NCACAA Board Meeting
Minutes
January 12, 2001
Raleigh, NC
James Cochran called the meeting to order.
Those in attendance were Marjorie Rayburn, Cyndi Lauderdale, Nancy Keith, Richard Melton, James Cochran, Alan Durden, Steve Duckett, Craig Adkins, Lenny Rogers, Matt Martin, Terry Garwood, Johnny Hensley, Walter Earle, Sheila Jordan, Phil Ricks, Fred Miller (NACAA Southern Region Vice Director), and Taylor Williams.
Minutes - Cyndi Lauderdale
Minutes from the last board meeting were posted on the web and sent out via email to all NCACAA board members. The meeting was held October 6, 2000. Marjorie Rayburn motioned to accept the minutes with the changes noted. It was seconded by Johnny Hensley. The motion passed.
Treasurer's Report - Nancy Keith
We began with a balance on October 1, 2000 of $2,210.65 in checking. Income was $4,950.00. Expenses listed were $1,577.96 giving a current checkbook balance of $5,582.69. Outstanding checks of $526.40 include award checks. The current bank statement balance is $1,309.09 (as of 12/31/00). Phil Ricks moved to approve the treasurer's report. Johnny Hensley seconded the motion. The motion passed.
Trust Funds - Written report by Everett Davis
Everett suggested to have Rick Wolfe (trust fund investor/advisor) come to our April meeting. The value of the trust funds is down considerably due to the stock market. It was suggested by Phil Ricks for the Trust Fund committee to meet with Rick Wolfe prior to the April meeting and then they could make a suggestion to the board on trigger indexes, etc. Johnny Hensley moved to approve the trust fund report. Matt Martin seconded the motion. The motion passed.
OLD BUSINESS
Review 2000 State Annual Meeting in Fayetteville.
The final buget was presented. Everyone thoroughly enjoyed the meeting. $3,000 of board trust funds was needed to cover the meeting expenses.
2001 State Annual Meeting in Asheville Report
Alan Durden presented the budget for the 2001 State Annual meeting, $27,143.00. He noted that the meals and buses cost more. It was brought up that the lines have been blurred on who should pay for what. In the past districts had to pay for Tuesday's events up until Wednesday's open luncheon. In the past few years the state and the Vice-President have secured the majority of financial support for the meeting. Walter Earle suggested that each county (100) could raise $100 each for $10,000. Phil Ricks felt like the money should rather come from registration fees. Fred Miller suggested the past three state meeting chairs form a committee to make guidelines and clarify where the funds for what events should come from. Johnny Hensley suggested "working" the list and more personal contacts needed to get the sponsorship. Matt Martin suggested forming a committee (one from each district) to work on the sponsorship list. The fund raising should not be solely on the Vice President but rather the board and the districts should be taking an active role in the funding raising process. Walter Earle motioned to raise the agents registration to $40, Richard Melton seconded it, Lenny Rogers modified the motion to waive the registration fee to first time attendees, Johnny Hensley second the motion. The motion and amendment passed. Walter Earle motioned to approve the 2001 Annual State Meeting budget. Rick Melton seconded the motion. The motion passed. It was suggested that the Executive board meet to decide and clarify the money situation and who is responsible for what. Alan asked for the board to let him know if the board had any special needs for rooms, etc. Walter will forward a copy of the letters and companies contacted for sponsorship within two weeks of them being sent out so the districts can make follow-up contacts or contact potential sponsors not on the list.
Federation Forum
JB Coltrain was elected as the Treasurer to the Federation Forum and is our representative. The program assistant association was approved to be admitted to the Federation Forum. They will be voting members in 2002. There was discussion if our needs are being meet by the Federation Forum with so many different associations as members. We would like to see our written questions to the administration be answered in writing given a reasonable time line. The next Federation Forum meeting is February 23. The motion was made by Matt Martin to reimburse travel for those who attended the Federation Forum, seconded by Lenny Rogers. The motion was passed.
Extension Foundation Report - James Cochran
Attended the meeting. He along with the County Directors get their newsletter.
Agent Scholoarship of Bitechnology Forum
Three attended and Nancy paid their registration. James mentioned that perhaps we should have more scholarships like this during these times of budget constraints.
2008 Committee
Committee has been formed. They are suppose to meet and present at the April board meeting. Concern was expressed that at the October board meeting it was discussed that the 2008 committee had to have things settled with the Koury Center by January 1, 2000 and they had not met by today's board meeting (1/12/01). James Cochran will check into this.
