Friday, May 5, 2006
Brickhaven Office Building
President- Lenny Rogers, Presiding
President Rogers Welcomed everyone and Called the to Meeting to order Went around room and Board introduced themselves:
Lenny Rogers, Ray Harris, Gary Pierce, Ben Chase, Barry Foushee, Fred Miller, Mark Tucker, Allan Thornton, Tyrone Fisher, Dan Campeau, Tony McGaha, Jim Cowden, Nancy Keith, Kelly Groves, Tom Melton, Paul Smith, John Dorner
Ray started out with a discussion about Motel for state meeting wanting a credit card for deposit and a list of references from the last 3 Motels/Hotels where the State Meeting was held. A referral sheet is needed to be filled out by each Mote/Hotel, one has been mailed to Hawthorne & has not returned, Lenny will take care of the Hickory referral, and a referral will be dropped off at the Motel in Rocky Mount
Friday, January 6, 2006 Board Minutes were sent out by way of Email and no corrections had been received.
The MOTION was made to approve the minutes as corrected, Motion Seconded Call for Question with no discussion. MOTION Passed with no votes against.
Barry passed out copies of the NCACAA Treasures Report (Yellow Sheet).
Checkbook Balance as of January 1, $314.29, Total Income -$7,980.93, Total expenses - $7,700.30, Checkbook Balance - $594.92
(- $70.20 outstanding check for Postage)
Savings - Total Income $7,196.77, Expenses $7,900.00 Savings Balance 5/5/06 was $4,057.55
Total balance for checking and savings $4,652.47
MOTION was made to approve Treasures Report as presented. Motion Seconded
Call for Question with no discussion. MOTION Passed with no votes against.
Trust fund has had some growth
Hard Copy of Trust Fund Committee Report was passed around and is in Hard Copy in Minutes.
Due to the sensitivity of financial information, detailed financial reports and information will not be posted to the NCACAA web pages. Any member requesting it will be provided detailed financial and investment information by the Trust Fund Chairman.
- Discussed the Co-Sponsorship of a Meal Monday evening in Cincinnati, sharing with Florida Association in the amount of $7,500 that we would put up for this meal. Cincinnati has agreed to do the same for us when we host national meeting in 2008. At this meeting in Cincinnati we will be serving along with Florida agents. Lenny contacted folks about when they would need these funds, and found out that they will need it until the First of July. Lenny gave Barry the address to which the check should be mailed to. Barry indicated that he was willing to make sure that these arrangements were coordinated with the meals chair.
Southern Pines - June 19-22
Getting ready to sign contract with The Little River Golf Resort and wanted to run by the Board. Passed out the Facilities and Arrangements Cost Included is part of that agreement made and executed by Little River Golf Resort.
| Arrival Date: 06/19/07 | |||
| Departure Date: 06/22/07 | |||
| Dates: | 06/19 | 06/20 | 06/21 |
| Number of Villas: | 20 | 62 | 40 |
| Number of Rooms | 40 | 124 | 80 |
| Total Villa Nights Guaranteed: 122 | |||
Package rates
66.00 Per person per night double occupancy per villa (2 adults per villa) utilizing 2 bedrooms
70.00 Per adult per night family Rate (must have 2 adults @ rate, with children per villa) utilizing 2 bedrooms
116.00 Per person per night Single occupancy Suites (1 person per villa) utilizing 1 bedroom
Rates include nightly lodging, meeting space, and A/V to include (2) LCD's, wireless mic's, wall screens built into the rooms.
Rates are subject to the current state and local tax for June 2007.
Check in time is 2:00pm and Check out time is 12:00pm, Early check in will be allow if room is available.
| If written notice is received in Advance of the schedule arrival by: | Cancellation Charge per guest per night will be due as follows: |
|---|---|
| 181 or more days prior to arrival | 70% Value per guest per night |
| 180- 31 days prior to arrival | 80% Value per Guest per night |
| 30-0 days prior to arrival | Full Value per Guest per night |
Please provide a list of individual names for the villas and how they will be rooming or if each individual will be calling in, please let us know in advance and also make sure on the information sent out that they are fully aware of the 2 bedrooms villas and will be prepared to give us information on how they would like to share the villas.
There will be a first nights deposit required at time of booking, this deposit is applied to the last night stay, Early departure would result in a forfeiture of the deposit, Emergency situations will be honor, and if there is no one else available to share the villa an emergency situation will not increase the roommates rate.
