NCACAA Board Meeting Minutes
October 11, 2002
Wake County Office, Raleigh, NC
Attending: Marjorie Rayburn, Walter Earle, Lenny Rogers, Fred Miller, James Cochran, Cyndi Lauderdale, Mac Gibbs, Frank Winslow, Emily Revels, Jeff Vance, Royce Hardin, Art Bradley, Bill Ellers, Karen Spivey, Jeffery Boyles, Barry Foushee, Bert Coffer, Allen Caldwell, and Stanley Holloway.
President Walter Earle Called the meeting to Order.
Introductions were made since there are many new faces on the board.
Minutes
Cyndi Lauderdale shared the minutes from last meeting which were sent out over email. Hearing no corrections Barry Foushee moved we accept the minutes as printed on email. The motion seconded by Karen Spivey and approved.
Treasurer's Report
Lenny Rogers gave the treasurer report. Outstanding checks were $50. We had a checkbook balance of $16,347.52. Income of $10,106.00 which included a transfer from Trust Fund Account and Membership Services. Expenses included state meeting, 2004 Bid Committee meeting, officer expenses, accountant, awards, federation, National meeting expenses, memorials, and postage. Total expenses were $23,547.42. The checkbook balance is $2,906.10; bank statement balance is $2,956.10.
Lenny shared the sad news of the continual decline of our Trust funds.
Lenny has a quote from a second company on filing taxes which is approximately $1,000.
Motion to accept the treasurer's report was made by Marjorie Rayburn, seconded by Barry Foushee. Motion passed.
NCACAA Newsletter
Walter Earle reported that since we now have an entire Association email list that the State Secretary sends a newsletter out after each board meeting. The board thought it wasn't necessary if only a shorten version of the minutes. It was determined that a newsletter would be sent including highlights of minutes, upcoming meetings, etc. after each Board meeting. Districts are requested to send highlights to the State Secretary after each board meeting.
Policy Update
A committee is appointed to review the NCACAA policies. The policy on the web are not current. Email any concerns to Cyndi. James Cochran suggested a meeting, perhaps in December at the Federation Forum.
Political Activities - Rodney Sawyer
There has been discussion by various associations on hiring a lobbyist. Rodney has been on the Administration Council (first time Extension has been represented on this council) and has meet with County Commissioners, lobbyists, etc. who don't know what Extension is. This concerned Rodney, so he has writing administration and associations about hiring a lobbyist. Most people seem supportive of the idea. It has been suggested that the Federation should organize this effort since all Associations have representation on the Federation. Concerns of 501C status - Rodney said it will not effect that status. Can email be used for lobbyist activities -probably. What about Counties who pay members dues? It has been suggested to collect other funds for the lobbyist not to use due money. What does administration think and what can happen to us if we pursue this? There are risks in hiring a lobbyist. Two lobbyists have been contacted and contract lobbyists cost about $10,000-$15,000 a year. Some associations don't have the money to pay a lobbyist. Only other "university" group that uses a lobbyist in NC is the community colleges. Other options include using retired agents. Should ESP handle this? It was said not all agents/associations belong ESP. It was requested each association appoint a few representatives for this effort. Karen Spivey report that the SE District suggests NCACAA look into hiring a lobbyist. Barry Foushee motioned that the NCACAA proceed with looking into hiring a lobbyist. Karen Spivey seconded the motion. Question was asked what does "look into" mean. The motion was amended by Royce Hardin for the NCACAA President to appoint a member to work with Rodney and the others to pursue all aspects of hiring a lobbyist and to bring something to the Federation meeting in December. Foushee accepted the amendment. It was seconded by Allen Caudwell. Motion carries. Allen Caudwell was asked to serve by President Earle. All correspondents should be made to Allen Caudwell on this topic.
2002 NCACAA State Meeting Final Budget - Art Bradley
Budget was accepted and came in under budget. Money from district will be forwarded to the state association.
Two agents Barry Foushee and Wick Wickcliff have not gotten their Summit reimbursement. President Earle suggested these agents email Dr. Roger Crickenburger and Dr. Doug Sanders directly. What is the status of the Summit white paper? No one seems to know.
2003 NCACAA State Meeting Final Budget - Frank Winslow (co-chair)
June 10-12, Nags Head, Holiday Inn, $75 street and $95 ocean view plus 20% tax. Ramada will honor same rates. They will be holding the 2nd Annual Softball Tournament, much to the delight of President Earle.
Southern Regional Report/Officers Workshop/National Meeting - Fred Miller
Planning for the Southern Regional meeting which will be in Asheville, Feb. 20-22. Looking for shuttle operator volunteers.
Mentioned that Florida has a Federation meeting in place of a State meeting. This might be a wise idea for the year prior to our hosting the National meeting. Perhaps the Federation will look into this.
By-law change past to allow past presidents who have retired to still be able to serve as chair on the Policy committee. Also past that agents who resigned can be life members upon request of NCACAA.
