NCACAA Board Meeting Minutes
January 9, 2004,
10:05 - snowing.
10:20, called to order.
Wake County Extension Center
Present: Emily Revels, Royce Hardin, Sam Groce, Walter Earle, Jeff Copeland, Mark Tucker, Lenny Rogers, Barry Foushee, Greg Hoover, Bill Ellers, Elmo Collum (Mississippi, Southern Region NACAA Director). Others attending later in meeting: Roger Crickenberger
Brief update on Ben Chase.
Roundtable Introductions.
Brief Opening comments by Elmo.
Sign-up sheet circulated.
Signing card for Ben Chase.
Travel reimbursement forms distributed.
Revised agenda distributed.
Previous minutes posted on website, moved, seconded and approved.
Treasurer's report - 3 handouts: one tan (combined financial report), one yellow (old account) and one green (new account), included as part of minutes. The tax info was sent to the accountant on time. We got a "penalty" letter from the IRS and that was sent to the accountant, so it "should be taken care of.
$2,175 fundraising by Lenny, so far, for 2004 state meeting sponsors.
Treasurer's report approved.
Trust Fund Account:
Current report not available, due out in a couple weeks. Mailed to all board members from Everett Davis. Recovery taking place as stock market recovers and goes over 10,000.
Walter moved for committee to re-asess withdrawel point. Royce seconded. Put some in endowment or something to secure some yearly expenses of $6,000-10,000, reliably. Amended to report such actions at 2004 state annual meeting. Trust fund committee is made up of past three eligible presidents. Amendment and motion passed.
Roger entered.
Update/discussion on Mike Regans.
Roger Crickenberger: Not much new budget wise since December, Federation Forum. Govenor's 2% holdback expected and accounted for. Hopefully no more cuts. Appreciation expressed to agricultural agents.
- Follow-up activities to Rocky Mount Summit: Some report recommendations from report coincide with other things happening on campus: e.g.: Steve Jones and Mike Davis exploring campus based "fee for service" (called receipt based programs at summit). How do we handle (?) is being explored. AND, marketing, as discussed at summit: Dr. Ort working with a company as well.
- In coming months a change in his position (Roger's): working with commodity groups from the research perspective. Still retained as 25% Extension and 75% research. Position is to be filled. For now, just Ed Jones.
Walter: Thanks Roger (even though he gives him a hard time) for Attending national meetings, addressing problems.
Point: fee for service (more than just for publications) mechanics pertaining to what campus gets and what county gets? Statewide guidelines, etc.
Response: Dr. Zublena working with Steve Jones' committee on the logistics of fee for service. Different fee for service for programs originating off campus verses county: e.g., food science, soil science trainings. Some audiences can not be expected to pay fees. Mechanics of handling one dollar received for a publication and accounting receipts, depositing within 24 hours, etc.
Reminder: we are not like Industrial Extension (except Mecklenberg County being instructed to generate revenue).
Point: Marketing e.g., recent example: "no one" knew about statewide local access channel Dr. Ort and agents appeared on for about an hour.
Question for Roger: Procedure for his replacement ? Ed Jones will be lead in office, a promotion and appointment. New person will then focus on agriculture with Ed still natural resources, emergency management, community development. Probably a search committee for this replacement. Roger will still have 25% Extension appointment.
Back to agenda.
2004 Bid Committee Report - Sam Groce.
Question/response: We do have a quorum of eligible voting members.
Sam:
Minutes of 2004 Bid Committee distributed and reviewed.
Invitation video speakers - one hour time scheduled with Richard Petty, along with Drs. Ort and McKinnie.
Marjorie chairing a budget sub committee. Has previous national meeting budgets and upcoming Florida meeting.
Help needed in Orlando (hospitality buckets for 150 voting delegates plus hospitality. Visitors Bureau also compiling gift bags, etc., for voting delegates and general membership.
Next 2004 Bid committee meeting January 22, 10:00 a.m. at Greensboro Convention and Visitors Bureau.
Question: Future upcoming expenses ?
Formal request for district money sent to the state - $200 board recommended ( or, $500 ? ?). Committee was given $3,500 budget. Need to check previous minutes on board action taken and dollar amount. Northeast has already sent $200. Others thought it was to be $500 requested from each of the districts.
Side notes added to minutes by acting secretary, James Cochran, after this meeting:
From, October 11, 2002 Board Meeting:
2004 Bid Committee Report:
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. (NO VOTE APPEARS TO HAVE BEEN TAKEN - jec).
From, March 3, 2003 Board Minutes:
2004 Bid Committee Report - 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.
(SO, IT WAS $500 BUT LEFT UP TO EACH DISTRICT -jec)
--- back to this meetings minutes --
2004 Budget committee's budget and any expenses will be presented to the board at the April meeting.
Numbers modified to 750 rooms on peak night (Sunday) from previous 1,000 - NOT considering recent 08 Galaxy concerns. (1,500 attending Green Bay). Greensboro Visitors Bureau coordinating with Koury Convention Center.
Elmo:
From the national board - 2008 Galaxy vote and decision:
Since then, other upcoming discussions and issues. Western region says vote taken, move on. Northeast and Northcentral has misgivings about how Galaxy was handled at Green Bay National meeting - lack of discussion. National Board has reviewed some other options, again, in light of the three options presented at the national meeting. About 13 questions to JCEP to answer pertaining ag agents participation in Galaxy 3, reviewed by Elmo. Some questions are now answered, such as where 2008 Galaxy 3 meeting will be (Indiana). Other questions still not answered pertaining to ag agents national meeting participation. Many of these questions were not asked and/or not answered to/from JCEP by NACAA leadership for answers to then be presented to voting delegates in Green Bay.
