DRAFT

Winter Board Meeting Minutes

December 13, 2007

Actions Taken

James Devillier moved to adopt the agenda as presented. The motion was seconded by Michele Hebert and the motion passed.

Paul Wigley moved that the 2008 AM/PIC budget be approved and adopted. The motion was seconded by Dirk Webb and motion passed. Chuck Schwartau noted that the registration fee was included as a part of this budget and indicates a $10 increase from last year's registration.

Leon Church moved to put the link to the NACAA Scholarship database on the NACAA website. The motion was seconded by James Devillier and the motion passed.

James Devillier moved to approve the Oregon Commercial Booth rental rates of $550 for single commercial booth and $850 for a double booth. The motion was seconded by Paul Craig and the motion passed.

Chuck Schwartau moved to approve the Pre-Board, Voting Delegate, Post-Board and the September, October and November Conference call minutes, which include the change of Steve Munk's home being Sioux Falls rather than Sioux City. Motion was seconded by Dirk Webb and motion passed.

Dirk Webb moved to accept the treasurer's report as presented. The motion was seconded by James Devillier and the motion passed.

Chuck Schwartau reported that Mr. Gibson, Mr. Devillier and himself met as the Internal Audit Committee and reviewed the books via the internet and hard copy. Spot checks were made on vouchers and payments and found all to be in great order. After review we report that the accounts of the association are in good order. Chuck Schwartau moved to accept report. Rick Gibson seconded the motion and the motion passed.

Interim Chair policy - In the event of a sitting NACAA Program Committee Chair or Vice Chair resigns (or otherwise vacates) their position an interim Chair or Vice Chair will be appointed to complete the vacated term. The appointment procedure is as follows: as expeditiously as possible, the Council Chair, under which the committee vacancy exists, will solicit applications from the NACAA membership. NACAA members wishing to apply for a vacated Committee Chair or Vice Chair position should complete the proper NACAA Committee Appointment Application form and submit it to the appropriate Council Chair.

The Council Chair will review the applications and forward his/her nomination to the Vice President. The Vice President will submit the nomination to the NACAA Board for approval at the next NACAA Board Meeting or Teleconference.

The term of an interim National Program Committee Chair for the Professional Improvement and Extension Development Committees will comply with NACAA policy as stated under Program Committee Chairs or Vice Chairs, page 6-4, item A.

Phil recommended that this proposal for Interim Chair be accepted as policy. Since this is a committee recommendation no motion or second was required. The recommendation with adopted as revised below.

James Devillier moved to accept the Education Foundation report. The motion was seconded by Rick Gibson and the motion passed.

Chuck Schwartau moved that we authorize President Fred Miller to attend OYF in 2008. The motion was seconded by Dirk Webb and the motion passed.

James Devillier volunteered to take leadership for the State Officer Handbook Update.

Rick Gibson moved to accept the report of the Development and Planning Committee. The motion was seconded by Paul Wigley and the motion passed.

Michele Hebert moved to put the NACAA Mission and Goals on the NACAA website. The motion was seconded by Paul Craig and the motion passed.

The Internal Publication Committee recommended that the NACAA History Books be formatted digitally. The recommendations was accepted /passed.

Fred Miller asked the board to take this new policy on meeting via conference calls & other electronic media under advisement. He further asked Steve Munk to take this issue to the Policy Committee so that the board can take official action by Spring Board.

Paul Wigley moved to include the Vice- Directors to Section 3, 3 in policy related to Travel Insurance. The motion was seconded by Chuck Schwartau and the motion passed.

James Devillier moved that we only accept prepaid magazine advertisements with credit card. The motion was seconded by Paul Wigley and the motion passed

Michele Hebert moved to place the call for papers as presented by the e-Journal Committee in the awards issue of the County Agent. The motion was seconded by James Devillier and the motion passed.

Phil Pratt moved that Mickey Cummings and members of the e-Journal Committee be approved to contact State Presidents and other NACAA members to serve as reviewers for e-journal articles. The motion was seconded by James Devillier and the motion passed.

Mark Stewart was appointed to the PILD planning committee by Fred Miller.

Paul Wigley moved that the projected money for NACAA from Galaxy be used for the development of the NACAA Galaxy program. Michele Hebert seconded the motion and the motion passed.

Fred Miller appointed Chuck Schwartau, Chair, Mahlon Peterson, Pat Hogue and Paul Craig to plan the NACAA portion of Galaxy program

James Devillier moved that NACAA pay travel expenses for the two individuals from Missouri who presented a seminar at the 2007 AM/PIC for the Ag Issues Committee. The motion was seconded by Chuck Schwartau and the motion passed.

December 13, 2007

Call to Order

Fred Miller, President called the meeting to order at 8:00 a.m. Members present were: Fred Miller, Rick Gibson, Phil Pratt, Leon Church, Paul Wigley, Dirk Webb, Steve Munk, Michele Hebert, Paul Craig, James Devillier, Chuck Schwartau, and Scott Hawbaker.

Guests: Tom Benton, Mike Heimer, Sandy McNabb, Mark Tucker, Karen Neill,

Welcome: Fred Miller welcomed everyone to Greensboro, noted that Past President Otte could not be present due the recent ice storms in Kansas.

Thought for the Day - Otte in abstentia

"My deepest regrets that I couldn't be with you all this week in Greensboro. Believe me, I would rather be there than sitting here at my desk looking out at clouds, a thick coating of ice on everything and temperature of a balmy 29 degrees! Power has just come back on at home so at least I'll be able to go home and take a shower tonight and sleep in my own bed!!

I was thinking back to what a storm like this would have been like for the first county agent to sit in this chair in the first year our office was open, 1925. I'm sure most of the folks would have been concerned about tree limb damage, just as we are, but they would have gone home at the end of the day, tossed a couple more pieces of firewood in the stove, or lumps of coal, trimmed the wicks in the kerosene lanterns and started reading the paper or a book while his wife finished cooking on the wood or gas fired cook stove.

Fast forward to 2007 - the ice takes down the limbs and the power lines and many of the conveniences that we take for granted are gone in a blink of an eye. And then we start to remember what it means to be a human being and to be a neighbor and to be a community. We stop assuming that the person next door or across the street is okay. We start stopping in to check on them and make sure that they are warm and have something to eat. We talk with total strangers like they are old friends, while we're standing in line at the grocery store grateful that they still have power to run the computer cash register.

As county agents, technology gives us some incredibly powerful tools to help us do our jobs even better. Yet we quickly find out that the most important tool that we have at our disposal is the very basic one of being caring and compassionate human beings. So as the business of the association is ahead of us (you) over the next two and a half days, let us not forget to include the human being element in everything that we have to do.

Again, I regret that I am not able to be with you, but hope to visit with you soon. My thoughts are with you all and since I won't be there in person, Merry Christmas and Happy New Year to one and all.

Review of Agenda

Fred Miller asked for additions or corrections to the agenda presented to board members. He stated that it was the same agenda items as was sent earlier via email. He mentioned that he had made some shifts to accommodate Chuck Otte so he could join us via conference call on Friday. James Devillier moved to adopt the agenda as presented. The motion was seconded by Michele Hebert and the motion passed.

Council Chair Reports - item B

Phil Pratt, Vice President, noted that the Council Chairs met the evening prior to this meeting. He further stated that Mike Hogan, Program Recognition Council Chair was unable to attend due to airline delays and his inability to get out of Pittsburg.

Mike Heimer, Extension Development Council Chair, item B1 - reported on items that are occurring in this Council, focusing on new programs for the AM/PIC. He noted that the chair of the Public Relations and Agricultural Issue committee can not attend the OYF annual meeting but a replacement will attend. Fred stated that in Chuck Otte's report later he will make a recommendation. Mike noted that Teaching and Education Technologies will conduct a seminar on Sunday as they did last year. They would like to conduct an event on Thursday afternoon. Fred asked who this committee was working with. Michael stated that Karen Neill had expressed concern about publicizing that event since some of this program is pre-conference. This committee was also interested in having a booth in the commercial exhibits to demonstrate new technology and educational. He noted that Administrative Skill and Leadership Development and the Early Career Development Committees are working on programs for AM/PIC.

Fred Miller asked if this Council would have the similar number of rooms for the Council presentations. He stated that if more are needed let the North Carolina folks know soon as they are currently booking rooms for this purpose. Michael noted that Lee Miller, chair of Administrative Skill and Leadership Development Committee has retired. He asked what the replacement process should be. Phil Pratt noted that a policy is being developed for this purpose. Scott Hawbaker stated that the need for replacement would be needed soon to be placed in the awards edition. Paul Craig stated that a person in New Jersey would be interested in taking on this position. Paul Craig further asked if there is a policy that would not allow Lee Miller to continue. Fred noted that the committee member needs to be an active member. Chuck Schwartau stated that the committee already has three members and felt one of those should be appointed to finish the year. It was determined that a proposed policy on how to handle chair/vice-chair vacancies would be addressed at a later time in the meeting. Chuck Schwartau noted if we do make a decision we need to let Michael know what that process is, so he can determine the replacement as soon as possible. Fred noted that any appointment as a committee chair would have to be approved by the Board. James Devillier stated that this situation does cause continuity problems within the committee. Fred asked about the booth request from the Teaching & Education Technology Committee, would this be expected to be free gratis. Scott Hawbaker and Chuck Otte wondered if the committee would consider solicitation of funds to cover the vendor fee, ie Compact, Dell, etc. Mike asked what the vendor rate would be. Mark Tucker stated that the fee will be $500. Rick Gibson noted that we need to foster new ideas, while at the same time we do it without loosing our shoes financially. Fred stated that Mike and Phil need to coordinate with North Carolina.

