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		NCACAA Board Meeting Minutes April 6, 2001 Raleigh, NC
Attending: Marjorie Rayburn, Walter Earle, Johnny Hensley, Kenneth Reeves, Steve Duckett, Nancy Keith, Lenny Rogers, George Stancil, Sheila Jordan, Gerda Rhodes, Richard Melton Everette Davis, Norman Harrell, Art Bradley, Fred Miller, Rett Davis, Craig Atkins, Terry Garwood, Roger Crickenberger, Sam Groce, James Cochran, Phil Ricks, Matt Martin. President James Cochran reviewed the meeting agenda and introduced Dr. Jon Ort, Associate Dean and Director, NC Cooperative Extension. Dr. Ort joined us to bring information on Extension budgets, response to Foot and Mouth Disease, and listen to our concerns about these issues and the NCDA Regional Agronomists. Budget concerns Dr Ort stressed that funders are looking at relationships - we can collaborate, but not duplicate. Last Monday and Tuesday, the ag budget was presented to the legislature. Extension had to defend its funds over the last ten years. Because of the budget crisis and deficit there is a review of recurring dollars, much of that for extension and research. All recurring programs are off the table (including Neuse team positions and conifer positions in the mountains) and are zero-based. Extension had their ERS information with impacts which they presented. Tobacco research and other positions were defended by the dean and chancellor. Overhead receipts (the amount the university takes from grants for administration, labs, infrastructure, etc.) was also an issue and had to be defended. A question which was asked is "Is anybody else in the state doing the same or similar things?" They don't want duplication. What we said didn't seem to change their minds. We asked for flexibility to decide where to cut. There will be a 1.3% reduction for each of the next 2 years with the possibility of an additional 5% reduction next year. That could be a 6-7% cut for next year. Dr. Ort indicated that legislators knew the importance of agriculture to North Carolina and the economy and know it needs to be supported. (There are two agencies involved- Extension and NCDA. Extension's emphasis is educational.) Area Agronomists Dr. Ort is meeting with Meg Scott Phipps (Commissioner of Agriculture) and are having a conversation about the NCDA regional agronomists. We need to collaborate with them . We need to send a signal to the agronomists. We are education. Lack of communication is a problem. Some agencies don't realize the capabilities we have (internet communication with all counties.) Foot and Mouth Disease (FMD) Roger Crickenberger addressed concerns about foot and mouth disease. There are differing messages, information, and recommendations out there (state veterinarian, research stations, animal science department, etc.) There is going to be a college-wide task force which will be a clearinghouse (includes college of veterinary medicine) so that the information will be consistent and there will be better and more effective communication. Also a college web site will be linked to the committee and also linked to other websites. Policy statements are being developed - they are works in progress as the situation changes. Messages on foot and moth were sent out through county directors; livestock agent list will go to state veterinarian. Marjorie suggested that all agents (not just livestock agents) need to be informed about the disease and precautions. A question was asked about getting the information out directly to all agents. A suggestions was made that this be done through e-mail with a reminder to check the web site for updated information. It needs to be sent to everyone. An individual can delete it if they don't want it. It also needs to be sent to food agents and secretaries who field calls. Carolyn Lackey is also on the committee and pointed out that the public is confusing BSE, foot and mouth, and soremouth (in sheep). There is lots of confusion out there. The media is involved. Dr Ort related that the AP wire had the information on the suspected case of foot and mouth in Sampson County before the state veterinarian got the information. There are liability issues regarding youth livestock activities. This is a risk assessment decision. We need to do things sensibly. Unnecessary farm visits should be curtailed. We need to be wise and judicial and not close the program down. We should be covered (concerning liability) if we call peoples attention to it and put people on notice that there is a higher sensitivity about the issue. For example we need to screen international travelers and visitors. Gerda asked if that was for any country or just foot and mouth countries. Roger and Dr. Ort indicated that NCDA recommended any country, other agencies are looking at only foot and mouth countries. Rett cited an instance where travelers returning from an affected farm were just asked questions and their names were checked off when they returned to the Charlotte Airport. Campus has to be especially cautious because of the high number of international visitors and campus faculty who travel out of the country. NCDA can't overrule APHIS. They visited airports - Raleigh-Durham and Charlotte and were satisfied. Aphis says a 5 day separation is needed, the state vets office says 14 days. The virus can live in damp conditions for 28 days. As reports come in, if people won't comply and airport inspections are not adequate, there may be a need to shut down. The virus can survive 2 days in nasal passages. We need to act smart. If guidelines are incomplete or not enough info, we need to let them know. A concern for producers is the indemnity. Federal law provides for indemnity, but there is no money presently in the fund. Area agronomist concerns. We need the opportunity to sit down with them at some time (if not at our annual meeting). Walter Earle asked if the roles of extension agent and area agronomist have been defined. Dr. Ort indicated that we need to find roles where we overlap. Meg Scott Phipps and Richard Reich are willing to set boundaries. Other contentions - they have access to labs for free. We have to pay. Are they willing to do it for free (for Extension). Dr. Ort said they may be willing to provide us with "chits" for