DRAFT

NACAA Board Conference Call Meeting

February 12, 2008

Minutes

Action Items

Chuck Otte moved to accept agenda as sent via email. The motion was seconded by Paul Wigley and the motion passed.

Chuck Otte moved to accept the Treasurers Report. The motion was seconded by Paul Craig and motion passed.

Chuck Schwartau moved that the Board allow Kansas to host an ice cream social during the 2008 AM/PIC if both Oregon and Oklahoma had been given the opportunity and had turned it down. The motion was seconded by Paul Wigley and the motion passed. Chuck Otte and Phil Pratt abstained.

Chuck Otte moved to approve the $199 for the credit card processing software in order to get credit card charges taken care of. The motion was seconded by Paul Wigley and the motion passed.

Call to Order

President Fred Miller called the meeting to order at 3:00 p.m. EST. Members present were: Fred Miller, Rick Gibson, Phil Pratt, Leon Church, Paul Wigley, Chuck Otte, Dirk Webb, Paul Craig, Chuck Schwartau, Alan Galloway, Betsy Greene, Michele Hebert, Steve Munk, Policy Chair and Scott Hawbaker, Executive Director.

Approval of Agenda

Fred Miller asked the board if there were any additions to the agenda. Chuck Otte moved to accept agenda as sent via email. The motion was seconded by Paul Wigley and the motion passed.

Action items from January Conference Call

Leon Church, Secretary reported on the items that required official action during the January 2008 conference call. These items are listed and can be found at the beginning January 9, 2008 minutes.

Treasurers Report - item A

Paul Wigley, Treasurer reported that the balance sheet indicates that our investment account has gone down but it does show that we have money in the Land of Lincoln both Checking and Money Market. He noted that for the first time in a long time the report indicates an accounts receivable. He stated that this was due to someone had written a bad check. A letter has been sent to the individual to let them know how to take care of this matter. Paul reported that the second page notes the budgeted amount for our 2008 budget and what had been expended to date. Third page was the Investment Account Summary. This report indicates that we took a little bit of a beating with of loss of around $9000 in January. He noted we had turned records over records to have taxes done. Fred Miller asked for comments. Chuck Otte moved to accept the Treasurers Report. The motion was seconded by Paul Craig and motion passed.

2008 AM/PIC Update

Fred Miller reported that the North Carolina Agents are finalizing the information that will be put into the Annual Meeting Registration Edition of the County Agent Magazine. Scott Hawbaker noted that he was working with several of the agents in North Caroline in order to get the magazine out earlier. He reported that he has been getting information and will be ready to meet the tentative schedule. Fred asked about the deadline for the President's message. Scott stated that March 1^st would be the deadline date.

Potential for Kansas Ice Cream Social at 08 AM/PIC

Fred Miller noted that Chuck Otte had been approached about Kansas hosting an ice cream social by North Carolina. Chuck noted that Karen Neill had contacted him in this regard. He reported that Kansas was interested in doing this but would not be handing out any materials as per NACAA policy. Chuck Otte asked Steve Munk, Policy Chair about the policy that addressed this issue. Steve noted that the policy 7, 11 intent was not to over shadow the upcoming AM/PIC. He did not feel this would cause a problem since no promotion would be done at that time. He suggested not to overtly display signs,etc with dates of the 2011 AM/PIC. He suggested that the policy does allow for the board to address a request for distribution of promotional materials. Fred asked if there was a reason why North Carolina jumped both Oregon and Oklahoma to hosting the ice cream social. Phil Pratt didn't know if Oklahoma had been contact. Chuck Otte did not know either. Fred will touch base with Mark Tucker and Karen Neill, 08 AM/PIC Co-chairs as to why these above states were not asked or if they were and turned the opportunity down. Chuck Schwartau stated that he had mixed feeling and would like to check if the states who are hosting before Kansas had been asked, he also didn't see a problem with putting the date of the Kansas meeting just to let folks know it was coming up in a few years. Rick Gibson would like to see what Oregon thinks and if they were asked to do something similar. However, he felt that if Kansas does this and the event was low key we should go for it. This would be fine with him. Phil Pratt would like to check with the Oklahoma State Officers and see if they were given the same opportunity. If we had been given the chance and have turned it down then it would be fine to allow Kansas to go with the event. Chuck Otte agreed that if Oregon and Oklahoma had not been given the opportunity they should before Kansas jumps in and does the hospitality event.

