NACAA Pre-Board Meeting - July 13, 2007
July 13,
2007
Actions Taken
James Devillier moved
to approve the agenda as amended. The motion was seconded by Mickey
Cummings and the motion passed.
Dave Myers moved to approve
the 2007 Spring Board, the May 5th and June 6th
Conference Call minutes as presented by the Secretary.
The motion was seconded by Henry Dorough and the motion passed
Mickey moved to institute a permanent facilities fee of $250 for Active and Life Members who do not stay at an approved facility of the hosting AM/PIC. The motion was seconded by Paul Wigley.
James
Devillier moved to postpone the vote on this motion until the post board
meeting, seconded by Henry Dorough, motion passed 5 in favor, 3 against
and one abstention.
Fred Miller moved that
NACAA send the Executive Committee and have the
Regional Directors chose 1 member to go to the Galaxy III.
Stan Moore seconded the motion and the motion
passed nine in favor to one opposed.
Mickey Cummings moved
to provide the eXtension with our mailing list at no cost. Dave
Myers seconded the motion and the motion passed.
Rick
Gibson moved that we recommend to the voting delegates James Hruskoci,
NE as chair of Horticulture/Turf grass Committee, Scott Jensen, ID Vice
Chair Professional Excellence and Ed Martin, AZ as Vice Chair for Recognition
and Awards, and recommend the Sustainable Agriculture Committee Vice
Chairs, Vince Haugen, Michelle Infante-Cassella, Milt Green, Julia Gaskin.
The motion was seconded by James Devillier and the
motion passed.
Mickey Cummings moved
that the NACAA Committee Condensed Action Calendar and check list
be placed in the committee handbook section L. The Motion was
seconded by Stan Moore and the motion passed.
Rick Gibson
moved to change the schedule of the 2009 AM/PIC
to move the PI Tours from Wednesday to Thursday
with the DSA Banquet moved to Wednesday. The motion seconded by
James Devillier and the motion passed.
Mickey
Cummings moved to allow Oregon to proceed with the
camera raffle fund raiser. The motion was seconded by Henry Dorough
and the motion passed.
James
Devillier moved to take the amended budget to the voting delegates,
amended budget included splitting out executive director salary and
national office expenses and then leaving or deleting the galaxy seed
money expense if it was actually spent. The motion was, seconded by
Henry Dorough and the motion passed.
James Devillier moved to accept the report and the goals developed by the Development and Planning committee. The motion was seconded by Michele Hebert and the motion passed.
Call to order
President Chuck Otte called
the meeting to order at 8:00 a.m. in the Imperial Ballroom of the Amway
Grand Plaza Hotel in Grand Rapids, MI. Members present were;
Chuck Otte, Fred Miller, Rick Gibson, Leon Church, Paul Wigley, Henry
Dorough, Dave Myers, Dirk Webb, James Devillier, Chuck Schwartau, Michelle
Hebert, Gary Hall, Stan Moore, Paul Craig and Scott Hawbaker.
Chuck stated that he had been listening to Public Radio the Saturday before this meeting. The program on was Car Talk, the first caller that morning was a lady from Fairbanks, AK named Michele. He noted that he felt the voice sounded familiar and wondered if it could be our Michele. He emailed her later that day and found out that indeed it was Michele Hebert. Michele was having problems with the starter on her Saab. Mickey Cummings and Dave Myers both stated that they had heard the program as well.
Thought for the Morning
Stan Moore, North Central Region Director provided the thought for the morning. His thought was from the writings of Robert Frost. He stated that Education is the ability to listen to almost anything without losing your temper or self confidence. Stan expressed his pleasure in having had the opportunity to serve on the NACAA Board the past two years; he gained a great deal of professional improvement and leadership skills. He especially appreciated that fact that our discussions were open and in the end we come out of those discussions as friends.
Approval of Agenda
Item FF the JOE report will be moved to the post board meeting. The 2007 AM/PIC report will be moved to Friday afternoon. Chuck noted that the Membership Brochure will be added to this afternoon’s agenda if time allows. Rick Gibson will discuss the Outstanding Young Farmer Award Program on Saturday. James Devillier moved to approve the agenda as amended. The motion was seconded by Mickey Cummings and the motion passed.
Minutes of Spring Board & Monthly Conference Calls
Leon Church, Secretary provided copies of the 07 Spring Board Meeting, the May and June Conference Calls to those who did not have a copy.
Dave Myers moved to approve the 2007 Spring Board, the May 5th and June 6th Conference Call minutes as presented by the Secretary. The motion was seconded by Henry Dorough and the motion passed. Rick Gibson commended the secretary for his work.
Treasurers Report
Item C submitted by Treasurer Paul Wigley. Paul reported that after the membership dues were paid there was a lot of money just sitting in the checking account. He shopped around and found a short term money market account that made Association money. He noted that putting the money in the money market account it was a way to make our money work for us. Mickey commended the Treasurer for his work in shopping around for higher interest rates. James Devillier commended Paul for his outstanding stewardship of our funds.
Facilities fee for Future NACAA
Scott Hawbaker reported that we had lost 20 registrations in the past week. Mickey Cummings stated he was the one who asked to have this item put on to the agenda. Mickey explained that an approved facility could be camp grounds, other hotels, etc.
Mickey moved to institute a permanent facilities fee of $250 for Active and Life Members who do not stay at an approved facility of the hosting AM/PIC. The motion was seconded by Paul Wigley. Scott noted that it was impossible to require guests and exhibitors to stay in the headquarter hotel. He stated that having members and life members in the motion this clarified that issue. Henry Dorough stated that he was in between a rock and a hard place in that he and James have been directed by the Southern Region members to vote against any permanent facilities fee, even though personally he was in favor of the fee. Paul Wigley stated he felt we would be $60,000 in the hole this year if Scott hadn’t let us know of our pending short fall, he felt it was only prudent to pass this motion especially in light of his responsibility as the overseer of the association’s funds. Dave Myers asked if we should look at a lower figure and state that the fee would be up to $250. Mickey didn’t think we should do that, if the fee is any lower than that it would not be a deterrent. Chuck Otte stated that he had received an email from the 2008 AM/PIC steering committee asking to have this fee. Rick Gibson stated he will soon be responsible for the AM/PIC in Oregon, like Henry he feels he is stuck between a rock and a hard place. He asked will this action help our attendance at meetings. Mickey didn’t feel this would add a cost increase for attending unless they stay away from the host facilities. Rick agreed but cheaper hotels can be found and a lower cost of attending can be obtained. Fred noted that this was simply a minor shift in what we already do. We can pull it out if we don’t want it. James Devillier echoed what Henry said, he would like to postpone the vote until the post board meeting so that the Directors could ask the membership what their desire was. James Devillier moved to postpone the vote on this motion until the post board meeting, seconded by Henry Dorough, motion passed 5 in favor, 3 against and one abstention.
$5000 in 08 Budget for Officers and Director Expenses to Galaxy
Mickey Cummings reported that the fiscal committee had placed $5000 in the 2008 budget in order to send NACAA Officers and Directors to Galaxy in Indianapolis. Mickey asked the board who should be sent to Galaxy. Henry Dorough suggested we send the entire board to show support of Galaxy. Mickey mentioned that we have been setting aside $2000 per year for Galaxy as seed money; none of this money has been used to this point. Stan Moore noted that we need to send a significant number of Board Members so that when we make the decision whether to support Galaxy in the future that decision can be made based on good information and judgment. Chuck Otte asked the board if the potential good will offsets the effect this would have on our 2008 budget. James Devillier noted that he didn’t feel that everyone had to go, we probably could save enough during the five year period between Galaxy to send the whole board.
