NCACAA General Membership Meeting
Minutes
June 22, 2000
Fayetteville, NC
James Cochran presided.
James introduced Mark Tucker who spoke about a highway safety program for farmers coordinated by the NC Department of Labor. Regina Luginbuhl is the contact person for the triangular "slow moving vehicle" signs available on request - three weeks before a meeting. Farmers identified driving of equipment on the highway as their number one safety issue on the farm. There is a slide set available with information on requirements for moving farm equipment on the highway - lights etc. There is a seven question pre and post test to be given at the meetings to report results to the Governor's Highway Safety Commission. Program summary and handouts are available.
James indicated that there were several displays to visit and representatives of sponsoring organization were available. He also indicated that Rett Davis had appointed a parliamentarian, Jack Loudermilk, to help the meeting run smoothly.
MINUTES AND SECRETARY'S REPORT - Marjorie Rayburn
Marjorie indicated that the minutes of last year's meeting were available in the 1999-2000 Annual Report. Also minutes of the annual meeting and all board meetings are posted on the NCACAA web site, thanks to John Dorner. They are accessible to anyone who wants to find out what went on at a particular board meeting or is just curious. Marjorie indicated this would end her term as NCACAA Secretary. She appreciated being able to serve in that capacity and had great people to work with. It is time to give others a chance to serve. Johnny Hensley moved that the minutes be approved. The motion was seconded and passed.
TREASURER'S REPORT - Nancy Keith
Nancy passed out copies of the treasurer's report. The yearly report for 1999 covers January 1 - December 31, 1999. Balance for December 31, 1998 in the checking account was $8,195.85. Total income was $41,946.53. There are 2 year's of membership dues included because last year Nancy was told they had to be in by January 1st, so they were paid in December. (They are considered late after March 15th.) Total expenses were $38,723.57. Checkbook balance at the end of the year was $11,418.81. Outstanding checks were $6,560 (check written Dec. 23rd for payment of dues to national - $6350 and a few other checks) giving a bank balance of $17,978.81 at the end of December 1999.
The report from January 1, 2000 through June 19, 2000 indicates a beginning checking balance of $11,418.81. Income was $368.00. Expenses were $7,190.23. Current checkbook balance is $4,596.58. Outstanding checks (include award checks written, but not on last bank statement) were $1,445.40, giving a current bank statement balance as of 5/31/2000 of $6,041.98.
The membership report of all districts indicates 258 active members. 242 are renewing members and 16 new members.
Milton Parker moved we accept the treasurer's report. It was seconded. The motion passed.
TRUST FUND REPORT - Everette Davis
Everette indicated that the trust fund had been reviewed by the 3 past presidents who serve on the trust fund committee. He distributed the trust fund report in a narrative form. There are two different funds managed by the trust fund committee through the financial advisor - the Charlotte '88 trust monies and the Board trust monies. The Charlotte '88 funds are managed primarily for growth; the Board fund is managed primarily for security and secondarily for growth.
Even though the stock market has gone up and down over the last 18 months, we experienced a growth in the Charlotte '88 fund (increase in value) of 43.02%. On September 28th, we transferred $9,595 from investments and $23.78 from money market (total: $9,618.78) to Nancy for the awards program. That was money from the Charlotte '88 portion to support our awards program and other things approved by the Board.
The Board trust funds, managed primarily for security and secondarily for growth showed a 19.29% increase in value. During the year, on October 6th, we transferred $3,516.04 from investments and $10.13 from money market to Nancy for a total of $3,526.17 to be used for hurricane Floyd relief. February 16th all tax documents and income statements were given to Alan Harper to be used in working with the accountant for tax reporting purposes as necessary.
Over the past several years there have been some concerns about the sensitivity of this investment information appearing in the Annual Report which is shared with administration, other associations and others who are not members of NCACAA. More detailed information about the performance of our investments and where our funds are invested can be made available to any member who wants it - just ask. The information printed in the Annual Report will be just the narrative summary.
The track record of investment performance over the years was indicated. It was pointed out that we take out about $10,000 per year out of the Charlotte '88 money to support out awards program. Our financial advisor, Rick Wolfe has done very well with our investments. Jim Daughtry commended Everette on the good job he and the trust fund committee had done. We need to remember that the stock market goes up and down.
Ed Nolley was recognized for his leadership as the chair of the Charlotte '88 committee who helped put us in such good financial standing. The Charlotte '88 committee was also recognized.
