Nelson welcomed the membership and called the meeting back to order at 9:20 AM. He introduced Mary McGlauflin, 4-H Agent, from Buncombe County, who presented a slide of the first picture of the first 4-H camp held at the Biltmore Estate.
Annual Conference: Peggie Lewis thanked the West for hosting such a great meeting. She thanked the committee for all their ideas for the annual conference. Peggie asked the following questions of the membership: How many, by show of hands, are planning to attend the meeting. Most everyone in the room expressed a desire to attend the meeting. The second question centered on the need to plan a special program for youth and families. Very few members of the association indicated they were indeed bringing their spouse or family to the August meeting.
Constitution: Nina Crawford thanked the committee and indicated they had worked on the wording for two items that had already been given board approval. The wording for the items follows: 1. Finance and Enrichment Committee combined therefore add #9 to the policy statement under enrichment fund. 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 deductions in support of the enrichment fund.
In addition, the board passed the recommendation to adjust the rotational schedule for hosting Winterboard due to districts hosting Winterboard so soon after hosting annual conference. The following schedule reflects the new policy change:
2005NC
2006NE
2007NW
2008SE
2009SC
2010SW
2011NC
Diversity: Donna Murphy presented the report. Donna thanked Ellen Owens for her efforts on behalf of the committee throughout the year! Thanked the members of the committee for their hard work and announced Stan Dixon as the chair elect! They are working to secure a sponsor for the Diversity Award. They are also re-opening the diversity award until March 1. All innovative programs will be considered! The Diversity committee also suggested that a Spanish version of "This is 4-H" be developed. The committee recommended that the next Share Fair (2006) reflect outreach partnerships for diverse audiences.
Finance / Enrichment Committees: Laurie Lewis thanked the district treasurers for the hard work throughout the year. The committee worked on the timetable for transitioning positions.
Enrichment Fund: April Dillon reminded each district to secure 2 -3 items for the auction at the annual meeting in August. She also reminded the membership that there are pledge forms available to pledge money to the enrichment fund. These dollars provide scholarships to the members.
Membership: Jackie Helton reviewed numbers for membership and indicated his committee was working on an orientation plan for new members during the annual meeting in August. He also mentioned that with the high rate of turnover in agents that an orientation for new members might be in order at the Winterboard meeting too!
Nominating: Carolyn Langley reported the following slate of candidates:
Treasurer Elect: Linda Gore- Moore Co.
Wallace Simmon-s Haywood Co.
Treasurer Natalie Rountree- Hertford Co.
Secretary Cathy Brown- Hoke Co.
Teresa Clark- Durham Co.
Vice President Lori Ivey- Stanley Co.
Danelle Barco- Camden Co.
President Elect Spring Williams- Burke Co.
Tammy Kelly- Lenoir Co.
President Peggie Lewis- Rockingham Co.
Carolyn also presented a recommended policy change: The idea is to allow the membership an opportunity to request an absentee ballot in the event they are not able to make it to the annual meeting to vote. Carolyn indicated the board would work out the wording for the policy.
The policy change was reflected in the following way:
Absentee balloting will be allowed. Members who are unable to attend annual conference may request a ballot from the state Past President no earlier than 30 days before annual conference. Signed ballots should be returned via US mail, email or fax to the Past President no less than one day prior to the start of annual conference.
Professional Development: Louise Hinesly thanked the committee for meeting and working so hard! One new change during the winter professional meeting was to review the applications and select the best for the National Meeting Presenters scholarships (up to $150), NCAE4-HA National Conference Scholarship ($500) and Chester D. Black Professional Improvement Scholarship ($750). The committee decided to announce all recipients today at our Winter Professional Meeting in order to help recipients plan and pre-register for their various professional improvement venues.
The following awards were presented:
National Meeting Presenters Scholarship: Dr. Travis Burke- $150
NCAE4-HA National Meeting: Danelle Barco- $500
Chester Black: Amy Damrow $250
Chester Black: Spring William,s, Peggie Lewis, and Robbie Furr- $500
Formal recognition of these individuals will be presented at the state annual conference in August.
Programs: Judy West thanked the committee members and encouraged all members to submit something for the Share Fair. She is hoping for 100% participation. In order to participate, simply submit a 1 page outline and attach any handouts. The committee will make the display. The incentive structure follows: the highest percentage of district membership that participates will win $50. If a district participates at 100%, $100 will be the reward.Public Relations: Jennifer Hansen thanked the committee members, and reported that the committee plans to do a workshop on the years they do not host the Share Fair. In addition this committee will work with the State 4-H office in helping to nominate an individual for the National 4-H Hall of fame. This committee may also establish a state 4-H Hall of Fame.
Rapport: Amanda Siler reminded the membership of the due date for the next edition of Rapport, January 29. She indicated that if people needed a little more time, that she could extend the deadline a week or so. The next deadline is April 19. She reminded the membership not to forget profiles of new agents, births, marriages, etc.
Recognition: Juanita Bailey thanked the committee for their hard work. Over all they reviewed 36 applicants. They will re-open the DSA award until February 23. The following recommendations were made by the committee:
1.The Dec. 31st deadline for all state awards will be changed to Dec. 15 to coincide with the Dec. 15 deadline for National Awards.
2.Amend the state award application to include the "Date of hire as a 4-H agent."
3.The required number of copies of the applications will be provided by the applicant.
4.The state awards deadline date set by the state recognition chair will be the final deadline for all awards to be post marked to the state recognition chair. (District chairs will set their own deadline dates in their districts).
5.Any categories giving multiple awards that do not receive ample applications will be re-opened. Award applications received by the initial deadline dates that are determined worthy will be automatic winners. Applications received during the extension period will be judged against each other to determine additional winners.
No new business was brought forth. The NW district presented an invitation to the state annual meeting in August at the Greensboro, Airport Marriott.
The membership also received information about the NAE4-HA meeting hosted by Oklahoma in November 2004.
The business meeting adjourned at 10:10 AM.
Respectfully Submitted,
Barbara Dunn Swanson
NCAE4-HA Board Secretary