NCACAA Board Meeting Minutes
April 30, 2004,
Wake County Extension Center
Attending Board Members: Marjorie Rayburn, Mark Tucker, Lenny Rogers, Barry Foushee, Walter Earle, Ben Chase, Bill Ellers, Mike Carroll, Bert Coffer, Brian Beer, Greg Hoover, Joanna Radford, James Cochran, Fred Miller, Sam Groce, Arthur Whitehead, David Fogarty, Diane Ducharme
President Marjorie Rayburn called the meeting to order.
President Rayburn first welcomed Ben Chase back from bilateral knee replacement surgery and Ben thanked everyone for all the cards, calls & letters and also thanked James Cochran for taking January 9 Board Minutes.
President Rayburn then ask for a moment of silence in memory of Agricultural Extension Agents Mike Regans, Mark Goforth and Wesley Townsend (all of whom passed away in the past year).
Minutes
James Cochran presented the minutes (due to Ben Chases absence at January meeting) that had been earlier distributed with a few corrections and passed out packet which included January 4 agenda, Sign in sheet, Minutes and Treasurers Reports.
Walter Earle made Motion that minutes of January 9 meeting to be approved as passed out, motioned was Seconded, no comments or questions, Motion Passed for minutes to be accepted as written.
Policy Issue with Minutes
Madam President brought up for discussion an E-Mail that asked about a procedure from Secretary Chase that involved how Board Minutes were posted on NCACAA Web Site prior to the approval of the Board. The concern was that if minutes were posted and there were changes/deletions, sensitive issues or anything else that was included that was not intended to be in the minutes, it could create problems. President Rayburn, felt that since Board members are E-mailed minutes shortly after the board meeting prior to Web posting that board members would have a chance to respond to any changes or deletions.
After discussion it was decided that in the future the procedure would be that the minutes from Board meetings would be sent out to Board members by E-mail for questions, comments, changes or deletions - done by hitting REPLY ALL, (so all Board would see comments/changes/deletions). If any, Secretary would then make corrections, send back out to Board members, and ask for a motion for minutes to be approved and seconded Board members would then have about a week after E-mail was sent to approve/vote on minutes by E-mail, Before being put on Web site, Secretary would ask President for approval for minutes to be posted on Web Page.
SO THIS WOULD DISPENCE WITH THE FORMAL APPROVAL OF MINUTES AT THE NEXT BOARD MEETING. (Of coarse Secretary would simply state at board meeting what took place)
Treasurer's Report & Membership Update
Barry Foushee passed out Treasurer's Report (Yellow Sheet)
Checkbook Balance - $5,529.22 and discussed outstanding checks listed in Total Expenses of $15,539.06. Transferring over $5,350.00 to savings, which was state meeting sponsor monies to keep separate - Lenny had just given Treasurer $1200 more of state meeting funds. (Still waiting on Philip Morris)
Membership Breakdown - listed with 252 total members for 2004 which is up about 12 members, 7 new members from Northeast, but 6 of these were received after deadline which were all specialist and are included in the 252 total members but not included in the count for delegates (246 actually counted toward delegates and DSA's, this would not change #'s) Only known specialist that have joined are 5 from Northeast, and it was also noted the potential for specialist from the North Central District and the district recruiter had not come through.
Paid $150 in Memorials, $300 for 7 new members and $625 for the Extension Prints
Barry mentioned that he had received 2 thank-you notes from memorials given by association.
Motion made and Seconded, all voted to accept treasurers report. Motion Passed
Barry made correction in Treasurers report - On PILD leadership conference should read Rogers and Tucker (not Rayburn & Tucker)
Trust Fund Report
Treasurer indicated that we had a decline for month of March in Trust Fund and is about $700.00 still up about $5000 from the end of last year. Actually had about a $16.00 increase on Board savings for the month of March. Trust Fund stands at $110,260.00. Board savings is at $14,140.00. President has E-Mailed Everett Davis, Chairman of Trust Fund Committee, to request that they come up with a proposal or plan for taking money from the Trust Fund and try to put in a secure investment and when it reaches a certain point we will not risk the loss of that, and take advantage of things while are going well. Would also ask for any thoughts or comments from Everett about these assets.
