President Nelson McCaskill called the meeting to order at 10:40 AM.
The August 20 board minutes were approved as presented.
The August 22 minutes were approved as corrected.

Nelson thanked Barb Dunn Swanson and Carolyn Langley for getting the minutes posted to the website.

April Dillon presented the finance report in Laurie Lewis' absence.

Nelson thanked April for her work.

Committee Reports:

Annual Conference: Peggie Lewis reported that the NW district will be hosting the 2004 Annual Conference at the Airport Marriott in Greensboro. The meeting will be held August 18 - 20. The theme for next year's conference is "Celebrating our Past and Creating our Future". Lynne Qualls and Julie Landry will be the co-chairs for this event.

Constitution: On behalf or the constitution committee, Nina Crawford presented the proposed change to the by-laws that will be voted on at Winterboard. The proposal shall read:
"A member receiving such assistance shall be a member of the National Association, be registered as a full time delegate and assume a special responsibility to attend business sessions, committee meetings, seminars, etc. during the annual meeting of NAE4HA."
Nina also reminded the board that a recommendation was made and passed at the closing board meeting on August 22 to adjust the rotation of sponsors of Winterboard and Annual Conference.

Another recommendation that was proposed and will be voted upon at Winterboard is the following:
A recommendation is made that the Finance and Enrichment committees combine. The treasurer will continue his/her duties; however, the past treasurer will chair the enrichment auction and enrichment recognition. The past treasurer will keep track of all record keeping from the auction, contributions and payroll deduction in support of the enrichment fund.

In other finance news, Natalie Rountree reported that Laurie Lewis received notification that the association had unclaimed property. According to Natalie, the amount was $500 that was granted to Reba Green Holly from the Ag Foundation. In addition there was another amount that was in a bank account in Raleigh. Carolyn Langley suggested asking Bob Usry if he thought the account might be the NC District Account. The question posed was: how do we verify the accounts with money are indeed ours? The treasurer must verify that we can receive money at the address the bank has on file. April Dillon shared email correspondence from Reba and Crystal Smith confirming the $500 amount from the Ag Foundation.

Nelson commented that the money, when received, would be deposited in the general operating fund once it is received. Laurie Lewis will be advised to contact Bob Usry for further information about the account in Raleigh.

Membership: Jackie Helton thanked Carolyn Langley and Scott McCollum for improving the registration and making it web based. 65 members are currently enrolled. Jackie encouraged the board to keep spreading the message to enroll!

Jackie also thanked the vice presidents for their efforts in recruiting members from the district. He indicated that November 14 was the deadline for the membership to send their enrollment to the Vice Presidents and December 1 is the deadline that Vice Presidents have to send their district information to Jackie.

Carolyn Langley notified the board that pictures will be introduced on the national database.

Nominating: Carolyn Langley has heard form some districts and knows of about 4 members who are considering running for office.

Professional Development: Dale Panaro thanked Carolyn Langley for putting the scholarship applications on the web. She indicated that there is a new form on line to be used for members to receive assistance if they are presenting at the national meeting. Dale also made a recommendation that the Extension Foundation application be removed from the website because there is no money to support this application. Upon motion by Jackie Helton and seconded by Natalie Rountree, the motion passed following a vote of the board.

Dale reminded the board that January 9 was the deadline for all award applications.

Programs: Judy West reported that the programs will be responsible for the SHARE FAIR in 2003. She indicated that the theme will be: "What Works Best For You". The idea is to identify best practices with program delivery, marketing, evaluation etc. and to share it with others. Send your best ideas to the programs committee and they will design the display / exhibit. Incentives for the share fair have yet to be determined.

Nelson thanked Judy for her innovativeness with regard to share fair!

Public Relations: no report was made, however, it was mentioned that this committee is considering sponsoring a speaker at the annual meeting in 2005.

Rapport: Amanda Siler reported that the latest issue of Rapport is posted on the web. She thanked Carolyn Langley for her assistance. She indicated she had good response from the districts for this edition of Rapport. The next due date is January 29 following Winterboard.

Recognition: Juanita Bailey indicated that applications are due to district contacts by January 9. She mentioned a new award called the NAE4-HA National Global Education award. The description of this award should be available by December 1. Each state will received one award. A certificate will be awarded. Juanita encouraged all board members to consider applying for awards and to encourage each district to do the same.

District Reports:

North Central: Nina Crawford reported the district met in October and celebrated Lou Woodard's retirement. They are planning for their spring meeting where they will implement a diversity profile with the district.