Tom Benton, Professional Improvement Council Chair, item B2, reported that many of the committees in this council are currently soliciting presentations through there state chairs. Mary Sobba, Chair Agriculture and Community Development Committee is working to host a pre or post marketing conference similar to the one done with Cotton Marketing. Tom stated he assumed it would be post conference as in the past. He noted that the Animal Science Committee will again host a pre-tour in North Carolina. He stated that the tentative schedule has already been completed. Sponsors for this pre-tour are being contacted. Some of those contacts will be Alltech, Elanco Animal Health, National Cattlemen's Beef Association, National Pork Board and Pfizer/Fort Dodge. Tom stated that ARPAS credits will be offered during the committee Seminars on Tuesday during the AM/PIC. He further reported that the Horticulture Committee was working to put together a pre-conference tour for the AM/PIC. This committee reported that they are contacting sponsors for the event. A tentative schedule has also been developed at this time. Tom noted he will stay on top of the committees to assure they do not duplicate efforts with Rick Gibson and Scott Hawbaker. Tom noted that the Sustainable Agriculture Committee has a couple items we need to discuss. 1) four regional fellows have been selected they are: Norm Suverly, WA; Walt Bumgarner, PA; Adam Hady, WI and Ronnie Barentine, GA. He noted that the first seminar will be in Arizona. Tom reported that the Sustainable Agriculture Committee members are on a one year appointment. Tom stated he would work out a rotation basis for this committee if the board so approves. Fred noted that he was fine with this effort and would handle the approval via a conference call meeting prior to the reappointment process next spring. Tom asked if there would be a problem with keeping this same group of people on for at least one more year. Fred stated that that was up to the recommendation of the Council chairs. Rick Gibson stated that there was one issue we need to keep in mind - we may need to keep some expertise in the Sustainable Ag field for future committee members on this committee. Tom stated that there had been a recommendation that Search for Excellence for SARE be moved to this committee. He stated that there could be a policy problem by moving an awards program to a Professional Improvement council committee. The recommendation was that we leave the Search for Excellence award for SARE in the same location for now until further thought on this issue. Tom noted that during the AM/PIC a committee of Mike Hogan and himself will meet to further study this issue. Fred asked that a recommendation should come to post-board. Rick Gibson asked about the application process for the 09 SARE Fellows program. Tom noted that the applications will go to Michele Infante Cassilla instead of to the council chair. Tom stated that he will look at that process and will clarify the process. Scott noted that he was deeply concerned about the awards issue; he has had no contact with committee chairs or council chairs. He plans to send the draft to the appropriate people to get their input within the next week. Phil Pratt stated that we need to contact our committee chairs and let them know we are expecting a short turn around on corrections or additions. Scott stated that would like to have the awards edition to the printer before the first of the year. Tom mentioned that the committee rotation in the back of the Awards Edition. James Devillier stated that we are looking at a very short time table to get this all done, especially in light of the Christmas Holiday coming. Fred reminded Scott that we had agreed to include the JCEP awards as per a vote of this board. Rick noted that Tom was very good at making up rotational schedules. Fred would like to have this approved at the January conference call.

Mike Hogan, Chair Program Recognition Council being absent did not have a report but will send a report via email with in a few days.

Executive Program Committee Report - item B3

Phil Pratt, Vice President reported that the Executive Program Council met and discussed several issues. Phil stated that those issues were: 1) Sustainable Agriculture Committee; 2) Reviewers for the E-Journal and how the e-journal committee will select those reviewers. Mickey Cummings has asked to be allowed to contact state presidents for potential reviewers. Mickey was concerned that he wanted to follow appropriate protocol. He reported that the EPC did not have any problem with Mickey's committee contacting these folks; the board agreed that they had no concern. Phil noted that he will leave it up to the e-journal committee to arrange for reviewers; 3) International programs were discussed as a contact had been made by CSRES in regard to having NACAA help with this program. Phil stated that the EPC felt that the only involvement NACAA would have would be to make people aware of the programs. Chuck Schwartau noted at some point we may want people to report back about their international experience through presentations at AM/PIC. We may not be ready to do that at this point but we need to keep that in mind. Tom noted that there are some international experiences being presented during the Tuesday workshops; Fred clarified that he understood that the EPC did not feel it necessary to appoint a special committee to address this issue. Phil stated affirmative that was our recommendation; 4) AM/PIC Program evaluation survey - Phil noted that last year committee chairs worked with John Dorner on using an electronic evaluation submission. This process required submittal through computer input. Because of time required, ti was reported that Committee chairs did not do that and sent the information to the Council chairs and then Vice President Rick Gibson for tabulation. Phil and the EPC felt we need to simplify the process with an Excell spread sheet. EPC will work with John Dorner to get the results in a timely manner. Fred agreed we need to proceed as this has been a problem for the President Elect for several years. Fred stated he attended the Family & Consumer Science national meeting and felt they had an evaluation process and report to their membership that seemed to work well. He suggested that Phil check that process out with the FCS.

Phil noted that other items discussed were the committee chair update on web. We continue to have 13 - 14 states that do not update their lists. Scott Hawbaker asked if we are having a problem with state officers as well. He noted that he had tried to send the new NACAA brochures he only found 37 state presidents listed on the web. Phil Pratt has been in contact with states on a regular basis to make sure the information is updated. James Devillier noted that Florida's contact has had health problems and has been unable to do that work. Rick asked to make a couple comments with the Council Chairs in attendance. He noted that he and Scott need to raise an additional $20000 this year over past years. It has been a real challenge, especially since we do things the same ole, same ole ways. One idea he had was to conduct a symposia with a selected topic area rather than a variety of topics in a subject matter area. Maybe funders/donors would be more interested in funding this type of program. Additionally this might be a way to recruit additional members to make presentations and attend the AM/PIC. He would like the EPC to consider this idea in future meetings. Fred noted that we need to be sure and include at the regional workshops the importance of keeping committee assignment updates current. Phil will attend the North East/Southern Region and Rick will attend the Western/North Central Region to do just that.

SARE Update

Rick Gibson reported that the Sustainable Agriculture Committee has brought instant credibility from the sponsor. He noted that Michele Infante Casilla has taken the bull by the horns and has provided great leadership to the program. The next round of Fellow selections will take place next year. He noted that his hope was that the four committee members stay on for another year. He stated that he was helping to put the first SARE seminar together because he is the Arizona SARE Coordinator, not as a representative of this board. The seminar will be held the second week of April 2008. Rick stated that he was hoping to have the agenda for this workshop ready by January. Rick asked Tom Benton to determine the rotation for hosting region for future seminars for the next two years. Phil noted that the EPC had discussed putting SARE Fellows Program information on the website and felt it should be a part of the NACAA website. There should not be a problem placing that information on the website as it was a function of a NACAA committee.

2008 AM/PIC Progress Report - item D

Mark Tucker and Karen Neill, 2008 AM/PIC Co-chairs noted that the committee had provided a written progress report as item D. Mark stated that they hope to highlight North Carolina during the Annual Meeting/Professional Improvement Conference in July through our tours and other educational. He stated that North Carolina was very pleased with the financial support they have received for the AM/PIC from our NCSU administration. Mark noted that they will host one off site meal at the NC A&T campus which is only a few miles from the headquarters hotel. NC A&T is also a Land Grant Institution in North Carolina. He reported that fund raising was going very well and felt that they could meet the budget needs that were discussed with the Fiscal Committee. Mark stated that we will tour the facilities this afternoon; we feel they are adequate and noted that the convention center folks have been good to work with. Karen stated we will head east, west and south for tours to see agriculture. Mark mentioned the Biltmore House which will be included on several different tours. He noted that shuttle service has been arranged and will be free for those flying into the Greensboro airport. Northwest Airlines will provide a 10% discount for those who fly with those airlines. Mark stated that General Hugh Shelton, former Head of the Joint Chiefs of Staff will be the keynote speaker for the Sunday evening activity. He also noted that North Carolina will have a hospitality area for donors, exhibitors, and speakers to make their stay pleasant and welcoming. A North Carolina Host will take them to where they need to be.

Registration - Gerda Rhodes, Chair reported that registration will set up in a pre-function area across from the front desk, this will be easy to find and easy to use. She stated that they will strive to have the registration move smoothly and in addition extend southern hospitality. She noted that the set up similar to what has been done the past couple of years. Greda asked to extend the registration hours; Saturday would stay open until 8 p.m. and Sunday until 9 p.m. She reported that they have decided on a nametag design and will be working closely with Scott on the registration process. Greda expressed the need to have right people at registration area so when people leave registration they feel like they were ready to participate in the functions during the week. Fred stated that we had agreed to have a ribbon to identify the Hall of Fame winners. Scott has noted that and will have ribbons for them. Scott stated that in previous years we have not preregistered for Search for Excellence luncheons, etc, instead this has been done on site. He asked if there was interest in including registration for these luncheons on the registration forms. Karen felt it would be helpful to the local committees to know the numbers for lunch for room size. She also asked about having the topic on the registration form. Scott did not think we could have the winner information and topic by April. Fred Miller asked the board if membership would benefit from making the choice prior to the day of registration. James Devillier stated at other conferences, this has been handled in a pre-registration manner. He asked if North Carolina and Scott could try this as an experiment for this year's AM/PIC. Scott stated he didn't see the difference in doing this and what we do with spouse registration. Karen felt we could do that and still have a safety net as we could still have the opportunity to fill the event at the on site registration. Scott noted that 80% of registration was done on line by our members. James recommended that it be done on line and not in the registration issue of the County Agent Magazine. Fred noted that the consensus of the board seems to be to handle the issue in this manner.

Meals - Nancy Keith, Chair reported that the Sunday night get acquainted meal will be a Taste of Carolina; the Monday night meal will be sponsored by the commodity groups from North Carolina, this meal will held on the NC A&T Campus, located a few miles away. She reported that the Tuesday night is the "states night in"; Wednesday night barbecue will be held at the Dixie Classic Fairgrounds in Winston-Salem, a Barney Fife impersonator will entertain the crowd. She stated the Banquet will be held on Thursday evening; Heather Lucy is the Banquet Chair. She noted that meal requests have been sent to the chairs and officers. Nancy stated that they have been working with the convention center on meals and meal costs. She felt we were a little ahead of schedule on our timelines, etc. Phil asked about transportation to off site meal on Monday night. She responded the transportation will be provided by the same bus company used for other events. Paul Craig asked about the State Nights In and how this will be handled. Mark Tucker noted that there will be no cost to the individuals. The only thing being asked is to know who will attend as some states will not be attending. He stated that states will have the option to go somewhere else for their state night out or stay in at this event. Phil asked if this would be explained in the magazine and online so that people know that this is optional, so there is no misunderstanding. Barry Foushee, NC Publicity Chair noted that an email will be sent to State Presidents to explain this event. Nancy Keith noted that beef will be on the menu at the banquet. Karen noted that this committee has worked with the hotel to assure that the meals are different and not the same for each meal.

Sons and Daughters - Ross Young, Chair reported that the committee consists of nine members. He stated that his sixteen year old has given him good guidance as she had attended several AM/PIC events in the past. Ross reported that there will be three theme days; Monday will be Mountain Day, once there the youth will separate into age groups, one to hike and the other will go on float trip; Tuesday will be Race Day (NASCAR) youth will tour Lowe's Motor Speedway, and then tour the race car museum. He reported that for those not interested in race cars youth will go to Carowinds theme parks; Thursday will be Beach Day, this will be a 3 1/2 hour bus ride. He noted that they will make sure people know the length of the bus ride. He stated that this group will not be back for the banquet. Ross reported that there will be two going away parties for youth one for the beach group and another for the group going to the water park which will attend a going away party at the water park located in this area. Fred asked what the number that must go to the beach in order for the event to proceed. Ross felt we need to have around 40 people to make the event a go. Dirk Webb noted that the going away party may be a concern if someone has a friend on another tour. Dirk also felt the title of the Monday tours should not denote age, such as Jr. or Sr., rather use a term non age indicating. Ross noted that they plan to have a one page sheet that will be given to the youth so they know what will be going on the next day, they will know what to pack what the weather will be, etc. Chuck Schwartau asked about parents who want to go along, are there additional fees for the parents. Ross felt we would do what was done last year in this regard. Gerda Rhodes felt this could be sorted out at registration.

