NCACAA - Minutes 06/29/2006

June 29, 2006

2005 – 2006 Secretary's Report - Ben Chase
The minutes of the 2005 Annual Business Meeting have been available on the NCACAA web site and resent as an E-mail on 5/11/2006. Thanks to John Dorner. (Board minutes are posted after being approved by the Board)

There is one change to the Minutes and that is the chairs listed for 2008 National Meeting:

The minutes of the 2005 Annual Business Meeting have been available on the NCACAA web site and resent as an E-mail on 6/3/2005. Thanks to John Dorner. (Board minutes are posted after being approved by the Board) President-Elect Harris asked for motion to approve the minutes as they have been sent out over Email and posted on web site.

Executive Committee	Chair
Facilities	Sam Groce
Finance and Budget	Lenny Rogers
Fundraising	Walter Earle
Meals/Events (Banquet)	Nancy Keith
Secretary/Publicity	Barry Foushee
State President (2008)	Gary Pierce
Transportation	Marjorie Rayburn
Tours	Norman Harrell

MOTION was made and SECONDED, call for discussion and MOTION PASSED with no votes against.

Before diving in to the Board Summary Ben wanted to thank Nancy Keith for taking minutes during the September 23 Conference call during his absence due to wife’s heart attack & by pass surgery. Ben also thanked the Association and this Board for all the support that was showed to him and his family. Kathy has done very well on her way to recovery. Thanks again to everyone for all of your calls, letters, flowers and Prayers during this time.

2005 - 2006 Board Activity Summary - Ben Chase – All members had access to read the Approved Board Minutes via email. This year the NCACAA Board met four times including Tuesday of this week. The year started off in Buffalo at the 2005 National NACAA meeting where we successfully ran North Carolina’s Fred Miller as Vice-President of NACAA.

Under the leadership of President Lenny Rogers, the NCACAA Board took the following actions for 2005 - 2006:

Scholarship AUCTION GUIDELINES were set:
Who gets credit for auction items? The person bringing in the item should put a value on the item. Credit will only be given for what the item sells for and actually goes into checking account. For example: If an item is donated and the value is $20.00 and it sells for $30.00; the person donating the item gets a $20.00 credit and the buyer gets a $10.00 credit. (last year under President Tucker it was decided to start a Scholarship Auction at the NCACAA Annual Meeting with part of proceeds go towards the 2008 meeting and a scholarship program for children and grandchildren 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 program.)

* Changes in Policy were made and approved. In the awards section it now reads that all monetary award winners must be present at the state meeting to receive award or the award is forfeited. If there is a conflict and an agent is not able to attend the meeting to receive award, they must present their case to the appropriate committee (NOT TO THE BOARD) for a decision on whether or not award is granted. The appropriate committee will then notify Board on the decision.

* The Lewis Howe Scholarship was voted on and approved as reimbursement based on travel expenses.

* The Board decided on co sponsorship of $7500.00 along with Florida the Monday night BBQ in Cincinnati at the 2006 National Meeting with the understanding that KY/Ohio will reciprocate in 2008. At the next Board meeting it was decided that this $7500 would come from the Trust Fund Account.

* The Secretaries Association requested, and the NCACAA Board approved to continue $1000 support for the Secretaries Association awards program.

* Board voted on to include the beekeeping association on our NCACAA letterhead. (The past 2-3 years they have donated to our association)

* With John Dorner being the newly appointed National Electronic Communication Coordinator for NACAA, a North Carolina Internal Electronic Communication Committee was formed with each district appointing someone to be on the committee, And the President of NCACAA appointing the chair of this committee and the President- Elect would also serve on the committee. So the North Carolina Internal Electronic Communication Committee members are: John Dorner - Chair, Ray Harris, George Stancil, Bruce Emmons, Seth Nagy, Diane Ducharme, Art Bradley & Kent Wooten.