It was brought up that at one time we had a floor put on this at one time but at a board meeting 10 years ago or so and Board voted to do away with the floor due to things going well and it was decided then to move on since things were going well. Procedures were there for the floor but board over road it (hind sight tells us it was a mistake)
Dr. Joe Zublena entered
2008 Bid
Sam Groce showed promotional video hot off press for hosting National in 2008. Discussed a view changes with some added comments and what is involved with making the changes. A couple of the changes were that you couldn't make out what one of the scenes was, another change was a few of the comments made by Dr. Ort. Over all, a good video but see if we can make the needed changes.
We will be unable to put anything about this on web page until we know after Orlando vote. We will have more in-depth information and video as we get closer to 2008.
Greetings from Administration & Update - Dr. Joe Zublena
Dr. Zublena Thanked us for involving him (and administration) and he hope we get the bid for 2008, and hope that all around this table will still be here. 2008 is a long way off! As far as updates there is really nothing specific but what is happening budget wise, the latest is that the Governor is talking about a 2.5% increases and 2-2.5% cuts, what has been happening all along is when they are talking about increases they are also talking about cutting state agencies, so it does come out of our hides too. The good news is that the budget is doing better than it has been or done in the past. The actions that were taken a couple of years ago have made a difference. So we may be able to hold things off a little bit with these are recurring cuts we have been handling and the nonrecurring cuts without affecting in counties yet.
The other thing is travel, don't ask why but we have record surpluses in travel, counties have not used travel. In March 31 county operations reports were showing on a whole we have 50% of our travel left, when we should have used up ¾ of it.
This brought about discussion on what has happened in the past, help from counties for travel, mindset for agents is that maybe we should not travel as much, and Dr. Zublena said that we put the $ there to do your jobs and expect to put more $ in travel next year and now were questioning which way to go. With this extra surplus, it is hard to figure out what to do. Do you put more money into travel or in programs /training? Boards concern is about amount we will be given and how much.
He mentioned that according to personnel right around 50% of Ag agents have less than 5 years experience and that indicates how much we have changed, which is more than they had realized. With that many new agents and the cuts with little to no training, we have a lot of ground to make up. Would like to have a process for training request which we may put the $ for travel towards the travel request. One of the problems that we have had from the specialist is no shows at the planned training's that people have signed up for. Mostly ag. related. More communication is needed. Said the Ag Summit committees are working towards developing some training. (working on 3 years now since that took place).
Discussed across the board "merit" raises with those that are 3 or better since we are talking such small percentages. If we had more money, it would not work. Dr. Zublena said many times we have guidelines but sometimes get them at last minute. The Legislature has done so many different things, say we get a 2% and then get a 1% merit. (No cost of living) don't know or Not sure what might happen. What usually happens is lets say something like we get 3%, and at last minute give us guidelines. What they will do is not give us the money and then fund us.
Administration would like more communications from the various groups or associations to support across the board "merit" or give some guidelines or suggestions that is supported by the group. Concerned is about the high performers (5s) not getting rewarded, a 3 getting same as a 5. That can cause tremendous morale problem.
Salaries
(We have been working on starting salaries that has been supported by agents, CED's and DED's. What we are trying to do is this, we have opportunities in this fiscal year ending in June to give another small increase on the starting salary side. What's happening is that we wanted to raise starting salaries $30,000, 32,000 masters and $32,000 for doctorate and no one below that target. The problem is that we got ready to do it May 1 and that there is a 15% Max that if you go over, you need a Board of Trustees approval and that means it would have to go to the Board of Governors. So we thought this accounting and marketing adjustment, like we were doing, is and what we were told, then we were told no. So we had to recalculate everything, and with the max. we will have some that are not at the $30,000 - $32,000 level. What we want to do in May is give as much of that as we can up to fourteen some percent increase for these people. In July, give them the rest of it to meet those targets.
What we are also going to do, and this is the latest, on July 1, we are going to lock in new starting salaries for new hires: $30,000 BS, Masters - $35,000 Ph.D. - $38,000. Now we will have some existing people that are below that and it will take a couple of years to get them up and the challenge is communication. We have already gotten 1 increase if you are in that group. This group will get another one in May and another one in July. We will get to the rest of them but we have to lock this thing in because what is happening is its creeping our cost up.
Instead of costing$119,000 to bring everyone that's below the starting salaries up to that, due to perception we wanted to do is dribble it out over 4 years. In this one year period of time it is costing an additional $30,000. That is two agents positions that's 50/50 function.