Spouses - Mitch Smith, Chair reported that Monday will be tour day with 10 full day tours and six half day tours. He stated that special tours are planned with local sites of interest. Mitch introduced Penny Noyes, Southern States Tours and Conventions who has helped out with deals of the tours, etc. He noted that there will be 19 different workshops for Tuesday and Thursday morning, there will be no workshops on Thursday afternoon. Mitch reported that the spouse's gift will be a beautiful coffee table book by William Mangum. He will also be the luncheon speaker; he will discuss the book and hold a book signing. James Devillier expressed his pleasure that there are program offerings for male spouses.

Life Members - Bill Ellers, Chair reported that they have nine members on this committee. He noted that the Life Members committee meeting will be on Sunday afternoon with their business meeting on Monday afternoon. He stated he will be working with Hal Tatum, Life Member Committee Chair. Bill stated that the Life Member Breakfast will be held on Tuesday followed by Tour day. Bill Thompson a humorist will be the speaker at the breakfast. He noted that there are five full day tours and one half day tour; these tour and descriptions are on line. Phil noted that he understood that he had worked with Hal Tatum and asked what the involvement has been. Bill responded that he had worked with Hal in regards to the business meetings and those needs. Phil recommended that this committee should work with Hal and pass the life member program on to him. He felt Hal would appreciate that opportunity. Fred stated that he understood that Life Members and Spouses will have a joint hospitality room during the AM/PIC. Bill stated that that was correct; they will have a joint hospitality room.

4-H Talent Review - Travis Burke, Chair reported that there will be good entertainment. He noted that we have already selected seven acts. He stated that the theme will be "Growing Together". Travis further stated that the entertainment will be an hour and a half; acts will range from violin to musicals, to dancing, etc. He reported that the youth will be housed at the hotel across the street; one reason is that this will allow us to bring in food for the folks in the talent show. He stated that there will also be a hospitality room for the young people here in the headquarters hotel. Dirk Webb asked if the agent of the approved act had been contacted. Travis stated yes they have, the agent, the youth and the parent were contacted by email and letter. Scott Hawbaker asked if BB &T had been asked to sponsor the event. Karen Neill and Mark Tucker stated yes. Scott asked if it would there be a problem if NACAA obtained a sponsor to cover the NACAA portion of the Review expenses. Mark Tucker felt that BB&T had thought they were the lone sponsor. Scott noted that he would work with North Carolina if he locates a sponsor.

Professional Development Tours - Norman Harrell, Chair reported that the Professional Improvement tours are an important part of every AM/PIC. He began by showing a video that will be shown on all tour buses as they travel to their designated sites. The video showed a diverse agriculture within the state. Norman stated we wanted to have tours that show the participants a diverse agriculture and culture. We want to show the Biltmore estate, the racing industry and more. He reported that there are ten members on the tour committee; who have worked to identify tours and have selected 34 tours, 33 full day tours, and 1 half day tour. Norman passed around promotional brochures handed out in Michigan that highlighted five tours. He reported that lunches will be provided for the tours, one tour will have an added cost that being the tour to the Biltmore Estate. He additionally handed out a description of the tours, which will be included in the registration issue of the County Agent Magazine. He noted that their budget was based on 82% of the 1500 planned attendees participating on PI tours. Norman stated that they plan to take dry runs on each of the tours so logistics can be worked out. Fred asked if the brochure could be placed on the website. Norman felt that it could be. Phil asked if travel time would be noted on the description. Norman stated no he has done that at this time, does that need to be done. Chuck Schwartau felt we need travel times and stated he makes his decision based on travel time as one criterion for choosing or not. Mark asked why a couple years ago starting and ending times were taken off the tour descriptions for some reason or was that important. It was agreed that we need starting and ending times for appropriate tour selection by members. Norman stated that it was planned that tours would leave from 7 to 8 am and arrives back between 5 to 6 p.m.

Transportation - Marjorie Rayburn, Chair reported that her job was to see that the tours arrived and returned safely. She reported that Holiday Tours of Randleman, NC will provide coaches for the event. She noted that Holiday Tours have 3 smaller buses or coaches for smaller groups of up to 30 people. Marjorie stated that costs are fluctuating at this point; this is due to the price of fuel and its uncertainty. However, she noted that they do have fairly firm costs on some items regarding buses. She stated that they plan to utilize these same tour buses to return folks to the hotel after the barbecue: if rotation works no additional shuttles will be needed. Dirk asked about airport shuttles and if there would be enough so that there will not be long delays for participants waiting at the airport. Marjorie stated that the hotel shuttles will be providing this service; if needed back up by local vans will be available. Mark stated that we have been assured that we will be able to handle the shuttle load. Scott was asked to place on the registration form a request for a handicapped capable bus if needed.

Facilities tour - Sam Groce and Greg Hoover, Co-Chairs reported that this is a co-chair situation; we have five subcommittees under this committee. Greg reported that poster session has been taken care of with double sided display boards. They will be in the same area of the Commercial Exhibits. He noted that the AV subcommittee was working to arrange for all needed AV equipment. He stated that the meeting room request forms did include how the room was to be set up and any AV needs. The hotel has available wireless internet throughout. Microphones will be available in each room per our contract with the convention center. He stated that we will still have a computer room for agents to use during the week. A separate lab will be available for Teaching & Educational Technologies committee's use with their hands on training. Sam reported it had been a pleasure working with the Koury Convention Center. He noted that they are the largest convention facility in North Carolina. Parking will be no problem all free, any over flow will be handled at the shopping center lot directly across the street. He presented a facilities guide to the board members and has developed a spread sheet to start assigning rooms for the different functions. Sam reported that the Poster Session and the Commercial Exhibits will be in pre-function area 3. Ana Roopchan, Convention Services Director has worked with the facilities committee and has helped out in a very positive fashion.

Tour of Facilities - Sam Groce & Ana Roopchan

The board and guests were taken on a tour of the Sheraton Hotel and Koury Convention Center.

Lunch Break

2008 AM/PIC Update (continued)

First Timers & Pride Luncheon - Tyrone Fisher, Chair reported that these luncheons would be kept separate as in the past. He noted that as of last year's voting delegate decision, First Timers are now individuals with less than 10 years of extension service. He reported that Rhett Davis had been obtained Speaker and will be appropriate for agents with few or several years of experience. Tyrone stated that there will be a Squanto ceremony during the First Timers luncheon; this will be done by a Native American extension faculty member. He also reported that the Pride Luncheon will be handled by the Public Relations/Ag Issues committee in cooperation with this committee. He stated that the promotion of the Pride speaker will be done by email to NACAA members; there will be a 50 person limit on the luncheon. Tyrone reported that the Sunday reception for First Timers will be held as in the past and requests that NACAA officers stop in a visit with the First Timers. Michele Hebert asked about assigning a veteran member who has attended AM/PICs in the past as a mentor to First Timers. Tyrone stated that there will be folks at the First Timers registration and at the reception to help these individuals. There was discussion on whether the Squanto ceremony had been eliminated or not. After much discussion it was decided that as long as the ceremony is done with taste it can be done. Tyrone reemphasized that they would be having Native American faculty conducting this ceremony.

Commercial Exhibits - Bryant Spivey Chair reported by Karen Neill. She reported that the commercial exhibits will be held on the pre-function area on level 3. She noted that 140 potential exhibitors had been contacted. Additionally, she stated that Holland Exhibition Services had been contracted to supply the booth curtains and framing; they charge $50 per booth set up. Karen reported that the price for commercial booths will be $500. She noted that some non-profit groups will receive a reduced price for booth rental. The committee is hopeful that there will be about 80 booths rented. She addressed one of the concerns that exhibitors had was time the exhibits are to be open; this will be adjusted to better coordinate with free times of agents. Another issue of concern has been take down time. It has been requested to take down at noon on Tuesday. Karen stated that pre-packaged items may be brought into the booth exhibit area. She reported that breaks will be set up in the exhibit area. Chuck Schwartau noted that the comments are not new with exhibitors regarding having conference attendees visit there booths. Maybe we shouldn't supply a lunch for everyone, so people can go to the booth during their lunch period.

Publicity Committee - Barry Foushee, Chair asked if the board had received his email in November and if the board had visited the North Carolina website. He stated that beginning in January they will send an email to members with a brochure to promote the 2008 AM/PIC. This email will focus on Spouses and Sons and Daughters programs. He noted that they plan to send a notice explaining the State Presidents regarding the states night in event. Paul Craig asked if the Life Members would be left out if publicity is handled in this manner. Barry responded that a mass mailing will go out in March to Life Members. He stated that this will be a process that will help us determine which states will be involved with the "States Night In". Barry stated that if states do not choose to stay at States Night In a list of restaurants will be available. Phil Pratt asked what happens if an individual marks there registration that they plan to attend States Night In but when they arrive realize that the state is going out. Barry stated we will be very clear with the State Presidents the need to contact there members so they will know what their particular state plans to do. Barry reported that the February email to members will focus on Professional Improvement Tours; the April email will give the website to register for the AM/PIC. In late April or early May another email will be sent to remind folks to register. Barry further reported that there will be a daily newsletter; some talk of having a small one on Saturday; the Biltmore room will be the location of copiers. He stated that they are checking with local outside printers to get the job done to eliminate problems with equipment failure. He reported that the Business Bureau has agreed to help with local news media for our AM/PIC. Karen reported that John Dorner will have one computer that will be available for people to develop pictures for use for the Happy Faces program during the Annual Banquet. James Devillier suggested that North Carolina have their state committee chairs send out an invitation to like subject matter people, adding a special personal touch. Fred noted that the board is trying hard to develop a balanced approach for both the AM/PIC and Galaxy. He noted that Galaxy has some deadlines coming up soon, they have requested that the December E-county Agent will have a call for presentations for Galaxy. He invited Barry to do the same so that we can maintain that balance. This is the case as well for the January County Agent Magazine. Chuck Schwartau expressed that he liked having the website up and available to the membership and spouses.

