President-Mark Tucker, Presided
Board introduced themselves:
Mark Tucker, Allan Thornton, Kelly Groves, Brian Beer, Marjorie Rayburn, Tyrone Fisher, Ray Harris, Lenny Rogers, Barry Foushee, Joanna Radford, Heather Lifsey, Chris Talley, Nancy Keith, Arthur Whitehead, Ben Chase, Fred Miller, James Cochran
Minutes had previously sent out via Email from the last Board Meeting and had 1 correction.
MOTION - The MOTION was made to approve the minutes as they had been corrected and sent out over Email, and seconded.
President Tucker called for Question with no discussion and Vote. MOTION passed with no votes against.
Barry Foushee passed out two handouts:
- Treasurer's Report (Yellow Sheet) 1/1/2005 - 4/29/2005
Membership dues 18,987.00 Checkbook Balance - $4,187.61 Savings Balance - $9,589.26
Total Balance (checking & savings) $13,776.87
Membership List (Tan Sheet) Have a total membership in 2005 of 259, compared to 252 in 2004.
Total Specialist ~ 8 or 9, 3 that at this point do not have district affiliation.
Fred Miller indicated that with the increase in membership to NCACAA that we gained one voting NACAA delegate. NCACAA now has a total of 9 voting delegates.
President Tucker recommended that allow NCACAA President Elect to fill the 9th NC voting delegate position.
MOTION - Marjorie Rayburn made the motion that the President Elect should be the additional voting delegate.
Motion was SECONDED and PASSED
President Tucker asked that all Districts send him the names and addresses of the voting delegates that will be representing each district AS SOON AS POSSIBLE. Delegates normally get a total of $500 . President Tucker indicated it is normal at this point that we are not certain of administrative support but if they didn't provide it the Board would come up with the support.
Barry reported that the Trust Fund since 2004 to the end of March has lost about $3000. Board account lost about $800 or $900 in the same time period.
Tax and accountant situation: After the last Board meeting Barry, following Boards recommendation, wrote a nice & to the point letter indicating the resent problems had been taken care of but indicating that we do not want to keep filing late and avoid problems in the future. Barry has talked with the tax preparer and was assured that our 2004 taxes would be filed on time. Mark mentioned the discussion at last Board meeting that the Board would explore for another tax preparer and that is being done.
Theme: Prospecting For Knowledge
Holiday Inn Select, Hickory, June 14-16
State meeting registration and agenda is now on line at NCACAA website.
Highlighted Points
Tuesday June 14, Pre-Conference Activities (Canoe Trip/Golf Tournament) Board meeting at 5:30, Dinner on your own with Hospitality room opening 6 - 11.
Wednesday - Breakfast on your own, Pre-Conference Tours, and 2008 National Committee Chair Meeting (9:30 - 11), opening Luncheon - Ned Jarrett will be keynote - Youth activities after opening lunch , spouse and retired agents have tours and agents will be in professional development ending about 3:45 which will allow time to get to the softball fields by 5:00. First Softball game starts at 6, Hour break for supper, 2nd game at 7 and then Championship game at 8. Then back to Hospitality. Thursday- Recognition Breakfast 7-8, 4 choices for Professional Development Tours and will all get back together for lunch and tour (Commissioner Troxler will be there), Return to Motel for General Business Session which concludes about 5. Youth Activities Thursday afternoon is Gem Mining, Retired Agents and Spouses go to furniture market. Award winners reception 6-6:30 and Banquet beginning at 6:30. Hospitality room open late.
A direct mailing is being sent to retired agents.
Everything appears to be looking good so we need folks to register with early registration until May 15.
Ray Harris - Annual Meeting fund raising efforts looking ok, Murphy Farms indicated they would be a sponsor but at this point not sure at what level.
Softball Tournament - Lenny passed out NCACAA Softball Tournament Rules and discussed them. It is the responsibility of Each District that host Annual Meeting to provide trophies. Softball Tournament site is about 25 minutes away from motel.