Cut off date for reservations will be June 5th, 2007, the block of rooms will be released at this time and any additional reservations can be made based on availability and at the group rate.
Golf fees: 45.00 per person per round
Group has requested to play on Tuesday June 19th, 2007 between 1-1:30pm for 20-24 players, Tee times cannot be made at this time.
Little River Golf Resort: - Golf fees include green fee, range balls, bag handling, and storage. Carts are also available at no additional charge.
Little River Golf Resort is a non-metal spike facility and encourages golfers to walk year around. Appropriate golf attire includes trousers, Bermuda length shorts and golf shirts.
Golf cancellation/reduction
Cancellation of group's confirmed; prearranged tee times less then 30 days prior to golf date, including tournaments, and shall be subject to full cancellation charges.
Group Agenda:
| Tues. June 19th | 9am-8pm | Registration/Info | Lobby Area | |
|---|---|---|---|---|
| 1-1:30 | Golf | Time to be set | 20-24ppl | |
| 1-8pm | Meeting | Stockton/Hollow Square | 30-40ppl | |
| Hospitality open | Villa/TBD | Time TBD | ||
| Wed. June 20th | 9am-6pm | Registration/Info | Lobby Area | |
| 8-12 | Meeting | Stockton | 35ppl | |
| 12-1 | Luncheon | BallRoom | 150ppl | |
| 1-5 | Breakouts | All Rooms | ||
| 7-11pm | Reception/Banq | BallRoom | 200-250ppl | |
| Thur. June 21st | 9am-6pm | Registration/Info | Lobby Area | |
| 7:30-9am | Awards Breakfast | BallRoom | 200-250pp | |
| 9-12 | Breakouts | All rooms | ||
| 12-1 | Lunch | Sandwiches ??TBE | ||
| 1-4 | Meeting | Ballroom | 125pp | |
| Off Property | Evening | |||
| Friday,June 22nd | Leave | No Meetings |
No food and/or beverage of any kind are permitted to be brought onto Little River Golf Clubhouse or public areas. All Food and Beverage charges will be subject to an 18% service charge and applicable North Carolina sales tax.
A deposit of 1000.00 is requested no later than Jan. 31, 2007
Special Concessions for NC Agricultural Association:
Tyrone indicated that if needed Wednesday PM, Thursday AM/PM are all indoors and could be switched or flexible.
MOTION was made to follow the presented 2007 NCACAA Meeting Facilities Arrangements in Southern Pines and to send in the required $1000 deposit by January 31, 2007. Motion Seconded, no further discussion, MOTION PASSED, with all voting in favor.
Barry reminded Sam and Randy that the Budget needed to be turned in for the 2007 meeting in the fall.
Discussed various things - State Employee Raises?? Looks Good right now??
Campus Activity - working on Dept accountability, requiring a Plan of Work that is tied to receiving operating funds. Statements of Mutual Expectations - Each Faculty member must write a paper of what their expectations are for their job and Department Head will do the same for that faculty member
New Vice-Chancellor - James J. Zuiches - Vice Chancellor for Extension, Engagement, and Economic Development, will be a real positive person for this position. He is a former Director of Extension, Extension Specialist and will be Pro Extension. He has made the comment that the Extension model should be used on Campus in Departments. Everything he has said has been very positive. Marketing Director - not advertised yet. Programming Specialist - Interviews are now being held. Richard Liles is retiring and search committee being put together. Doug Saunders passing. Federal Budget- Questions were raised about how State & Federal Funding and how things come together, Retirement Issues, Specialist Role
Lenny Thanked Tom Melton for Coming and invited him to State Meeting in June
NACAA Hall of Fame Award (Replaces the Pinnacle Award) sponsored by John Deere & Co. - (Recognition & Awards Committee) Rewarding outstanding Agents who are doing good things in their communities but are also doing good programming in communities. Requirements included being a previous DSA Award winner. Criteria for Judging is based on 40%-demonstrating commitment, dedication and effective leadership and job performance, 30%-Association involvement at State & National level, 30%- Humanitarian Activities & Leadership Activities outside of normal Extension programming. There will be 4 regional winners (1 per region) that will be recognized at National and each will receive a cash award up to $1000. These winners will be recognized at the annual meeting. This has been advertised in Co Agent Magazine on page 14. Fred indicated that since this is a development year or first year for this award that any suggestions for improvement are welcome. Some things still need to be worked out for this award for the first year. Folks are encouraged to apply; Active or Life Member can apply.