agents to use the lab. Phil Ricks indicated that NCDA asked for our assistance to enter information (soil sample info) into the computer for electronic submission. We don't have time. Anything with their name on it is "free." They can specialize in select populations - are more able to respond. When going to larger operations, the NCDA agronomist is there or has just left. They are being called before Extension. We have to deal with the little people - whoever calls and comes in. The NCDA needs to realize that 90% of the soil samples come from Extension. Lenny asked about the time frame. When can we sit down and resolve this? Dr. Ort suggested the fall. Terry indicated that agents have gone to NCDA from Extension because they get more money and have less reporting requirements. Other Issues and Comments Dr. Ort indicated that we will have annual conference this year. Other states with extension budget cuts have come through it. Regarding budget situation: We need a positive attitude and work ethic. Don't gripe. "You can't cut higher education." Extension has lost $8 million , $6 million in the last 4 years. (Mandated vs. discretionary programs.) Roger talked about another sister agency (NRCS) that is now doing home gardens, forage management and balancing rations. Among the issues is that NRCS doesn't have expertise in this area. There needs to be a Conversation with NRCS about their programs in nutrient balancing, fecal analysis, etc. Some NRCS folks don't want to do it. Nancy indicated that NRCS doesn't have the expertise. There needs to be service after the recommendation - then they will call Extension to correct problems. Also community college programs request our materials for classroom use. "Don't hand it over." There should be a partnership - they need to know where the information comes from. How to you say "no" to a request - our materials are available on the web. We can copyright curriculum. Regarding DSR - 29 expressed interest. 20 are taking it, mostly from counties, also four from departments. The one million dollar cut was the equivalent of 50 positions. But there are also some savings in the system so that number of 50 may not be needed. An Ad Hoc group will be focusing on who's leaving, what positions need to be replaced. There is no bill yet from the legislature for early retirement. Jon needs a written summary there should be no duplication. Extension is tied to the land grant. Trust fund Rick Wolfe was present to talk about the NCACAA Trust Fund accounts and their recent performance. Most of the widely held stock are down. The index of 100 most widely held stocks was down 30%. It is hard to predict what will happen. NASDAQ was down 60% in the last 6 months. What should we do now. We've already eaten the downturn. Therefore Rick's recommendation is that we stay the course. Long term expectations are for a 10-12% return per year. We have averaged that. For the rest of the year, the expectations are lots of ups and downs (close to the bottom) Washington has no clue. Money is the gas for the economy - it needs money to make it run. A trillion dollar economy is hard to turn around. Other options we may want to consider. - we have a good spread - recommended 30% conservative, 30% middle, 40% aggressive. Moving into cash bond may not be good because as the interest rate goes up. bonds go down. The value of corporate bonds is impacted by how well the economy is doing. Johnny asked about the trigger - that has been raised up some. If the DOW goes down 10%, we remove money for the next year or two. Everette used to pull out expenses for the year early. Then the funds were doing well and we left it in. There is more volatility in the market. It lowers the spread between buying and selling - not as much of a cushion. Johnny asked if we needed to make any changes. Rick said it wouldn't be wrong to leave the funds where they are. What we could do better. - There might be an incremental improvement with a private money manager. Not necessarily more risk. You have a manager with staff who sets up a diverse portfolio. The risk factor is about the same, maybe a little bit safer. Everette indicated it was good to see a face and thanked Rick for coming. We can call Rick in Raleigh anytime we have a question - 919-463-0900. Everette gets monthly statements and shares them with the executive board. Minutes Walter shared the minutes from last meeting, taken by secretary Cyndi Lauderdale and sent out over e-mail. Walter Earle moved we accept the minutes. The motion was seconded and was approved. Treasurer's Report Nancy gave the treasurer report. Outstanding checks from last time are straight except for one for the 2008 Committee meeting expenses (Lisa Wimpfheimer). We had a balance of $5582.69. Income of $7520.00 included dues and scholarship contributions. Expenses included NACAA membership dues and officers expenses to attend conferences. Total expenses were $10,126.59. The checkbook balance is $2,976.10,; bank statement balance is $9,783.39, (outstanding checks for national dues and other expenses). Membership report indicated 255 members. If we drop below 250, we lose a voting delegate. Johnny indicated that we might need to be "creative" in our membership. County directors can be members if they supervise ag programs, even if they don't have ag responsibilities. Motion to accept the treasurers report was made, seconded and passed. Trust Fund Discussion Walter indicated we should consider going to a private money manager. Rick thought is was a good thing, also safer. After some discussion, Sam Groce moved that the Trust Fund Committee look into using a private money manager to manage our funds. Richard Melton seconded. The motion passed. "Future of Extension" meeting On November 6, 7, and 8th, there will be a "Future of Extension" meeting, organized by Doug Sanders. Doug was supposed to be here, but didn't make it. Roger will check with Doug and get back with James. Southern Region Leadership Workshop James and Johnny reported on the Southern Region meeting. Other states have had budget cuts - deficits up to 17-18%. All states except 2 (Georgia and one other state) are having problems. The Kellogg report on the engaged university was discussed at the meeting. Next