• Call to Order
• Fiscal Committee Recommendations
• Fiscal Committee Budget Review
• NACAA Internal Audit
• AV Contract
• Photographer Contract
• Pinnacle Award Update
• Winter Board Meeting Travel Plans

The conference call was called to order by President Mickey Cummings at 3:00 pm EDT.

Board members present were: Mickey Cummings, Leon Church, Glenn Rogers, Sandy Macnab, Chuck Schwartau, Stan Moore, Henry Dorough, Gary Hall, Dave Myers, Fred Miller, Chuck Otte, and Scott Hawbaker.

Announcements - JCEP regional meeting dates are up on the web. Persons can go to the NACAA website to get the dates.

Fiscal Committee on Scholarship Money - Glenn sent out an email last Thursday, it contained recommendations regarding how to handle the scholarship money. We have handled cash, checks and credit cards at the scholarship auction. This year the cash was deposited in the Scholarship Chair's own checking account and then a check was cut from her to the NACAA Education Foundation. We also addressed the question - Do we need social security numbers? Contacts were made to at least two accountants who helped us come up with some of these recommendations, which are:

1. cash received at the AM/PIC NACAA Scholarship Auction shall be given directly to the NACAA Education Foundation treasurer, who shall take funds to a bank and obtain a bank cashiers check or money order made out to the NACAA Education Foundation, this action is dependent upon the approval by the NACAA Foundation Board
2. the NACAA Education Foundation Treasurer will be present at the AM/PIC NACAA Scholarship Auction and receive cash, with all checks made out to the NACAA Educational Foundation
3. the value of donation to the NACAA scholarship auction shall be set by the donor
4. there is no need to collect social security numbers from NACAA donors nor is there a need for social security numbers for NACAA Scholarship recipients, (these are not considered prizes, but are considered scholarships)
5. there will be an acknowledgment by NACAA Educational Foundation to any individual or others who furnish item(s) or cash valued at $250 or more. This acknowledgement shall include date, value of gift, name of giver, name of non-profit receiving gift and signature of recipient.
6. Receipts or letters of acknowledgement shall be available to anyone who requests one from the NACAA Education Foundation for donations of value under $250.

Glenn moved we accept this report and six recommendations. Motion passed. A Second is not required on a motion from a committee.

Discussion - will someone else be present to assist the foundation treasurer? It is assumed that the Scholarship Committee will be present. Glenn - just note that the foundation when referenced is the NACAA Educational Foundation. Discussion about the wording, should we have Treasurer or his/her designee. Committee and Gary Hall recommend that we leave the wording simply the foundation treasurer.

Fiscal committee budget review at winter board meeting - Mickey has asked Kentucky and Ohio to have their preliminary budget to him by early November. He will then send it on to Glenn Roger, Fiscal Committee Chair. Glenn can send the budget around to the fiscal committee so it can be previewed before attending the winter board meeting. This will expedite the process. Mickey asked Glenn if he would set up conference calls to discuss the budget before winter board. November 21st has been scheduled. Mike Hogan says he can have his people there by 6pm on the 14th of December. The Fiscal Committee will meet at 6:00 pm on the 14th of December to work through the 2006 AM/PIC Budget.

NACAA internal audit at winter board - the purpose of this internal audit is to conduct an audit by board members. We will look at ledgers, vouchers, etc, to see if all is in order. The internal audit committee is Chuck Schwartau, Chuck Otte, Dave Myers, Fred Miller, and Henry Dorough. Dave Myers will act as chair of this committee. Mickey wants to include as many board members as we can so that as many as possible can see what is going on with our money. He specifically did not include all members of the fiscal committee for that reason. The internal audit should take about an hour to an hour and a half. This committee will meet during the Winter Board meeting per association policy.

Mickey - I have been getting phone bills, this is a bit of a problem as the bill was due before I received it. Scott will correspond with appropriate person to be sure this is handled or taken care of.

AV Contract Review for 2006 - Scott reported that he had received information from a life member about person in Ohio he had worked with in the past with regards to sound systems and Audio Visuals, Scott has visited with this company and has given them the specifications as to what are needs would be for our conference. As of this time we have not heard back from them. Scott -- My gut instincts are that we will not hear from them, as we haven't yet to this point. I can follow-up with them if we would like. We have received a bid from Greg Clements, (The Construction Zone), we have gone over lay out with him etc. Discussion was held on the size of the large meeting area and how that will affect the sound system. Concerns/issues from the 2005 AM/PIC were addressed with Greg Clements of the Construction Zone. Mickey - We need to get this contract taken care of soon, due to what we want to do for the Sunday night event. This year will be a one time setup, we will not be moving around, and this is something we asked the host states take into account. With the addendum the contract will be in the $33000 rage plus rooms. Do we need to include all of the addendum items; do we need the 2 plasma TVs? Can we get along with the audio monitors for the banquet? Let's correct the sound for the banquet. 4-H Talent Show folks can not bring their own microphones, they must use our equipment. Fred Miller suggested we need to look ahead and have additional bids in the future. Can we invite the folks from Ohio to come in during our AM/PIC and take a look for future bids? Mickey does not want to wait any longer than November to make this decision. Chuck Otte moved that we accept the contract from The Construction Zone for $28466.92, with an amended contract to include the correct videos and dates, Seconded by Fred Miller motion passed.

Addendum will be revisited at the November conference call. Scott Hawbaker will ask to have each of the five items separated out and itemized.

Photographer contract - Wendell approached Mickey during the NAEFCS national meeting and asked about providing each attendee family with a state picture, this would require a $3 increase in registration fee. Scott Hawbaker reported that he had emailed us the proposed contract from Wendell. It was decided not to increase registration fee and give a state picture to each family. The order of state picture taking is determined by the local committee. Scott will go back to Wendell and propose a similar contract as last year's and bring the new contract proposal back to the November conference call. Mickey has asked the host committee chairs to take pictures during the week for the Smiley Faces. Has anyone gotten there pictures, some have some haven't.

Pinnacle Award Update - The committee of Curtis Grissom, Larry Morehead, Todd Lorenz, Duane Duncan, and Elmo Collum has met and has decided to revamp the Pinnacle Award. Four awards, (cash awards) will be presented at the annual banquet. One award per region will be recognized. A proposal with this in mind has been sent to Jack Daniels for approval, no correspondence has been received in return at this time. We are trying to get someone from Jack Daniels to present the award. The Committee is also working to get a light meal on Saturday evening to replace the VIP. Hopefully, we will have more information by Winter Board meeting in December.

Winter Board Travel Plans - Mickey suggests we try to get our flight ticket purchased by early November. We should all try to get into Cincinnati on the 14th so we can have committee meetings. The meetings will finish up on the December 17th by noon.

Glenn reports that there are 21 to 22 state Outstanding Young Farmer winners. This is down a bit from last year. We need to encourage our people to get applications in early next year.

Glenn also reported that he was on a JCEP teleconference, the federal budget is under consideration. There is talk about a 2% across the board cut in all agencies budgets in the federal government this discussion is a result of the money being spent on hurricane relief. PILD registration amounts have been set, registration for PILD is $250, and regional meeting registration is $210.

Chuck Schwartau reports that as of this afternoon $13700, has been given to NASULGC Relief Fund by NACAA members.

Chuck further reports that we are about $12,000 to good from the 2005 AM/PIC.

The next conference call will be November 2 at 3:00 pm EST.

Meeting Adjourned at 4:20 EDT.