Service to American Agriculture Award could have come from 2 different regions (Southern or North Central regions) Winner is Dr Neil Carp from Iowa and be presented award at awards banquet. These were judged by the Regional Directors and Vice President.
Outstanding Young Farmer Program - Looking for greater participation. To be put on Website with State contacts. Current NC Jaycees contact is in Kernersville is Joni Kramer. Nominees are required to give detailed financial records. An incentive for agents to nominate a Young Farmer is that if your nominee is a finalist, your registration fee waived at National meeting as well as recognition with that nominee. This program requires rather stiff criteria and disclosure of nominees detailed financial records
Fred complimented John Dorner for all his efforts for NCACAA and NACAA website. He is a tremendous resource and has made the website very user friendly. More changes are on the way that John has been instrumental.
National Committees - Barry Foushee will once again be National Animal Science Chair. Barry is encouraged to apply for Professional Improvement Chair the next time the position is open. Marjorie Rayburn will be Public Relations Vice-Chair for the Southern Region and Greg Hoover will be Teaching & Educational Technology Vice Chair for the Southern Region. So along with these 3 from NC, Fred will be President elect and John will continue to serve as Electronics Communications Coordinator. - 2008 Committee requested that the Board look at implementing early the split between the National Board & The 2008 Committee, it was discussed and decided that they would NOT approve that but would follow the set timeframe or schedule that's in Policy. So we will be dealing with the current policy which is stated in Chapter 7 in Policy Manual. If you want more information on this, contact Fred.
PILD Meeting - Washington DC - Outstanding meeting will potentially have a NACAA member be the Chair of the PILD Planning Committee. Stan Moore was nominated for that position and it appears he has got the support to be put in that position. Mickey Cummings will be the JCEP Rep on committee. Officer Candidates - Rick Gibson from Arizona and Janet Smith from Washington will be running for Vice President. (To come from the Western Region) Treasurer - Green from Missouri and Richard Spectrum (SP) has expressed an interest Fred will be President Elect, Chuck Schwartau Treasurer, Secretary-Leon Church, President Chuck Otte and Mickey Cummings Past President
At this point Oklahoma is the only that is considering the bid for 2010 National meeting. As far as the Futuring Committee report and additional opportunities for members and publishing, Mickey Cummings was appointed to a committee to look at a potential journal for NCACAA. Others are still being asked to serve on that committee.
PILD Report - Gary Pierce, 20 members from NC attended in April - (Fred, Ray and Gary from NCACAA) the major discussion that Dr. Ort wanted us to talk to representatives about was Formula Funding and County Programming. Keep formula funding for Extension and come up with some other creative funding sources as well. 2007 Farm Bill was talked about a lot,- Multiple scenarios were discussed. Best thing from PILD was the opportunity to talk to representatives. - Ray - Create 21 - Research, Extension & Teaching ID by itself separate from USDA- recommendations for funding. Because Cooperative Extension has 3000 offices across this country and Dept of Human Health are trying to tie in to disseminate information across the US. FRED- Dr Ort is very committed to Create 21, creating a proposed blue print for how Extension will function in the future.
JCEP Southern Region (Lenny, Ray) attended in Nashville Tennessee in February. Discussed a lot of issues and was an excellent opportunity to interact with other States. Some interesting State Reports were given.
Young Agent Award Reimbursement - Mark Tucker - This was approved at the last meeting. For those who may not know, this started with the Lewis Howe Award monies through the Foundation used for professional improvement/development. This has been changed in Policy to a reimbursement (with receipts) instead of a monetary award. A long discussion was held on resent tax law changes, and perhaps considering reimbursements instead of some of the awards now given as a monetary award to possibly avoid so much tax being taken out (Specifically DSA & AA's) Barry - with IRS more than $600, a 1099 must be filled out taxes must be paid. If law changes or has changed where we have to take taxes out before it is awarded he suggest that we possibly do partial award or reimbursements to avoid the tax issues or Total reimbursements up to $1000. We need to get something in writing on this in Policy.
