NCACAA - Board Meeting 6/14/2005

Attending Board Members:
Mark Tucker - NCACAA President
Lenny Rogers - NCACAA President Elect
Ray Harris – NCACAA Vice President
Marjorie Rayburn – NCACAA Past President
Barry Foushee – NCACAA Treasurer
Ben Chase – NCACAA Secretary
Mike Carroll, Brian Beer, Joanna Radford, Diane Ducharme, David Fogarty, Alan Thornton, Nancy Keith, Tyrone Fisher, Fred Miller, Elmo Collum, Jack Loudermilk, Everett Davis

Since a couple of Board members were not back from Pre-Conference activities, started with the Trust Fund Report.

Trust Fund Report Everett Davis
(Passed out Report)
the value of our investments in both the Charlotte '88 Trust Fund Account and the NCACAA Board Savings Account continued to recover during 2004. Hopefully, this trend will continue during the coming years. NCACAA maintains two (2) separate trust accounts, each with specific purposes and goals. The Bylaws and Policies of NCACAA provide that the three (3) immediate past presidents shall make up the Trust Fund Committee which shall be responsible for overseeing these investments, make recommendations as needed to the Board of Directors about the use of these funds, and counsel as necessary with financial advisers about the management of these investments. Everett Davis, 1993 Past President, was appointed by the Board of Directors as ongoing chair responsible for coordinating the activities of this committee and to provide continuity from year to year. Johnny Hensley, Past President, 2002, has retired and is no longer an active member of this association. James Cochran, Past President, 2001, continued to serve during this year to fill Johnny Hensley's vacancy.

CHARLOTTE '88 TRUST FUNDS
The surplus from the Charlotte '88 National Meeting was invested to provide income stability for support of our association's awards programs, professional development of our members, and financial support for officers and eligible members to participate in official regional and national activities. These funds are invested in mutual funds primarily for growth and secondarily for security.

On June 14, 2004 $5,000 was withdrawn from this account and transferred to Barry Foushee, NCACAA Treasurer, to support 2004 professional development activities as approved by the Board of Directors and to provide funds needed to support the awards program of our state meeting. During the 2004 fiscal year, the value of all investments in this account increased in value by 10.43 percent.

At the Winter Board Meeting in Raleigh on January 7, 2005, Rick Wolfe, Financial Adviser for Raymond James Financial Services met with the Board of Directors at which time the board instructed him to reinvest all Charlotte '88 funds into investments that would provide some protection against drastic weakening of the stock market. Mr. Wolfe made these changes with several transactions during the month of January.

NCACAA BOARD TRUST FUNDS - NCACAA, over time, has surplus funds resulting from earnings from state meetings, excesses from election campaigns, sponsorships, et cetera. These funds are invested similar to the Charlotte '88 funds and are also managed by the Trust Fund Committee. However, these funds are available to the Board of Directors to be used at their discretion.

These funds are invested in mutual funds primarily for security and secondarily for growth. As appropriate, a small balance is maintained in a money market account. During the 2004 fiscal year, the value of these investments increased 14.74 percent.

On June 14, 2004 $1,000 was withdrawn from this account and transferred to Barry Foushee, NCACAA Treasurer, to provide funds for the association to carry out activities approved by the Board of Directors.

TAX REPORTING
all income statements and tax documents resulting from these accounts during 2003 were properly transferred to Gayle Smith, CPA, on February 8, 2005 income tax reporting.

RECOMMENDATIONS FROM TRUST FUND COMMITTEE
The Trust Fund Committee continues to encourage the NCACAA Board of Directors to reconsider its current policies of allocating Charlotte 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 this account.

We also encourage the NCACAA Board of Directors to aggressively develop strategies that will either fund or partially fund anticipated expenses; and to restructure the amount of funding for awards and recognition programs. Efforts should be made to replace some of the funds that have been withdrawn from the Charlotte '88 Trust Account and the NCACAA Board Trust Account.