Rett Davis commented on the Charlotte '88 funds. The funds are to be used for professional improvement. districts were asked to suggest ways to use these monies to enhance our association. One idea was to double the award money as an incentive to get more people to apply for these awards. Other southern states offer awards for agent and children scholarships. We may look into this. Also, look at an extension excellence award - perhaps one or two per district, a sizable amount to recognize ag agents for outstanding work. A committee will be looking into this and making recommendations to the board at their next meeting in October. Rett is chairing that committee. Some ideas should be in place by next year. James commented that there is still time to get suggestions in to that committee.
2008 NATIONAL MEETING EXPLORATORY COMMITTEE - Lisa Wimpfheimer, chair; Sam Groce, presentation
Lisa thanked the committee for their work. Members were Sam Groce, Dalton Dockery, James Cochran, Lenny Rogers, Billy Dunham, Cyndi Lauderdale, David Barkley, Tyrone Fisher, Marjorie Rayburn, Nancy Keith, Ross Young, Ken Vaughn, and Ed Nolley (by correspondence). Sam had prepared a Power Point presentation of the report of the 2000 National Meeting Exploratory Committee. On October 11, 1999 the NCACAA State Board formed an exploratory committee in response to the vote at the 1999 State Meeting in Burlington to explore the possibility of hosting a national meeting in 2008.
Why should we host a national meeting? To showcase NC agriculture - 3rd in diversity, to let other agents around the nation know what was going on in NC. Also it is a good way to highlight and showcase NC tourism. Organizational reasons - get more agents involved in the association. Also recruit new agents - team-building for agents, opportunity to get involved and do something. Also, it provides professional development - well organized, well done, we need to learn new things. It would strengthen the competitiveness of our state association on the national level, also show strength of the Southern region.
What would it take to host a national meeting? Need everyone, including retired agents, young agents, administrative support, money. Need money to make a bid - show others why they want to come to NC. Need enthusiastic support - will take a lot of work.
Location requirements - major airports, convention center complex, centrally located for tours and agent participation, not likely blown away by a hurricane. Recommended location - Greensboro, NC at the Koury Complex - only complex that can handle the entire meeting under one roof. Bus tours of 2 hours either way will cover 2/3 state. Committee recommendation - go for the bid! Lisa moved we make a bid to host the national meeting in 2008. The motion was seconded. James called for discussion or questions for the committee. Comments included that the national meeting was more fun to work on and got more people going to national meetings. Even for many years after the event, people commented how much they enjoyed coming to NC. It was a true mixture of young agents and older agents working together - to do their best to make it successful. We made some money from that (the Charlotte '88 meeting) - to reward agents for excellence. It would bring us closer together, get inspired.
The motion passed. The President will appoint a committee to pursue the bid process. The bid will be made in 2004 to host the NACAA national meeting in 2008.
NOMINATING COMMITTEE - Richard Melton
Slate presented was: President - James Cochran, President-Elect- Johnny Hensley, Vice President - Walter Earle, Secretary - Cyndi Lauderdale, and Treasurer - Nancy Keith. Rett Davis presided over the election of officers. Richard moved we accept these nominees. Nominations from the floor were called for. There were none. The motion to accept the proposed slate of officers was seconded. The motion passed.
GREETINGS FROM THE NACAA SOUTHERN REGION DIRECTOR - Kenneth Williams
Kenneth Williams introduced himself as Southern Region director of the National Association of County Agricultural Agents He is one of two Southern directors; Austin Tilton from Florida is the other director. Kenneth shared written copies of his report. He was interested in our discussion about hosting the national meeting in 2008. He was annual meeting chair when Arkansas hosted the meeting in 1992. Arkansas made a bid for that meeting at the Charlotte meeting in '88. We will see that if we get the bid it will bring our association closer together. It is an exciting experience to work on a national meeting and to get ready to make the bid. The bid will be made in 2004. At this time, that will probably be in Florida. He does not know of any other state besides Florida interested in making the bid for 2004 - at this time. Possible locations for the Florida meeting are Orlando, Jacksonville, or possibly Tampa.
Kenneth complimented North Carolina on its state meeting and the good mix of agents - older and younger, male, female - from Billy Dunham who has been in since "Adam and Eve" to Amy Andrews who has been in for two weeks. Extension in the South has had some downsizing in the recent past and now has bottomed out and in some places, they are beginning to hire some people. States are doing a good job of promoting state associations and getting involvement in these associations. He enjoyed the awards program this morning. It is good to see people get rewarded for the good, hard work they do. Kenneth is a County Agent, just like us - in southeastern Arkansas, a cotton county, doing what we all do. The County Agents Association gives us all a chance to expand and grow.