The first action of the committee also received Board Approval. Since NCACAA will no longer be able to use the CES database program The committee recommended and the Board voted to go outside of NCSU and get our own domain name (i.e. ncacaa.org) and web hosting service. The total cost to us is less than $100 and provides NCACAA several features.

* A MOTION was made and passed that the NCACAA association would contribute $2500.00 to the administrative fund now and revisit in a month to see if more is needed and as agents we work with producers who may want to contribute to supply fund or assist on getting supplies to affected areas from HURRICANE KATRINA.

* At the January Board Meeting Fred Miller indicated that NACAA donated to ithe relief efforts. Total contributions for the whole fund were roughly $76,000, with NACAA contributing about $38,000 to $40,000 of it.

* In discussing ways to get younger agents involved and attending the National meeting it was decided to support up to $1000 towards getting Young Agents to participate by providing a van to the AMPIC. (First timer’s registrations are waived).

* Supported the President, President Elect & Vice President to attend the appropriate meetings representing NCACAA. (JCEP Southern Region - President, President-Elect Feb 1,2 & 3 in Nashville Tenn., PILD Meeting - Washington DC - President-Elect, Vice President held April 24-27.)

* Our State Nominating Committee Chair Richard Melton brought to the President's attention that both our NCACAA Secretary and Treasurer positions, after this term have served for three consecutive year terms. In the past these two positions are staggered or alternating.

With the rotation and the National meeting approaching it was decided that this year, due to the current unusual circumstances in Rotation of the offices of Secretary and Treasurer of NCACAA ending in the same year that if we offset these terms by one year that we can maintain continuity in leadership of NCACAA. Barry Foushee, current NCACAA Treasurer was asked and was willing to serve 1 more term as NCACAA Treasurer. The Secretary position will need to be filled for the next rotation of NCACAA Officers.

* The 2007 NCACAA State Meeting Agenda & Meeting Facilities Arrangements that will be held in Southern Pines was approved as well as sending in the required $1000 deposit due by January 31st.

* It was also decided that the NCACAA Treasurer would handle the Direct Billing with Motel.

* Board voted to provide $2000 in Support of Fred Millers NACAA Presidential Campaign and Hospitality (Will Share with Texas and split cost). Agents will need to assist with the meal & hospitality Monday night along with the Texas group.

* NCACAA will provide $1/Association member in support of the Horn of Plenty that will be held September 8 in Winston Salem.

* With the passing of Doug Saunders a MOTION was made and passed to give $50 Memorial Contribution to an endowment in memory of Doug Saunders.

* A question of policy did have to be addressed with regard to a DSA application. A unanimous vote took place by the Board that supported and followed the current policy on DSA Recipients having to attend State & National meetings to receive the award. This agent can reapply in another year that the State & National meetings could be attended.

Due to so many absentees at our Awards Banquet and Awards Breakfast the Board has really cracked down on this the past 3 years (so denied request from Bill Lord for an exemption from attending the State meeting and the NACAA AMPIC due to extenuating circumstances receiving the DSA)

* MOTION was made that each year the NCACAA State Meeting Chair is responsible for getting a letter of reference (or a referral sheet) from meeting location Hotel/Motel for use at future state meeting locations. 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) and Brown Sheet NCACAA Membership list. 2006 State Membership Registration $17,371.40 plus monies taken in this week not on report. Membership dues are not on here. This past year membership dues had to be in by December 1 and into National by December 31 so there were no membership dues because they were actually taken in last year and on last years Treasurers Report. Membership for this year will be shown for 2007.

Checkbook Balance as of1/1/2006- $314.29, Total Income -$32,481.74, Total expenses - $28,346.12, Checkbook Balance - 05/05/2006 - $4,449.91

Savings – Total Income $12,455.35, Expenses $16,250.00 Savings Balance 5/27/06 was $966.13 Total balance for checking and savings $5,416.04

It was requested that the treasurer’s report be for the full year report instead of 6-month report. The Board may get updated reports but It was asked for the Annual Meeting Treasurers Report to the NCACAA Membership that the report cover entire year.

