NCACAA Board Meeting
Minutes
February 11, 2000
Raleigh, NC - Wake County Cooperative Extension Center
The meeting was called to order by President Rett Davis. Those in attendance included Rett Davis, Billy Dunham, Johnny Hensley, James Cochran, Gerda Rhodes, Freddie O'Neal, Cyndi Lauderdale, Lenny Rogers, Marjorie Rayburn, Nancy Keith, Michael Jones, Dalton Dockery, Joe Dickens, Kent Wooten, George Autry, John Dorner, Art Bradley, Roger Cobb, Richard Melton, Sheila Jordan.
Secretary's Report and Minutes
The minutes from the November meeting had been e-mailed to board members. A motion was made to approve the minutes by John Dorner and seconded by Cyndi Lauderdale. The motion passed.
Treasurer's Report
Nancy presented the treasurers report - the current report and annual report. The report from October 1, 1999 through January 31, 2000 indicated a balance on Oct. 1st of $10,222.32 in the checking account. Income was $15,977.17 which included the transfer made from the trust fund for Hurricane Floyd relief ($3526.17), membership services sales ($30.00), membership dues received ($12,361.00), and scholarship contributions ($60.00). Expenses included $7000.00 for the benevolence fund for Floyd Relief (NCCESF) and NACAA membership dues ($6425) sent in with total expenses being $14,565.68. Current checkbook balance is $11,633.81. There are 2 outstanding checks which give a bank statement balance of $11,518.81.
The year report for the 1999 started with a balance of $8,195.85, with income of $41,946.53 including transfers from the trust fund for hurricane relief and awards, and membership dues for 1999 and 2000 (both paid in 1999). Total expenses were $38.723.57, giving a year end checkbook balance of $11,418.81. Outstanding checks included one for dues paid to NACAA giving a bank statement balance on 12/31/99 of $17,978.81.
A membership report indicated 257 active members with 242 of those being renewing members with 15 new members. Freddie asked where the new members were coming from. Nancy indicated that it was from new agents joining - new people.
The reason 2 years dues were paid in 1999 was because the 1999 dues were past due on March 15th and they were paid in January or February, but the 2000 dues were supposed to be in by January 1st, so they were paid December 23, 1999. The national organization has just sent the diskette for membership information.
Nancy shared a Thank You letter from Cals for the donation of money for flood victims.
Marjorie Rayburn moved we accept the treasurers report. It was seconded by Lenny. The motion was approved.
Trust Fund Report and Discussion
Everette Davis was unable to attend, so Rett shared the Trust Fund report. Our investments have done well. In summarizing the past history of that account, Rett mentioned we started out in 1989 with $132,000. At that time two or three investment firms were interviewed. They had to make presentations on how they could work with our money. A vote was taken to see who would represent NCACAA (Rick Wolfe, now with Scott and Stringfellow). At the end of 1998 there was $220,000 in our account. Now (end of 1999) it is $301,000. The account grew by 44%.
There has been some discussion over the last few weeks on what we should do with this fund, its purpose. Maybe we need to do more. The original intentions were to use the money for professional improvement of members.. It was not intended to be saved up for the next national meeting as a safety net. Billy indicated that a national meeting would be professional improvement. We need to keep in mind that our investments may not always perform as well as they have recently.
Rett called for discussion of possible additional uses for the trust fund monies - increase value of awards, college scholarships for agent children, etc. [Almost every state that gave a report at the JCEP meeting (Southern Region meeting in Baton Rouge, last week) has college scholarships for member's children. Sometimes they go 3-4 years without someone applying - they may open it up]
The purpose of the trust fund is for professional development and improvement. James suggested we go back to the districts for ideas. Even though we may not need the money for the national meeting itself, we may need to use for activities to prepare to bid for the national meeting - breakfasts, etc. James would like to see higher cash awards to encourage more participation. That might also serve as a fringe benefit to help reduce agent turnover.
Rett indicated we would not make a decision today. Johnny indicated that some of the money came from individual contributions. The association benefitted from Charlotte '88. We had to get tax exempt status from IRS which may limit how we can use the money. Some years the accounts didn't do too well and we may have incomplete financial records for some years.