year Johnny and Walter will attend the Southern Region meeting. The associations rotate their organizing of it, including 4-H and FCS. It is usually in February. The ag agents have it in 2003. Fred will be in charge and is looking at Charlotte, Asheville, or Raleigh. National Report NACAA Report was given by George Stancil. NACAA has taken $103,000 and invested it in bonds and mutual funds. With the new committee structure, each committee has been given $500 for an outside speaker who is not a member. They will pay people who were promised for last year (even if they are committee members). At the winter board meeting it was decided that committee chair could not apply for awards. There was a concern that some committee chairs might leave if they couldn't enter. The national meeting is in Albuquerque, New Mexico at the Hyatt. Rooms are $139.00 a night. There are cheaper hotels in the area. Registration is $175.00 for agents and $90 for spouses. Information should be in the County Agent Magazine coming out in May. The tours look great, but some will require a 2 hour travel time. Candidates for vice president include Terry Lee from Mississippi, Kenneth Williams from Arkansas, and Frank Fitzsimmons. For secretary, Hadcock from New York and Broadwater (or Bridgewater) from Minnesota are running. NACAA is looking at becoming a 501c3 non-prof organization because of tax savings for donors, but then money could not be spent on members. (NACAA is presently 501c6.) Texas did it. The situation varies from state to state. Other states have problems with Extension budgets. Indiana had gone to clusters and now is back to county structure. County directors do 2-3 counties in South Carolina. Clustering worked weakly in places. NACAA has a decreasing assets committee. They have spent more money than they have taken in. Money comes from sources such as donors, national meeting registration and dues. Small national meetings also hurt. Discussions will be held at the national meeting and state and presidents and regions will be informed. George will be looking at other associations and see what they do. Suggestions to deal with the situation - no banquet at the annual meeting ($32,000); no spouse and youth program, and tours. New Mexico doesn't have much money. Attendance may be down this year because the South is in school. Georgia already has enough money for their national meeting in Savannah. Constitution and by-laws James gave an update on constitution and bylaws. There will need to be some changes to be consistent with the national committee structure. Members will be notified 60 days ahead of the state meeting as required for a bylaws change. Federation The federation is trying to increase the effectiveness of the fall meeting. They are developing policy papers in six areas: scholarly activities, multi-county issues, technology, salary equity, EMAPs, and CEMPs. James had a chance to sit in on interviews for the vice-chancellor for engagement,. The Southern region conference focused on the engaged university. This position will be an asset to the university. There have been four candidates for the position - all from somewhat different backgrounds. We (Extension) are an example for the rest of the university. PILD Conference Johnny and James will attend the PILD conference in Washington, DC, April 29- May 2, 2001) as well as Fred Miller. Christine Berry from the secretaries association will also attend. Fundraising Update Walter Earle gave a fund raising update - for the State Meeting in Asheville. There have been a lot of folks contacted. We now have $12,375 in the bank or firm commitments. We may get another $2500-3000. May 1st is the "drop dead deadline". There have been some increases and some new sponsors. Philip Morris gave $1500; Southern States $500. We need to make personal contacts with those who have not yet sent in money. Keith Oakley with CALS Alumni Association has not yet sent money in. A good effort has been made so far. There will be information on the materials to recognize levels of sponsorship. Diamond sponsors are over $1000, Ruby, $750-999, Platinum: $500-749, Gold: $250-499, Silver: $100-249, Bronze, $99 and under. People respond to those levels. We need to think about when major sponsors will speak - we have 2 lunches, and a breakfast available, before and after. We also need to know if sponsors will need booths or display tables and if they will be present for any of the meals (excluding the banquet). Thursday would be good day for displays since that is when the activities will be at the hotel. Regarding whether or not we should charge for meals: we can feed the diamond and ruby sponsors anything they want!!! The list of sponsors from poultry affiliated organizations was given to Richard Melton. to contact. James indicated that as we lose traditional sponsors, we also get new ones and get old ones back. Personal contact is important. Blind mailing doesn't work. We need to clearly define who is responsible for what in fund raising for the state meeting. We need a plan. 2001 State Meeting Report Animal tours will be cancelled if there is a Foot and Mouth Disease Outbreak. We will have a parliamentarian - Jack Loudermilk will be there. The activities and agenda of the state meeting were reviewed. There will be a state board meeting Tuesday evening at 7:30 pm. If the perceived risk is great enough (of Foot and Mouth), tours will be cancelled. Kenneth White, SE Region Director will join us. James Reported on Event Insurance. They looked at several companies including K & K. Everette looked at how other events handled insurance. For $250 we can get $1 million per occurrence liability insurance with K & K. There is an animal exclusion (buffalo). There was some question about the raft trip being covered. It does cover the conference and pre conference events. (3-5 days). We need to list all site locations and dates. We need to mail landowners a certificate of insurance. $250 will cover the whole event. $1000 would cover the association and all districts, but they would need the dates and locations of all events. Marjorie moved we get insurance with K & K to cover the state meeting. Terry seconded it. The motion carried. A question was asked about the 4-H insurance. That type of policy would not do what we want it to do. 2008 Committee The report was shared by Sam Groce. Teresa (our conference planner contact in Greensboro) is working for NCACAA and will work to get us the best rates possible. South Carolina might bid for 2006 - an open year, but North Carolina is already way ahead of South Carolina. The National Board sets a lot of the requirements on how the meeting will run. We need to be prepared to "sell a meeting" at Orlando in 2004. Our preferred date is July 13-17 (our state meeting needs to be 2 weeks before this). The hotel will hold these dates, pending approval in Orlando. 