North Carolina Cooperative Extension

 

Secretaries Association – West Central District Minutes

 

October 10, 2008

 

Alleghany County

 

 

 

The meeting began with registration and fellowship from 9:30 until 10am.  Kathy Miller, Administrative Secretary, welcomed everyone to Alleghany County.  Michele Hamm could not be here due to her grandmother having surgery.  We will keep Michele and her family in our thoughts and prayers.

 

 

 

Kathy introduced the staff who had helped plan the meeting today.  Interim County Extension Director David Isner, Alleghany County Manager Don Adams and Chairman of the Alleghany County Commissioners Mr. Ken Richardson, all welcomed us to their county and stressed the importance of Extension in Alleghany.  Each also spoke of the importance of secretaries and how we are an essential part of our offices.

 

 

 

Kathy then introduced the Extension and Community Association members who had prepared brunch.  David Isner presented the thought for the day and we all enjoyed a delicious brunch.

 

 

 

Afterwards, Kathy introduced Tammy Dosier Tally, our guest speaker for the day who spoke on ”Watch Your Words”.  She reminded us how powerful words are and how we should choose them carefully.

 

 

 

Thank you Dr. Crandall for joining us at our Fall Meeting.  Dr. Crandall stressed to everyone that this is our Professional Development day and we are not to go back to work.  This is our day.  She then spoke on her passion for all professional development and encouraged everyone to take advantage of these opportunities.

 

 

 

Dr. Crandall recognized secretaries who received service awards at the state meeting.  Then she recognized Joyce Dorsey and Brenda Bowman who won the Awards of Excellence.  Congratulations ladies on a job well done!  Dr. Crandall then recognized Nancy Miller as the Sue Mills Lighthouse Award recipient.  This too is a very distinguished award.  Congratulations Nancy!

 

 

 

Dr. Crandall thanked everyone for welcoming her into their offices.  She also addressed the budget situation briefly.  There is a one-time 2% reversion on the table however it may change.  It may come out of Dr. Ort’s over all budget.  There is a plan of action in place if needed.  We still do not have travel.

 

 

 

Dr. Crandall will also check to see if we will still have the mandatory training for Secretaries in Raleigh and she will let us know for sure.

 

 

 

Business Meeting:

 

President Julie Campbell called the business meeting of the North Carolina Cooperative Extension Secretaries Association – West Central District, to order.  A motion was made by Nancy Miller to adopt the Agenda.  Joyce Dorsey seconded.  The motion carried.

 

 

 

Roll Call:

 

Secretary Michelle Ham did Roll Call:

 

Alexander-2, Alleghany-1, Ashe-2, Burkd-2, Caldwell-2, Catawba-2, Cleveland-0, Davie-2, Gaston-3, Iredell-3, Lincoln-3, rowan-1, Rugherford-2, Surry-3, Wilkes-0, Yadkin-2, WC District Office-1, Guests-1 Dr. Deborah Crandall.

 

 

 

Minutes of May 2, 2008, meeting were sent to everyone via e-mail.  Patsy Richardson made a motion to approve the minutes.  Motion was seconded by Deidra Hicks.  The motion carried.

 

 

 

Treasurer’s Report:

 

Treasurer, Nancy Miller, gave everyone a copy of the Treasurer’s Report.  The report reflected the new account opened for the West Central District.  The balance in the account is $4,704.68.  Some discussion was had on what to do with the money.  Suggestions were to check into a Money Market Account of CD.  Nancy will check on this once a budget is adopted.  A motion was made by Becky Ritch to accept the report.  Sandy Kanupp seconded.  Motion carried.

 

 

 

Committee Reports:

 

 

 

Finance Committee – Nancy Miller – Nothing further to report.

 

 

 

Rules & Bylaws- Karen Robertson – It was brought up at the state meeting how districts are to handle these when districts change.  The minutes have not yet been sent out from the State Meeting.  We will follow the State Rules & Bylaws and will make new guidelines as new projects arise.