Barry was asked and discussed the accountant's fee increase from $500 to $1150 due to having changes in Trust Fund (more forms/transfers and tax brackets.) This is a one-time fee – a normal fee for an accountant.

Brown Sheet – Overview of Membership – Has increased membership over past three years.

MOTION was made to approve Treasures Report as presented. Motion Seconded, Call for Question with no discussion. MOTION Passed with no votes against

Booked 250 Total Rooms & have 272 here so we are in good shape there. We have 135 agents registered, 50 spouses, 48 youth, 14 retired agents and 9 retired spouses. There are 275 total attending one or more meeting functions and are running on Budget.

Hard copy of Trust Fund Committee Report was passed around and is in hard copy in minutes. Things have basically held their own.

The value of investments in both the Charlotte '88 Trust Fund Account and the NCACAA Board Savings Account continued to recover slightly during 2005. Withdrawals to support the awards and professional development programs of the association offset virtually all gains in both accounts.

NCACAA maintains two (2) separate trust accounts, each with specific purposes and goals. The Bylaws and Policies of NCACAA provide that the three (3) immediate past presidents shall make up the Trust Fund Committee which shall be responsible for overseeing these investments, make recommendations as needed to the Board of Directors about the use of these funds, and counsel as necessary with financial advisers about the management of these investments. Everett Davis, 1993 Past President, was appointed by the Board of Directors as ongoing chair responsible for coordinating the activities of this committee and to provide continuity from year to year.

CHARLOTTE '88 TRUST FUNDS
Over $100,000 surplus from the Charlotte '88 National Meeting was invested to provide income stability for support of the association's awards programs, professional development of its members, and financial support for officers and eligible members to participate in official regional and national activities.

These funds are invested in mutual funds primarily for growth and secondarily for security. As appropriate, a small balance is maintained in a money market account. During the 2005 fiscal year, the value of all investments in this account increased in value by 7.02 percent.

On July 12, 2005, $7,000 was withdrawn from this account and transferred to Barry Foushee, NCACAA Treasurer, to support 2005 professional development activities as approved by the Board of Directors and to provide funds needed to support the awards program of our state meeting.

During February 2006, certain under performing mutual funds were sold and reinvested into more attractive mutual funds, some of which are classified as Alternative Investments. A portion of funds maintained in the Money Market Account were used to complete this transaction.

NCACAA BOARD TRUST FUNDS
NCACAA, over time, has surplus funds resulting from earnings from state meetings, excesses from election campaigns, sponsorships, et cetera. These funds are invested similar to the Charlotte '88 funds and are also managed by the Trust Fund Committee. However, these funds are available to the Board of Directors at any time to be used at their discretion.

These funds are invested in mutual funds primarily for security and secondarily for growth. As appropriate, a small balance is maintained in a money market account. During the 2005 fiscal year, the value of all investments in this account increased in value by 12.27 percent.

On July 12, 2005, $1,000 was withdrawn from this account and transferred to Barry Foushee, NCACAA Treasurer, to provide funds for the association to carry out activities approved by the Board of Directors.

TAX REPORTING
All income statements and tax documents resulting from these accounts during 2005 were properly transferred to Gayle Smith, CPA, on March 3, 2006 for accounting and income tax reporting.

RECOMMENDATIONS FROM TRUST FUND COMMITTEE
The Trust Fund Committee continues to encourage the NCACAA Board of Directors to provide leadership to the members of the association to develop and implement fund raising and budgeting strategies that will properly support the desired activities of the association with minimum use of remaining trust funds. A weak stock market during the past five (5) years, and withdrawals from the accounts in excess of increasing values, have caused investments to fall below the level needed to support routine activities. Until the stock market rebounds considerably, continued annual withdrawals in excess of $5,000 from the Charlotte '88 Trust, and $1,000 from Board Savings, will quickly deplete remaining funds.