2003 will be a busy year. Bob Edwards is on the committee up to 2004. He was reluctant to make a commitment further. He is the only one on the present committee who was here in 1988. Gerda was concerned that the committee considered co-sponsoring with South Carolina. This was discussed, but was not considered (A district heard that it was being considered by SC - this discussion came from that.) As we get closer to the date, we will bring more people into the process. The previous committee met with Ken Vaughn and Ed Nolley. We need to continue to communicate with those who were around in 1988. George indicated that we need to talk to states who have just had a state meeting. Be sure there is good communication with the meeting planner. Fred Miller indicated that South Carolina may not go for the bid for 2006. Phil Ricks indicated that Ed Nolley was well organized for Charlotte 88. We need to get this talent lined up. We need $10,000 to bid in 2004. After that?? We need to use people who were around in 1988 as resources and to help with planning. We need to think big for the national meeting - contact national offices of companies for big bucks. We have national headquarters in North Carolina for many agribusinesses, etc. Johnny indicated that if we help other southern states, they should be here to help us. Bob Edwards is coordinating the hospitality in New Mexico. They need a budget. Last year we spent $3652.80 for the treasurer's (George Stancil) campaign and hospitality. Walter Earle moved that we authorize up to $4000 for hospitality (and George Stancil for Treasurer) in New Mexico at Bob Edwards discretion. It was seconded and passed. District Reports Northwest - Sheila Jordan - They will meet in Surry County, May 17th. Northeast - Gerda Rhodes - met in March to tour an old hog operation being closed out. It was purchased by Chowan county. Buildings were salvaged by local people. 700 acres was needed to dispose of the sludge - hauled up to 9 miles. The Duck hunt in January went well. Southwest - Met February 23rd at Chimney Rock park and had a program on agritourism. South Central - Richard Melton - met March 16th and went to Dunn Triangle Enterprises for a tour. Southeast - Phil Ricks - met March 15th. Matt Martin indicated they were looking into sponsoring certified crop advisor training. They toured River Bend Ranch. They will meet again May 11 North Central - Art Bradley - Donald Cobb and Ed Jones were at their last meeting. North Central District is making plans for the 2002 state meeting in Rocky Mount, June 25-27 at the Holiday Inn Gateway Convention Center. They need $250 for a deposit for the hotel to sign the contract - would like it from NCACAA. Rett moved we give them $250 for the deposit. The motion was seconded and passed. Western District - Steve Duckett - working on the state meeting. Met Feb 1st and will meet May 15. State Meeting Discussion We need to look at the district and the state financial responsibilities for the state meetings. Who pays for what. James said we should clarify that at the board meeting in Asheville. Traditionally the state Board was responsible for the opening luncheon through the rest of the meeting. And the district was responsible for anything before the opening luncheon. For good tours the state may need to cover transportation. James will e-mail the background information so we can make decisions. There have been changes in what has been done over the years. Johnny indicated that we may need to look at meals to reduce costs. James brought up the subject of increasing prize money for winners of communication and other awards at the state level. Rett indicated that his committee had looked at it an recommended doubling the amount of the awards. Last year $1275 was paid out on communication awards. It would have been $1400 if there were first and second places in all categories. Rett recommended paying $100 for first place and $50 for second place for the communication awards and PRIDE, livestock and crop production awards. Other awards - AA, DSA would stay the same. Total awards last year including AA and DSA were $5,267. Rett moved that the awards be doubled. There were several seconds. It was clarified that the award winners were expected to attend the state meeting. A discussion about how much money supported the awards and from what sources. Fred Miller moved this be tabled until the state meeting. Steve seconded it. Motion passed. Several did not vote. Phil moved we take it back off the table. Johnny seconded it. The motion passed. Gerda moved we give $100 for 1st place and $50 for second place in the discussed awards and that winners must attend the state meeting. It was seconded by Rett. The motion carried. Other Items Bob Edwards has been named southern Region Scholarship chair. Horn of Plenty will be in Fayetteville in 2001. They have requested $1 per member for support. Johnny moved we contribute the $255.00 to the Horn of Plenty. Matt Martin seconded it. The motion carried. The secretaries association requested $2000 in support of their meeting this year. Rett moved we contribute $2000 to the secretaries association. The motion was seconded and it passed. The secretaries association has presented NCACAA with a gavel in appreciation of past support. James said that each year NCACAA gives the districts $200 professional development money (from Charlotte 88 funds). Walter Earle asked if the districts needed the money. Marjorie moved we give the districts $200. The motion died for lack of a second. Walter moved we adjourn. Respectfully Submitted, Marjorie Rayburn, acting secretary