2008 AM/PIC Budget Approval - Item G

Lenny Rogers Finance Committee Chair presented the proposed budget based on 1378 attendance at the 2008 AM/PIC. The budget is attached as Item G. He reported that income included: Registration & Trade Talks income $277,385 to NACAA. Income for Host State from booth rental, additional fees, etc totaled $76,796. He explained the entire budget and showed that Expenses budgeted would be: Annual Awards Banquet was $46,065; the Sunday Meal $48,375; the Monday Night Meal $43,250; the Tuesday meal $50,125; Wednesday Breakfast $2500; Wednesday Barbecue $24,125; Other host expenses $28,710; Commercial Exhibits $5090; Decorations & signs $10,875; 4-H Talent Show $19,050; Facilities $15,883; Computer Room & Technology $1250; Budget Finance $600; Hospitality $17,600; Life member $9640; Publicity $40,800; Reception & Info $4500; Registration $33,266; Sons & Daughters $26,831; Event meals $45,725; Spouses $25,884; First Timers $3775; PI Tours $20,138; Transportation $60,514; Opening Session $3400; NACAA Board Expenses $144,334; Total Expenses equaled $682,182.92. The budget showed that NACAA's share equaled $336,830; Host State share equaled $341,752. If we take out what NACAA expects to receive from national donors and compare to income, NACAA should expect to break even with this budget. Lenny noted that based on the figures in this budget the host state will need to come up with $205,000. Sandy Macnab, OR asked why the host state has to pay for poster display boards. This is old policy; the new policy will be in affect for the 2009 AM/PIC expense sharing may be different for that item. Paul Wigley noted that the Fiscal Committee had met with the North Carolina Finance Committee and felt that the budget was appropriate and suggests approval. Phil Pratt asked about the $10 name tags for youth. Karen explained that the cost was for electronic nametags, but had not received a bid for this that fits within this budget. We may not do this if we can not stay within the budget. Dirk Webb asked if the figures were based on the 34 buses needed or 30 buses. Lenny responded that it was based on the 34 bus count. If 80% of registrants participate this might be reduced to 30. Phil Pratt asked why two gifts for spouses. Karen responded that spouses get a gift in the hospitality room and the second is their tote bag they receive at registration.

Paul Wigley moved that the 2008 AM/PIC budget be approved and adopted. The motion was seconded by Dirk Webb and motion passed. Chuck Schwartau noted that the registration fee was included as a part of this budget and indicates a $10 increase from last year's registration.

Karen thanked the board for allowing the North Carolina Committees to report to the Board and is looking forward to having us all come for the AM/PIC and then leave.

Karen invited the board to the Green Valley Grill as guests of North Carolina Agricultural Agents Association for dinner. Dinner was at 6:30 p.m. Karen also noted that on Friday evening Greensboro hosts their annual Christmas Concert. Anyone interested should have contacted Karen. She had tickets provided by the local FOX television station.

Electronic Communications Coordinator Report - John Dorner

Fred Miller introduced John Dorner and mentioned that some of the board had been deleted from or unsubscribed from the NACAA database. John explained how this might have happened. He noted that he had written a new program so that states could submit their membership dues electronically. Additionally, he reported that he had worked with Todd Lorenz, Chair of Awards & Recognition Committee on the DSA & AA awards applications. John explained the process and that includes; once completed the application goes automatically to the state committee chair then once approved by the State Extension Director it is sent to the regional vice chairs and finally to the national chair. He noted that hopefully the awards booklet (DSA & AA) will be available on line. John stated maybe someday we will not print the booklet having them available at the banquet, rather simply go to the online version. John noted that applications for presentations will be done electronically and available online. With the abstracts being online AM/PIC participants will be able to go to our website and see the abstracts of all the presentations. He stated that he now uses a developmental server so he is not working online; this will eliminate problems that may occur to the total site. Chuck Schwartau asked what the situation was in regards to the scholarship database. John stated that the database was complete. John felt it would be good to make the announcement that the database is complete in the e-County Agents. Phil Pratt will contact Mike Hogan and get this link put on the NACAA website. Leon Church moved to put the link to the NACAA Scholarship database on the NACAA website. The motion was seconded by James Devillier and the motion passed. John recommended that the board use web conferencing for our conference call meetings. Michele Hebert expressed concern that those away from the office would not be able to use their cell phones to join the conference call if this method was used. Fred reported that he had asked the Council Chairs and Phil to do a trial run to see if it works well. James Devillier noted that there were five recommendations that came from the Futuring Committee Survey in regards to electronic needs or desires. They are 1) list of members by subject matter area, 2) blogs for committees etc., John expressed that folks can use the wiki feature on the website. 3) The desire for presentations being put onto the website, John stated that 80% of the 2007 AM/PIC presentations are already on the web. James stated that he was having a problem with the first page of the website; the logo was not on top of the page. John gave some suggestions but stated it could be several things that might cause it. John asked James to let him know when he has problems so that he can try to simulate the same problem so he can deal with and fix the problem. Fred asked if there was a limit to the space that is available on our website. John stated we are using about half the space available. He stated that he had put a lot of the stuff on the site this year. He further noted that videos take up a lot of room. Fred felt we need to let our membership know about what was to be removed so that they could down load it if they wished.

2007 AM/PIC Evaluation - Item J

Sandy McNabb, OR reported the evaluation results are useful to future AM/PIC planning groups. He stated that the results are divided into several areas; membership, spouses, sons and daughters, life members. He reported that the survey indicated some concern with electronic registrations. He noted that the evaluation on the educational programs. Sandy also noted that Oregon was interested in the Professional Improvement Tour results and will use that information to plan their tours. He felt facilities questions were not worth asking as the same facilities will not be used for future meetings. Sandy stated that most people felt that Michigan did a good job hosting the 2007 event. He reported that Commercial Exhibitors felt that there was not enough interaction with conference attendees; it appears North Carolina and Oregon are planning to work on this issue. He stated that questions in regards to Galaxy III indicate that most will attend the 2008 AM/PIC rather than Galaxy. Sandy will be sharing this information with his Oregon Committees. Fred asked what the take home message from the evaluation was. Sandy stated that AM/PIC is a big and diverse event. Sandy noted that he had met recently with Oregon Association. Michele was also present at that meeting. James Devillier noted that it would be helpful to condense the comments into general areas of concern making a less lengthy product. Sandy stated that he was surprised at the diversity of subject matter categories of those who responded. He noted that 320 people responded.

2009 AM/PIC Update item K

Sandy McNabb, OR 2009 AM/PIC Chair reported that weather will be sunny and warm for the 2009 AM/PIC. He reported that Oregon will have a couple major changes which have previously been approved by the board. Those changes for 2009 will be; Wednesday evening will be the Annual Banquet with the Professional Improvement Tours taking place on Thursday. He noted that making this change will save on the cost of rental for the facility and an EMT. He stated that it is hoped that the tours will be of high quality to keep people over so that the room rates and contracted numbers will be met. He noted that the Pre-conference Animal Science proposal was to fly into Boise and bus participants to the Portland area. He reported that this proposal would give Animal Science participants a chance to see several different areas of the state of Oregon. The planning group has checked out the flight cost and found it not to be prohibitive for the participants. He noted that the major problem with this plan would be if someone drives to Boise, their car would be there instead of in Portland. Sandy reported that the cost of the conference center will be around $41,000 but these costs will be covered via a grant from the Portland Oregon Visitors Association. He stated that Oregon will be trying to increase exhibit space and exhibitor numbers. Doubletree Hotel will be the headquarters hotel. He noted that they are hoping to address potential financing sources such as Nike and some High Tech companies in the Portland area. MAX light rail system will provide an inexpensive shuttle from the airport to the hotels. He reported that they are negotiating with Enterprise rental cars for discounts. Participants will be provided a whole list of sights for dining. He reported that the Lloyd Center Shopping Mall is located right across the street from the hotels. Sandy reported that Oregon's Fund raising was beginning to pick up, currently they have $17000 cash on hand, and this includes about $6000 from the Camera Raffle. He thanked the board for allowing Oregon to conduct the Camera raffle, the winner has been selected. He noted further that they had $29,000 from pledges at this point. Sandy stated that they are in process of building a business list for contacting of potential funders. He stated that they are talking to Extension Administration at Oregon State University to see if they could help fund agents attending the North Carolina AM/PIC. Sandy asked if they need to ask for approval of fees for commercial booths. Oregon proposed $550 for single booth and $850 for a double booth. Steve Munk, Policy Chair noted that according to policy this is done at the post-conference board meeting prior to the next AM/PIC. Sandy reported that Tours are beginning to come together with five tours already set; twenty two other sites have been proposed. Sandy thanked both Michele Hebert and Rick Gibson for coming to Oregon to assist in the planning of the 2009 AM/PIC. Paul Craig asked if Oregon had enough help to conduct this event. Sandy noted that the Western Region was helping with the 2009 AM/PIC. Sandy asked if there were videos of past 4-H talent shows as his folks working on that have not seen one. Scott stated that he has a video copy of the talent shows for the past two years and will share with Sandy James Devillier moved to approve the Oregon Commercial Booth rental rates of $550 for single commercial booth and $850 for a double booth. The motion was seconded by Paul Craig and the motion passed. Sandy reported that Oregon requests that Facilities Fees be in affect. Fred asked Michele and Rick if they had anything more to add to Sandy's report. Rick felt that planning was picking up speed and felt things are really looking up. Sandy additionally reported that they had hired a retired agent to head their fund raising efforts. Chuck Schwartau noted that having the meetings in the fall will cause some members not to attend due to youth in school or spouses being teachers. Sandy reported that agriculture is very diverse in Oregon and that there are over 280 different crops grown in the state.

Fred adjourned the meeting so that board members could move into internal committee meetings. The State Relations Committee will meet Friday morning for breakfast.

The meeting adjourned for day.

December 14, 2007

Thought for the Day

Phil Pratt started by stating that when he was on the board several years ago this (thought for the day) was not part of the agenda. He noted that his first thought when asked to give the thought for the day was that he didn't have anything worth sharing. He stated that he was given a booklet by a Master Gardener in Tulsa called "The Four Agreements". Phil shared that it has some pretty good guidelines and rules that he tries to work by. The four agreements are: 1) be impeccable with your work; speak with integrity and say what you mean; 2) don't take anything personally; he stated that he has always admired people who could debate an issue passionately and yet walk out of the room and not let that debate affect their personnel feeling toward the other persons; this is something that is hard to do especially if you are passionate about the issue but keep it on a professional basis; 3) don't make assumptions; this is something we all have to work on, often time we think we know what a person has said but in reality it was not; the last 4) always do your best; by doing this you can make yourself into a better professional and work at a higher level than even you think possible if you always do your best. These are the four agreements in the book are something he felt were worthy guidelines to work toward and live by.

Fred Miller outlined how the meeting would proceed today. He stated that we will be having a couple of conference calls during the day. He recommended that we take a short break for lunch by going up to his room for snacks. He expressed concern with the telephone situation as we didn't have a line at that point. We adjusted the time that we talked to Chuck Otte until the line arrived.

Approval of Minutes - Leon Church, Secretary

Leon Church Secretary had emailed the completed draft minutes of the Pre-Board, Voting Delegates, Post-Board and the September, October and November Conference call minutes to the board. Steve Munk asked that his home be changed in the Post Board minutes from Sioux City to Sioux Falls. No other corrections were offered.

Chuck Schwartau moved to approve the Pre-Board, Voting Delegate, Post-Board and the September, October and November Conference call minutes, which include the change of Steve Munk's home being Sioux Falls rather than Sioux City. Motion was seconded by Dirk Webb and motion passed.

