President-Elect Mark Tucker presided.
Welcome and Call to Order
Secretary's Report - Ben Chase
The minutes of the 2003 Annual Business Meeting have been available in the 2002-2003 Annual Report as posted on the NCACAA web site. Thanks to John Dorner. (Board minutes are posted after being approved by the Board)
President-Elect Tucker asked for a motion to approve the minutes as they have been sent out over Email and posted on web site. Motion was made and accepted, call for discussion and motion passed with no votes against.
2004 Board Activity Summary
This year the NCACAA Board met four times including Tuesday, June 15 of this week. Special Thanks goes to James Cochrane for taking Minutes at the January 9 Board meeting due to Ben Chase absence due to surgery.
The year started off on a high note in Grand Rapids at the 2003 National NACAA meeting with Fred Miller voted unanimously as National Secretary, this was due to a State effort and a memorable nomination speech by our now Past President Walter Earle.
Under the leadership of Madam President Marjorie Rayburn the following actions were taken by NCACAA Board:
At future State NCACAA meetings, any cost associated with participating in tours will need approval by the Board.
At Nags Head, Specialist with Agricultural Responsibility were voted to be eligible for membership into NCACAA. President Rayburn appointed a Specialist Participation Committee to address Policy/Membership issues and how to include and encourage Specialist participation. (Walter Earle - Chair) It was decided that Specialist could join the District of their choice with full benefits of the NCACAA with dues being same as Agents. President Rayburn sent a letter to all Specialist inviting them to join. According to Barry Foushee about 5 joined.
Passed Resolution To Move Funds of NCACAA to State Employees Credit Union (Treasurer will cover in his report)
Registration and fees for State meeting were kept the same ($50) for this years NCACAA meeting.
Madam President appointed 4 members of the State Board to serve on the 2008 Bid Committee. President Rayburn also wrote letters strongly encouraging active participation on this committee to District Directors and District Representatives serving on this Bid Committee.
President Rayburn and Bid Committee worked diligently on Bid video to be presented at national meeting. The video makes you feel good about North Carolina. If in Orlando we are successful for our bid, it has been arranged to raise funds, that Agents can participate in a Pay Roll Deduction Plan through the Ag. Foundation. Ag Agents that wish to have deduction of a minimum of $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.
Received financial support from administration for 2008 Bid Committee to attend the 2004 National meeting in Orlando.
Past President Walter Earle was appointed by President Rayburn to work on NCACAA Policy regarding Past Presidents involvement and compensation for attending Board Meetings, as well as State & National Meetings.
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
Changed to:
Officers will be reimbursed for travel as approved by the State Board. President, President Elect, Vice President, Secretary and Treasurer may attend the AMPIC with the same reimbursement as Extension administration provides voting Delegates. Officers & board members may receive mileage to attend the State Board meetings at the rate approved by the board.
Brian Beer was appointed as Benevolence Chair.
Board moved that 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.
Approved $4000 NCACAA Meal Sponsorship in Florida - Monday Night Meal, This can have impact with our 2008 Bid, and Fred's Election. (we usually help each other out in Southern Region). Expect to feed 2000 and cost $32000 - $35000. Many states have said they will be helping out.
Continue support of the State Secretaries Association at $1000 level.
Board voted the Statement from Southern Region Officers for Southern Regions States Board of Directors.
Statement read: 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 indicated that 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.
The motion was made to approve this statement & seconded with a comment, this is 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) doesn't need an answer before then he would amend the motion before the general membership in June. Madam President indicated that 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 to get a feeling from each. 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. In response 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.
After administration said they would entertain a recommendation from NCACAA on how raises should be given this year 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." (this was due to the small percentage increase that we were looking at)
AA and DSA's were approved by administration and the Board. They will receive their funds after attending the National Meeting.
Treasures Report - Barry Foushee
Barry passed out copies of the treasurer's report. The 2003 financial report covers January 1 - December 31, 3003. Balance in checking 1/01/2003 was $3,300.02. Total income was $45,136.95. Total expenses were $45,994.76 with Balance in checking as of 12/31/2003 was $2,442.21. Savings Balance 12/31/2003 was $1,500.17. Total balance for checking and savings $3,944.38. Barry asked if there were any questions or comments and there were none.
The report from January 1,2004 through June 17,2004 shows a beginning check balance of $2,442.21. Income was $35,115.83. Expenses were $15,261.57 outstanding checks $8,245.95 with checkbook balance of $14,050.52. Savings balance 1/1/2004 $15.17 - 6/17/2004 was $61.99 Total balance checking & savings 6/17/2004 $14,112.51.As of March 15th NCACAA had 246 members which was the number which AA's & DSA's were determined. There were 7 late memberships so total 2004 NCACAA membership is 253 members.