Fred stated that according to policy, Oregon would be the only state that could host a function and hand out any materials they would like, since they would be hosting the 2009 AM/PIC. Fred asked if anyone wanted to make a motion on this issue. Leon Church suggested that we allow Kansas to host the hospitality if both Oregon and Oklahoma had been given the opportunity to do so and have turned it down. Chuck Schwartau agreed and made the following motion. Chuck Schwartau moved that the Board allow Kansas to host an ice cream social during the 2008 AM/PIC if both Oregon and Oklahoma had been given the opportunity and had turned it down. The motion was seconded by Paul Wigley and the motion passed. Chuck Otte and Phil Pratt abstained.

Steve Munk warned the Board that we might open the door to future requests such as this to see how far the envelope could be pushed. He suggested we consider allowing a poster presentation by future AM/PIC host states or something like that so new attendees to the AM/PIC can look down the road as to who will be hosting the meeting in the upcoming years.

Galaxy III Update

Chuck Schwartau reported that as of our last conference call we had two confirmed speakers for Galaxy. One will be a local climatologist speaking about climate changes and the other will be the changing faces of agriculture to be presented by National Ag Statistical Service. He noted that within the last two days he had confirmed two more presentations. One from EDEN (Extension Disaster Education Network), Chuck noted that we had talked about agents on a panel discussing Disaster Responses. He noted that he had put out a request agents but had concerns expressed about no money to help pay their way to the event as per NACAA policy and our discussion at the winter board meeting. He stated we might be able to put together a response panel after we see who has registered for Galaxy. The second presentation will be a NREA presentation on what was happening in 3^rd world countries. Chuck reported that his brother has agreed to make this presentation as he has been to both Haiti and Sudan in the last two years as a NREA Inspector. Paul Craig noted that he had been in contact with potential speakers and the issue of designating/labeling milk BST free. He had contacted the Pennsylvania Department of Agriculture as a potential speaker, no responses at this point. Chuck reported that he had contacted SARE about energy and agriculture but no response to date. Leon Church suggested Dr. Steve Amosson, Texas AgriLife Extension Ag Economist in Amarillo; he will get his contact information. Chuck Otte noted that the County Agent in Greenburg, KS, who was involved in the recent tornado disaster there, plans to attend Galaxy. Chuck Otte will get her contact information to Chuck Schwartau. Paul Craig noted that there was a concern in Pennsylvania on the future of Extension and where it was headed. He felt it would be nice to have a positive message for the Galaxy attendees from an Extension Director. He mentioned a report from Florida that there was a statement made at the Regional Leadership Workshop on the future of extension in Florida. Fred will be attending the ECOP meeting while in San Diego and will be issuing an invitation for them to attend Galaxy. He was not sure what he could do, since he has five minutes on their agenda.

Outstanding Young Farmer Update

Chuck Otte reported that he and Fred Miller had attended the National Outstanding Young Farmer Conference in Madison, WI. He noted that the conference was very positive and appreciative of NACAA for our efforts in increasing applications. Fred Miller reported that it was like being in County Agent heaven with the wonder farmer applicants in attendance. Fred Miller commended the work of the Public Relations and Ag Issues Committee has been doing to obtain such outstanding nominations.

Fiscal Committee Issue - Scholarship Database Expenses

Chuck Otte stated that he will be getting the Fiscal Committee together to discuss the 2009 budget and beginning the process of finalizing the contact with the Executive Director. He additionally reported that a bill had been submitted by Laura Watts for her work on the scholarship database. Her bill for contracted work was $1751.50. This work was approved by the NACAA Board in 2005 for up to $2500. Chuck stated that he will approach the Education Foundation to see if they will help cover part of this expense.