Treasurers Report - item M

Paul Wigley, Treasurer reported that a hard copy of the treasurer's report was sent via email. He noted that the first page was the Balance Sheet which indicated that we were in good shape financially. He reported that the 2007 AM/PIC settlement of $43,000 was sent to Michigan. This will be our final payment and a small final positive figure was indicated. He stated that the next sheet was the Profit and Loss Statement on this report we could see the income and expenses of the association. He pointed out that it looks like we are in the red in some areas it is due to funds coming from the different accounts. These will be covered with donor funds. He pointed out the Investment Accounts that the 2007 amount indicates about a $10,000 increase from a year ago. On another note he indicated we should be getting an $18,000 check back from Michigan as part of the 2007 AM/PIC settlement, so we should be in good shape in regards to that AM/PIC.

Dirk Webb moved to accept the treasurer's report as presented. The motion was seconded by James Devillier and the motion passed.

Internal Audit Report

Chuck Schwartau reported that Mr. Gibson, Mr. Devillier and himself met as the Internal Audit Committee and reviewed the books via the internet and hard copy. Spot checks were made on vouchers and payments and found all to be in great order. After review we report that the accounts of the association are in good order. Chuck Schwartau moved to accept report. Rick Gibson seconded the motion and the motion passed.

Fred asked Paul Wigley to look at travel expenses to see how we are doing in that regard to assure we are not over budget. Paul noted that after studying the expenses he determined that we are at about the same place we were last year. Fred encouraged the board to go ahead and be as frugal as possible, with airfare and motels, etc. Fred asked the board about the value of having council chairs attending the Winter Board Meeting. Fred asked if there were any feeling on this matter. James Devillier felt it was good to have them attend so that issues can be addressed, also gives them an opportunity to work with the Vice President. He stated as long as we can afford it we should do it. Leon felt that a lot of positive things come out of the Council Chairs being here, one of the tasks that we did while I was Council Chair was going over the Awards Edition, that should be an understood task for the Council Chairs at Winter Board. Phil Pratt agreed it would be a good time to work on the Awards Edition of the County Agent Magazine, and should be an assigned task while at the Winter Board Meeting; we will have to make sure that the Council Chairs arrive early enough to do that. Rick Gibson felt it is absolutely critical that council chairs see the facilities to help with planning for the AM/PIC and with their respective National Chairs. All agreed that we should bring the council chairs in as long as there are dollars. Discussion was held regarding the cost of airline tickets that are purchased too close to the travel date. Fred recommended that we need to be frugal and look at all methods of booking a flight, i.e. Expedia, Cheapo Air, etc

James felt we need to purchase tickets 90 days out. Fred noted that if this is done you might consider ticket insurance.

Review of Policy Handbook, Section 6 Item S

Phil Pratt reported that the policy review committee of section 6 has been working on the update of that section. He noted that no changes to this policy had been made since 1999. The committee anticipates that review and updates will be made and sent to council chairs. We plan to have this complete and ready for the Spring Board meeting for Board review and approval. Phil noted that one issue that was not addressed in this section was the replacement of committee vice chairs who leave mid-term. Phil handed out a policy statement that covers the replacement of committee vice chairs. Interim Chair policy - In the event of a sitting NACAA Program Committee Chair or Vice Chair resigns (or otherwise vacates) their position an interim Chair or Vice Chair will be appointed to complete the vacated term. The appointment procedure is as follows: as expeditiously as possible, the Council Chair, under which the committee vacancy exists, will solicit applications from the NACAA membership. NACAA members wishing to apply for a vacated Committee Chair or Vice Chair position should complete the proper NACAA Committee Appointment Application form and submit it to the appropriate Council Chair.

The Council Chair will review the applications and forward his/her nomination to the Vice President. The Vice President will submit the nomination to the NACAA Board for approval at the next NACAA Board Meeting or Teleconference.

The term of an interim National Program Committee Chair for the Professional Improvement and Extension Development Committees will comply with NACAA policy as stated under Program Committee Chairs or Vice Chairs, page 6-4, item A.

Steve Munk noted that there is nothing in policy on how Program Recognition Council Chairs are selected or terms of office. This will be added to the Section 6 of policy handbook that will be brought to the Board at the Spring Board Meeting. Phil recommended that this proposal for Interim Chair be accepted as policy. Since this is a committee recommendation no motion or second was required. The recommendation with adopted as revised below.

James Devillier asked the need to pass this policy until we adopt the entire policy. Why can we not just make the changes without this policy? Chuck Schwartau stated it is not against policy so we could make the change. Rick Gibson asked about the situation where a council vice chair changes region. Do we need policy to address this issue as well? It was felt that this situation was so rare that policy for this was not needed. Steve Munk felt that because of the move out of region, the vice chair should resign because of the definition of the position, however it would still be up to the board based on each situation. Chuck Schwartau felt we should have policy that is general in nature, not one that fits every situation. If we cover every situation, then there is no need for board meetings. Rick asked if we need to add verbage to the policy before us to let the board have the ability to take action as needed. Steve felt that is understood. Rick stated that this policy only addresses when a person resigns. What happens if person simply vacates his position? Add words resign or otherwise vacates.

Donor Sponsor Update - Item R

Scott Hawbaker and Rick Gibson reporting - Rick reported that he and Scott have worked diligently to re-establish and to maintain our past donors. It has become some what difficult with some of the budget concerns of our past donors. He noted that they have received a number of new donor suggestions from members and others. One note that Rick made was that committees need to supply contact information and to offer a new program or award that would fit the suggested sponsor. He stated that he had joined Scott at the National Association of Farm Broadcasters meeting. Rick stated that we need to look closely at the expense versus benefit of sending both or simply sending one to the NAFB.

Scott reported that it was still early. He stated that we are in the process of contacting many more that are listed of item R. He felt comfortable that we have $57,000 plus confirmed. He has made preliminary contact with Scotts, however was going slow because of our relationship with Bayer Advanced as they are direct competitors. Dirk Webb asked how this compared to last year at this time. Scott felt this was about the same as last year; by spring board we will know more closely as to where we are. Scott stated that not included in this report were the $15,000 funds received from Quali-Soy. Quali-Soy has indicated an interest in continuing to do something with us again this year. They have indicated that they were very pleased with their involvement in Field Days last year. Something like 18 to 19 Field Days were supported by Quali-Soy where they gave a short presentation on their products. He reported that he has feelers out to past donors, i.e. DuPont, Pfizer Animal Health, etc. We will not know until late January if we made it through the budgeting process of these companies. Paul Craig asked what happened to the American Agriculture Magazine. Scott stated that Larry Moorehead had lunch with the magazine staff shortly after the AM/PIC and felt it was positive. Scott noted he had been contacted by Kristy Parker editor of the magazine. She had tried to get with some of the state associations in the North East but had not been able to contact the appropriate people. Paul stated he was under the impression that she would do the writing, but when she contacted him she wanted articles already written by the state Ag Communication folks. Scott reported that one concern was that deadlines were short and hard for some to meet. Since July, Kristy Parker has not contacted Scott for contact information so that was a concern. Scott noted that Connie had asked about including success stories of NACAA members. He suggested she start by looking through the proceedings for presenters and award winners. That location provides about a hundred story ideas. He noted that Connie is a real salesperson and if the money is there for support for NACAA, we should get it. Scott stressed that more lead time is needed for future issues, for state's to get them into the magazine. Fred asked about the Utah State University for Remote Sensing program and how was their participation. Scott noted he has sent a request and he does have some concern about their participation. He noted that Dr. Phil Rasmussen has opened up the fellows program to other people who had an interest in attending. Paul Craig asked if we have invited him to the AM/PIC. Scott stated yes he usually does attend; however, he didn't attend in 2007. Paul further asked if we give him a chance to demonstrate what the program is all about, it might be helpful as members might not understand simply by reading the magazine description. Steve Munk noted that two years ago he had a chance to participate and felt the equipment received was well worth making applications. Steve felt members who had participated would be a better method of promoting the program. Scott stated that we could ask one of last year's participants to write an article for the e-County Agent, February issue. Fred also asked about Phillip Morris and wondered if Scott had contacted North Carolina as they were planning to contact this donor. Fred stated that as a board we assign Scott and the President Elect to be in charge of fund raising, however it is the entire association's responsibility. If we know of potential sponsors or donors we need to do our part. Chuck Schwartau asked if there was a shopping list of potential programs that we could offer potential donors. Rick Gibson stated he had sent out a notice after the AM/PIC for proposals from committees, very few were received in return. Scott noted that the Animal Science and Horticulture Committee are trying to secure sponsors for their Pre-Tour events. Bayer Animal Health is considering sponsor/donor. He noted that a key is to make a proposal that would be a good match to a potential donor. Potential donors discussed were: Syngenta, Chem Lawn, Novartis and others. James Devillier asked if while at the National Association of Farm Broadcasters meeting was there an opportunity to speak to IT folks. Scott stated that the only company in that category present was National Rural Telecommunications. If they do sponsor it wouldn't be much maybe $500 to $1000. James stated that we all use computers and seems like it would be a logical donors. Rick noted that if Teaching and Technology would have a specific topic or symposia we could approach a company with an IT proposal. Fred noted that Dell is located in the Greensboro area and might be a potential donor.

2007 AM/PIC Settlement and Wrap-up - item O

Chuck Otte joined us via teleconference. He reported that the settlement process took a lot longer than what was hoped. He stated would have liked to have had more time to study the settlement papers but because of hold up on Michigan end he didn't but wanted to finalize and wrap-up. Chuck Otte asked Paul Wigley if he had come up with any financial figures for the bottom line did we breakeven, make money or lose money. Paul noted that he had not come up with a final bottom line but felt we would be in good shape. Chuck Otte felt the evaluation looked good. The one item that we have hanging over us was that the Public Relations and Ag Issues Committee obtained speakers from Missouri for presentation. He noted he was notified that there would be a change in the program but not that there would be a charge for expenses of expenses. The speakers submitted travel vouchers; no one asked him if they would be reimbursed. What does the board want? It is our policy that we do not pay members to make a presentation at AM/PIC. Phil Pratt asked what the expenses were that were requested. Chuck stated that it was a total of around $912. Chuck O. wasn't sure that this would set precedence or not. James Devillier wanted to know if Michigan would pay. No, this was not a host state expense. Chuck O. stated that the two agents from Missouri are asking only for mileage to travel to Grand Rapids. He did not know if someone had given them the ok to ask for expenses. Phil Pratt stated that he understood from Mike Heimer that he was trying to find someone to fill a vacated speaker spot. Chuck stated that that was correct. But, felt it was probably the vice-chair of that committee who did the contacting as he too was from Missouri. Phil asked if Mike Heimer had offered travel expenses to the speakers. Chuck O. didn't know if Mike knew up front or if he came in on the back side when the issue of paying expenses came up. Mike hasn't indicated anything was promised before hand. Rick Gibson stated that this request did not come through him as Vice President last year. Fred reiterated that we need to decide if we want to approve travel expense for members that made a presentation at the 2007 AM/PIC. Steve Munk, Policy Chair stated that policy states that members can't be reimbursed as speakers from the $500 committee budget. So, if you reimburse these folks it would need to come from some other fund. Paul Craig asked if anyone has talked to the two members from Missouri about submitting. They wouldn't submit unless they had been given indication that they should. Chuck O. stated he had not talked to them since their request for reimbursement. He has visited with Dan Downing, Committee Chair and Michael Heimer. James Devillier asked if we need to make a decision now. Chuck O. we need to make the decision by end of year so we can close the books. Phil felt that we need to consider the consequences if we don't pay these expenses. He felt we should go ahead and pay this time. We need to emphasize to our committee chairs that they can not promise this type of thing in the future. Paul Wigley noted that with what he has figured we will be looking at a small surplus from the AM/PIC. James would like to hold off making a decision until after lunch. Chuck Otte will check with the two agents who want reimbursement and see if they had been promised expenses. This will be addressed later in this meeting.

