President- Lenny Rogers, Presiding
Welcome and Call to Order
Went around room and Board introduced themselves: Lenny Rogers, Ray Harris, Gary Pierce, Ben Chase, Barry Foushee, Fred Miller, Mark Tucker, Heather Odom, Allan Thornton, Kelly Groves, Tyrone Fisher, Seth Nagy, Molly Sandfoss, Dan Campeau, Paul Smith, Matt Martin, Nancy Keith, Jim Cowden, Tony McGaha, Curtis D Fountain
Lenny mentioned the fact that Ben was not apart of the September 23, Board Conference call due to Kathy, his wife's Heart attack and by-pass. Received a nice Thank you card for the gifts and money.
Ben thanked everyone for all the support that this Board and Association showed to the family. Kathy is doing well and on her way to recovery. Thanks to everyone.
Ben Thanked Nancy Keith for taking minutes on the September 23rd Conference Call. Minutes were sent out by way of Email. Past President Mark Tucker made a correction on the Policy Revision. In the minutes should read that in the awards section it needs to state that all monetary award winners must be present at the state meeting to receive award or the award is forfeited. If there is a conflict and an agent is not able to attend the meeting to receive award, they must present their case to the appropriate committee (NOT TO THE BOARD) for a decision on whether or not award is granted. The appropriate committee will then notify Board on the decision.
The MOTION was made to approve the minutes as corrected, Motion seconded.
Call for Question with no discussion. MOTION Passed with no votes against.
Barry passed out copies of the 2005 Year-end Treasures Report (green Sheet) and the NCACAA Membership list (yellow sheet)
This year was the first year that membership had to be paid before Dec 31st. Under expenses, Membership dues $26,530.00 this is for NACAA 2005-2006. It appears high due to previous years memberships were paid by March 15th. Barry mentioned that the new data base system worked and was easier to use than in the past.
Total Income - $70,026, Total expenses were $64,265.14 with Checkbook Balance 12/31/2005 $314.29 (as of 1/06/2006 was $267.51) Savings Balance 12/31/2005 was $4,760.78. Total balance for checking and savings $5,075.07.
This does not include any 2006 sponsorships.
Yellow Sheet - Membership Report (2004, 2005, 2006) Total of 263 members, increased membership over 2005. One of first years that we did not have 100% agent participation. SE District had some agents not to join.
MOTION was made to approve Treasures Report as presented. Motion seconded
Call for Question with no discussion. MOTION PASSED with no votes against.
Trust Fund Report - Lenny indicated that Everett Davis let him know that very little had changed and account was still looking good.
Barry & Lenny present what Everett sent by way of Email as well as Trust Fund Committee Report. (Attached)
Due to the sensitivity of financial information, detailed financial reports and information will not be posted to the NCACAA web pages. Any member requesting it will be provided detailed financial and investment information by the Trust Fund Chairman.
Everett Davis, Trust Fund Chairman, Mark Tucker - Past President 2005, Marjorie Rayburn - Past President 2004, and Walter Earle - Past President 2003
Discussed the past Approval of Co-Sponsorship of a Meal Monday evening in Cincinnati, sharing with Florida Association in the amount of $7,500 that we would put up for this meal. Cincinnati has agreed to do the same for us when we host national meeting in 2008. At this meeting in Cincinnati we will be serving along with Florida agents. A question is when they would need these funds, and it appears they will need it in 3-4 months. Lenny asked for suggestions where we should pull this $7,500 money from. After Barry made some comments and short discussion
Motion was made and Seconded to Take Funds out of Trust Fund. Call for Question with no discussion. MOTION PASSED with no votes against.
Lenny discussed the committee list that had all been sent in. Thanks to John Dorner, these committee lists are now listed on the NCACAA Website. Fred Miller reminded Ray Harris that when we go to NACAA meeting in Cincinnati, he will be expected to bring the list of state committee chairs and contact information.
Internal Communications Committee, John Dorner asked to be put together. Districts have sent in there representatives to serve and chaired by John Dorner. Committee members are Ray Harris, George Stancil, Bruce Simmons, Seth Nagy, Diane Ducharme, Art Bradley & Kent Wooten.
Since the tax laws have changed, the question is to the retired agents (who fund this) can we make this a reimbursement for travel expenses. This is due to taxes being taken out if it is given as a monetary award. Lenny contacted co-chairs Bill Holzman and Victor Lynn and indicated that they are willing to due this so agent can receive full benefit. Other retired agents that Lenny had talked to also indicated that it should be done on a reimbursement basis.