Trust Fund Report - Everett Davis
Passed out reports. Basically the stock market has been much kinder to us this year than it was last year. We begin to recover some our values in our investments. Board Savings the trend was the same and increased the value of investments about 30% this year. Trust Fund committee continues to encourage the NCACAA Board of Directors to reconsider its current policies of allocating Trust Fund monies as have been done in past years due to declining funds. It is encouraged that the NCACAA Board to aggressively develop strategies that will either fund or partially fund anticipated expenses; and to restructure the amount of funding for awards and recognition programs. It is recommended that our current investments be maintained as they are for the remainder of the year. Our financial advisor will be prepared to meet with the NCACAA Board at the winter Board meeting to discuss options for protecting our investments from drastic losses, and for making funds more readily available for awards and recognition.
2004 State Meeting Statistics/Update - Wick Wickliffe, State Chair
Special Thanks to John Dorner for his Great assistance!
4 Retirees, 5 Administrators, 16 Kids, 33 Spouses & 148 Agents - Good Turn-out
Total Sponsorship funds for this year $14,350 with 8 displayers in lobby. It is encouraged for membership to thank these sponsors for their support face to face and by writing Thank you notes. The Thank You's go along way.
2008 Bid Presentation for NACAA National Meeting - Sam Groce, Marjorie Rayburn, Mark Tucker
Marjorie Rayburn - Top 10 list for why Agents should support NC hosting the 2008 AMPIC
10 - NC is a Great Agricultural State and want others to come here and see that
9 - Could make a profit and support awards
8 - Would promote teamwork among everyone
7 - Agents will have opportunity to interact with NACAA Officers
6 - 10 days out of the office with administrative blessings but with all the emails and calls to return
5 - Numerous opportunities for leadership abilities to shine
4 - Give retired agents a chance to be involved & to share advice
3 - Don't have to travel far to attend a National Meeting
2 - Someone has to do it
And the #1 reason is because North Carolina is Great in 2008 and with everyone's help it will be!
Sam Groce Bid Committee Chair
Committee ordered name tag holders for everyone and notebooks for voting delegates that will be handed out in Orlando. Sam, Marjorie Rayburn, Ava Pope (Greensboro Commission and Business Bureau) Gave the same presentation that will be given to the voting delegates and the General Session in Orlando including the promotional video. As far as we know, no other State is bidding. We will need help from Agents in Orlando to help with this effort. Delegate gifts have been provided by Greensboro business bureau.
Passed out sign up sheet for those going to Orlando so can help with the hospitality and the feeding.
Mark Tucker - Mentioned that we would need a lot of folks to step up and provide leadership and get it in place after vote in Orlando. Trade show Sunday Monday. $4000 towards meal in Florida and we will be serving and responsibility at that event. States night out will be Tuesday and will get information out about that and try to get a 'local' restaurant to eat at.
Ag Extension Foundation - Maurene Rickards
Discussed how Cooperative Extension Foundation can help NCACAA with many things associated with hosting the NACAA national meeting and possibly assist in managing current resources. Help with solicitation, sending receipts for gifts, stewarding the donors, providing letters to those donors about how monies were spent, records, thank you notes, publicity for donors, invoices to County Governments. Also assist with asking sponsorship of meals,
Handed out forms that can be submitted for payroll deduction and pledges that can be placed directed straight into our account at the Foundation. This money is invested and co-mingled with other funds at NCSU and managed by the Foundation and those professionals to get best results of investments. IRS accountability is handled by Foundation office. Will establish a memorandum of understanding between foundation and NCACAA that spells out details how money will be managed. 100% of interest earned of this money between now and national meeting will go into our account. (The Foundation 50% rule on interest has been wavered and we will get 100% or all interest earned) Can roll money over if money is made after the meeting and set up endowment or enhancement fund and would then share 50% on interest.
To open account need a commitment of $1000.
George Stancil mentioned as past Treasurer of NACAA that considering the amount of money; it saves our organization a good deal of money in taxes to work it through the foundation. Walter Earle asked if one of the options with the money, if money is left in account after the meeting, if we are under any obligation to leave it there and can we get the money back out if desired? Maurene indicated Yes you can, there is no obligation but we would like to encourage to keep it in the foundation.
