NCACAA Board Meeting Minutes
June 25, 2002
7:30 p.m.
Holiday Inn , Rocky Mount, NC
Attending: Marjorie Rayburn, Walter Earle, Johnny Hensley, Steve Duckett, Lenny Rogers, George Stancil, Norman Harrell, Fred Miller, Terry Garwood, James Cochran, Cyndi Lauderdale, Bob Edwards, Daniel Smith, Craig Adkins, Karen Spivey, Phil Ricks, Barry Foushee, and Stanley Holloway.
President Johnny Hensley Called the meeting to Order.
Minutes
Cyndi Lauderdale shared the minutes from last meeting which were sent out over E-mail. Hearing no corrections Walter Earle moved we accept the minutes. The motion seconded by Phil Ricks and approved.
Treasurer's Report
Lenny Rogers gave the treasurer report. Outstanding checks were #1928, #1931 and award checks for a total of $3,171.44. We had a checkbook balance of $966.96. Income of as of 6/20 was $41,354 which included a transfer from the Trust Fund Account and Membership Services. Expenses included accountant, Sec. Association, March board meeting, treasurers campaign, federation expense, 3 memorials, dues reimbursement, Horn of Plenty, National meeting breakfast, NACAA dues, officer expenses, postage, plaques and miscellaneous expenses. Total expenses were $25,973.44. The checkbook balance is $16,347.52; bank statement balance is $11,818.96 as of 5/31. Motion to accept the treasurer's report was made by Walter Earle, seconded by Barry Foushee. Motion passed.
Federation Report
Walter Earle stated that no business had occurred since the last board meeting. The NCACAA will nominate a Vice President, James Cochran.
Old Business
Award Regulations - Walter brought up the subject that last year the board passed to receive your cash award you must be present. Several of this year's winners did not register or are only attending one meal, etc. What should we do, mail plaques or this year be the last year to give the cash award. It was discussed that the reason for this policy was to be like National. For National you must register and show up to the awards function. Marjorie Rayburn stated we should stick with the policy this year and award the money only to those present at the lunch or have other Association duties (such as the hosting district and in charge of tours) and for future clarification one must register and attend the Association activities. It was asked if one's District Director says you must help with 4-H Activity days what are you suppose to do. It was mentioned that the NCACAA always gives a year notice to our Annual meeting dates and times. President-Elect Walter Earle emailled those dates to Administration, CED's and DD's on July 1, 2002. Barry Foushee seconded the motion. An amendment was added "if extenuating circumstances (such as death in family) the award winner can make an application to the board for an exception. Marjorie accepted the amendment. All in favor but one nay. Motion passes.
State Meeting Update
Art Bradley said 144 agents paid registration. 101 non-agents were signed up for the conference. 306 were signed up for the Summit. The budget looks good. Meal prices are different due to the extra people of the Summit and the Summit picking up the expense of most meals. Soft ball expenses increased to have a tent (which proved handy in the rain.) Spouse and youth activities increased since they had to provide more for them to do because of the Summit. It was mentioned that Art Bradley has done a fine job as Chairman. It was mentioned that Charlie Tyson's, Nash Co. Agent, brother died in a motorcycle accident. Our thoughts and prayers are with his family.
State Meeting Fund Raising Update
Marjorie stated we have received one more check from Sygenta for a grand total of $14,300. A few more may filter in. Fine job, Marjorie. Fred Miller suggests that NCACAA get the Summit's list of sponsors to contact next year. Mark Tucker should research this option since he will be the new fund raising chair.
National Meeting
States Night Out
We need a head count. A list was passed around at the general session. Around 92 people plan to attend from North Carolina. Walter has reservations at Loves Seafood and a room for 100. Walter has the list of those who plan on attending. George Stancil will mail information to the Life members on States night out.
Voting Delegates
The list has been sent to National. Phil Ricks asked about certifying the delegates, Fred Miller will certify.
Treasurers campaign
Since George is running unopposed we have decided to have a hospitality prior to the scholarship auction which will save money of renting a room, etc. They have spent around $830 on the campaign and requesting $1,000 for scholarship drinks. A motion was made for $2,000. Johnny Hensley said $2,500 was already approved. Terry Garwood moved to accept the motion, it was seconded by Daniel Smith. Motion carries, this superceeds any other motion.
Bob Edwards reminded the board that if they donate an auction item you get half into your own scholarship fund. Scholarship money is due by June 30.
Breakfast
Barry Foushee and Phil Ricks are co-chairs on organizing a NC dress attire to help with the Thurs. morning breakfast co-hosted with Virginia.
NACAA Report -Fred Miller
The voting delegates approved a bylaw change in Albuquerque to allow two representatives from each region to serve on the nominating committee in place of the Regional directors. They also approved the increase in annual dues for regular members to $40 and life members to $50. They also approved committee name changes to 1) Ag. Econ and Community Development and 2) Teaching and Educational Tech.
Fred will be hosting the Southern Region Officers workshop, Feb. 20-22 in Asheville. Volunteers are needed to assist him.
