NCACAA Board Meeting Minutes
October 3, 2003, 10:00 a.m.
Wake County Extension Center
Attending: Marjorie Rayburn, Mark Tucker, Lenny Rogers, Barry Foushee, Walter Earle, Ben Chase, Jeff Copeland, Bill Ellers, Mike Carroll, Bert Coffer, Brian Beer, Royce Hardin, Emily Revels, Greg Hoover, Joanna Radford, Jeff Vance
President Marjorie Rayburn called the meeting to Order.
Minutes
Board members had been previously directed to NACAA Website to look over minutes from the last Board Meeting. Ben Chase opened up the floor to discuss recorded minutes for changes and additions. President Rayburn made one correction; the date was written in the minutes as June 6th, the corrected minutes should read the correct date of June 10th.
The Addendum to the Minutes dated July 31, from State Treasurer was also presented along with the additional August 6th addendum was handed out concerning the Past President and reimbursement for attending the National Meeting. (The following:)
August 6th Addendum to the Minutes:
On August 6, the State treasurer indicated that he had received a bill from the Past President of NACAA (Johnny Hensley) for reimbursement for attending the National Meeting (as an officer). This Past President had been retired since October 2002 and the Treasurer asked for the Board's guidance on the question of reimbursement with regards to the NCACAA Constitution & By-Laws.
With Much discussion on the issue and the obvious need to have a By-Laws & Constitutional revision due to being unclear on the issue, a motion was made, and seconded for reimbursement of the Past President for the sum of $500 for attending the 2003 NACAA National Meeting. Upon call for vote the NCACAA President instructed the Board that all votes should be cast by E-Mail by the end of 4 business days.
On Friday August 15, the NCACAA President notified the Board that the motion passed by majority with a vote of 12 to 3 in favor of the reimbursement of the Past President for the sum of $500 for attending the 2003 NACAA National Meeting.
MOTION was made by Walter Earle to approve the minutes as amended, and SECONDED. Minutes and Addendums were APPROVED.
Treasurer's Report
Barry Foushee passed out 3 different Account Statements: 6/04/2003 - 10/03/2003, old account that is now closed out; 01/01/2003 - 10/03/2003, old account that had $380 for which Lenny gave check to Barry and that officially closes that account and will be put into the new checking account with the State Employees Credit Union. The remaining statement (Yellow Sheet) is the new account, which indicated that $6000 had been transferred from the Trust Fund and Board Savings to cover expenses from awards programs. The statement also listed expenses.
Newly Opened Accounts:
Savings Account Balance (had to open to have checking account): $25
Checkbook Balance + Savings Balance = $3,758.67
(Not included was the check Lenny gave Barry for $380.90)
Accountant was just paid. But Association had received a late penalty of $780 for filing late. Barry called and sent this notice (of late penalty) to the accountant and was told of the tragic death of the accountant's daughter around filing time. Extensions were applied for but they could not say if an extension had been applied for on behalf of the Association. At this point no penalty has been paid, and hopefully accountant will take care of this. Lenny and Walter sent the information (that needed to be filed) in and Barry indicated it was signed on 6/15. Short discussion was held about this accountant and possibly getting another one due to some other problems. It was suggested that the treasurer confers with the Board before this penalty is paid should it ever come to that.
Secretaries Association donation of $1000 was briefly discussed as well as the Horn of Plenty.
It was recommended that the treasurer include a list of outstanding checks as part of the treasurer's report. Lenny had been doing that and it makes it easier for the accountant.
MOTION was made, SECONDED and PASSED to accept Treasurers Report
2003 State Meeting
Meeting was very successful and did very well financially. Got $4281.19 returned back to Board. Discussion was held on the paying for attending tours, and it was decided that this should have gotten prior approval from the Board and that in the future these charges will need to be the included in the budget and approved by the Board.
2004 State Meeting - June 15-16-17, Winston-Salem
Barry passed out proposed budget from the Northwest District for the 2004 State Meeting. With Total Expenses of $20,141, amount needed from State (or Sponsors) $9,791. In this budget, registration was listed at $45 and it was moved to raise this to $50 as it was this year so it will be consistent. Spouse, retired, and children's registration, the same.
Question was asked why $300 for Childress Tour was in registration and again down in Tour charges. This was a mistake and the $300 should be taken out. Tours are self sufficient and if there is a cost, participants will pay the amount. Early Bird Tour participants will pay full cost.
MOTION was made to approve budget with keeping registration and fees at the same level as it was this past year ($50 for agents). SECONDED and PASSED.