NCACAA Board Meeting

Minutes

April 6, 2001

Raleigh, NC

Attending:

Marjorie Rayburn, Walter Earle, Johnny Hensley, Kenneth Reeves, Steve Duckett, Nancy Keith, Lenny Rogers, George Stancil, Sheila Jordan, Gerda Rhodes, Richard Melton Everette Davis, Norman Harrell, Art Bradley, Fred Miller, Rett Davis, Craig Atkins, Terry Garwood, Roger Crickenberger, Sam Groce, James Cochran, Phil Ricks, Matt Martin.

President James Cochran reviewed the meeting agenda and introduced Dr. Jon Ort, Associate Dean and Director, NC Cooperative Extension.

Dr. Ort joined us to bring information on Extension budgets, response to Foot and Mouth Disease, and listen to our concerns about these issues and the NCDA Regional Agronomists.

Budget concerns

Dr Ort stressed that funders are looking at relationships - we can collaborate, but not duplicate. Last Monday and Tuesday, the ag budget was presented to the legislature. Extension had to defend its funds over the last ten years. Because of the budget crisis and deficit there is a review of recurring dollars, much of that for extension and research. All recurring programs are off the table (including Neuse team positions and conifer positions in the mountains) and are zero-based. Extension had their ERS information with impacts which they presented. Tobacco research and other positions were defended by the dean and chancellor. Overhead receipts (the amount the university takes from grants for administration, labs, infrastructure, etc.) was also an issue and had to be defended.

A question which was asked is "Is anybody else in the state doing the same or similar things?" They don't want duplication. What we said didn't seem to change their minds. We asked for flexibility to decide where to cut. There will be a 1.3% reduction for each of the next 2 years with the possibility of an additional 5% reduction next year. That could be a 6-7% cut for next year.

Dr. Ort indicated that legislators knew the importance of agriculture to North Carolina and the economy and know it needs to be supported. (There are two agencies involved- Extension and NCDA. Extension's emphasis is educational.)

Area Agronomists

Dr. Ort is meeting with Meg Scott Phipps (Commissioner of Agriculture) and are having a conversation about the NCDA regional agronomists. We need to collaborate with them . We need to send a signal to the agronomists. We are education. Lack of communication is a problem. Some agencies don't realize the capabilities we have (internet communication with all counties.)

Foot and Mouth Disease (FMD)

Roger Crickenberger addressed concerns about foot and mouth disease. There are differing messages, information, and recommendations out there (state veterinarian, research stations, animal science department, etc.) There is going to be a college-wide task force which will be a clearinghouse (includes college of veterinary medicine) so that the information will be consistent and there will be better and more effective communication.

Also a college web site will be linked to the committee and also linked to other websites. Policy statements are being developed - they are works in progress as the situation changes. Messages on foot and moth were sent out through county directors; livestock agent list will go to state veterinarian. Marjorie suggested that all agents (not just livestock agents) need to be informed about the disease and precautions. A question was asked about getting the information out directly to all agents. A suggestions was made that this be done through e-mail with a reminder to check the web site for updated information. It needs to be sent to everyone. An individual can delete it if they don't want it. It also needs to be sent to food agents and secretaries who field calls. Carolyn Lackey is also on the committee and pointed out that the public is confusing BSE, foot and mouth, and soremouth (in sheep). There is lots of confusion out there. The media is involved. Dr Ort related that the AP wire had the information on the suspected case of foot and mouth in Sampson County before the state veterinarian got the information.

There are liability issues regarding youth livestock activities. This is a risk assessment decision. We need to do things sensibly. Unnecessary farm visits should be curtailed. We need to be wise and judicial and not close the program down. We should be covered (concerning liability) if we call peoples attention to it and put people on notice that there is a higher sensitivity about the issue. For example we need to screen international travelers and visitors. Gerda asked if that was for any country or just foot and mouth countries. Roger and Dr. Ort indicated that NCDA recommended any country, other agencies are looking at only foot and mouth countries.

Rett cited an instance where travelers returning from an affected farm were just asked questions and their names were checked off when they returned to the Charlotte Airport.

Campus has to be especially cautious because of the high number of international visitors and campus faculty who travel out of the country. NCDA can't overrule APHIS. They visited airports - Raleigh-Durham and Charlotte and were satisfied. Aphis says a 5 day separation is needed, the state vets office says 14 days. The virus can live in damp conditions for 28 days. As reports come in, if people won't comply and airport inspections are not adequate, there may be a need to shut down. The virus can survive 2 days in nasal passages. We need to act smart. If guidelines are incomplete or not enough info, we need to let them know. A concern for producers is the indemnity. Federal law provides for indemnity, but there is no money presently in the fund.

Area agronomist concerns.

We need the opportunity to sit down with them at some time (if not at our annual meeting).

Walter Earle asked if the roles of extension agent and area agronomist have been defined. Dr. Ort indicated that we need to find roles where we overlap. Meg Scott Phipps and Richard Reich are willing to set boundaries.

Other contentions - they have access to labs for free. We have to pay. Are they willing to do it for free (for Extension). Dr. Ort said they may be willing to provide us with "chits" for agents to use the lab.

Phil Ricks indicated that NCDA asked for our assistance to enter information (soil sample info) into the computer for electronic submission. We don't have time.

