NCACAA State Board Meeting
Minutes
October 2, 1998, 10:00 am
Wake County Center - NCCES
Raleigh, NC
The meeting was called to order by President Billy Dunham.
Those present introduced themselves: Marjorie Rayburn (Sec.), Nancy Keith (Treas.), Freddie O'Neal (NE), Rett Davis (Pres. elect), James Cochran (VP), Kent Wooten (SC), Ross Young (W), Tommy Brooks (NP), Mike Regans (SE), Alan Harper (Const. & By-laws), Billy Dunham (Pres.), John Dorner (W), Lisa Wimpfheimer (SE), Cyndi Lauderdale (NC), Joe Dickens (Pres. elect- Federation), Bruce Williams (Nat'l Chair- Res.& Prog. Devel.), JIm Carey (NW), Dalton dockery (SC), Jim Ray (retired agent).
MINUTES
Minutes of the General Membership and Board Meetings held in Atlantic Beach were presented by Marjorie Rayburn, Secretary. These had been sent out over e-mail. Mike Regans moved that the minutes be approved as mailed. It was seconded. The motion passed.
TREASURER'S REPORT
Nancy Keith presented the treasurer's report. Beginning balance as of June 19, 1998 at end of state meeting was $4862.80 Total income was $10,895.99 (most from transfer from trust fund account for awards). Expenses were 1998 awards program - $3077.20 (awards presented at the state meeting), $4500 for awards presented at national meeting (DSA, AA, Young Agent), voting delegates received $900 and officer expense for the national meeting was $500. Plaques - state meeting (previous report - $542.00) - additional $41.00. Total Expenses were $9193.11. Current balance is $6,565.68. Marjorie moved the report be accepted. It was seconded. The motion passed.
STATE MEETING REPORT
Mike Regans gave the state meeting report. He indicated that it had been a good meeting and he had good committees to work with. Total attendance was 269 registered - 139 agents, 69 spouses, and 61 children. A balance of $3365.54 remained after all expenses were paid. A check was presented to Nancy Keith for that amount. Meetings at the beach tend to be expensive, but attempts were made to keep costs down, especially registration.
Rett Davis discussed the funding and sponsorships for the 1998 meeting. James Cochran noted that he learned a lot from watching Mike Regans and others about organizing the state meeting.
TRUST FUND REPORT
There was no Trust Fund report. Everett Davis was not present.
HORN OF PLENTY
Rett Davis gave a report on the Horn of Plenty held at Carowinds. Carowinds was a site chosen by the county commissioners association, but was difficult to work with in terms of bringing in food. The food had to be cooked off site and then brought in and could not compete with Carowinds vendors. All expenses have been paid. Poor attendance may have been because the site was not attractive to older individuals.
Extension had a presence there, but there was less opportunity to interact with the commissioners. Many of those in attendance thought is was good. Next year the Horn of Plenty will be in Buncombe County (Asheville). The commissioners will select the location.
There is also some misunderstanding about the event. Comments were made by some of the commissioners to the effect that "if this is an extension sponsored event, why do we pay for it?" The Commissioners Association sets the price. It is a fund raiser for the Commissioner's Association and the money also pays for transportation and other expenses. Extension receives about $6000.00 for the Horn of Plenty. Last year (1997) when it was in Guilford County, Extension was not asked to help. This year (98) we were asked to get back in. Freddie O'Neal asked if there had been communication with the Commissioners Association regarding some of the problem issues. It was commented that Winston Salem had been the best location for the Horn of Plenty. There was a good opportunity to interact with the commissioners. This year the only representative from Extension Administration who was present this year was Joe Zublena. District Directors were there.
NATIONAL MEETING
James Cochran gave a report on the National Meeting. He had tapes of some of the activities: a presentation on "How to Keep Yourself Indispensable by Don Blakely", selections from the 4-H talent review, and a speaker who spoke about the environment, the future, and global warming, the year 2000 computer glitch - Kyoto'S Kudzu(?). Copies of the proceedings will be available.
Many issues were discussed at the national meeting - Redesigning the logo. James e-mailed Don Dross, President indicating there was a need for a parliamentarian - someone who was removed from the meeting and could be impartial. That will be considered. Procedures were confusing to delegates. James feels good about the officers coming in at the national level.
Other hot issues included the hiring of an executive director. There were problems with the way it was presented, it was decided "behind closed doors". The dues increase was not part of it. The motion was made to create the executive director position and since it could be paid for out of current assets, there was no need to raise dues. The issues were separated out.
It had always been NC policy for delegates to vote their own conscience.
