NCACAA Board Meeting
Minutes
October 6, 2000
Greensboro, NC
James Cochran called the meeting to order.
Those in attendance were Marjorie Rayburn, Gerda Rhodes, Cyndi Lauderdale, Nancy Keith, Richard Melton, Greg Hoover, Sam Groce, Norman Harrell, Art Bradley, James Cochran, Judy Mock (Interim Association State Program Leader Family and Consumer Science), Alan Durden, Steve Duckett, Craig Adkins, Lenny Rogers, Matt Martin, and Terry Garwood.
Minutes - Marjorie Rayburn
Minutes from the last board meeting and special called board meeting were posted on the web and sent out via email to all NCACAA board members. The meeting was held June 22, 2000. Gerda Rhodes motioned to accept the minutes. It was seconded by Matt Martin. The motion passed.
Treasurer's Report - Nancy Keith
We began with a balance on June 19, 2000 of $4,596.58 in checking. Income was $16,266.00. Expenses listed were $18,651.93 giving a current checkbook balance of $2,210.65. Outstanding checks of $786.40 include award checks. The current bank statement balance is $3,702.08 (as of 8/31/2000). The treasurer also reported on the funds used for hospitality, ice cream social and National treasurer campaign at the 2000 National meeting which total expenses came to $3,652.08. The treasurer reminded the board that they had approved $3,000 for hospitality and $1,500 for National treasurer's campaign. The treasurer shared all the money given for awards, to the State meeting that was over budget, money given to the secretary association and to the paraprofessional association for a total of $18,684.24. Only $15,000 was transferred from the trust fund account. Marjorie Rayburn moved to approve the treasurer's report. Craig Adkins seconded the motion. Discussion followed about why was the state meeting over budget, should we not have lowered the registration costs or was not enough money raised. There was discussion if we needed to transfer money from the trust funds due to the state meeting was over budget and the extra money for hospitality and National treasurer campaign. It was decided that this time of year there are not many expenses so we would not ask for more money from the funds. The treasurer also mentioned that Alan Harper did take her records so we can resolve the missing information needed for IRS. The motion passed.
OLD BUSINESS
Review State Annual Meeting in Fayetteville.
Everyone thoroughly enjoyed it. Enjoyed the food and excellent tours.
Review National Meeting and Events in Mississippi
New agents went to the National meeting on a van trip. James Cochran has information on this trip and hopes to continue this opportunity in the future with new agents. Everyone came together to help with George Stancil's social. It truly was a team effort.
NEW BUSINESS
Agent Scholarship Support of Biotechnology Forum - Judy Mock
Judy Mock gave a presentation on re-institute forum given each spring for Family and Consumer Agents. In 1976 the Family Living seminar was given on contemporary issues. In 1981 with the retirement of Eloise Cofer it began an annual event. North Carolina is hosting it on Friday, October 27, 2000, 8:30 AM until 4:00 PM at the Holiday Inn, Research Triangle Park. The Biotechnology, Food and the Consumer seminar is a regional and national event and is open to 225 participants. She asked the board to support this conference by sponsoring 20 agents to attend the event ($65 each) for a total of $1,300. The Family and Consumer Science Association did this level of sponsorship. After seeing the program a few questions were asked such as is this conference unbiased. Ms. Mock assured us it was. She also told us that NCACAA would be recognized in the program. Ms. Mock left the room for the board to discuss our sponsorship options. James Cochran mentioned that Rett Davis would like us to support this conference since it is not offered through NC State. Also discussed who would be interested and the short notice caused concern. This program has not been targeted for ag. agents to attend. Marjorie Rayburn made a motion of ten scholarships for NCACAA members based on a first come first served basis, we will be billed for only those who attend. The motion was seconded by Lenny Rogers. Marjorie amended her motion that the money should come from the trust fund account. The amendment was seconded by Gerda Rhodes. There was discussion on how much money the NCACAA has to "give". Discussion about having a yearly budget and several thought a written policy is needed. The motion passed. James Cochran will write up an invitation to our members and send to the district directors.
Financial Requests
Discussion included that requests needs to be in writing. We only meet quarterly. We need to know how the money is used and how we are recognized. Presentations are fine but our response will be in writing not given that day. Greg Hoover asked if we should not have a request budget. There was concern that we rely on the stock market for funds. We could end up not having enough money for any requests. It was asked to have a committee set up. It was decided that the Policy Committee should work on this.
Funding Increase Awards Committee
There is a Scholarship Committee, Rett Davis is the chairman, who will present to the board at the January meeting. This committee is working on increasing award money, scholarships for NCACCA members and their children. Volunteers are needed for this committee, perhaps each district scholarship chair should be the representative.
Update: 2001 State Annual Meeting in Asheville - Alan Durden
Planning is going well for the June 26-28, 2001 at the Asheville Holiday Sunspree. Many tours are lined up for agents, spouses and children activities. Alan presented a working budget. Expenses will be higher than in Fayetteville. The Vice President is encouraged to work hard in getting sponsor support. They will meet in December to finalize the budget and report to the board at the January meeting. It was noticed that breaks were not included in the budget. Concern was expressed over 230 participants, is that too low? The hospitality suite will not be free but is located close to the meeting rooms so perhaps it can be used for breaks. Question was also raised about having insurance in case of an accident. The board encourage the hosting district to inquire about insurance.