We don't want to spend away our agents positions, so we are going to lock these new starting salaries in and work on the people below it. And in good faith, We hope it doesn't hurt morale. Hopefully if these folks that already got two installments, it should be seen as working in good faith and that we are doing what we can to improve the situation and trying to make an effort get salaries where they should be. )
Problem is, those that have been here and not up to or not much higher than starting salaries, this is a tremendous problem in handling this issue for those that fall into this group. Trying to be competitive with industry and get good people. Also what comes in to play is use a formula for hiring and experience. 5% from Assistant to Associate, 10% from Associate to full Agent plus chance to get degree. If we get remainder of those raises in May and July, everybody will be up to $30,000 with a BS, and will have everyone up to $32,000 with a Masters and somewhere in the neighborhood of less than 50 people with Masters will fall short of the $35,000 and what we have to look at is that we can only give up to 14.8% due to what was mentioned previously so it may take to around 2005 or a little more where they need to be. The other problem with getting this done quicker is the DED's told them it would be to much of a strain from the county government side to try to do it, so we will wait and see.
They are shooting for or are budgeting up to $5000/agent for up to 400 agents, not saying that all agents will get that. There is a lot up in the air as far as what will happen depending upon amount given. He said that Administration is really working hard to improve the pay situation. Our neighbors to the North and South are hurt'n worse than we are! South Carolina is looking at a 40% cut.
Hopefully we will get someone who believes in engagement and is an Extension person to replace the Dean. There is search Committee will be conducting a National Search to replace the Dean and Russell King is on that Committee.
Travel
District gets travel same opportunity on a number basis, then District Director can allocate out as he/she sees fit, then CED will allocate out to agents.
Postage
Always had surplus we went to new system we ran out but a lot of disagreement on how counties got their share and why the postage is in the situation its in. More counties are over this year than ever... why??
President Thanked Dr. Zublena for coming and taking the time to be with us.
***Dr. Zublena responded on the postage issue in a E-mail to Madam President after he returned to his office from the NCACAA Board meeting. Here is his response:
Marjorie,
I checked on the mail allocations issue when I got back and here's what I found. 1) Allocations from my office to the districts were at or above last years allocation. No district received less postage. 2) District Directors made decisions how to distribute in each district. Some followed the past penalty mail allocations others used FTEs. So it was not consistent at the district level. 3) Allocations were required to be sent out on a quarterly basis by the business office. Originally they want to distribute monthly and this was the best "deal" Joan Little could get. She's still pushing for annual allocations but the best we may be able to do in the future right now is semi-annual.
Break
Back to Business
Bid Committee
Try to make change previously discussed but overall the video makes us feel good about North Carolina. Agents can participate in a Pay Roll Deduction Plan, and have talked with Keith Oakley at Ag. Foundation where Ag Agents that wish to have deduction $10 or more per month can be taken out of paycheck before you even see it, agents or retired agents have said they would be willing to do this.
Budget - Sam Groce
Basis is for $500 per district total $3500
Greensboro Convention Business Bureau - Video Value of $5000
It was decided that we will not be using the buckets with NC goodies for delegates. The official delegates gifts in Orlando will be the name tag holder and the notebooks. We will have enough name tag holders available for each NCACAA member who attends the state meeting in Winston Salem at total cost of $940. Greensboro will be providing nice notebooks 8.5x11 can leave a delegate session not vinyl but nylon and will screen print NCACAA Emblem and North Carolina on it. Cost is $2,025 and Greensboro is providing this for voting delegates. Suggested to give to in voting delegate package They will have 2 reps from Greensboro will be attending National meeting to Assist at the value of $2400 (their cost) and they have already given us about $9000. Sam indicated hospitality would cost about $1000/night and that will come to $2000, Barry spoke up and said he had arranged hospitality room for 3 nights Sunday Monday and Tuesday nights at no cost, got large room 1600 sq. ft. So now have $2560 out of $3500 left that we could use for Freds re-election.
With all the goodies it has been suggested that we try to hand these out away from the voting delegate session because of so much clutter they have had in the past.
- Walter Earle made a MOTION for up to $2000 (of what we haven't spent yet of the $3500) for Fred's campaign and continuing bid process, and hospitality room in Orlando. Motion - Seconded -
Voted and motion passed.