If Scott Hawbaker is hired, it will be on a one year trial basis - to reported back to the voting delegates next year. They will decide whether or not to continue. Also, the change in "nominations from the floor" was voted down. The membership felt that prohibiting nominations from the floor was too limiting.
Kentucky wanted to know why ESP and other organizations who have executive directors were not contacted. "They were contacted" according to Don Dross.
Mike Regans indicated that Texas was one of the best National Meetings he has attended - they had so many agents to help put on the meeting. They did a super job.
Mike commented that if they want to increase participation, especially from younger agents, they need to look at the high costs of the meeting expenses - lodging, etc. Sandra Zaslow went to the national meeting and was impressed. She would like to find a way to send more young agents from her district to national meetings. Dalton Dockery related his experiences at what was his first national meeting. He said it was very worthwhile and was a great experience. His county chipped in and help pay (50-75%) the expenses to help him attend. Mike Regans said attending a national meeting gives you an idea of what goes on at the national level.
In 2002, the national meeting site will be in Savannah, Ga.
NORTH CAROLINA HOST NATIONAL MEETING???
We need to look at NC hosting the meeting - possibly in 2008? We did it once - Charlotte '88 - it was good enough to make some money. It was a success - should we consider doing it again? James commented that it was a good way to pull the state together, but it was a lot of work - from 5:30 am to 10-11:00 at night all week long. Ed Nolley was in charge. It took lots of planning and pre-planning. Mike indicated that financing might be difficult next time around. The last time we had tobacco money.
GENERAL MEMBERSHIP MEETING - ANNUAL CONFERENCE
NACAA Southern Region Vice Director/Director
The rotation for Southern Region vice director/director has not changed. Georgia did not ask to be put back in the rotation (Joe Griffith from Georgia died while in office). (Georgia has the national meeting in 2002.)
Since Georgia will not be reinserted back into the rotation, NC will need to select a candidate for Southern Region Vice- Director who will move up to director - total term of 4 years. This position rotates among the southern states. North Carolina's term is coming up. Ballots need to be prepared. A vote will be taken at a special called general membership meeting during annual conference. The position will take a 4 year commitment - 2 years as vice director and 2 years as director. The southern region director attends state annual membership meetings in the southern states. George Stancil and Fred Miller have expressed interest in the position. They are still both interested. Each candidate will prepare a 5-10 minute presentation, with time for questions. Nancy indicated it would be important to involve the general membership in the decision. A special called meeting of the general membership during Annual Conference shouldn't take that long.
A discussion covered whether or not voting and the presentation for NACAA Southern Region Vice-Director/Director could be done electronically. It was felt that the candidates for this position need to give presentations in person since they would have to go to all the state annual meetings in the southern region. It would be important for the candidates to be evaluated on their presentations.
Alan Harper (Constitution and By Laws committee) shared information on the timetable for selecting the Southern Region director. In 1999 at the National Meeting in Omaha, Nebraska, NC will have the opportunity to nominate the next Southern Region Vice-director It is up to North Carolina to select that person. We were going to select that person this past summer at the state meeting and send that name in. We need to select someone fairly soon, so votes need to be taken at Annual Conference.
Billy will notify George and Fred about making presentations at the meeting at Annual Conference.
Redistricting
We also need to consider the issue of redistricting and how NCACAA districts will be affected. This also needs to be on a ballot. Voting on redistricting will be either to stay with present NCACAA districts or to change to be consistent with new Extension districts. Policy committee should be involved, making a recommendation. If the vote is to change NCACAA districts, we will need to decide on changes that will result - prorating funds to new districts, presidential office rotation, state meetings, etc. If approved, these changes will take effect at the next state meeting in Burlington.
Scheduling the Special Meeting
When to hold the general membership meeting during annual conference was discussed. Wednesday evening? How about a breakfast for the whole association? Or late afternoon?
Bruce Williams indicated that we had the money to do a breakfast and that would be a good way to involve agents, especially young agents. Rett moved that we sponsor a breakfast for Ag Agent Association members if it can be arranged (probably Wednesday or Thursday). Motion was seconded, and passed. Billy will see what he can arrange.
If the breakfast cannot be arranged we will try to meet another time during annual conference, perhaps late afternoon (a short called meeting). Marjorie will send out this information announcing the special general membership meeting to be held at annual conference to NCACAA District Directors for them to e-mail the information to members in their districts.
Marjorie will prepare the ballots. Lisa Wimpfheimer and John Dorner will count the ballots. Ballots will be counted during the meeting to announce the results as soon as possible.