Specialist Membership
Districts have polled their membership. NW said no. SW, NE, NC, SE, and SC have said yes. W did not report. Concern over Specialists winning agent awards. It was suggested to set up Specialist in an 8th district. This will require a policy change and we can set the parameters. The committee working on the policy changes will pursue this.
Federation Report - James Cochran
James is our incoming Vice President. Our issues/questions to Administration for the Federation Forum have been faxed to Denise Brown. Anyone wanting that list can contact Cyndi Lauderdale.
It was mentioned by Fred Miller that our issues are the same as in many states like Florida. Florida does something similar to the Federation Forum with an additional report card given to Administration a few years afterwards. Fred has the report from Florida if anyone wants it.
Issues
Florida also has an Extension Bookstore that sells all associations logos, shirts, etc. Perhaps membership services should pursue this option with the NC State bookstore. President Earle mentioned that should we not be using NCACAA or NACAA logos on our items instead of Extension or NC State. Walter has asked Charlie Tyson, membership service chair, to look into this. Barry will check some pricing with the company that made the aprons.
Cyndi Lauderdale mentioned not only have we lost a member but Lewis Howe was to be the 2002-2003 Horticulture chair. President Earle appointed Cyndi to be the new Horticulture Chair. Lauderdale contacted the National Committee Chair to try to get the County Agent Magazine updated with her address.
2004 Bid Committee
The committee gave a written report for the board to consider each district raising $500 prior to the 2003 state meeting and another $500 before the 2004 meeting. The committee is still looking for theme and logo ideas. The committee is looking for agents who have ties with celebrities to help endorse our state for the bid. The next meeting is set for December 6, 2002 at 10 AM at the Greensboro Convention and Visitors Bureau. The NACAA president, Steve Munk, has asked NCACAA to consider our options if NACAA participates in Galaxy 2008. President Earle will forward the letter to the board. NACAA will vote on this issue probably at the National meeting. Can the Koury Convention Center host both, yes. Would NCACAA consider co-hosting with Galaxy for a joint meeting? This gives us the initiative to get the things we want from Galaxy, tours, family, reduced registration. Most board members felt like we want to have our National meeting in 2008. It would be find if Galaxy was at the same convention center and perhaps we could have a few joint meetings but NACAA will still have their National meeting. It was requested to get the policy from NACAA board from a few years ago and see if our position is the same or has changed. Please continue to discuss this topic with your districts. A question asked since South Carolina did not get the bid would we like to co-host with them. At this time North Carolina has decided to bid independently, main reason because of the location, Greensboro, is in the middle of the state and not near a bordering state.
Administration Report - Dr. Jon Ort
It has been a tough 2 years but with some silver linings such as the salary equity issue. This has been the first time since 1991 we have gotten equal status. We are authorized to give the same raise as teachers receive. Unfortunately, we do not get enrollment funds like the college to be able to give raises. We will be going to the legislature for several million dollars to help with this. It looks like we will have a 2.88% cut or $1 million. The University can make this up with tuition increases. We don't have that option but with open positions it looks like we can handle this without releasing people. There may be a 1-2% mid-year cut. Extension is in the black. We will receive more in operations such as $1-1.2 million for travel.
Cooperative Extension Curriculum Project is an on demand, on-line training will be available soon as a multi-state effort.
Nine counties are partnering/piloting with Engagement.
Dr. Ort's goal for 2003 is as much in-reach as out-reach. Extension Dept. Heads have been told to put in Specialists personnel files what impacts the Specialists have had in counties with the agents. Specialists will have to show county support to get tenure, position advances and raises. Dr. Ort knows budgets have been tight but agents need to support Specialists by attending their training's, etc. If you work with a "good" Specialist send their Dept. Head letters expressing this.
What does the 2 week vacation mean to us? EPA, field faculty only, will receive 10 days to take any time. It does not roll into sick time but can be paid out. Counties will have to approve the two weeks for non-send in counties. Those issues are being worked out.
All "at will" appointments will be 1 year term appointments starting November 1.
At this time there are plans to give raises to those who received title promotions.
Raising starting agent salaries is the only way to fill open positions. This will cost 1.5-3 million dollars.
What is our role with the New Farm Bill? Dr. Ort does not really know yet.
Travel allotments should be received in the next few weeks.
District Reports
Northwest - Met yesterday. Planning for 2004 state meeting. Held a skeet shoot.
Northeast - Working on the 2003 State meeting.
Southwest - Will meet on Nov. 8 in Cleveland County. Will tour the Ram Pump Demo.
South Central - Met Sept. 20. Set schedule of meetings. Discussed the role of the Federation.
Southeast - Meet on Sept. 13 and will meet again on Nov. 8 to plan their Crop Training that offers funding for scholarships for their district members, buys equipment for agent use, and resources.
North Central - Met Oct. 10. Tameka Robinson came and gave update on benefits. Trying to highlight a member programs at each meeting. Toured House Autry Mills a flour mill.
Western - Will meet Oct. 22 in Yancey Co. Going to a landfill which recovers methane gas.
Next Board meeting is tentatively scheduled for March at Annual Conference.
Meeting was adjourned.
Respectfully Submitted,
Cyndi Lauderdale, Secretary