaching at community colleges. Those on the committee are Sandy Wiggins, Deborah Howard, and Joe Dickens. That committee will meet in February. Joe Dickens asked for feedback from agents on this issue. According to Billy, there is now a policy that an individual can't draw salaries from 2 state agencies. There is some confusion about what this means. Some say the can teach, other say they can. Some say they can't teach in their subject area, but it would be okay to teach to a different audience or a different subject.
The Federation has been asked to host fun night by Dr. Ort. Opinions and recommendations were shared. The Annual Conference Planning Committee recommended that fund raising not be part of Fun Night. It might be easier to plan that way. From evaluations, there were people who had strong objections to fund raising at fun night. Others commented, "Why have a "Fun Night if it is not a "Fun(d) Night"? A Fun Night without fund raising would be just a social event. Some district used to have district socials. The purpose of fun night was to raise money for the foundation. People expressed the opinion that there would be a low attendance if it was just a "Fun Night." The Northeast District hosted Fun Night last year. The previous year it was 4-H. This coming year it will be the Federation.
Billy plans to go to the Southern Region Officers Leadership Workshop. Rett isn't planning to go.
The Joint Council of Extension Professionals meeting is April 17- 21 in Washington, DC. (March 12 is the registration deadline.)
NCACAA usually sends 2 people to this workshop. Rett is not going. James may go as Vice President. Bill Skelton commented that it was important to go, especially regarding hosting a national meeting, since the whole group of Extension professionals meets together.
Nancy talked about the national membership list.
She is waiting for a disk from the National Treasurer. The County Agent Magazine is late, but it should be out by the end of next week. (According to Scott Hawbaker, the County Agent Magazine Editor and also Executive Director of NACAA.) This issue will have all the updated award applications in it. For communication and program awards, everything is due to Dalton Dockery by March 15th.
There was some discussion about the poster contest and the professional improvement (or excellence) committee which is supposed to receive those entries.
There was confusion about the requirement that they be shown for the first time at the national meeting. It would be good to have a state meeting poster contest if possible. We need clarification from National. There is no need for a state professional excellence committee if there is no place for competition at the state level. Bill Skelton will check on this with Kenneth Williams. The abstract must be in by March 15th to the professional excellence chair, but since NCACAA doesn't have a professional excellence chair, Dalton Dockery is the appropriate chair for that purpose.
The NC Cooperative Extension Secretaries Association requested help for funds for their state meeting, September 16-17, 1999.
A $200 donation was suggested . Cyndi spoke about the Secretaries Association having the state meeting in their (Cyndi's) district last year and giving away money left over to the FCS Agents for their National Meeting. Rett Davis moved we give $200 to the Secretaries Association for their state meeting. Seconded and passed. Nancy will write the check.
The NC FCS Agents Association has requested assistance with their national meeting.
NCACAA has already given them $1000 (May 21 1997). They need to raise $90,000 for their meeting. FCS agents gave $500 to the Ag Agents when we hosted our national meeting in 1988. There was some discussion about whether or not we promised to contribute $3000.00. Marjorie will check on the minutes and report back to the board. FCS has also requested money from each district and each county's budget. The Southeast District decided not to give because the state association had already given. Billy suggested that we might be able to help out the FCS agents at the end of their fund raising efforts if they still needed additional funds. If the state association gives an additional amount, then each district wouldn't need to feel obligated to contribute. Mike Regans moved that we give another $1000, for a total contribution of $2000 ($1000 in May 1997 and $1000 now) unless we had committed to $3000 previously. The motion was seconded and passed.
Brenda Morris has also requested as many people (bodies) as possible to help with the national FCS meeting, October 30- November 5, 1999 to help with tours, etc. They are meeting in March to come up with specific needs. They want to come to our state meeting and present this information and ask for help.
National Officers and Vacancies for the South were discussed.
Billy handed out a sheet of National Officers. We need to look at NC providing some national committee chairs so that when positions open up, we can be ready to nominate someone.
Morris Dunn is interested in being communications chair.
How are national chairs selected? State Presidents are contacted for nominations for openings. As a state chair, you are on the national committee. With the restructuring last year, there were a lot of opportunities to serve. Bob Edwards wanted to serve as chair of the scholarship committee at the national level. State chairs are logical individuals to move up to national level. In 2000 and 2001, the communications chair will come from the North Central or South (2 year term). Extension Programs chair comes from the Northeast or South; 4-H and youth from North Central and South. Also open and from the South - scholarship.