If you are interested in a National committee appointment see Walter Earle for the applications. You must have state level experience to be considered for a national chair.
Mentioned the Member Incentive program. If you secure a $2,000 sponsor your registration is waived, $5,000 waived registration and $500 travel reimbursement, $10,000 waived registration, and $1,000 travel reinbursement.
Fred also mentioned that he sees a lot of different states associations and is willing to share and bring ideas back to the NCACAA board.
Trust Fund - Everett Davis
Our Charlotte '88 funds are lower than in 1989. Marjorie asked about moving funds to a secure account such as a money market. Everett said we have discussed this but we have been waiting for the rebound. The Trust Fund committee has requested that NCACAA to cautious of using the funds. Johnny thanked Everett and the committee for all they do.
Taxes - Johnny Hensley
We have received letters from IRS indicating $9,700 worth of penalties. Gayle Smith has written letters to get this waived. (It was reported by Lenny the first of July that these penalties have been waived). We received the 2001 tax bill for $600 which Lenny will pay. Questions arose - Are we late again this year? Lenny stated he does not have the 11 years of tax records and is suppose to call Ms. Smith to get them. Johnny has spread sheets but not the 9-90's. Lenny has the 2000 tax information. There was discussion on if we should keep Ms. Smith. If we do not it was suggested we hire a CPA who specializes in non-profits. Walter suggested that everything so far that Ms. Smith has done has been with "a free checkbook" and that in the future we need to have the charge of the service before it is performed. The motion was made to pay the bill after Lenny receives the 11 years of 9-90's Walter accepted the motion and it was seconded by Phil Ricks. Motion carried. James Cochran motioned that Lenny Rogers could pursue other accountants, Walter Earle seconded it. Motion carried. Everett Davis will mail Lenny the Trust Fund information.
2003 State Meeting - Marjorie Rayburn
June 10-12 at the Holiday Inn in Nags Head. Rooms are $75 street side and $95 with ocean view. Committees are formed. NCACAA participants can arrive early with the same room rates. Rates go up on Friday.
2002-2003 Budget
It was discussed we have taken larger sums from the trust funds over the past few years, $15,000 and $22,000, respectively. How can we save money. Johnny suggested the board meet 3 times a year verse four, this would be a policy change. No motion or vote. It was discussed to reduce awards. This will be discussed more at the October board meeting.
2004 Bid Committee - James Cochran
No money was requested. James felt like in 2002 $500 would cover expenses and in 2003 costs would go up. James asked if the Bid Committee needs to appear before the National board before the bid? Not according to Fred's knowledge. Fred suggested that attending the National meeting update in Savannah to the timeline.
NCACAA/Legislation
Marjorie mentioned the concerns over the budget and how as agents we feel powerless since we can not lobby. Is there educational programs as an Association we can do to take legislators on tours, etc. so they can understand what Extension does. In Texas the retired agents got raises for all Extension Agents regardless of subject area. James suggested we invite a Texan representative to Nags Head. Walter suggested because of budget concerns that we invite someone from Texas to our States Night out. Fred will talk to Kenneth White. Gary Bowman was in charge of this project. Texas was asked if they had Administration support. Texas said after it was passed they had Administration support. They also mentioned that neither 4-H nor Family and Consumer thanked the Ag. Agents for getting them raises. (Walter informed me that Kenneth will be at States Night Out.)
Nominating Report
President - Walter Earle
Pres -Elect - Marjorie Rayburn
Vice Pres. - Mark Tucker (Forsyth Co.)
Sec. - Cyndi Lauderdale
Tres. - Lenny Rogers
Fed. Forum v. Pres. - James Cochran
Walter moved we accept this slate of officers, seconded by Barry Foushee, motioned passed.
Funding Issues
Walter moved that we give the Sec. Association $2000. It was seconded by Karen Spivey. Motion passed. Johnny Hensley will write a letter to the Sec. Assoc. President on our budget situation and that we may not be able to fund additional years.
Walter moved that we fund $500 for AA, DSA, and voting delegates (if Administration doesn't fund). Norman Harrell seconded. Discussion on YASA money, this is set up through an endowment, not through NCACAA funds. Phil Ricks suggested that $1,000 for awards and voting delegates per diem. Barry Foushee called question. Motion was declined 11 to 4. Barry Foushee made the motion this year go with last year award values for DSA and AA, $1,000 (no receipts, needed) and voting delegates up to $500 (if not paid by Administration). It was seconded by James Cochran. Marjorie suggested the Ag. Foundation for some possible funding of awards. Voting delegates will have to fill out an expense form. Walter called for question. Motion passed. Barry motioned to fund officers like voting delegates (expense form). Phil Ricks seconded. Motion carried.
Johnny suggested that letters be written to County Commissioners of AA and DSA winners to help with expenses. Perhaps we need to start this again.
Much discussion on funding issues which will be discussed at the general meeting.
Johnny suggested that the October meeting we finalize a 2003 budget.
District reports
Forego due to the late hour. Seconded by Terry Garwood.
Meeting was adjourned.
Respectfully Submitted,
Cyndi Lauderdale, Secretary