Rett's Meeting with Dr. Ort
Rett has a good meeting with Dr. Ort and Dr. Zublena. They are open to speaking with us. We should invite them to our January meeting. They are open to suggestions but may not have all the answers. They only have a certain amount of dollars to work with. One item the board thought should be discussed is that we are concerned over the $3-6 million dollars Extension is in debt. Who is too blame, why did it happen, and is Extension the only one in debt? Are the rumors true that each district will have to pay back half a million dollars? Why was Dr. Ort not aware of this situation from his finance officer? Another area we thought should be addressed is the bond referendum. We see the need, no question. We have been asked to promote this, but with no tax increase, will a balanced budget again be placed on the backs of state employees?
We are glad that Rett went and sincerely thank him for speaking with Dr. Ort and Dr. Zublena. We hope this open communication continues.
Annual Conference Cancellation & November's Board Meeting
Concern was expressed about the cancellation of annual Conference. Was administration listening to agents suggestions or is Extension in big trouble?
The November board meeting is cancelled. Our voting on DSA and AA awards will be done via email. We decided to have a January and April meeting to help relieve the long June board meeting at the State meeting. The meeting dates were set as January 12, 2001 in Raleigh and April 6, 2001, place to be determined.
Federation Update
James Cochran and Rett Davis went to the Federation meeting for the planing of Fun Night, which now is cancelled. The Federation Forum will be Friday, December 8, approximately 10 AM until 2 PM at the University Club (tentative), vice-directors of each district should attend. Instead of us asking Administration questions on wages, etc. we will be asking them what they have done, ie. a progress report. Discussing more solutions verses problems.
District Reports
North Central - Art Bradley (Director)
Next meeting is Oct. 24 in Person County. One issue was raised, retired agent, Connie Jernigan, expressed a concern of agents who get a state and a county check and that they lose $83,000 over 25 years since county retirement is not as good as the state. It was decided from the board that we can't handle this issue, that it is a county decision. It was also mentioned there are some retirement benefits such as 401K that counties offer and the state does not. We appreciate Connie for making the agents aware of this issue.
North West - Terry Garwood (Vice Director)
The next meeting will be October 24. Their last meeting was August 18 where agents participated in a canoe activity at the New River since they have many new members due to the re-districting.
North East - Gerda Rhodes (Director)
The last meeting was September 1 at the new 4-H Educational and Environmental Center in Tyrrell Co. It is a very nice center and is promoted as a Conference Center. Their next meeting will be in January for the annual duck hunt.
South West - Lenny Rogers (Director)
Last meeting was July with an aquaculture emphasis. Next meeting November 3 in Hoke County emphasis viticulture.
South Central - Richard Melton (Director)
Hope you enjoyed the State meeting. They enjoyed hosting it. In defense of the funding situation mentioned in this meeting they planned for 180 participants and then had to increase meals, etc. for 220-230. Reminded the board that they did lower the registration fees. Their next meeting is October 27 at an alligator farm.
South East - Matt Martin (Director)
October 20 next meeting in Brunswick County and going to tobacco growers and seeing how they are now growing sea oats for dune restoration. They will be hosting the Certified Crop Advisor training in New Bern on Dec. 13-15 as a district activity.
West - Alan Durden (Director)
Hosting state meeting. Last meeting was in July, training centered on animal waste issues.
Hosting 2008 National Meeting - Sam Groce
Sam met with Teresa Ericsson and Ava Pope, Greensboro Convention and Visitors Bureau. They are extremely helpful. They want us to come and they had even search our web site to find out about us. We have to have the meeting planned with specifics when we go to Orlando in 2004. Sam mentioned the rumor that Louisiana may want to host the 2008 meeting. The Greensboro Convention and Visitors Bureau will give us their full support. They are a free service and offer what they call the talking yellow pages. They will contact or help contact bus companies, etc. Where do we go from here? We need to form a committee. It was decided one representative from each district for the planning committee, this name needs to be to James and Sam by November 3. Cyndi made the motion that those on the committee will get reimbursed mileage at the same rate as the board members do. The Koury Convention Center is booking into 2012. They want a meeting outline, number of rooms, etc. by the end of this year. They take this into account and find us dates and deals that they can offer us. After this is done we will need to set up committee chairs for each area. The Koury Convention Center will hold the dates until 2004, that is when contracts (ie. money) will be signed. Only money needed before will be producing videos, etc. The Greensboro Convention and Visitors Bureau representatives will come with us in 2004. Sam has not discussed any costs yet. This facility can house the entire meeting. Some things we can promote about the Koury Center is easy access, free airport shuttles, over 7,000 free parking spaces at the hotel and adjacent mall, you can tour 2/3 of the state within 2 hours of the site.
There are policies you have to follow after you receive the bid. They are posted on the NACAA web site.
The lunch and room was courtesy of the Greensboro Convention and Visitors Bureau. Cyndi will write a thank you note to them.
We can not push that we want to host the 2008 meeting until 2004. We do have good standing on the National level. We encourage NC agents to interact and be hospitable to other state's agents and treat them well by continuing to host hospitality rooms at National meetings.
We were introduced to Teresa Ericsson from the Greensboro Convention and Visitors Bureau and to Vicki Hiatt, Koury Convention Center National Sales Manager. We thanked them for lunch by a round of applause. They spoke about what they offer.
Horn of Plenty
$300 was requested for sponsorship of the 2000 Horn of Plenty. Gerda motioned to give the $300, Matt Martin seconded, motion passed.
A tour of the facility adjourned the meeting.
Respectively submitted, Cyndi Lauderdale, NCACAA Secretary