Minutes submitted by Stanley Holloway, Secretary
The meeting was called to order by President Alan Durden at 10:05 a.m. Alan thanked the Madison County staff for hosting the meeting and setting up the meeting location.
The minutes of the last meeting were read by Secretary Stanley Holloway. Ross Young moved that the minutes be approved as read, and Johnny Hensley seconded the motion. The minutes were approved as read. Ross Young then went over the Treasurer's Report. Johnny Hensley moved to accept the report and Maurice McAlister seconded the motion. The Treasurer's Report was approved as presented.
Alan acknowledged Dr. Susan Lyday as a guest and welcomed her to the meeting.
New Agent Dues: The issue of the Association paying new agents dues was revisited. Johnny Hensley reported that Association policy states that the Association will pay first year dues for new agents only if the respective county does not pay.
Golden Leaf Foundation Proposal - Gary Hyatt reported that the grant proposal submitted in part by the burley tobacco agents had made it through the first cut of the selection committee. Gary had not received any confirmation beyond this initial selection; however, the notifications should be made shortly. Frank Bolick announced that there was an article in the Dec. 7 Winston Salem Journal announcing some of the proposals selected. Dr. Lyday shared an unofficial list of those receiving funds; however, ours was not among those listed.
Liability for State Meeting Tours - Alan Durden reported that he had taken the issue before the State Board and the Board recommended that we get a single event policy to cover the 2001 State Meeting. Ross Young stated he had contacted Ted Fitzans, State Legal Advisor, and reported that we currently don't have a policy to cover such events. Mr. Fitzans recommended that we get a single event policy or some other type of outside policy to cover the event. Tom Harvey shared some of his experiences with insuring the Haywood County Cattleman's Association events. He stated that a single event policy costs almost as much as an annual policy. The Haywood County Cattleman's Association pays less than $500 for a $1,000,000 annual liability policy through Farm Bureau or State Farm. Alan volunteered to talk with the Farm Bureau Agents in Macon County to get an idea of costs and to take it before the State Board at the next meeting to suggest that they carry an annual policy statewide. He will also talk with James Cochran to let him know what we are looking into. If the Board doesn't want a statewide policy, we will look into a district policy and have the State Board pay it.
Johnny Hensley mentioned that Alan McMurray had received the 2000 Service to Agriculture Award; however, was unable to be at the State Meeting to accept the award. He stated that Alan plans to join us prior to lunch to receive the award. Ken McCaskill moved and John Dorner second that the District Association purchase lunch for Alan. The motion passed. Steve Duckett then reported on the last State Board meeting. Alan and Steve shared the Preliminary 2001 State Meeting Budget. The Board thought it looked good and there was very little concern over it. There was some discussion of NC's plan to bid on hosting the National Meeting in 2008. Steve reported that the Board has a committee in place looking at it and that things are well on their way in the planning process. The Koury Convention Center in Greensboro has been preliminarily reserved for the meeting. The only downside is that there are rumors that we may be bidding against New Orleans.
Johnny Hensley shared an e-mail he received from Billy Dunham. The committees for CEMP's 7,3,4,10, and 14 would like to offer a Phase II training in conjunction with the 2001 State Meeting. Since the initial e-mail CEMP 10 has been dropped and the training is listed in the training catalog with dates to be announced. After considerable discussion, 2/3 of the attendance voted that we would prefer not to have the training in conjunction with the State Meeting; however, if they wish to go on with it, we recommend that they do it on the tail-end, Friday, and allow them to handle all the particulars. Johnny is to share our feelings and recommendations with Billy Dunham and let them decide.
2001 State Meeting: Alan passed out copies of the agenda, preliminary budget, committee assignments, and planning dates for the meeting. It was mentioned that we need to get some of the deadlines, contracts, etc., on the planning list.
Alan then went through the proposed agenda item-by-item. Tony McGaha is handling the pre-conference golf tournament. Maggie Valley Country Club has agreed to host the event for the fee of $42.90 per person to cover green fee and cart rental. The Country Club would like for everyone to be there to start at 8:00 am. Tony reported that it had been recommended that we put a cost for the event in the registration packet and get the money up-front to help ensure participation. Tony will take care of all the details and keep us updated.
Gary Hyatt discussed the Tues. evening Hospitality. Since we cannot cook on site and the potential problems associated with off-site locations, Gary reported the simplest way to handle it would be to bring in food, barbecue, etc., to the hospitality room.
John Dorner also suggested that we look into the idea of providing small toys and games to have in the Hospitality Room. It was suggested that the Hospitality Committee look into this.
Wed. Morning Breakfast: All four tours are early morning tours and will have breakfast served on the bus. The Tour Committee will handle this. For those not on a tour breakfast will be on there own.
Those responsible for tours on Wednesday need to get a short write up describing the tour to Tom Harvey. Tom will compile these and forward to John Dorner to put into the registration packet.
Opening Luncheon on Wed.: Ken Reeves will be responsible for selecting a menu. No one has been contacted for keynote speaker. It was suggested that the Program Committee invite the new Commissioner of Agriculture with the Governor as a second choice.
Alan McMurray arrived and Johnny Hensley presented the Service to Agriculture Award.
Dr. Lyday made a few comments and offered her assistance with the State Meeting if needed.
The meeting adjourned for lunch at 12:00 noon.
The meeting reconvened at 12:50 p.m. Alan discussed some of the deadlines that have already been established. The final agenda plans are due by March 1 and the registration packet should be available by March 19. Ross reported that he plans on opening a special account with the credit Union to handle registration fees as they are received.
Ken McCaskill discussed the plans for spouse and youth activities and Linda Blue requested that anyone who has transportation needs get up with her regarding the busses and vans.
The Wed. evening cookout will be held at the Haywood County Fairgrounds. Tom Harvey reported that he needs something stating that we are a non-profit organization for the Fairgrounds Committee. Alan will contact Nancy Keith or Walter Earle regarding this. A band has been contacted for entertainment.
No speaker has been decided for Thursday's luncheon. Johnny reported that the Programs Committee had planned to contact Dr. Ort to be the speaker. Johnny also agreed to contact presenters for the Professional Improvement sessions: Dr. Gary Moore - Time Management, an Edward Jones rep. - Financial Management, and Gary Stevenson - Weather Patterns.
There was some discussion of the break between the Professional Improvement sessions. Due to the costs associated with the Holiday Inn-Sunspree, it was decided that refreshments would be offered in the Hospitality Suite.
It was the consensus of the group that we would like to have an entertaining/humorous speaker for the Banquet and that the speaker follow the award presentations. Several ideas for speakers were presented. It was decided that Frank Bolick would contact Orville Hicks, a story teller from the Boone area concerning this. David Hunter, a former UT Economist, and Bobby McLamb were selected as second and third choices to be our guest speakers.
The topic of door prizes was brought up. It was the consensus of the group that each county in the District try to come up with at least 3 door prizes, 2 of $25+ value, for the event.
Alan again emphasized the dates for certain items: 1) the final plans to John Dorner by March 1st, 2) the registration packed available March 19th, 3) May 7th the last day to register without a $15-$20 late fee, and 4) May 27th deadline for hotel reservations.
The next meeting is scheduled for February 1st from 10:00 am - 2:00 pm in the Asheville area. Steve Duckett will finalize plans and locate a meeting site.
With no further business, the meeting adjourned at 2:05 p.m.
Minutes submitted by
Stanley Holloway, Secretary
NCACAA, Western District
Updated on 1/29/01
Please send comments and suggestions to John Dorner.