Minutes submitted by Stanley Holloway, Secretary
The meeting was called to order by President Alan Durden at 10:10 a.m. Alan thanked Steve Duckett for setting up the meeting location.
The minutes of the last meeting were read by Secretary Stanley Holloway. Kenneth Reeves moved that the minutes be approved and Steve Duckett seconded the motion. The minutes were approved as read. Ross Young then went over the Treasurer's Report. The printed report did not reflect the payment of state dues which put the ending balance for the Checking Account at $ 991.26 instead of $ 2,623.26. Johnny Hensley moved that the Treasurers Report be approved as changed, and John Dorner seconded. The Treasurers Report was approved as changed.
Event Liability Insurance: Alan reported that he had talked with the Farm Bureau representative in Macon County. They are not familiar with this type of policy but are working with him. He will continue to look into securing liability insurance for the State Meeting.
Non-Profit Designation for Haywood Fairgrounds Committee: Alan reported that he could not come up with any set documentation that we are a Non-Profit Organization; however, he will write a letter on Association Letterhead with our Tax ID number. Tom Harvey felt that this should suffice.
CEMP Meeting: Johnny reported that he shared our concerns with Billy Dunham and others regarding holding the Phase II training in conjunction with the State Meeting. Johnny reported that they are going another route.
Golden Leaf Foundation Proposal: Gary Hyatt reported that the grant proposal submitted did not receive funding. He will check on this to try to see why not.
Nominating Committee: Alan appointed a nominating committee, consisting of Stanley Holloway-chair, Ross Young, and Jeff Seiler to look at establishing a proposed slate of officers for 2001-2002. The committee is to report at the next meeting with the election following.
Awards Nominations: Alan asked Johnny Hensley to assist with this. Award nominations need to be sent to the State Chair by July 1 for Young Agent, AA, DSA, and Service to Agriculture. Kenneth Reeves suggested that we set a District Deadline well in advance to assure that the information gets in on time, April 15th was selected. Johnny referred everyone to the pages in the Annual Report dealing with the policy and requirements for these awards. Johnny will send out an e-mail to all agents reminding them of these awards. Anyone interested in applying should contact Johnny Hensley to get the appropriate forms. Kenneth Reeves stated that he felt that our District Association should take initiative to nominate agents for these awards if there isn't sufficient interest. Johnny and Kenneth are to work together to come up with nominations. Everyone was also reminded that the deadline for other awards, Communication, etc., is March 15th. The entry forms are available in the December issue of the County Agents magazine.
State Board Meeting: Johnny shared information on opportunities to serve as Chairs for certain National Committees. Anyone interested should contact Johnny. Alan reported that the 2001 State Meeting Budget was presented again. There was some concern expressed; however, it was approved with an ending total of $26,792. Registration fees were approved as follows: Agents and Retired Agents -$40, Spouses - $20, and Child - $10. A late fee was set at $15. Alan also reported that the State Board is looking into getting event coverage similar to 4-H. Alan mentioned that the Board has proposed some minor language updates to the by-laws and are working on having the Executive Board to work up a yearly committee budget. Some additional items that were shared from the State Board meeting included: future Annual Reports will be published on the web, the State Treasurery has taken some significant hits on investments (trust funds), and there maybe some changes on how the State Board pays for future State Meetings, i.e., not covering the preliminary activities and only picking up at the opening luncheon. However, this will not impact this year's State Meeting.
State Meeting Budget Discussion: The issue was brought up whether or not the district needs to do some additional fundraising for the 2001 meeting. After some discussion, it was the consensus of the group that each county try to raise some additional money for the district to use where needed. These funds will go into the Association's existing bank account but kept up with separately. Alan will send a letter to the membership and CEDs in the district requesting support for the ag. agents to solicit resources for the meeting, i.e., 3 door prizes and money.
The meeting adjourned for lunch at 11:40 a.m.
The meeting reconvened at 12:25 p.m.
Kenneth Reeves introduced Bobby Peek, retired agent from Buncombe County, who joined us for lunch.
The meeting then continued with the discussion of the 2001 State Meeting. Alan emphasized the March 1st deadline for the final plans. All the particulars need to get to John Dorner by this date so that registration information can get out on time. Alan also reminded the committee chairs that they need to start ironing out all the details, i.e., time frames, help needed, etc., and to communicate their needs, etc. to the appropriate persons.
Preconference Activities: Tony McGaha reported on the golf tournament. It will be held at the Maggie Valley Country Club. The fee for the tournament will be $43; however, Tony is trying to secure sponsorship for each hole. He stated that when registrations are in he will need the number and names of those registered for the tournament from John.
Jeff Seiler reported that he is working on a rafting trip with Nantahala Outdoor Adventures. He stated that the fee for a guided trip will cost $25 and the he will probably need assistance with transportation.
Phillip Hedden reported that he is working on a trip to Harrah's. A fee of $5/person will be charged to cover transportation and we will need at least 30 participants. The plans are to leave Asheville at 11:00 a.m. He reported that he will also need assistance with transportation.
Registration: Agent registration will be handled via e-mail with retired agent receiving a hard copy registration packet. It was brought up that we need to have brochures of local attractions available for the mailings and to have at the registration desk. John will check with the Asheville Chamber of Commerce for some brochures and also to check on postage assistance. John will also need brochures, etc. from other attractions to put into the packets. It was recommended that once the registration information is finalized, that John check to see if we can't get the information put on the Intra-net Spotlight.
