Minutes of 2008 NACAA Annual AM/PIC Committee Chairs and V-Chairs Conference Call

November 21, 2006

Those on the conference call: Mark Tucker, Karen Neill, Ben Chase, Barry Foushee, Mitch Smith, J.B. Coltrain, Gerda Rhodes, Marjorie Rayburn, Greg Hoover, Travis Burke, Kelly Groves, Gary Pierce, Wick Wickliffe, Bryant Spivey, John Dorner, Ross Young, Everette Davis, Fred Miller, Terry Garwood, Joanna Radford, and Lenny Rogers

Mark welcomed everyone at 8:35 a.m. and Barry call role to double check who was on the call. Mark asked if everyone received the minutes from the October meeting at the Koury Convention Center. Gerda made a motion to accept minutes as emailed and JB seconded the motion; Motion passed.

 

Old Business

Mark asked Barry to up-date everyone on the video. Barry said he met with Les (videotographer), and from the Visitors Bureau; Ava, Gayle, and Henry. He met them at the Greensboro Visitors Bureau on November 8, 2006. They discussed what was asked for at the beginning of the bid process. Les stated his bid for the video was for one long video and maybe a shorter version of the same video for 2007. Barry told everyone that he was not involved in the original video planning but he felt there was some misunderstanding from both parties about what was needed. After viewing the 2004 Bid Video it was decided that Barry would meet with a few from NCACAA about what we wanted changed. He would then get to Les what we needed and he would come up with a price for that and submit it to the Visitors Bureau (since they paid for the first one) and if it was not out of reason, Henry stated the Visitors Bureau would pay the extra cost.

There was much discussion with the group about who should be in the video. Barry and Karen decided to sit down and go over the video and come up with ideas. If you have any suggestions on the video email them to Barry or Karen.

Barry next brought up what he had found out concerning liability insurance for 2008. Karen Supek with P.W. Wood and Son in Ithaca, NY gave Barry a quote of $1100 for a $1M policy. Barry also had checked with the University about our liability coverage we have with our job. It would be a stretch for coverage if something happened. Barry was asked to get more information from Karen Supek concerning limits and if it covers AM/PIC off site activities and if youth would be covered also?

Short Committee Reports followed:

 

Fund Raising

Walter or Bill were not on so Mark reported that RJ Reynolds agreed to be a sponsor at the $25,000 level and would like to sponsor the Sunday Welcome Dinner. Mark stated that Progress Energy was still up in the air and felt we would get some money but not at the level we first asked for. Progress Energy also suggested we contact Rural Electric Membership Corporation about sponsorship. Bill was in the process of contacting them and Mitch stated that he had given Bill a contact name and number in Raleigh. Mark said he had some contact with the 4-H Foundation and that some of their donors may be interested in sponsor part of the 4-H Talent Revue. Sharon Rowland encouraged us to ask the 4-H Foundation for money; maybe $5K for the next 2 years.

There is good possibility of receiving money from most all the Commodity Groups in NC. Most of them do their budget in December so we need to get in contact with them soon.

Karen said she had sent a sponsorship package to Sygenta through a territory representative so that we may not have to do the grant application. Karen is also working on a application through Duke Energy’s Foundation.

Everyone was reminded if you or a county group sends money to 2008 Account at the Foundation, that you send Lenny Rogers a copy for his records.

Fred asked if anyone had made an application to SARE for the money they have. It is $15K but we have to apply and it must meet their goals and objectives in order to get it. It must go through a land grant university and it will work going through our account at the Ag Foundation.

We have received 2 replies from the Southern Region States concerning the letter sent concerning sponsorship of the States Night In on Tuesday night. South Carolina said they would come on board and Virginia said they would do States Night In and/or a whole meal with product donated. This brought back up the need for off site areas to do some sponsored meals. Maybe NC A&T? Mark said he had left a message with Dr. Ray McKinnie. It was mentioned that the Greensboro Coliseum base cost is $4000 and they do NOT allow outside caterers. Dixie Classic Fairgrounds does allow outside caterers. It boils down to we need to look at if there are any savings of going off site versus having the meals at the hotel. Fred asked if we could set a tent up in the parking lot?

 

Spouses

Mitch said that the committee was trying to come to a consensus on tours. The Spouses Committee is to meet on December 13th. Mitch said he was to talk with Brenda Morris this afternoon about things that were done with the Family and Consumer Science Agents National Meeting in Greensboro. Also he is in the process of contacting the Greensboro Visitors Bureau about what they can help with. They are planning 15 tours and 25 workshops. Marjorie said she had information on package deals through the bus company that she would send to Mitch. Mitch said that from the surveys; the spouses like the tote bags as a gift.

Cincinnati suggested to some how have money tied to spouse’s events. They wasted a lot of money because spouses didn’t show up for planned events.

 

Pre-Conference Tours

Terry asked what pre-conference tours there were and what his involvement will be. There are 2 possibly 3 pre-conference tours; Animal Science, Horticulture and possibly a Sustainable Agriculture Tour. Barry said that the only thing the Animal Science Committee needed was a contact in the state and need for a bus scheduled.

 

Sons and Daughters

Ross said he had looked into the picture ID equipment and his contact was not too interested in loaning it out. Karen said she had contacted EMS in Guilford County. The committee is working on the budget and hopes to be at the level budgeted. Ross said they are having a hard time coming up with enough canoes for the canoe trip. Terry said they might be able to check with a Community College near by that had a recreation program, that they may have some. It is hard to get canoes in July because it is the camp season.

 

Finance

Lenny said that budget amendments needed to be to him by December.

 

Life Members

Bill Ellers has speaker for Life Members program but is about $5K. Suggested that maybe the spouses could also use to spread cost out.

 

4-H Talent Revue

Travis said they were trying to get the information out but the end of the year about the need for talent. He also said that the group from Georgia has been booked. Mark said he had also mention the Talent Revue to Marshall Stewart for his input and help.

 

Door Prizes

Ben asked if he needed a budget for door prizes or just rely on donations.

Karen asked if possible that committees get detailed reports to her and Mark before they go to NACAA Winter Board Meeting in Grand Rapids, MI on December 13th.

Mitch asked if there was a way to send out a template for the report.

Because our next Conference Call is December 19th, Mark said he would look into the possibility of a call before they go to Winter Board.

With no further business, the call was ended at approximately 10:00 a.m.

Respectively Submitted,

Barry S. Foushee

Secretary

2008 Executive Committee

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