There is an accountant in Lenoir County who has worked with Alan Harper to file the annual report to keep our tax exempt status. There is some old information that is missing that may create problems with IRS. A suggestion was made that the Executive Committee meet with Alan Harper and work to find the voids and try to put records together. We have the money to pay the accountant, so we ought to offer to do that. The officers have not signed off on the paperwork in eight years. We are in the dark. The treasurer has been sending a copy of the annual financial report to Alan Harper along with other information needed by the IRS.
Billy suggested we leave it alone and don't try to dig up the information. We should just work with what we have now. We need to pay the accountant. Lenny indicated that we only need to go back seven years at the most. Billy said that we need to see the form to be sent in and someone from the board needs to sign off on it.
Gerda suggested we make a gesture to pay (the accountant). Johnny suggested we invite the accountant and Alan Harper to a board meeting. We need to know that things have been taken care of. The records go back to the early 90's. We should have a copy of the accountant's report for our records. She also needs to be reimbursed for services.
Rett asked the board members to go back to their districts to get ideas for the use of our professional development funds. Billy indicated that we had a good year this year, but we should be careful about spending too much of our money. In the future there will be fewer big agribusinesses (tobacco, power) to support us for another national meeting. We should be conservative.
Johnny indicated that 3-4 years ago we had designated a cushion - when the Dow-Jones Industrial Average dropped to a 6700 "trigger", we could take our money out. With the D-J now around 11,000, we may need to look at changing that. Johnny indicated we needed a cushion, but could move (the trigger) to a higher level. Billy indicated that we need to address this situation. We could just as easily lose as gain. Billy agreed with raising the award premiums. If we go to provide scholarships, we could be spending $50,000 - $60,000/year. There was discussion that the number of scholarships and/or the amount given could be limited. The amount of award money could be based on a base amount plus a bonus depending on our financial situation, but that would not be fair to the recipients who could put in as much effort in a poor financial year as someone did in a good financial year and come up with less money.
Kent Wooten suggested we needed to build a reserve to take out fluctuations in the market and not touch the %300,000 we now have accumulated. Fred Miller had indicated to Rett that the Ag Foundation gives scholarships. We could work through them, giving them a lump sum to provide the scholarships and let them manage the scholarship fund. Johnny indicated that when the trust fund was set up, it was required to reinvest 10-20% of earnings per year. Anything over that could be used for professional improvement. That was changed as the funds were performing well.
Reagan Ammons had indicated that part of the reason the trust fund was set up was to help with another national meeting. Rett said we need to look at it again and go back to the districts to get suggestions. We will know better in a few months how our funds will continue to perform. Billy indicated we needed to find out where the cut off is now - and look at it - see if we need to move it up - find out from Everette. He asked Rett to check it out.
Johnny indicated we consider putting a portion of our funds in something real safe. Mike Jones suggested we ask Rick Wolfe for some suggestions.
Johnny reminded us that there are 2 blocks of money - Charlotte 88 funds (larger amount) from investing the money "left over" after the 1988 national meeting and board savings (smaller amount - 48,000). The board savings has come from annual meetings and other projects. Some of this money is in bonds. There are only a few mutual funds in which monies are invested, not a wide range of mutual funds. Some of the mutual funds invest in bonds. Billy commented that to get a high rate of return some of those investments had to be high risk investments. Rett will talk to Everette and perhaps he can bring the investor with him to the next meeting.
Gerda suggested we communicate with the trust fund committee (the three past presidents) - let them know what this board wants and have one of them come to report to us. Everette works with this committee and the investor. Freddie asked who authorized the investment. Billy explained that Everette brought information from Rick when he changed from Prudential to Scott and Stringfellow. The board decided to stay with Rick since he had handled our funds well in the past. A floor was also suggested at that time. We may need to more that floor up some. Rett appointed Billy as one of the committee to look into this.
Old Business
Rett indicated that he would appoint a parliamentarian for the state meeting, but had not done so, yet. Rett will appoint someone by the state meeting, someone from within the organization to serve this year. The Constitution and Bylaws Committee needs to move on the recommendation for making the parliamentarian a permanent officer. Rett suggests someone from within the organization. Marjorie mentioned that if the parliamentarian is going to be an officer, that change would have to be developed by the constitution and by-laws committee and would have to go out to members 30 days before the date of the annual meeting, for a vote to be taken at that time.
