NC Association of Extension 4-H Agents
Board of Directors Meeting
November 8, 2005
Greensboro, NC
Meeting was called to order by Spring Williams, President, at 10:10am and welcomed the members.
Minutes for the opening board minutes were submitted, motion made by Crystal Smith and seconded by Mitzi Downing - passed.
Minutes for closing board minutes were submitted motion made and seconded
Treasures report, made by Wallace. Books just cleared, money
has been coming in from the districts, but no checks written.
-Bill request for 9 pieces of pottery, in the amount of $90.00, money comes
out of this years awards recognition line item.
-Said we probably needed two signatures on the account so he asked Spring
to be on the account as a signer - making Wallace and Spring the two individuals
who can sign checks.
-Operating Account: $6,833.32
-Enrichment Account: $2,331.12
Money Market: $1191.17
Shares: $42.46
Ending Balance: $6833.32
Committee Reports
Annual Conference -Crystal Smith - nothing to report. Planning meeting
will be taking place November 15 at the Pinehurst Hotel. Crystal asked that
she was added onto their mailing list
Constitution - Spring reported on Nelsons behalf. Want to look at the priorities of awards we would like to give. Will work with recognition on the list of priorities for awards.
Diversity - No chair, due to staff member leaving. Spring asked for people who may want to serve. AP Coleman is the potential donor and we will need a chair person to follow up. We will need a fill in this year, please email spring
Finance - Wallace - Natalie would like to have some time
to discuss the Enrichment Fund during the opening business meeting at Winter
Board with the help of Jackie and Sharon. This would help to inform the newer
members on what the enrichment fund is and the importance of the fund. No
official request has come out from the Foundation asking for support from
the Districts, some districts will not donate without a letter from the Foundation.
It was suggested that we speak to Jackie and Beth Pugh. Suggestions were made
to introduce the Foundation during the new member's orientation, in addition
to the Foundation coming to the opening business meeting to speak on behalf
of the Foundation. We would like this to be listed on the opening business
meeting agenda at winter board. The request will be made again to the districts
to donate money to the foundation.
-Members would like to know how close we are to reaching the Foundation goal
with an exact number. There is an updated number from Jackie on the last audit,
Wallace would like one that is less than an year old. The amount is probably
less than 85,000.
- It has been also asked that we do a small silent auction at winter board
to raise money for the Foundation. The board agreed that this would be ok
to do. Finance would be in charge of making a committee for the silent auction.
One item per district, a NICE, item. Wallace moved that we do a silent auction
and ask each district bring an item for the silent auction that will take
place during winter board. The motion was seconded by Barb, the motion was
approved.
Membership - Rebecca - 57 members have completed the
online version. Danelle had a list of overlooked members, which was sent out
to the district VPs, so we could capture those that should be members. If
you are working with the VPs please make sure that we meet the national December
15 deadline. Our state deadline is December 1. We are very close to 4 DSAs.
The membership committee would like to purpose that those who are not paying
membership fees that come to our association meetings have a higher, non-member
registration fee. This fee should be double the registration fee for members
for those who are not state level members.
-Rebecca - the motion was made that a non-member registration fee, this fee
would not apply for family members and any invited guest, for state level
meetings be assessed in the amount two times the current state dues be applied
to the registration fee, with this money being turned into the enrichment
fund. Wallace seconded the motion. The motion carried. This will go in effect
for our upcoming winter board.
-Those members who only join on the state level should send their membership
fees to the state treasurer.
-The request was made that state chairs receive the list of people that have
been overlooked for membership, so that a follow-up can take place.
-Would like to request that we host a small new member orientation at Winter
Board, because of the high number of incoming members. The membership committee
will now be hosting two orientations for new members - one at winter board
and at annual conference.
-Please note that you can go online to the National site to update your personal
information in the membership data base.
-State Leaders in the past have been given gratis on the state membership
dues, however we need to let them know they will not be eligible for national
awards if they do not pay their national dues.
Nominating - Peggie - has some feelers out for those interested in running for office; however she would like the assistance of districts in finding officers. The office of secretary is covered. Please let Peggie know before winter board if you have members interested in running for an office, so that the slate could be presented during winter board.
Professional Development - April Dillon was not here to report.
Programs - Shea Ann DeJarnette - trying to gather power points from individuals to share power points at the state level. This could be in lieu of the share fair, at winter board they will announce how the power points will be shared.
Public Relations - Lori McBryde not present. Travis Burke is serving on the National Board as co-chair for the 4-H Hall of Fame. We had two nominees last year so we would like to resubmit the nominees, and then this would be passed on to Marshall so he can choose to submit the nominees. Individuals present were not sure of the two nominees. We need to educate our new state leader on the deadlines so that we do not miss the deadline.
Rapport - Julie Jones. Rapport is ready and Carolyn is trying to get the Fall issue up within the next week. The next deadline for Rapport submission is February 1, 2006
Recognition - Janine Rywak reported via Spring.
-All members are asked to go in and update their own individual information
in the National Database which is located on the NAE4-HA website.
-All awards from 2005 will basically be the same for 2006.
-Wisconsin will request information from states for the awards booklet for
2006.
-Service Awards recipients (DSA, ASA, MSA &25 Year) are not secret. They
will be notified of their award from national. As soon as states send that
information on to the regional contacts in April, those names are public domain.