Executive Directors Report

Scott Hawbaker, Executive Director, reported that our credit card processing involves setting up a merchants account and then finding a program that will interface with the company processing our accounts. When we began to take credit cards we chose PC Charge Pro that also interfaced with PeopleWare our registration software. He noted that in November 07 there were some federal regulations that dealt with credit card processing and compliance issue. He reported that the version of Charge Pro we were using was not in compliance with these new federal regulations. He stated that he had talked to PC Charge Pro regarding an update. Scott found that the new version of PC Charge Pro does not integrate with PeopleWare. He stated that there is a program that is compatible with PeopleWare. The program was I Transact. Scott reported that this company indicated we could save $500 to $800 dollars in credit card processing each year by using this product. He stated that since we could not handle credit card transactions and payments were coming in he made a decision to go with this new company's software. He stated that this included a first time fee of $199. Scott noted that he hoped the board would approve this decision. Fred noted that the Executive Director has the authority to make this change according to policy with approval of the board. Chuck Otte moved to approve the $199 for the credit card processing software in order to get credit card charges taken care of. The motion was seconded by Paul Wigley and the motion passed.

Scott noted that he had been in contact with Chuck Otte, Fred and Rick Gibson to clarify his role in handling money. Scott noted he now handles all the membership money but nothing was in his contract allowing him to do that. He will be working on verbiage to put into the contract to cover this work and to protect everybody. Scott asked if the board had received their County Agent magazine as of that date. Most of the board had received their Awards Edition. He stated that there were some reasons for the delay, including database concerns and also lateness of the materials coming in from the committees. Scott stated that in order to not have this happen in the future we need to be more realistic about the deadlines so the printer can have two weeks to complete printing. He noted that the Annual Meeting registration issue will go to the printer by March 10^th.

Scott noted that the e-County Agent will go out to members March 1^st to remind members of the March 15^th deadline for award applications. He noted that he had received a call from Mickey Cummings about not getting the call for papers out sooner and wanted to Scott put out a notice to members about the e-Journal via an email blitz. Mickey will be getting Scott something to put out in this manner. Paul Craig noted that in past editions there had been articles from Directors, he asked if he or other directors could write for the magazine. He wanted to know what and when the deadline would be to get these articles in the magazine. Scott noted that the October Issue has been designated the edition that these article would appear. Fred also noted that the August issue was an issue that has been difficult to fill so that could also be an issue to consider. Scott reported that this years report to membership was left out of the August Issue as per request of the President; he did not receive any comments that the report was missed. Regarding other items Scott reported that People Ware, our registration software company, was purchased or has merged with Amlink. In their mind Amlink had a better product (Event Pro). People Ware will not phase out the software but will not provide support. Scott had researched and the upgrade to Event Pro would cost $5000 to $8000. He noted that we are good for the 2008 AM/PIC, but may need to look at the alternative software program which would involve expenditures of $5000 to $8000. Fred referred the issue to the Fiscal Committee which will consider this for the 2009 budget. Scott noted that in his current contract it was clearly stated that we use People Ware and annual costs are specifically stated.

Fundraising Update � item B

Rick Gibson, President Elect, reported that he had sent a report of donors via email, that report is attached as item B. He noted that he and Scott Hawbaker feel we are making good head way with our donors and sponsors. Rick reported that the current status of funds was at $81,200 with a few that are unconfirmed. He pointed out four new potential donors that are being pursued for this year. He stated that AgInfo Link has declined for this year but will be considering next year. Chuck Otte expressed his pleasure in the format of the report he felt it was easy to read and understand. Phil Pratt noted that they had approached Turning Point Technologies about doing evaluations for the 2008 AM/PIC using some of their technologies that they have. He noted that they had responded and indicated that they did not have the funds to sponsor this year, but asked if they might come in to demonstrate their products. Fred Miller stated that North Carolina would be interested in having them as an exhibitor. Phil didn't think that they would be willing to pay for a booth. Scott Hawbaker noted that had received the email Phil was speaking about and felt they just wanted to come in and demonstrate their product on a smaller scale where there is no money traded out. Steve Munk stated that the Teaching and Educational Technology Committee should use this as a joint presentation during the AM/PIC. Rick Gibson wondered if a Committee such as this would use them to make a presentation as part of a break out session and use this as a bridge to the future. Phil will ask Mike Heimer to take this issue to the Teaching and Educational Technology Committee.

