North Carolina Cooperative Extension Secretaries Association-West District
Minutes of Fall Meeting
August 28, 2009
Research and Extension Center
NCCESA_westdistrict2009fallmtgminutes.doc
Norma Chrisawn, president, called the 2009 fall meeting to order. Norma welcomed everyone. She thanked Janice Dotson for hosting meeting and also thanked everyone who brought refreshments.
Norma welcomed Cindy Williams, Henderson County, and Erin Bonito, Buncombe County, to their first meeting of our association. Norma asked everyone to introduce themselves and tell which county they were from.
Norma informed the group that Dr. Fouts was unable to attend our meeting.
Norma asked if there were any additions to the agenda –no suggestions were made.
Brenda Wilson, Yancey County, gave the Thought for the Day. It was titled “Sisters”.
Be the kind of woman that when your feet hit the floor each morning the devil says—“Oh Crap, She’s Up!”
Sister – Life is too short to wake up with regrets.
So love the people who treat you right.
Love the ones who don’t just because you can.
Believe everything happens for a reason.
If you get a second chance, grab it with both hands.
If it changes your life, let it.
Kiss slowly.
Forgive quickly.
God never said life would be easy.
He just promised it would be worth it.
We are only as strong as the chocolate we eat,
the hair spray we use and the friends we have.
To the cool women that have touched our lives..here’s to all of us!
What would most of us do without our sisters, confidants and shopping, lunching and traveling girls?
Let’s celebrate each other for each other’s sake!
GIRLFRIENDS!
Janice Dotson, secretary, called roll. The following members were present: Tami Hagie, Erin Bonito, Debbie Sparks, Deanna Jordan, Joyce Plemmons, Amy Holder, Karen Ball, Elaine Clamser, Ivy Olson, Cindy Williams, Debbie Goforth, Magen Caldwell, Jane McDaniel, Cheryl Mitchell, Patty Presnell, Vonda Vaughn, Susanne Winebarger, Norma Chrisawn, Brenda Wilson and Janice Dotson.
Jane McDaniel, 1st Vice President, made a motion to dispense with the reading of the spring meeting minutes, seconded by Cheryl Mitchell – motion carried.
Deanna Jordan, treasurer, distributed treasurer’s report. The balance in checking as of August 27, 2009, was $3,107.47. Income from April 29, 2009 – August 25, 2009 was $257.65 and disbursements totaled $171.94. The balance in our share account was $35.63. A correction was requested under Income – change donation from West District County Agents Association to West District AG AGENTS Association. A motion was made by Magen Caldwell and seconded by Ivy Olson to accept the treasurer’s report – motion carried.
Norma asked for any committee reports. The following committees gave reports.
Nominating – Chaired by Cheryl Mitchell
The following slate of officers for 2009-2010 were announced:
President – Jane McDaniel
1st Vice President – Karen Ball
2nd Vice President – Donna Tulley
Secretary – Erin Freeman
Treasurer – Janice Dotson
Advisor – Norma Chrisawn
Motion was made by Megan Caldwell and seconded by Deanna Jordan to accepted slate of officers.
Professional Improvement – Chaired by Jane McDaniel
The online IT Conference held recently was attended by 9 members of our association.
OLD BUSINESS
The 2008 4-H Scholarship was awarded to Buncombe County but they did not use it. The 2009 4-H Scholarship will be given to Avery County. Avery is to contact the treasurer asking for funds for this scholarship (minimum to request is $100 and maximum to request is $250).
Update on State Meeting Guidelines
Norma called everyone’s attention to the guidelines for the upcoming state meeting on September 18 in Greensboro sent to district president by Carol Horne, state president. The meeting will be one day, primarily a business session. There will be an opportunity to present tenure and service awards as well as awards of excellence. It was also stated in the email that members of the state board of directors will be the only voting delegates (which includes district officers).
State Meeting 2010 Plans Update: Theme
Jane McDaniel and Magen Caldwell, co-chairs of 2010 NCCESA State Meeting, discussed different aspects of the meeting. Jane discussed the process of arriving at the theme for the 2010 meeting. Jane indicated that she had forgotten that Cheryl Mitchell and Maryann Mickewicz had signed up to be on Theme Committee and she was sorry for this oversight. She was concerned that our invitation was to be presented at the September 18 state meeting and time was running out. Jane sent out email asking for themes and several theme ideas were sent in and then in turn, Jane sent the suggestions out for our membership to vote on. She received 18 responses and the theme for the 2010 meeting is: Renew Your Mind, Body and Spirit with a Mountaintop Adventure.
The invitation for the 2010 meeting was discussed and after much discussion, it was decided by the membership that each county talk with their local chamber of commerce and ask for 100 brochures to make a packet for each attendee at the 2009 meeting. The packets will be tied with raffia with the invitation on top. Pictures were taken to use for the invitation. Jane will create invitation and share with planning committee. One idea was to put the invitation on magnetic paper – Jane will check into that possibility.
