NCACAA Board Meeting Minutes
June 26, 2001
7:30 p.m.
Holiday Inn Sunspree, Asheville, NC
Attending: Marjorie Rayburn, Walter Earle, Johnny Hensley, Steve Duckett, Nancy Keith, Lenny Rogers, George Stancil, Gerda Rhodes, Richard Melton, Rett Davis, Norman Harrell, Fred Miller, Craig Atkins, Terry Garwood, James Cochran, Matt Martin, Cyndi Lauderdale, JB Coltrain, Bob Edwards, Kenneth White, Kathy Dugan, Carl Pless, Taylor Williams, Robert Lopp, Alan Durden, and Jack Loudermilk.
President James Cochran reviewed the meeting agenda and the meeting was Called to Order. We introduced ourselves to Kenneth White, NACAA Southern Region Director.
Minutes
Cyndi Lauderdale shared the minutes from last meeting which were sent out
over E-mail. Hearing no corrections Gerda Rhodes moved we accept the
minutes. The motion seconded by Robert Lopp and approved.
Treasurer's Report
Nancy gave the treasurer report. Outstanding checks (#1680 for $86.40 for
the 2008 Committee meeting expenses, Lisa Wimpfheimer) and award checks.
We had a checkbook balance of $2,976.10. Income of $6,214.00 included
transfer from Trust Fund Account and Membership Services. Expenses
included April board meeting, 2008 Committee meeting, officer expenses,
2001 State Meeting insurance and 2002 state meeting hotel deposits, Horn of
Plenty, plaques and awards. Total expenses were $7,211.10. The checkbook
balance is $1,979.00; bank statement balance is $597.00.
Books have been audited.
Motion to accept the treasurer's report was made by Marjorie Rayburn, seconded by Craig Adkins. Motion passed.
Trust Fund
Johnny Hensley reported that it has been an up and down year in the stock
market. We had 18.98% decrease in the trust funds. The board funds have
decreased by 4.77%. This money was originally put into this fund to invest
in awards, etc. for our members. This information is not published in the
annual report (starting 2000) due to the sensitive nature. It can be
requested by members by asking Everett Davis or another member of the Trust
Fund Committee. Walter Earle approved the report as read by Johnny
Hensley, Steve Duckett seconded, motioned passed.
Fund Raising Update
Walter Earle reported that we raised $16,375 for the 2001 State Meeting.
(2000 fund raising was about $9,000.) Walter recognized sponsors by their
level of giving rather than by alphabetical order. Sponsors can speak at
the State meeting if they give at a certain level. He handed out the names
and addresses of the sponsors and asked the board members to write personal
thank you notes to sponsors and to his Secretary, Connie Bailey. The board
requested that the names and addresses be in label format to give to the
next Vice President. Any more moneys that might be turned in will be
returned because those sponsors would not receive any recognition. Walter
received a round of applause for his outstanding fund raising efforts.
Host Update
Alan Durden welcomed us. He reported that 229 registered, 160 agents, 44
spouses and 25 children/guests for about $8,000. The West district raised
$1,000. Food prices went up so they may have a $500-800 shortfall. Hope
we have a good meeting, pre-conference activities went well. Have
excellent tours lined up. He commended all the Chairs.
Constitution, By-laws and Policy Update
Rett Davis will present this at the general meeting. Subject is changing
the wording "publish of the annual report" to "make available on the NCACAA
Website."
Annual Meeting Hosting Guidelines
James Cochran handed out the history and background on how the state
meeting was funded in the past and general meeting guidelines for
discussion. After some discussion on bus costs, "hitting" the same
sponsors twice, and who should be in charge of fund raising, a motion was
made. Johnny Hensley made the motion for the State board under the V.
President's leadership should raise the funds for a two-day state meeting
(any early bird, etc. costs should come from registration fees for those
activities) subject to
budget approval at the winter state board meeting. Motion seconded by
Taylor Williams. Gerda Rhodes asked for a clarification can districts
raise any money. It was decided yes if coordinated with the V. President.
Motion passed.
Committee Reports
Nomination Committee
Richard Melton reported 2001-2002 slate of officers.
President: Johnny Hensley
Pres. Elect: Walter Earle
V. Pres.: Marjorie Rayburn
Sec.: Cyndi Lauderdale
Tres.: Nancy Keith
2008 Committee Report
A written report was given by Sam Groce. It was decided to call the
committee the 2004 Bid Committee and new committees would be formed if we
won the bid. At this time one representative from each district are
attending these meetings, we need to have more people involved. James
Cochran will contact Sam to add members especially retired agents who went
through Charlotte '88.
4-H and Youth Committee
Robert Lopp reported that awards winners will be announced at the awards
breakfast.
Ag. Econ. Committee
Carl Pless reported that CRD programs are not addressed. Give Carl a list
so he can recognize these at the National level.
Early Career Committee
Kathy Dugan is looking for suggestions. James offered her pictures he has
from past events.