Michele Hebert stated that an option would be to send part of the board possibly five. Henry felt the whole board needs to attend so that they understand what Galaxy can do for our membership. Leon Church stated that he didn’t feel it was necessary to send the whole board. He stated that a portion of the board could go and report back to the entire board. Gary Hall stated that history indicates membership did not want to be full participants so sending the whole board would be against what the membership has indicated; we should be concerned about our membership rather than JCEP. Paul Wigley noted that spending $5000 and sending the entire board to Galaxy would mean spending 5% of our total 2008 budget on this event. Henry asked how many board members could go for the $5000 proposal. Scott Hawbaker stated that $5000 would cover 4 to five board members. He further stated that sending the whole board would cost approximately $17,000. Fred Miller moved that NACAA send the Executive Committee and have the Regional Directors chose 1 member to go to the Galaxy III. Stan Moore seconded the motion and the motion passed nine in favor to one opposed.
James asked if these folks had to attend Galaxy. It was noted that no it would be the individual’s choice. Chuck Schwartau noted his concern of what this action or message would be to State Extension Directors. Rick Gibson asked what the feeling on the JCEP Board to NACAA; do you get a feeling from them regarding this issue. Chuck reported that the JCEP Board for the most part is positive; we have the current JCEP president and other officers on this board. Rick asked then, will JCEP help us with State Directors relationships and perceptions or will we have to work on our own to build these bridges. Mickey didn’t know if this would happen or not, we are trying to do work with the State Directors via more subtle means. We haven’t asked the JCEP Board to take an active role. Fred Miller noted that JCEP was as fickle a board as our NACAA board. He stated that the atmosphere on that board can change as the board changes. Fred further stated that we can’t worry about what JCEP or Administrators thinks we need to represent our membership. Dave Myers stated that NACAA was put between a rock and a hard place and felt we need to leave this up to the Presidents discretion. Rick stated that he agreed with Dave, we are discussing how we can maintain strong programs for our membership and still maintain our relationships with the JCEP members. He asked, based upon what we have heard can we achieve our goals by sending a minimum number of people? Chuck Otte stated that we should send as many board members as possible to be a full partner in the Galaxy venture. Mickey Cummings asked when we will come to a point where we take away money from this organization, so that we do what we are discussing. Paul Wigley stated this Galaxy is a touchy issue with some states, if we get too far off base with the funds we spend the message we send to our membership might be negative. The vote was taken on the motion. Stan Moore recommended that this group write up an internal report on their findings from attending Galaxy so to advise future boards. Fred Miller requested that we ask each who attends to be as frugal as possible and utilize any other available funds whether that is county, state or regional.
eXtension’s request for mailing list
Chuck Otte reported that he had received a request for our mailing list from eXtension. He stated that additionally there was a request that followed from eXtension about purchasing the mailing list. Mickey Cummings asked why we would sell to eXtension, will this cause a problem if we go back to them (eXtension) for a request of some kind at a later time. James Devillier asked why can’t they go to each extension state office via the web and get this information. Henry Dorough stated that he had visited with this group in Alabama and had discussed with them what NACAA does. Mickey noted that there was discussion going on in JCEP about using eXtension to do some training. He asked can we cooperate with them and not sell them the list, rather give them the list.
Mickey Cummings moved to provide the eXtension with our mailing list at no cost. Dave Myers seconded the motion and the motion passed.
Michele Hebert stated that she didn’t think we should give them access to our data base, we should charge for that. Scott Hawbaker stated he would simple give them a list of members not access to our database. Henry stated eXtension would simply be interested in our general mailing list. Stan Moore asked when we sell our mailing list, how many lists do the purchaser receive. Scott stated that the purchaser receives access for 1 year, so it is unlimited during that 1 year period.
Audit Item H
Chuck Schwartau reported that the audit report states that NACAA records indicate that accurate reports and financial records were found. He pointed out that the audit indicated we need to have a receipt for every check received. He asked who should write that receipt, should it be Scott Hawbaker or the Treasurer. He noted that we do have letters from Scott listing all checks sent to the Treasurer. Chuck noted that the audit discussed the situation of two people handling funds; this situation was considered a positive. He reported that for continuity and simplicity consideration should be given to having a permanent banking facility. As an example Chuck stated that the bank could be in Illinois for deposit simplification and the Treasurer would write all the checks, maintaining two people handling funds. Further he noted that the audit indicates we have had healthy growth in our accounts. Also noted was that our income has been stable as has been expenses for the association during the past two years. An official copy of the audit will be filed with the President, Secretary, Treasurer, Executive Director and Chuck Schwartau. Chuck noted that depending on the bank and the way the accounts are set up we may have some accounts there without insurance. He recommended that all accounts need to insured in the future. Chuck Otte stated that Chuck Schwartau will make a power point presentation at the voting delegates to show our financial health and why we do not need to raise dues. Dave Myers recommended that this audit report be placed in the archives at Beltville, MD. Paul Wigley stated that this association owes Chuck Schwartau an expression of gratitude for the job he did, when the books were turned over to Paul they were in excellent condition. Mickey Cummings would like to have information on what the savings will be to host states using the new AM/PIC cost sharing responsibilities. Chuck Schwartau will provide that information for Mickey.
Event assignments
Chuck Otte noted that he had sent out via email the assignments for the week for the board. Fred Miller recommended that copies of these assignements be given to the council chairs, so that their committee chairs know who will be attending. Fred also stated board members may be asked to present awards.
Voting Delegate Session Agenda
Chuck Otte handed out the proposed agenda for the voting delegate’s session on Tuesday July 17th. He reviewed the proposed agenda and asked for additions or changes. The order of election should be President Elect, Vice President, Secretary and Treasurer. Chuck noted that Kansas will make a bid for the 2011 AM/PIC in Overland Park, KS. Stan Moore asked if there are two cities coming from Kansas to exhibit at the commercial exhibits. Chuck Otte stated that only Overland Park would be present. It was agreed that the By-laws change should be added to the agenda. These changes will be made by President Otte Stan Moore noted that he will be presenting his full committee report to state officers so the report he will give will be abbreviated.
Chuck Otte stated that he felt
we needed to discuss the facilities fee during the voting delegates’
session. This will be discussion and an advisory vote only.
James Devillier invited all to his room at 5:00 p.m. for Seafood Gumbo.
Review State President’s Luncheon Agenda
Fred Miller reported on the agenda for the State President’s luncheon. He noted that the program would be short. Agenda items will include: Welcome and Introductions; Henry Dorough and Liz Felter, FL who will discuss the NACAA Brochure; Recognition of state membership growth presented to state presidents; and Oklahoma will make a special presentation to the NACAA President; President Otte will have closing comments for the State Presidents.
Gary Hall noted that as policy chair he was responsible for officers’ gifts and as such had taken the liberty to obtain a gift for Fred. He presented Fred with a First Aid Kit to ensure that Fred stays well throughout the entire AM/PIC.
Review Director/Vice Directors Workshop Agenda Item L
Henry Dorough stated that he had emailed the agenda for the Directors/Vice Directors Workshop to the board. He further reviewed the agenda and asked for comments, since there were no additions the agenda will stand as presented. Gary Hall presented a gift to Henry that represented his ability to attract girls. While going through Toys are Us he passed an area where there were a lot of girls. So he gave him Play Dough.
State Officers Workshop Voting
Dave Myers reported that he had emailed the agenda to the board previously. He briefly discussed the agenda and what would be accomplished during the workshop. Dave noted that a ten to twelve minute presentations will be made by each respective presenter. Fred Miller stated that he wanted to briefly discuss fund raising during the state officers’ workshop. Gary Hall noted that Chuck Schwartau and he had talked and as a result of Dave’s Thought for the Day during the Winter Board Meeting regarding superstitions and especially his practice of throwing salt over his shoulder, Gary presented Dave with salt substitute.
Committee Chair and Vice Chair Luncheon Agenda Item N
Rick Gibson passed around the agenda item N. The first agenda discussed was the Committee Chair and Vice Chair Luncheon. He noted that there will be a power point presentation by Neil Broadwater on Chair and Vice Chair responsibilities. Fred Miller asked about the presentation by Neil Broadwater, do we know his content. Rick responded that Neil will be discussing the fact that committees are encouraged to obtain additional funding for their programs. Neil and Fred will talk and get there presentations together so that they do not duplicate their efforts. The Thursday morning committee members’ breakfast agenda was presented and accepted as presented.
