NCACAA State Board Meeting
Minutes
June 22, 1999
Burlington, NC
Welcome
President Billy Dunham called the meeting to order and welcomed those present. Those attending included: Marjorie Rayburn, Lisa Wimpfheimer, Cyndi Lauderdale, Everett Davis, Kent Wooten, Dalton Dockery, Bill Skelton, Joey Knight, Rett Davis, Freddie O'Neal, Mike Regans, Billy Dunham, Jim Carey, Lenny Rogers, Nancy Keith, Kevin Starr, James Cochran, John Dorner, and Joe Dickens.
Minutes
Marjorie Rayburn presented the minutes of the February 5th, 1999 Board Meeting as sent over e-mail and posted to the web. There were two changes that needed to be made. Under old business, "John Wooten" should be changed to "Kent Wooten" regarding distribution of money from a district to other districts. Also, on the last page there was an exclamation point "!" which should have been the number "1" in the number "$10,000.
John Dorner made the motion to approve the minutes as corrected. Mike Regans seconded the motion. The motion passed.
Billy commended Marjorie as secretary and Nancy as treasurer on jobs well done.
Treasurer's Report
Nancy Keith gave the treasurer's report.
In the report from February 1, 1999 to June 15,1999. the beginning balance was $9,635.85. Income consisted of membership dues of $10,704 (223 members), transfer of membership from Florida for $23.00 (already paid national dues), life member dues of $25.00 and scholarship contributions of $55.00. Previously 30 membership dues had been received from a district who got their dues in early (in last treasurer's report). Total income for this period was $10,807.
Expenses of $13,899.32 gives a current checkbook balance of $6,543.53. There are $356.00 worth of outstanding checks and a deposit of $23.00 which was made, but not yet included on the bank statement. This gives a bank statement balance of $6,876.53.
The annual treasurer's report for the year 1998 (1/1/98 - 12/31/98) was presented at the February meeting (it is the same report) and will be presented to the general membership. The information in the report from the 1st of the year through June 15th is basically what we have seen already. The membership report indicated that the total number of members is 253.
The books have been audited and Nancy has a letter to that effect. The audit was an internal one coordinated by Lenny Rogers. Everything was found to be in order. There are some checks that have been outstanding for a couple of years - scholarship checks of $101 and $55.00. Nancy has contacted John Mitchell with no response. Nancy is still trying to pursue that and has kept Bob Edwards (scholarship chair) informed. There is concern about people getting credit for their scholarship contributions.
We have two fewer members this year than last year. There were 17 individuals who did not renew their membership.
A motion was made and seconded to accept the treasurer's report. The motion carried.
A welcome was extended to Austin Tilton, NACAA Southern Region Director.
Trust Fund Report
Everett Davis gave the Trust Fund Report. This was almost the same as when we met in February. The first three columns of information on the Charlotte '88 Trust Funds and the Board Trust Funds are identical to what was presented in February. The value of the trust funds has been updated as of the end of May. There was about a $10,000 increase in value. This year as last year, there will probably be a transfer of funds from the trust fund to the checking account to handle expenses of the awards and travel to the national meeting.
District Reports
North Central - Cyndi Lauderdale gave the report. She will be moving into the position of District Director, Art Bradley will be vice director, Norman Harrell,- secretary, and Eric Spaulding - treasurer. The next meeting will be in October.
Billy commented that everyone needs to get their list of officers to James. He needs that information.
North East - Freddie O'Neal will be director. Gerda Rhodes - vice director, Rod Gurganus - secretary, and Mike Williams - treasurer. Freddie talked about the December meeting where we invited Drs. Ort, Zublena, and King to attend our meeting and duck hunting experience.
Northwest - Jim Carey gave the report. They met May 21st and said farewell to the counties that would no longer be in the district. He indicated that since his district was going to lose 5 counties, they had not elected officers at this time. They plan to do that when they meet on July 16th.