2008 National Vice President Nomination update - Lenny Rogers - 2008 NCACAA National Officer nominee Fred Miller
Fred indicated that the National Board discouraged the NCACAA delegation about our idea of sponsoring a voting delegates breakfast due possibility of causing future conflicts when there are more than 1 candidate. So with that in mind we will do a hospitality room on Monday Night. The problem with that is the rooms in Buffalo are very small so attendance will be limited to voting delegates and other VIPs chosen by Mark, Lenny and Fred. Favors will also be available for delegates at that time. Voting delegate freebies or favors have been an issue in the past and National has decided to get a handle on it. So National Board is asking that candidates not offer freebies or favors during voting delegate sessions or breakfast. This is to put candidates on the same level (larger states have more funds for these favors) for getting votes.
Barry has been asked to manage hospitality in his room.
We have approved up to $3000 and in the past have never spent that much.
Other National Updates - Had Spring Board meeting a few weeks back, in Burlington Vermont and set up Slate of National Officers, Mickey Cummings- President, Chuck Otte - President Elect, Fred Miller - Vice President, at this point one candidate Leon Church - Secretary , Chuck Schwartau - Treasurer. Council Chair will be open if Leon is Elected. So if interested in filling that position let Fred know.
Western Region will be bidding for 2009 AMPIC to be held in Oregon.
Futuring Committee is underway. Committee has been appointed with regional representation and are asking for input/feedback. Another national committee that is working is the AMPIC review committee, Sam Groce is representing North Carolina on that committee, they should have recommendations for the Board at the pre-AMPIC Board meeting and at post Board meeting should start implementing some of the recommendations for next years meeting. Some possible changes may include changing the tour day from Wednesday to Thursday, possibly dropping State pictures.
Pre-Conference Animal Science Tour - Barry Foushee
Please promote this tour in your districts, there are spaces available and is an excellent opportunity.
To find out what is going on at the National level, go to the Website at www.nacaa.com
Since last Board meeting we have met with most of the committee chairs at annual conference. Have also gotten Hotel contract signed, with a few changes and our National Officers have signed it as well, so Hotel is set.
Pledge Forms - Posted on Website, Please Encourage Members To Fill Out Pledge Forms. (31of 259) Directors are suppose to ask or get feedback why pledges are low. Ed Nolley , Chair of Charlotte 88 will be at State meeting business session to talk about benefits, and what and how they did it.
Newsletter to membership will be done to update everyone what committees and Board are up to. Emphasis needs to be placed on new members to pledge and what it means to be in NCACAA and the benefits to being a NACAA member. So if any districts need Mark or anyone to talk at district meetings just ask. Encourage these young agents (less than 5 years) that if they attend National AMPIC the registration is free the first time attending.
The point was made that the monies from 88 do not any thing to do with this National meeting. Those 88 funds are for professional awards.
Specialist - Karen Neill is meeting with the Specialist Association next week to encourage them to become members of our Association and to support and give ideas for the 2008 AMPIC. This may be a good time to promote this with the specialist and may help spot light a program on a tour.
Administration support - last year Marjorie sent a request to Drs Ort and McKinney for support of the 2008 meeting, and that support was by funding for our travel & expenses for attending National meetings, and committee meetings, as well as general support for the meeting. We received up to eleven thousand (10 people) to go to National meeting and spent seventy-seven hundred. This year President Tucker has made a similar request and response from Drs Ort and McKinney had committed $50,000 last year and they thought it was all committed last year but a lot more was requested. So he has requested justification on anything over that amount, such as why sending so many committee members to meetings. They want specifics on putting on meeting such as sponsoring tours or training sessions or communications stuff. So Mark is in that process and at out state meeting we are having a brain storming session on what big/new/different and exciting things we are going to do at this North Carolina meeting in 2008 that we should include in a proposal to Administration if we are to get additional funding. All ideas are welcome, get these ideas to Mark or Karen. Dr Ort had previously committed to what other States had received from administration in the past that hosted at other National AMPIC's. Fund raising is the top thing to get started on, Walter and Bill will update us on where we are and make proposals at state meeting.