Lewis Howe Scholarship has also been changed to a reimbursement basis for the same reasons.
Barry brought up the short discussion on who would be writing the check for reimbursement , and the consensus was that the Foundation would be doing this. Lenny asked that if a formal letter needs to be written up to let him know . Barry also ask Mark Tucker if concerning DSA's and AA's and with new IRS laws are we suppose to send out 1099's out. Mark had talked to Sharon and there was some uncertainty and had not found out the answer about this. But it was felt that we would need to send out the 1099's at least this year. But we need to find out for sure.
A short discussion on DSA's and AA's being based on a reimbursement process. Lenny asked that when discussions are held with Sharon that we find out how we should do this in the future.
Dr Jones brought Greetings from Dr Ort. Indicated that we are expecting a 1% revision in the budget from the Federal Government due to Hurricane Katrina. Not sure of what the impact of this will be, hopefully not a lot at county level. Will let us know as soon as they know. There are 2 opportunities from 2 groups that are interested in our involvement . Farm Transition Network and NCDA Mary Ann McBride (Animal ID program)
Training announcement form Blake Brown and the Value Added Ag to be held in March and we are encouraged to participate. There have been some discussion held with Department Leaders before Christmas was the issue of training and training opportunities conduct by the departments. Some departments have done a good job over the past few years even with the tight budgets. Administration is wanting a better handle on what the training needs are so the training is designed for maximum benefit and efficiency. What is being done is to set up an electronic way of requesting from agents what these training needs are, with specifics. So that the training that is offered is what is wanted, needed and is done well. Encouraged by using Learning Management System to track training activities, Quality of Training and who is participating and what specialist are doing a good job at it. This is so the quality of training will get better and better.
A short discussion was held on LMS - positives and concerns - notification of training, real-time. Is a continued challenge to keep responsibility list current and this system functioning efficiently. We will continue to work on building the system to meet the need.
There is a new Extension Engagement Vice Chancellor that will start March 15th and he has a really good understanding of Extension. This will give us the visibility at the Chancellor table. Extension is in pretty good shape as far as the leadership in the University and their involvement and understanding of Extension.
Lenny Thanked Dr Jones for Coming and invited him to State Meeting in June.
We had previously donated $2500 towards assistance & relief efforts. Lenny was asking or bringing it up for discussion if we needed to do anything else. Fred indicated that they were still accepting contributions but things have slow down or dropping off. NACAA donated a good amount to relief efforts. Total contributions for the whole fund was roughly $76,000, NACAA contributed about $38,000 to $40,000 of it. Distributed most of those funds at this point.
(Included are notes taken by James Cochran. And minutes can be viewed Federation Website.)
NCACAA was well represented with 8, more than any other association. James Cochran stepped down as Past President of the Federation and John Dorner is now Web-Master.
Committee met on December 8th and did a 1 - page summary to give to the National Board
Fund Raising - Walter & Bill are Co-Chairs are the goal is to have 4 signature sponsors committed to $50,000 or more.
By next Executive Board Meeting, there will hopefully be a Guide that could help individuals how to approach local or smaller companies as to what $2000, $5000 or $10,000 level sponsorship might provide. Walter & Bill would be willing to go with folks to ask for these sponsorships.
Agent Involvement - Going to National Meetings and being on committees and helping with Fund Raising. By helping with fund raising it is a much as personal donations from agents such as payroll deduction. This shows by in from the agents and can indicate this when going to sponsors. Goal is 100 agents to donate $1000. We are a long way from that and at the last check only 40 some agents had made this commitment. Talked about ways to encourage agents to gift or commit monetary support. Walter and Bill are willing to come out to the districts to promote raising money and agent support and buy in.
The Goal is for $1000 for each agent but it is important that at least everyone needs to give something. (Gift form is on the web)This $1000 can be from donation, Scholarship or LOCAL sponsorships.
DIRECTORS OF EACH DISTRICT ARE DIRECTED TO GO BACK TO THEIR RESPECTIVE DISTRICTS AND PROMOTE FOR AGENT MONETARY SUPPORT AND COMMITMENT TO THIS
Ways to get young agents involved is to perhaps get vans for Young agents to go to the National meeting. Heather Odom indicated that she has had positive responses and support as far as getting Vans to take some young agents to AMPIC. This is great for Young agents due to the fact that there registrations for first timers is waived.
