Board Meeting Minutes - April 18, 2006

SCACAA Board Meeting
April 18, 2006

Members Present:
Andy Rollins, Jim Rushing, Andy Rollins, Greg Harvey, Russell Duncan, Mark Arena, Bob Bett, Randy Cubbage, Marty  Watt, Brian Callahan, Raymond Sligh, Tim Davis, Joe Varn

Call to Order:
Andy Rollins called the meeting to order and thanked everyone for calling in.

Secretary’s Report:
Minutes were e-mailed to board members, changes were made and the minutes were posted on the SCACAA website.

Treasures Report:
Mark Arena presented the treasures report and the checking account balance at the end of March was 7,621.29. The check for nationals has been deposited.

Andy Rollins called for the motion to approve the treasures report. Bob Bett moves the minutes be accepted, motion seconded by Greg Harvey.

Old Business:
Brian Callahan – Plans for annual Meeting Professional improvement Conference

 

  1. Dates are set for June 14-16
  2. Registration information was e-mailed but was not received by everyone. Registration information will be e-mailed again and also sent to Elwyn Deal in order for him to get it to retirees.
  3. Fifteen people have registered for the annual meeting so far.
  4. Income for the Annual Meeting is generated through registration and sponsorship and that is incomplete at this time.
  5. Bus expense – at this time carpooling seems to be the best, but other options will be explored.
  6. Hotel conference rooms – 675.00
  7. Bayer hospitality room – Randy Cubbage will make the contacts.
  8. Football stadium and tour west end zone…Still working on a tour guide.
  9. Awards luncheon – Seasons restaurant 13.00/person.
  10. Banquet dinner – 20.00 /person.
  11. Old timers breakfast – 12.00/person
  12. 1500.00 – Communications
  13. 150.00 – Awards frames
  14. 400.00 – Plaques
  15. 30.00 – postage
  16. 400.00 – Social
  17. Goal is to keep expenses under 7000.00
  18. Sammy Howard will donate half of the refreshments for the social and SCACAA will purchase the other half from Sammy Howard.
  19. Brian Callahan will send out invitations for presentations.
  20. Dr. Kelly, Dr. Wolak, and Dr. Andrea are confirmed to speak.
  21. Tim Davis will continue to handle invitations to specialist to the social.
  22. Bob Bett suggested having a representative from deferred compensation to be on program.

Fund Raising:

Bob Bett
All letters have been mailed but fund raising is slow. If other sources of fund raising are known, please get the information to Bob Bett. Bob will send out updates as funds are collected.

Specialist Involvement:

Tim Davis
When final Annual conference information is received, Tim Davis will handle specialist involved. He is also trying to contact Cathy Coleman in order to get legislative involvement.

Andy Rollins will contact Raymond Sligh concerning recognition of Billy Witherspoon.

Greg Harvey will get information out about nominations. This he will do via e-mail.

Russell Duncan nominated Tim Davis for vice-president.

New Business:

Communications Awards Issues

I. A. Under category 11, Publication: Should we consider entries of publications that done by member outside of Extension framework, i.e. publications written by the author (with the author receiving an royalties), published outside of Extension, with no link to Clemson Extension, county offices, or the Bulletin room, but that do pertain to farming or horticultural practices?

The board agreed that a publication has to be an Extension publication.

II. B. For all categories – We cannot send incomplete entries to the National competition. As a general rule we have been lacing entries simple on content, but making sure 1st place was a complete entry (printed abstract, proper folder, entry sheet, on out side of folder, proper material format, etc.).  Two entries, placing them lower in the award order, regardless pf content, to encourage correct entry submission?  (b) Should we only give awards and $$ to complete entries.

The board agreed that only complete entries should be judged and awarded funds.

III. Friends of Extension and Media Award Recommendations

Tim Davis nominated Val Hutchinson for friend of Extension award Tim Davis or Dr. Kelly will make the presentation of the award.

Brian Callahan nominated R. D. Morrison for friend of Extension award and he will make the presentation of the award.

Media Award

Andy Rollins nominated Christy Rupon for the media award. He will make the presentation of the award.

Tim Davis, Brian Callahan, and Andy Rollins will be responsible for contacting the nominees and getting all information to John Oxner in order to get plaques made.

IV. PILD Issues

Andy Rollins and Bob Bett will attend.

V. Secretary’s Association

Russell Duncan will attend to represent SCACAA.

VI. ESP Annual Meeting (Epsilon Sigma Phi)

The national meeting will be held in September 2007. Russell Duncan asked the board for support and will get more information for the June board meeting.

Adjournment:

With no further business, Bob Bett made the motion to adjourn; motion was seconded by Greg Harvey.

Respectfully submitted by,
Joe Varn, Jr.
Secretary