If someone is nominated and approved at the national meeting, his/her trip home will be paid. If they serve as committee chair and are replaced, they get their trip up to the National Meeting paid for. George Stancil may be interested again in serving as 4-H and Youth Committee Chair.
Billy will make copies of the applications and mail to those interested. They need to be in by March 12th. We need to let Billy know if anyone is interested. There is someone for every position except programming. The National organization will favor someone who has been active at the state level. Jim Ray is interested in being chair of the life member committee. His name will be resubmitted.
John Dorner asked about a DED being eligible to be a member of NCACAA if they were formerly an ag agent. (Harvey Fouts is in line to become DED and is interested in remaining a member.) The By-Laws Committee should look into this and take care of it.
1999 State Meeting
Joey Knight gave the state meeting report.
He shared the 1999 State Meeting proposed budget and agenda - schedule of activities. The meeting will be at the Best Western in Burlington, June 22-24, 1999. Room prices are reasonable - better prices than Greensboro. There will be a nationally recognized motivational speaker coming in for the opening luncheon (at less than his usual fee). He comes highly recommended. For Thursday night's banquet, Jerry Carroll (Willow Springs Wild Man) will provide entertainment. Having a meeting in the Piedmont (without the beach or the mountains) means a district has to work harder to provide a good program and entertainment to attract people to the meeting. Jon Ort and the County Manager will be there to give opening remarks. Dalton McAffee will have 5 minutes at the Banquet to address the group. Drinks and snacks will be provided for the tours. There are a lot of activities for kids.
Joey suggests the Board meet on Tuesday evening so that board members can go on tours with their family and spouses. A motion was made and seconded that we meet at 7:30 Tuesday evening. The motion passed.
Other questions and comments:
State meeting funds do not stay with the district they all go into one pot. This policy changed in 1992. That way, if districts make money on a meeting, it can go to help with other meetings.
James Cochran asked about paying for motivational speakers. $500 from Randolph County went for a motivational speaker.
Is $1600 sufficient for hospitality?
Some of the activities planned include a skeet shoot for $3.00 a round, participants pay and Remington provides prizes. They are looking for a way to underwrite golf expenses.
James asked if when the district dissolves, the money in its treasury could go to the state association, rather than to the districts.
Regarding sponsorships: phone calls are important for sponsors. Can we assign people to contact sponsors? In March start making phone calls. A goal is to get 90% of the money in by May 1st. Some will come in after the state meeting, especially from associations that don't meet that frequently.
Registration is the same as last year, $40.00.
A motion was made by Bill and seconded by Mike to approve the budget for the state meeting. The motion passed.
2000 State Meeting
Kent Wooten talked about the 2000 meeting. George Autry is the chair and Kent Wooten is co-chair. They met in December and plan to have the meeting in Fayetteville, June 21-22, with an early bird start on Tuesday, June 20th. They looked at 3 hotels and toured them, including 2 Holiday Inns. One got back with a proposal. The meeting rooms are tied to meals and there will be some complimentary rooms. Room rates are $65.00. There will be shuttle buses provided. It was moved, seconded and passed that we accept Fayetteville as the location for our 2000 State Meeting.
National Meeting
The National meeting this year is in Omaha, Nebraska, September 12-16. Traditionally the Vice Director was supported as a voting delegate. We need to try to find leads on flights out there.Extension Foundation
David Hays from Extension Foundation was a guest at the meeting and presented information about the Foundation. He plans to visit in the counties, concentrating on one district at a time.
Various events are being planned for the Foundation. A "North Carolina Game Fair" is planned for Fayetteville (Fort Bragg) with Ducks Unlimited involved. There is also a verbal agreement with the NRA to have a part.
David shared a brochure about estate planning and using your family farm as a major land gift. Many people want to "give something back" and this is a way to do it. Our help and guidance is needed.
Heritage day is planned for each county to recognize Extension and its contributions.
The people in the counties influence the organization. The Foundation is also trying to endow a scholarship program. A gift was made of property in Vance county in exchange for naming it after grandparents.
The Foundation needs a vision - where you want to go, and celebration.
There will also be some discretionary funding - such as supporting FCS agents in their national meeting for $10,000.
The Fun Night revenue should be used to fund the awards for excellence.
In soliciting support for the Foundation, 90% of the calls made on behalf of the Foundation were calls on individuals.
Next meeting will be June 22nd, 7:30pm at the State Meeting.
Meeting was adjourned.
Submitted by Marjorie Rayburn, NCACAA Secretary