MOTION was made to support up to $1000 towards this "Agents" to participate in (Van) attending the National meeting . Motion was Seconded. In discussion, question was raised about if spouses go ride on this and support is for Agents. No more discussion, and MOTION PASSED, with all voting in favor.
2008 Logo - Fred carried it to National Board and they were pleased with it and it was straight forward, simple 2 color and ease to copy or reproducing and went right through with approval. Fred thanked Logo committee for a job well done.
Evaluation - Evaluation of the National meeting in Cincinnati is the responsibility of North Carolina. John Dorner, our computer technology chair for the meeting to do that. There is a system like Zoomerang that can be used but we need to supply the questions for the evaluation and what ever else we want on the evaluation.
Meals - Nancy Keith is committee chair, Wednesday Night BQ is going to be held at Dixie Classic Fairgrounds.(Village of Yesteryear)
Tours - Norman sent out tour request, SEND NORMAN TOUR SUGGESTIONS. Question was asked about how far out tours will go. Still discussing this, possibly 2 hours out, if longer possibly have dinner provided at another location. Still in discussion.
Policy - Lenny gave Past President Mark Tucker responsibility of making sure actions of Board are made in Policy. Mark has made of list of these changes that need to be made in Policy. The Board previously voted for each district to 1 active agent and 1 Life member be responsible for updating retired member list and forward to NCACAA Treasurer. Each district is also responsible to notify life members of State Meeting Details. (150-200 on Life member list)
Letterhead Change - John Dorner did put our Letterhead Template and added Beekeeping to the supporting membership serving list. Thanks to John for doing that. Lenny can forward that to anyone who would like to have/use it.
JCEP Southern Region - Association usually sends President (Lenny) & President Elect (Ray) which is coming up Feb 1,2 & 3 in Nashville Tenn.
PILD Meeting - Washington DC - Usually send the President Elect (Ray) and Vice President (Gary) to be held April 24-27.
JCEP & PILD - Motion was made, and Seconded, MOTION PASSED, All voting in favor to pay expenses for Lenny, Ray & Gary to attend the appropriate meetings representing NCACAA.
NACAA Hall of Fame Award (Replaces the Pinnacle Award) sponsored by John Deere & Co. - Rewarding outstanding Agents who are doing good things in their communities but are also doing good programming in communities. Requirements included being a previous DSA Award winner. Criteria for Judging is based on 40%-demonstrating commitment, dedication and effective leadership and job performance, 30%-Association involvement at State & National level, 30%- Humanitarian Activities & Leadership Activities outside of normal Extension programming. There will be 4 regional winners (1 per region) that will be recognized at National and each will receive a cash award up to $1000. These winners will be recognized at the annual meeting. This has been advertised in Co Agent Magazine on page 14. Fred indicated that since this is a development year or first year for this award that any suggestions for improvement are welcome. Some things still need to be worked out for this award for the first year. Folks are encouraged to apply, Active or Life Member can apply.
This is an unusual year for NACAA in the fact that the annual meeting that will be hosted by States in 2 different regions. And due to this folks applying for the Service to American Agriculture Award can come from those 2 different regions (Southern or North Central regions) so we can submit a name to be considered for the Service to American Agriculture Award. So we need to think about folks that would be potential nominees for that award. We will also have the opportunities when we have that meeting in North Carolina at that time. These will be judged by the Regional Directors and Vice President (Fred). Deadline is March 15.
Another Award - on hold right now, A Search for Excellence in Sustainable Agriculture - Sponsored by SARE, they were hoping to have a fellows program similar to the NASA program that have a group individuals that go on tours and get greater exposure to sustainable agricultural types of activities in addition to having a search for excellence presentation and getting some award recognition for that. Due to the fellows program not being fully developed & the deadline not being met to get this Search for Excellence Award in the County Agent Awards Edition. The Sponsors recommended the we hold off on this award till next year.
Fred did get a copy of the Life Members list and got it to Curtis. Asked for this list to be sent around for address corrections. Curtis indicated that there were 164 on that list and he said he would retype that list and send to each of the Directors by email.