Northern Piedmont - Joey Knight indicated they had been working on the state meeting. Alignment will be hard since they will be dropping out and meeting with and joining other districts. They have one last meeting planned.
Southeast - met in May in Swansboro. David Hardy will be the secretary and Karen Spivey the treasurer.
Southwest - Kevin Starr reported that they had not elected officers yet.
Western - John Dorner reported that they will meet July 16th. Alan Durdan will be the new vice-director.
South Central - Kent Wooten indicated that they had met to work on hosting the state meeting and are scheduled to meet again in about a month.
Professional Improvement Leadership Meeting Report
James Cochran gave a report on the PILD (Professional Improvement Leadership Development) meeting in Washington, DC. He sent a report on the meeting over e-mail. He indicated that there would be some good stuff to vote on in Nebraska at the national meeting. The Joint Council of Extension Professionals (JCEP) is looking into having another Galaxy.
Bill Skelton indicated that NCACAA usually sends 2 people to attend the PILD meeting which is usually in April (Billy Dunham was not able to attend). Bill Skelton indicated it was a good experience for him to attend.
Federation Report
(Joe Dickens gave the report later.) The Federation will host "Fun Night" at annual conference which will not be a fund raiser. Another issue being addressed by the Federation is the issue of agents teaching at community colleges.
Old Business
State meeting update was given by Joey Knight. There have been 20-40 individuals signed up for each tour. Buses are lined up. All meetings will be in the Alamance Room. Sponsorship for the meeting has been excellent with James Cochran doing a great job. There were 36 repeat sponsorships and 34 new sponsorships for a total of $13,275 in sponsorship contributions. A total of $21,031 was received in registration plus sponsorships. Twenty four signed up for the skeet shoot and 24 for the golf tournament. "Positive Momentum" is the theme for the state meeting which is the slogan of Jim Folks, speaker at our luncheon. The Park in Burlington will be the site of Wednesday evening's activities from 6:00 until 9:00 pm. Joey reviewed the rest of the program. The Northern Piedmont District was commended for doing such a great job on the state meeting.
Billy also commended James for the great job he did in fund raising. James mailed out over 600 letters. Some were dead ends and need to be deleted. Some of the $100.00 contributions were high maintenance accounts. It was also important to have a tax ID number for some of the new sponsors like Winn Dixie. Fortunately Nancy was able to come up with that. The time spent soliciting contributions is not related to the dollar amount brought in. James suggested that the position of fund raiser is almost a full time job and may need to be a permanent position. That way, one individual could develop rapport with the contributors. (Research needs to be done to look into the duties of officers regarding this.) Other information shared about the sponsors: There are two generator companies. It is sometimes difficult to juggle things when they all want time to speak on the program.
Billy suggested that a sponsor contact person may be able to work with the vice-president on fund raising duties. Mike Regans asked if James wanted to do the fund raising again - with his new duties. This will be brought up at the next state board meeting.
Billy needs a list of NACAA voting delegates from each district for administration (which provides financial support to voting delegates to attend the national meeting). Traditionally the vice director from each district is the voting delegate. If that person cannot attend the district selects someone else as the voting delegate. If the district vice director is not going, Billy needs to know who is so he can get that information to Joe Zublena.
So far, Tyrone Fisher is attending from the North Central District, Freddie O'Neal from the Northeast District, Joey Knight from the Northern Piedmont District.
Extension administration supports voting delegates with $500. Receipts for travel, motel, etc. need to be turned in along with a letter saying you are the representative from NCACAA to the national meeting. A form for reporting the information is usually provided. The alternate voting delegate is the president elect. Each officer, including past president, not supported by administration is supported to the same extent by NCACAA. Nancy also needs a list of people attending the national meeting - voting delegates and others.
New Business
Redistricting was discussed by Bill Skelton who indicated that we will be going to new districts after the national meeting. Bill shared information on the proposed new districts (to be the same as Extension Administrative Districts). We will be going to seven districts (instead of 8) and the officer rotation and state meeting dates will be affected.
