Minutes of 2008 NACAA Annual AM/PIC Committee Chairs and V-Chairs Meeting at Annual Conference, March 12, 2007

 

PLEASE SEE BOLDED ITEMS THAT NEED IMMEDIATE ATTENTION!!

 

Mark welcomed everyone and handed out the agenda.

Mark mentioned again about the low attendance at the Thursday sessions of the AM/PIC is a concern and that we were still discussing how to increase that attendance.

VIP Dinner on Saturday is in question. If it is done the state would have to fund it. Donors are recognized and National sometimes brings in past officers.

 

2007 State Meeting

Executive Committee and Committee Chairs will probably meet on Wednesday to discuss the plans and budget for the 2008 AM/PIC. That afternoon the committees would have a chance to meet in the villa of the committee chair. Sam is to coordinate where these committees will be. The progress report will be given the general membership during the business meeting session on Thursday afternoon.

 

2008 State Meeting

The question has been how we will handle the State Meeting in 2008. Mark talked to Cincinnati and Ohio had their meeting from lunch on Thursday until lunch on Friday before the AM/PIC started on Saturday. They used Friday afternoon to setup. Stanley mentioned if we did that the membership would have to vote to suspend the by-laws which state the state meeting must be at least 2 weeks prior to the national meeting each year. This would need to be done at the 2007 meeting and it must be out to the membership at least 30 days prior to the 2007 State meeting. Space is available at the Koury but Sam is to check about maybe using the Parklane which is $20 cheaper a night.

Jim mentioned maybe we need to put together a PowerPoint together about the national meeting to recruit more of our members to be involved. This could be given at the district meetings. Gary said he thought that would be a good idea. Karen said she would work with Jim on this.

 

States Night “IN”

Because of the lack of restaurant available around the Koury, North Carolina was proposing rather than having a States Night Out on Tuesday night, have a States Night “IN”. The Southern Region States would pay for it according to number of members. This would show Southern Hospitality to those in attendance. States would sit together and pictures could be done then. All but about 2 southern region states have bought in to the idea.

 

Administrative Funds

Administration gave us $50,000 back in 2004 to be used for travel to the national meetings prior to 2008 for the Committee Chairs and/or Vice Chairs to help us with understanding the roles of each committee. For 2007 we need all committee chairs or v-chairs to go to Grand Rapids to shadow our respective chairs from Michigan. Joe Zublena needs to know who will be receiving these funds. Email Karen by May 31st if you will be requesting some assistance for going to Grand Rapids.

If you don’t know who your respective chair in Michigan is, please look on the web and contact them as soon as you can.

All committee chairs will report to the National Board on December 13, 2007 at the Koury Convention Center. PLEASE PUT THIS DATE ON YOUR CALENDAR NOW!!

Karen talked about small items to give out in Grand Rapids. She checked on lapel pins and they will run about $2/pin. Someone mentioned beach balls and packets of seed.

Mark went over the revised 2008 “Timeline”. The important date right now is: JUNE 11, 2007 this is when the tentative agenda is due and each committee’s final budget. Our final budget is due to National at the Dec. 13th meeting but Chuck Otte would like to meet sometime in October or November to do the budget so that it does not take as long in December.

 

 

Brochures

Tours, Sons & Daughters, Spouses, and Life Members need to get their information together ASAP so that the lay outs can be done and to the printers. We will hand these out in Grand Rapids. Surveys showed that these brochures were really handy for people planning to come in 2008.

 

 

Fund Raising

Walter gave out sponsor list from Charlotte ’88 and asked that agents look over it and contact potential sponsors. At this point we need to be concentrating on the smaller sponsors. If you have any questions please contact Walter or Bill Skelton. He reported that 90 individuals had made contributions but this was not just agents. HE STRESSED THAT WE MUST HAVE BUYING FROM ALL AGENTS, WHETHER PAYROLL DEDUCTION OR A ONE TIME CONTRIBUTION. We ask that all agents give something towards the meeting.

Walter reported that we had $132K in the bank and $150K committed but is along way from the total we need. He is still in contact with Kioti Tractor. Walter and Fred met with Novartis in Greensboro but at this point have not got a commitment from them.

We still have “Brown Bag” luncheons for sell at $7500 each. They are 1.5 hours presentations.

BB&T has committed $25000 for the 4-H Talent Revue and RJ Reynolds has committed $25000 for the dinner on Sunday. There is still a possibility of $50K from Sygenta.

 

 

Finance

Lenny gave out the budgets to each committee chairs. Each committee chair needs to have their budget to Lenny NO LATER THAN JUNE 11th. He needs solid figures. If you will have reimbursement request you must fill out a “Reimbursement Form” from Lenny.

 

 

Facilities

Sam is looking at room request for committees. If you will need space at the AM/PIC, you need to get a “Room Request” form in soon. See Sam for these. There will also be a place for equipment needed and how the room needs to be set up. There will also be a form for signage that will go to Kathy Bunton. We will now only be occupying about 60% of the space at Koury so they are looking at selling the other 40%.

== Commercial Exhibits ==

Bryant said that the exhibits will be upstairs (where most of the meetings will be) in the pre-function area. We are trying to sale 65 spaces at $500 each. Eileen Coite is the co-chair. Sponsors that give $2500 or more get a space in the exhibit area. The State get all money raised from the commercial exhibits. It will be set up 3 days (Sunday, Monday, and Tuesday).

