NCACAA Board Meeting Minutes
March 3, 2003
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, Bill Ellers, Karen Spivey, Barry Foushee, Allen Caldwell, Jack Loudermilk, Greg Hoover, Mark Tucker, Nancy Anderson, Same Groce, Everett Davis, Johnny Hensley and Stanley Holloway.
President Walter Earle Called the meeting to Order.
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. Minutes approved.
Treasurer's Report Lenny Rogers gave the treasurer report. Outstanding checks were $228.48. We had a checkbook balance of $3,300.02. Income of $18,131.00 which was mostly dues. Expenses included 2004 Bid Committee travel, total expenses were $228.48. The checkbook balance is $21,202.54, bank statement balance is $11,636.02.
Motion was made to accept the treasurer's report and seconded. Motion passed.
Lenny mentioned our membership status. We have lost a lot of members over the past few years. Walter has asked District Directors to talk this over with their members and discuss the idea of allowing Specialists to become members. This will be handled through the Constitution and By-laws committee.
Administration Report - Dr. Ort
Dr. Ort came to us on behalf of the Galaxy Conference. He would like to see the Ag. Agents participate in Galaxy and for NC to consider hosting the 2008 Galaxy Conference if indeed NACAA participates in this event. He does not want us to give up anything from our conference.
Walter said several things have to happen 1)Board will submit motion to group at the Annual meeting, 2)Galaxy will be voted on in Green Bay at the NACAA level, 3)Bid for NACAA will be made in 2004 in Florida but if we continue to pursue Galaxy, bid is in Sept. 2003. It is Walter's impression that the Galaxy bid is a letter not a formal presentation.
Many questions were asked such as
1)How will it impact NACAA meeting" - Dr. Ort is asking us to get support for Galaxy.
2)If we decide to host where does the funding fall" - Walter responded in the past no real fundraising has occurred. The money comes from high registration costs, $325. Dr. Ort said if we pursue this he wants agents to attend and therefore this means he will support some of the costs for agents to go, IE. Room board, travel and off-set registration fees. He doesn't expect us to raise money and give up profits.
There are many different options to explore. - Dr. Ort stated that models are being developed.
It was mentioned that the Southern Region holds 52% of the vote so if we voted as a block we can 'control' NACAA elections. Some concerns over life members and how they will participate in Galaxy.
Dr. Ort thanked us for considering his request.
Walter reviewed the timeline. If we vote for Galaxy in September then there would be no bid in 2004.
It was asked who belongs to Galaxy - ESP, Ag. Agents, 4-H, Family and Consumer, ANRAP. A NACAA meeting hosts 1800-2000 people, Galaxy is 2500-3500. Remember we have a declining membership and budget. Who knows what registration costs could be in 2008.
It was decided that the Board knows how Dr. Ort feels. This will allow the District Directors to continue discussion on the district levels.
2004 Bid Committee - Sam Groce
The committee has met with the videographer. Next meeting is May 2. They have slowed down some because of some issues such as the video costing $10,000-$15,000. They have gotten the price down to a turn-key video for $5,000 and have a contract. Ag. Communications will provide Ag. Footage. A 10 minute video and shorter footage. The committee wants to send info to the 2004 voting delegates on North Carolina prior to the bid in 2004. Therefore this will cost money and they propose 'each district raise $500 to give a budget for the 2004 bid committee(for hospitality, NC trinkets, etc.) It was decided that the Board can not vote for the districts. It was suggested by Karen Spivey for Sam Groce to email each district so they can put it on their individual agendas.
Oklahoma may bid for 2008 if no Galaxy.
Trust Fund - Everett Davis
No good news. Funds are lower than in 1988. Barry mentioned that their retired agents thought there was a floor set. Everett said that had been dropped. Everett has the info for the CPA.
2003 NCACAA State Meeting Budget - Gerda Rhodes (co-chair)
June 10-12, Nags Head, Holiday Inn, $75 street and $95 ocean view plus 20% tax. Ramada will honor same rates. Registration and proposed budget was voted on and approved $50 per agent and life member, spouse $30, and youth $15. Proposed budget is $17,210.75. It was also suggested that during break out sessions, etc. that Award winners be displayed or make presentations during the professional improvement time. Please contact Joey Knight.
2003 NCACAA State Meeting Fundraising - Mark Tucker
At this point $4,300 has been raised and another $750 verbal commitment. This seems to be on the same timeline as those in the past. In March he will send a reminder letter. We need to make more contacts.
2004 NCACAA State Meeting - Barry Foushee
Will be held June 15-17, 2004 at the Hawthorne Inn in Winston-Salem. Hotel costs are $55 single/king and $65 double. Discussion on having Awards Breakfast on Wednesday. The Board felt like that was not a good idea since many people can drive into Winston-Salem that morning.
National Meeting, Green Bay - Walter Earle
The National Secretary position is open. Fred Miller is willing to run for this office. Johnny Hensley made a motion to nominate Fred for NACAA Secretary. Lenny seconded the motion. Motion carried. The board discussed to spend $2,000 to 3,500 for hospitality room. This was not in form of a motion.
Walter Earle formed a campaign committee of Mark Tucker, Barry Foushee, Marjorie Rayburn, Royce Hardin, Greg Hoover, Bill Ellers, Johnny Hensley, etc. (whoever is on the board and going to Green Bay should serve on this committee). A chair will be named and Walter will secure a hospitality room.
There are national vacancies.. No one from NC is running that we know of. If someone wants to run please contact Walter.
Funding Requests
2003 Horn of Plenty to be held in Guilford County - $1 per member (approximately $227). A motion was made by Allen Caldwell and seconded. Motion carried.
Secretary Association requested $2,000. Allen Caudwell suggested will support them. Stanley seconded that. Royce amended the motion for $1,000. This was seconded by Barry Foushee. Amendment carried. Greg called question. Motion carried. Walter Earle will write the Sec. Assoc. and Lenny will send the check in August, when they hold their Awards Banquet.
Recognition and Awards - Walter Earle
Administration approved the AA and DSA awards. Walter Earle made the motion to approve the award winners. It was accepted by Johnny Hensley and seconded by Barry. Motion carried.
Policy Book - Cyndi Lauderdale
Cyndi passed out a working copy of the policy book. Walter would like a final draft to give the membership in June. Cyndi asked for the board to read the policy book and email her any corrections, additions, etc.
It was asked if we have been filing for awards. Lenny will check into 1099's. It was also discussed about getting local sponsors for certain State awards. Touchstone Energy was mentioned and Walter is to contact Joey Knight to provide him with a contact name. It was also discussed that the Young Agents awards are not $500 because taxes are taken out. Maybe this should be written out better in the policy book.
PILD - Walter Earle
Will be held May 1st in Washington DC. It is a very expensive trip. NCACAA has sent 2, Pres and Pres-elect in past. Barry motioned Marjorie and Mark to attend. Seconded by Allen Caldwell. Motion carried.
JCEP - Walter Earle
It has been decided to change 'Squanto' and to First Timers lunch. National is buying new flags and will send us a $100 bill. This is something that the board has already approved.
Walter said we are sending new footage of NC to NACAA.
Bring digital cameras to NACAA then you can take pictures to share.
All states seem to be in similar financial situations as we are.
Other Business
Gary Hyatt (who worked for Extension for 25 years) now works for the school system would like life member status. We approved his name for life membership if he pays for his membership.
District Reports
Dispensed due to time.
Meeting was adjourned.
Respectfully Submitted,
Cyndi Lauderdale, Secretary