 

 

 

Professional Development – Catherine Waddell – made a committee motion to have a Association Member Scholarship for up to $300 per year to a member furthering their education. Had a brief discussion.  Committee Motion was rescinded.  Catherine Waddell made new Committee Motion to put $300 in the budget for scholarship.  Will form guidelines later.  Fran Little seconded.  Motion carried.

 

 

 

Membership – Joyce Dorsey – Attention Administrative Secretaries – please let Joyce know when you have new secretaries in your county.

 

 

 

Nominating Committee – Patsy Richardson – No Report.

 

 

 

Public Relations – Cyndy Gustashaw – Secretary of the Year will be awarded at the Spring meetings.  Recipient will receive $100 and a plaque.  You are only eligible to receive this award once very three years.  After much discussion, Committee Motion was amended to say - $150 and Certificate will be presented.  Fran Little seconded.  Motion carried.

 

 

 

Outgoing President’s Award – Committee Motion was made to give gift card and award.  After much discussion, Cyndy amended the Committee Motion to give the outgoing President $50.  Sue Bugg seconded.  Motion carried.

 

 

 

Retirement and Benevolence – After much discussion it was decided to send active members of the association a card when hospitalized; $30 in the event of a death of an active member; and $50 for retirement of an active member.  Brenda Street seconded.  Motion carried.  When an active member of the association dies, it is up to the secretaries in that county to contact the Treasurer so the money can be sent – it will be up to the secretaries in that county as to how the money will be spent – flowers, memorial, etc.

 

 

 

Reflections – Deidra Hicks – scrapbooks are here for everyone to view.  Please send any secretarial awards, special events, etc. to Deidra to be put in the scrapbooks.

 

 

 

Old Business:

 

 

 

Fundraising State Meeting 2011 – Sandy Kanupp researched ideas and has some if anyone would like to take a look at them.  President Campbell said we need to form a committee and let them come up with ideas and present to membership.  Issue was tabled until spring meeting.

 

 

 

Community Service Project – Tabled – no more discussion.  It was decided to come together and have a retreat to discuss new projects.  Dr. Crandall supports this idea.  It will be a one day retreat and will be centrally located.  At this time we will get to know each other better and will develop our own mission as a group.  Please e-mail Julie if you are interested in being on the committee to plan this retreat.

 

 

 

Web page – Cyndy Gustashaw agreed to maintain the website through 2009 when officers are elected.  Jane McDaniel of McDowell County created a wiki page with the new districts.

 

 

 

New Business:

 

 

 

Formation of District Meetings – Meeting times will be left up to the host county.

 

 

 

Dues for District – It was recommended from Treasurer, Nancy Miller, for dues to be $40 per person.  That is $20 for State and $20 for District.  Fran Little seconded motion.  Motion carried.  These are due to the State on November 1^st so please get these dues to Nancy as soon as possible.

 

 

 

SRERSSA Regional Meeting – need door prizes.  Any county wishing to donate a door prize please get it to Fran Little and she will take it to the meeting.

 

 

 

State President Carol Horne gave updates.

 

Regarding the Augusta meeting on Commercial mail – Vicki Pettit is the contact person.  When ordering envelopes, please be sure to adhere to the deadlines.  You will receive notification 2-3 weeks before order deadline.  Make sure you have at least a 6 months supply so you don’t run short.

 

           

 

For counties who have leased postage meter machines – it will be time to update machines in 2009.  There will be a meeting in February, 2009 where Pitney Bowes and others will present their machines.

 

Commercial Mail Guidelines – In case you didn’t know, you can get reimbursed for certain supplies.  Check out the guidelines for a list of supplies you can be reimbursed for.  Vicki Pettit is the contact.

 

 

 

Spring meeting Invite:

 

Ashe County will be hosting the Spring Meeting.  A date will be announced.

 

 

 

Motion to adjourn business meeting was made by Nancy Miller.  Seconded by Brenda Bowman.  Motion carried.

 

 

 

Kathy Miller and David Isner presented door prizes, goody bags and snacks.  Meeting adjourned around 2pm.

 

 

 

A special thank you to Alleghany County for hosting the fall meeting of the West Central District.  We all had a great time!

 

 

 

Michelle H. Ham, Ashe County Secretary