FEDERATION REPORT
Joe Dickens gave the Federation Report. He is president elect of the Federation this year. The annual Federation meeting will be December 2nd at 10:00 am at the Wake County Commons Building. Each association has had representatives with each organization paying $10.00 for each participant. The Federation received $750 from Extension Foundation this. The Federation Board won't ask the association to pay or they may only have to pay a very minimal charge.. The format will be similar to last year's. Extension Administration will come to address the issues. Generally those who attend are the president, president elect, and district vice-directors. Each district needs to decide who in the district will be going. There will be no charge to the district. Please make an effort to attend.
Extension Foundation wants to be on the program for the Federation meeting since they are sponsoring the meeting.
FOUNDATION REPORT
Joe Dickens reminded us that it is important to support the Extension Foundation. David Hayes is the new director of the Extension Foundation and wants to learn as much as possible about Extension. He has fund-raising experience. Extension Fun Night at Annual Conference (Tuesday night) will include a live auction and silent auction to raise funds for the Foundation. The Northeast District has leadership of this event. Last year's funds went to the Benevolence Fund for Extension employees.
In April 1999, The Foundation will sponsor the NC Sportsman's Game Fair in Fayetteville at Fort Bragg. Billy mentioned that David Hays will be an asset as head of Foundation. Several awards and recognitions are coming back through the Foundation. Our role as agents is to promote the Foundation in our districts. Freddie noted that Travis Burke is chairing the auction for Fun Night. We need to select items that folks might want for the auction. The meal will be catered this year by Nixon's in Edenton.
Bruce Williams made some comments on the Extension Foundation. David Hays has a strong feeling that the money to support Foundation activities shouldn't come from our pockets. That is the reason for the NC Sportsman's Game Fair. He has quite a bit of experience doing this. The Foundation is a valid way for farmers and others to show their appreciation - give land, etc. Grants can be run through Extension Foundation - setting up a separate line item account. The Foundation makes their money on interest on the grant. That way the Foundation makes money. It gives you a great deal of flexibility and freedom. Just send in invoices and they pay them. That benefits everyone.
David Hays will be invited to attend the next NCACAA Board meeting. Marjorie will write a letter of invitation.
LIFE MEMBERS AND CONSTITUTION AND BYLAWS CHANGES
Jim Ray, a life member attended the national meeting and made some comments about life membership. He is the Southern Region vice director of the Life Members Committee. The National Life Members Committee is appointed by the National Board. The life members elect their own regional chair. Some states have a life member serving as chair of the state life members committee. They usually have a meeting at the National Meeting and recommend that a life member serve as state committee chair. Many life members attend the National Meeting. Life members sometimes feel left out with no e-mail or communications. This would be a way to involve life members. The life member would be a better representative for life members. It would take a constitution and bylaws change for North Carolina to have a retired agent (life member) as a committee chair. Alan Harper is Constitution and Bylaws state committee chair.
Jim Ray asked the Board to consider if they wanted the state chair of the life members committee to be a life member. It is hard to keep everything concerning life members up-to-date and current. One person in each district on the life member committee should be responsible for maintaining correct names and addresses and notifying NCACAA of deceased members. This is something life members can do. The present chair of the Life Members Committee is John Vining.
Alan Harper pointed out the Constitution and Bylaws changes that need to be made. As now written, retired agents cannot vote or hold office. Being a committee chair is considered holding office - it is an appointed position. They can become "life members" in the association. When agents retire, they pay one- time life membership dues of $25.00 and then pay $10.00 a year for the County Agent Magazine.
Joe Dickens indicated that in his district a retired agent has been on the life member committee. It has worked well, with Vic Lynn and Connie Jernigan serving in that position. Life members tend to know other life members in the area. The district secretary serves as life member chair in some districts to keep up with addresses, etc.
Alan also mentioned that there may need to be other changes (for example, criteria for membership - what are they?) in the Constitution and Bylaws because meanings need to be clarified or we are not sure "how things got in there."
Alan suggested changes dealing with life members - that "retired agents may become life members of the association upon payment of dues as a retired agent. Such agents may receive the County Agent Magazine and be eligible to attend all meetings, but cannot vote." (A committee chair is considered as "holding office.")
Another change suggested by Alan regards providing a written notice - perhaps this should be changed to allow for electronic mail. Also, Bylaws now do not specify that "members" includes "life members." We may need to go back to a more generic description of members. Bruce suggested "field faculty" be used as a description, since it is in our contract. These issues need to be dealt with by the Constitution and Bylaws Committee. We can also specify that the life members committee be composed of life members (one) from each district. There are other potential changes that need to be made regarding "mailing" of financial reports to each member. The Policy Committee also needs to lookat changes.