Gary Hall presented Rick with confetti for celebrating his successes next year as President Elect.
Review Voting Delegate Breakfast Agenda
Leon Church presented the Voting Delegate Breakfast Agenda to the Board. The breakfast will be held on Monday morning, there were 126 delegates at the time of this meeting. Agenda will include; Welcome and Introductions; present the officer candidates, discuss the business issues to be brought forth to the delegate session; Kansas will announce their intention to bid for the 2011 AM/PIC; reminders and announcement for the voting delegates in regards to time lines and sitting of delegates and an substitution that need to be made. Delegates will be seated alphabetically by state unless this board wants to change that seating method. Gary Hall presented Leon with Memory Mints; he stated that they were probably needed as Leon was one of the oldest members of this board. This gift was a substitute for what he wanted to give which was a bed pan.
Donor Reception
The Donor Reception will be held on Monday afternoon. Fred Miller noted that he would introduce donors and sponsors and give them a chance to make comments. This event is held during the Monday afternoon break in the commercial exhibit area.
Committee Chairs and Vice Chairs - Item Q
Rick Gibson noted that additions and changes in the committee chair and vice-chairs appointments included: Horticulture Committee – James Hruskoci will serve as chair. He stated that in the Program Recognition Council, the Professional Excellence Committee Vice Chair from the Western Region is K. Scott Jensen, ID and in the Recognition and Awards Committee, Ed Martin, AZ. He stated that all the other positions had been approved. Rick noted that the Sustainable Agriculture Committee recommendations are; Chair Michelle Infante-Casella, NJ, Vice – Chairs Milton Green, WY; Vince Haugen, WI; Julia Gaskin, GA. Dave Myers noted that Lee Miller, PA had told him that he planned to retire this fall. He asked how this would be handled. Rick noted that the new Vice President will have to deal with that issue.
Rick Gibson moved that we recommend to the voting delegates James Hruskoci, NE as chair of Horticulture/Turf grass Committee, Scott Jensen, ID Vice Chair Professional Excellence and Ed Martin, AZ as Vice Chair for Recognition and Awards, and recommend the Sustainable Agriculture Committee Vice Chairs, Vince Haugen, Michelle Infante-Cassella, Milt Green, Julia Gaskin. The motion was seconded by James Devillier and the motion passed.
2011 AM/PIC Bid Report
Chuck Otte reported that Kansas had agreed to host the AM/PIC in Overland Park, KS. He noted that Overland Park is a suburb of Kansas City, KS. Chuck stated that the dates would be the first full week of August, 2011, August 7 – 11, 2011. Gary Hall presented Chuck with a way to release stress during this coming week and now hosting an AM/PIC in Kansas. Since he has been dealing with a barrel full of monkeys he presented him a barrel full of monkeys. Fred Miller asked Chuck if a video will be presented as part of the bid presentation. Chuck reported that there will be a short video; he noted he has no idea who the main character is in the video.
JCEP Report
Mickey Cummings reported that this year has been a very good year. He noted that Fred Miller was elected President Elect of JCEP. Having Fred elected to that position indicates our status with this group. Mickey just completed his term as President of JCEP. He further discussed a couple of issues discussed at the June JCEP meeting. One issue was the perception in the North Central region about NACAA annual meetings and how the site is selected. Because of this perception he would like to show a power point he had developed to share with Administrators this week at the Administrators Breakfast. Mickey stressed that NACAA is a member driven association, unlike some other associations which are board driven. Mickey also stated that the relations are growing and in a positive way. PILD is growing due to the work NACAA has been doing since Elmo Collum worked to improve NACAA’s presence on PILD event planning. Chuck Otte reiterated that our working relationships with JCEP are good. He noted that JCEP made money on both the PILD and Regional Officers workshops. Mickey noted that JCEP should represent you and should be involved in the electronic age. Additionally Mickey reported that Don Fretts, PA attended the June JCEP meeting and approached the possibility of hosting a joint meeting of NACAA and Galaxy in Pennsylvania. He stated that JCEP took the proposal under advisement and asked that PA go ahead with the idea. JCEP was not able to make a decision as proposals were not yet asked for. The door was opened and we feel NACAA has offered an olive branch. Dave Myers asked if logistics were discussed. Chuck Otte stated that the date would need to be in September. Mickey noted that it might be necessary for JCEP to consider accepting 2013 bids in 2008. Rick Gibson asked what the time frame for proposals would be. Mickey stated that a call for proposals would go out in January 2009. The site would be selected at the June 2009 JCEP board meeting. Chuck noted that Pennsylvania would need to know how they should proceed in 2008, if JCEP does not select Pennsylvania, they could proceed with a separate NACAA proposal. Voting delegates have to be involved in deciding whether to proceed with a joint proposal. Rick stated that Pennsylvania should be commended for taking the lead in trying to calm rough waters. James Devillier asked what the feeling of JCEP was toward the Pennsylvania proposal. Chuck Otte stated that most were positive, but wanted it to look good for all. James wanted to know how this will affect participation of families and membership. Mickey noted that he had stated that families have to be included in this event if it occurs. James stated his concern about increased registration fees that most likely would occur in a joint Galaxy meeting. Additionally, he was concerned about how we would have to alter our meeting to accommodate this joint event. Mickey stated that Don Fretts had a very good schematic that showed how both could be accomplished. James felt we should start to tell our membership that this proposal has been made by Pennsylvania. It was not a proposal that has come from this board. It is important that the membership understands this difference. Henry Dorough asked if information could be given to the Regional Directors as to what Don Fretts suggested to NACAA. He noted that this information may be helpful for the Regional Directors during their Regional Meetings during this AM/PIC. James wondered how this would affect the Helms-Briscoe contractual agreement. Scott Hawbaker stated that we have no contractual agreement with Helms-Briscoe; we have an understanding of agreement. Paul Craig asked how can we plan if we don’t know the potential attendance. Mickey suggested that Pennsylvania come up with two different proposals, one for NACAA AM/PIC and other for a joint Galaxy event. Fred Miller noted that Mickey will be serving as Past President and Chuck Otte will be Treasurer, I would not have had the opportunity to serve as President Elect if Mickey had not done such a great job. He asked the board to recognize Mickey for that job. Applause was offered.
Gary Hall presented Mickey with tape for his reading glasses, and earplugs for his wife to muffle his snoring.
Including JCEP Awards announcements in County Agent
Fred Miller noted that JCEP has added several awards. He stated that one of those awards is the Team Award. This award includes a $500 cash award. He noted that JCEP would like NACAA to add the Team Awards announcement to our Awards Edition of the County Agent. He stated that the other announcement that would be added to the Awards Addition was the poster presentations application for PILD. Chuck Otte asked Gary if there was a problem with doing this. Gary felt it would most likely be okay. Stan Moore expressed that he would like to have this occur as it would be helpful in regards to the Poster request for PILD. The Policy Committee will take this up and report back to the board at Post Board. Gary asked if the Team Award was for NACAA members or was it for JCEP members. Fred noted that the award was for JCEP members, including several disciplines, i.e. Ag. FCS and 4-H.
Proceedings Report
Scott Hawbaker reported that
the 2007 proceedings are 198 pages. He stated that a flash drive
will be presented to all active members with their registration materials
packet. He noted that the proceedings have been sent to John Dorner,
ECC and will be placed on the NACAA website. Scott stated that
if there are presenters who do not present, those presentations will
be pulled off the website. He further noted that the proceedings
include the AM/PIC program, abstracts from presentations and posters,
list of participants, report to the membership, Hall of Fame, Search
for Excellence, and more. James Devillier asked how many of the
presenters normally pull out. Scott reported that three or four at
the most do not attend. Gary Hall stated that there are
a lot of policy statements regarding the proceedings. He recommended
that they need to be redone now that electronic distribution
was being used. Chuck Otte asked how soon that section
of policy was to be reviewed. Gary was not sure when that was
to be done. Dave Myers noted that he was not aware of how award
winners are announced. He had been to recent State Meetings where
winners were present and he didn’t know about them having won the
award. Mickey Cummings noted that notification of winners and
lists to the directors should be added to policy as Vice President Duties.
