NCACAA Board Meeting Minutes
June 15, 2004,
Hawthorne Inn, Winston-Salem, NC
Attending Board Members: Marjorie Rayburn, Mark Tucker, Lenny Rogers, Barry Foushee, Walter Earle, Ben Chase, Mike Carroll, Brian Beer, Royce Hardin, Greg Hoover, Joanna Radford, Jeff Vance, Diane Ducharme, Ray Harris, David Fogarty, Wick Wickliffe, James Cochran, Fred Miller, Doug Wilson, Sam Groce, Ava Pope, Ed Jones
Previewed Bid Video
President Marjorie Rayburn welcomed everyone and called the meeting to order.
Started off by complimenting the Northwest District Agents for Hosting this years Annual NCACAA Meeting. It appears to be well organized and planned well. Went around the table for introductions Recognized
Minutes
Ben Chase had previously sent out the minutes (numerous times) from the last Board Meeting. The MOTION was quickly made by Walter Earle to accept minutes has previously written and seconded. Madam President then called for discussion & Vote.
Minutes were APPROVED.
Treasurer's Report
Barry Foushee passed out 2 Reports - Financial Report (Yellow Sheet) 1/1/2003 - 12/31/2003 and Treasurer's Report (Green Sheet) 1/1/2004 - 6/17/2004
Financial Report
Balance Checking 12/31/2003 - $2,442.21
Balance Savings 12/31/2003 - $1,500.17
Total 12/31/2003 (checking & savings) $3,944.38
Treasurer's Report
Total Balance (checkbook & savings) 6/17/2004 - $14,112.51
2004 Membership
Increase of one since April - Total Membership NCACAA 2004 - 253 members
DSA's & Voting Delegates - 246
There are more members now than the same time last year.
5 new members were specialist from the Northeast.
Madam President encouraged Districts to invite Specialist to join.
MOTION was made, SECONDED and PASSED to accept Treasurers Report as Presented.
Trust Fund Report
Barry presented report due to Everett Davis not yet back from pre-conference activity. Report was passed out. Trust Fund Committee continues to encourage the NCACAA Board to be diligent in the use of these funds and possible alternative means of sponsoring awards. Has picked a good deal amount from last year and year before but still way off from where it was about 3 to 4 years ago. We have basically been taking the funds out that have been earned over the last 2 years.
Committee Reports & Old Business
Bid Committee
Sam Groce and Ava Pope (Greensboro CVB) - National Bid
Ready to go with Bid Tape - previewed prior to Board meeting. Name tags for voting delegates and Agents attending this State Meeting. Ask that members going to Orlando to wear these nametag holders as well as at other functions.
Also voting delegates in Orlando (due to the generosity from Greensboro) will receive a nice notebook with the NACAA logo with the outline of North Carolina.
A coversheet will be included in the gifts promoting NC and Greensboro in 2008 as well as a brochure promoting Fred's campaign. These were at no cost to NCACAA and paid by Greensboro.
Barry has been handling having the booth at the trade show and in the hospitality suite in Orlando for Sunday and Monday nights with the vote on Tuesday. At the General Business Session there on Thursday, Sam, Ava and Marjorie will be making the bid presentation. This will be done for the NCACAA membership this week at the General Business meeting so our membership will see it and at the banquet on Thursday night.
Madam President also stated that there will be a voting delegate breakfast in Orlando on July 12th and video may be presented there. (There will also be other trinkets at the booth - pencils, brochures and bags advertising Greensboro)
Sam also asked for those attending Orlando to help man the booth and hospitality room.
Previous Past President James Cochran brought up that 50% of our agents have less than 5 years and that many were not here for the vote to host 2008 NACAA PIC. His point was well taken and that the video will serve as a sales pitch to that group and Madam President will address that at the General membership meeting to those young members.
Sam asked that we Thank DR Ort for administration support of us hosting the 2008 meeting.
State Meeting Report
Wick Wickliffe, Lenny Rogers
Wick welcomed everyone to Winston Salem. Discussed opening luncheon and other arrangements. Have 150 agents and a few retired agents, 30 spouses, 16 youth registered. If anyone needs assistance or has questions, ask one of the District Agents, they will be wearing the Red Shirts. Wick made clear that he was the only one that could authorize any request any service of the motel that would be of cost. This is to prevent unauthorized charges that have not been approved.
Lenny Rogers - Lenny passed out the list of sponsors for the NCACAA 2004 Annual Meeting and Professional Improvement Conference. (yellow sheet) Philip Morris increased their contribution $500 from last year. This may be a Thank You for our past working relationship with Larry Sykes who is retiring. Total dollars in hand $13,900 and there has been $14,100 promised and expecting another check tomorrow. So final tally will be over $14,100.