Point of Interest - 4-H District Activity Day in the Northeast will take place during the State Meeting (June 15). There is a conflict with dates in some district almost every year. As soon as our dates are known the 4-H administrators are notified. Conflict still seems to be apparent.
2003 National Meeting, Green Bay, Wisconsin - Walter Earle
Voting delegates approved: $10 more membership - $40 to $50; 2007 AM/PIC - Grand Rapids, Michigan.
Fred Miller elected unanimously as National Secretary. Galaxy was voted down., but will probably be brought up again from other regions.
Attendance was down but good time was had by all. Hospitality room went great with plenty of help. Good Meeting.
Bid Committee - Marjorie (Sam Groce not present)
Has a copy of the Michigan bid tape. Sam & Marjorie met with Dr. Jones & Crickenberger about our bid for 2008 National Meeting and administration support. Discussed the support other states got from their administrations. Wisconsin (2003) & Georgia (2002) Extension administrations gave excellent support, in terms of cash, paying travel for committee meetings. Georgia paid for all committee chairs to attend national meeting in New Mexico(2001). There have been substantial financial contributions of the host state associations from their state administrations. These states also had payroll deductions set up for agents to make a contribution. This has been looked at and may get assistance from Sharon Rowland from 4-H Development Fund - said she would try to assist us in doing this payroll deduction and manage this process.
We should be able to get sponsors, but we can not go after National sponsors - have to find out (or Fred find out) if we can get monies from National sponsors as long as they fulfill commitments to National (due to their close ties to our state and association).
What we have been asked to do is put together a proposal to give to administration of what we expect out of administration and what our association will contribute. This will be done by the Bid Committee.
Next Bid Committee meeting - October 24 in Greensboro. Promotional video is being put together by Greensboro Convention and Visitors Bureau and the Greensboro folks will be down in Orlando to help with presentations. They are working with Ag Communications on this video but there is some help needed with getting Horticultural, Family & Ag Tourism and other similar type video shots.
There are some concerns about this committee, and participation of the members (or lack of). And not seeing minutes to these meetings. (But minutes were not requested. Minutes of the last meeting were sent out to officers.) Marjorie indicated that she would be attending the coming meeting representing the Board. Marjorie indicated that there will be two committees, the bid committee (to go for the bid in Florida) and the committee that will be putting on the meeting (if approved in Florida).
Concerns were expressed if we still wanted to go for a Bid (concerning support & climate).
MOTION was made that the President appoint 4 Board members to serve on the Bid Committee to get a better line of communication between the board and the committee. All districts, (which are all here) need to get representatives at these meetings. The President will write a letter to all District Directors and to all current representatives on the bid committee to strongly encourage participation if they are to continue on the committee. MOTION seconded and PASSED.
Greg Hoover, Barry Foushee, Bill Ellers & Marjorie Rayburn will serve on the Bid Committee as the Board Representative - Next Meeting OCTOBER 24.
Comments from Administration
Dr. Ort mentioned the Email about the recent Galaxy Conference. He said it was a good conference but agriculture was not represented. The Chair (Galaxy?) has instructed him to bring the message back that discussion on this is still not finished. Also wanted to ask us more about our plans to host the NACAA national meeting in 2008 in Greensboro. Administration is interested in supporting this and not sure how many dollars they will be able to give but will definitely give significant support. They will be looking at what other states have given, cash and in-kind as well as what was contributed to the National FCS conference 2 or so years ago. What he and Administration wants is what NCACAA is requesting and what support is needed and what it would cover. Wants to make the commitment as soon as possible so we will know what we will have to support that conference.
Dr. Ort mentioned that he just celebrated his 8th year as Director and that he was the eldest Director in the Southern Region. He indicated that some of the new Directors are not married to tradition and have said that if the Ag agents don't support or come to Galaxy and go to the Ag Agents Conference that they will go on their own. Dr. Ort said that he did not feel that way, and will not pull the rug out funding wise. There is disappointment with what took place at the national meeting, with the Southern Region - nothing to do with us, but with the Southern Region and with how that happened. Disappointment is centered on that whole incident and not the fact that we choose not to participate in Galaxy. He can't say what will happen in the other states between now and then. But what they decide to do does not mean that is what we will decide to do. Dr. Ort said that he defends our right to choose, even though his desire is to participate in the Galaxy Conference, not to give up our National meeting or anything we do at all, but rather to bring some of thinking and some of that to the Galaxy Conference. There is no question in his mind that that there is a huge if not the most important sections of what we do knocked out (of Galaxy).
