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

 

Conference Call; January 16, 2007

Those on conference call: Gerda, Bryant, Nancy, Walter, Norman, Mitch, Allen, Lenny, Karen, Fred, Ross, Sam, Kathy B., Bill E., Travis, Kelly, Joanna, Gary, Debbie, Mark, Terry, and Barry.

 

Karen started the call off since Mark was having trouble getting on. She stated that next time she would have an agenda for everyone. Karen welcomed everyone and talked about what happened at the winter board meeting in Michigan. She thanked everyone for getting the reports in to her and Mark.

 

Over 500 surveys were returned evaluating the meeting in Cincinnati. Karen briefly went over what the results were. The whole summary is available on-line at: http://www.nacaa.com/ampic/2006/evaluation_summary.php

 

Fred complimented Mark, Karen and John on the job they did on the information they gave at the winter board.

 

We talked about the committee structure and the communication that was happening between committees. Mark gave a report on fundraising and that we had 3 signature sponsors. A run down on the tours was done and Mark said they found out that we were much further along than many states were at this time. There seemed to be some confusion about States Night In with the Southern Region States. So far we have 5 yes; 3 maybe’s and there are 4 we have not heard from and 1 NO. Mark again went over the purpose of States Night In. We are requesting $400 per voting delegate from the southern region states.

 

Walter said that BB&T had agreed to sponsor the 4-H Talent Revue for $25,000.

 

The winter board meeting is in the location of the next years AM/PIC so the board will be in Greensboro December 13, 2007. At the winter board meeting ALL committee chairs will give a report. IT IS HIGHLY SUGGESTED THAT EACH CHAIR AND/OR VICE CHAIR SHADOW YOUR COUNTER PART IN MICHIGAN IN JULY.

 

The Board was pleased that all of ours will be under one roof. Michigan asked that the facilities fee be dropped since their room nights are not tied to the convention center and the board agreed. Chuck Otte told Mark and Karen that we would get our budget ironed out with the fiscal committee in Oct or Nov of this year so that it is not so long at winter board. Each committee needs to have their part of the budget ironed out by September 18, 2007.

 

Fred said that he would like to know of speakers we are talking to especially with the general sessions. Fred is in-charge of speakers for the meeting. Not in the life members or spouses programs. Fred said that National looks at the meeting as a wash not trying to make money bit will NOT lose money on it either. Karen stated that Rob Neely was coming on as AV Equipment Committee Chair. Fred said that he would need help flushing out the program by December. Mark said there were no real comments about our talk of changing the program around.

 

Committee Reports:

BBQ- Allen asked if we needed any vegetarian meals at the BBQ on Wednesday. It was mentioned that maybe we could have some fresh fruit or salad.

 

 

Fundraising - Walter said that RJR was going to sponsor the Sunday Welcome for $25,000. He said that Dr Ort agreed to submit the application to the Ag Foundation for $25,000 on our behalf. HE was still trying to set up a meeting with Kiote Tractor. Karen has a meeting set up with Norvartis. Sygenta is still requiring for us to go through their grants program. $7500 is in hand from Kentucky/Ohio and was placed in the 2008 Funds that Lenny has. Karen is going to contact Ray and Jim about contact with Food Lion. There has been a proposal submitted for $7500 by the Wheat Cap Program (DNA analysis on wheat) and the lab is required to get information out to the farmers and they thought this would be a good way to get the information where it needed to be. Debbie asked about when the SARE grant was due and Fred said that he would check on that.

 

 

Facilities - Sam said he would check on the cost of skirting; tables; pipes, chairs; cost of electricity and internet in the exhibit hall.

 

 

Commercial Exhibits - Bryant has a goal of 80 total exhibits in the exhibit hall. Cincinnati had around 40 Michigan is shooting for 80 and Bryant is looking at around 80 Walter asked if Bryant was sending out a letter to potential exhibitors. It was decided they could work together to solicit sponsorship and exhibitors with one package. We also need to look at current sponsors and national sponsors to see what is already taken. Bryant has also contacted the Visitors Bureau about he booth we will take to Michigan

 

 

Publicity Questions about the Video were raised. Could this also run as a consecutive looped tape at the exhibit booth? Debbie asked where we were with pictures and the format in which they needed to go to Barry in and what exactly were we looking for, how would they be used. In the Survey, folks commented that the video and in particular the flyers used the year before were the most helpful in them making their decision to attend. We also discussed a special marketing letter to go out perhaps the fall of 2007 or really early in 2008.

 

 

Spouses They met back in December and have involved the visitor’s bureau in the discussions. It was suggested that they investigate local tour companies handling the arrangements as this may be more cost effective. They will bring bids back to the board. They are keeping tours to about 4 hours. For the Lunch they are looking at other speakers since Jeanne Robertson is going to be so expensive. They are planning for 350 spouses. They have looked at a design for a bread warmer (piece of pottery) as spouse’s gift. Karen and Mark discussed using the William Mangum books and then having him come and be a speaker. They would get a $90 book but our cost would only be $10. A ticket would be given and the gift claimed at the spouse’s hospitality room. Mitch was asked to keep in mind male and female spouses

 

 

Life Members Bill Ellers talked about Jean Robertson and her fee. They have put in a request with her publisher but are investigating other potential speakers. Not real promising as her fee is high.

 

 

Transportation Marjorie pointed out the need to communicate with each other. Please email her if you need transportation for your program areas.

 

 

 

Hospitality Same thing suggested Please get with Jody about Hospitality rooms, dates and times it will be opened and what kind of things you are looking to have in there.

 

 

Letter Head Anyone who is in need of letter head can get this as a template on the website

 

 

Talent Review Travis asked about what we paid for when kids are selected. (Room, meals and transportation for child and one parent) An outing was suggested for participants and Mark will be meeting with Marshal Stewart to get him on board.

 

 

 

Tours Norman Met before Christmas. They have 29 tours lined up and are now fine tuning. 5 more are proposed and they will be reviewed. They will be working to get everything together for the nice Marketing brochure we can use in Michigan as well as pulling it together to load on computer and have to submit by January 2008 for the Magazine.

 

Miscellaneous Walter Asked Fred and mark to review the letter that was written to Dr Ort in regards to the Ag Foundation

A question was asked about how come Galaxy could start to advertise their event. Fred pointed out the bi-laws state we can not advertise until the 207 meeting but he will check and see if we can establish a line from national’s page to ours since Galaxy is doing this already.

It was suggested that committees use the Wiki system to post information, keeping everyone informed.

Next meeting is a conference call on February 20th