Cyndi gave the 2008 national meeting exploratory committee report for Lisa. She indicated that the committee would be meeting Feb 23rd at the Wake County Extension office at 10:00 am to look at packets submitted by various cities - Greensboro, Asheville, Raleigh-Durham, and Charlotte. Wilmington has not responded, yet. Committee members will be reimbursed for their travel expenses. Dalton indicated he was excited about the prospect of a National Meeting in North Carolina. It will be an opportunity for everyone to be involved. The Ag situation is different and it may be harder to find financial backing and labor. We need to all get behind it and "pump this thing up"
New Business
JCEP Report
Rett reported on the JCEP (Joint Council of Extension Professionals) meeting in Baton Rouge last week. It was an enjoyable meeting with about 125 in attendance from all associations, ESP, FCS. 4-H., and Ag. It was good to look at structure and committees at a national level to get a better understanding of how everyone at state and district level plugs into the association. Scott Hawbaker, NACAA executive assistant made a presentation. Rett passed out NACAA directory cards including officers, national committee chairs and dates for national meetings.
All states reported on the condition of Extension in their state. The southern region goes from Oklahoma to Virginia to Florida. Rett summarized the reports. Florida's state dues are $75.00, they have 165 members, starting salary for BS degree is $31,000. Mississippi has dues of $50 with 155 members; they have just received a 10% raise (salaries are still low) thanks to "gaming". Alabama has gone from 450 agents 10 years ago to 250 agents now; dues are $50, morale is low. Kentucky has dues of $55 and they have 126 members. Arkansas is under a hiring freeze, they have 103 agents; dues are $50; starting salary with a BS degree is 26,000, MS 28,000; Georgia downsized a few years ago and hired 60 new agents last year for a total of 291 agents; their goal is to have an ag agent in every county; starting salary is $35,000 with a Masters degree required. Oklahoma has had 2 bond issues, especially for Extension, both passed; they have 103 agents, dues are $50. South Carolina is hiring new agents, they have 118 now, and received a 6% raise last year. Tennessee has a hiring freeze, dues are $40, they received a 2% raise last year in a booming economy, but with state budget problems; they are doing away with full time Extension specialists, giving them teaching and research responsibilities. Texas is still strong, their dues are $60, starting salary is $28,000 with a masters, they are still wrestling with the name change to Cooperative Extension. Virginia is on the way up, they have hired 15 new agents, their dues are $55. NC has more support, computer support, web pages, and more county buy in than in many other states.
Pild Update
The PILD(Professional Institute of Leadership Development) Conference is in Washington, DC April 2-5 (Sunday through Wednesday). The Federation sets things up and each association can send 2 people. Rett asked if there were any officers who wanted to attend. James went last year. Usually the President elect attends. Rett and Johnny need to consider going this year. James said that the ag people get together and get an update on what is happening at the national level. They spend one day on Capitol Hill. They also have a legislative breakfast, but sometimes not many show up - some states had quite a few representatives or aides come to the breakfast, others did not. Billy suggested that we need to look at younger agents attending. Dalton may be interested in going. Agents going usually meet with Dr. Ort beforehand. The PILD meetings comes about one month after the meeting in Washington with all the Extension Directors.
Rett shared the address for County Agent articles. The magazine has improved over the last couple of years. We need to think about submitting articles for the County Agent Magazine. Ben Chase and his Hay relief efforts in the aftermath of Hurricane Floyd would make a good article for the County Agent Magazine. They are writing that up. Articles from North Carolina bring recognition to the state.
Gerda indicated that the County Agent Magazine needs to get out earlier. Part of the problem is that some states are very slow in submitting mailing lists and information from their state. A suggestion was made that the magazine should get sent out to the addresses they have and not delay getting the issue out to everyone.
Cyndi noticed that NC does not have all the committee chair positions filled and that for NC there is sometimes a committee chair listed from another state. There are some new committees that may or may not be filled by someone from each state. Rett shared information on the new national structure (page 10 in the annual report) - there is a need to fill the bottom tier of positions. The second tier of committee chairs does not have to be filled - it is optional. Sheila is interested in chairing the Animal Science Committee. It is not necessary to have a district representative on each of these committees. Cliff Ruth, Henderson County is interested in the Horticulture chair. Rett will be nominating some national chairs and vice-chairs.
