NCEAFCS Annual Business Session
August 27, 2002

President Denise Baker called the meeting to order at 2:15 PM and stated Susan Hamilton will serve as Parliamentarian. Agnes Evans will record the minutes. Agenda was passed out. (Attachment 1)**

Minutes:

Denise called for the reading of the 2001 Annual Business Session minutes. The Minutes were read. A motion was made to accept the minutes as read by Marilyn Gore and seconded by Susan Morgan. Motion passed.

Treasurer Report:

Maurene Minton stated the Treasurer's Report (attachment 2) was on the tables for the membership. She reviewed the report with the membership. Debra Stroud made a motion to accept the Treasurer's Report., Sarah Sasser seconded it, motion passed.

Committee Reports:

A question was ask if we could dispense with the reading of the 2002 Committee reports. Evelyn DeLoatch. VP Public Affairs- indicated that some reports required an Action to be taken. The following reports could be dispensed without reading of them; Historian, Professional Development, Member Resources, all 7 Districts Presidents' Reports.

Alice Pettit made a motion to dispense with the reading of committee reports: Historian, Professional Development, Member Resources, and all 7 Districts Presidents' Reports. Carolyn Rudd seconded the motion. Motion passed.

By-laws- Frances Turner


Several by-law changes have to be voted on separately. Copies of recommended changes were posted to the WEB Thirty days prior to Annual Session. Additional copies were distributed.

The Proposed By-law changes: (Attachment 3)

Delete Service throughout the by-laws
A motion was made to delete the word "Service" throughout the by-law's-seconded by Susan Morgan. Motion passed. The rational is a decision to be in line with NCSU Cooperative Extension Administration.
Recommendation 1
Article III-Dues
Renumber the Section-add 2, 3, 4.
Section 1. The Dues for annual membership in the Association shall be established by a quorum of the members voting at the Annual Session of the Association. Proposed changes in the dues shall be made known to the membership 30 days prior to the Annual session at which time a vote is taken

Section 2. State dues for members what ever they are, shall include $1.00 for the annual Horn of Plenty and $1.00 for the annual North Carolina Extension & Community Associates (NCECA) scholarship. National dues are $40.00 per member.

Section 3. District and State treasurers shall remit dues to the State and National treasurers of the Association at the established date listed in Policies and Procedures.

Section 4. Any increase in dues voted upon at the Annual Session shall become effective following the Annual Session.

A motion to accept changes made by Melissa Hight, seconded by Marilyn Gore- motion passed.

Recommendation 2
Article IV- State officers
Section 1 State Officers


-Delete State Life Member Representative and Administrative Liaison Add Section D. Web master shall be appointed by the NCEAFCS President and approved by the State Executive Board

Recommendation 3
Article IV-State Officers
Section 2 Qualifications


No member may serve more than one term in the same elected office, except the Treasurer will serve two years and Historian, serve 3 years.

Recommendation 4
Section 5 Duties of Officers


Add Web master shall attend all Executive Board and Board of Director's meetings and will have no voting power.

Recommendation 5
Article VI-Executive Board and Board of Directors
Section 1.


The Executive Board shall consist of The State Elected Officers, The District Presidents, Counselor, add Web-Master.

A Motion was made by the By-laws committee to accept the recommended by-law changes, seconded by Maurene Minton. Motion passed.

Recommended Changes to NCEAFCS Policies and Procedures (attachment 3A).
Changes were voted on by Executive board-motion passed

Annual Session-Frances Turner

130 total Registration
10 Partial Registration
19 paid Guest
17 Retirees
North Central FCS Agents are wearing special name tags if you need Assistance.

Public Affairs- Evelyn DeLoatch


PILD meeting- 2002-Report of conference on hand in red folder that Evelyn has. PILD 2003 attendees will be Marilyn Gore and Frances Turner. Check the web for reports deadlines. Evelyn also emphasized the importance of meeting deadlines for reports.

A standing ovation was given to Susan Condlin, web master for the outstanding job that she is doing.

Every one is ask to fill out the Challenge 2002 form and turn it in to Evelyn DeLoatch. Members completing forms last year received a certificate.

Motion made to accept the Report by Margaret Woods, seconded by Bees Whitt. Motion passed.

Annual District Presidents Reports will be posted to the NCEAFCS Web Page.

Nomination-Theresa Clark


Nomination Report (attachment 4)
Theresa Clark recognized the Nomination Committee for their good work.

Business
By-law's - Frances Turner

By- Laws will be posted on the Web

Budget-Maureen Minton


The 2003 State Officers and POW Committees will submit their 'proposed" budget request at the Leadership Meeting-08/28/2003. We are currently digging into the saving Account at the Rate of $2000-3000 dollars. We may possible have to have a Dues increase to keep from taking money out of the savings, this will have to be looked into at the Mid-Board meeting.

146 members and pending 12 Retirements /or job changes, member ship is dropping. 60.00 Dues-State Life members- one time payment-goes to State budget.

Membership Rolls
170 members in 2000
171 members in 2001
147 members in 2002

Federation Update


The number of Federation meetings has increased.
Administration meeting-respond to schedule in June-held in August.
Annual Meeting-December

Technology-CEMP, Extension Work, Scholarly activity
E-maps
Salary Equitable
Multi-County Work
What has been done?
There will be program area meetings in every District in November. We will be going to 5 program focuses.

Rodney Sawyer brought before the Federation the idea of paying for a lobbyist for Extension employees. After a brief discussion and the fact that a decision had to be made at the October 15, 2002 Federation meeting, a motion was made by Kathy Hester to have the Executive Board act on behalf of the Association at the Federation Meeting. Seconded by Gloria Baker-motion passed.

Horn of Plenty- Maurene Minton-2002 Chairman


Prepared food for 800 participants. Thanked everyone who helped. Horn of Plenty will be in Guilford County, August 15, 2003, will be asking the same donor's for money. Dr. Ort needs to know it cost more money to do the Horn of Plenty. Extension Foundation funded the marketing materials used at the Horn of Plenty.

Web Site Update- Susan Condlin- Web-Master


When information is sent to her to post to the web, it needs to be spell checked and grammar checked, and error free. She takes it and post it to the web as she receives it.

NEAFCS Update-Denise Baker


New Management Company-The Franklin Management Company

Issues-The Southern Regional Meeting
The Association is Aging-need new members
One vote per member, e-mail, complimentary subscription-list updates
Annual Fund Raiser-National meeting
Higher Registration Cost
Membership to include paraprofessional?
Communique
Dues
Life members change title of Showcase of Excellence.

Denise called for a show of hands of participants who will be attending the National Meeting in Saint Louis. Mo. We will have six delegates for 2003. State support is needed from Administration. $400 travel support for seven Delegates to National Meeting

Marilyn Gore-submitted application for a National Office.

NCAFCS Report-Denise Baker


The State Meeting was held in Fayetteville NC-Frances Turner and Densie Baker attended the Meeting. Deborah Howard will be the NCAFCS President in 2005 and Agnes Evans is on the Nominating Committee. PDU form is available.

Professional Development-Dee Furlough


Received Advance Degree (Master's) Latrice Phillips- Western Carolina

Remarks


Dr. Zaslow Thanked the Agent for the Good Job that they are doing with their Educational Programs.

Denise Baker thanked her Executive Board for their hard work this year and presented each of them with candles.

Meeting adjourned 4:25 PM


Respectfully submitted,
Agnes R. Evans
NCEAFCS 2002 Secretary

**Attachments referred to in the Minutes are in the Secretaries Book