NACAA Winter Board Meeting was held in Cincinnati - Presentations from the various committees from Ohio & Kentucky were made and this should be an outstanding meeting. Everyone is encouraged to go. There are some issues relative to Hospitality. Did North Carolina wants to have a hospitality this year since Fred will be campaigning for President-Elect. Traditionally there has been hospitality for that particular position if that state wants to host it. So that needs to be discussed. If we have a hospitality it is kind of up in the air how that is going to be done. It is proposed that all the hospitalities would possibly be located in one location in the convention center area instead of scattered around in hotel. Fred will have to give us details when they are confirmed. Rooms are relatively small as well as the Presidential Suites being small, so this will be smaller than what we had last year. That is another reason that these may be moved to central location in the convention center. Another reason is that in the host motel there are some stiff requirements as far as bringing in food, even into individual rooms that are going to put a kink into any plans for a state to bring in food. The convention center allows a little more latitude in what you can bring in from outside. The other Hotel, The Hyatt they are a little more open to brining in prepackaged food but as far as beverages there could be some challenges with alcoholic beverages. The Board has had a lot of discussion about hospitalities and hospitality rooms and some proposals that alcohol should not be offered in such rooms. So if you want to add feedback about that let Lenny know.
A survey was sent to State Presidents asking about views hospitalities and hospitality rooms, what kind of campaign materials should be provided. The responses were pretty negative about hospitalities and alcohol in hospitalities and negative comments about giving gifts to voting delegates and that group pretty much said that voting delegates should be able to make up the minds on their own and not buying votes and should not have to hosting them at hospitalities due to that was not the best time to meet the candidates because of the interest with getting their booze and getting out. So that is some of the discussion that the Board has on going. Let Fred know of any feedback.
Discussion was held on what our options were for hospitality for Fred's campaign - and it was decided that further investigation is needed. Possibility of going in with Texas?
Response to a County Directors question - Lenny discussed the Fred Millers excellent response to a letter about value of NCACAA membership to members of that staff. Fred's letter is included below: Discussion was held about new agent involvement and the numerous values. and this specific situation
Dear County Director, (Name With-held)
I indirectly learned about your horticultural agents' questions regarding the value of their participation in the North Carolina Association of County Agricultural Agents (NCACAA). This was shared with me for obvious reasons as I am currently serving as Vice President of the National County Agricultural Agents Association (NACAA), have been a full-time horticulture agent, and currently have horticulture responsibilities in addition to being a County Director. I feel it is obvious that I personally believe NCACAA/NACAA has provided and continues to provide significant value to my professional career - otherwise I would not have invested so much of my personal time in this organization.
Before responding further, I'd like to express my admiration and respect for you and your staff. I appreciate your desire to address your agents' concerns and willingness to share those concerns with those who can best address them. From my personal experience, it has become apparent that some County Directors don't have the level of commitment to professional development as you and your staff and this is gradually eroding Extension's ability to fulfill its mission. Taking an introspective look at the quality of the professional development opportunities offered is a worthwhile exercise to ensure value and return on your county's professional improvement investment.
With the above said, I will make the case for your agents' participation in NCACAA/NACAA. Some of this discussion will be philosophical but at the end I will attempt to list some of the personal benefits I have derived from my participation.
NCACAA is one of a few select organizations officially sanctioned by Extension Administration for agent participation. The Extension Administrative Handbook states the following:
Professional improvement type meetings that qualify for a time and reimbursement authorization include district, state, and national meetings of the following organizations:
- North Carolina Association of Extension 4-H Agents
- North Carolina Association of Cooperative Extension Secretaries
- North Carolina Extension Association of Family and Consumer Sciences
- North Carolina Association of County Agricultural Extension Agents
- North Carolina Federation of Cooperative Extension Associations
- North Carolina Association of Family and Consumer Sciences
- North Carolina Adult Education Association
- Epsilon Sigma Phi
The County Extension Director will authorize time and reimbursement for meetings of the organizations listed above. When requests for professional improvement time and reimbursement are received for meetings not listed above, they will be considered by the District Extension Director on a case-by-case basis.
NCACAA provides regular opportunities to associate with and learn from their peers.
While the rationale and justification for the above policy is not stated, it is clear that Extension Administration recognizes the need for a professional organization composed of a peer group of agents who can promote professionalism, share successful programs, and generate new ideas. While commodity associations and professional associations such as ASHS, IPPS, and others offer worthwhile research updates and opportunities to rub elbows with growers and researchers, they rarely offer significant opportunities for agents to get together and share with one another. Nor do they encourage the development of personal and mentor-like relationships that are possible within our District and State organizations. As a new agent, I directly benefited from several mentors. The District Association meetings provided a regular opportunity for me to interact with them as well as learn about challenges being experienced by agents in other commodity areas.