FINANCIAL INFORMATION AVAILABLE TO MEMBERS
Due to the sensitivity of financial information, detailed financial reports and information will not be posted to the NCACAA Annual Report web pages. Any member requesting it will be provided detailed financial and investment information by the Trust Fund Chairman.
Everett Davis, Trust Fund Chairman, Marjorie Rayburn, Past President, 2004
Walter Earle, Past President, 2003, James Cochran, Past President, 2001
Mark added to that we need to be thinking as we go into 2008, what the possibilities are or what can be done with funds.

Minutes - Ben Chase,
All Board members had previously sent out the minutes from the last Board Meeting, with a few slight changes Thanks to Marjorie. The MOTION was quickly made by Ray Harris to accept minutes has written and seconded. President Tucker then called for discussion and Vote.
Minutes were APPROVED.

Federation Report
Due to James Cochran getting his wisdom teeth removed, President Tucker presented Federation report/update sent in by James:

As part of the Federation rotation of officers representing the various Associations, James Cochran will be going off as Past President. At the Friday, December 9th Federation Forum, NCACAA needs to appoint the Federation office of "Webmaster" for a one-year term (2006).
http://www.ces.ncsu.edu/assn/federation/officers.shtml

Next year, for the 2007 term, NCACAA needs to appoint the Federation Treasurer. For the 2008 term, NCACAA needs to appoint the Federation Secretary.

For the 2009 term, NCACAA appoints the Federation President-Elect which basically becomes a 3-year term through to December 2011.

Appointments can be by the President, nominating Committee, board reviewed/recommendations, etc.

It has been suggested that John Dorner be next year's Federation Webmaster office.

A break from recent years, the whole Federation Board will meet between the April Board meeting and the December Federation Forum. Drs. Ort, McKinnie and Zublena will meet with the Federation Board Wednesday October 12, 9-noon, in the new state 4-H office building Conference room in Raleigh. The reasons for meeting are for more In-depth and administration involved planning in the format of the December Federation Forum, and, dialogue and update of on-going topics such as the marketing efforts, EMAPS revision, MOUs, etc.
NOTE: this October meeting will be the first Federation Board meeting for some of the associations' officers (typically, the newly elected at the summer 2005 annual meetings President-Elect office). Lenny needs to have on his calendar as well as Ray. If they can not make it please select some others to attend.

By the October 12th meeting, all state associations should have met (at their annual and/or district meetings), compiled and forwarded ideas, issues and concerns to the Federation to review with Administration.

Federation Dates: Wednesday, October 12, 9-noon meet with administration. Board business following. Friday, December 9th, Forum is to be held in Sanford, at the Lee County office (10 slots, 7 Districts Vice Directors, President, President Elect and Vice President). Usually a spring board meeting is held in April, 2006.

Concern was raised and discussion was held about asking John Dorner to be Webmaster due to the amount of work he is already doing for the association and the large amount of work that he has on him. Lenny mentioned that John had asked for a committee to help with posting info on web and that he would talk to John further about this.

2005 Treasurer's Report
Barry Foushee passed out Treasurer Report (Green Sheet) and NCACAA Membership (Yellow Sheet) Treasurer's Report (Green Sheet) 1/1/2005 – 6/16/2005 - Total Balance (checkbook & savings) - $11,206.21 Have not gotten any funds out of Trust Fund yet but will before Buffalo to pay delegates, DSA's & AA's. Normally we have to dip into these funds by the 1st of June.

Membership (yellow sheet) has increased since last Board meeting in April – Total Membership in NCACAA 2005 - 261 members (1 more Voting Delegate)
There are more members now than the same time last year. Barry encouraged Districts to invite Specialist to join.

MOTION was made, SECONDED to accept Treasurers Report as Presented.
MOTION PASSED

Ray Harris asks Barry for clarification about funding for DSA's, AA's and award winners:
DSA's and AA's - $1000 a piece comes from Association
Voting Delegates usually gets $400 Administration and Association pays $100
All Officers (that attend) - $500

Since we have an extra voting delegate (9) this year weren't sure about extra administration support, past has been support for 7. Mark added that we have to ask administration each year and they decide and base on what is done with the other associations. Have been told that this year they will support the 7 at ($400). Mark and President –Elect (voted on last Board meeting) would be the added voting delegates along with the 7 District Vice Directors.