2007-2008 State meetings - how are they affected by our hosting 2008 national meeting. Perhaps we should look at doing a dry run at the 2007 state meeting (SC District year) ?? Funding and rotational issues. Feeling is that this recommendation should come from the 2008 Executive Committee. Please discuss this in the Districts. (Further discussion was held on rotation, funding, requirements of the annual meeting, dry run/working meeting in 2007 vs 2008, & sponsors)
Discussion was held about reimbursement rate for mileage for Board members attending Board meetings. Current rate is .24 and members felt that this should be raised. Discussion pursued.
MOTION - Motion was made by Lenny Rogers to split current rate of .24 per mile (This was to start at the board meeting in October.) and .40 per mile (current state rate) and increase the current rate to .32 per mile, and MOTION was Seconded. President Tucker called for Question with no further discussion and called for Vote.
MOTION PASSED with 1 vote against.
At last meeting Board decided to send the Lewis Howe Horticultural Scholarship back to the Horticultural Committee and how we should handle that money that is currently in the foundation. From the 4 options sent back to the Horticultural Committee, Cyndi Lauderdale - Horticultural Chair & Scholarship Committee Member reported back that when the funds get near the end the remainder funds may go into a memorial scholarship (after 2008, when we may want to raise money again.) So basically deplete funds.
Please promote folks to apply for a scholarship next year through NACAA you need to have $40 in by June 30 of year prior to the year applying for a Scholarship. Applications must be in to me by June 1 of the year you are applying. To find the Criteria for this Scholarship, go to page 19 of awards book or go to http://www.nacaa.com/prof_imp.htm and click on Scholarship Application Form.
Ben asked Board members on current status of some members that had been listed on the National Scholarship list. They had listed as unknown. Our scholarship contribution records do not agree with the National records. This has been a issue for some time and is being addressed. Years ago from what I can put together a couple of contributions were made from North Carolina to the NACAA Scholarship fund but not given in any ones name, and we do not have the names that the check was written for. The intent was contributions were to be placed under that list of names for which it was intended but that was not sent in to National with the check so it was simply dealt with as a contribution from North Carolina. For Betsy Greene (National Chair) to make changes, there must be documented records to justify the change. This is due to this scholarship money being subject to audit.
Now, these records include almost everyone that has ever contributed and has not been properly updated in the past on the National level. This list requires constant up-dating since at this point in time Life Members, Retired, non active, active NCACAA members and those that may have quit or left extension. This is a massive list and after spending a lot of time going through these list Ben asked the Board that from this point on, if someone leaves Extension, and then returns that they will be back at a zero balance as far as scholarship contribution status due to the complexity of the record keeping and my focus is to try to remove those who have passed away or who have left Extension. This request will be forwarded on to National and ask that Retired, Life and Deceased Agents be grouped under North Carolina Contributions to cut list down even further. Since only NACAA members are eligible, why keep the records of the other contributors.
We must move on with this and if we don't have the documentation, then individual is at a zero balance. This may sound cold, but it has been going on for YEARS and it is time to get things on the table and move forward. Since Betsy has to justify changes and is open for Audit, these steps should be taken.
Board consensus is to go with these suggested changes made by Ben Chase Scholarship Chair. Efforts are being made to get the Scholarship Contributions list corrected and in agreement with the National Scholarship Contributions list.
North Central District sent a check in (as indicated in treasurers report) for $525 in individual's names.
Start an auction for the purpose of a scholarship program for Kids and Grand Kids of NCACAA Members and Life Members. This type scholarship program is for youth to attend college and has been successful in various states. (This is not the same as the professional development scholarship that is from National) What is being proposed is to start an auction at annual meeting, Southwest District has agreed to start, and to put the proceeds raised from the auction going to the 2008 AMPIC Meeting with the idea that after the 2008 Meeting the auction will continue and the proceeds going towards this scholarship program.