Marjorie encouraged members to participate in this effort and it is critical for our participation so administration and other sponsors will see our member's commitment. Even though the Board had voted in support of this a Motion was made by Ray Harris for membership to support setting up account through Foundation if in fact we get the bid to host the 2008 National meeting, which will be decided in Orlando. Motion seconded by Walter Earle. Motion passed with no votes against. (This agreement between NCACAA and Foundation was signed at the Awards Banquet)
Fred Miller - current National Secretary and National Campaign
To host the AMPIC is a Great opportunity and does and will bring the
Association closer together and the teamwork that it builds. (88 was his first AMPIC Meeting) Wanted to Thank members for their support of the North Carolina candidate. NACAA will not allow an individual to run for national office without the support of the State Association. This is not an individual office. NC has been fortunate to have had a handful of National officers in the past. As being chosen as Assistant Vice Director of the Southern Region, there was a commitment to move up the leadership ladder. There has never been a President of NACAA from North Carolina. If NC is willing to put in his name in as nomination for Vice President following the completion of his next Secretarial term which we are running for 1 more year. The logical time for us to do this is to run for the office of Vice President would be the following year, 2005. Fred said he was still willing to do that if the State membership feels like he has done a suitable job of representing NCACAA on the National Board as Vice Director, Director and as Secretary, the work done with the PILD Planning Committee, and hosting the Southern Regional Officers Workshop in Asheville. He is willing to follow through with that and he appreciates the NCACAA putting his name in nomination this year as National Secretary and look forward to, if we follow through, to be your Vice President at the National level.
Mark and George praised Fred and the outstanding job he had done in representing NCACAA at the National level. Mark is the campaign manager for Fred.
NCDA & CS - Agri-Lite Program - Philip Farland
A revenue protection program for uninsured crops and livestock (not under contract) against natural disasters and fluctuations in market prices. Scott Lucas with Risk Management made presentation about program. Is under the Ag Risk Protection Act of 2000. Handed out information about program.
Southern Region Director's Report - Doug Wilson, Southern Region Director
Congratulated & encouraged the new young agents for being apart of this meeting and organization. This organization will be your life blood over the years.
He thanked the association for having him. He thanked the members who participated in the AMPIC in Green Bay and hopes that many of NCACAA members will be going to Orlando. Actions from Green Bay, the slate of officers with Fred as NACAA Secretary; Host State for 2007 - Michigan; 2004 delegates voted to have $10 increase in dues; and that NACAA would have no level of participation in Galaxy III.
Congratulated the NC Award winners presented in Green Bay.
Thanked Barry Foushee for serving as Southern Region Livestock Chair, other State Committee Chairs and for keeping data base up to date on web site (Thanks to John). Reminded us to read and submit articles to the County Agent magazine.
Scholarships - NC has contributed $18,488.76 and has received $22,135.80 (mistake in handout) in scholarships as of January 1, 2004. Need to have $40 in by June 30 in prior year to be eligible. National Outstanding Young Farmers Award, need to be postmarked by October 1. Remember our National Donors/Sponsors, we keep losing due to merges and other reasons so you are encouraged to fill out and use the NACAA credit card. This helps the National organization.
Discussed the Southern Region Vice-Director and Director Rotation and the slate of NACAA officers and also by-law changes that voting delegates will be voting on in Orlando, Doug thanked the association for having the honor of serving as Southern Region Director and Thanked Fred for being a Great influence on him.
Committee Reports
(Chairs are asked to send reports in the John Dorner for posting on web)
Nomination Report - Brian Beer (on behalf of Chair-Richard Melton)
President - Mark Tucker
President Elect - Lenny Rogers
Vice President - Ray Harris
Secretary - Ben Chase
Treasurer - Barry Foushee
Past President - Marjorie Rayburn
Motion was made to accept nomination report by acclamation and passed.
Communications - Joey Knight
Here's the first and second place winners for North Carolina. There are 13 categories for the Communications Award Program. We had 42 entries in 10 of the 13 categories. The first place winners went on to compete in the Southern Region of our National Assoication. We had three winners in the Southern Region in four categories in which they will go on and compete on the national level and will be presented awards at the Orlando, FL national meeting this summer. Just remember, all first and second place winners must be present at the State Association meeting in June in Winston Salem, North Carolina in order to receive plaques and monies. Also, Jim Cowden has arranged for first place winners to present a 15 minute presentation on Wednesday at the State Meeting. Here's the State Winners and categories for the 2004 Communication Awards.