Voting Delegate turn in up to $100 expenses to Treasurer, and turn in up to $400 on regular travel, names have been turned in, and the $400 will be put back into the voting delegates travel account. (this can take several months)

DSA's and AA's award winners show prove of attending National Meeting get check for $1000.

If DSA/AA AND Voting Delegate - $400 Administration, $100 Association and Treasurer will write check for $500. This will keep from getting a 1099 (not more than $600)

2005 State Meeting Update – Lenny Rogers
Softball Schedule starts at 5:15-6:15 first games, (fields about 30 min drive with shuttles going back and forth) 6:15 Dinner & Auction, 7-8 Semi finals, 8-9 NCACAA Softball Championship Final

Lenny passed out 2005 NCACAA State Meeting Revised Budget (Blue Sheet)
Now 236 registered so that will be added to these figures . Total estimated expenses $20,777, pre-approved budget $20, 654, this is up slightly but due to added people. Estimated amount needed from State Association - $10,657
(176 agents and retired agents attending, Total for meeting 236, including spouses and children)
Fund Raising - Ray Harris
$14,099, had not gotten $1000 from Philip Morris but have committed so that puts us at $15,099 which will put association up on the event.

Point was made to send out addresses of meeting sponsors so Thank you notes could be sent.

Barry had questions about 3 checks that were made from University and 2 checks from Murphy Brown. Lenny said the 3 checks came from SARE, Ag Foundation and the Federation.

- Barry made recommendation that all registration and sponsor monies for NCACAA Annual Meeting come to the State Treasurer for ease of putting funds in one pot and all bills paid from this pot, rather than District paying and State paying part and then having to settle up at the end of the meeting . And District can have there own sponsorship monies that State does not cover.

MOTION: All Registration and State Sponsorship Monies associated with the Annual NCACAA Meeting come to the NCACAA State Treasurer with all State Sponsored expenses from annual meeting being paid by NCACAA Treasurer.

MOTION was made and SECONDED, President Tucker Called for DISCUSSION. In discussion that followed: Districts can have own sponsorship to cover expenses that State does not cover and everything would funnel through the district on to the State Treasurer with checks made out to NCACAA.

Nominating Committee Report
Brian Beer presented committee report for Richard Melton
President - Lenny Rodgers
President Elect – Ray Harris
Vice President – Gary Pierce
Secretary – Ben Chase
Treasurer – Barry Foushee
Past President – Mark Tucker

(Nominating Committee Members – Richard Melton – Chair, Royce Hardin, Kathy Bunton, Chris Talley, Brian Beer, Allan Thornton, Heather Lifsey, Jerry Simpson)

Discussed Treasurer position and needed to start considering or identifying who would be strong candidates for Treasurer next year and going into the National Meeting in 2008.

2005 National Meeting – Buffalo NY
Lenny – Campaign Manager for Fred Miller's run for future NACAA President. Decided on getting umbrellas for voting delegate gifts with National Logo on them.

Barry is handling hospitality suite for Monday Night. Barry is driving up and taking up needed materials.
Fred – explained why the NACAA Board decided to not allow us to do a Breakfast that we had considered doing. The Board was concerned that allowing us to do the Breakfast would set precedence in future years where there might be competition between candidates and call future problems. That's why we are going with the hospitality suite for Monday night. Fred thanked Barry and Lenny and looked forward to the campaign.

States Night Out – Tuesday Night at Pearl Street Brewery, Good family restaurant
Officers Session – 2 pm Sunday, Voting Delegates – Tuesday Morning

Elmo Collum – Southern Region Director
1298 registered for the National AMPIC in Buffalo. CEO of Birds Eye is on the program, General Sessions will last 1 hour 30 minutes, and Glenn has worked hard to cut this down, Trade talks look good. Program is up on the web and I encourage folks to take a look at it.