Active participation in NCACAA should be included and recognized as a part of an agent's performance evaluation and/or promotion package and agents rewarded for exemplary service.
As a County Director, I encourage all of my agents to be active in one or more of the above associations. Most of this expectation is implied and rarely is there a need to express it verbally. However, I do encourage staff to include this as a part of their EMAPS plan under Job Knowledge and Professional Development as well as Teamwork.
NCACAA has an established committee structure that encompasses all agricultural subject matter and permits active engagement of individual agents in the planning and implementation of their own professional development opportunities. As a new horticulture agent, I also occasionally had doubts about the value I was receiving from NCACAA and wondered if it was providing me the professional development opportunities I needed. Our District Association at the time was floundering and it seemed like the only thing we were doing was meeting and eating. There was little time devoted to actual professional improvement. The District leadership at the time decided that drastic steps were necessary and established an internal program committee whose sole purpose was to identify educational programs that would offer something to all agents and help involve them in the meetings. There was an immediate improvement in the quality of the programs, a corresponding increase in total participation, and an improved perception of the value of the organization. This was the tipping point in my personal NCACAA involvement and helped me learn the lesson that you usually get out of an organization what you're willing to put into it.
The committee structure as established by NACAA and adopted by NCACAA provides ample opportunities for agents to help guide what this organization offers. It also provides a structure for regional and national involvement. Committees in the Professional Improvement Council deal with subject matter related areas such as Animal Science, Horticulture, Agronomy, Natural Resources, Agricultural Economics and Aquaculture. Nationally, these committees help coordinate many of the tours and professional development opportunities offered during the Annual Meeting and Professional Improvement Conference. At the state level, many of these committees have not been particularly active. Since your horticulture agents are in the upcoming host district for the NCACAA state meeting, I would encourage them to convene this committee and utilize it to help plan some appropriate activities for the upcoming meeting. In 1997 when I was State President, we did this at the meeting hosted in Boone and I felt it greatly improved the professional development sessions offered.
A majority (all?) of the Agricultural Agents are members of NCACAA providing the opportunity for this organization to speak on behalf of all agricultural agents to Extension Administration and present pertinent issues and concerns. As AARP and other advocacy organizations have shown, there is strength in numbers. To give an Extension example, a few years back the Texas Agricultural Agents Association lobbied their state legislature and convinced them to provide salary increases for their Extension agents. While NCACAA's advocacy roles have tended to be lower key than this example, Joe Zublena has personally expressed the greater value that he places on input from a recognized group such as NCACAA than from individuals. If significant issues arise that pertain to agricultural agents or Extension agents in general, NCACAA would be an appropriate conduit to utilize in sharing those concerns.
NCACAA has invited Extension Specialists to join our organization, which should greatly increase the window of opportunity for new collaborations between specialists and agents. NCACAA has a tremendous potential opportunity that will allow significant expansion and improvement of the quality of professional development it is offering. I have personally been disappointed that most Extension Specialists have not yet recognized and taken advantage of the opportunity that NCACAA has offered by inviting specialists to join. Almost every day I receive messages from specialists who are struggling to schedule in-service training opportunities for agents. They are attempting to juggle schedules, arrange for financial support and manage all of the logistics by themselves. Similarly NCACAA and its committees are continually looking for professional improvement opportunities to offer its members. Surely there is some potential synergy there if we can just get the ball rolling! Once this opportunity is realized, it is my belief that there will be significant savings for specialists who collaborate with NCACAA's Committees and Host Districts and incorporate some of their in-service training opportunities into NCACAA's Annual and District Meetings. Members would benefit from improved training opportunities, reduced travel, and have the opportunity to have a more informal interaction with the specialists while attending the meeting.
NACAA and NCACAA offer numerous opportunities for recognition of successful programs both long- and short-term. These include the Distinguished Service Award, Achievement Award, and NACAA Pinnacle Award.
NACAA offers the opportunity for its members or groups of members to apply for scholarships to be utilized for professional development.
Before listing a few of the tangible benefits I have derived from my participation, I will add one last philosophical observation. It is obvious to me that there are plenty of opportunities for NCACAA and NACAA to build upon past successes and learn from perceived shortcomings. NACAA currently has a group of individuals serving on a Futuring Committee who are looking at ways to improve NACAA and provide greater value and service for its members. I would encourage all agents to provide input to this committee and help guide the organization's future.