The Dean's move to NCSU Provost has helped us with the Field Faculty issue that has dragged out for a long time. But due to his involvement he was aware of the situation - about acting on the legislation of year before last that allows the Chancellor to declare who is faculty and who isn't. Legislation was passed but that declaration was not made. He got this written up and approved by board of Governors. So we are now Field Faculty. The damage from the Hurricane will probably hit our budget but don't know yet how much. This will be a challenge and we expect revisions from the Governor. We will try to protect positions and travel.
Since 94-96 lost about 15 million.
Starting salaries and adjustments - already set aside to be done in phases for those new hires and those compressed. The concern was raised about the issue of the those agents that have been here 5-7 years; they will be disheartened.
12% increase in projected benefits - OUR COST.
Marketing Initiative - In process of getting a marketing consulting firm to help us market Extension, Programs, and the 2 Universities - give credit for what we do.
Annual Conference - This Year will be a District Event, all personnel involved. Someone will need to mind the office. (Perhaps Master Gardeners) 10-3pm
Dr. Ort completed his comments and thanked us.
Policy Revisions Committee - Walter Earle
Passed out copy with changes (a working copy). Encouraged Board to continue to be diligent in revising policy in a timely manner and get approved. President asked that all Board members to study and vote for changes or approval at next meeting.
Policy Change - * President appointed Past President Walter Earle to work on Policy and work on a Draft in reference to Past Presidents involvement and compensation for attending board meetings, but not compensated for attending State or National meeting. The issue of being an active agent or retired agent should also be addressed in this Policy change.*
NCACAA Proposed 2004 Budget - Barry Foushee
Budget Presented. Discussion about deficit budget. It was explained that transfers from the Trust Fund are used to cover that deficit. MOTION made SECONDED and Budget PASSED
NCACAA Meal Sponsorship in Florida - Monday Night Meal - off site, catered. Can have impact with our Bid, Fred's Election, and we usually help each other out (in Southern Region). Expect to feed 2000 and cost $32000 - $35000. Many states have said they will be helping out. The trend is what we do for them - they will do for us.
MOTION made to give $4000 to meal with NC Agents to serve, SECONDED - PASSED (Emily will explore possibility of getting sponsorship).
New Benevolence Committee Chair - Brian Beer was named as Chair to replace Lisa Wimpfheimer who is leaving Extension.
Specialist Participation Committee - At Nags Head, Specialists with Ag Responsibility were voted in. Issues need to be decided on how they will fit in the district structure/set up and so forth . So a committee is needed on how to include specialists. Compose a letter will be drafted by committee and sent out by Marjorie by the end of November to specialists to encourage involvement.
Specialist Participation Committee was named - Chair - Walter Earle, Lenny Rogers, Barry Foushee, Mark Tucker, Royce Hardin, Mike Carroll, Jeff Copeland
By-Laws Clean Up - Marjorie discussed the problem with clarity in the Constitution and By Laws so is asking the Constitution and By Laws Committee to work on this and ask involvement from Parliamentarian, Jack Loudermilk .
Federation Forum - Districts are to send in Issues/Discussion to Marjorie and she will relay these Issues/Discussion on to Federation President James Cochran. Each District needs to make sure that a Representative is at that meeting . ALL DISTRICTS NEED TO BE REPRESENTED.
Discussion issues: Possible Insurance/Benefits from other sources. No raises & increase in cost for benefits. Horn Of Plenty - support vs. benefit.
James Faxed Marjorie about Epsilon Sigma Phi asking to be member of Federation. One must ask purpose of Federation - is it a way to get issues from staff to administration, or administration to staff? Many ESP members are administrators. Also, ESP members are already represented on the Federation through other associations - is this double representation? ESP admission requires Federation By-Laws change - needs 2/3 vote of those present at annual Forum and notification ahead of time.
Received letter of Thanks from Secretaries for our past contribution to their Association.
District Reports
SW- Host 2005 State Meeting in Hickory.
NW - Hosted past 2 years Horn Of Plenty. Host 2004 State Meeting and got budget - Had canoe trip few weeks ago.
SE - Had September 12 meeting planning CCA School in Dec - New Bern. Next meeting - Nov 14.
NC - Upcoming meeting.
SC - 4 New Members. Met Last week with Rick Hamilton providing program.
NE - 1 New Member, met in September, will meet in December-fishing trip.
Next Meeting Scheduled - January 9 - Here in Wake County Office
Meeting was adjourned.
Respectfully Submitted,
Ben Chase, NCACAA Secretary