Discussion was held on how much monies left over from 2008 would be placed in this new scholarship program. Discussion was also held on where items from auction would come from. Usually district gets door prizes, and instead of giving as door prizes put these items into the auction. This auction would probably get more involvement from Life Members.
MOTION - Motion was made by Ray Harris to conduct an auction at the NCACAA Annual Meeting with part of proceeds going towards the 2008 meeting and a scholarship program for Kids and Grand Kids of NCACAA Members and Life Members. It will be left up to Committee to decide after 2008 how the scholarship is set up and how much of those funds will go back into scholarship.
MOTION was seconded by Marjorie Rayburn
In discussion it was brought up that host District email other District Directors about this auction in order to get some nice donated items. People that are coming to the meeting need to know a head of time that this is being done and that they need to bring their checkbook. Perhaps have a social prior.
President Tucker called for Vote
MOTION passed with all in favor.
All agents will be asked by President Tucker to consider bringing items for auction and to bring money to buy at the auction. Please explain the auction at up coming District meetings.
Was a good meeting and heard a lot about the Presidents proposed budget. Included are huge proposed cuts for formula funding. All Land Grants Universities were against. (NCSU got more Grant monies than any other) Also included is a nationwide communication network all tied together (County, University and Nationally tied).
Lenny and Mark also attended the Southern Region Officers meeting in February. This was also a very good meeting and helpful because had the chance to talk with other states that had hosted or hosting National meetings.
April Federation Board meeting - James and Ben attended.
Each Association has a representative on Executive Board. Stephen Greer is NCACAA Rep. There has been No ESP membership request this year.Mitch Owen came to Board meeting and discussed Annual Conference Evaluations & Karen DeBord discussed the marketing committee -
Stephen Greer is the NCACAA Representative and NE District wrote a letter asking for more Ag representation on that committee. Mark was contacted about this.
Federation Forum is Friday December 9 Lee County office in Sanford. We send 10 to this forum. Like to get any ideas concerns at up coming District meetings
Board has set a tentative date Oct 12 in Raleigh to meet with administration to discuss marketing with new officers and to alter the forum format
James will going off as past President by the next NCACAA Board meeting. NCACAA Board will need to appoint a WebMaster. The webmaster is a offices of the Executive Committee for the Federation. This is an appointment by the NCACAA President and can be done in October.
Barry discussed going to the summit. The agenda was a big concern due to traditional agriculture not being on it. Urban Horticulture was the main makeup of those in attendance. This meeting was not well communicated or actually mis-communicated. Also concerns about administration asking for suggestions and not utilization of Federation. Development of Young agents was also discussed.
( Suggestion was made to Dr. Zublena that new agents not have a formal EMAPS evaluation for the 1st year, since they were just learning the job.)
2006 State Meeting in Wilmington Downtown
District Mailing List All now fixed on Web.
Insurance at State meeting - Lenny
Status of Shirts Hats and such - did not think there was any on hand. Heather Lifsey is Chair and will be following up with this.
Early Career Development - Will need Chair and really start looking at some of the issues for Young Agents. (some of which were brought up at the Ag Summit)
Nomination Committee - will be putting together slate of next years officers (Richard Melton).
The issue of term for treasurer was discussed as how it relates to the national meeting and short discussion raised questions about terms and being strategic in when and who.
(INSERT by BC)-As stated in Section II. Association Policies
The Treasurer will be on a 1 year term and can serve up to 3 years.
The Secretary will be on a 1 year term and can serve up to 3 years.
Next Board Meeting will take place at State meeting in Hickory on Tuesday June 14 night at 5:30 in Carolina Room.
Meeting Adjourned.
Respectfully Submitted
Ben Chase
NCACAA Secretary
Last updated: 8/25/2005
Please send comments and suggestions to John Dorner.