Fred Miller stated that the announcement of winners can not be made
until following the AM/PIC since the winner has to attend the AM/PIC
in order to receive the award. He noted that this kind of report
has been completed by the Vice President in the passed but has been
done following the AM/PIC. Awards are not official until they
are presented at AM/PIC. Fred wanted to know if Scott had issues
regarding timelines being met by committees, board, etc. Scott
noted that there are always issues but nothing more than normal this
year. Fred noted that new board members will have an expectation
to have written a report to membership next year. Rick reported
that Neil will present a list of all the award winners in his council
as part of his report on Saturday during this board meeting. James
wants the communications on award winner to come through the Regional
Directors as well as through the state chairs and national chairs. Scott
reported that Neil had done an excellent job and will be sorely missed
next year. Rick wanted the board to recognize that all Council Chairs
have done an excellent job. He did note that Neil has gone the
extra mile in all tasks he has taken. Scott stated that each council
has three distinct rolls, one is responsible for awards and the other
two are responsible for programs. He stated just look at the program
and notice all the programs we have to offer our members. Mickey
stated that Neil needs to be encouraged to seek additional positions
within the association.
Chuck Otte announced that Michigan
will have souvenir key cards with NACAA on the card. He asked
the board to go to the front desk to receive these key cards.
Mickey asked Stan Moore about the brick on the sidewalk in front of
the DeVos Center. Stan stated that the brick was placed in the
sidewalk to recognize this AM/PIC.
Recessed for lunch
Thought for the Afternoon
Dave Myers stated that he likes to personalize his thoughts for the morning or afternoon, today though I would like to share Edward Faulkner’s Plowman’s Foley written in 1943. He likes to study unsung heroes. Edward Faulkner was a county agent in the 30’s. He noted that in that article he challenged Agricultural Scientist to show the benefit of plowing. Dave explained that Mr. Faulkner was the father of the no-till, reduced tillage theme. He stated that Mr. Faulkner had inspired him in many ways. He was a forward thinker and had great vision even before the advent of herbicides. Dave recommended we all read this book as he was someone to model ourselves after.
Mickey’s presentation
Mickey Cummings gave a power point presentation on how the new NACAA AM/PIC cost sharing formula and how it will affect the host state in the future beginning in 2009. This presentation was to be given during the Administrators Breakfast at the 2007 AM/PIC. The presentation explained why NACAA does things the way they do? He addressed the purpose of NACAA, how the site is selected, why a meeting planner is used and how they are paid, and recommended guidelines for sharing expenses beginning in 2009 (these figures are listed in Section 7 of the NACAA policy manual). Each slide was reviewed individually with input given by the board. Clarification was offered for site selection and the value of the meeting planner. Henry Dorough suggested putting NACAA expenses on one slide and host state expenses on another, to lessen confusion. Chuck Schwartau mentioned that the shared cost for transportation changes for Life, Spouse, and Youth were to keep partnerships strong between host states and NACAA. Mickey and Chuck Otte both could not remember why the total cost of the Life Member, Spouse and Youth programs were listed as NACAA total cost. Scott Hawbaker noted that 100% of the cost of Life Member, Spouse and Youth program costs stayed with NACAA so that we will always keep these programs. Chuck Otte also remembered the discussion included the issue of using member funds to run these events, rather they should be self sustaining. Fred Miller recommended that the Heritage Meal/VIP Dinner should be listed as Dutch treat or at the expense of Host State. Scott noted that State Administrators would like to know what the bottom line will be for host states. Chuck Schwartau stated he had those figures for 2003, 2004, 2005. By leaving 2004 in the equation, his figures show the host state will be responsible for approximately $209,000. Florida hosted in 2004 and had an extremely high level of state funding. Chuck Schwartau noted that a key point was that states do retain control of what they do as host with the money they raise. Stan Moore stated that he felt that we need a couple more slides to explain our philosophy of keeping fees low this being accomplished by what the host state can do financially. James Devillier noted that many of our members pay their own way to the AM/PIC or with local funds not state funds. Chuck Otte stated that many state administrators attend meetings where they pay high registrations fees that cover the total cost of the event and feel we should do the same. James noted that county agents are not on unlimited expense accounts. Stan also noted that host state funding can show the uniqueness of the host states. He additionally stated that the presentation should also point out the relations built with extension and donors. He stated that hosting an AM/PIC also builds relationships between extension agents within the state and the state extension program. Mickey reported the benefits to the Georgia association and extension and how that tied in with the Georgia 4-H agents association hosting their national meeting. He noted that it eliminated in fighting. Paul Craig asked if an administrator from Georgia would be there to talk about the benefits of the national meeting to Georgia. Michele Hebert asked if it wasn’t also a chance to build bonds between Ag, FCS and 4-H agents in the state.
2007 AM/PIC Update
Phil Durst welcomed the board to Michigan and stated that Michigan was ready. He reported that at 3:00 p.m. there would be a Grand key meeting with key people and the facilities folks from the Amway Grand. He stated that Council Chairs will meet on Saturday with the equipment folks to cover needs and what will occur. Phil noted that on Saturday Michigan will host the donor meal and sees that event as key to building relationships for NACAA, Michigan Extension and Michigan State University. He noted that the event will be in the VanAndal Museum. Phil reported that registration would begin on Saturday afternoon. He stated that their goal for this AM/PIC would be high customer service. Phil stated that the Michigan headquarters was to be located in the Governors Room. He also noted that the computer lab would be located next to the headquarters room. Phil gave his cell phone number to the board to use as needed. He expressed thanks to NACAA for being in Michigan and Grand Rapids. Phil noted that the local Convention and Visitors Council had estimated that this event would be worth $2.3 million to the economy of Grand Rapids.
County Agent Magazine – Item V
Scott Hawbaker reported on the proposed schedule for the 2007-08 County Agent. The schedule was listed similarly as has been the schedule in the past. Additionally he presented the proposed budget for the magazine; the total budget was $39,030. He noted that the budget does include the postage increases that were put into place in April of 2007. Scott reported that a copy of item V with out the budget proposal would be handed out at the Committee Breakfast on Thursday July 19th. Paul Wigley expressed thanks for Scott keeping the budget balanced.
Donor Report
Scott Hawbaker shared with the board the current status of donors. He reported that Igenity was a new donor since the spring board meeting. He noted that Igenity was a spin off of Merrell; he encouraged all to thank Bayer Rutter for this new sponsorship. Paul Wigley asked if our donors were invited to the Saturday evening Gala. Scott stated that they were but only one will be in attendance as most won’t arrive here until Sunday.
Scott reported that there was
a total of $109,100 in donor funds, without the $14,000 comp. donation
for the Utah State University for the fellows program. Fred Miller
asked if NACAA or SARE had picked up the SARE Search for Excellence.
Rick Gibson reported that no this was still under consideration.
Fred expressed his appreciation to Henry Dorough and Chuck Otte for
accompanying him to the Cattlemen’s meeting where they planted a lot
of seeds for future donations. He stressed the need to have something
for potential donations in the Animal Science area. Donors need
a program to plug that money into. He stated that would be a challenge
for that committee. Fred stated that NACAA had received a donation
from Ball Seed Co. for horticulture pre-conference tour. Fred noted
that a proposal has been submitted to Scott’s in the area of Horticulture
but hadn’t received a response at that time. Scott stated that
Norman Nagata of Hawaii had completed research for BASF and wanted to
give him funds, he asked BASF to send it to Michigan for the Horticulture
Pre-tour. A donation of $1000 was received from BASF. This
donation did not get into the book due to the lateness of receiving
the donation. Fred stated the committees should develop potential
program needs that can be offered to potential donors. Fred would
like the Fiscal Committee to address how committees can be involved
in funding raising, and how can the committee retain leftover funds
in their committee.
