West District- NCACAA

April 2, 2008

Swain County Extension Center

Submitted by Callie Birdsell

Attendance:  Skip Thompson, Jeff Bradley, Bill Skelton, Stanley Holloway, Callie Birdsell, Kenneth McCaskill, Silas Brown, Amanda Stone, Silas Brown, John Dorner

Chairman, Silas Brown, brought the meeting of the West District-NCACAA to order at 10 am.  Stanley moved to approve the January 24, 2008 minutes.  Jeff Bradley seconded, the motion carried.

The treasurer’s report that was submitted during the January 24, 2008 meeting was incomplete, and had been corrected and resubmitted.  Bill moved to accept the corrected treasurer’s report.  Stanley seconded, and the motion carried. 

Bill provided a report on the NCACAA state meeting to be hosted by the West District.  Kelly Groves, NCACAA President-Elect, has raised $5,400 in sponsorship funds for the NCACAA state meeting.  The West District is suggesting that members attending the meeting and banquet pay a $20 registration fee, with a $5 fee for spouses and children not attending the banquet.  Discussion was raised regarding the number of attendees estimated and about income equaling expenses.  Bill and Skip both stated that the estimate for the meal was 100% attendance from state membership.  However, only 90% of the state membership is expected with a small number of spouses and children.  It is estimated that the West District will have a small amount of income left over from the meeting and banquet.

There are three options for room reservations for NC agents attending the NCACAA meeting and banquet.  If you plan to stay overnight for the state meeting, you should reserve your room under the NACAA to support the national association.

Bill stated that hard copies of the County Agent should come in the mail next week with registration information for the NACAA national meeting.

The NCACAA board will meet April 23 to approve the NCACAA meeting and banquet proposal from the West District.  Bill asked for help with the children’s activities that will go on during the state meeting.  Transportation for children’s activities has not been budgeted since most agents will bring state vehicles that can be used to transport children and their families.  Chaperones are also needed for the movie/pizza party.  It was suggested that movies have no more than a PG rating, and good judgment should be used when selecting the movies.  Silas asked if children over 9 would need a chaperone, and how many chaperones were needed for the event.  Bill said that he didn’t think it would be a major issue, as most children would have a parent that would go with them.  Callie and Amanda volunteered to coordinate the movie/pizza party.  Kenneth offered to help as much as he could, but he would have to attend the awards banquet.  Callie and Jeff Bradley agreed to chaperone the natural science tour.

Stanley noted that the proposal Bill provided has to be approved by the NCACAA state board.  Initially there was some concern that there wouldn’t be enough funds for the state meeting, but since $5,400 has been secured, fundraising has stopped.  Any surplus funds will come back to the West District.

Bill reported that planning for hospitality should be fairly simple and last minute.  Stanley asked for anyone who has contacts for donations of snacks and drinks to ask. Tamara will handle the registration fees for the state meeting, and John will take care of any online information and registration.  Bill stated that volunteers are always needed and anyone wishing to volunteer for more than what they have so far should let him know.

Information regarding the state meeting will go out quickly after the state board meeting.  John will send out the hotel reservation options to NCACAA members.  Stanley again mentioned that the state board must approve the budget before the West District can move forward with the state meeting.  The question was raised if state members would register for hotel rooms this early.  It was suggested to poll the state board members about early registrations.

Another suggestion was to remember that volunteers for the state and national meeting don’t have to come from Extension, so don’t feel limited in asking for assistance.  Bill has spoken with Ross and he has enough volunteers for the sons and daughters tours, but more help would be appreciated.

Silas asked about door prizes and that each district is supposed to provide two.  Callie said that it had been discussed to do two baskets with agricultural and food items from the West District.  Stanley also reminded everyone to bring items for the scholarship fund auction. 

Discussion was again raised about volunteers for the national meeting.  Stanley said that there would need to be a labor pool on standby.  There will be a need for gophers and general labor through the meeting.  Bill suggested that if you wish to serve on a specific committee that you should contact that committee chair.  Bill also reminded everyone about the 100% participation from NCACAA members goal in fundraising for the national meeting.  If you have not yet sent in something, please do so immediately.

Jeff Bradley asked about soliciting funds from donors.  It was suggested to contact Walter Earle to see what sponsorships are still available, and that brown bag lunches are still open. 

Jeff Bradley also asked if first year NACAA conference attendees would lose their first year attendance waiver.  First year attendees who are there to help and volunteer with the national meeting will not have the opportunity to experience the actual conference, but will lose the chance at the first year registration fee waiver.  John said that he would contact Fred Miller in regards to this issue.  For those who will be attending the national meeting, registration fees need to be turned in by May 5.

Silas called for the slate of nominations from Skip, Nominations Committee Chair.  Skip asked if a quorum is necessary for voting.  John checked the bylaws and could not locate anything say that there did or did not have to be a quorum.  John suggested that he could use survey builder for voting purposed or to use an Elluminate session for voting.  Bill expressed the need for elections to happen before the national meeting.  It was decided that an email with the slate of nominations from the nominating committee will be sent out.  Members will be asked to vote “yes” on the slate of nominations or to send in other nominations.

Stanley stated that one voting delegate from each district is needed for the national meeting, and that the district would pay up to $500 for travel to the national meeting to cover what county/state administration would not.

There will also be a need in the near future for new state committee chairs.  Stanley will start working on what committee will need new chairs, but is not ready to start looking for new chairs.  John said that a list of committees is available on the NCACAA website.  Kenneth informed the group that state chairs are responsible for the bulk of work involved in selecting award winners, and it is a very time consuming responsibility.

The next West District meeting will be held in Buncombe County in October.  Amanda and Jeff will check the county calendar and email out potential dates.

Bill mentioned that the district voting delegate is usually the current Vice Chair and if they are unable to attend the national meeting, it goes down the line of officers.  John Dorner nominated Silas, as he was unable to go last year as the Vice Chair.  Callie seconded and the motion carried.

John then presented an educational program on del.icio.us, an online book-marking program, to the group.

The meeting was adjourned.