PERSONAL BENEFITS FROM PARTICIPATION IN NCACAA/NACAA
(Note: Listed in random order as they popped into my head!)
- Learned about the Master Gardener program. (Yes, I'm that old!)
- Introduced to the term Xeriscaping and exposed to one state's program on Water Wise Gardening.
- Witnessed a model residential development that was one of the first to incorporate the above concepts on a broad scale.
- Learned about the Texas Smartscape Program.
- Learned about a program that used pizza to educate school kids on agricultural products.
- Learned about some of the available weather forecasting tools
- Learned about the NPDN and received training as a First Responder.
- Visited Congressional leaders and Legislative Aides in Washington DC and provided educational materials that helped mold their positive perception of Cooperative Extension.
- Personally met with USDA Agriculture Program Leaders and Administrators and developed personal acquaintances with Linda Kay Benning, Chester Fehlis, Jim Spurling and other key USDA leaders.
- Interacted with vendors from across the country ranging from other educational institutions to chemical companies.
- Developed a national network of peers from across the country that I can depend on to provide me with a place to stay if ever I'm in their area. This same peer group has assisted me with educational materials from their states when NCCES information was not available.
- Witnessed the PawPaw breeding program at Alabama A&T.
- Visited every Southern State and participated in their State Association Meetings.
- Participated in Annual Meeting and Professional Improvement Conferences in the following states: NC, NJ, MD, WY, MN, TN, VT, TX, NE, MS, NM, GA, WI, FL, AND NY. It is difficult to list all of the opportunities available at an AM/PIC but the NACAA website lists the Proceedings from several of the recent meetings and give an idea of what was offered.
- Attended agricultural tour sites that I never would have known about without the guidance and planning of agents in the above states. Also traveled to locations that are off the beaten track on the way too and from the meetings. I placed my feet in the Mississippi River (both ends!), witnessed Old Faithful geyser, visited vineyards in New York, California, New Jersey and others, petted a Thoroughbred worth $6.5 million, went on a hayride and was serenaded by a farmer in the midst of a driving rain and thunderstorm, witnessed the true extent of the Texas drought in '98 and much more.
- Received over 200 days of approved professional development time courtesy of Extension Administration.
- Developed and given the opportunity to refine leadership skills at a variety of levels.
- Received recognition for successful programs entered in various awards programs including Communications and Search for Excellence.
- Recognized as a Distinguished Service Award Winner.
- Recognized as an Achievement Award Winner.
- Identified potential speakers whom I've used in local programs.
- Witnessed value-added agricultural enterprises ranging from chocolate covered cherries and maple syrup to wine and utility poles.
I hope I have been successful in giving a sense of the opportunities that are available from participation in NACAA and NCACAA. The bottom line remains that your agents will get out what they put into their association. There is little difference in the opportunities offered Horticulture agents versus other agricultural subject matter agents in the opportunities they can obtain. In fact, half of the most recent NACAA Presidents have been Horticulture agents!
NACAA has been around for a long time and continues to adapt to meet the changing times. I encourage your agents to get involved. If their local District is not meeting their needs, as NACAA Vice President, I empower them to get involved and initiate change. If I can be of assistance, please encourage them to contact me.
Sincerely,
N. Fred Miller
NACAA Vice President
This was a lengthy discussion about and that encouragement from experienced agents to younger agents about membership is key!
It was decided that Membership Services should be following up with this.
Fred discussed about committees functioning and active. At Annual meeting when reports are given, no report basically means committee is not functioning.
NCACAA Officer Vacancies- Each year at State meeting the Nominating Committee submits slate of officer recommendations. Richard Melton who Chairs that committee talked to Lenny recently that both our Secretary and Treasurer after this term have been on for there three consecutive year terms. In the past these two positions are staggered or alternating. With the rotation and the National meeting approaching it was discussed various options. (We can change Policy)
MOTION was made that due to the current unusual circumstances in Rotation of the offices of Secretary and Treasurer of NCACAA ending in the same year that if we offset these terms by one year that we can maintain continuity in leadership of NCACAA. Barry Foushee, current NCACAA Treasurer was asked and was willing to serve 1 more term as NCACAA Treasurer. MOTION was SECONDED, No more discussion, MOTION PASSED with all voting in favor.