An application for NACAA History books was circulated. The first two volumes were given out free at the Squanto Luncheon.
Rett presented information on NACAA Scholarship funds. NC contributed $14,576 and took out $17,768 in scholarship awards.
State Meeting Update
George Autry and Kent Wooten are heading up the 2000 state meeting. It will be June 21-22 (Wednesday and Thursday) in Fayetteville at the Holiday Inn off I-95 bypass, exit 49. Early bird activities will include shooting range and antique shopping. There will be an evening supper of hot dogs, hamburgers, etc., Tuesday night. We will start with Lunch Wednesday. There will be all hot meals including a steak dinner for the banquet. Tours will be Wednesday - am and pm, including a military museum, Smithfield Packing Company, a horticulture tour and golf. The barbecue cookout Wednesday evening will be at the Cape Fear Botanical Gardens. Band of Oz will provide entertainment. Spouse and children's programs include miniature golf, a museum for kids, go-carts, exotic animals, and a pottery tour, and the traditional pizza and pool party for the kids.
A budget for the state meeting was shared. The hotel will have rooms and suites available. There is one complimentary room (2 room suite) for every 30 rooms booked. A shuttle will be provided. Meeting rooms are tied to the meals. The motel has worked well with the state meeting committee. Expenses were based on 100 people. Menus are not totally set. The banquet meal will be rib-eye. There is a 22-23% tax and gratuity. The committee will do the cookout at the botanical gardens themselves - this will be a little cheaper.
Speakers are not yet confirmed.
There will be on-line registration for those who have access to it. You can select the activities and the total cost will be calculated.
Rett asked about fund raising. Early bird activities funding will be at the district level. Proposed registration will be about $40-45. Johnny is responsible for the state meeting fund raising. James is working with Johnny. There is usually $8000 that comes in from registration and there has been no deficit in several years.
The registration will be on the computer including all the details on tours, etc by March 1st or shortly thereafter. A discussion followed on registration deadlines, room reservations, and when final counts for meals, etc., needed to be in. Gerda indicated that if everything is on line by March 15, then the registration deadline could be April 30, giving 45 days for registration. Estimated registration fees include $40 for members, $25 -spouses, $15 - kids, and $15 late fee.
Cyndi asked that the registration fee not be raised. She was concerned about people not showing up to receive awards. The policy is that DSA and AA have to be there. Nancy suggested that if we go up on the amount of the awards, then the award winners in communications or other categories should have to attend the state meeting to receive their awards. James suggested registration waivers for award winners or write the check big enough to cover registration. Rett said the awards committee needs to deal with that.
There was a discussion about the need to keep registration low for families. James suggested just a $45 registration fee (for the entire family). It is important to charge for each individual to make sure they show up at meals, etc. ("If something has no cost, it has no value.") We also don't want to discriminate against agents without families. Johnny indicated that if we were as successful in fund raising efforts this year as we were last year, we could reduce the registration fee. It is important to charge something to get more accurate information for meals, etc. Maybe we should not base our fund raising expectations on what was done in one year (last year). Lowering the fee this year would set a precedent. Billy suggested (moved) a registration fee of $30 for agent or administrator, $20 for spouse, $10 per child, and $15 late registration fee (per registration) form. Lenny seconded it. The motion passed.
The budget for the state meeting was presented. Billy moved we approve the budget presented for the state meeting. Gerda seconded it. The motion passed.
The lower registration fee will be highlighted. A question was raised about who handled the money for the state meeting. It is the treasurer in the host district. Michael Shaw is the district treasurer who will handle the money. Last year, because some money didn't come in soon enough, some bills were paid out of the state treasury. Some money could also be put in from the district treasury to "get started."
National Meeting
The national meeting is August 6-10 in Jackson Mississippi. We need to know the voting delegates by May 1st so that information can be sent to national. The districts need to select their voting delegate. The voting delegates had usually been each district's vice-director (or someone else selected by the district), plus President with the President elect as alternate. North Carolina is eligible to have 9 voting delegates. An alternate is named in case a designated voting delegate can't go at the last minute.