Executive Program Council Update - item C

Phil Pratt, Vice President, sent an email of the report to the board and is attached as item C. He reported that he had set up a conference with EPC via Centra on February 8th. He discussed how the process was handled. He noted the advantages and disadvantages;

Advantages of CENTRA

No cost
View agenda and documents in real time
Power Point presentations can be viewed in real time
Meeting recorded

Disadvantages

Requires access to computer and internet, telephone more accessible.
Requires computer microphone hook-up
Can be more difficult to hear participants, may be due to quality of hardware, i.e. microphone, head set w/ microphone, etc
More cumbersome for discussion leader. May need an assistant to help recognize those wishing to speak, going to visual items, etc

Phil expressed that he liked the aspect that the meeting was recorded so he could go back and listen to the conference later. He stated we could set up a board meeting via Centra if we wanted. Fred Miller asked if he would recommend the process for a board meeting. Phil felt he would if all the agenda items were put up on the screen so all could see what was being discussed.

Phil reported that Electronic application forms for national committee vice chair openings have been updated on NACAA web site. He further stated that State Presidents were notified by VP of committee vice chair openings and provided directions on accessing e-forms on NACAA web site. Phil noted that Regional Directors had been notified of 2008 committee vice chair openings.

Phil stated during the Council Chair Progress reports Mike Hogan, Program Recognition Council Chair provided a situation report and plans for resolving issues with Sustainable Agriculture Search for Excellence award.

Mike proposed that he and Tom Benton, Professional Improvement Council Chair plan a meeting during 2008 AM/PIC to resolve this issue. The meeting will involve the National Committee Chair, NACAA Sustainable Agriculture Committee, National Chair, NACAA Extension Programs Committee, NACAA Policy Chair, and NACAA President-Elect.
National Chair, Extension Programs Committee requests the Sustainable Agriculture Search for Excellence Award be renamed and revised to allow this "award" to exist under the supervision of the Sustainable Agriculture Committee.
Following the EPC teleconference on January 2, 2008, Mike teleconferenced with his Council's national committee chairs. During the conference:

He stressed the importance of communication with state committee chairs.
The national committee chairs reported they are in the process of completing requests for meeting rooms and facilities at 2008 AM/PIC.

Chris Bruynis, National Chair, Scholarship Committee, reported the NACAA scholarship data base is on-line.
Mike reported, from the perspective of the regional Recognition and Awards Vice-Committee Chairs the DSA and AA e-applications process worked well. He reported one instance of a state's Extension Director refusing to approve the state's DSA applicant. The state's association Recognition and Awards chair followed protocol in contacting NACAA Recognition and Awards regional vice chair, national chair and Council Chair to obtain NACAA stance on this issue. NACAA policy was followed and the applicant was not approved to receive the DSA, based on policy that a DSA applicant must be approved by his/her State Extension Director.
Mike was made aware of Kentucky's concerns involving DSA and AA applications and Communications Awards in the categories of Direct Mail Piece, Fact Sheet, Publication and Bound Book.

Phil reported that Kentucky wanted a template on line that explained the criteria for DSA and AA award applicants. Allan Galloway explained that Kentucky also wanted to know the process that the application follows online. Phil stated that Kentucky also expressed a concern that some communication award entries were prepared by a professional while other submittals are prepared by the county agent. This issue has been sent to the Communications Committee hopefully this will be addressed at the Greensboro meeting. Phil reported that Mike Heimer, Extension Development Council Chair, reported that Committee chairs have been soliciting and receiving AM/PIC presentation proposal preparing for the meeting in Greensboro.