The Secretary position will need to be filled for the next rotation of NCACAA Officers.
Southern Pines - Last Week in June
**Change Awards Banquet to Wednesday Night
Monday - No Activities
Tuesday - AM/PM, Early Bird Activities, PM, State Board Meeting
Late PM, Cookout at Resort (Welcome Party)
PM, Hospitality Suite
Wednesday - AM, Tours, AM, National Meeting Committee
PM, Luncheon
Early PM, National Meeting Breakouts
Late PM, Banquet
PM, Hospitality Suite
Thursday - AM, Awards' Breakfast, AM, Professional Development Sessions
PM, Luncheon, Early PM, Business Meeting
PM, Softball Tournament with cookout
PM, Hospitality Suite
Friday - Checkout/No Activities
Tyrone indicated that if needed Wednesday PM, Thursday AM/PM are all indoors and could be switched or flexible.
MOTION was made to follow the presented 2007 NCACAA Meeting Agenda to be held in Southern Pines. Motion Seconded, no further discussion, MOTION PASSED, with all voting in favor.
Hosted by Southeast District, Hilton - Wilmington Riverside, June 27-29
DRAFT ONLY - WORK IN PROGRESS
North Carolina Association Of County Agricultural Agents
2006 Annual Meeting
Hilton Wilmington Riverside
June 27 - 29, 2006
$89.00/night single or double - $7.00 per day parking
rate also honored Sunday, Monday, Friday & Saturday nights
Tuesday, June 27
Registration Noon - 5:00 pm & 7:00 pm - 9:00 pm
Golf Tournament 1:00 pm $38/person fee
Kayak Outing 1:00 pm $40/person fee
USS North Carolina (on your own)
Beach (on your own)
State Board Meeting 5:30 pm
Dinner (on your own)
Hospitality 9:00 pm - 11:00 pm
Wednesday, June 28
Registration 8:00 am - 12:00 noon & 3:00 pm - 5:00 pm
Breakfast (on your own)
Beach (on your own)
Cotton Exchange (across street shopping on your own)
2008 National Meeting Committee 9:30 am - 11:00 am
Opening Luncheon 12:30 pm - 1:45 pm Presiding Lenny Rogers, President - NCACAA
Invocation
Welcome New Hanover County Manager or Commissioner Chair
Speaker Bob Jenkins, Wilmington Adventure Tours
Sponsor Remarks
Door Prizes Eve Honeycutt, Lenoir/Greene Counties
Youth Activities (includes box lunch) 11:30 am - 4:30 pm
Fort Fisher & Aquarium Tours
Spouse/Retired Agent Tour 2:00 pm - 5:00 pm
$5/person fee
Rose Hill Winery - Duplin Co.
Professional Development 2:00 pm - 4:00 pm
Riverboat Dinner Cruise 6:00 pm - 8:00 pm
agents/spouses/youth/retired agents participate
2008 NACAA Annual Meeting Auction 8:00 pm - 9:00 pm
Hospitality 9:00 pm - 11:00 pm
Thursday, June 29
Recognition Breakfast 7:00 am - 8:00 am
Invocation
Sponsor Remarks
Door Prizes
Professional Tours (agents/spouses/youth/retired agents participate) 8:00 am - Noon
Tour 1: Commercial Horticulture - Pender Co. - Wayne Batten
Tour 2: Beach Renourishment - New Hanover Co. - David Nash
Tour 3: Screen Gems & New Hanover Extension Center Arboretum ($10/person fee)
Tour 4: Aquarium Behind The Scenes Tour ($10/person fee)
Lunch New Hanover Extension Center Arboretum Noon - 1:30 pm
Youth Activities (includes pizza party) 2:30 pm - 8:30 pm
Jungle Rapids Family Fun Park Outing
- swimming, golf, go carts, laser tag, wall climb
Spouse/Retired Agent Tour 1:00 pm - 5:00 pm
$45/person fee
Ferry Ride & Bald Head Island Tour
NCACAA Business Session 2:30 pm - 5:00 pm
Presiding Ray Harris, President Elect - NCACAA
Reception For Award Winners 6:00 pm - 6:30 pm
Banquet 6:30 pm Presiding Ray Harris, President Elect - NCACAA
Hospitality 9:00 pm - 11:00 pm
Long Discussion was held about hotel fees and how room rates were negotiated really low. Concern was brought up about dinner cruise cost in Registration fee. With the situation of guarantee of the Cruise and cost is high on the end of a National meeting, this maybe kind of high for Families. Also concern is booking the boat and not filling it up and cost involved keeping families from coming.