 

 

Decorations

Decoration Committee has been merged with the Banquet Committee.

 

 

Publicity

Barry met with the videographer with the changes we’d like to make. Les is to write script and get to Barry so that Karen, Mark and Fred can read and make corrections.

 

 

Registration

Gerda asked that she be informed when registration location is figured out. She STILL needs to know the cost of skirted tables, chairs and poles. Also, Gerda needs to know how many tables and space that Spouses Events, Sons & Daughters, Life Members, and Tours will need.

 

 

Wiki

Each Committee has space on the Association Wiki page. It is linked to NCACAA web page (www.ncacaa.com). If you have questions call John Dorner.

 

 

Web Site

Debbie will start work on it after April 15th when she is done with the 2007 State Meeting Page. She will set it up similar to the State Meeting web site.

 

Hospitality

Jody Smith has left Extension, he was the chair. George Stancil will now take over that position. George mentioned that he will need a significant help on Wednesday loading coolers and other times. Jim is in contact with Food Lion about being a major in-kind donor.

 

 

Transportation

Marjorie had contacted 12 bus companies in and around Greensboro. She got a response from only Holiday Tours in Randleman. Their quote was ~$52,000 which included 3 Pre-Conference Tours. She had talked to Carolina Motorcoach but had heard nothing back. She also talked to Royal Tours in Asheboro but they did not have enough buses to meet our needs. Holiday Tours said they needed the itinerary 2 weeks in advance.

 

 

Spouses

Mitch has contacted 5 companies for tour packages and has heard from 3. They have decided to use the “Carolina Preserves” book as a spouse’s gift. The author will also be there hopefully to speak and for a book signing. We can purchase from the Foundation of $10/book.

 

 

Life Members

Bill Ellers asked about if we would have a hospitality suite or room for Life Members to use. If we use a suite, we can bring in what ever we want but it may not be as convenient for the Life Members. If we have a room they we have to pay the hotel for all items in the room. They have secured Bill Thompson as key speaker for the Life Members. His cost is $500. He is the Director of the Lake Waccamaw Boys and Girls Home. He will talk about growing up in rural North Carolina. The committee has a list of a couple of tours for the Life Members. Fred reminded everyone that if you were lining up speakers for any session that national shared the cost of that he needed to be informed of the speaker’s information since national has to approve it. The Mt Airy Tour is lined up and other possible tours will be Old Salem, Timberlake Gallery, Childress Winery and Race Shop, Seagrove Potteries and Southern Supreme Fruitcakes.

 

 

Meals and Events

Dinner Sunday and Monday night will be on site at the convention center. We are trying to figure out how to have an off-site event to cut cost. The Tuesday night States Night “In” is a possibility. Talked about possible the Grasshopper’s (minor league baseball team) stadium and have the meal, pictures and auction there. Nancy needs chairs for the Monday and Tuesday’s dinner. Mac Gibbs is in charge of the Wednesday Breakfast. Diane Turner is in charge of the Sunday dinner. All meal request must run through Nancy and/or Amy Lynn.

 

 

Sons & Daughters

Ross asked about breakfast for the youth. Karen said that Food Lion may be a possibility. They have added Carawinds on “Race Day” in case some do not have interest in racing and possibly adding a day on the water at Wet –n- Wild Water Park. There will be rooms for the youth to meet and lounge in and will be split for the older kids and younger kids.

 

 

4-H Talent Revue

Travis said deadline for entries was March 15th and thus far he only had Oklahoma, 3 calls from North Carolina, 1 from Virginia and the Georgia group was confirmed but no video yet. He said reminder emails and hard copies were sent out to all states and to all NC Leadership. It is a bit early to submit so we may get approval from National board to extend deadline.

 

 

Tours

Norman reported that they had some great tours lined up and were offering both specialized and diversified options. They are going as far east as Sampson County and west as far as the Biltmore Estate. Have 35 tours lined up with 30 of them on go and 5 that need tweaking a little. Any fees (except maybe Biltmore) will be covered in the Tours Budget. Wick is help work on the video to be played on all tour buses.

 

 

Opening Ceremony

Gary said they are still working on the speaker for the Opening Ceremonies on Sunday. They are close to finalizing the speaker.

 

 

Door Prizes

Ben is asking each District to come up with 2 door prizes, one a $50 value and the other a $100 value.

 

 

First Timers

Tyrone said that Rett Davis is confirmed as speaker at the luncheon. He plans on meeting with the committee during Annual Conference.

 

 

Labor Pool

Ray asked that we come up with a form for committees to use to request labor during the AM/PIC

 

Miscellaneous

John asked was he responsible for AV Equipment. Robert Neely will be Chair of the AV Equipment committee. We will need all available LCD projectors and lap tops from counties. We are checking on getting insurance to cover all the equipment borrowed from counties.

NEXT CONFERENCE CALL WILL BE April 17th at 8:30 a.m. Call (336)748-3777 to get on. No code is needed. Please let Mark or Karen know if you WILL NOT be on the conference call!!!

Respectfully Submitted,

Barry S. Foushee

Secretary

2008 AM/PIC Committee

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