Anything with their name on it is "free." They can specialize in select populations - are more able to respond. When going to larger operations, the NCDA agronomist is there or has just left. They are being called before Extension. We have to deal with the little people - whoever calls and comes in. The NCDA needs to realize that 90% of the soil samples come from Extension.

Lenny asked about the time frame. When can we sit down and resolve this? Dr. Ort suggested the fall. Terry indicated that agents have gone to NCDA from Extension because they get more money and have less reporting requirements.

Other Issues and Comments

Dr. Ort indicated that we will have annual conference this year. Other states with extension budget cuts have come through it.

Regarding budget situation: We need a positive attitude and work ethic. Don't gripe. "You can't cut higher education." Extension has lost $8 million , $6 million in the last 4 years. (Mandated vs. discretionary programs.)

Roger talked about another sister agency (NRCS) that is now doing home gardens, forage management and balancing rations. Among the issues is that NRCS doesn't have expertise in this area. There needs to be a Conversation with NRCS about their programs in nutrient balancing, fecal analysis, etc. Some NRCS folks don't want to do it. Nancy indicated that NRCS doesn't have the expertise. There needs to be service after the recommendation - then they will call Extension to correct problems.

Also community college programs request our materials for classroom use. "Don't hand it over." There should be a partnership - they need to know where the information comes from. How to you say "no" to a request - our materials are available on the web. We can copyright curriculum.

Regarding DSR - 29 expressed interest. 20 are taking it, mostly from counties, also four from departments. The one million dollar cut was the equivalent of 50 positions. But there are also some savings in the system so that number of 50 may not be needed. An Ad Hoc group will be focusing on who's leaving, what positions need to be replaced. There is no bill yet from the legislature for early retirement.

Jon needs a written summary there should be no duplication. Extension is tied to the land grant.

Trust fund

Rick Wolfe was present to talk about the NCACAA Trust Fund accounts and their recent performance. Most of the widely held stock are down. The index of 100 most widely held stocks was down 30%. It is hard to predict what will happen. NASDAQ was down 60% in the last 6 months. What should we do now. We've already eaten the downturn. Therefore Rick's recommendation is that we stay the course. Long term expectations are for a 10-12% return per year. We have averaged that. For the rest of the year, the expectations are lots of ups and downs (close to the bottom) Washington has no clue. Money is the gas for the economy - it needs money to make it run. A trillion dollar economy is hard to turn around.

Other options we may want to consider. - we have a good spread - recommended 30% conservative, 30% middle, 40% aggressive. Moving into cash bond may not be good because as the interest rate goes up. bonds go down. The value of corporate bonds is impacted by how well the economy is doing.

Johnny asked about the trigger - that has been raised up some. If the DOW goes down 10%, we remove money for the next year or two. Everette used to pull out expenses for the year early. Then the funds were doing well and we left it in. There is more volatility in the market. It lowers the spread between buying and selling - not as much of a cushion.

Johnny asked if we needed to make any changes.

Rick said it wouldn't be wrong to leave the funds where they are. What we could do better. - There might be an incremental improvement with a private money manager. Not necessarily more risk. You have a manager with staff who sets up a diverse portfolio. The risk factor is about the same, maybe a little bit safer. Everette indicated it was good to see a face and thanked Rick for coming. We can call Rick in Raleigh anytime we have a question - 919-463-0900. Everette gets monthly statements and shares them with the executive board.

Minutes

Walter shared the minutes from last meeting, taken by secretary Cyndi Lauderdale and sent out over e-mail. Walter Earle moved we accept the minutes. The motion was seconded and was approved.

Treasurer's Report

Nancy gave the treasurer report. Outstanding checks from last time are straight except for one for the 2008 Committee meeting expenses (Lisa Wimpfheimer). We had a balance of $5582.69. Income of $7520.00 included dues and scholarship contributions. Expenses included NACAA membership dues and officers expenses to attend conferences. Total expenses were $10,126.59. The checkbook balance is $2,976.10,; bank statement balance is $9,783.39, (outstanding checks for national dues and other expenses).

Membership report indicated 255 members. If we drop below 250, we lose a voting delegate. Johnny indicated that we might need to be "creative" in our membership. County directors can be members if they supervise ag programs, even if they don't have ag responsibilities.

Motion to accept the treasurers report was made, seconded and passed.

Trust Fund Discussion

Walter indicated we should consider going to a private money manager. Rick thought is was a good thing, also safer. After some discussion, Sam Groce moved that the Trust Fund Committee look into using a private money manager to manage our funds. Richard Melton seconded. The motion passed.

"Future of Extension" meeting

On November 6, 7, and 8th, there will be a "Future of Extension" meeting, organized by Doug Sanders. Doug was supposed to be here, but didn't make it. Roger will check with Doug and get back with James.

Southern Region Leadership Workshop

James and Johnny reported on the Southern Region meeting. Other states have had budget cuts - deficits up to 17-18%. All states except 2 (Georgia and one other state) are having problems. The Kellogg report on the engaged university was discussed at the meeting. Next year Johnny and Walter will attend the Southern Region meeting. The associations rotate their organizing of it, including 4-H and FCS. It is usually in February. The ag agents have it in 2003. Fred will be in charge and is looking at Charlotte, Asheville, or Raleigh.