Foundation Report - item R1

Chuck Otte reported that Eddie Holland took over from Gary Hall, after the AM/PIC. He noted that the transition has been very smooth. Four of the Scholarship winners have received their checks from their award of scholarship this past year. They were; Greda Rhodes and Woody Little (NC) each $500; Kevin Tucker (AL) $1000 and Glen Brunkow (KS) $1000. James Devillier moved to accept the Education Foundation report. The motion was seconded by Rick Gibson and the motion passed.

2011 AM/PIC Update - item V

Chuck Otte reported that Kansas is on the move. He noted that Helms Briscoe has done a masterful job negotiating terms with the hotels. He reported that the room block is 2742 room nights, of those only 3 have minimum contract, which means that only 1150 room nights are guaranteed. He stated that we just followed the Helms Briscoe recommendations. He noted we are filling the committee appointments and the enthusiasm is growing from their membership. Chuck O. reported that tours are beginning to be formulated with many different agriculture, horticulture and agri-business interests. The Sons and Daughter programs are beginning to be formulated with a lot of activities for the youth. He mentioned that the Johnson County Fair will be going on so folks can attend if they haven't ever attended a fair before.

OYF (Outstanding Young Farmer) - item C1

Chuck Otte stated that he had sent a spread sheet with the ten finalists listed. He noted that the selection process was a neat experience to be involved in. He was sure that at least half the nominations are from NACAA nominations. Chuck noted that the Chair and Past President attends the OYF annual meeting. The Public Relations and Ag Issue committee chair and the committee vice chairs can not the event this year as all have conflicts. Chuck recommended that Fred Miller accompany him to the OYF in Madison, Wisconsin. Fred mentioned that Mike Heimer might be a possible attendee as the council chair but since he will be going off as council chair that would not offer continuity which was the association's desire. Chuck Schwartau moved that we authorize President Fred Miller to attend OYF in 2008. The motion was seconded by Dirk Webb and the motion passed.

Phil asked about Fred's proposal to have the President go to this annual meeting every other year and if it needs to be included in the motion. Chuck S. felt that this needs to be handled in committee first before any decision regarding the Presidents attending. Steve Munk stated that policy would allow the president to make that decision himself. If we want to change the fact that the president would attend every other year rather than the committee chair this would need to change policy. Steve further asked who would then make the presentation from NACAA. Rick noted that he had to make that presentation last year. This is something that needs to be worked out between the Past President and the President.

Past Presidents Report - item

Chuck Otte reported that this has been a good fall; he noted that it was a big sense of relief when you hand off the gavel but soon the reality hits that as Fiscal Committee Chair and the OYF responsibilities have replaced that vacancy.

Update of State Officers Handbook

Fred Miller mentioned that this task in the past had been assigned to the Regional Directors. He stated that he felt it was policy that this was a senior director responsibility. Fred asked for a volunteer to take leadership of updating the State Officer Handbook. James Devillier asked about the timeline for completion. Fred stated that this should be done by spring board. James volunteered to take leadership for the State Officer Handbook Update. Steve Munk noted that the assignment depends on the year. If it was considered 2007 the task would be assigned to the Senior Director from the South; if it is 2008 it would be West Director.

Overview of Galaxy III

Chuck Schwartau, liaison from the Board to Galaxy reported that he had been asked to lead a discussion prior to our conference call with Mahlan Peterson and Pat Hogue in the afternoon. He noted the goals and objectives of the Galaxy Conference, provide opportunities for professional improvement for all extension professionals, provide opportunities for extension professionals to make scholarly presentations, to build interdisciplinary programming, to share strategies for enhancing the Cooperative Extension programming and to provide opportunity to recognize professionals for extension programming excellence. He stated that two NACAA members were appointed to serve on the Galaxy planning committee. The appointed two were Pat Hogue, FL and Mahlan Peterson, WI. He noted that these people were appointed as they had been chair of an AM/PIC in their respective states. The Galaxy planning committee has been meeting regularly to plan the Galaxy over the past several years. He noted that the board had asked him to serve as this board's liaison to Galaxy. He clarified the things he had done with Galaxy planning. Chuck stated that one need right now was for program planning in the seminar section of the program. According to the schedule handed to the board, NACAA has seven slots to fill in the seminar time frames. He stated that it was our (NACAA) responsibility to fill those slots. He noted that one suggestion was to do something in the same mode as the Western Region where members submit presentations. Chuck stated that one concern is the number of presentations that would be submitted, were there be enough. Another suggestion that came out recently that maybe we could consider topics that might be of interest to sister association members. He stated that we need to remember we should meet the needs of our association members first and foremost. He noted that one problem was that we are working in a vacuum since we do not know what other associations are doing. Fred stated it was his understanding that no combined coordination of programs has been done or was planned to be done. Chuck did note it was understood that the other associations are no further along than this association in regard seminar sessions. Chuck stated that a deadline of March has been set to determine final filling of seminar slots. He again noted that the deadline for presentation abstracts was January 15^th. Scott Hawbaker stated that he had in addition to the e-County Agent he had sent a mass email to everyone in the middle of November. Scott did note that Mahlon for some reason was not receiving the email and for some reason he was not on the list serve. That call for paper will be repeated in the next issue of the e-County Agent. Phil Pratt asked if it had been determined how many presentations are needed to fill the 10.5 hours. Chuck noted that it is up to this association. Phil asked if the two people representing us had made recommendations for that. Chuck stated that no, it had not. Chuck stated that a question had been asked about bringing in presenters. The galaxy budgeting process allows about $45,000 for each association to use for programming. He noted that we would have that kind of budget available to bring in speakers. Chuck restated that it was our task to determine what we want for program. James Devillier asked if a person gives a presentation at our AM/PIC can they also present the same program at Galaxy. Indeed that had already been determined that members could do that. James Devillier asked what makes Galaxy different than AM/PIC and why should our association members' participant. Chuck felt it had to do with their goals as a joint meeting of professional associations. James then stated he felt it should be different and not the same as what we do at AM/PIC. Michele stated that presentations are already being submitted and will be reviewed by Galaxy folks. Chuck felt we should have NACAA folks involved in the review process. Chuck brought up DSA and AA awards and the possibility of the winners being presented at Galaxy. NACAA policy clearly states that these awards are presented only at NACAA AM/PIC. Chuck stated that North Central Region would be holding an awards program and had concern if NACAA did not participate. Chuck suggested that the award could simply be re-awarded. Leon Church suggested that the focus should be on North Central members and fill the gaps with hired presenters. He additionally expressed that he never understood that this board would be the program planning committee for Galaxy. Dirk Webb asked if the Vice President has been kept in the loop since he was responsible for all association committee work. Chuck Schwartau stated that the board had previously decided not to use our committee structure for presentation submissions. Phil Pratt asked Steve Munk if the Galaxy Committee was under the Vice President or was it a Board committee. Fred Miller noted that Galaxy was not in policy. Fred Miller stated that he understood that the planning for this Galaxy would be done by Galaxy Planning folks and would take charge of program development. He noted that Mahlon and Pat do not see their job to do this task. Thus the problem has come back to this board. Fred stated that if we want to delegate this to someone we need to make the decisions. Fred had hoped that the state relations committee would fill in that role. Chuck stated that if it was the wish of the Board, he, Mahlon and Pat would fill that role. Michele noted that the State Relations Committee had discussed this and agreed that the above group should handle this planning. Chuck stated that JCEP was pleased with our degree of participation. He noted that our two members on the Galaxy committee are highly respected. One other concern to Chuck was the tours and has been assured that agriculture will be included. Chuck stated that there were a couple of decisions we need to make: 1) whether we need four Regional meeting rooms, and 2) then our Thursday morning breakfast decision, do we want a separate NACAA breakfast or be involved in a general breakfast. Chuck noted that we also need to indicate names to be on the program for certain events. Phil stated that we will only have 1 regional director present so there would be no reason to hold regional meetings. Chuck suggested it might be appropriate for NACAA to have a post Galaxy debriefing session. Fred stated he would like to hold any motion to appoint Chuck, Pat and Mahlon to the program planning committee until we have Pat and Mahlon on the phone to be involved in discussion. Chuck felt we could make a decision on how many rooms for regional meetings and names of those who will be in attendance. People attending will be; Fred Miller, Rick Gibson, Phil Pratt, Paul Wigley, the new secretary and new Vice President and one regional director. The directors will need to make that determination as to which regional director will attend. It was a consensus of the board that one general membership meeting be held in stead of regional meetings on Tuesday. It was also a consensus of the board that NACAA join in on the General breakfast scheduled for Thursday morning. Paul Craig asked if Pennsylvania would be invited to the post-debriefing. Fred Miller noted that it would not be an official meeting and anyone could attend. Dirk asked about the listed business session. Fred stated that we will release that time. Chuck mentioned that possibly at some point we need to highlight what was done at the 2008 AM/PIC. Rick asked if the Regional awards programs would be simultaneous, we will have representatives to be in attendance at each of these events. AA and DSA winner can have there award re-awarded during the awards program, this will indicate that we are fully participating in the program.

Lunch Break

2010 AM/PIC Update

Phil Pratt reported that Oklahoma was currently involved in fund raising. He noted that there are two key agricultural lobbyists who have thrown their weight behind our efforts. He stated that an interesting thing was relationship at OSU with T. Boone Pickens. He noted that a member of the board of regents who is a personal friend of T. Boone was going to ask him for funds. Phil reported that in regards to tours that there are several indentified so selections will be made. He stated that the Oklahoma Association will meet in January and more planning for AM/PIC will be made. He stated that Oklahoma will be bringing a large delegation to North Carolina. Bob Woods wants to have a two day retreat after that meeting in Greensboro. He noted that progress was being made toward their 2010 meeting. Fred asked if Oklahoma was still planning to go to Oregon as well to offer help there. Phil stated that they would.

2012 AM/PIC Potential Bids

James Devillier reported that he had been in contact with several potential bidding states in the south. He noted that South Carolina, Alabama and Virginia had been contacted. James stated that Virginia seems to be the most possible candidate. Virginia will be meeting within the next month or so to finalize their decision. Andy Overbay has been heading up the effort in Virginia. 2012 will be a Southern Region year. It was noted that Fred Miller had asked James to contact states for potential AM/PIC bids.

