Minutes of 2008 NACAA Annual AM/PIC Committee Chairs and V-Chairs

Face to Face Meeting; March 11, 2008

 

J.C. Raulston Arboretum 

 

Those in attendance: Joanna Radford, Terry Garwood, Norman Harrell, Bryant Spivey, Debbie Roos, Marjorie Rayburn, Gerda Rhodes, Walter Earle, Tyrone Fisher, Mitch Smith, Sam Groce, Bill Ellers, Kelly Groves, Kathy Bunton, Allen Caldwell, Lenny Rogers, Fred Miller, Jim Cowden, Karen Neill, Mark Tucker, Amy Lynn Albertson, Wick Wickliffe, Greg Hoover, Ross Young, Barry Foushee 

 

Mark opened the meeting at 10:05 a.m. and talked about the draft of the magazine.  Mark passed around 2 copies and talked about ours was a little more difficult to put together because we added write-ups of the seminars and educational luncheons.  This has not been done in the past. 

Karen thanked everyone for reading over the draft that was emailed and getting correction in on time. 

 

The question came up about if the NC Agents registered for the meeting had to pay the $250 facilities fee if they didn’t stay at the hotel.  NC Agents will not have to pay the facilities fee if they are registered for the meeting.   

 

Volunteers will have a name tag but do not have to register. 

 

John and Ray are working on a flow chart for Committee Chairs to put down what volunteers they need.  If volunteers stay need to stay at hotel so that we get the rooming nights. 

 

ALL chairs probably need to make calls to get volunteers and look at Google Doc that John has up for other volunteers. 

 

Commercial Exhibits

What do we want to do for the Exhibitors?   Waive the registration for $500 and up?  Bryant will get up with Scott and see what might be done. 

 

Registration

Need to get Scott numbers for maximum for meals, tours, events, workshops.  Send the numbers to Mark and Karen and they will make a spreadsheet and send to Scott. 

 

ALL active members of NCACAA must register for the meeting whether for the whole conference or just a day or two.  Karen and Mark will send a letter to NC Agents explaining this.   

 

Gerda will need tickets for: Tours, Spouse’s tours and workshops, luncheon and gift; Life member tours; Educational luncheons. 

Also, do we need tickets for Monday night with times on them? 

 

Facilities

Sam said Room Assignments would be done April 3^rd and have it for the Executive Conference Call on April 4^th. 

 

Finance

Send all requests for bills to Lenny.  You must send a request form with the bill.  For bills that are $5000 or less will go through the University and we will not have to pay sales tax.  Over $5000 will go through the Foundation and we pay sales tax.  We are negotiating with the Foundation on this.  The Foundation gets one lump sum for sales tax reimbursement but does not keep a record of who’s it was.   

 

Hospitality

We need snacks and drinks for the tours, spouse’s activities, Life Members events and youth activities.  If you can get any amount donate dplease do.  We will take ALL donations no matter how small or large!! 

 

Youth

Ross is using the 4-H medical release form as a model.  He wanted to know if he could delete the notary section.  The group said yes. 

Ross mentioned that he would like to have name tag lanyards for the kids, but the University’s are ~$10 each.  Barry is suppose to check on what he can get. 

 

Decorations

Kelly went over what events she had down that need decorations.  Barry asked about decorations for the stage and if we were going to have a nice display there? 

 

Spouses

Mitch said that the Spouses Hospitality on Sunday, July 13^th would be from 10:00 a.m.-5:00 p.m. 

 

Liability Insurance

Barry was to check with the company he had talked to about the cost.

Walter was to check with his contact at Farm Bureau. 

 

Transportation

Bus contract has been signed. 

 

Service to Agriculture

We need to nominate someone for the World Service to Agriculture to be given at AM/PIC.  Someone mentioned Wendell Murphy.  Karen was going to check with Gary Pierce and see who filled it out for our State Service to Agriculture when Wendell won it in 2007. 

 

Golf Outing

Tyrone said an email had been sent out about if anyone was interested in golf on Sunday, July 13^th. 

 

NEXT COMMITTEE MEETINGS

April 15^th – Conference Call

May 20^th – FACE TO FACE

June 17^th – FACE TO FACE 

 

ALL COMMITTEE CHAIRS AND VICE CHAIRS REALLY NEED TO HAVE THESE DATES ON THEIR CALENDARS.  YOU WERE GIVEN THESE DATES MANY MONTHS AGO. 

WE ARE JUST ALITTLE OVER 3 MONTHS AWAY FROM THE MEETING AND WE HAVE TO MAKE ALL THESE MEETINGS COUNT!!!!!!! 

 

Respectively Submitted, 

 

 

Barry S. Foushee

Secretary

2008 Executive Committee