National Report

NACAA Report was given by George Stancil. NACAA has taken $103,000 and invested it in bonds and mutual funds. With the new committee structure, each committee has been given $500 for an outside speaker who is not a member. They will pay people who were promised for last year (even if they are committee members). At the winter board meeting it was decided that committee chair could not apply for awards. There was a concern that some committee chairs might leave if they couldn't enter.

The national meeting is in Albuquerque, New Mexico at the Hyatt. Rooms are $139.00 a night. There are cheaper hotels in the area. Registration is $175.00 for agents and $90 for spouses. Information should be in the County Agent Magazine coming out in May. The tours look great, but some will require a 2 hour travel time.

Candidates for vice president include Terry Lee from Mississippi, Kenneth Williams from Arkansas, and Frank Fitzsimmons. For secretary, Hadcock from New York and Broadwater (or Bridgewater) from Minnesota are running.

NACAA is looking at becoming a 501c3 non-prof organization because of tax savings for donors, but then money could not be spent on members. (NACAA is presently 501c6.) Texas did it. The situation varies from state to state.

Other states have problems with Extension budgets. Indiana had gone to clusters and now is back to county structure. County directors do 2-3 counties in South Carolina. Clustering worked weakly in places.

NACAA has a decreasing assets committee. They have spent more money than they have taken in. Money comes from sources such as donors, national meeting registration and dues. Small national meetings also hurt. Discussions will be held at the national meeting and state and presidents and regions will be informed. George will be looking at other associations and see what they do.

Suggestions to deal with the situation - no banquet at the annual meeting ($32,000); no spouse and youth program, and tours. New Mexico doesn't have much money. Attendance may be down this year because the South is in school. Georgia already has enough money for their national meeting in Savannah.

Constitution and by-laws

James gave an update on constitution and bylaws. There will need to be some changes to be consistent with the national committee structure. Members will be notified 60 days ahead of the state meeting as required for a bylaws change.

Federation

The federation is trying to increase the effectiveness of the fall meeting. They are developing policy papers in six areas: scholarly activities, multi-county issues, technology, salary equity, EMAPs, and CEMPs.

James had a chance to sit in on interviews for the vice-chancellor for engagement,. The Southern region conference focused on the engaged university. This position will be an asset to the university. There have been four candidates for the position - all from somewhat different backgrounds. We (Extension) are an example for the rest of the university.

PILD Conference

Johnny and James will attend the PILD conference in Washington, DC, April 29- May 2, 2001) as well as Fred Miller. Christine Berry from the secretaries association will also attend.

Fundraising Update

Walter Earle gave a fund raising update - for the State Meeting in Asheville. There have been a lot of folks contacted. We now have $12,375 in the bank or firm commitments. We may get another $2500-3000. May 1st is the "drop dead deadline". There have been some increases and some new sponsors. Philip Morris gave $1500; Southern States $500.

We need to make personal contacts with those who have not yet sent in money. Keith Oakley with CALS Alumni Association has not yet sent money in. A good effort has been made so far. There will be information on the materials to recognize levels of sponsorship. Diamond sponsors are over $1000, Ruby, $750-999, Platinum: $500-749, Gold: $250-499, Silver: $100-249, Bronze, $99 and under. People respond to those levels. We need to think about when major sponsors will speak - we have 2 lunches, and a breakfast available, before and after. We also need to know if sponsors will need booths or display tables and if they will be present for any of the meals (excluding the banquet). Thursday would be good day for displays since that is when the activities will be at the hotel. Regarding whether or not we should charge for meals: we can feed the diamond and ruby sponsors anything they want!!!

The list of sponsors from poultry affiliated organizations was given to Richard Melton. to contact.

James indicated that as we lose traditional sponsors, we also get new ones and get old ones back. Personal contact is important. Blind mailing doesn't work. We need to clearly define who is responsible for what in fund raising for the state meeting. We need a plan.

2001 State Meeting Report

Animal tours will be cancelled if there is a Foot and Mouth Disease Outbreak.

We will have a parliamentarian - Jack Loudermilk will be there.

The activities and agenda of the state meeting were reviewed. There will be a state board meeting Tuesday evening at 7:30 pm. If the perceived risk is great enough (of Foot and Mouth), tours will be cancelled. Kenneth White, SE Region Director will join us.

James Reported on Event Insurance. They looked at several companies including K & K. Everette looked at how other events handled insurance. For $250 we can get $1 million per occurrence liability insurance with K & K. There is an animal exclusion (buffalo). There was some question about the raft trip being covered. It does cover the conference and pre conference events. (3-5 days). We need to list all site locations and dates. We need to mail landowners a certificate of insurance. $250 will cover the whole event. $1000 would cover the association and all districts, but they would need the dates and locations of all events. Marjorie moved we get insurance with K & K to cover the state meeting. Terry seconded it. The motion carried. A question was asked about the 4-H insurance. That type of policy would not do what we want it to do.