Internal Committee Reports

Development and Planning Committee - Item Z

James Devillier reported that a time line had been developed by the committee. The committee was made up of Phil Pratt, Rick Gibson and James. The proposed guidelines are a part of item Z. James asked the board to review this and asked to have the board make a decision conference call in January. Fred asked James to put the actual goal in the report so we could see the needed actions clearly. Fred noted that it looks like we have accomplished many of these goals and it additionally looks like we will have all completed by 2010, it might be necessary to have another Futuring Committee at a later date. James reiterated that many things suggested by the Futuring Committee are being address by this board and AM/PIC host committees. Phil Pratt asked how many goals were set by the Futuring Committee. James noted that there were 60 set by that committee. James stated that the Development and Planning committee prioritized those and selected 20 to be addressed within the next 3 years. Phil Pratt asked do we really need to have another Futuring Committee or do we take on another 20 goals. Rick Gibson noted that times change and after three to five years things could be so different a fresh look might be needed, the lower the priority goals may not be needed.

Rick Gibson moved to accept the report of the Development and Planning Committee. The motion was seconded by Paul Wigley and the motion passed.

State Relations item Z-1

Michele reported that this committee had been addressing the need to improve communications which had been done via use of NACAA conference calls. She noted that the committee will continue to act as a resource for Chuck and the planning group for Galaxy. She stated that a survey was conducted this fall to determine if folks were going to AM/PIC or Galaxy or both. The findings had been shared in previous minutes. Michele stated that another issue addressed was membership recruitment and retention. She stated that a survey was developed and was currently on line. The committee has asked the Regional Vice Directors to encourage states participation and tally the results of these surveys, hopefully it will be done by Spring Board meeting. Michele stated that next year we can determine if this should be an annual survey or how to use the information. In January a conference will be conducted to finalize the work. James Devillier wanted to know the date of the January conference call. Michele stated that it would be held on January 4^th 3 p.m. EST. The report will be emailed. James suggested that Hal Tatum be contacted to see if he has suggestions for the survey.

Publications item Z-2

Leon Church reported that the committee had been given some issues that were to be addressed. 1) Review the format of The County Agent Magazine and recommend style changes, 2) Coordinate website development with Electronic Communications Coordinator. Determine appropriate items to be posted on website; a)Requests from Internal Extension Groups, b)Requests from NACAA Committees, etc (ie SARE Fellows Program, etc) c)Request from External Groups; 3) Recommendations for handling the updated NACAA History 1989-2008 per Duane Duncan's report at post-board. The committee recommends that #1 the county agent magazine is an important link to our membership in light of the fact that only 25% of our membership attends AM/PIC. All but one issue has a subject matter content already assigned that is the fall issue. Recommendations were that regional director might help solicit: 1) highlights from the state associations or activities of associations within their regions, 2) submit an article on leadership or motivational topics or, 3) historical information, i.e. what was going on 40 years ago in the association.

#2 Philosophy statements: if the information does not directly relate to the mission of NACAA then it should not go onto the website. Recommendation suggested by the committee were: a) board should allow the internal publication committee the ability to make judgment calls on requests that the Electronic Communications Coordinator is not comfortable making, b) if the request is related to our committees, leadership, programs or awards then it should automatically be included on the website, c) Internal Extension requests i.e. University Extension, unless it relates directly with our mission should not be included, questions should be given to the Internal Publications Committee and d) External Groups (commercial) requests would be allowed only if it relates to our mission. The group must pay for access. This would include donors and sponsors.

#3 the committee recommended that future history books be put into digital format and made available to membership via the website or on memory sticks. Future printing of past history books should not be done rather these books should also be placed into a digital format. It was further recommended that NACAA do away with the printing of hard bound copies of the Presidents report and minutes. Simply we should submit to the National Archives in Beltsville, MD the materials outlined in policy on Acid Free paper and placed in Acid Free boxes.

Fred asked to discuss the recommendation individually. What were the recommendations we should address. Leon proposed that we start with number 2 access to the website. Fred asked committee to define access. Leon responded that it was their understanding that John Dorner, ECC didn't want to have many links on the website. Paul Craig noted that Scott Hawbaker had shared with the committee a request from Penn State University to publicize an outreach program on the NACAA website. He further felt it shouldn't be on our website. James Devillier asked for specific examples of requests. Leon stated that this example was one. Scott mentioned the SARE Fellows program and that this was a request that should have been put onto the site. Scott noted that Fred had been asked by several organizations, i.e. JCEP and commercial requests. He further explained that other opportunities for educational programs, do we put that on the website, and we just do not have a policy as to how to handle these requests. This was why the committee basis the decisions on the philosophy that if it does not directly relate to the mission of NACAA it should not be on our website. Scott stated that he has received several requests from entities to put information in regards to their programs. We have sold the use of the membership data or mailing list to paying customers for one purpose only, not for resale to other groups. Fred felt we have not refined the issue, in that our mission is so broadly that most groups could make a case that what they want fits within that mission. Scott felt we could make that state that it fits within the current mission of the committee and award structure. Leon didn't feel it was as tough as we are trying to make it. What is the purpose of the website? He felt it was for our members use, not for outside groups. Phil Pratt felt that if a member has a regional program it should be put onto the website. James Devillier felt that it would be worthy to put information on the website if it was professionally beneficial to our members, but should not be placed there if the mailing was going to everyone in a different medium. Scott noted that an example was Ohio State University has a created a new publications on Horticulture and want people to buy the product to cover their costs. Scott felt that this was a product or commercial effort. James felt that there are other means to contact horticulture agents. Leon felt we should be more limiting in our use by outside groups and less open. Michele doesn't want to be limiting we should be more flexible. Michele felt we should have the mission statement on the web.

Michele Hebert moved to put the NACAA Mission and Goals on the NACAA website. The motion was seconded by Paul Craig and the motion passed.

Fred Miller sent the website use issue back to committee.

The Internal Publication Committee recommended that the NACAA History Books be formatted digitally. The recommendations was accepted /passed.

The recommendation on how National Archives submittals will be postponed until a later time so Chuck Otte can be in attendance. Scott asked for clarification on what the duties of Chuck's committee were? Fred noted that Chuck Otte plans to visit the National Archives.

Policy Chair Report - item AA

Steve Munk, Association Policy Chair, reported that the policy committee had looked at settlement type questions for the 2007 AM/PIC, mostly just clarification of issues since this past summer. He noted that the 2004 policy relating to hosting the AM/PIC was the policy that governed the 2007 AM/PIC. Steve stated that currently in the by-laws we make reference to use of Roberts Rules of Order to conduct business. Steve expressed that somewhere in the by-laws there needs to be references to allowing the use of electronic media to conduct business. He noted that technically teleconferences are not allowed under our current by-laws. Steve discussed Non-syncrchronistic and syncrhronistic meetings, an example are email meeting versus everyone hearing the comments at the same time. All being able to hear at one time can be done either face to face or conference call. Steve noted that under Roberts Rules of Order all need to hear the information at the same time. The suggestion proposed for a by-laws change is:

Article 7, section 1a - the NACAA board and associated committees are authorized to conduct official business electronically as long as the technology used allows for all persons participating to hear each other at the same time allowing the opportunity for simultaneous communication among all participants. Chuck Schwartau wondered about the use of a message board or chat group. Steve stated that when you can't hear or verify we need to follow a more strict method of doing business. An example would be to have specific time limits to respond, etc. Steve noted that at this time we need to stay with the oral. Phil Pratt asked how long the board has been conducting business via conference calls. Fred felt we need to take care of this issue and we may be opening up a can of worms if someone asks if the work done in the past was invalid. Steve felt it would not be a problem because we are working in good faith. Paul Craig asked what is considered official business. Steve felt that was a general statement and would include committee work, decisions on funds or board action. Steve noted that it would be official business when an actual motion and actions then are taken. Fred asked the board to take the new policy proposal on meetings via conference calls & other electronic media under advisement. He further asked Steve Munk to take this issue to the Policy Committee. The board can take official action by Spring Board.

Executive Directors Report item BB

Scott Hawbaker, Executive Director of NACAA reported that he will be sending a small gift to the 2007 donors. He noted he had the new brochures out to the 37 state presidents who actually did have addresses listed on the web. Scott mentioned he had brochures and that they are available if anyone needed more to take home. He reported that we are still receiving checks for Life Member County Agent magazine subscriptions. He noted that two advertisements on page 1 & 2 are page advertorials an additional one was on page three of the last County Agent Magazine issue. The advertorials generated $2500 worth of revenue. Scott reported that a dues collection form was developed. He noted that the state membership administrator for the respective association can go online and edit their membership database. When finished with the update the form will indicate what will be owed for dues, which will be sent separately to Scott. Fred asked if there had been any feed back on the use of this method at this point. Scott stated that Jeff Via from Tennessee expressed that he liked the form. Scott reported that if a member's status changes, he (Scott) receives an email automatically indicating the change. He noted that some problems had been experienced by Louisiana but that problem had been handled. Chuck Schwartau asked how to determine if our state has paid dues. Scott recommended that calling him would be best. Scott stated that John Dorner has set up on an automatic switch to move members whose states have not paid their dues to inactive member status. He noted that last year only about 12 states had paid dues by January 1^st. This could affect the number of members receiving the January Awards Issue of the County Agent Magazine. He will ask John to move that date back so this does not happen.

Another issue discussed by Scott was Travel Insurance for board members. He thanked the Board for sending the Hartford benefits card back for beneficiary indication. In the case of a Vice Director substituting for Director at a regional event the Vice Director will be covered by insurance. Scott noted that he added the Vice Directors last week. Fred Miller expressed his support for covering Vice Directors and felt it was appropriate that Scott obtain this coverage. Paul Wigley moved to include the Vice- Directors to Section 3, 3 in policy related to Travel Insurance. The motion was seconded by Chuck Schwartau and the motion passed. Steve reported that Policy indicates that the split for beneficiaries and association was 75% to beneficiary and 25% to NACAA. Fred stated that we should leave it as is until spring board meeting. Scott stated we have the forms on a pdf file and we change the percentage to 75% to beneficiary and 25% to NACAA. James Devillier suggested we leave it like it is until we change officers and directors at the next annual meeting. Steve Munk felt that we need to be concerned with outside legal counsel who will go after any information they have on the issue. Steve stated that policy states that 75% to the family as beneficiary and 25% to NACAA and will go after his clients money. Chuck Schwartau stated he felt we should go ahead and change the beneficiary cards. Paul Wigley printed out forms for all to sign to put on file. Scott noted that several Universities have requested to advertise on the website, he recommended that we sell these ads and only accept prepaid with credit card. James Devillier moved that we only accept prepaid website advertisements via credit card. The motion was seconded by Paul Wigley and the motion passed. Scott reported that it is a goal to have a credit card for the incoming NACAA President by spring board.

