2008 AM/PIC Committee Chairs & V-Chairs

Minutes at State Meeting

June 20, 2007 9:15 a.m. 

 

Karen welcomed everyone and thanked everyone for what was being done.  We would have short committee reports.  

 

Gerda mentioned that Jerry Washington, retired agent, indicated he would be glad to help with 2008, just need to let him know. 

 

Karen reminded ALL COMMITTEE CHAIRS that they had to be a the NACAA Winter Board meeting December 13-14, 2007 in Greensboro to give committee reports. 

 

The 2008 shirts will be given out at the business session on Thursday. 

 

Karen encouraged everyone that could to go to Michigan’s night meetings and also to shadow your committee’s chair while in Grand Rapids. 

Bryant Spivey said he needed help with the Commercial Exhibit in Grand Rapids and had a sign up sheet for people to sign up. 

 

Publicity

Video is done and will be shown at the banquet.  Also, shirts have been done and available for purchase.  Decided to set price at $25 for shirts.  Anyone who has given at least $25 will receive a shirt and they will be given out during Business Session on Thursday 

 

Reception and Information

Wick questioned where will we be doing State Pictures (are we going off site for the events?)  Wick checked with the hotel and they have sufficient vans and buses to handle everyone coming in.  The $15 will be paid at registration. 

 

Registration

Gerda indicated that she will be working with the Holland Group for the poles and curtains.  Registration will be in the middle of the open area at the Café.  Gerda said that we needed to have the registration information and all other info (tours, etc) to Scott Hawbaker by January 1, 2008. 

 

Web Site

Debbie presented the draft of the web page to the Executive Board yesterday afternoon.  She would like to debut the Web Page at the Commercial Exhibit in Grand Rapids.  Debbie said she would be sending an email out requesting pictures for the Slide Show on the web page. 

 

Hospitality

George stated that Terry Garwood will be co-chair of hospitality committee.  We will have a Hospitality Room in Grand Rapids and the room is a comp room from Michigan.  We will need Cheerwine.  Jim Cowden to get.

2008 budget revised.  Has in-kind donation forms and needs help getting items donated.  George said he had the Hospitality Daily Activity sheets from Ohio. 

 

Fund Raising

Walter said that fund raising was going fairly well.  He said there was about $35,517 in pledges from agents and groups.  $14,750 from local groups and Lenny has ~ $19,518 in the 2008 checking account for a total of $69,785. 

We still would like each agent to raise $1000 per agent.  This can be from donations from local groups and/or personal donations.  Agents are NOT expected to donate all of the $1000 but we would like each agent to donate at least $25. 

The Spotlight Sponsors are set: NC Pork Council, Farm Credit, Philip Morris, and Syngenta ($50,000 each) 

If anyone will have meals sponsored on the Wednesday Tours they need to get the value of the meals to Norman as well as Lenny so those sponsors can be recognized. 

Our concentration now needs to be on the small donations ($1000, $500, $100 etc.) 

There are still Educational Luncheon Seminars available at $7,500.  It will be a 90 minute presentation or we can help to coordinate speakers for the sponsor. 

The “Got To Be NC” meal on Monday night is being worked on.  Walter met with Steve Troxler and Dr. Johnny Wynne.  Have a written commitment from Troxler to encourage commodity groups and large Ag Groups to be involved with the meal as a sponsor. 

We hope to produce a Commodity Magazine modeled after the Perspective magazine.  Sell ads to Commodity Groups.  Dr Wynne said Communicative Services could edit, print and publish this magazine. 

ANYONE with an “in” with a Commodity Group needs to contact Walter ASAP!!! 

 

Finance

Lenny gave out his report.  Lenny gave out a detailed budget up-date and said about 2/3 of committees have turned their budget and he needs the others ASAP 

The Finance Committee has a “Reimbursement Request Form” that ALL requests must be turned in on.  If it is NOT a budgeted item it must be approved by the Meeting Chairs. 