Kenneth brings greetings from the National Association of County Agricultural Agents. Curtis Grissom from Alabama is President. He will preside over the meeting in Jackson, Mississippi in August. Kenneth introduced Fred Miller (from North Carolina) who is the newest Vice-director - one of two Southern Region Vice-directors. Fred is the Junior Vice- director. Kenneth White, from Texas, is Senior Vice -director who will replace Kenneth Williams when he moves off the board in Jackson, Mississippi. Fred Miller then will move up to Senior Vice-director. Kentucky will be nominating a new Junior Vice- director. North Carolina has contributed good leadership to the National Organization. Kathy Dugan serves as Southern Region Vice chair of the Early Career Development Committee. Bruce Williams has served as National Chair of the Resource Program Development Committee - that committee will be disbanded in Jackson.
There have been a lot of changes in the last few years as far as professional improvement is concerned. Professional improvement is what we do. We need to provide professional improvements for members all across the country. The awards program is part of that. The last page of the handout is a flow chart of the organization. Three councils with council chairs have been created. over the last few years. Two of those are for professional improvement. Professional improvement council will have committees to have programs at the national meetings. The Extension improvement council has four committees dealing with the same thing, including Communications, Pride, 4-H and Youth, etc. Some names have changed recently. The agronomy committee has changed to agronomy and pest management. Forestry has changed to forestry and natural resources.
NCACAA Scholarship fund is has reached its goal of $500,000. Any member agent can apply for an educational activity. There is a lifetime limit of $2000 (it used to be $1000). In order to qualify, you need to have made a contribution to the scholarship fund of $40.00. The deadline for making that contribution to be eligible for a scholarship next year is June 30, 2000.
The National Meeting in Jackson, Mississippi will be August 6-10, 2000. It is a relatively "cheap" meeting. Lots of meals are provided. Officers to be elected will be Vice President - coming from the North Central region. Minnesota and Indiana may have candidates. The Treasurer position will be open - Mark Beeler is going off. There may be someone from Nebraska interested. Florida will be seeking a bid for the 2004 meeting.
In Omaha, the membership voted on participation in Galaxy II which was soundly defeated. Executive Assistant Scott Hawbaker had his contract extended for 3 years. There were by-law changes in rotation and filling vacant positions - this was brought about by Jim Griffith's passing away while in office. Before, the Senior Vice-director moved into the Director position. Now, the state from which the vacant position came can appoint someone who is qualified to fill that position if there are more than 6 months left in the term of office.
At the Southern leaders workshop in Baton Rouge - each state gave a report including budget, scholarship funds, learning experiences. Gary Hall , past president of NCACAA is chairing a futuring committee - to look at what we are going to look like/be like in the future. There was a similar committee eight years ago that led to the new NACAA structure. This committee will report back to the membership in Mississippi. Anyone can submit ideas to the committee.
The County Agent Magazine needs articles - send them in to Scott Hawbaker. Awards - be sure to thank sponsors. Among national sponsors, A T & T provides $30,000 for awards. We would like to see lots of entries.
There is also information on rotation for Director and Vice- director and national meeting schedule in the handout. Next year the Southern Region will elect the NACAA Vice president. Budget information is included as well as a scholarship application form. Of the states, only Texas and Georgia have more members than North Carolina.
James indicated that NCACAA would sponsor and conduct hospitality at the National meeting in Jackson Mississippi Sunday night after Vespers. We need help from those attending the meeting in Jackson. He has received a notebook on what to do to bid and conduct an national meeting.
PRESIDENT'S REPORT - Rett Davis
Rett thanked board members for their support. He indicated the organization was blessed by those who made us financially sound. We should take pride in what we do.
Rett then reflected on the past and what an agent's life used to be like. To go to ag association meetings, you got time only, not expense reimbursement. So, you loaded up in one car and gave the driver some money for gas. During the gas crisis, agents had to travel to meetings, four to a car. You needed a TR-1 to go across county lines. You hoped you wouldn't have a wreck if you went out of the county! You had to find a roommate for an overnight stay because you were only allowed 32 dollars a night. Mileage was 1000 miles/month per agent. Annual conference was every other year. Offices closed Wednesday at noon and were open Saturday until noon. Owning a truck was frowned upon - it was not professional. Old slides show the county agent wearing a tie. Remember when we complained about low pay and needing higher gas reimbursement? "I was so happy when we went to 17 cents a mile". We complained about how administration could care less about what happened in the county. Remember when we were two separate organizations? We dedicated one district meeting to writing questions about concerns we wanted administration to address. The only that changes is the names and the faces. Many of those things happened when the farm economy was growing. We worried about all those things - and those were the good times. Marketing was important. If Extension was not known in the county it was the agent's fault.
