Board Meeting Minutes - September 28, 2006

SCACAA Board Meeting
September 28, 2006

Members Present:
Bob Bett, Russell Duncan, Tim Davis, Andy Rollins, John Oxner, Bruce Johnson, Grady Sampson, Elwyn Deal

Call to order:
Bob Bett called the meeting to order and thanked everyone for coming.

Secretary’s report:
Minutes were read by Russell Duncan.

A motion was made to accept minutes as read with corrections and the motion was properly seconded, motion carried.

Treasurer's report:
Bob Bett passed out the report to the board members.

The balance is 7282.83 and there was some discussion about donations.

John Oxner made the motion to accept the minute report as presented and Bruce Johnson seconded the motion. Motion Carried.

Life Member Report:
Elwyn Deal reported that everything was on cruse. The only exception was that he was having problems with William Hair and Kip Bean within the system. The board stated that both had retired and that both should be removed from the system.

Committee Reports:
There were no committee reports.

Annual Meeting Report:
Bob Bett read the report submitted by Brian Callahan.

Let me start by thanking each and every on of you who helped with the 2006AM/PC. This event certainly would not have been as successful without each of your assistance. After the smoke cleared, we ended up coming out pretty good on the budget situation – according to Mark Arena’s report; this is what the budget looked like:

Inflows: $4375 from sponsors and $4210 from registration fees

Expenses: $1125 for awards, $540.32 for frames, and $6166.69 for facility/meal expenses.

This translates to us coming out AHEAD by $752.99. I am extremely happy with this figure – at one point I was getting concerned.

I have recently sent the majority of my “important” files so he can use them for planning the next meeting. I will be IMS’ing the remaining year’s worth of information and notebooks to him ASAP. Again, I really appreciate everyone’s help – I certainly plan to do the same and help on as many SCACAA events as I can.

Bob, I will get the sponsorship/fundraising stuff from you at a later time.

OK – that’s it for now – I hope everyone is doing well. Please feel free to send me any questions or comments,

Thanks again……Brian

Southern Region Director Nomination Election Process:
Bob Bett asked if anyone has any interest. Bob Bett wants all members to be aware of this opening. It was brought to the boards attention that the position was made known at the annual meeting.

There was discussion about SCACAA supporting the person in this position. Also, concerns were expressed about the funds within the organization.

The board decided to send out an e-mail (advertise to the membership) to the members and make them aware and see if any person wants to take on this challenge. If somebody is interested, then the board will contact that person or persons to follow up. E-mail will be sent out by the October 15, 2006 and the dead-line to respond will be November 10, 2006.

A motion was concerning this action and properly seconded, motion carried.

NACAA Scholarship:
Andy Rollins saying, “apparently in the past we used to give a dollar to the NACAA on behalf of our DSA winners toward scholarships”, we have not been doing his lately. A discussion then followed as to when this was started and whether or not the board needs to keep this doing.

John Oxner made the motion that we continue to follow through with the commitment of donating a dollar to the NACAA on behalf of the DSA winners.

Andy Rollins seconded the motion and the motion was carried.

Dairy Skillathon:
Marion Heirs was to make contacts but not much has been done.

Possibly that this money making venture has been lost. Mike Loveless is to get in touch with Bob Bett and let him know what is going on. Then Bob Bett will contact the board.

New Business:

Plans for Annual Meeting for 2007:

Tim Davis (plans and Suggestions)

  1. Planning on having meeting at the lake house in Columbia.
  2. Planning for June13-15 (2nd full week in June)
  3. Behind the scenes tour of River Banks.
  4. Distance learning tools availability on the web.
  5. GIS tools and mapping
  6. Holiday Inn Express for about $69.00 per night, block off 40 rooms.
  7. Try to keep group in same hotel.
  8. Choose local caters for meals
  9. State house tour
  10. Columbia Market tour
  11. Dog Food plant tour
  12. Wick Basket Works tour
  13. Will send out e-mails to membership to ask for suggestions
  14. Tour of Sandhills REC

Membership Drive:
Bob Bett started discussion by saying,” we have to struggle every year”. Bob Bett read letter from last year that was e-mailed.

Discussion about raising dues:
John Oxner made the motion the dues be raised to seventy dollars ($70.00) and late dues will be eighty dollars ($80.00). Dues paid after December 1, 2006 is late. Anyone hired after December 1, 2006 will be allowed to pay seventy dollars ($70.00).

Russell Duncan seconded the motion. Motion carried.

Find out how to use the new system when paying for due. Revise letter to state that letter says send check or IDO with membership form to SCACAA.

Making association more valuable to members: Bob Bett

  1. We need to come up with ways to make the association more valuable to members not just pay dues and go to the annual meeting.
  2. Bruce Johnson talked about the young agents getting more involved again.
  3. Tim Davis suggested that committees need to become more active. Assign tasks to each committee.
  4. John Oxner suggested that all members be made aware of all available awards.
  5. We need all committee chairs at next meeting and have them discuss with the board their plans for the coming year.
  6. Possibly merge some of the committees to cut down on so many different committees.
  7. Have committee chairs come to next meeting and discuss how we can get committee chairs more involved in the association. The board needs to urge committee chairs to read job description in order to know their duties.
  8. Russell Duncan suggested having an association meeting on the first night of the PSA Annual Conference in December. That would be an opportunity to many members to attend and get involved in the discussion.
  9. Committee chairs and committees should make the membership aware of trainings and professional development opportunities.
  10. Industry and Extension meeting was a good and needs to be continued.
  11. Have a training session for agents submitting applications for awards.
  12. Bob will talk to Dr. Della Baker concerning getting a room for the meeting in December.

Bruce Johnson made the motion that Bob Bett handles getting a conference room for committee meetings at the PSA Annual Conference in December, 2006.

Tim Davis seconded the motion and motion was carried.

Dates for the next meeting:

January 17th is the next meeting for the association 10:00 am at Sandhills REC.

April 4th will be the next meeting following the January meeting.

Bob Bett appointed the audit committee:

  1. Russell Duncan
  2. Bruce Johnson
  3. Carlin Munnerlyn

Needs to be done before January meeting and the suggesting was made that possibly have Mark Arena bring all information to the PSA conference in December and conduct the audit then.

Bruce Johnson made the motion to adjourn and Andy Rollins seconded the motion. Motion was carried.

Respectfully submitted,
Joe Varn
Secretary