Radio Program
1st--Willie Earl Wilson
2nd--No entry
Published Photo & Caption
No Entries
Slide Set
1st--Kenneth R. Bateman
2nd--Heather Odom
Direct Mail Piece
1st--Majorie Rayburn
2nd--Heather Odom
Personal Column
1st--James C. Cowden
2nd--Karen Neill
Feature Story
1st--Heather Odom
2nd--Brad Johnson
Individual Newsletter
1st--Allen Caldwell
2nd--Karen J. McAdams
Group Newsletter
No Entries
Video/TV
1st--Karen C. Neill
2nd--Dalton Dockery
Factsheet
1st--Majorie Rayburn
2nd--Karen C. Neill
Publication
1st--Karen C. Neill
2nd--Tiffany Harrelson
Web Page
1st--Debbie Roos
2nd--No Entry
Learning Module
No Entries
The three Southern Regional Finalists winners were: Karen Neil in both the Video and Publication Areas, Debbie Roos in the Home Page Area, and Majorie Rayburn in the Fact Sheet Area. Again, these winners will compete in Orlando, FL this summer at the national meeting. Great Job Agents! The entries this year were a lot better and as you can see from the Southern Regional Finalists from North Carolina; a lot of effort, dedication, and hard work went into filling out the applications. Congradulations to the winners and those who entered. There was a lot of tough competition. I will have your score sheets and applications at the state meeting in June. Not last or least, I sincerely appreciated all of those folks in the association that help judge these applications. Great Job!
Extension Programs - Kenneth McCaskill
Young, Beginning, or Small Farmers/Ranchers
1st place, Martha Mobley
2nd place, Debbie Roos
Crop Production
1st place, Kenneth Bateman
2nd place, Matthew Miller
Landscape Horticulture
1st place *Toby Bost
* Toby's entry was mailed to the wrong state chair and arrive in my office after the National deadline. I do not know if it was accepted for judging at this point. He will be the state winner however.
Scholarship - Ben Chase
No applications this year. Need to have $40 in by June 30 of year prior to the year you are applying. Applications must be in to me by June 1 of the year you are applying. Many of you have received this scholarship and can testify to its benefits. The maximum per year is $1000 and a total of $2000 during a members Extension career. Other requirements are listed in the County Agent Magazine. Please send your money and applications in for next years award. It is well worth it.
Also, if you have donated items to be sold at the sale in Orlando, the proceeds will be credited to your scholarship account. Doug presented how much money we had contributed and how much more we had received in scholarships, we have definitely received far more than we have put into the fund. So if you have received a scholarship in the past, please consider making another contribution. APPLY!
Eric Spaulding - District report will be on web. One request, the Life members have got the Young Agents Scholarship Award set up, have had some concern come about age requirements, restricting applications, especially with 50% of agents having 5 years or less on the job. It is not the experience but the age that is the problem. To qualify you must be 30 years of age or less. It has been suggested that we may want to look at changing that to age 40. Association has said that our committee will handle it; committee has discussed it, if you have comments contact your district committee chair. But committee feels that it will go with this.
Animal Science - Barry Foushee
- Brian Beer winner of Animal Science Tour prior to NACAA annual meeting in Orlando.
Horticulture -
Marjorie Rayburn was selected to attend the Horticultural Study Tour.
Administrative Skills Development - Bill Skelton
The Administrative Skills Development committee is still identifying/developing their purpose/mission/goals on the national level. As such, our state committee report mirrors the statement on the NACAA Administrative Skills Development web site and follows:
The objective of this committee would be to develop programs to improve and enhance the administrative skills of all NACAA members regardless of the degree of administrative responsibility. Programs could be developed on both a regional basis and for a presentation at the AM/PIC.
Program of Training Possibilities:
-Working with local governments
-Working with State Legislators
-General Office Administration
-Budgetary skills
-Personnel management and evaluation
-Administering volunteers
-Developing job descriptions
-Grant writing
Teaching & Educational Technologies - John Dorner
Regarding the web site, send in reports in any format, as long as you send it to him.
Early Career Development - Tiffany Harrelson
The State Early Career Development Committee in 2004 initiated an e-mail discussion group for new agents. Anyone who would like to be added to or removed from this group can e-mail me at tiffany_harrelson@ncsu.edu. Also, reports from the national committee were forwarded on to each State District.
Life Members - Bill Holtzmann co-chair (along with Victor Lynn)
Retired agents had a meeting last month and will meet again on October 8. Not many retired agents not here due to not receiving a notice about this meeting. Would like to suggest that retired agents are mailed notices to all retired agents. Just heard about the possibility of changing age requirement for the Young Agent Scholarship. The folks that he has talked with indicate they wish for the age requirements remain the same.
