via Elluminate

 

President Stanley Holloway called the meeting to order at 10:00.  This meeting was held via Elluminate.  

Board Members Present:  Stanley Holloway, NCACAA President, Kelly Groves, NCACAA President Elect, Gerda Rhodes, NCACAA Vice President, Nancy Keith, NCACAA Secretary, Barry Foushee, NCACAA Treasurer, John Dorner, NACAA Electronics Communications Coordinator, Amanda Hatcher, Becky Spearman, Della King, Heather Lifsey, Karen Neill and Mark Tucker (2008 NACAA Co-chairs), Lenny Rogers (2008 NACAA Finance chair), Randy Wood, Will Strader, Michelle Wallace, Bill Skelton and Diane Turner. 

 

Secretary’s Report:  Nancy Keith

Barry Foushee made a motion that the minutes be accepted a sent out via email.  Della King seconded the motion.  Motion carries. 

 

Treasurer’s Report:  Barry Foushee

A copy of the treasurer’s report was sent out via email. 

January 1 – December 31, 2008  -  Balance $11,903.37

                    Misc. Income (past national meeting sponsorship money that was reimbursed

                     from the 2008 Committee and put into NCACAA checking) - $11,500.00 

January 1 – February 6, 2009

                    Still waiting on one district to send dues in so dues can be sent to national. 

                    Sponsorship money for 2009 meeting = $3275.00

                    Checkbook   -    $21,561.91

                    Savings        -     $11,561.17

                    Total            -     $33,123.08 

 

2008 NACAA AM/PIC Update:  Mark Tucker and Lenny Rogers

Pre-conference – Planning was good (there were no real surprises with contracts, no shows, lack of supplies, etc.), marketing was good, fundraising and financial support was good.

Conference Week:  NC agent support was great (175+ agents)

                                NC Hospitality and going the extra mile with meals, assistance, etc            

                                was recognized.

                                The portion of the NC controlled program was excellent

                                Sponsor recognition was excellent

                                Agent teamwork was outstanding

                                Sound system was horrible but not NC’s fault and National Board

                                recognized that as  problem  

 

2008 Registration Totals

1475 participants registered however there were 1506 total registered

Approximately 200 NC volunteers (agents, life members, spouses, Master Gardeners, etc.

Attendance was higher than anticipated

Attendance was highest than in recent history 

Evaluation of 2008 NACAA AM/PIC Meeting

Conducted by Oklahoma Association and they received 475 responses

94-96% of the respondents rated the overall meeting good to excellent

The complete survey results can be found at:

http://oces.okstate.edu/nedistrict/2010-nacaa-am-pic 

On behalf of the 2008 Committee; Thank you to NCACAA and all of the members that helped to make the conference a success. 

 

2008 AMPIC Financial Report – Lenny Rogers

Total cost of the meeting was $507,072 with NACAA share of $173,735 and NCACAA share of $333,337.  All committees did extremely well with staying within budgets.  We were under budget $80,902 of the $587,974 that was budgeted.

National had a savings of $18,762 and NCACAA had a savings of $62,140.

Non Sponsor Contributions:

     Agent Foundation Contributions:  $38,948

     Agent Checking Account Cont.  :  $ 3,165

     Auction (2006&2007) Proceeds  : $ 2,614

     Total Agents Contributions           $44,727 

Funds remaining :  Foundation Account:      $118,484

                               AMPIC Checking Acct: $ 58,411

                                Total Remaining :         $176,895 

Oklahoma, Kansas, and South Carolina will be hosting national meeting in the future – they helped sponsor the 2008 meeting in NC so they will be looking for some sponsorship. 

Mark Tucker commended everyone for a job well done on behalf of the 2008 National Meeting Committee  

 

Trust Fund Report:  Lenny Rogers

Everett Davis is still sending out reports and is in contact with Rick Wolfe and will continue to do so until the board decides what to do with the ’08 National Meeting funds made from hosting the meeting. 

As of 01/01/08 – ’88 Funds and Board Savings : $112,392

                              Transfer (July)                         $   4,000

                               Ending 9/31/08                        $61,163 (board savings&’88 funds)

AMPIC Executive Committee suggested getting a committee to determine and make recommendation to the board as to how to handle Trust Funds and money made from the 2008 meeting.  The committee appointed is:

     Lenny Rogers, chair

     Kelly Groves

     Mark Tucker

     Stanley Holloway

     Barry Foushee

Money will remain in the ’08 account until the committee meets and makes recommendations to the board.  After the recommendations are made, the board will vote and take action. 