Lenny also passed out the Sponsor Names and addresses (Green Sheet)
Thank you notes need to be written and mailed out from a Board member to sponsors. Lenny passed out sheet for commitments to write sponsors.
Board applauded Lenny for a job well done with this years fund raising.
Federation Report
James Cochran
Federation Forum is scheduled for Friday, December 3rd in Sanford
This year more time will be devoted towards administration interaction and dialogue as well as an educational program. Afternoon will be the business session and most likely will probably go from 6 Association members to 7. ESP Association being voted on as the possible new membership. Last year there was no need to meet in August and it is up in the air if the Federation will meet prior to the Forum. If the need arises to meet with administration we will.
The Federation Board will vote on a membership dues and James ask the group to discuss the Federation proposal for each association to pay $50 dues. In the past the Soybean Association has paid $750, which is about $150 for each association and when the last association was added that went down to about $125, and with 7 member association it will come down to about $107 each. The Federation is a break-even organization that runs about $750. In the past associations may send 10 members to the Federation Forum and may get charged $10. That has not been done for about 3 years and gotten away from that aspect, so the Federation Forum Board is asking in lieu of doing the $10 charge for the 10 members that attend the forum is to have a $50 dues per association. This would make the budget break even. (the addition of these two other associations the cost is going up for the federation forum) In the discussion it was brought up about the poor attendance from other associations at Forum.
Out going Past President Walter Earle stressed the need for our continued support and apart of the what the Federation Board vote decides, we should go ahead and pay the $50 if needed due to of our need to remain supportive and involved in the Federation.Board showed general agreement in support of Walter's comments
2005 NCACAA Meeting
Lenny Rogers - Meeting will take place at the Holiday Inn Select in Hickory, June 14-16. Room Rates are set $79/Room (1-4 people). Committee has been working and many good tours lined up.
Nominating Committee
Brian Beer presented committee report for Richard Melton
President - Mark Tucker
President Elect - Lenny Rogers
Vice President - Ray Harris
Secretary - Ben Chase
Treasurer - Barry Foushee
Past President - Marjorie Rayburn
Orlando
Hospitality - Barry Foushee - Working with Scott on Hospitality room. It looks like they have given an up grade for Barry's room, from a room to a suite; this should be large enough to serve as the NC hospitality room. Ask for help in manning the room from board and other members that will be in attendance.
Fred's campaign, Mark Tucker - will piggyback on what hospitality is doing to promote the campaign.
States Night Out - Mark Tucker - Tuesday night, have been checking out options but will find out who is planning on attending Orlando at the general business meeting later this week and discuss what we might do.
New Business
Comments from Southern Region and NACAA - Doug Wilson - Spring Board got a Group to assist with contracts and such with National meetings. This group that is accustomed to working with events and contracts such as this will help prevent future problems with motel contracts and such. The subject of Galaxy has been discussed again but not from the Southern Region. Not sure where it is coming from but will hear about it again. Commended our Boards decision on supporting the resolution on Galaxy and our willingness to work with others and considering options. There are a few squeaky wheels, but we all know that they make the noise. Mark asked that since we voted in favor of the resolution, what was the consensus of the rest in the Southern Region. Doug felt that Elmo is not inclining to bring it up because it was not a unanimous resolution with-in the Southern Region. But we will probably hear more about Galaxy in the future and possibly in Orlando. There are a lot of things going on. At this point we do not have anyone considering hosting the 2009 meeting, and not sure if that is a move due to Galaxy or what? Colorado had expressed interest but cut backs had changed that.
President Elect suggested that in our involvement in Orlando we should be very positive about 2008 and say nothing negative about Galaxy. You can go to the two meetings and you can count on ours being a good one.
Fred Miller - Thanked NC for support of the campaign. And asked if there where any questions and that he would be giving his report in the General Business meeting.
Trust Fund Report
Everett Davis
(Copy of Trust Fund Report)
The stock market has been projected to continue to recover slightly on through the election and the end of the year. Recommendation is that we hold what we have now until the winter board meeting. We have been fortunate to recover some of our lost investment in the past year. WE did transfer some money from the Charlotte 88 Trust Funds and also from the Board Trust fund to recover from expenses from last years state meeting and National meeting as well. What is in the financial report is basically the same information that was provided to this board in the January Board meeting.
The value of the Charlotte Trust Funds and NCACAA Trust Funds increased 31.68 percent and 30.08 percent respectively in 2003.
It is recommended that the Board to reconsider its policies of allocating funds in the same manner that's been done in past years. Committing financial support based on what has been done in recent years for awards, recognition, and professional development during times the stock market is doing poorly will continue to deplete significant funds from account.