IF YOU SEND MONEY TO THE FOUNDATION, PLEASE SEND LENNY A COPY SO HE WILL HAVE A RECORD and it gives us a cross reference with the Foundation. 

 

Transportation

Marjorie said that Paul Walker is the Committee Co-Chair.  Transportation budget has been reduced since Pre-Conference tours will come out of different budgets.

We will have shuttles to and from the Wednesday night BBQ for those that do not go on a tour.  Have 5 buses for Sons & Daughters and 34 buses for Wednesday’s tours. 

Holiday Tours out of Randleman is who we will be using. 

 

 

Spouses 

Mitch had submitted his report.  He has received a draft contract from Southern States Tours.  A representative had come to Greenville to meet with him.  They will negotiate with the bus company for spouse’s tours.   Fred will have to sign contract since National has some part of these events. 

The committee will talk about the situation with the Biltmore Estate.  The Wednesday tours have a tour going to Biltmore for $18 and the spouse’s tour would be $55. 

Mitch has the Carolina Preserves books in his office

There are 23 workshops scheduled:

8 Tuesday morning

9 Tuesday afternoon

6 Thursday morning

None Thursday afternoon

 

Sons & Daughters

Ross and the committee have the tours and events set up.  He is scheduled to shadow the chair in Grand Rapids. 

He questioned if we should spilt the youth into 2 groups?  Mark mentioned maybe do it by age.  Do we need a minimum age?  6?  Do we require a chaperone for 7 & under? 

Monday event is set for Hiking $5 and Canoeing $20  we need to set a number limit.. 

 

Life Members

Bill stated the committee had 5 full day tours set and 1, ½ day tour.  They have the speaker set for breakfast.  He will get the information to Debbie and Wendy.  He didn’t know for sure what the fees would be for some of the stops.  The breakfast meal is in the Meals Committee budget. 

 

Wednesday Tours

Norman gave out his report.  There will not be fees for any tours except the Biltmore Tour, other fees figured in budget.  They are figuring $10/person for lunches. 

 

Pre-Conference Tours

Terry said that there are usually 2 Pre-Conference Tours; Animal Science and Horticulture. 

 

Facilities

The room and space request form is on the Wiki.  You need to send it to Sam and Greg.  Even if you need space and NOT a room you still need to send in a request!!  Everyone needs to be observant of the rooms while you are in Michigan. 

Hospitality agents will be in a suite.  It is in the facilities budget.  The work room will be 1000 sq ft.  Wireless is free in the rooms.  Hardwire for the Computer lab is $150/day + tax. 

 

Door Prizes

Each County is asked to secure 2 door prizes; a $50 and $100 door prize. 

 

Commercial Exhibits

Bryant said we had space for 70 booths.  10 provided to sponsors at cost, 15 for $2500 sponsors and 45 spaces for $500/space. 

 

Decorations

Kelly said the decoration request form is on the Wiki.  Please put what type of room and number of tables needing decorations.  They will be using local commodities in vases.  Rooms will be setup with decorations to show case coast, piedmont and mountain commodities.  Everything should last for at least 3 days. 

 

Signage

The signage request form is on the Wiki.  Please get your request in. 

 

Meals

Meals Committee to meet today at State Meeting

      Sunday Night

      Buffet on Sunday 

      Tuesday Night

      State’s Night In will be Italian and Chef attended 

      Wednesday Breakfast

      Milk donated, fruit and vegetables donated.  Coffee mugs donated from Farm  Bureau.  Biscuits from restaurant in Greensboro? 

 

First Timers and PRIDE

Tyrone explained that the 2 events have been split.  He will chair both and David Fogarty will be working with the PRIDE events.  NASCO is the First Timers sponsor. 

 

4-H Talent Revue

Travis has met with Mark Dearmon to review entries and Marshall Stewart has agreed to be the MC. 

 

Respectfully submitted, 

 

 

Barry S. Foushee

Secretary 

 

NEXT CONFERENCE CALL WILL BE AUGUST 21, 2007

8:30 a.m. 

Call (336)748-3777