Membership Services - Heather Odom
Committee has decided to offer a logo with NCCES logo as well as an Association logo and will also offer women's clothing (up till now had to wear the men's)
Mix up on ball caps, but we will have them, and County Agent prints available through Barry.
Benevolence - Brian Beer
During 2003-2004, the Benevolence Committee acted according to association policy on 4 deaths.
Cuyler Heath - retired Extension Agent, Agriculture, Sampson County. Deceased - October 20, 2003.
Wesley T. Townsend - retired Wayne County Extension Director. Deceased - March 18, 2004
Mike Regans - Area Specialized Agent in Greene County. Deceased - March 31, 2004
Mark Goforth - retired CED from Wayne County. Deceased - February 14, 2004
Benevolence Policy for the NCACAA is as follows:
The county extension faculty will notify the District Benevolence Chairman of illness or death of an active or retired NCACAA member or family member.
The District Benevolence Chairman will utilize email and other appropriate means to notify NCACAA members (including the State Benevolence Chairman) of illness and death.
Upon the death of an active or retired NCACAA member, the State Benevolence Chairman will coordinate with the NCACAA treasurer to arrange for a $50 family designated memorial such as the NCACAA scholarship fund or flowers.
Upon the death of an NCACAA member's spouse, child or parent, the District Benevolence Chairman will send an appropriate card extending sympathy and will pay for such.
The NCACAA Benevolence Chairman will arrange for appropriate cards of sympathy to state level Extension Faculty in the case of serious family illness or death. The Benevolence Committee is granted approval and funding to print a standardized sympathy card with an appropriate message and current logo.
Each year the supply of sympathy cards on hand will be transferred to the in-coming NCACAA Chairman who will supply cards to District Benevolence Chairmen.
2003-2004 Benevolence Committee
Brian Beer, Chairmen, South Central brian_beer@ncsu.edu
Arthur Whitehead, North Central arthur_whitehead@ncsu.edu
Frank Winslow, Northeast frank_winslow@ncsu.edu
Paul Smith, Northeast paul_smith@ncsu.edu
Jeff Carpenter, Southwest jeff_carpenter@ncsu.edu
Marvin Owings, West marvin_owings@ncsu.edu
Mike Carroll, Southeast c_mike_carroll@ncsu.edu
Toby Bost, Northwest toby_bost@ncsu.edu
Had a moment of silence in respect of our fellow agents that passed away in the last year.
Galaxy Issue - Marjorie Rayburn
Resolution was passed out
This is an olive branch to other regions, due to how it was handled last year. Some other states have said that they may not participate in AMPIC due to it so. We want to encourage people to participate in AMPIC in NC and if people want to go to Galaxy that's fine, we still want them to come to NC. This is an effort to make sure that if people do go to Galaxy, there will be some competent activities to take part in. We want something there for Ag Agents. That is why the resolution has come about. Not for the purpose of Administration or other Associations, it is to try to heal any divisions that might have taken place in our association and to show Ag Agents from other states that we are supporting each other as an association. So we asking for a recommendation from the membership. If there is enough support from the other southern state associations it will be brought up in the delegate session as a motion to go forward with providing the planning and funding involved in Galaxy. If there is not enough support it will die. But it will probably come back up in the future. So we need to know association.
Mark then accepted a motion to support the statement and seconded. The question was asked if NCACAA did not support this, could it have a direct impact on our support at the 2008 meeting? Marjorie replied that we would still get support from the Southern Region States, some of the other regions we may not. We have gotten a letter from 1 Northeastern State saying they will not be in attendance at the 2008 AMPIC and will go to Galaxy instead. Some other State administrators are putting pressure on their state Associations but as far as we are concerned we are still having a meeting in 2008. This is also an effort that could possibly split our Association. Fred said that the other regions are waiting to see what the Southern Region is going to do. But if the Southern region does not support it, Elmo probably will not release who supported it and who did not within our region. From what Fred and Doug had received, it probably will not have the support from the Southern Region to be brought up in the voting delegate session, with that it will liking be brought up from the floor from one of the other regions.
Called for Question, no discussion
Voted for NCACAA to support resolution, no opposing votes, Motion Passed.
2005 NCACAA Annual Meeting and PIC Report - Lenny Rogers
To be held by the Southwest District in Hickory, June 14-16 at the Holiday Inn Select right off I-40 with many good tours and 23 miles of furniture outlets. Seth is in charge of Hospitality so you know it will be good! Craig Adkins will be in charge of softball with 3 fields.
Final Instructions for Afternoon Tours
Meeting Adjourned.
Respectfully Submitted
Ben Chase
NCACAA Secretary