- Negotiation Process with Koury Center - Is done by National Association. Frank FitSimons came down a month ago and met with the Koury Center, toured the facility Sam passed out a copy proposal. Nothing can be done or signed until after Orlando. Room #'s that are hand written on page 2 accommodations sheet are the numbers we got are meeting at 80% of rooms, on page 4 is not right #'s and didn't change on sheet. Sam made note that on page 4 Exhibit space was free. If electrical outlets are there its free. If additional outlets are needed those are the prices. We can bring in our own AV equipment at no charge, and they will provide a microphone at no cost in meeting room, only charge in meeting rooms is if we have to drop down the big screens, there would be a charge. This is a negation process. And all this needed to be in writing
There is another motel owned by the Koury family down the road, may put four H talent review folks and maybe some others, and would count in our room night requirement. Rooms will are locked in at $142/night including tax that is in stone for 2008. Surcharges are covered on page 2.(and prorated) Hopefully we will not have to put a surcharge like Orlando is doing.
Trying not to have a facility fee - (Fred strongly suggested)
Internet access in every room once out of room is a surcharge
Shuttle cost roundtrip, will be trying to get this in writing.
Meeting Planner - a nationally known Meeting planner assist NACAA so they will not get stuck with a cost under some hidden clause. NACAA has already had the planners look over some of this information. If we go with a meeting planner and renegotiate room rates, this could knock out our rates that have already been set. Sam indicated that the committee suggest that we do not use the meeting planner that the NACAA is negotiating with and that we should continue to use the Greensboro Convention and Visitors Bureau as our meeting planner.
Meal in Orlando - we voted in October to give $4000 to Florida to help put on Monday evening room and would like their money by June. So Barry will write the check and those attending will help serve this meal, and we will be going in with other states to do this. Not sure who is in charge of this but will find out and will find out in what capacity our role will be that night.
Confirmation of voting delegates - Districts need to send these in ASAP.
Sam - Passed out Letter on letterhead to national board, signed by Sam and Marjorie
Booth in Orlando - Barry has got two rooms lined up, Sam also filled out an official form
Stopped for Lunch
State meeting Update - Barry Foushee
Life Members
42 members paid so far in Winston
Federation Report - James Cochran
Passed out salmon colored sheet with administration response Friday December 3 2004 in Sanford - looking at having some training such as Parliamentary Procedure. ESP will probably be joining so will go to 7 Assoc. $50 dues from each assoc. to continue Federation Dues - No motion on that so was tabled
Issues addressed- Bonus Leave & Bonus Pay - Staffing - Increased cost of health insurance - Employee Support in areas of travel, salaries, computer technology and Specialist - Increasing Disproportion's County Support
Secretaries Association Response - President Rayburn
Secretaries Association has 260 members and has dropped over the years They appreciate our contribution which is divided equally into 4 areas - Awards, Professional Improvement Scholarship, State Meeting Expenses and Money Market (endowment) for Professional Development. These awards of Excellence given at state meeting each year, these are not Extension Foundation Awards of Excellence but are secretarial awards.
The Professional Improvement scholarship is available to members for job related skills presented annually to one or more applicants. Districts host annual Association meetings and they are responsible for funding except for the budgeted amount that comes from our state treasury. District finance committees for state meetings seek donations from sponsors such as Quill, Office Depot, Viking, and other Extension Associations. This year our association budget will be adjusted due to a decrease in revenues and an increase in expenditures. Money Market assets will be needed to fund operating expenses. Again, the donation from your association will help us.
President indicated that no other State Associations support with monetary contributions for the Secretaries Association. When districts host meetings they get funds from district association. They do get support in terms of cleanup, workshops and helping with planning and those kinds of things.
Motion was made to continue support of Secretaries Association at $1000 level, seconded and motion passed.
NACAA Secretary Campaign
Fred indicated most all was already covered but needs to write his letter of interest for the position and will have to make arrangements for seconding and nominating speeches and if we are interested later other campaigns we need to align ourselves with others to make that speech and prefer having a life member from Western Regions to extend our outreach to other regions.
JCEP Southern Region Report
Had a long drawn out discussion about Galaxy and what came out of that was the Statement from Southern Region Officers for Southern Regions States Board of Directors.
Statement
NACAA will actively participate in the Galaxy planning and programming process with the equal representation, in partnership with the other associations. NACAA will continue to hold its Annual Meeting and Professional Improvement Conference in accordance with the established NACAA rotation.