It is encouraged that the Board to be aggressive in developing strategies that will either fund or partially expenses and to restructure amount of funding for awards and recognition programs. Efforts should be made to replace some funds taken from these accounts. Rick Wolfe will be prepared to meet with the Board at the winter meeting to discuss options for protecting investments from drastic losses, and for making funds more readily available for awards recognition.
Update on Committee Chairs
Mark Tucker
Professional Excellence - Greg Hoover, Chair
Scholarship Committee - Ben Chase, Chair
Forestry & Natural Resources - STILL NEEDED, Let him know if anyone is interested
Policy
Can't have double dipping - If you get a DSA or a AA award and are also a voting delegate, policy as written only allows one to claim one of those monetary contributions for attending the national meeting. Is kind of unclear. We would like for administration to support the voting delegates and still have the award winners come out with a Grand Total of $1000.
Policy Clarification /CHANGE - MOTION was made by Barry Foushee, That if you are a voting delegate, and also an award winner of AA or DSA, if serving in both of those capacities, you will receive the voting delegate funding from administration ($400), voting delegate money from the board ($100) and balance made up in the award money.
Seconded, No discussion and MOTION PASSED.
Young Agent Scholarship Award
Southeast District has some issues with Young Agent Scholarship Award. Basically a lot of the new agents are older than 30 years old and are not eligible for some of the awards, and so they were asking how many folks might be in this situation?
If folks hired have Masters & PHD's and they are not young. So what they are entertaining is possibly changing age limit to possibly years of service. These monies have been provided by retired agents and invested in the Ag. foundation to enable that award to be given. The retired agents were also the ones that set requirements for recipients. (under 30 and 5 years service)
Madam President felt it should be brought before the Life Members Committee, and since it is an award it should go before Eric Spauldings Committee for discussion and be put as a proposal.
Johnny Hensley made comment that Young Agents Requirements should stay the same.
Lewis Howe Scholarship - Mark Tucker - Original money for this scholarship was placed in the Ag. Foundation. This has basically been under a gentleman's agreement. It has not been collecting interest and they (Foundation) would like to consider endowing and let them know what the plan is. If nothing is done money will be gone in a short period if continue to give awards. The Foundation would allow us to endow this at $10,000 for this.
MOTION was made to let Horticulture Committee handle this or finding the means of endowing this scholarship so we will retain the money for future awards. MOTION SECONDED and PASSED.
Addendum: Following the State meeting President Mark Tucker discussed this with Cyndi Lauderdale (Horticultural Chair ) and Ben Chase (Scholarship Chair) would work together to try to get the Lewis Howe Scholarship Endowed.
Comments from Administration - Ed Jones made view brief comments and Thanked Board for efforts.
Dispensed with District Reports
Next Meeting Scheduled - Friday, October 1 at the Wake County Office
Meeting was adjourned
Respectfully Submitted
Ben Chase
NCACAA Secretary
Addendum To June Board Meeting
On 9/2/2004 President Mark Tucker sent the following message out to NCACAA Board Members.
The NC Extension and Community Association is hosting the 2004 County Women's Council of the World USA Conference Sept. 23-25, 2004. They have requested support from the various Agent Associations including NCACAA. They have indicated that any donation would be appreciated and that they are evidently very tight on their budget/finances based on their planned conference expenses. I have checked and understand that the FCE and 4-H associations have each given $300. They would like to have the money or at least know of our intentions to give or not ASAP for planning purposes, so I felt that we needed to make this decision over email rather than wait until the October Board Meeting.
Lenny Rogers made a MOTION to donate $300 to the NC Extension Community Association to assist them in hosting the 2004 County Women's' Council of the World USA Conference.
Reasons being:
#1 We have supported the Secretarial Association the last several years (just for their state meeting) since they don't have the network or ability to raise funds easily and this group somewhat fits that same mold.
#2 This is probably a one time event during our Extension Careers for this National event to be hosted in NC and therefore a one time need for our support.
#3 We are in the planning stage ourselves for a National Meeting and we will need other associations help both financially and physically. We want to seem and be team players.
The MOTION was SECONDED
The MOTION PASSED with all 14 votes cast in favor of the Motion.
(Board Members that voted: Mark Tucker, Lenny Rogers, Ben Chase, Mike Carroll, Ray Harris, David Fogarty, Marjorie Rayburn, Brian Beer, Chris Talley, Barry Foushee, Diane Ducharme, Jeff Copeland, Allan Thornton, Heather Lifsey)
Addendum Respectfully Submitted By Ben Chase, NCACAA Secretary