Since we have one fewer districts, we need to designate another delegate. Administration supports delegates to the tune of $500 each, plus money from the state treasury ($100) after they have performed their duties. Johnny mentioned that officers (any officer) who are not voting delegates, but attend the national meeting are supported at the same level by NCACAA, upon approval of the board. Johnny plans to attend and would be available to be a voting delegate.
Billy suggested that Nancy or Marjorie have the opportunity to attend and serve as voting delegate with the present president-elect as alternate. All the other board members have had or will have the opportunity to serve as voting delegates. Administration should pay for all voting delegates. They have in the past. The association also supports AA and DSA recipients in attending the national meeting. Johnny moved that in addition to the delegates representing the districts, our voting delegates should include the president and either the secretary or treasurer - if they can attend. It was seconded by James. (If neither the secretary or treasurer can attend, our other voting delegates would be the president- elect, vice president, etc., moving down the officer line) The motion passed.
Billy indicated he had received a request from Perry Lee for sponsorship of hospitality this year in Mississippi. Our choices were Sunday evening, Monday morning, or Tuesday morning. It would cost about $2000-3000. James moved we do hospitality - up to $3000. Sunday evening was first choice with second choice being Tuesday morning break. (This would be good to get some exposure, but not specifically tied to making the bid for the national meeting in 2008 - we are not ready for that yet; we would need banners, etc.) (The Georgia meeting - 2002 - might be a good place to do a breakfast.) Marjorie asked exactly what would be involved - just being there, or doing all the work. The consensus was that we should be actively involved with the extreme case being just sending money. Billy mentioned that Mississippi has always supported us. Dalton seconded the motion. James and Dalton would coordinate the hospitality and coordinate with the exploratory committee. The motion passed. Billy will communicate with Perry Lee on our plans and get back with James and Dalton.
Federation Report
Joe Dickens gave a Federation report. One thing the Federation is discussing is the graduate education policy requiring agents to take one graduate course every 5 years. Dr. Zublena is requesting feedback on it - we need to respond - Can you use other required certification courses to fulfill this requirement? The issue is making a distinction between training and graduate education. Some people feel that the training required for maintaining certification should qualify. Joe will e-mail us about this.
Rett mentioned that Georgia is concerned about agents not being as up to speed as clients. They now require five 3-hour courses in the specialized area (soil science, horticulture, etc.) to become specialized agents.
Concerns of agents to be addressed at the Federation Forum revolved around three issues. The first one was salary. A study indicated that among southern states, North Carolina agent salaries were below average and administrative salaries were above average compared to other states. Response of administration was that the state legislature would have to get involved in providing funding. Being "Field Faculty" has done little for us. Another issue is promotion, scholarship, evaluation, and advancement. They are looking at situations in other states for models. The last issue revolved around marketing, program resources, prioritized roles. There was a strong push for Extension hiring its own professional marketing person to develop marketing for the extension service. There were still folks who did not know what we did.
There is a request for membership in the Federation from Epsilon Sigma Phi and the association of program assistants, associates and technicians - to be included. The associations are asked to vote on how they feel about accepting these other organizations into the Federation. Rett said we need to act on this and respond to Millie Bruton. John Dorner moved that we accept just the new association of paraprofessionals (program assistants, associates, and technicians) into the Federation, but not Epsilon Sigma Phi, since that would give ESP double representation - they are already represented by the other associations. Marjorie seconded the motion. We need to include the para professionals. The motion passed. We need to include in our response that we felt Epsilon Sigma Phi was already represented.
Other New Business
Annual Report
James passed out the Annual Report. - he left out fund raising information. We need to make notes and let James know about other errors. Information comes from so many different sources that it is a challenge to put together. It cost $800+ to have 300 copies printed. Other copies are available if needed.
If anyone needs a new member brochure, James has some - left over from last year. We need to order more for this year to have at our state meeting.
Committees
James indicated that he needs to start forming committees for next year when he is President. James wants suggestions of people to serve. Billy indicated that James needs to appoint the state committee chairs before the annual meeting. That information needs to go to the national association. They start their term at the end of the national meeting - August 10. Billy indicated that each district needs to get committees. The district chairperson will serve under the state chairperson. Rett indicated that we need to try to have someone from all districts. Agents can serve more than one year.