President Rayburn -This resolution is an attempt to get some people involved from NACAA so they will provide an opportunity to help in planning and possibly be helpful in getting NACAA members to go to Galaxy. This also is an attempt to alleviate any hard feelings that may have been caused by the way the Galaxy vote took place at last years annual meeting by not allowing representatives to talk about Galaxy using presentations providing information. This is an attempt to say, Yes we are going to have our annual meeting but we do want to participate in the planning and programming of Galaxy with the other associations and provide $4000 to provide transportation for the representatives from our association to attend the planning meeting. Fred said that she had summarized something that took 5 hours there.
- Discussion:
The Board had voted on this prior to going down this and the motion was made to approve this statement & seconded with a comment, is this something that we need to at least inform the membership that this has been done on their behalf at the June meeting or if Elmo Collum (Southern Region Director 2005) doesnt need an answer before then he would amend the motion before the general membership in June. Madam President indicated that we do need to involve the general membership. This is a statement was consistent with what had been discussed at the January board meeting and Elmo had ask us to go back to our Boards and membership if possible but he would like a feeling. So the motion was made to support the resolution and seconded. In the discussion that followed it was brought up about the vote of the membership last year, then how can we support this. Walter Earle and Greg Hoover responded with further information and other options that could have been voted on. This is not at this point about the money, or the administrative response. It is really a palm branch because of how it was rammed through at last years annual meeting. It caused some hard feelings toward the Southern Region and as a board we should vote to give Elmo an idea of what our thoughts are and if we would support statement. This is to be brought in front of the membership after this boards vote, and further discussion will be needed involving the voting delegates. Called for Question in support of this resolution. In the vote all but 1 voted for the resolution.
Fred added that it would not make sense for us to give money to our competition in 2008 with Galaxy that would take away from our meeting. The gesture is fine, trying to repair broken bridges by the board to do this.
- PILD Conference in Washington, DC - Mark and Lenny are going and NACAA is paying their way. They will give report on the issues that they discuss at that meeting.
- Policy Issue - Walter Earle
Discussion on Policy of Officers: compensation for attending National meeting.
Section II Association Policies
Additional Responsibilities of officers
Last Paragraph
Officers will be reimbursed for travel as voted on by the board. All officers may attend the National Meeting with the same reimbursement as voting delegates ($500) Offer mileage to state board
Propose: list officers, * change ($500)
- Proposed Change:
Motion made and seconded. Motion Passed
Motion was then made to reimburse officers up to $500 for officers, even if administration doesn't support this year. (Must show receipts) Motion seconded and passed
James brought up that in the proposed budget to Dr.'s Ort and McKinney to pay for committee members. $1100/committee for 2008 Bid Committee, President will advise and we will take up at June board meeting.
- 2005 - State meeting SW District hosting in Hickory June 14, 15 & 16
Holiday Inn Select in Hickory There are good Tours Planned, so plan to come!
- Other Business
Barry mentioned that the association had 2 Tax ID's out there
For NCACAA, one of the numbers is one we report taxes under and don't know where the other one came from...it does have all the district's accounts reported to it...the number used for taxes may have come from the accountant when she started doing the taxes.Lenny mentioned that the tax number on the letter sent out to sponsors didn't match the one listed on the web of non-profit organizations...need to change on letter next year. Barry was authorized to handle this situation.
Next Board Meeting June 15 - 4:00 PM LINDEN BOARD ROOM Lower Level
Hawthorne Inn and Conference Center, Winston-Salem
Meeting adjourned
April 30, NCACAA Board Minutes Respectfully Submitted by:
Ben Chase
NCACAA Secretary
Addendum to April 30 NACAA Board Meeting
Dr. Zublena had mentioned that if NACAA had a recommendation on how raises should be given this year that administration would entertain the recommendation.
5/6/2004
Motion made by Walter Earle the reads:
"I move that the State Board of NCACAA recommend that Ext Administration consider providing merit based raises equally to all agents that were at or above an E-MAPs rank of 3.0."
On 5/24/2004 Madam President notified Board members that the motion made by Walter Earle and seconded by Ben Chase has passed - by a vote of 10 to 3. "President Rayburn then moved that the State Board of NCACAA recommend that Extension Administration consider providing merit based raises equally to all agents that were at or above an E-MAPs rank of 3.0."
Madam President Thanked all who took the time to think about this issue and voted. As President she will forward the information to Joe Zublena.
Addendum Respectfully Submitted by:
Ben Chase
NCACAA Secretary