North Carolina has a good strong organization. We are third in the nation in numbers and second in programs. We are an important force in the state. We bring about change and people listen to us. We have almost 100% of the agents as members. We need to put negativity aside. Things have changed. All organizations have problems - public and private. We need to get over it and get on. Use the organization to develop as a well-rounded agent. Become active, encourage others to become involved. Rett indicated he knew someone in every county in the state who he could call on if he needed help. "What a family!"
COMMITTEE REPORTS
According to the Parliamentarian, committee reports don't need a motion or a second, unless there is some action that needs to be taken.
Constitution and Bylaws - no report
4-H and Youth - Robert Lopp
Thanks to those helping on the committee. Committee work was seen this morning in Search for Excellence Awards. Committee works with the National awards program and to support the talent review program by Monsanto. They want to work closer with other youth committees to enhance youth programs in counties and state.
Recognition and Awards - Eric Spaulding
Eric gave highlights. This committee is responsible for DSA (Distinguished Service Award), AA (Achievement Award), Young Agent Scholarship, Service to Agriculture Award, and the Purcell Pinnacle Award a national award. This committee operates a year ahead. The deadline for submitting applications is July 1st - to the district committee chairman. The State Committee will meet on these awards between January and November. Now they are working on the 2001 cycle. Those recognized tonight include: DSA - JB Coltrain, John Dorner IV, Phil Ricks, Fred Miller, and Russell Sikes; AA - Phil Rucker, Steve Duckett, Peggy Dreschler, and Susan Ruiz-Evans was alternate. Steve Duckett indicated he could not attend the state meeting, so Susan Ruiz-Evans was state winner. When the issue was revisited, it was decided that Susan would be recognized as state winner and Steve Duckett will represent North Carolina at the National Meeting. Susan will not be going to Mississippi because of a prior commitment.
Service to Agriculture Award Winner is Allen McMurray from the Western District. Karen Spivey is the Young Agent Scholarship winner. This scholarship was set up by the retired agents to motivate young agents to attend the NACAA National Meeting.
There are two entries so far for the Purcell Pinnacle award for the 2001 cycle. Nominations need to get in to the district committee to be forwarded to the state committee.
The committee structure for awards for the 99-2000 cycle - the one receiving the recognition at this meeting - are in the report. Since then we have had the district realignment so the committees will change - one less member for 2000-2001. Deadlines will be in the annual report. We need to run applications for awards through the district committee to decide who will represent the district at the state level. The state committee will make the decisions on overall winners and rankings.
Review the 1999-2000 Annual Report to check accuracy of previous award winners. Let Eric know if anything needs to be corrected.
Agronomy - no report
Teaching and Communications - Morris Dunn gave the report for Dalton Dockery.
There were 54 entries in the program. Don't forget to call before you dig. AT&T sponsors these awards. It is important that we thank them and support their "call before you dig" program. Dalton recognized the Communication Award winners in 13 categories this morning at breakfast.
Benevolence - Jeff Carpenter
All members are front line people to make sure committee performs the job they are to do. Please read the policy. Please notify the benevolence committee representative in each district of a death or illness of any Extension worker, life member or administrative person.
Members who were lost this year were acknowledge with a moment of silence: Burt Taylor, P.H. Satterwhite, Grady Miller, Riddick Wilkins, Fletcher Barber, and George Conrad.
Membership Services Committee - Jim Daughtry
Jim indicated we need to continue to encourage membership. Extension caps with the logo are for sale. Female agents need to let the committee know what they want to wear to promote Extension. The committee needs to know.
We encourage Extension Administration to continue efforts to influence legislation at the state level to be beneficial to all of us , especially salary, benefits, and funding. Regarding health insurance, according to the State Employees Association, if no changes are made, starting October 1, 2001, family coverage will be raised to $481 per month. There will be things tried before then. Changes will be needed.
