West District Cooperative Extension Secretaries Association
Fall Meeting
Friday, August 17, 2007
Haywood County
MINUTES
Meeting Called to Order
President Susanne Winebarger welcomed everyone and called the meeting to order. Susanne thanked Karen Ball and Erin Freeman and Haywood County for hosting the meeting. Susanne also welcomed two new secretaries to our Association; Kerri Rayburn from Jackson County and Kathy Lee from Watauga County.
Greetings
Bill Skelton greeted the group and welcomed us to Haywood County. He thanked Karen and Erin for their hard work and commented that he was lucky to have them. He also announced about the Haywood County Fair to be held in September with Country Singer Tracy Byrd scheduled to perform.
Thought for the Day
Issy Cable presented our thought for the day entitled “Faith is Everything”. Definitely food for thought that life is a choice, every morning we wake up we make a choice to make the day a ‘good’ day or a ‘bad’ day.
Roll Call
There were twenty present representing Buncombe, Haywood, Henderson, Jackson, Madison, Mitchell, Swain, Transylvania, Watauga, Yancey and West District.
Absent were Avery, Cherokee, Cherokee Reservation, Clay, Graham and Macon.
Minutes from Spring meeting
After reviewing the minutes from the Spring Meeting, motion was made to accept the minutes by Deanna Jordan and seconded by Janice Dotson. Motion passed.
Treasurer’s Report
Treasurer Elaine Clamser presented the Treasurer’s Report. Motion was made to accept the report by Issy Cable and seconded by Debbie Goforth. The motion passed.
In the past, our Association had paid the first year's dues for a new secretary’s joining the association. Today, many counties pay for their secretaries dues. Motion was made by Elaine Clamser for all new members whose county pay their dues to pay for their first year's membership and secretaries whose county does not pay and they have to pay their own, would be paid by the Association. The motion was seconded by Magen Caldwell. The motion passed.
Old Business
There were no Committee Reports.
There was not a 4H Scholarship Report from Cherokee Reservation due to the absence of Valorie Welch.
Susanne reminded everyone about the survey she had sent out. She had copies available for those who wanted to fill theirs out today and hand to her or fax to her.
New Business
- 2007-2008 proposed Budget was presented by Elaine Clamser. Motion was made to approve the budget by Debbie Goforth and seconded by Susan Dotson.
- Revision to Benevolence Policy: Motion was made by Janice Dotson and seconded by Debbie Goforth to change the Benevolence Committee Guidelines to read that if a Secretary resigns, they be sent a card and for those that are retiring the following be inserted: 5 – 10 years $10 gift or gift certificate, 10-15 years $15 gift or gift certificate, 15-20 years $20 gift or gift certificate, 20-25 years $25 gift or gift certificate, 25-30 years $30 gift or gift certificate, and 35+ years $35 gift or gift certificate. Motion passed.
- Honorary Memberships: Applications are available from Susanne and due to the state before the annual meeting in September.
- State Meeting Date and Location: Sept. 20-21 at Kill Devil Hills, NC
- State Meeting Expenses: Motion was made by Issy Cable and seconded by Janice Dotson to give $50 per secretary who needs assistance to attend the state meeting. Motion approved.
- 2010 State Meeting Planning Committee: The following volunteered to serve on the 2010 State Planning Committee; Magen Caldwell, Norma Chrisawn, Janice Dotson, Susan Dotson, and Deanna Jordan.
- 2008 Spring Meeting Location: The spring meeting will be in April of 2008 and be held in Fletcher.
- Spring Meeting Door Prize: Mitchell County will be responsible for door prize in April, 2008.
- Secretary of the Year Award: Jean Miller with Henderson County was awarded a certificate and $100 as Secretary of the Year for 2007. Susanne thanked Debbie Goforth and Elaine Clamser for taking care of matter.
- Susanne read two thank you cards; one from Elaine Clamser for the gift in the passing of her father and one from Marcia Hoffman for her retirement gift.
- Susanne also asked the group to be thinking of ideas for our raffle at State meeting. Deanna Jordan has acquired a handmade mahogany platter to use in the raffle.
Announcements
Buncombe County secretary, Debbie Sparks is creating a website for our District Association.
Nominating Committee Report
The position of President of our Association had yet to be filled. Nominations were taken from the floor. Susanne Winebarger agreed to take the position for one more year. Therefore, motion was made by Debbie Goforth and seconded by Deanna Jordan to accept the following slate of officers for 2007-2008:
President – Susanne Winebarger
1st President – Norma Chrisawn
2nd President – Susan Dotson
Secretary – Janice Dotson
Treasurer – Elaine Clamser
Motion passed.
Installation of Officers for 2007-2008
A nice candle ceremony was lead by Deanna Jordan and the above officers were installed.
Door Prize
Today’s door prize was provided by Madison County and was won by Erin Freeman.
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