The primary purpose of the Charlotte '88 Trust Fund is to provide an investment base that will generate funds to support activities of the association. Wise and diligent management of the money in these funds is necessary to ensure that funds remain available for this purpose in the future. In addition, this account now serves as an emergency account in preparation for another national meeting in 2008.

We encourage the NCACAA Board of Directors to restructure the amount of funding for awards and recognition programs so the remaining balance in the Charlotte '88 Trust Account does not fall below $100,000. Efforts should also be made to replace some of the funds that have been withdrawn from the Charlotte '88 Trust Account and the NCACAA Board Trust Account.

FINANCIAL INFORMATION AVAILABLE TO MEMBERS
Due to the sensitivity of financial information, detailed financial reports and information will not be posted to the NCACAA Annual Report web pages. Any member requesting it may review the financial reports maintained by this committee, and will be provided detailed financial and investment information by the Trust Fund Chairman.

Everett Davis - Trust Fund Chairman, Mark Tucker - Past President 2005, Marjorie Rayburn- Past President 2004,

Payroll Deduction – in talking to sponsors it makes a big impact to tell them the percent of agents that are supporting the efforts with their own money.

Has 2 Request – 1. Please keep retired agents informed & involved. 2. Listen to the Donors, if someone does not have the skills to handle these sponsors, put information in the proper hands to handle it. Have made commitment to 2008. Don’t let folks forget about Nickels for Know How.

Thanked everyone for having him come and Praised NCACAA for being a strong Association. Speaking for Virginia he offered support for the 2008 meeting.
Right now over 1300 are registered for Cincinnati, Great meeting lined up.
Recognized DSA’s & AA’s
NACAA Committees – 3 Councils - Program Recognition, Extension Development and Professional Improvement.
Website, Database, E-County Agent – Thanked John Dorner for being Electronic coordinator. John mentioned the membership database and WIKI’s.
County Agent Magazine –
Scholarship Program – Typically $15,000 awarded each year.
NACAA Donations
Hurricane Donations – Over $35,000 given from NACAA.
Director & Vice Director Rotation
Futuring Committee Report – read it off website

The 2006 NCACAA Nominating Committee presents the following slate of officers for 2006/2007:

President - Ray Harris
President Elect - Gary Pierce
Vice President - Stanley Holloway
Secretary - Nancy Keith
Treasurer - Barry Foushee
Past President – Lenny Rogers

2006 Nominating Committee: Chair Richard Melton, Kathy Bunton, Barry Foushee, Kelly Groves, Ray Harris, Gerda Rhodes, Bill Skelton

MOTION was made for Nominations to be closed and was SECONDED, MOTION PASSED.

MOTION was made to accept nomination report by acclamation, SECONDED, MOTION PASSED.

Raised $1305, make sure values and right to get credit and if folks have not paid to please do so.

Created to maintain district mailing list and to maintain the NCACAA web site. Members of Committee are: Ray Harris (Pres-Elect serves), Art Bradley, Bruce Emmons, George Stancil, Kent Wooten, Diane Rashash, Seth Nagy, John Dorner. Content for the website and layout is made by committee.

Communications – Submitted by Joey Knight
*Denotes Southern Region Finalist
+Denotes National Finalist

Class	First Place Winner	Second Place Winner
1. Radio	* Karen Neill	No Second Place
2. Published Photo & Caption	* Linda Blue	No Second Place
3. Slide Set, Transparencies	Linda Blue	Heather Odom
4. Direct Mail Piece	* Debbie Roos	Karen Neill
5. Personal Column	Jim Cowden	Darrell Blackwelder
6. Feature Story	* Linda Blue	Brad Johnson
7. Newsletter, Individual	Heather Odom	Allen Caldwell
8. Newsletter, Group	* Eileen Coite	Nelson Brownlee
9. Video Tape/TV	* Linda Blue	Karen Neill
10. Fact Sheet	Dalton Dockery	Linda Blue
11. Publication	Dalton Dockery	Brad Johnson
12. Web Page	* Darrell Blackwelder	No Second Place
13. Learning Module	Billy Little	No Second Place

Extension Programs - Kenneth McCaskill, New award next year Sustainable Ag through the SARE Program. No entries for awards this, Encourage folks to submit complete forms for these Awards.