The biggest sticking point was how to divide the treasuries. One suggestion was to take the treasury of the district that would no longer be in existence and divide that among the remaining districts. That didn't seem quite fair. So, the committee is recommending that treasuries are divided on a per capita basis and the money move to the new district with the moving member. For example, the Western district is not losing anyone, but is gaining one individual from a district with 30 members. So 1/30 of that district's treasury will come to the Western district with the new member.
Some districts have already elected new officers. Those districts that are going to be significantly changed may need to meet as new districts to elect officers.
Since DSA, and other awards have already been submitted, they will be grandfathered in under the old district structure.
Committee assignments and committee chairs were discussed by Rett Davis. Rett has all but two positions filled. Most have agreed to serve again as committee chairs except two. Each district needs to send their chairpersons to James and then James needs to match those with the state committee Rett nominates the state chairs - gives them to James. Also gives them to the district chairs. The state committee chair is also supposed to be the committee chair in the district. Each district chair would then know who the state chair is. Bill Skelton pointed out that the names of the state chairs would also get forwarded on to NACAA.
The 2000 State Meeting report was given by Kent Wooten. It will be June 21-22, 2000 (Wed. & Thurs.) in Fayetteville. The Holiday Inn off I-95 will be the hotel. There will be no charge for meeting rooms since they are tied to meals. A meal contract and room contract has already been signed. A hospitality room will be provided. One complimentary room for every 30 rooms booked is also included. A shuttle will be provided.
Other Business
Joe Dickens gave the Federation Report. Dr. Ort has asked the Federation to provide leadership for "Fun Night." It will be at Jillians in downtown Raleigh. It will not be a fund raiser. There will be games and good food. County directors will receive information and a promotional tape about the event. Ag Agents should plan to attend.
The nominating committee report was discussed.
Recommendations are:
President - Rett Davis,
President-elect - James Cochran
Vice president - Johnny Hensley
Secretary - Marjorie Rayburn
Treasurer - Nancy Keith
Past President - Billy Dunham
Taylor Ranch is the site of the Horn of Plenty near Asheville and a donation of $1 per member from each association is requested. Last year we contributed $300 to the Horn of Plenty. Gary Hyatt is in charge. A motion was made and seconded that we contribute $300 again this year to the Horn of Plenty. The motion carried.
Someone will be needed to serve as the association's greeter at the Horn of Plenty. The President? Rett? The information should be sent to Susan Lyday. Since Gary Hyatt is in charge, he would be the one to answer questions about the Horn of Plenty. Bill Skelton indicated that since it is in the West, Susan Lyday was making sure there were some official greeters from agent associations there to welcome the commissioners and their families. There have been some individuals from Extension Administration involved in the past. This year should be a better location than last time (Carowinds).
Austin Tilton, Southern Region Representative from Florida made some comments. He will be giving a full report at the general business session. Important dates include the Southern Region Meeting - February 3-5 and the PILD Conference in April. This year at the national meeting, the delegates will be voting on whether or not to continue with the executive assistant position now held by Scott Hawbaker. Scott has been providing bimonthly reports of his activities and has begun a program to more actively solicit sponsors for the national meeting.
There will also be a proposed by-laws change to be voted on to replace directors who leave the board (through death or other reasons) before their term expires.
The association delegates will also be voting on whether or not to have a Galaxy II - a national meeting of all the Extension Professional Organizations instead of our regular association national meeting in 2003. The Joint Council of Extension Professionals (JCEP) is coordinating Galaxy activities and is made up of 3 members from each association - ESP, 4-H, FCS, and Ag. National meeting bids for 2003 are coming from Wisconsin and Missouri. They will put off their meeting until 2004 if NACAA decides to participate in Galaxy II.
Fred Miller will be voted on to serve a 4 year term as Southern Region Vice Director (2 years) and then Director (2 Years).
Joey Knight indicated that there were 201 registrations for the state meeting.
Meeting was adjourned.
Respectfully submitted by Marjorie Rayburn, NCACAA Secretary