Roughly, 70% of 1,500 in Green Bay from southern region.
About the same percentages as with other meetings as well.
1,900 Savannah, GA, in 2002
1,300 Albuquerque, NM, in 2001
1,250 Jackson, MS, in 2000
1,240 Omaha, Neb, in 1999
1,720 San Antonio, TX, in 1998
1,600 Burlington, Vermont, in 1997
1,600 Nashville, TN, in 1996
1,060 Minn ?
1,300 ?
How many southern region members will actually go to Galaxy 3 ?
"They" suggest 2,000 if NACAA went into full partnership, if no traditional national ag agents AMPIC meeting that year. Previous numbers do not suggest this.
How many southern region members will attend both or just one (AMPIC) ? ? Award winners must attend AMPIC.
Heard, some, not a lot, that some state administrators will not "support" their agents attending 2008 traditional AMPIC- only Galaxy.
Note, the board can not prevent agenda items but Galaxy is not an agenda item for 2004 Orlando, FL, AMPIC.
What about: NC suggest to support Galaxy 3 and national pay $4,000 (was $10,000, adjusted down to $4,000 just before Green Bay meeting.), and tell members in Florida to choose which meeting(s) they wish to participate - an offer of good will. Or, state of NC pay the $4,000 as an offer of good will ? ? ?
NC and/or southern region would then be perceived as a team player and try to mend hard feelings. This is basically what Option 3 was in Green Bay. (Was $10,000 national payment to Galaxy committee when options were presented to NCACAAs membership in June, 2003, at Nags Head.) This way, ag agents get those 2 votes on Galaxy 3/JCEP board (and maybe some of those 13 questions begin to be answered ? ?)
Suggestion: What about spreading $4,000 over 13 southern states ?
As gesture of good will and repairing relationships. Elmo and NC will related at winter Southern Region JCEP meetings in Atlanta.
Galaxy vote numbers on options presented at Green Bay:
73 for Option 1; 59 for Option 2; and, 3 votes for Option 3.
Elmo opinion: Southern Region will support a 2008 NC AMPIC.
Hopes NC will proceed with hosting AMPIC as planned.
Bids for 2009 is western district, probably Colorado, and probably another regional type concept like Buffalo, Burlington and Cincinnati.
If there is a "repercussion" from how the Galaxy vote was handled in Green Bay, several expect it would happen in Orlando due to just being the next year and the meeting location being so far south, --probably not any "repercussions" during the 2008 year (too far away, different set of voting delegates and officers by then, etc.)
Concern over Green Bay and how the vote was handled, not legality of procedure, but courtesy (no discussion or presentations permitted).
A survey at JCEP winter meetings will be conducted in all regions to gauge feelings (and, maybe NC's proposal ?)
More discussion over $4,000 being from southern region.
Other regions probably do not like Option 3 anyway, only got 3 votes in Green Bay. Option 3 says, "Not against Galaxy, just not want Galaxy and AMPIC together."
Walter moved NC would like recommend for discussion and consideration at Southern Region Winter JCEP meeting in Atlanta, that the Green Bay "Option 3" be reconsidered with $4,000 expense divided among the 13 southern regions. Seconded and unanimously passed.
NE has first winter JCEP region meeting before Southern Region would consider this item in Atlanta.
Concern: mending fences with membership of main concern, not with JCEP or state administrators, etc.
The professional development program NC offers is viewed as making the difference as to whether members will come to Greensboro.
-- Off the record discussion of national regions realignment that has been discussed in some circles.
Lunch break at noon:05.
Reconvene at noon:23
Barry: 2004 State Meeting committee report.
Agenda/schedule passed out. To be included as part of minutes.
Moved to amend budget up by $300, seconded and passed.
Walter: presented Specialist Membership committee guideline: Committee report seconded by Royce. Jeff was going to offer an amendment but, "trusts the wise decision choices of this group." Vote: 5 for, 5 against. Marjorie votes no, so, failed. Then, Option 2 vote moved by Jeff, seconded by Greg: 5 for, 5 against, tie vote cast again by President: Specialists can join the district of their choice.
All districts have same $80 dues ? ? ? (not counting any future softball player signing bonuses).
Marjorie will notify specialists and invite them to join.
Policy committee approved policy as posted on the website.
Federation Forum discussion. What is main purpose of forum ? Issues discussion always seems to be time crunched. Other information good, but, ...
Wrap-up Notes:
Items for delegate bucket from something in your districts' counties (150 item count). 2008 meeting budget being developed.
JCEP meeting in Atlanta, Feb. 1-3.
PILD in Washington, D.C., May 2-5
Walter moved for attendance and passed.
Marjorie and Tucker to go to Atlanta. Tucker and Lenny to PILD in D.C.
Next meeting, Bid video, Friday, April 30
Sam check with video format needed with Scott Hawbaker since national just bidded out the 2004 video contract for Orlando meeting.
Orlando meeting has a registration surcharge of $250 if NOT staying at headquarters hotel in Orlando meeting (Windam).
SE district has one county that does NOT pay agents dues out of county or some other funding source. Varies in other counties - some counties paid out of some other funds. A couple districts subsidize $20 for their counties that do not.
Adjourned to play/drive in the snow at 1:01 p.m. Still snowing. Recorded by James Cochran, substitute secretary.