2008 Committee

The report was shared by Sam Groce. Teresa (our conference planner contact in Greensboro) is working for NCACAA and will work to get us the best rates possible. South Carolina might bid for 2006 - an open year, but North Carolina is already way ahead of South Carolina.

The National Board sets a lot of the requirements on how the meeting will run. We need to be prepared to "sell a meeting" at Orlando in 2004. Our preferred date is July 13-17 (our state meeting needs to be 2 weeks before this). The hotel will hold these dates, pending approval in Orlando. 2003 will be a busy year.

Bob Edwards is on the committee up to 2004. He was reluctant to make a commitment further. He is the only one on the present committee who was here in 1988.

Gerda was concerned that the committee considered co-sponsoring with South Carolina. This was discussed, but was not considered (A district heard that it was being considered by SC - this discussion came from that.)

As we get closer to the date, we will bring more people into the process. The previous committee met with Ken Vaughn and Ed Nolley. We need to continue to communicate with those who were around in 1988.

George indicated that we need to talk to states who have just had a state meeting. Be sure there is good communication with the meeting planner.

Fred Miller indicated that South Carolina may not go for the bid for 2006.

Phil Ricks indicated that Ed Nolley was well organized for Charlotte 88. We need to get this talent lined up. We need $10,000 to bid in 2004. After that??

We need to use people who were around in 1988 as resources and to help with planning.

We need to think big for the national meeting - contact national offices of companies for big bucks. We have national headquarters in North Carolina for many agribusinesses, etc.

Johnny indicated that if we help other southern states, they should be here to help us. Bob Edwards is coordinating the hospitality in New Mexico. They need a budget. Last year we spent $3652.80 for the treasurer's (George Stancil) campaign and hospitality. Walter Earle moved that we authorize up to $4000 for hospitality (and George Stancil for Treasurer) in New Mexico at Bob Edwards discretion. It was seconded and passed.

District Reports

Northwest - Sheila Jordan - They will meet in Surry County, May 17th.

Northeast - Gerda Rhodes - met in March to tour an old hog operation being closed out. It was purchased by Chowan county. Buildings were salvaged by local people. 700 acres was needed to dispose of the sludge - hauled up to 9 miles. The Duck hunt in January went well.

Southwest - Met February 23rd at Chimney Rock park and had a program on agritourism.

South Central - Richard Melton - met March 16th and went to Dunn Triangle Enterprises for a tour.

Southeast - Phil Ricks - met March 15th. Matt Martin indicated they were looking into sponsoring certified crop advisor training. They toured River Bend Ranch. They will meet again May 11

North Central - Art Bradley - Donald Cobb and Ed Jones were at their last meeting. North Central District is making plans for the 2002 state meeting in Rocky Mount, June 25-27 at the Holiday Inn Gateway Convention Center. They need $250 for a deposit for the hotel to sign the contract - would like it from NCACAA. Rett moved we give them $250 for the deposit. The motion was seconded and passed.

Western District - Steve Duckett - working on the state meeting. Met Feb 1st and will meet May 15.

State Meeting Discussion

We need to look at the district and the state financial responsibilities for the state meetings. Who pays for what. James said we should clarify that at the board meeting in Asheville. Traditionally the state Board was responsible for the opening luncheon through the rest of the meeting. And the district was responsible for anything before the opening luncheon. For good tours the state may need to cover transportation.

James will e-mail the background information so we can make decisions. There have been changes in what has been done over the years.

Johnny indicated that we may need to look at meals to reduce costs.

James brought up the subject of increasing prize money for winners of communication and other awards at the state level. Rett indicated that his committee had looked at it an recommended doubling the amount of the awards. Last year $1275 was paid out on communication awards. It would have been $1400 if there were first and second places in all categories. Rett recommended paying $100 for first place and $50 for second place for the communication awards and PRIDE, livestock and crop production awards. Other awards - AA, DSA would stay the same. Total awards last year including AA and DSA were $5,267.

Rett moved that the awards be doubled. There were several seconds. It was clarified that the award winners were expected to attend the state meeting. A discussion about how much money supported the awards and from what sources.

Fred Miller moved this be tabled until the state meeting. Steve seconded it. Motion passed. Several did not vote.

Phil moved we take it back off the table. Johnny seconded it. The motion passed.

Gerda moved we give $100 for 1st place and $50 for second place in the discussed awards and that winners must attend the state meeting. It was seconded by Rett. The motion carried.

Other Items

Bob Edwards has been named southern Region Scholarship chair.

Horn of Plenty will be in Fayetteville in 2001. They have requested $1 per member for support. Johnny moved we contribute the $255.00 to the Horn of Plenty. Matt Martin seconded it. The motion carried.

The secretaries association requested $2000 in support of their meeting this year. Rett moved we contribute $2000 to the secretaries association. The motion was seconded and it passed. The secretaries association has presented NCACAA with a gavel in appreciation of past support.

James said that each year NCACAA gives the districts $200 professional development money (from Charlotte 88 funds). Walter Earle asked if the districts needed the money. Marjorie moved we give the districts $200. The motion died for lack of a second.

Walter moved we adjourn.

Respectfully Submitted,
Marjorie Rayburn, acting secretary