2006 NCACAA Annual Meeting
Proposed Budget
Receipts
| Registrations | Number | Cost/Person | Total |
|---|---|---|---|
| Agent | 160 | $75.00 | $12,000.00 |
| Agent Spouse | 35 | $55.00 | $1,925.00 |
| Children | 25 | $25.00 | $625.00 |
| Retired Agent | 15 | $75.00 | $1,125.00 |
| Retired Agent Spouse | 10 | $55.00 | $550.00 |
| Subtotal | 245 | ||
| Total Receipts | $16,225.00 | ||
Expenses
| Meals (includes tax & gratuity) | |||
|---|---|---|---|
| Wednesday Opening Luncheon | 200 | $20.18 | $4,036.00 |
| Wednesday Dinner Cruise | 230 | $38.00 | $8,740.00 |
| Thursday Recognition Breakfast | 200 | $16.38 | $3,276.00 |
| Thursday Lunch | 230 | $5.00 | $1,150.00 |
| Thursday Banquet | 200 | $31.36 | $6,272.00 |
| Subtotal | $23,514.00 | ||
| Tours & Activities | |||
| Wednesday Youth Bus (47) | $440.00 | ||
| Wed. Spouse/Ret. Agent Bus (47) | $440.00 | ||
| Thurs. Prof. Dev/Youth Bus (55) | $825.00 | ||
| Thurs. Prof .Dev/Sp/Ret.Ag. Bus (55) | $825.00 | ||
| Thurs. Professional Dev. Bus (55) | $580.00 | ||
| Thurs. Professional Dev. Bus (55) | $580.00 | ||
| Wed. & Thurs. Bus Refreshments | * | ||
| Wed. & Thurs. Youth Activities | $1,000.00 | ||
| Subtotal | $4,690.00 | ||
| Speakers | |||
| Wednesday Opening Luncheon | $100.00 | ||
| Thursday Banquet | $50.00 | ||
| Subtotal | $150.00 | ||
| Photography | $125.00 | ||
| Hospitality Room | * | ||
| Decorations | * | ||
| Prof. Development Refreshments | * | ||
| Business Session Refreshments | * | ||
| Banquet Reception | * | ||
| Total Expenses | $28,479.00 | ||
| Amount Required From NCACAA | $12,254.00 | ||
*paid by Southeast District Association Of County Agricultural Agents
MOTION was made to accept the amended budget for the NCACAA 2006 Annual meeting be $12,254. MOTION SECONDED, and MOTION PASSED, no votes opposed
Registration should be on Web by April 1.
All registrations are to be run through NCACAA Treasurer.
Southwest - Molly Sandfoss
West - Tony McGaha
Northwest - Jim Cowden
North Central - Kelly Groves
Southeast - Allan Thornton
Northeast - Heather Odom
South Central - Tyrone Fisher
MOTION was made for NCACAA Treasurer (Barry) to handle the Direct Billing with Motel. MOTION SECONDED, No discussion, MOTION PASSED, with all voting in favor.
Next Board Meeting will be held on May 5, at Brickhaven Conference Room on the backside of Arboretum.
Meeting Adjourned.
Respectfully Submitted
Ben Chase
NCACAA Secretary
On 3/16/2006 NCACAA President Lenny Rogers informed the Board that John Dorner, NCACAA Internal Communications Chair had requested Board action due to sometime this summer (exact date not announced yet) NCACAA will not be able to use the CES database program (MySQL). This is the database that has been used for the state meeting registration.
The committee made recommended and made the Motion to go outside of NCSU and get our own domain name (i.e. ncacaa.org) and web hosting service. This could cost us as little as $60 per year + about $8 for the additional domain of ncacaa.com. This would give NCACAA several features we currently do not have. (Total cost to us is less than $100) The Committee was requesting permission to spend less than $100 to purchase the ncacaa.com and ncacaa.org domains and get a web host for the first year.
The Motion made and Seconded by Barry Foushee, President Rogers called for a Vote. Motion passed with 16 yeses and 0 no's out of 19 possible votes. President Rogers informed John Dorner to move forward with the motion.
The other options the committee considered but did not decide to go with were:
Please send comments and suggestions to John Dorner.