The brochures are to be sent or brought to the Res. & Extension Center by September 10. On that day, several of our members will put the packets together. If you plan to help with “bundling party” you can bring your brochures at that time. If you are interested in helping, please come around 1:00 p.m.
Megan brought a CD that she had developed for Madison County and showed that to the group. It had beautiful pictures and also was accompanied by music. Everyone thought this was a great idea to use as our invitation. Megan asked every county to send a link to her that had pictures related to their county. Also include a brief description of pictures. Please send this info to Megan by September 10. Megan hopes to have the CD completed by Sept. 15 meeting so the ones that participate in the “bundling party” can view it.
Fundraisers or Raffles
Several ideas were discussed. It was decided on by the group that we would have a 50/50 drawing. The tickets will be $1.00 each and the person who wins gets ½ of funds and our district keeps the other ½.
Discussion took place on the funds needed to hold meeting. We will be providing the lunch and also decorations and possibly a few refreshments. We will be receiving $1,500 from the state association. It was decided that each county provide $75 (if you are unable to provide this amount, any amount will be appreciated). Also it was requested that each county be responsible for 2 nice door prizes (something that would be easily transportable). A motion was made by Megan Caldwell and seconded by Tami Hagie regarding the $75/county and 2 door prizes – motion carried.
NEW BUSINESS
2009-2010 Proposed Budget
Deanna recommended the following proposed budget:
29 members ($15 ea.) $465
Silent Auction $115
Raffle $100
TOTAL INCOME* $650
*funds for the 2010 state meeting were not
included in income
Extension Secretary of Year $100
4-H Scholarship $250
State Association Meeting $100
State Association Board of Directors Meeting $100
Benevolence $100
TOTAL DISBURSEMENTS* $650
*funds for the 2010 state meeting were not
included in disbursements
Norma brought up to the membership that according to bylaws the treasury should be audited each year. Brenda Wilson volunteered to do audit. Norma, as current president, will provide the new treasurer a letter asking that names of Deanna Jordan and Norma Chrisawn should be removed from the checking account and adding Jane McDaniel, incoming president, and Janice Dotson, incoming treasurer.
Secretary of the Year Award
Elaine Clamser, chair of the Secretary of the Year Award, presented the 2009 award to Amy Holder from Graham County. Amy received a plaque and a check for $100. Congratulations Amy!!!!
Community Service Project
The community service project for the fall meeting the Children’s Council of Watauga County. The Children's Council is a child care resource and referral service. They provide professional development and technical assistance to Watauga County early learning professionals and offer a lending library that provides resources for professionals and parents. They support the "Raising a Reader" and "Parents As Teachers" programs. The Children's Council is a United Way agency and the local administrator for Smart Start. Most of these donations will support the families enrolled in Parents As Teacher (PAT). PAT serves families considered to be at high risk for abuse and neglect based on a variety of factors including age of mom, level of social support available to mom (such as a partner and/or biological family), economic status, first pregnancy, etc. The home visitors assist the families in the development of their children as well as providing a network for services in the community. This is a nationally certified program. This level of support and intervention has documented effectiveness in the prevention of abuse and neglect. Several boxes of items were collected and Susanne indicated that the Children’s Council would be very appreciative of the items.
Transylvania County (per rotation) will be the recipient of the spring community service project. Jane, as president, will contact Maryann Mickewicz asking for suggestions.
Installation of New Officers
Suzanne Winebarger, as advisor, installed the 2009-2010 NCCESA-West District officers using the theme “Harvest”. The new slate of officers is:
Jane McDaniel, President
Karen Ball, 1st VP
Donna Tulley, 2nd VP (Cindy Williams stood in for Donna)
Erin Freeman, Secretary (Erin Bonito stood in for Erin)
Janice Dotson, Treasurer
Norma Chrisawn, Advisor
Jane brought honorary members to the attention of the membership. We need to be thinking of some of our retired members who provided leadership and support to our district association. We would like to nominate some for the 2010 state meeting. Jane also asked each county to send in to her names and addresses of retired secretaries. Jane also asked everyone to be thinking of which committee they would like to be on for the coming year.
2010 Spring Meeting
The spring meeting will be held at the Research and Extension Center on Friday, April 30, 2010. Watauga County will be responsible for the spring door prize. The door prize for this meeting was provided by Maryann Mickewicz, Transylvania County. Debbie Goforth was the recipient – it was a honey pot with a jar of honey (August 28th was Debbie’s wedding anniversary – maybe she made biscuits for her honey!!!)
With no further business, the meeting adjourned. The group had lunch at the Lone Star Steakhouse.
Submitted by:
Janice Dotson, Secretary
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