Public Relations - Marjorie Rayburn – Worked at improving the Public Image of Cooperative Extension and the County Agent, also had 1 NCACAA entry for the PRIDE Program. Agenda are encouraged to apply.

Recognition & Awards – Eric Spaulding – Encouraged folks to apply for DSA’s & AA’s and be Aware of requirements to receive awards. New award Hall of Fame Award which George Upton was selected to represent NCACAA.

Encouraged 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 by June 1 of the year you are applying. To find the Criteria for this Scholarship, go to NACAA Awards and Recognition Information on the NACAA Web Site and click on Scholarship Application Form.

Congratulated the 1 applicant from NCACAA this past year Randy Wood for receiving a NACAA Scholarship. Had 1 application for this year. John Dorner is doing a Great job on this huge data base, there are still just a few discrepancies between NCACAA and NACAA Scholarship records but only a few. These will be corrected by next year.

Professional Improvement Council

Animal Science –Randy Wood – Barry - Had 3 applications to attend Pre-Animal Science Tour at this years AMPIC (Ben Chase, Walter Earle, Gerda Rhodes) Encouraged Livestock Agents to apply next year.

Extension Development Council

Public Relations & Ag Issues – Marjorie Rayburn – Helps ID Ag Issues that can be addressed by NACAA such as like Soybean Rust – NACAA hosted in Orlando a 1st Detector Education Training. Think about issues that NACAA should/could address.

Early Career Development – Katie for Heather Odom - 6 Agents have expressed interest to ride on Van to Cincinnati to carry new agents, room still available. Contact Heather

Administrative Skills Development – Bill Skelton – Encouraged to take advantage of opportunities.

Life Members – Ray Harris – Expressed need to make sure retired members to be added to database and to be notified of annual meetings.

Membership Services – Barry Foushee – Have Hats and Shirts (Male & Female) for sale and the Co Agent Print for $30

Benevolence – Frank Winslow – A Moment of silence was held for 4 agents that passed away this past year.

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.
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.

Ray asked membership to come up and sign up to let him know how many were coming and to know how many for States Night Out.

* Year has flown by, but been a fun, enjoyable year
* Things I have enjoyed being State President:
- working with and getting to know State Board better
- getting to know our National Officers and Regional Directors better
- attending National Meeting in Buffalo and organizing States Night Out (Pearl St Brewery)
- attending the Southern Region Meeting in Nashville (lost luggage at airport due to Fred’s cowboy boots)
- attending PILD in Washington
* Some things I’m Proud to have been a part of in accomplishing:
- largest membership ever at 263
- formed State Internal Communications Committee
- 4 appointees to National Committees
- great effort from SW and great State Meeting in Hickory last year
- initial steps to better agent/specialists relations
- 1st State Board Meeting via conference call
- 1st State Board Meeting in Brickhaven (4-H and Foundation Bldg)
- Young Agent Trip to 2006 National Meeting
- good support of and work towards 2008 AMPIC
* Even though it’s been a good year, I’m ready to pass the torch to Ray as now he can keep the road to Raleigh hot with Ag, FCS and 4-H Foundation Meetings, Federation Meetings, Board Meetings, etc.
* Just want to say, I’ll always remember this year and want to say a special thanks to everybody for doing your share and for being great to work with.
* I hope we can always work together to keep this NC Assoc of Co Ag Agents one of the top if not THE top Ag Agent Association in the Country.
* I also want to thank God publicly for the opportunity and the ability to have served as your president.
* To each of you I say thank you for your support this past year.
* Thank You!

NCACAA Annual Business Meeting

Minutes

June 29, 2006

Professional Improvement Council

Extension Development Council