Administrative Report - Dr. Roger Crickenberger
Dr. Ort expressed that Commissioner Phipps has requested to speak at our Annual State Meeting and to have a round table discussion with the regional agronomists invited. Johnny Hensley told us he has spoken with the Commissioner's schedule planner and she is tentatively scheduled to be the opening luncheon speaker at our annual meeting. After much discussion on the time-frame of our annual meeting and concern of inviting non-members, it was decided that Dr. Crickenberger would ask Dr. Ort to come to our April board meeting to discuss his vision on this matter. Dr. Crickenberger expressed his appreciation of our hard work over the past year to agriculture. Dr. Crickenberger also mentioned a 2 day Phase 2 training to be held in May or June to discuss what does Extension need to be about in the next 5-10 years.
NEW BUSINESS
Event Insurance
James Cochran shared the event insurance that 4H uses and would cost about $200. Agents are covered by our employer while at this meeting but spouses, children, and guests are not therefore the need for event insurance. Action will be taken at the April board meeting.
Plaques to Retiring Ag Agents
Cyndi Lauderdale mentioned that the North Central District is giving
plaques to agents who retire and perhaps this actually should come from the
state level. Discussion followed that plaques are not a high priority to
some of the board members. Johnny Hensley made a motion that the state
board will pay life membership to the NACAA ($25) and one year ($10)
subscription to the County Agent magazine. Phil Ricks seconded the motion.
The motion was approved.
(Agents who retire in 2001 will be recognized at the 2002 meeting.)
State and District Committees
James has the applications of positions open 2001-2003 to the southern region for National Committees. James will send the openings out via email to all districts.
Constitution, By-Laws, and Policy Update
Our state committees need to match up with the National level. This would cause the By-laws to be changed since they list the old committees. This updating is necessary so our by-laws match the National committee structure. Any changes in the by-laws must be given to the members 30 days before the annual meeting. Each district is asked to please forward all committees and chairs names to James Cochran.
New Budget Committee
The mission of this committee would be to organize a working budget to take into account monetary requests of our association. The board suggested that the Executive board could handle this instead of another committee.
Publishing Annual Report
The Annual Report is getting very expensive, about $1,000. It was suggested that we put it on the web. James Cochran will contact John Dorner to see if he is willing to help on this. The by-laws state that the annual report needs to be made available and "published". The Constitution and Bylaws committee need to look into this in case a change is needed.
National Report - written report by George Stancil
Registration at the National meeting is being raised from $150 to $175 due to New Mexico is having a problems securing sponsorship.
It was suggested that the 2008 Committee organize a hospitality room at the National committee. It was also suggested to contact last years hospitality chair, Bob Edwards, because it was so successful. Plans of the hospitality room need to be presented at the June board meeting so it can be presented to the general meeting.
Budget Concerns
Dr. Ort approved the DSA and AA winners. The question arose if this was approval of the administrative money to the voting delegates for travel. It was decided that Dr. Ort's approval was for accepting those individuals as representatives of North Carolina at the National meeting only.
Rett was suppose to report at this meeting on award (monetary) changes (increasing?). James Cochran will email Rett so his committee (the scholarship chair from each district) can meet before and report at the April meeting. Since one incentive to increase the awards was to get more applicants the board felt that probably any changes would not occur until the 2002 state meeting.
Southern Regional Officers Workshop and PILD
Walter Earle made the motion to pay for James Cochran and Johnny Hensley expenses to these two conferences. Marjorie Rayburn seconded the motion. The motion passed.
Southern Region Report - Fred Miller
Informed the board that South Carolina has formally announced Frank Fitzsimmons' candidacy and it is "rumored" that Kenneth Williams of Arkansas is another likely candidate for the NACAA Vice-President.
District Reports
North Central - Cyndi Lauderdale
Next meeting is February 20 in Edgecombe County.
North West - Sheila Jordan (Director)
Their next meeting will be February 15 they will be meeting
with Dr. Crickenberger and Dr. Zublena to discuss budget concerns. Last
meeting was in Yadkin County.
North East - Marjorie Rayburn (Vice Director)
The are hosting a duck hunt meeting today. Several
administrators are invited to attend this event. This year Dr. Ort, Dr.
Zublena, and Dr. Fox's husband attended.
South West - Lenny Rogers (Director)
Last meeting was November 3 in Polk County emphasis
viticulture. Meeting focused on getting more award applicants from their
district. Next meeting will be on February 23 in Chimney Rock emphasis on
Agri-tourism.
South Central - Richard Melton (Director)
Their last meeting was November 3 in Richmond County at their
new facility. Had an alligator tail lunch and then toured the alligator
farm. Names of the paid members will be forward to Nancy.
South East - Matt Martin (Director)
Had a successful Certified Crop Advisor training in New Bern
on Dec. 13-15. The profits will be used for agent scholarships to training
sessions.
West - Alan Durden (Director)
Hosting state meeting. Next meeting is early February. They
have some great tours lined up for the State meeting, aquaculture,
vegetable production, dairy and a horticulture tour.
The next meeting will be Friday, April 6 in Raleigh at the Wake County Office at 10 AM.
Respectively submitted, Cyndi Lauderdale, NCACAA Secretary