Scholarship Committee
Bob Edwards reported that he received no applications this year. Items
need to be taken to New Mexico for the auction. Half that money will be
put into your individual contribution. The southeast district has been
paying $5 per individual. This is causing a record keeping nightmare.
Please try to resolve. Matt Martin will work to resolve this.
Hospitality Update
Budget is $4,000. They will come in under budget, approximately $2,375.
They have bought key chains and sewing kits to promote George Stancil. They are
looking into a meeting room. Right now it is planned for the main hotel
but other states are holding theirs in the Conventional Center. They have
a lot of good ideas. The theme is Carolina Lightin'. NC delegates are
asked to wear bib overalls for the hospitality suite.
2001 Delegates
Phil Ricks, Marjorie Rayburn, Terry Garwood, Norman Harrell, Craig Adkins,
Taylor Williams, Stanley Holloway, Johnny Hensley, and James Cochran.
Walter Earle is back up.
States Night Out
Will be held Tuesday night at National meeting. James will coordinate
place and time. Will need to RSVP. Dutch treat.
DSA Discussion
Walter Earle asked about funding when someone is an officer, award winner,
and a voting delegate. It was stated that you only get one funding, no
"double dipping." Johnny Hensley moved to make an exception for Nancy
Keith, Treasurer and DSA winner. This was seconded by Lenny Rogers. Norman
Harrell asked if this was fair to the AA winner and officer. Gerda felt
like this motion was unfair. It could cause problems in the future. JB
mentioned that this is policy and should not make exceptions. Motion was
withdrawn. Walter Earle made the motion to fund DSA at the same level as
AA. Motion was seconded by Lenny Rogers. This would cost $500 X 5 =
$2500. Motion passed. Jack Loudermilk mentioned county funding and other
sources may be available for these individuals.
Georgia 2002 Breakfast
Georgia has asked North Carolina to host a continental breakfast at the
Savannah National Meeting. Rett Davis made the motion that we are host to
a breakfast. It was discussed that we could do a breakfast for about
$2,000-3,000. Marjorie seconded the motion. The motion passed.
Federation Report
JB Coltrain reported that the NCACAA is responsible for reviewing EMAPS.
Any suggestions or questions concerning EMAPS should be sent to JB by
October 15.
National Report
Kenneth White, Southern Region Director, complimented our web site and
State meeting attendance. He encouraged us to consider using membership to
make presentations at our meetings for professional improvement. NACAA
voted to join with the Jaycees to recognize young farmers. Nominations on
the National level are V. Pres. - Perry Lee, MS; Frank FitzSimmons, SC; and
Kennth Williams, Arkansas. Sec. - Neal Broadwater, Minnesota; Steve
Haddock, NY; and Micky Cummings, GA. DSA and AA winners will be recognized
at the National Meeting. Mentioned decreasing funds on the National level.
There are records that we should make sure our membership receives when
they have paid their scholarship dues. This is available via Access.
Suggested printing out for each member and have them fill it out. Can
receive these forms through Scuddy LeBlance, LA. Encouraged us to apply
for scholarships, $20,000-25,000 available annually. Suggested that we
review the officer handbook for our 2008 efforts. Also, mention making
sure to shop around for hotels to get the best deals. Mention Florida has
done this and now their National meeting will be on a Disney Property.
District Reports
Northwest - Terry Garwood - Reported Sheila Jordan has left Extension. Gary Foushee will be V. Dir. Toured Mt. Airy, next meeting Wilkes County.
Northeast - Gerda Rhodes - Elected Marjorie Rayburn as NCACAA Vice. Pres. Danny Lauderdale, Director and Frank Winslow, V. Dir. Last meeting held at Merchant Mill Pond. Next meeting Sept.
Southwest - Lenny Rogers - Craig Adkins new Dir. and Dan Smith V. Dir. Met in Union Co. and toured a sprayer manufacture and nursery. Next meeting in Alexander July 13.
South Central - Richard Melton - Taylor Williams will be Dir. Nancy Anderson V. Dir. Met March 16 and toured Dunn Triangle Enterprises.
Southeast - Matt Martin - Phil Ricks, Director, V. Dir. has left Extension. They are proud of their Crop Training that has offered funding for scholarships for their district members.
North Central - Norman Harrell - V. Dir. will be Karen McAdams. Planning 2002 State meeting. Committees are formed.
Western District - Steve Duckett - been working on the state meeting.
Other items
Johnny Hensley handed out State Committee Officers so districts can plan
accordingly.
Rett Davis mentioned that Alan Harper has retired we need to contact the CPA who has our records and need a report at our next meeting.
Rett Davis asked about donating to the Sue Mills fund. In our policy it says for Administration we send a card. Jeff Carpenter needs to be informed, if not already taken care of.
Gerda Rhodes asked for all the committee chairs in each district be listed on the web. Johnny suggested each district to have a web site.
Next Board meeting will be Friday, October 5.
Walter moved we adjourn. Matt Martin second. Meeting adjourned.
Respectfully Submitted,
Cyndi Lauderdale, Secretary