He stated that Tom Benton, Professional Improvement Council Chair reported about the same that his Committee chairs had been making meeting room and facility requests for 2008 AM/PIC; Committee chairs had been contacting state chairs and requesting they encourage their state association members to apply to be presenters at the PIC and that Committee chairs had been communicating with their state chairs concerning the 2008 open committee vice chair positions in the Professional Improvement Council.

Phil further reported that he Vice President participated in the Northeast/Southern Regions JCEP Leadership Workshop in Orlando.

Vice President continues to contact and encourage states to update their listing of state committee chairs on NACAA web site. Currently states not listing state chairs: West Virginia, Connecticut; Massachusetts; Rhode Island; California has only 2 chairs listed Recognition and Awards; Nevada has one man listed for chair of all committees.

Fred reminded the Officers and Board members to take care of facility and meal needs for those events for which they are responsible. Phil noted that on the form emailed to us there was no way to indicate round tables set up for banquet style.

Paul Craig asked if a letter was sent to Kurt Judy from Kentucky stated what will be done regarding their concerns. Phil stated that he had written such a letter of explanation

Recap of JCEP Northeast/Southern Regional Workshop

Fred Miller reported that the Regional Workshop was held in Orlando, FL. He thanked the Directors and Vice Directors for there work in planning and implementation. He noted that some of the speakers had problems with travel due to bad weather. He thanked Betsy Greene for stepping in as a speaker on short notice. Paul Craig stated the Northeast Region would have liked to have had more interaction with Southern States. He felt that maybe the state reports could have been shared with all NACAA members. He stated that they would like to hear what was going on in the South and the South could hear what the Northeast states were doing. He suggested splitting up the reports between National Officer Reports. Paul felt that this sharing could have helped the regions associate more together. Fred stated that this relates to the email he had sent to the West and North Central regions asking whether they needed to split by regions. He felt unless there was a real need to split it would be good to stay together as a total NACAA group. Betsy Greene stated that there were some new people who had no experience with NACAA and felt it would have been good to relate the committee structure, etc; so that they might learn more about the association. Allan Galloway reported that they, (Directors & Vice - Directors) had discussed how the regions could get together more in the future.

Chuck Schwartau and Michele Hebert discussed how they could handle this issue in San Diego. Betsy suggested that written reports be submitted early and then only cover the top two or three items of each report. Paul Craig still felt we need to have some split time to do regional business. Michele asked how many registered for the San Diego Workshop. Fred stated that he didn't have a break down but that 28 NACAA members were registered. Fred stated that this whole discussion was not to be critical of the folks who planned the Orlando Workshop; rather it was an opportunity for continued improvement. He felt Orlando went very well overall. Chuck Otte noted that the registration break down was 11 from 8 States in the West; 16 from 12 States in the North Central and one from North Carolina. Chuck will forward that data to both Chuck Schwartau and Michele. Fred will also forward more information on breakout rooms and agenda soon to these same people.

Plans for San Diego Regional Workshop

Chuck Schwartau and Michele Hebert will be in contact via telephone conference as the workshop date comes closer. Fred Miller suggested that they need to have nametag strings to put around the neck of registrants as the nametag holders supplied only had clips.

Other Items

Fred Miller noted that some of the board has stated that Spring Board meeting airfare to Charleston rather than Myrtle Beach was less expensive. Fred stated that Rental car use have to be approved by President prior to travel and the airfare and rental car must be less than flying into Myrtle Beach.

Fred noted that this year the Policy review of section 6 is scheduled to be completed. Phil Pratt and James Devillier are responsible for this review and will have something to review before the Spring Board meeting in Myrtle Beach.

Next Conference Call Wednesday March 5 at 3:00 p.m. EST

Meeting adjourned at 4:40 p.m. EST

Respectfully Submitted,

Leon J. Church, Secretary

National Association of County Agricultural Agents