Retired Agents
For the retired agents report - we need a district by district report update - who is retired, who died, etc. This should be done through the life members committee. Each director should go back through the list. Life members should be current - national should be current with the magazine subscription. The existing list is inaccurate. In the annual report, James has included the Policy as it is on the web as well as the updated Constitution and Bylaws - as of 1997.
Cyndi reported that Lewis Howe, horticulture agent in Wayne County has had a bone marrow transplant and is doing very well. He and is now in an apartment in Greenville which costs about $1000/month, which is not covered by insurance. It was decided that we could contribute to Lewis Howe's fund on our own.
Rett wanted a report on the use of the benevolence fund to help employees affected by the hurricane. Joe indicated that funds were distributed to three people in Edgecombe County - all the money was sent to employees. Joe extended thanks for the money received by the staff in Edgecombe.
How much money did people receive? Billy indicated that the money was distributed especially to those who lost property - they got $3000-$4000 apiece or what they asked for. It went to agents, secretaries, and paraprofessionals. Is there still a need to respond?
Regarding Lewis Howe, Gerda indicated that NCACAA would set a precedent if it made a contribution and would be obligated to do it for everyone. Each district can decide whether or not to make a contribution. Joe indicated that the Foundation has a committee for Extension employees - what is going on with that? Lewis Howe's group could also contact the Foundation and see what the procedure is to request money from them.
Lewis doesn't need shared leave at this time.
James asked about the benevolence fund. There is one on campus that each employee is asked to contribute to that sends a card or flowers in the case of a death in the family. The other benevolence fund was for flood relief - a one time thing.
Marjorie indicated that Robert Lopp, chair of the 4-H and Youth Committee encouraged everyone to apply for the awards.
Johnny moved that the $200 in professional improvement funds per district be distributed. It was seconded and passed. Nancy will write the checks today for directors who are present.
Dalton urged us to participate in the communications awards - there is money out there. Dalton did not want to send out old copies of the applications because there were some changes.
District Reports
South Central report was given by Dalton Dockery. He indicated that they had two great people in charge of the state meeting - Kent Wooten and George Autry. That is their main focus. The next regular meeting will be in May.
Roger Cobb reported for the Northwest District. They met Wednesday and had a big turnout. This is a newly formed district. Their next meeting will be in May. Their August meeting will be "rafting."
The West District will meet Feb. 22nd, according to John Dorner. They are beginning to plan the state meeting which will probably be in Asheville in June 2001. Committees are formed.
Lenny Rogers reported for the Southwest District. They met a week ago. They were able to get eight retired agents in attendance. They toured a hydroponic tomato greenhouse and are making a big push to get agents to attend the state meeting.
Cyndi Lauderdale reported on the North Central District. They will meet February 15th in Wilson. They are looking at naming someone to be state Vice President to present that name to the nominating committee. Art Bradley will be their voting delegate at the 2000 National Meeting.
The Northeast district report was given by Freddie O'Neal. They plan to meet March 17 to tour a phosphate mine in Beaufort County. He indicated success for the winter meeting at which various administrators (including Dr. Ort, Dr. Zublena, Dr. King, Mark Flemming, and Dr. Bartholomus) were guests.
Mike Jones gave a report for the Southeast District. They met last Friday and toured the nuclear reactor in Brunswick County. They will host a CCA (certified crop advisor) training. They hope to do it somewhere in the center of the eastern part of the state so people from the northeast agribusinesses can participate as well.
Dalton was asked to bring up the issue of the NCACAA meeting conflicting with 4-H district activity days. They fall during the same week. In discussion it was indicated that our meeting dates are set a year in advance. There was also a conflict last year. Their dates may be selected after ours. Dalton was asked if we could look at moving our dates (in future years). Rett indicated that Dalton had given a good report and we took it under consideration. We need to let Ann Frazier know when our dates are set for next year's meeting. Our state meeting has to be at least two weeks before the national meeting. Gerda mentioned that rates for motels are often lower in mid June (out of season).
Johnny asked about the sharing of funds from district treasuries from and to those districts experiencing a change in membership through realignment. Rett indicated that it was accomplished in most districts.
Rett made some closing remarks. The meeting was adjourned.
Our next meeting will be Tuesday evening June 20th at the NCACAA State Meeting at 7:00 pm.
Respectfully submitted by Marjorie Rayburn, NCACAA Secretary