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

Conference Call; February 20, 2007

Those on conference call: Mark, Amy Lynn, Gerda, Marjorie, Bryant, Walter, Norman, Lenny, Karen, Fred, Bill, Travis, Kelly, Greg, Debbie, and Barry.

Mark thanked everyone for being on the call. Mark reminded everyone that we will meet at Annual Conference on Monday, March 12th from 10:00 a.m.-12:00 noon in room 7B at the McKimmon Center. Committees can meet after that during the week but must find room else where besides the McKimmon Center. The agenda emailed by Mark has the current timeline that we need to be looking at.

Chuck Otte has said we will meet with the Fiscal Committee in Oct-Nov. of 2007 to get the budget items worked out before the Winter Board Meeting in December. The tentative budget and program needs to be done by May 18th and to Karen and Mark. We need to have the uniform fliers done by May so that we can get them printed to take to Michigan in July. Mark and Karen will ask if we can link our web page early since Galaxy’s is already up. If you will need travel assistance for going to Michigan you need to let Mark know by May 31st. We have about half the money left that Administration allocated for us.

Jody Smith, Hospitality Chair has left Extension. Barry will ask George Stancil if he will take over the Chair of that committee.

Fund Raising

Walter said that they got some bad news when they met with the Foundation. The totals had been skewed because of some bookkeeping errors made by the Foundation. We have $175,000 committed and $117,895.53 in the bank. This does not include the $50K from Phillip Morris, $25K from BB&T or $25K from Ag Foundation. They feel like that the “States Night In” being proposed to the Southern Region States will happen. All state have “bought” into the idea but Arkansas. Sponsor letters have again gone out jointly with Bryant Spivey, Commercial Exhibits Chair. Fred and Walter have a meeting with Norvartis on March 7th. Walter is still talking to Kioti Tractor. Lenny stated that a letter would be going out to agents that given so far to the conference. Karen stated that she had the sponsor list from Charlotte ’88 and wants the agents to look over it a see if there are local sponsors they can contact.

Spouses

They met by conference call week of Feb 12th. They have decided to use the “Carolina Preserves” book as a spouse’s gift. We can purchase from the Foundation of $10/book.

Facilities

Please let committee know is your committee will need a room or space during the conference. Gerda said that she still needed the cost of tables, chairs, poles, and table skirts for registration area.

Life Members

Bill Ellers asked about if we would have a hospitality suite or room for Life Members to use. If we use a suite, we can bring in what ever we want but it may not be as convenient for the Life Members. If we have a room they we have to pay the hotel for all items in the room. The have secured Bill Thompson as key speaker for the Life Members. His cost is $500. He is the Director of the Lake Waccamaw Boys and Girls Home. He will talk about growing up in rural North Carolina. The committee has a list of a couple of tours for the Life Members. Fred reminded everyone that if you were lining up speakers for any session that national shared the cost of, that he needed to be informed of the speakers information since national has to approve it. Also, it was suggested that Bill talk to Hal Tatum, the Life Members National Chair.

Transportation

Marjorie had contacted 10 bus companies in and around Greensboro. She got a response from only Holiday Tours in Randleman. Their quote was ~$52,000 which included 3 Pre-Conference Tours. Barry is to send Marjorie the contact information for Royal Tours in Asheboro. She had talked to Carolina Motorcoach but had heard nothing back. Fred said as long as we had evidence that other companies had been contacted about bidding, that is all National needed. Holiday Tours said they needed the itinerary 2 weeks in advance.

Registration

Gerda talked about where the registration would be set up. Karen said after they had visited the Convention Center again, they have decided the area for registration may need to be moved. Gerda just asked that she be informed as soon as possible where that would be.

Wednesday BBQ

Will be at the Dixie Classic Fair Grounds in Winston-Salem. They have “Barney Fife” on hold as entertainment at a cost of $1500. He can also get the car for $200. The Fairgrounds requires insurance for anyone renting the facilities.

Publicity

Barry met with the videographer and discussed what we would like added and taken out of the video. He also reminded everyone if they had video footage or digital pictures to get them to him ASAP.

Barry had to leave the conference call and Mark took the remaining minutes of the call.