Chuck Otte asked Scott Hawbaker,
Paul Wigley, and Stan Moore to meet with the Grand Key group at 3:00
p.m.
Gary Hall presented James Devillier
with a watch so that he would be able to keep correct time as this meeting
was in a different time zone. James has had trouble keeping time
zones straight. Paul Wigley was presented by Gary the worlds
best tooth pick to solve all of his vices. Paul keeps a toothpick
in his mouth most of the time. Gary presented Michele a calculator.
Being from Alaska she has to calculate miles and time changes.
Gary noted that since Stan Moore was always being asked about Phil Durst
he felt that Stan needed earplugs for the week. And finally for Scott
Hawbaker who was in charge of registration, Gary presented him earplugs
to silence the complaints that usually accompany that effort.
Saturday July 14, 2007
President Chuck Otte called the meeting to order at 8:00 a.m. Members present were Chuck Otte, Fred Miller, Rick Gibson, Leon Church, Paul Wigley, Dave Myers, Stan Moore, Michele Hebert, Henry Dorough, James Devillier, Paul Craig, Dirk Webb, Chuck Schwartau and Scott Hawbaker, Executive Director. Others present included; Neil Broadwater, Tom Benton, Sandy Macnab
Thought for the Morning
Mickey Cummings stated that last night Dave & Sue Myers gave him a portrait that depicted the many stories he had told over the past two years. He stated that when he first started coming to these meetings his boys were very young, now his oldest is on his own and his youngest is in his first year of college. Mickey noted that he recently visited his grandfather (who is the source for many of his stories). His grandfather told him a story about the first County Agent of Franklin County and how he (the county agent) meant more to that county than anything else that had happened in the county. He noted that we all have significant jobs back home delivering science based nonbiased information to your citizens. They will remember you for that for years and years to come.
Council Chair Reports
Recognition Council - Neil Broadwater, Chair Item X Neil reported that there were increases in entries of the communications awards categories. He stated that entries were up by over 100 entries. Neil noted that he had asked David Whitson why the increase, he stated that it was due to state chairs doing a great job. Neil stated that this increase points out the importance of state chairs in everything we do in NACAA. He expressed concern about the 4-H & Youth entries especially since many NACAA members are involved in 4-H across the country. He felt we should have more than 10 – 12 entries. Neil stressed the need to do more work in this area. Neil reported that the Extension Programs committee had a lot of activities this year with the addition of the SARE program. He expressed thanks to Vice President Rick Gibson for helping to get the SARE program off and going. He suggested that next years host state needs to clarify how the money for the Search for Excellence SARE program would be handled. Mickey Cummings asked if the cost of the SARE SFE was included in the $15,000 SARE grant given to the host state. Neil was not sure. Michigan has agreed to pick up the SARE awards luncheon this year. Neil stated that Phil Durst would like to have NACAA share in this expense this year. He felt it would cost about $500 – $600. He suggested that the board look at the posters done by each committee of his council. The posters were a change from the big display boards. He hoped that all committees had a poster. Neil noted that some of posters may be able to be recycled while other will be dated and have to redone each year. He stated that if everyone (committee) does the poster correctly, it will be a great way to show members what the committees are doing. Neil reported that the Scholarship committee had the data base about 90% complete. He stated that JJ Jones has worked on this and was willing to work with the new chair to finish this task. The data base had taken a lot of work to bring the information together in order to make it useful for the membership.
Recognition and awards, Neil reported that this committees total application numbers have stayed close to the same as in the past. He noted that there had been some changes due to members or award winners who do not attend. He reminded the board that the current policy was that if the winner does not attend, the award would not be presented. Neil expressed his support for this policy and stated that the council chairs do not take this policy lightly. Neil reported that 698 certificates were needed for the 2007 AM/PIC and explained the process he follows to insure the correctness of the award certificates. He shared the form he uses to accomplish this task with a minimum of errors. Neil explained why national winners listed were high due to teams winning the award. Neil had compiled a list of all award winners that would be presented during the AM/PIC. He felt this list might be helpful for board members attending the different activities, especially regional meetings. Chuck Otte asked how early this list was available. Neil stated that it was not final until the AM/PIC. Neil stated that Regional Directors may give council chair a call and ask who the state winners are if they plan to attend a state meeting prior to the AM/PIC. The only concern would be that a national winner who does not attend the AM/PIC. James Devillier asked if state winners could be listed as well. Neil stated it could but would make the award winners list much longer. James explained why he wanted the information so that he could be aware of state winners when he attends state meetings. Neil expressed again that a simple call to the council chair and he could supply the list. Rick Gibson reminded the group that this was a moving target and takes time and much effort by the Recognition Council Chair. Stan Moore asked what was done for team members who are not NACAA members. Neil responded that policy states that NACAA members receive a certificate while non members do not. He noted this is the case except for the PRIDE award; that award is a total staff public relations effort and all would be recognized. Stan expressed that in the 4-H & Youth area we should consider offering certificates for non-members. Neil wondered if offering this for one award would affect other awards. Neil mentioned that there are a lot of problems with award applications with applicants not following instructions. He asked if all Search for Excellence awards should be under one committee. Changes as to how Search for Excellence awards are handled was discussed.
As a result of Neil serving on the Communications Committee he developed the Committee Condensed Action Calendar which is a part of Item X. This information presented was already in the handbook but not located on one page. Neil noted that this information should be placed in the committee handbook upon board action. Neil further stated that if further information is needed by committees they will need to look at section L in the committee handbook. Mickey Cummings moved that the NACAA Committee Condensed Action Calendar and check list be placed in the committee handbook section L. The Motion was seconded by Stan Moore and the motion passed.
Neil reported on a power point he would present at the Committee Chairs and Vice Chairs luncheon on Sunday July 15 on behalf of the Communications Task Force. He stated that there was a lot of good information but nothing new in the presentation. Neil stated that the structure currently in place was good for communications, the problem was people doing there job in a timely manner. He stated that we are representing our members; we are one of very few that have the responsibility to do the job. He further stated, but on the same hand each member has a responsibility to know what is going on. We shouldn’t have to have a calendar to have people to do their job. Neil noted we can’t find people to fill our Regional Vice -Chairs. He stated on his council he has six people who are doing a second two year term. He asked how we address this. His answer was that everyone has to commit and do their jobs. Mickey Cummings stated that he had reviewed the power point and would like to see it used with state officer trainings. He also thought that we could put it on the web for use by state officers to use when training state officers and committee members. Neil stated that technology wise this could be done. Neil agreed to assure that the power point would be put onto the NACAA website. Mickey suggested some notes should accompany each slide so anyone could use the presentation. Gary Hall asked Neil to email the presentation to him; he will assist in this effort. Fred Miller stated that discussion was held about how to handle the banquet procession, it was decided to have council chairs and committee chairs involved in the procession. He asked Tom Benton and Neil to let him know who (committee chairs, council chairs) would be in the procession on Thursday evening.
Chuck Otte expressed his appreciation
for Neil and all the work he had done over the past three years. The
board offered applause.
Professional Improvement Council –Item X
Tom Benton, Council Chair reported
that in his council the format allows agents to provide professional
improvement to other agents. That is a format that would be hard to
beat. He reported that applications have increased. He
noted that we now have a true peer review process and make selections
based on that process. Tom stated that many of our committees
now have three sessions going on concurrently. He reported that
there are a couple of events occurring outside the AM/PIC. Those
events are the Animal Science Pre-Tour. Tom stated that Elanco
Animal Health had sponsored the tour with 23 members participating.
The other outside event was the Horticulture Pre-Tour with sponsorship
from Ball Seed and BASF. He expressed that since the combining
of the Natural Resource and Aquaculture committees; with the number
of presentations given in 2007 several concurrent rooms will be needed.
Tom stated that a new committee being added would be the Sustainable
Agriculture Committee whose new chair would be Michelle Infante-Casella.