 

2009 NCACAA Annual Meeting Report:  Will Strader and Kelly Groves

Kelly sent out a survey email to the membership to determine how many people would attend based on the current travel situation.  To date, 65 people responded to the survey.  48 people say that they will attend.  One third of the respondents or less says that they will not attend without travel.  It seems to be a minimal impact thus far.   

Initial Budget – they are budgeting on approximately 2/3 of registration in 2007.  North Central District has committees in place, tours set up and transportation arranged.  Plans are to use NCSU motor pool busses for the tours.  There are 4 agents in the NC District with CDL’s.  The cost would be $78/day.  Transportation should be less than $300.  They can also get vans for $36/day.  There were 125 agents registered in 2007 so the district is budgeting for 85 agents.   

Bob Edwards is going to talk with Dr. Zublena and Dr. Ort to see if it would be possible to get travel to attend the meeting since a lot of the meeting will be training from specialists at NCSU.   

Total budget for 2009 NCACAA Meeting is $13,700.  The room rates at the Brownstone are $85/night and would have to have 66 room nights.  Currently the proposed registration is $75 for agents. 

Barry questioned the registration fee of $75 and would like to see if it could be reduced.  Stanley Holloway requested that the district meet and get a more defined budget and get a better handle on the cost of the meeting and get a proposed registration cost.  The board needs to act on this matter by elluminate or by email. 

The meeting is scheduled for June 16-18, 2009 at Brownstone in Raleigh.  The Board meeting is scheduled for 6:00 pm on Tuesday, June 16^th.  The meeting will begin with tours on Wednesday morning from 8-11 and the opening luncheon at noon.  The business meeting and seminars would be held Wednesday afternoon with the awards reception and banquet Wednesday night.  The recognition breakfast is scheduled for Thursday morning followed by professional development workshops. 

 

2009 NCACAA Annual Meeting Sponsorship Report:  Gerda Rhodes

To date there are 17 sponsors totaling $3,425.00.  One letter was sent out late November-early December and will try to do a follow up letter with possible phone calls.  Some of the sponsors have already reduced the amount sent in this year. 

 

Federation Report:  Heather Lifsey

The next board meeting is March 27^th at 10:00 am via Elluminate.  The Federation is the link between the associations and administration.  Dr. Ort indicates that a furlough is the last resort from the state level for cuts.  Some counties are certainly looking at furloughs.

JCEP and PILD:  Stanley Holloway

JCEP is scheduled for the week of February 16, 2009 in Orlando, Florida.  Stanley and Kelly Groves are planning to attend.

PILD is April 27-29, 2009 in Arlington, VA.  Kelly Groves and Gerda Rhodes will attend. 

 

DSA, AA, and Young Agent Scholarship Awards:  Bill Skelton

Five DSA nominees – we receive 5 on the national level

     David Barkley

     Joe Dickens

     Ben Chase

     Stanley Holloway

     Allen Caldwell 

AA – six nominees – three selected:

     Heather Lifsey

     Randy Wood

     Amy Lynn Albertson 

Young Agent Scholarship

     Mary Helen Ferguson 

One of the DSA winners is considering retirement and it is in question if the agent is still eligible for the award.  The NC Association Guidelines says nothing about retirement.  The guidelines do indicate that if a person resigns, they are not eligible. It should be no problem for a person who retires during the year of the award to be eligible for the award. 

 

Voting Delegates:  Stanley Holloway

How will cuts impact administrative support for voting delegates to attend national meeting?  Stanley talked with Dr. Zublena and received a very vague response.  Policy is written to make up the difference of up to $500.  It would cost the association $2800 if administration does not provide support to the national meeting.  Barry Foushee indicated that he does not think that it would be a problem or financial burden on the boar to absorb these costs.

Randy Wood had been at a meeting and present with Dr. Zublena where the voting delegates to national meeting was mentioned.  Randy got the message that administration is not going to support voting delegates financially. 

Barry Foushee indicated that there is $33,000 in the bank and it is not drawing much interest and he would like to move it into a money market account so that it would draw more interest.  Gerda Rhodes made a motion to move the money into a money market account.  Amanda Hatcher seconded the motion.  Motion carries. 

 

District Reports

West – Diane Turner – met in October and next meeting is in Macon County in March or

            April.

West Central – next meeting March 13^th in Burke County

South Central – Had meeting in Robeson County in January.  Updated committees

North Central – Will Strader – working on state meeting plans and next meeting is 3/18

Northeast – Held meeting in December and they are getting proposals for the 2010 state

           meeting.  The next meeting is March 6^th.

Southeast – Della King – Next meeting is February 13^th. 

 

Next Meeting

The next NCACAA Board Meeting is April 17^th at 10:00 am in the Randolph County Extension Center. 

Meeting adjourned at 12:15 pm.