Suggestion was made to give a $500 award & up to $500 reimbursement with receipts for AA's & DSA's. After long discussion, Suggestion was tabled until next meeting so we could find out more on the tax issues. Nancy & Barry will pursue this with tax advisers or CPA's and deal with this issue in June.
Stopped for Lunch
Last Executive Steering committee meeting was in March. Next meeting of all committee chairs will be Wednesday morning at State Meeting. Karen has sent an Email to the committee chairs in the past day or two about it. North Carolina is responsible for doing the evaluations for this coming National meeting, we came up with some suggested questions and format and Fred took that to the National Board and asked that if they had any suggestions/comments or changes to let us know and at this point in time we have not heard anything. John has agreed to put the evaluation form online and probably need to promote this evaluation so attendees will fill it out. Possibly put a flier or something promoting evaluation in registration packets. Fund Raising - Working on levels of contributions in writing for giving to sponsors so they know what the levels of sponsorships are. Tours - Norman Harrell has done a good job planning and get tours ready. Board members are encouraged to go back to your districts and get agents to send in their tour ideas and suggestions. These tours are the highlight of the week for many who attend the National meeting and we really want to showcase North Carolina. This tour suggestion form is also on line. At this year State meeting we need to have an update and encourage folks to serve on one or more of the various 2008 committees and possibly briefly meet with that committee(s).
The Goal is for $1000 for each agent but it is important that at least everyone needs to give something. (Gift form is on the web)This $1000 can be from donation, Scholarship or LOCAL sponsorships.
DIRECTORS OF EACH DISTRICT ARE DIRECTED TO GO BACK TO THEIR RESPECTIVE DISTRICTS AND PROMOTE FOR AGENT MONETARY SUPPORT AND COMMITMENT TO THIS NATIONAL MEETING and To SEND NORMAN TOUR SUGGESTIONS
Young Agents - Vans - Ways to get young agents involved is to perhaps get vans for Young agents to go to the National meeting the Board voted at the last Board meeting to support up to $1000 towards this "Agents" to participate in (Van) attending the National meeting. Heather Odom had indicated that she has had responses and support as far as getting Vans to take some young agents to AMPIC. This is great for Young agents due to the fact that there registrations for first timers are waived. At this point we are not sure the support from administration on this travel issue but Directors are asked to encourage these young agents to attend.
Fred's Hospitality- asked Barry once again to head up Hospitality room. Talked to Texas folks and they are willing to share a Hospitality Room which will help split cost. Will have a CASH Bar for alcohol and Non alcohol beverages. We can bring in food as long as it has a regional flavor (something they don't have and can't get) and individually wrapped. All other items are to be gotten from the motel.
MOTION made to provide up to $2000 for Fred's campaign and hospitality. Motion Seconded, no further discussion, MOTION PASSED, with all voting in favor.
Agents will need to assist with serving the meal Monday night along with the Texas group.
Lenny passed around a list asking for the voting delegates that will be going to Cincinnati representing each district. This list is due to National in about a week.
A short discussion was held about administration funding with regards to the one more voting delegate that was picked up last year and how that was listed last year. Mark Tucker said that he would find out and let Lenny know about this support money.
Hosted by Southeast District, Hilton - Wilmington Riverside, June 27-29 Go on as long as references/referrals are gotten that was discussed earlier today. At this point we have about 100 registered to attend. Ray asked for each district director to let him know what some of the items that are going to be brought for the scholarship auction that will be held after the river boat dinner cruise at motel. Hospitality will open after the auction.
Taken site off of Cooperative Extensions Server and now have NCACAA.org and NCACAA.com. There is a $50 annual fee and a $20 fee every other year (10 each name) this is a lot cheaper that utilizing the University server with more bells and whistles. Every district has a representative on this committee, let district rep or John Dorner know of any suggestions for web site. District representatives are John Dorner (Chair), Ray Harris, George Stancil, Bruce Simmons, Seth Nagy, Diane Ducharme, Art Bradley & Kent Wooten. Mark Tucker complimented John about how easy it was to find the website just by a Google NCACAA search it came right up.
The Federation held its annual forum in December 2005 where they presented a proclamation thanking Drs. Ort, Wynn, Zublena and McKinney for their "Equity Funding" efforts. The next Federation Board meeting will be held on 10/18/2006.