Tom reported that the Ag Economics and Community Development committee
has more than doubled their presentations. He stated that Remote
Sensing program had only four applicants and asked Regional Directors
to encourage participation in this program back in their respective
regions. James Devillier asked how many people were on the Horticulture
pre-tour. Tom responded that just over 10 attended. Paul
Craig asked why presentation time lengths are different in different
committees. Tom noted that in the past we have tried to keep them
the same, this year it was not done to accommodate the number of presentations.
James asked if the Animal Science and Agronomy committee were offering
CEUs for professional certification. Tom noted that another reason for
the length of presentation was to meet requirements for CEUs.
That causes some presentations to be longer than other committee presentations.
James stated that he approved of the peer review and quality of presentations
being high. We need to keep that status and quality. Michele Hebert
asked why the low interest in Remote Sensing was it due to number involved
in this area.
Extension Development Council – Rick Gibson VP in place of Michael Heimer
Rick reported that the Public Relations and Ag Issues Committee has a speaker but does not appear in the program due to the original speaker having pulled out. He asked that the change be publicized by announcement at the general sessions, placing posters in high traffic areas and in the AM/PIC daily newsletter. Rick reported on the Early Career Development, Administrative Skills and Teaching and Education Technology Committees activities. Rick discussed the committee issues presented by this council they were: 1) a standardized evaluation instrument will be conducted by all committees. Rick noted that he had asked his committee chairs and council chairs to give a final report based on these evaluations to him prior to post-board. Two committees will use the on-line evaluation tool developed by John Dorner. Rick noted another issue of concern; 2) nomination of members to fill committee vice-chair vacancies.
Rick presented the Outstanding Young Farmers report, stating that 47% of the nominations for this award are a result of NACAA membership. He further reported that 2 of 4 national winners were nominated by NACAA. Rick stated that he has great respect for the council chairs and committee chairs. He further stated that the structure is really working and sees no reason to change that structure. Rick expressed his strong support for that structure. James Devillier asked where he could find the Outstanding Young Farmer application. Chuck Otte stated that the application can be obtained by connecting through the NACAA website donors listing, click on John Deere. Chuck Schwartau asked if the Outstanding Young Farmer applications have gone to states. Rick responded that it had been sent to states, if it hasn’t gotten to the county level their has been a breakdown on the state levels.
Mickey Cummings commended the outstanding work done by Vice President Rick Gibson and the Council Chairs. He stated he feels good about the committee structure and is supportive of that structure.
AM/PIC 2009, Portland, Oregon – Item Y
Sandy McNabb reported on the 2009 AM/PIC. He noted that the theme will be “A New Corps of Discovery”. Item Y included a list of committee chairs. He stated that Oregon has been working to include Washington agents as full participants. Sandy explained the raffle that Oregon was conducting; the grand prize was a Canon digital camera. Sandy asked if Oregon could use the membership data base to send out information on the raffle. Chuck Otte asked Gary Hall if this would be possible. Gary felt that the policy was up for interpretation. He further stated that NACAA has allowed actions in the past, but further stated that this did not encourage participation but was for fund raising purposes. Chuck stated that this issue would be discussed later.
Sandy noted that Oregon was responsible for evaluation of this AM/PIC. He stated that the evaluation would be web based. Sandy reported that there are five tours set at this time for the 2009 AM/PIC. He stated that Oregon was looking forward to hosting the AM/PIC in September. Sandy stated that Oregon has proposed that the Professional Improvement Tour day be held on Thursday rather than Wednesday. He stated that the change would save Oregon about $17,000. The savings would be due to not having to pay for the conference center on Wednesday while empty. He noted that fund raising has begun, and stated that Idaho has committed to help with fund raising. Sandy stated that the camera raffle has been successful to date. He noted that the drawing will be held before Thanksgiving. Gary Hall advised that it would be cleaner if the board approved moving tour date from Wednesday to Thursday. Dave Myers asked why $17,000 expense. Sandy explained that the policy of the convention center was to provide all the services if we keep the facility an extra day. Scott Hawbaker asked if staging for tours would occur in another location. Dave expressed concern that the change would not be well accepted by our membership, we are traditional. Stan Moore felt that the banquet would signal the end of the AM/PIC and therefore many members would not stay for the tours. Chuck Otte stated that he attended other association meetings last years and this was how their tours are handled. Michele Hebert would like to see if people will stay for the events on Wednesday rather than skipping out on Thursday. Mickey Cummings pointed out that this switch has been discussed before and was a recommendation by the futuring committee. Dave felt that forcing people to stay an extra day if members want to take tours could be a problem. Rick stated that there was risk anytime we make changes. It must have been a concern when NACAA changed from meeting in Chicago.
Rick Gibson moved to change the schedule of the 2009 AM/PIC to move the PI Tours from Wednesday to Thursday with the DSA Banquet moved to Wednesday. The motion seconded by James Devillier and the motion passed.
Electronic Journal – Item Z
Mickey Cummings reported that he had asked new members to serve. He stated that the members are Mike Christian, KS; Glen Rogers, VT; Elmo McCollum, MS and was still looking for someone from the Western Region. Michele Hebert stated that she had contacted a person but has not gotten back with her. Mickey would like to have someone to fill the western region before the end of this meeting. He noted that Item Z explains the structure and how the categories would be divided. Mickey stated that they are seeking two reviewers from each state in each category (seven using the Search for Excellence categories). Papers would be sent to two reviewers in each category for a total of eight people reviewing. He stated that six reviewers will have to approve before publication will occur. Mickey noted that they will try to have two editions will occur per year. Mickey noted that the committee will meet and make further plans. The new committee will meet during the AM/PIC in Grand Rapids. James Devillier asked if the guidelines would be finalized so that there would be a winter or spring issue of the journal. Mickey hoped to accomplish that.
Policy Handbook Update
Gary Hall stated that the new handbook will be made available to the board soon. He reported that he had reviewed the changes that had been made during this past year. Gary noted that the Handbook should be available for the Post-Board. He further stated that the Past President was responsible for Policy Handbook updates in 2008; section IV was to be updated. Neil asked if the handbook was on line. Gary stated that the policy handbook was placed on the website last year. Neil stated that committee chairs and vice chairs should be aware that the policy handbook is available to them. Gary Hall stated that the handbook is a PDF file and can be downloaded to adobe which has a search option. Mickey Cummings stated he had not updated the Annual meeting policy. Chuck Otte stated he will be looking at that section during the coming year. Mickey stated that the new Annual Meeting formula will increase cost to NACAA by $50,000. He noted that new officers especially the Vice President should be aware of this situation.
Policy on AM/PIC Promotion
Chuck Otte introduced this issue concerning when host states can begin to promote their upcoming AM/PIC. Michele Hebert stated she doesn’t understand why we can’t advertise before the twelve month out period policy. Chuck Otte clarified that people may make their decision to attend or not to attend another location if it looks more attractive. Virginia Knerr stated that if decisions are made based on being close to home, why not come and work on the Oregon meeting in the west.
James Devillier asked if we need to tweak the policy or can we handle this case by case. Chuck asked Gary Hall to find the policy to see if this can be done case by case. James felt it would be easier to handle it case by case rather than narrowly limiting or opening the doors too wide. Henry Dorough agreed and stated that he felt we need to focus on the upcoming AM/PIC rather than dilute the focus. Dave Myers agreed to keep the focus and energy focused on the current upcoming AM/PIC, sometimes change is not always necessary. Fred Miller read the policy from section 7 page 143, number 8. That policy states that a host state may not set up exhibits or displays except for the year before the state actually hosts the AM/PIC. This opens up gray areas. James stated that we need to have flexibility. Stan Moore agreed we need to maintain our focus on the upcoming AM/PIC. However, people are making decisions whether informed or not about upcoming meetings. Gary Hall noted that policies are guidelines not by-laws and can be changed. Fred noted that we have precedence with Florida. Florida sold oranges as a fund raiser project. Mickey Cummings moved to allow Oregon to proceed with the camera raffle fund raiser. The motion was seconded by Henry Dorough and the motion passed.
Fred noted that since Chuck will be updating section 7, could he take a look at this issue and get input as to how best to handle this in the future.