Spring Board Meeting Update

Fred Miller, President reported that we will have the 2008 Spring Board meeting in Myrtle Beach, South Carolina. The meeting will be April 2-5. April 2 will be travel day with meetings on 3 to 5. The Crown Reef Hotel will be the headquarters hotel for the meetings. Scott asked the board to indicate on the paper handed around to determine spouses who will attend. Fred reported that room rates will extend pre or post board meeting for those who would like to come early and stay later. All rooms will be water front.

Fred reported that he had been in contact with the folks from South Carolina for tour and meal on Thursday.

Electronic Journal item CC

Mickey Cummings, chair of the e-Journal committee joined via teleconference and reported that the committee had been working together and had done a great job. The committee consists of; Glenn Rogers VT, NE region, Mike Christian KS, NC region, Janet Schmidt WA, West Region, Elmo Collum MS, and Allen Hogan LA Southern region. He noted that another conference call was scheduled the coming Monday. Mickey reported that after visiting with Phil Pratt they had come to a decision to proceed with the electronic journal by using a call for papers in the Awards Issue of the County Agent Magazine. He stated that this e-Journal committee plus others that they can recruit will review the submittals and make selections for publication. He stated that they will recruit people who wished to be on this committee last fall. Mickey stated that the request to the board was to make a decision whether we should proceed with these plans. Reviewers will receive the write up and a score sheet, which will be completed next month. He reported that the selected papers will be published in the proceedings of the 2008 AM/PIC. He noted that it should be made clear that there will be no awards in the form of money or anything else, it will simply be publication in a recognized publication. Scott stated that something could be added to the call for papers of the opportunity to be published in the awards issue and we can reemphasis at end of call for papers. Mickey stated that the deadline will be close to the deadline for the Journal of Extension and hope to funnel some of the article into JOE. He stated that the committee will be working to cooperate with JOE. Mickey stated he would like to have approval to go ahead. He asked Rick Gibson if he had the list of those not selected for this committee last summer. Michele asked if the committee had talked to JOE and looked at their guidelines as a guide to scoring or selection. Mickey stated that they had looked at their guidelines but will use abstracts rather than JOE's format. It was thought that using our abstract format it will not be confusing at this point. Fred Miller mentioned that he and Rick will be meeting with JOE during the JCEP meeting in January. Chuck asked if there was a way to submit for e-Journal and a presentation at the AM/PIC or will it be mutually exclusive. Mickey stated no, the members can submit for both e-Journal and presentations using the same abstract. Mickey discussed allowing NACAA members to publish in both e-Journal and other professional journals. Abstracts and electronic articles will be sent to Mickey by March 15^th. The journal committee will conduct the application process; review will be conducted by this committee and others that the committee recruits. Michele Hebert moved to place the call for papers as presented by the e-Journal Committee as presented by the committee in the awards issue of the County Agent. The motion was seconded by James Devillier and the motion passed.

Mickey would like permission to make sure we don't over step our bounds and asked to be able to approach state presidents for suggestions of reviewers. Phil Pratt stated that he had met with the Council Chairs and they do not have any concern about the e-Journal Committee making state contacts. This discussion was included in the Executive Program Committee report Phil gave on December 13^th. Mickey stated he wanted to visit with Fred and Rick in order to hash out issues to take to the JOE board this spring. Michele had visited with Debra Mattie, a JOE board member. She stated that that member seemed positive about our e-Journal. Michele will get Mickey the contact information for this board member. She suggested contacting her prior to meeting with JOE for help in preparing for the meeting. James Devillier asked if publication was still planned for fall as well as publication via this manner. Mickey stated we are doing the effort this way in order to complete the process in a quick manner but will consider another time for publication in the future.

Phil Pratt moved that Mickey Cummings and members of the e-Journal Committee be approved to contact State Presidents and other NACAA members to serve as reviewers for e-Journal abstracts. The motion was seconded by James Devillier and the motion passed.

Steve Munk noted that the motion makes this action permanent, was that the intent. James felt we need to set the process that can be on going but he felt that this would be a committee task to develop the process. Fred stated that this would simply be board approval and not a policy for the handbook. Chuck Schwartau wondered if the wording of on farm research could be limiting. He suggested we consider the use of applied research or result demonstration. Fred asked what had come of the proposed contest to name the e-Journal. James felt that was a mute point at this time since they will be published in the AM/PIC proceeding and no need to move forward with this contest.

Magazine Editor Report

Scott Hawbaker noted that we are under budget for the year due to smaller magazine size. The report is included in the Executive Directors report earlier.

JCEP Update

Fred Miller reported that the Regional Workshop conference registration materials are on line. He also noted that there is a flyer available for use with association meetings. Fred asked Rick Gibson if he had any observations that he would like to report. Rick noted he had been very naive as to what the JCEP organization did. He noted he now sees the value of the work the group was doing and was looking forward to 2008 when he can fully engage in the workings of the group. He stated that he better understands the feelings of the other associations about Galaxy and thinks our involvement was important for long term relationships. He hoped that the state leadership will participate in the Regional JCEP Workshops and would like to have 100% participation. He stated we are doing a good job and our efforts are worth the work.

Scott Hawbaker asked if the board members and officers wanted him to take care of reservations and registrations. Scott passed around a sign up sheet to determine attendance. He asked that they note when they will arrive, etc. Fred asked the board and officers attending to arrange their schedule so that they would arrive at the event by 10 a.m. on the day event begin, for some that may mean travel a day early.

JCEP Leadership Workshops - item DD

James Devillier provided and discussed a proposed agenda for the workshops item DD. Phil Pratt will attend workshop in Orlando while Rick Gibson will attend the San Diego workshop. Fred Miller asked if an agenda items needs to be added on the e-Journal. James noted that we will handle that issue as a NACAA group of the whole. Phil asked when he was to make the state committee chair entry to the website presentation. James stated that that would be during the Vice President's presentation allotted time. Michele reminded James to include the Vice Directors report regarding the member survey from the state relations committee. Steve Munk stressed the need to stress the importance of national chairs and vice-chairs communicating with state chairs. Fred noted that North Carolina will be present in Orlando to promote the 2008 AM/PIC, this will occur during Fred's presentation. Paul Craig stated that Pennsylvania will pay Don Fretts expenses to Orlando to keep open the communications with other JCEP associations and the potential for hosting the Galaxy IV. Fred will take to the regional workshop the proposed by-law change regarding use of conference calls for official business. James noted that the final deadline for program additions would be January 21^st. Scott asked about using roll-ways and putting three persons in a room since there will be an odd number. Fred felt we should give the odd person out a room and encourage sharing the room with another person from their state.

PILD Update item EE

Paul Craig, Northeast Region Director handed around the results of the evaluation from those who had participated in the 2007 Public Issues Leadership Development Conference. He stated that the board could share the result summary with whom ever they wish. Paul noted that the 2008 conference will be April 28 - 30. He noted that NACAA will need to decide whether to take the state association leaders for dinner. He stated that we will be closer to Georgetown this year; we will be within walking distance to Georgetown. Paul noted everything was working well regarding planning. Stan Moore has done a great job providing leadership to the planning committee. James felt the Irish Pub would be more reasonably priced than those in Georgetown. James asked for suggestions for program ideas for the NACAA portion of the program. Fred Miller mentioned that last year there was a guest speaker during the NACAA portion of the program. He certainly doesn't want to duplicate what will be offered at the Regional Workshops. Paul Craig noted that CSREES leadership folks will be invited to attend a general breakfast for networking with attendees. A panel discussion on dealing with local county governments, James had been asked to locate a rural county government official to participate. James lamented the situation where JCEP will not help pay expenses for the panel speakers. Paul noted that JCEP will not pay for any speaker fees or registration for the speakers. It was explained that JCEP sees the PILD conference as a way to make money.

NACAA Appointment to PILD Committee

Mark Stewart was appointed to the PILD planning committee by Fred Miller he will replace the position being vacated by James Devillier.

Regional Director Reports items FF

James Devillier, Southern Region Director reported that it had been a pleasure to represent NACAA at the Texas association meeting in Woodlands, TX. He relayed the experience at the FBI training tour while in Texas. James explained the Man of Year award program in Texas. He reported that he had also attended the Florida association meeting in September. He noted that the Florida meetings are a mini Galaxy program meeting together but also have separate activities. He reported that he last month attended the Georgia Association Meeting; they had over 30 posters at their poster presentations. Georgia invites members to a luncheon if they pay their dues on time, those that don't aren't invited. James stated that while in the three states he visited with the respective State Extension administrators.

Dirk Webb, Southern Region Director reported that he attended the Mississippi association and met with their state director and a major sponsor of their association. He noted that he made a presentation on committee communications. Dirk reported that he also attended the North Carolina meeting and they expressed the desire to return to the former format for Regional workshops; four regional meetings versus two joint meetings.

Paul Craig, Northeast Region Director reported that he attended the Pennsylvania, New Jersey, New York, and Maryland/Delaware association meetings. He reported also that Betsy Greene; Northeast Region Vice Director had attended the Maine association meeting for Paul. Paul stated that he met with the New York state director for nearly 2 hours. He stated that the New York extension director stated that "Belonging to a professional association is what professionals do". Paul reported that while visiting he tries to share with state associations things that work well in other states as something that other states might try. One example he noted was the Pennsylvania food booth at Ag Products fair. The benefits to the associations are financial as well as building teamwork. He also noted that in the Northeast Region we have regional funds. He stated that there was an account that has $58,000 in that fund. Since no state wants to handle the money, they are forming a Regional/multi-state 501c3 fund.

Michele Hebert, Western Region Director reported that in August she went to Wyoming for their Range Tour and lived in tents for 3 days. She stated that it was a great experience. While there she visited a Buffalo Ranch. She reported that she had tried to set up a visit with the Wyoming director. They scheduled to meet with him while at PILD. Michele reported that she had attended the Colorado association meeting; while there she attended the AA and DSA awards and auction. She also noted that she met with there state director Dr. Young. During that discussion the director asked Michele if they could promote Extension Agents as a position to assist in obtaining qualified candidates. Michele attended the Western Region PIC in Arizona. She noted that this was the sixth annual PIC, but was one of the smallest attended. In addition, she reported that she went to Oregon, while there she met with their state director. She reported that Oregon has reorganized and all agents have been placed in a department that relates to their subject matter area.

Chuck Schwartau, North Central Region Director reported that he was privileged to attend Illinois, Missouri, Iowa, Nebraska, North Dakota and part of his Minnesota state meetings this fall. He reported that while there he worked with each state to help them update their state leadership and committee chairs on the NACAA Website. Chuck reported that Illinois met in Quincy. Professional improvement tours were excellent, and association meeting. He noted that they did not have administrators present on a formal basis. Tours were very interesting, he went on tour of a Mississippi Rive Locke; the second tour was one of largest underground warehouses in the country used for climate controlled storage; final stop was a private museum collection of all aspects of agricultural historical equipment, household display, etc. used heavily by schools in the area. He reported that in October he did a ten day whirlwind tour of state meetings in Minnesota, Missouri, and Iowa. Chuck stated that the Iowa association has developed a positive relationship with their administrator, and will consider fu