Issues and Concerns need to be received by administration by 1st week of November, so the Associations need to get their "issues and concerns" prior to the federation by the 10/18 meeting.
The next Federation Forum will be on 12/8/2006 in Lee County.
Dues are to be paid in December ($50)
Dr. Zublena made the following suggestions to the Federation:
The 2006 Federation Goals:
WIKIS (editable website) were briefly discussed. Group discussions can be held and edit it for future use and are easy to use.
Horn of Plenty - will be held September 8 in Winston Salem. Asking $1/Association member in support. Short discussion was held about on the educational seminar and getting Extension promoted as we should be for our efforts associated with this event.
MOTION made to provide $1/Association member in support of the Horn of Plenty in September. Motion Seconded, no further discussion, MOTION PASSED, with all voting in favor
Nancy Keith asked for ideas for our marketing merchandise to have for purchase at state meeting. (Hats, Shirts) Short discussion with ideas-perhaps have NC on it as well as NACAA.
Discussion was held on Memorial contributions and our policy.
With the passing of Doug Saunders a MOTION was made to give $50 Memorial Contribution to an endowment in Memory of Doug Saunders. Motion Seconded, no further discussion, MOTION PASSED, with all voting in favor
Taxes - Barry - Our Taxes will be filed by the 15th of May
-The West District Needed have questions answered about holding the 2008 State NCACAA meeting if they are to hold in the West or get by holding a condensed meeting prior to the National meeting. Perhaps have awards banquet and business meeting. Thinking was that since we were hosting National that attendance would be low. So West wanted guidance with this question State meeting must take place at least 2 weeks prior to National. Board decided that we will leave this up to the West District to decide this but bring what ever back to the Board.
West is to come up with a nominee for Vice President. (President 2008)
Next Board Meeting will be held on June 27, at 5:30 in the Skinner Room at Hilton - Wilmington Riverside.
Meeting Adjourned.
Respectfully Submitted
Ben Chase
NCACAA Secretary
On 5/8/2006 4:44 PM, President Lenny Rogers informed NCACAA State Board Members of situation with a DSA Nominee that was not going to be able to attend the State or National Meetings. The following is background Email's with the Motion, Second and Vote that is included at the end.
Ben Chase
NCACAA Secretary
Our Policies both State and National Policies are cut and pasted below for your information. I guess we need to officially vote on this with a motion and a second then we'll take votes. I'll take votes through Friday, 5/12, but if I get a large majority I'll call it quits and forward the decision to Eric Spalding.
Thanks,
Lenny
STATE:
Recognition and Awards - This committee shall provide recognition and awards for outstanding service and contribution to the Extension program in North Carolina and shall coordinate DSA/AA with NACAA. This committee shall be responsible for the following awards:
This committee is responsible for determining eligibility, opportunity to apply, review, and recommendation of recipients to State Board. Agents may be encouraged to submit an application on a competitive basis or be nominated by a fellow agent. It is recommended that an alternate from each district be submitted, but does not imply that the alternate is to be automatically selected the following year. An alternate should be named in case the selected district nominee cannot participate.
To receive the monetary award associated with the recognition, the agent must attend the State meeting. The Recognition and Awards Committee can allow for an exemption from attending the State meeting if a qualified extenuating circumstance is provided.
Each member should refer to the winter issue of County Agent magazine or the NACAA website at http://www.nacaa.com for details of all award and recognition programs.
NATIONAL: Distinguished Service Award Requirements
Eligibility Requirements for NACAA Distinguished Service Awards
The Nominee:
Lindsay E. Rogers
County Extension Director
After much discussion a MOTION was made to follow established policy on DSA Recipients having to attend State & National meetings to receive award. MOTION was SECONDED On 5/9/2006 8:10 AM President Rogers called for Vote which would deny the request from individual for an exemption from attending the State meeting and the NACAA AMPIC due to extenuating circumstances receiving the DSA. All in favor of this denial vote (Aye or yes) to deny.
On 5/12/06 President Rogers informed the Board that the MOTION Passed unanimously with 14-0 to deny individual the DSA this year but he can reapply in another year that he could attend the State and National Meetings if he wishes to. Due to so many absentees at our Awards Banquet and Awards Breakfast the Board has really cracked down on this the past 3 years.
Respectfully Submitted
Ben Chase
NCACAA Secretary
Please send comments and suggestions to John Dorner.