Directors Reports
James Devillier, Southern Region Director reported that since the spring board meeting he had participated in conference calls, had attended, Louisiana, Oklahoma, and Alabama state conferences. He reported each had great educational programs and events. He further noted that Oklahoma was working hard toward hosting the 2010 AM/PIC.
Henry Dorough, Southern Region Director reported that since the last meeting he had attended the Mississippi state conference and reported that they are really growing and have complete support from administration which provides expenses for travel. He also attended South Carolina, North Carolina and Kentucky meetings. He stated that it was neat to see the different things all of these states are doing. He further noted that he was able to take home ideas to his own state. Henry reported that North Carolina had a phenomenal meeting, they dedicated time for the 2008 AM/PIC planning committees and are excited about hosting the upcoming AM/PIC. Henry was disappointed he couldn’t go to Texas as their meeting was after this AM/PIC. He stated that Kentucky had complained that state pictures were not of good quality. He stated that there concern was especially in the large group situation; pixals were too grainy to enlarge. Mickey stated that there may be a problem copying picture since they are copy righted by our photographer Wendell.
Stan Moore, North Central Region Director reported that he has attended 8 of the 12 states meetings this past year. He stated that regional directors need to continue to make personal visits to states. Stan noted that technology may change that but it will continue to be important to meet with the individual state. He further stated that between Chuck Schwartau and I we attended all but the Iowa meetings. Stan noted that one of the things he tried to do was to work with state leadership before the meeting, by spending an extra day before hand. He reported that he was involved in PILD planning committee as chair, he noted that a PILD flier will be in the registration packet as will information for state officer workshops. Stan stated that dates for 08 PILD will be April 29-30. He reported that a new headquarters hotel for 2008 will be in place. He further reported that 12 volunteers per state will be allowed, that limit will be followed. Stan stated that there was still room for program ideas, give those ideas to Stan. Fred Miller asked if he as Incoming President will need to make an appointment to the PILD planning committee. Chuck Otte informed Fred that he would need to make the appointment at Winter Board Meeting. Fred asked the Regional Directors to give him suggestions for this appointment.
Dave Myers, North East Region Director (item CC) reported that the North East Region met in state groups. He noted that there is a five state New England meeting held each year. He stated that he met with the joint meeting of Maryland, Delaware and Pennsylvania. He reported that John Dorner met with this group upon invitation. All expenses for John were paid by Pennsylvania. He reported that this three state group will go to Hershey, PA in 08. He reported that New Jersey was currently holding the left over funds from past AM/PIC. A regional 501c3 account will be developed to hold these funds for future AM/PICs. Dave expressed his pride in the North East Region. David brought up the discussion of the Pennsylvania 2013 bid proposal which includes an invitation to galaxy. Dave stated that he had completed a study on the status of the NACAA files at the National Ag Library in Beltsville, MD. Paul Craig stated that PA was proposing to invite Galaxy to join us (NACAA) in the 2013. It should be noted that the NACAA board supports Pennsylvania but was not promoting or discouraging the invitation. Chuck Schwartau asked Paul Craig if Pennsylvania was planning to bid for the AM/PIC in 2013. Paul responded they were. Gary Hall asked was the North East region bidding for 2013 or was Pennsylvania bidding? Paul stated every thing they do up there since Vermont hosted the AM/PIC would be a regional effort and this would be a regional bid. Fred asked what happens if regional bid was rejected by voting delegates what would happen. Paul stated Pennsylvania talked about two proposals, one just AM/PIC and another with AM/PIC plus galaxy. Scott Hawbaker stated that two proposal may not have to be done, if the North East Region chooses not to. Chuck Schwartau stated that the President was responsible for the program, so the President has latitude as to the program. Gary Hall felt that his definition of program is different than Chuck’s, he felt working with another group or association would need board approval.
Michele Hebert, Western Region Director reported that since spring board she had visited Oregon and Sandy McNabb. She noted that she was excited about the Oregon country and wheat fields. She also visited a wind farm while in Oregon. Michele noted that several states have pledged their support of the 2009 AM/PIC. Michele stated that she also attended the Idaho Summer Annual Meeting in Orofino, ID. Idaho has both a winter and summer association meeting. She reported that the Western PIC will be in Tucson, AZ October 24 – 25, 2007. She stated that Western state members give presentations and posters.
James Devillier thanked Stan Moore for chairing the PILD Planning Committee and thanked Henry Dorough for being his mentor and for being such a great supporter of NACAA.
Executive Director’s Report
Scott Hawbaker reported that one of the challenges he and Rick Gibson will have next year will be replacing the funding for the Search for Excellence Small Farmer/Rancher program. He stated that was $10,000 per year; our current sponsors funding is complete. He stated that a new application will be developed for presentation to the donor. The numbers of applications were not high, and will try to look at impacts of the total program. Chuck Schwartau asked what happens to invoices from past Treasurers do we send them to you or do we keep them. Scott reported he had some historical data but not all.
Membership Brochure Report
Henry thanked Dave Myers and wife Sue for cutting and folding the brochure which will be shared with appropriate people during the AM/PIC. He stated that additions and or corrections will be given to the Publications Committee for final printing after the 2007 AM/PIC. It was agreed that the brochure looks good and should be of value to the membership.
Officers Reports
Paul Wigley Treasurer reported that he had nothing more to add from his report given yesterday.
Leon Church, Secretary stated that he had nothing more to report beyond the minutes that were approved on day one of pre-board meeting.
Gary Hall, Policy Chair expressed his joy of having served the past two years. He hoped he had provided a service to the board. Chuck Otte expressed his appreciation for Gary’s support during his year as President.
Rick Gibson, Vice President submitted a written report that is attached to these minutes. He reported that the electronic application process worked well this year. He noted that they are beginning a standardized evaluation form. He further noted that Wendell will be the supplier for the DSA and AA plagues and other awards. Rick has worked to finalize the Award for American and World Agriculture.
Fred Miller, President Elect reported that since spring board he had participated in the JCEP board meeting and was elected President Elect of JCEP. Fred stated that this task will be a challenge in light of North Carolina hosting 2008 and Galaxy in 2008. He stated that the Friday start up time will be early due to many people on the agenda needing to leave early on Friday. He stated that fund raising was an interesting process and felt fortunate to have Scott working with our donors.
Mickey Cummings, Past President expressed appreciation to all ya all and enjoyed serving on this board with you. He noted that he had been working with the nominating committee. He stated that that committee will meet on Sunday to review candidates. Mickey stated he will be looking forward to working on the Electronic Journal this coming year.
Chuck Otte, President stated that the week ahead will be interesting and fun.
2008 Budget Report Item GG
Paul Wigley and Mickey Cummings reported on the budget that would be presented to the voting delegates on Tuesday July 17th. Mickey reported that the balanced budget was developed by the fiscal committee. Mickey again stated that the 2009 President will need to consider the need for an additional $50,000 in the budget due to the change in AM/PIC funding formula. Paul reported that the budget report will include a report on the 2006-2007 financial statement to show where our money had been used and where it has been deposited, etc… He noted that this report will compare 2006-2007 budget to actual expenses. Paul Wigley, Treasurer pointed out that the proposed 2008 budget indicates $558,500 total income and $556,700 expenses. He noted that this budget shows an $1800 gain for the 2008 budget year. Paul explained each line item explaining what the item was for and how the figure was arrived at. James Devillier asked what was being done with the Galaxy Seed Funds. Chuck Schwartau stated that it has been rolled back into the general funds and it is a part of the fund balance. Discussion was held on whether this Galaxy Seed Money should show up on the expense side of the budget. Since it was not spent it can not show as expenditure. James suggested we split out the Executive Director salary and Executive Director Expenses. He felt this would clarify to the voting delegates how the Executive Director expenses are paid. Scott noted that because of how the County Agent Magazine publication dates fall, the budget looks different year to year. Two line items will be included in the report to clarify this issue. Stan Moore asked if there was a fund balance report that would be available to the membership. Chuck Schwartau stated that we are not on an accrual system so that is not necessary. The board asked questions that might come up from the voting delegates. Those questions are as follows: Rick Gibson asked about committee budgets, stating that this line item is the third largest item in the budget. He asked should committees be blended to reduce this cost. Mickey noted that committee expenses are better and more correct than in the past, so the true expenses are indicating an increase, this increase should not continue now that we are getting the true picture of committee expenses. Chuck Otte noted that committees are the life blood of our association. Henry Dorough asked why we are spending $10,000 to send officers to Galaxy. Mickey answered by stating that we are sending the officers and one regional director based on the voting delegates a few years ago voting to become a participant in Galaxy.