There should be an active life member in each district with someone who wants to serve on the life member committee.. It was the consensus of NC life members at the National Meeting that they were interested in serving. Every Committee is appointed and those appointed have to be "active" life members.
In NC there is also no mechanism for life members to meet at the state meeting. At the national level there is. They have a half-day session just for life members.
Bruce suggested the constitution and bylaws committee recommend changes and bring them back to the districts. This doesn't have to be done right now, but we need to get things started. Because a bylaws change is required, it needs to go back to the districts. The Board alone cannot make the decision.
We also need to ask each district to update its list of life members and retired agents with correct addresses. Retired agents may know more about other retired agents in their districts than active agents do. This was approved by consensus.
TRAVEL
Travel for board members to attend state board meetings was brought up. It is now 14 cents a mile. It used to be half of what the state reimbursement rate. Western District representatives are paid the state per diem rate for staying overnight. After discussion, it was moved by Marjorie to make the reimbursement rate the same as the state reimbursement rate for use of a private vehicle when a state vehicle is available. John Dorner seconded it. The motion passed. Those coming to the state board meeting will be reimbursed at the rate of 24 cents a mile, effective on 10/02/98.
PUBLIC ISSUES LEADERSHIP DEVELOPMENT CONFERENCE
The PILD conference will be held at the Hilton Crystal City, Arlington, Va., April 18-21, 1999. Rett will try to go. The Association will pay expenses. Ross Young attended last year and indicated that it was a valuable experience.
OTHER BUSINESS
A letter to Billy from Kenneth Williams (NACAA SouthernRegion director) was shared regarding last year's situation - What happens if someone dies in office? Those interested need toread it and respond back to Kenneth.
Billy passed out copies of the NACAA Handbooks.
Bruce Williams reported on the upcoming RISE tour and theRISE program. Lisa Wimpfheimer, Cyndi Lauderdale, and David Barkley, and Louis Johnson were the agents involved in planning this year's study tour. Seventeen agents from all over the US (3 from NC) will participate. It starts October 10th in Charlotte and also travels to South Carolina and back through North Carolina. Bruce asked NCACAA to sponsor a hospitality room for the participants. It will cost about $100.00 The beer will bedonated. Mike Regans moved that NCACAA contribute $100.00. The motion was seconded and carried.
Bruce is the National Chair for Resource and ProgramDevelopment. They are looking for sponsors for national programssuch as banks, computer firms, etc. - not necessarily ag companies. A Ducks unlimited program has not been funded. A T & T is a sponsor. This can benefit the sponsor with publicity - with an agent in every county in the US. Chicago Board of Trade is interested in sponsoring. Also New York Board of Trade. This is a wonderful opportunity to get the message out. Whoever provides a big lead for a sponsor gets their registration for the national meeting will be covered.
Marjorie reported on support for officers to attend thenational meeting (those not being supported by administration). Back in 1989 a recommendation was made to refer this to the policy committee to draw up a policy to be voted on at the annual meeting. That was not done. We may need to clarify this. In the list of officers in the constitution, the past-president is included. So if we support officers to attend the national meeting, that would include the past-president. The only two officers mentioned in the discussion in 1989 were secretary and treasurer. But when the constitution mentions officers, it includes president, president-elect, vice-president, secretary, treasurer, and immediate past-president. We voted to included the past-president before. All officers as defined by the constitution and bylaws need to be written into the policy.
Ross Young asked about new logos - for caps, etc. Membership services (under Karen McAdams) had ordered the caps before. Rett shared a copy of the proposed new logo which showed a triangle and NC Cooperative Extension Service. They need to decide on the color and decide if there is to be a separate logo other than the "brick." Chancellor Fox needs to approve the new logo. How will the proposed new logo reproduce on the copier?
The Red Book - discussed, but nothing to report.
DISTRICT REPORTS
SE - plan to meet next week
SC - plan to go to Georgia to the Sun Belt Expo - 2 vans,including Roger Crickenberger and Sandra Zaslow
NW - met last Friday to tour Vulcan rock quarry and museumin Winston-Salem.
NC - plan to meet Oct 13th
NP - working on state meeting - meet Nov.4th
NE - plan to meet Dec 4 in Hyde County
W - plan to meet next Thursday for a skeet shoot.
SC, SE plan to have a joint meeting Dec 1st & 2nd with Extension Foundation funding. This will be an opportunity to discuss prioritized topics with newer agents.
Gary Warren passed away.
Next NCACAA Board meeting (other than the meeting at AnnualConference) will be Friday, February 5, 1999, tentatively at theWake County NCCES Center.
Meeting was adjourned.
Submitted by Marjorie Rayburn, NCACAA Secretary