President Harris welcomed everyone and called the meeting to order. Introductions were made and board members present were: Ray Harris, Nancy Keith, Bryan Cave, Jim Cowden, Mark Tucker, Colby Lambert, Paul Smith, Al Cochran, Barry Foushee, Stanley Holloway and Molly Sandfoss. Visitors were Sam Groce and Randy Wood (2007 state meeting co-chairs) and Dr. Ed Jones.
Concerns of agents and spouses with health problems were mentioned.
Ben Chase sent out minutes by way of email. MOTION was made to approve the minutes. Motion Seconded. Call for question with no discussion. Motion passed.
Barry passed out copies of the treasurer's report (blue sheet).
Total Income: $58,187.54
Total Expenses: $57,877.03
Checkbook Balance: $624.80
Barry discussed the $19,000.00 that had been transferred from trust fund and the expense of $7500.00 that was sent to Cincinnati for meal sponsorship at national meeting.
MOTION was made to approve the Treasurer's Report as presented. Motion seconded.
Call for question with no discussion. Motion passed.
Not posted to web site.
The 2007 NCACAA State Meeting will be held June 19-21 at Little River Resort, Carthage (Pinehurst area). Sam presented a proposed budget for the state meeting. They tried to closely estimate figures for the budget, but cannot get bus contracts until January. Total income is estimated at $11,700, total expenses estimated at $24,649 with $12,949 needed from NCACAA. Registration fee proposals are as follows: agents $60, spouses $35, children $20, retired agents $50 and retired agent spouse $30.
There will be a $1000 deposit due by January 1, 2007 that will be credited back to the account. The prices on meals are guaranteed now and include tax and gratuity. To help cut cost of the meals, South Central District is planning to prepare two meals. Numbers for the meals will not have to be guaranteed until June after registration is complete.
They are looking at several good options for tours.
MOTION made to approve the proposed budget. Call for question with no discussion. Motion passed.
The South Central District will need an agenda and a finalized budget at the January board meeting.
Discussion of the Southern Program Leadership Conference and how we in North Carolina respond to disasters. In the process of developing a plan of how to respond to disasters in the Southern Region and how that NC can be a model for this plan. Dr. Jones will share the plan with us for input.
When raises went out there was a lag time from July 1 to September 1 on lock-in send-in county situations. If a lock-in county the raise would be effective immediately. Send in county situations lag behind and end up being penalized from taxes when paid retroactive.
Status of Change Management: continuing to work through committees and we will be receiving updates through Dr. Ort.
There will be a meting of all the committee chairs at the Koury Center in Greensboro on October 20. All committee chairs are to report and give a written report that will be presented at the December National Board Meeting. After the October meeting, a summary report or committee reports will be available on the website so all agents can see what is planned.
Currently working on a video on NC Agriculture to be played on the buses on tour day.
Norman Harrell currently has parts of 28 tours.
After the national meeting in Cincinnati there was discussion of changing the program so that the delegate session would be on Thursday instead of Tuesday.
Bill Ellers is looking for active agents to be on the life member committee.
Fundraising: Walter Earle has talked with several commodity associations. Bill Skelton and Mark Tucker will be going to talk to Progress Energy and asking for $50,000. BB&T is also interested in sponsoring and wants more information and we would like to see if they are possibly interested in sponsoring 4-H Talent Revue.
When sending money into the Foundation, send a copy of information to Lenny Rogers so that the association can have a record of all transactions.
Monies for scholarship auction can be credited for individual contribution toward 2008. The amount of money coming from scholarship auction will be put into scholarship account after the 2008 meeting.
Districts need to survey agents to see who is contributing to 2008 so that a cross check with the Foundation's bookkeeping can be done.
Mark expressed thanks to all who helped with Horn of Plenty. It seems that we got the most mileage out of marketing this year than in the past. Dr. Ort was on the program in the County Commissioners sessions.
President Harris brought forth discussion of all the different Foundations (4-H Livestock Foundation, FCS Foundation, Extension Foundation, 4-H Foundation) and the requirements to have representation. A minimum of $100/year to have agricultural agents association represented as a specific member of Foundation Board.
MOTION made to allocate up to $500/year for foundations supported through North Carolina Ag. Foundation at no more than $100/foundation/year beginning January 2007 and at the discretion of the President. Motion seconded. Call for question with no discussion. MOTION passed.
Annual Meeting Income/Expenses (2004-2006) - tan sheet
There seems to be a lack of follow up by agents to sponsors for fundraising for the annual meeting. There has been approximately $3000.00 less than in previous years. During this time period, expenses increased approximately $20,000. It is suggested that the board set limits for expenses for the state annual meeting and anything over the district should absorb. There must be a better job of making personal follow up with potential sponsors.
Annual Income/Expenses (2004-2006) - yellow sheet
There were 2 years ('05 and '06) membership dues income and expense on 2005. The membership for 2007 will be in 2006. To carry to the end of the year, there will have to be $4000 - $5000 transferred from the trust fund.
2007 Proposed NCACAA Budget
Budget shows an income of $54,130 and expenses of $54,084 with a profit of $46.00. MOTION made to recommend increasing state dues $7/member from $23/member to $30/member. Motion seconded. Call for question. Motion passed.
MOTION made to transfer a total of $5000 from the trust fund and board savings to the NCACAA checking account. Motion seconded. Call for question with no discussion. Motion passed.
Federation Meeting- The 2006 Federation meeting will be held December 8 at Lee County Extension Center. District vice-directors are to attend.
Meeting adjourned at 1:25pm.
Respectfully submitted,
Nancy Keith
Please send comments and suggestions to John Dorner.