B-B-Q Supper: Gary Hyatt reported that he will need assistance with serving and a rough number of early-birds from John to plan for.
Off Subject: Ken Reeves needed to leave early and brought up the following issues. Given the current financial situation of Extension, there is some concern over how the 1.5% reversion of travel funds will affect the State Meeting; however, it was brought up that the meeting will be not be in the current FY funding. Ken also shared some information and requested any recommendations from the Assoc. regarding staffing plans, etc. He posed the question, "What do we want our Ag. positions to look like for the District and State?" and asked the Assoc. to be thinking about it. Alan recommended that we keep abreast of this issue and do an update at each meeting. It was felt that we don't need to do anything drastic at this time but also not to ignore the issue.
State Meeting Board Meeting: Johnny mentioned that there has been some discussion on having the Board meet with Meg Scott Phelps about the roles and cooperation with NCDA Regional Agronomists; however, there are no firm details at this time.
Wed. Tours: The Tours Committee recommended that we offer a first and second choice for tours on a first come-first served basis. The tours will be open to anyone registered. The committee reported that they will need the number of participants and a roster for each tour. They also reported that they will need some assistance, 4 additional people, to help with breakfast. Steve Duckett will facilitate these volunteers. Tom Harvey mentioned that he needs tour descriptions a.s.a.p. for the registration packet. March 1st is the absolute deadline. Ross brought up the topic of outside volunteers, Master Gardeners, etc., that may help out with the meeting. After some discussion, it was decided that the Assoc. would cover their meals for the days and times that they help out. John Dorner asked that anyone who has outside volunteers assisting with the meeting to let him know what days and meals so that he can plan accordingly.
Opening Luncheon: Johnny reported that Meg Scott Phelps has tentatively agreed to be our keynote speaker. He has extended an invitation to her to attend the tours but will need to get a firm confirmation. He also mentioned that we probably will have some remarks from one of the major sponsors and a welcome from a Buncombe County representative. John Dorner requested that he be notified of who and how many for the meals, etc. Bill Skelton and Johnny will work out program agendas for each meal activity and keep John updated.
Cookout: A $100 deposit has been paid for the Haywood Fairgrounds. The remaining balance is $167. Gary Hyatt reported that for entertainment the initial band fell through; however, another has been contacted and the entertainment will be taken care of. The committee also reported that they would need the numbers for planning purposes and it was recommended that we set an ending time. After some discussion, it was decided that the cookout would be held from 6:00 - 8:00 p.m. It was also recommended that someone needed to facilitate transportation (buses) back to the motel and that directions to the fairgrounds be provided in the registration packet.
Spouse and Youth Activities: Alan reported that Kenneth McCaskill is working on this and the plans are in the works to offer a spouse shopping tour and youth tours and pizza party.
Thurs. Recognition Breakfast: Johnny and Bill are working on an agenda and will contact the State Committee Chairs regarding this.
General Business Session: The State Board will handle.
Lunch: Johnny reported that plans are to have comments from Dr. Ort and some greetings from a major sponsor(s).
Professional Improvement: Johnny reported that Gary Stevenson, Bill Boughton (Edward Jones) and Dr. Gary Moore had all been contacted and tentatively accepted the invitation to do two presentations each.
Reception for Awards Recipients: The room is scheduled for the reception. Hotel must furnish the food. The program committee will handle the guest list and get the numbers for attendance.
Awards Banquet: David Tucker reported that Orville Hicks has been contacted and the date is free. It was decided that he go ahead and book Mr. Hicks and try to iron out a fee. David felt that he could get him for $1000 or less. The speaker will go on after the awards are presented.
Youth Pizza Party: Alan reported that Ken McCaskill is working on it.
Retired Agents Tour: Johnny gave the report for Jim Ray. Jim has lined up a tour to Mountain Air. He will be getting the final information together to put into the registration packet. Jim will need the numbers on this when registrations come in.
Other Business: Johnny mentioned that the registration fee for the New Mexico National Meeting will be $175, up from $150. He also reported that the State Board has decided to waive the registration fee for first time attendees for the State Meeting and that the Board will now pay the $25 life membership dues for retired agents.
Alan reminded everyone again of the deadlines: 1) final plans to John Dorner by March 1st, 2) registration packet available March 19, 3) May 7 cutoff date for early registration, and 4) May 27 deadline for hotel reservations.
The next meeting is scheduled for May 17 from 10 - 2 in Buncombe County. Location to be determined later.
With no further business, the meeting adjourned at 2:10 pm.
Members in Attendance: Chris Talley, Bill Skelton, Christine Bredenkamp, Jeff Seiler, Phillip Hedden, Terri Scruggs, John Dorner, Ross Young, Johnny Hensley, Gary Hyatt, Stanley Holloway, Alan Durden, Steve Duckett, Kenneth Reeves, Tony McGaha, Tome Harvey, Frank Bolick, David Tucker, Bobby Peek -Retired.
Minutes submitted by
Stanley Holloway, Secretary
NCACAA, Western District
Updated on 1/29/01
Please send comments and suggestions to John Dorner.