-2006 will have an addition of a new award. The Interactive Website Award
will be in honor of retiree Dr. Allyn Smith. More information and details
will follow from national to state contacts.
-Reach each award description and application carefully. After-school awards
require attendance at the national awards banquet. Do not apply, if you do
not plan to attend the national conference.
-Awards submitted for national judging become property of the national awards
committee, and will not be returned before the following year at the national
conference.
-No photos will be required in 2005. There will be no photos in the awards
booklet at the banquet. There will be no 20-word bio required. Only the 50-word
bio will be required, which will be written in the awards booklet. A template
will be provide by national to input the info, in order the truncate the bio
to 50 words or less.
-All state awards must be submitted through the state contact to regional
contacts for judging. Individuals in states cannot submit awards to regional
contacts. They must go thru the state contact.
-December 15 is the cut-off date for state and national membership to determine
quotas for DSA and ASA recipients.
-All national award info will be posted to the web by December 10.
-Tennessee had over 100 award applicants in their state process. They have
169 members.
-Concerns in low participation for the following awards - Excellence in Teen
Programming, individual and team, Natural Resources, World Citizenship, USDA
Military Awards (the provide money to attend the conference), News Story,
Personal Column, Radio Program, Video Program, Stiles, Krug and Barkman Evaluation.
-New award application for 2006 will NOT have SS# on them.
-Record of awards submitted form is on the national website. It will need
to be completed and forwarded by the Sate Recognition Chair, along with all
awards submitted for regional judging.
-Deadlines for 2006: March 1 to State Contact, April 1 to Regional Contact,
May 1 to National Contact.
-The state deadline has not been set. March 1 was given as a recommendation
by national. Ours will obviously be earlier so that we can judge awards at
Winter Boards in January. It's going to be hard to get them in with December
10 being the date national will release the updated applications.
District Reports
North Central - Jennifer Brewer
-Having meeting on November 17
-Lori and Tanya both had baby boys
-Karen Henry left for Florida
-November 28 they are having a programming meeting on Time Management - Wayne
Matthews will be the presenter
Northeast - Laurie Lewis
-Excited about hosting winter board. Email going out November 9 about registration
for winter board.
-New employee in Chowan County starting December 1.
-Will work out placement in agenda for silent auction for winter board
Northwest- Barb Dunn-Swanson
-Next meeting December 7 in Alamance County
-25 year award winner from their district.
South Central-Mitzi S. Downing
-November 15 meeting at Pinehurst for annual conference prep
Southeast- Patricia Cahoon
-Meeting Next Tuesday in Duplin County
-District Retreat rescheduled.
-Lost money on the conference, the state can help recoup the lost money, but
you need to speak to Wallace if you do need this. Please try to use your own
money first.
Southwest- Donna Mull
-Meet October 1
-Had 3 pregnant members in which they celebrated. April had a girl and Sara
West has a boy.
-Looking at doing a Christmas outing
West- Karee Teague
-Met in October
-State growing pumpkin winner
-Heather James is pregnant
-Has a new member, Morgan Gibson.
-Had Swannanoa update, NC State does has interest in the camp and developing
a vision for the facility.
Crystal asked for committee members from the following Districts:
South Central - Professional Improvement
West - Constitution
West - Diversity
South Central - Rapport - Sarah Hardison
Unfinished Business:
Federation Report - Crystal
-Natalie will be the treasurer for the upcoming year
-Discussion on the equity pay - talked about a way to thank Dr. Wynne
-Want to set up a reception during the next Federation meeting
-Each association will contact Joe with concerns and he then will come to
your board meeting to discuss the concerns, they would like more general overall
concerns to the federation - example: The marketing initiative.
-The next meeting will be on the marketing initiative on December 9
-Asking all associations to post upcoming events on the state website calendar
so that we will not overlap events. The secretary has placed the state level
events on the calendar; you need to ask your district secretaries to place
your district meetings on the calendar also.
-The next meeting will be taking place December 9, 2005.
New Business
2005 NAE4-HA Conference Update - Spring
-7 members voted on line, we would like to remind members to vote on-line
-Carolyn Langley voted as Southern Regional Director
-Website for Milwaukee is up and running for the 2006 meeting
2006 NAE4-HA Conference Update - Spring
-Will start on Sunday, as usual, will end on Thursday afternoon by 1:30pm
-Will take place in Milwaukee, WI
New Award on state level
-Possibility of an endowment to recognize an association member to attend
national meeting based on the members participation in the association, would
like discussion taken back to the districts to discuss if this scholarship
would be helpful to the membership
-Peggie suggested that NC host a National Meeting - discussion followed 2016 would be open, no further discussion.
Upcoming Events
-Federation Forum - Dec 9, 2005 - Lee County
-NCAE4-HA Winter Professional Meeting - Jan 19-20, 2006 - Greenville, NC
-NCAE4-HA Annual Conference -August 16-18, 2006 - Pinehurst, NC
-NAE4-HA Conference - October 22 - 26, 2006 - Milwaukee, WI
-JCEP - Feb 1 - 3, 2006
-PILD - April 24 - 27, 2006 - Washington, DC
Being no further business, Spring Williams adjourned the meeting.
Respectfully Submitted,
Kyleen M. Burgess
NCAE4-HA Secretary