Extension Programs - Paul Walker
These include the search for excellence awards - Environmental Protection Through the Responsible Use of Pesticides - urban and rural categories, Farm and Ranch Financial Management, Crop Production, Livestock Production. First and second place winners were recognized this morning. There were 12 entries this year. We need to encourage fellow agents to enter. One thing that might help entries is to put entry forms in the Fall issue of the County Agent Magazine - there are a lot of other things going on after the first of the year.
Pubic Relations - Bill Ellers
There were one or two nominations that didn't seem to fit in any category this year. We may need to look at some of these awards to see where they fit in. The Pride Award is to help the public understand agriculture better. There are programs that agents do, but are not covered by an award . One area needed would be urban waste management, municipal waste. Most of the present awards are keyed more towards crops and livestock. If you are a district chair of the public relations committee, please encourage people in your district to apply for the Pride Award - promoting agriculture. Bill is in favor of increasing the amount of awards.
Scholarship - Bob Edwards
Bob reminded us that we can now get $2000 per career in NACAA Scholarship funding.. This year we had applications totaling $5,100 There should be an updated list as of mid May for scholarship contributions. There may be some record keeping problems. They are trying to rectify those problems. You can come by the registration desk and check on your contribution. If you are going to apply for a scholarship for next year (2001) you need to be fully paid up (total contribution of $40.00) by June 30th of this year. You can write a check to NACAA Scholarship Fund and send to Nancy Keith, NCACAA treasurer. Then you have a cancelled check as a record of the contribution. Some counties and districts send in checks and that is hard to trace.
For the National Scholarship auction, Bob has asked each district to donate something of $25 in value. Bob can take it while we are here or at the national meeting - let him know the first day of the national meeting so he can get it in. This year the donor gets full credit for the contribution to the scholarship fund. Bob needs to know who all the district scholarship chairs are.
Early Career Development - reported by James Cochran for Kathy Dugan.
A couple of years ago the Southeast and South Central districts wrote and received a grant from the Extension Foundation to do some new agent training. This year six new agents will travel by van to Jackson, Mississippi to the national NACAA meeting. Other new agents (less than 3 years) are asked to join together for breakfast Tuesday morning in Jackson. Everette Davis is coordinating tour stops to and from the meeting.
Resource And Program Development - Milton Parker
Milton recognized the tour committee for their hard work.
Last year there were six entries in Resource Program Development - winner was Karen Neill. This year we had one entry submitted, but the committee dissolved. Milton called on Bruce Williams to explain what had happened. At the December NACAA Board Meeting, it was decided that the national committee be dissolved after the meeting in Jackson due to the new committee structure. The Horticulture Program committee will function - they will coordinate the Rise Tour in the North Central region. In North Carolina we have no Horticulture committee. NC needs one to correspond with the national committee. Bruce recognized Cyndi Lauderdale who had been a terrific help with the RISE tour. RISE has committed $100,000 for the next four years. Lisa also helped - headed up the western tour. All RISE tour participants will have a reunion Monday night in Jackson. In 2001 the tour goes back to the Northeast and we start the cycle all over again. Bruce encouraged all to get involved in the RISE tour. The Horticulture program includes any kind of Horticulture effort from NACAA. How to handle funding is still in question.
Charley Lowry was the single entry and therefore the state winner. An effort will be made to get him a plaque and check for that effort. Kenneth Williams commented on why the Resource and Program Development committee was discontinued. There was not a Horticulture committee a few years ago. The Vice President is to deal with funding. Each council chair can work with someone to conduct tours, etc. James suggested that the committee (Horticulture) be established on the state level and district level
Life members report - no report
Life members were asked to stand be recognized.
2001 NCACAA State Annual Meeting and Professional Improvement Conference - John Dorner
This will be in the Western District, June 26-28, 2001. It will be in Asheville at the Holiday Inn, Sun Spree Resort.. There is lots to see and do in the mountains. It will be cool. There will plenty of food, tours, and professional development.
We are sharing our motel with police dogs and their handlers from all over the country. Everette Davis invited NCACAA to a police dog demonstration put on in the courtyard following lunch. They will do a 20-30 minute demonstration. Major Rascoe of Cumberland County will coordinate the demonstration.
Meeting adjourned by James Cochran
Respectfully Submitted by Marjorie Rayburn, NCACAA Secretary
Note: At lunch, following the general meeting Phil Ricks and Wayne Batten asked NCACAA to consider running George Stancil for NACAA treasurer.
Submitted by Marjorie Rayburn, NCACAA Secretary