Northeast: Danielle Barco reported that the NE enjoyed hosting the annual meeting in August 2003. In October, the district invited Dr. Mitzi Stumpf to deliver a professional development workshop on "Leadership Practices Inventory". Two district officers were also elected: Danny Butler was elected Vice President and Ann Ward was elected secretary. Following lunch the district enjoyed a baby shower for Ellen Owens.

On Monday, November 3, Buddy and Ellen Owens became the proud parents of Abigail Lynn Owens. There are two positions open in the district including Tyrrell and Northampton. In September, Dale Panaro, Pitt County Extension, celebrated 30 years with the NCCE.

Northwest: The district is looking forward to hosting the annual meeting at the Airport Marriott, Greensboro in August, 2004. Christmas gathering will be held at Carolyn Johnson's home in December.

South Central: Lori Ivey reported that the district met on October 30 in Lee Co. The Anson County 4-H agent presented a program on marketing 4-H. Janine Rywak presented a program on winning award applications. The spring meeting is scheduled for April 23.

Southeast: Ruth Ann Christian reported that Jennifer Hansen had a baby boy! The district currently has two openings. Deleon Wilkes shared information about the Access Data Base program. The district is exploring a spring trip to Virginia and the National 4-H Headquarters. This plan was suggested by Howard Scott.
Southwest - Cynthia Clark reported their district met on October 14. New agents in McDowell and Cabarrus Counties were introduced. The district still has one opening. They also enjoyed an afternoon of pottery shopping.

Western: Wallace Simmons reminded the board about the upcoming meeting "Changes in Altitude, Changes in Attitude" conference being sponsored by their district in January 2004. Registration for the conference is on line and early bird is by November 15. Wallace said their district has discussed state congress and specifically the use of a bus to transport their 4-H members. Mary Arnaudin suggests the Texas Junior Master Gardener Program as a good 4-H program. Joyce Watts has offered to assist 4-H agents interested in doing a presentation at the national meeting. It was reported that Donna Murphy is back at work and that Nira Cope had a baby!

Old Business:

During the 2003 annual conference it was suggested to merge the Finance and Enrichment Fund. A committee was selected to review this proposal. April Dillon, representing the review committee, acknowledged that the two committees had been meeting and working closely together.

Nelson entertained a motion to merge the finance committee and the enrichment fund committee. Peggie Lewis moved the merger of the two committees and Jackie Helton seconded the motion, and the motion upon vote carried. The treasurer will continue his or her duties; however, the past treasurer will chair the enrichment auction and enrichment recognition. The past treasurer will keep track of all record keeping from the auction, contributions, and payroll deduction in support of the enrichment fund.

Carolyn Langley moved adoption of the policy statement and Peggie Lewis seconded the motion, and upon vote, the motion passed.

Nelson reminded the board of the Federation meeting to be held in Lee County on December 12. The members will be voting on allowing Epsilon Sigma Phi to join the Federation. The meeting begins at 9:00 AM. 4-H submitted eight issues for discussion, however the top concerns expressed were: bonus leave, staffing, handling open positions, increased agent workload, increase in health insurance, employee support, compression of salaries, travel, EMAPS, and professional scheduling.

Lori Ivey expressed a concern about a proposed change that would give the Federation executive committee approval to make decisions in the event time would not allow the board an opportunity to meet together. This will need to be explored during the Federation Meeting.

Nelson gave a report on the Galaxy II meeting held in Salt Lake City, Utah. He said there is a benefit in bringing all three organizations together in one setting every few years. He commended the officers and committee chairs for their attendance at the meetings and workshops.

New Business:

Peggie Lewis reported that the 4-H Congress Task Force has met and is purely a fact finding group, not an action committee. She said she learned a lot about the history of 4-H Congress. A subcommittee is establishing to survey others about their concerns with 4-H Congress. This survey will be explained in February at Leaders Conference and then the results will be due to Dale Safrit in May. The co-chairs of this committee are: Linda Seaman, Rebecca Bruton and Reba Green Holly. If anyone has any concerns about 4-H Congress, they may be shared with Peggie Lewis and she will take them to the committee.

Nelson indicated that the National 4-H Hall of Fame has been established last year and that L.R. Harrill was nominated from North Carolina. We can nominate another individual again this year. Nelson has the nomination from which is due November 15. Jackie Helton suggested that Nelson visit with Thearon McKinney about a nominee and make a report at Winterboard.

Upon motion the meeting adjourned at 12:37 pm.

Respectfully Submitted

Barbara Dunn Swanson
Secretary, NCAE4-HA