James Devillier moved to take the amended budget to the voting delegates, amended budget included splitting out executive director salary and national office expenses and then leaving or deleting the galaxy seed money expense if it was actually spent. The motion was, seconded by Henry Dorough and the motion passed.
NACAA Goals (from Development and Planning Committee) Item HH
Stan Moore reported that the report was sent out to the board via email. He stated that the Development and Planning committee will present this report to the voting delegates and the Officers Workshop. The Development and Planning Committee looked at the futuring committee recommendations, prioritized those recommendations and have developed a set of goals for each recommendation. He noted that goals are a three year plan. Chuck Otte asked Gary Hall if the board or voting delegates should approve the report. Gary Hall responded that it could be either way. James Devillier moved to accept the report and the goals developed by the Development and Planning committee. The motion was seconded by Michele Hebert and the motion passed.
Dave Myers thanked Stan for his leadership on this effort. Rick Gibson noted that the committee was excellent and did good work.
Officer Elections
Mickey Cummings reported that the candidates for officers are President Elect – Rick Gibson, AZ; Vice President – Phil Pratt, OK; Secretary – Leon Church, TX; and Treasurer – Paul Wigley, GA.
Mickey reported that he would be meeting with Nominating Committee beginning on Sunday July 15th. He noted that the Nominating Committee would be: Susan Kerr, WA; Jim Church, ID; Scott Baker, VA; Parmen Green, MO; Paul Gross, MI; Ed Johnson, MD; Rick Schmit, PA.
Fred Miller stated that he will take candidates around to the different regional meetings on Monday afternoon. The following rotation was followed - Southern, North Central, North East and Western. Candidates were to meet at 3:00 p.m. for this activity.
Mickey noted that installation
ceremonies will be held for all officers and directors on Thursday morning
except the Past President and President.
Chuck Otte reported that rehearsal will begin at 6:00 p.m. on Sunday evening for Officer Introductions. He stated that Rick Gibson will line up officers at the Sunday evening program and also will line up Council Chairs, Committee Chairs and Special Assignment on Monday morning.
NACAA Letter of Support for CREATE – 21
Chuck Otte explained that CREATE 21 was a reorganization of USDA. He further stated that a letter of support was requested from an Extension State Director. Mickey Cummings explained that there are several proposals for reorganization of USDA. Gary Hall, Policy Chair suggested that NACAA not get involved in political issues. He stated that our mission was to promote professional improvement.
Closing Thoughts
Henry Dorough, Southern Region Director
When I was
first asked to serve on the Board, my first thought was "this job
is way bigger than me.” I thought there was no way I could do
the job; I didn’t think I knew enough about how this organization
functioned or so I thought.
I agreed and
set out to work as hard as possible for NACAA and the southern region.
I also made a promise to myself to learn as much as I could to better
myself and make my career more rewarding.
I have learned
from a great deal from each of you; work and life skills that I now
have and will continue to use to improve who I am, both professionally
and personally.
James – From you I have gained
a faithful friend. There was a time when I struggled with personal
pain. I lost faith in some people, to some degree myself, and
my Church. You are strong in Faith and somehow always knew when
to send the right message to change my day for the better. From
you, I have gained back my Faith and courage to take what ever life
puts in front of me and find a way to make the best of it.
Michelle – You were a little
difficult to figure out for a while until the end of the Spring Board
meeting. At the airport, you were very passionate in your belief
on the issue of Global warming. From you I have learned that my
passion for an issue should lead me rather than agreeing with everybody
who comes by. I should stand firm because my beliefs count for something.
Stan – I have really enjoyed
getting to know you. You have superior communication skills. You
have a great ability to consider issues and present your thoughts through
comments that are convincing, clear and easy to understand. I
have not mastered this skill yet but I have learned a great deal from
watching and listening to you.
Dave – The Poet – You have
a unique taste of the arts. Your thoughts of the day when presented
from the heart come across as poetic. From you I have learned
to look for the poetry in everything I do; something poetic can occur
everyday if I take enough time to look for it.
Paul – I admire your ability
to see the humor in everything that comes your way. From
you I have learned how to focus on getting the job done in the best
way possible while remembering to have a little fun on the way.
Leon – You have the ability
to capture the moment. You are a little SNEAKY at times.
From you I have learned how to look beyond the discussion of the group
to find the real meaning of the language.
Mickey – The Storyteller
– You have a family history rich in tradition. Tradition passed
down from generation to generation through stories is how many legends
are made. Although you are not a legend…yet, you will be remembered
for your ability to dig deep in your life for a story that helps others
understand current issues. From you I have learned to cling strong
to the values and traditions that have been handed down through my family
to shape who I am and to focus on them in my daily efforts to do what
is right.
Scott – You grew up in Extension.
Your dad was not only a county agent, but also once the leader of this
great organization. Life led you to pursue a career unlike your
dad’s but destiny brought you back to the organization that helped
shape who you are. From you I have learned to never forget and
always look for ways to give back to the people and organizations that
helped get me where I am today.
Chuck O – You have been really
difficult to figure out at times. You kind of have two personalities,
one, extremely professional, the other pretty funny and gets kind of
wild at times. From you I have learned how to pay attention to
the little details and keep my eye out for the things that might cause
just a little trouble for all of us and take action before the trouble
starts.
Chuck S – You are a man of
incredible skills. You took a cumbersome treasury and fashioned the
tools for accounting and reporting into a means so simple that even
a Georgia-boy can do it. From you I have learned that everything
is not as difficult as it may appear if you use the correct tools and
put your heart behind it.
Rick – You made me a little
nervous when you first joined the Board. I remember when you were
Council chair and made reports to the Board. Like Stan, your presentations
are always well thought out and spoken in a way that is clear and to
the point. When you first joined the Board last year, I would
often find you looking my way as though you were studying me in detail.
You were doing the same for every member of the Board. I soon
realized that you were measuring our strengths so that you could do
a better job of working and communicating with each of us. From
you I have learned not to judge a book by its cover, but by what is
inside; to always look for the strongest qualities in an individual
and to insure that what I communicate is clear, simple and to the point
so that all can understand.
Gary – I was somewhat nervous
when you came on the Board as Policy Chair. I knew very little
about you other than you were at one time president of NACAA.
You have amazed me beyond belief at your ability to predict the discussion
of the Board and interpret policy. From you I have learned that
there is a need to anticipate issues and find a clear answer for questions
that may arise.
Fred – You have a valuable
trait of being a thinker. Every time you speak, I know that you
have thought through the issue deeply and your comments or suggestions
will be sound and easily agreeable to the group. From you I have
learned the ability to focus and pay attention to the smallest of details
and the ability to muster the energy required to push forward until
the job is complete.
I am honored
and humbled to have been chosen to serve in a position that only comes
around twice in an agent's career. I am blessed to have had the
opportunity to work with each of you. I have worked hard to represent
my state, my region and to contribute to the overall wellbeing of NACAA.
I feel though that I am taking away much more than I contributed.
To the incoming
members, I challenge you to keep an open mind as you participate in
the upcoming years. The people around this table will become great
friends and resources for personal and professional growth. Enjoy
the ride and make sure you take home something from each of them.
Chuck Otte announced that board
members are to be at his room at 3:30 p.m. Thursday for pictures and
reception.
Meeting adjourned at 12:30
p.m.
Respectfully submitted,
Leon J. Church, Secretary