2008 Update –
Discussion was held on handling funds associated with the 2008 meeting, and Lenny indicated that the best thing to do at this point was to set up a money market account for now and then probably a separate checking account will be having a 2008 Committee Chair and Vice Chair meeting in the morning.

Membership support is one of the goals of this years State meeting, getting support from our entire membership for 2008. Ed Nolley, 1988 National Chair, and Reagon Ammons, Life Member and from Extension Foundation will be at Business session, talking about support. We will be asking Committee Chairs to go ahead and ask folks on there committees this will help assist with support of the meeting.

Administrative Support – They have committed $50,000 in support to 2008 meeting. We are putting a plan for what the money will be used for. This does include last year's money that was used. Will submit to the group tomorrow, suggestions on how we will go about spending that money. Propose we pay for all 22 Committee Chairs (Vice Chairs) to attend here in the last 2 years. Not enough money to do that but we should try to come up with enough money to try to do that, or we can decide to divide up monies.

Discussed how or where we will utilize excess funds from 2008, we have the scholarship auction tomorrow that will start us off with fund raising. The 2008 steering committee will come up with a plan before 2008 of how we will utilize these funds. Tomorrow will be talking about Proposed Budget, Theme, Fund Raising, and Tours Will also talk about meeting with Specialist and getting there support.

- Elmo Collum – Asked the Board to get Young members involved in the Association. Get them excited in the association, put them as Vice Chairs to get them in leadership. We have got to do this for the future survival of the organization. Elmo praised NC as a backbone to the National Association and also praised our passed Presidents on NCACAA and Fred's work.

Lengthy discussion was held about getting new members and it was suggested that at District meetings that it is explained to these young agents, what the association is all about, why the need to be a member and the different awards they are eligible. There are about 30 first timers here, 50% of our agents been here less than 5 years. In Policy it is Membership Services job to do this, but it is shared on all of the backs of this Board to get this done. Early Career development Committee is also part of this.

- Lenny is to ask Early Career Development Committee to come up with a plan to get young agents involved (Board members to come and talk, Membership Packets) and present this plan at next Board meeting.

Lenny indicated that we need a Public Relations Chair, please let him know who could fill this position.

Fred Miller – We will be in competition with Galaxy in 2008 and this will hopefully make us both better. Futuring and Policy Committees have been working. Anyone who would like to serve as a National Committee Chair, let your name known. Fred also 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.

On 6/22/2005 President Mark Tucker made Board members aware of the DSA's, AA's, etc. having to attend meetings in order to get money unless they get prior approval due to extreme circumstances. One member was unable to attend due to getting married and she had let Mark and Joey Knight (Communications Chair) know of her situation. Mark felt that in this case there should not be a problem giving the award and money since she had a legitimate excuse, President Tucker recommend that we send her the financial award.

There was discussion about Policy and that it needed to be clarified in Policy. The Board voted by Email for reimbursement of the award.

President Tucker made Board aware of situation that Elmo Collum had sent about a major donor of the NACAA meeting in New York had pulled out. It was suggested that NCACAA help out by way of a monetary contribution. Barry Foushee made a motion to send $1000 to NY for help with the 2005 AM/PIC and was seconded by Chris Talley.

Discussion: Not sure how to judge whether the $1000 amount is too high or low? Do we know how much NY's lost sponsor was going to contribute? Is there a target number that the Southern Region would like to reach in helping NY?

President Tucker First the lost sponsorship was $15000. Elmo's response also indicated the situation did not seem quite as desperate as the earlier message might have sounded. In fact NY has requested that no money be sent now. When they complete the meeting and find out there financial status, only if they are "in the hole" would they ask for financial assistance from us or other states. So President Tucker suggested that we go ahead and vote on the motion that was made and seconded to provide $1000 support to NY, but with the understanding that they are only asking for the money if the meeting results in them being in the hole, and that the money would not be sent until further contact from NACAA or NY.

NCACAA Board Meeting

June 14, 2005
Holiday Inn Select – Hickory NC

NCACAA Board Meeting

June 14, 2005 Holiday Inn Select – Hickory NC

June 14, 2005
Holiday Inn Select – Hickory NC