NCCESA – WEST DISTRICT

SPRING MEETING MINUTES

Friday, April 25, 2008

MHCR&EC, Fletcher

 

Susanne Winebarger, president, called the spring meeting of the NCCESA-West District to order at 10:00 am.  She welcomed everyone and thanked Janice for hosting the meeting.  Janice also thanked the secretaries from Buncombe County, McDowell County, Henderson County and Watauga County for bringing refreshment items.  Susanne also recognized our new members. With the redistricting, McDowell and Polk Counties are now in the West District.  Members recognized were Jane McDaniel and Cheryl Mitchell from McDowell; Barbara Meyers and Dot McClintock from Polk were unable to attend.  Susanne also recognized Donna Tulley, Clay County, Maryann Mickewicz, Transylvania County, and Ivy Olson, Henderson County who joined Extension since our fall meeting.

 

Susanne recognized Dr. Harvey Fouts, West District Extension Director, who brought greetings.  Susanne then recognized Elaine Clamser, Henderson Co., to give the Thought for the Day.  Elaine read a poem entitled “The Dash” by Linda Ellis.  This was in memory of Jean Miller, secretary in Henderson County for 47 years who passed away unexpectedly on March 22, 2008.   Also, a moment of silence was observed in memory of Jean.

 

THE DASH

I read of a man who stood to speak

At the funeral of a friend.

He referred to the dates on her tombstone

From the beginning to the end.

 

He noted that first came the date of her birth

And spoke of the following date with tears,

But he said what mattered most of all

Was the dash between those years.

 

For that dash represents all the time

That she spent alive on earth

And now only those who loved her

Know what that little line is worth.

 

For it matters not, how much we own,

The cars, the house, the cash,

What matters is how we live and love

And how we spend our dash.

 

So think about this long and hard;

Are there things you’d like to change?

For you never know how much time is left

That can still be rearranged.

 

If we could just slow down enough

To consider what’s true and real

And always try to understand

The way other people feel.

 

And be less quick to anger

And show appreciation more

And love the people in our lives

Like we’ve never loved before.

 

If we treat each other with respect

And more often wear a smile,

Remembering that this special dash

Might only last a little while.

 

So when your eulogy is being read

With your life’s actions to rehash

Would you be proud of the things they say

About how you spent your dash?

 

Janice Dotson, secretary, called the roll with the following being in attendance: 

 

Deanna Jordan, Gail Saye, Debbie Sparks, Joyce Plemmons, Buncombe; Donna Tulley, Clay; Karen Ball, Erin Freeman, Haywood; Elaine Clamser, Ivy Olson, Henderson; Debbie Goforth, Magen Caldwell, Cathy Reece, Madison; Jane McDaniel, Cheryl Mitchell, McDowell; Maryann Mickewicz, Transylvania; Susanne Winebarger, Watauga; Norma Chrisawn, Yancey; Janice Dotson, Fletcher.

 

Janice distributed minutes from the meeting held August 27, 2007.  There were no corrections.  Motion was made by Ivy Olson and seconded by Magen Caldwell to accept the minutes.  Motion carried.

 

Elaine Clamser, treasurer, distributed the treasurer’s report and reviewed it.  A motion was made by Debbie Goforth and seconded by Ivy Olson to accept the treasurer’s report.  Motion carried.

 

With the redistricting, Cooperative Extension was reduced from 7 districts to 6.  The West District was fortunate to have McDowell and Polk Counties join our district.  With this change, the treasury of the old Southwest District was divided per secretary and the West District received a check in the amount of $990.04 for McDowell and Polk. 

 

OLD BUSINESS

 

2007 4-H Scholarship Report – Cherokee Reservation was the recipient of the 2007 4-H Scholarship.  Susanne gave the report for Valorie Welch, Administrative Secretary. 

The Qualla Boundary was awarded the $250 4-H Special Activity Scholarship for last year. Heather James (4-H Agent) and I thought that it would be a fantastic experience for youth to take part in the Blacksmithing workshop that is being held at the Green Energy Park in Jackson County. We had five interested youth and felt that they all deserved to go.

With scholarship money and local scholarship funds we were able to send all five. On the front page of today’s Asheville Citizen under featured galleries click on Blacksmithing Classes and see one of our youth Cory Nelson taking part in this workshop. Cory was very excited that he was able to take part in this workshop with the extra added bonus of getting his picture in the paper! The other four youth will be attending the February 16 and 17 sessions. Thank you to the NCCESA-West District and our own local 4-H.

 

2007 NCCESA State Meeting at Kill Devil Hills – Susanne reported that 8 West District members attended the meeting which was held September 20-21, 2007.  Issy Cable, Swain County, received both the district and state Award of Excellence – Special Leadership.

 

Update on District Association Website – Debbie Sparks reported that the West District Assoc. website was on the NCCES WIKI – click on References – click on Professional Associations and Conferences, then click on NCCESA WIKI page. Then click on West District.  Jane McDaniel agreed to work on webpage.   If you have any news from your county related to any of the secretaries, please send to Jane as a WORD document.

 

Survey Results and Project Ideas -  Susanne sent out a survey to each member last year asking for input on how to make our district association better.  She received 2 responses.  Since response was low, it was decided to discuss the questions from the survey.

 

Our spring meeting is usually held in April and our fall meeting in August.  Would other months work better for you?  If so, which months would you suggest?

 

RESPONSE:  After discussion, it was decided to hold our spring meeting in March each year.  The fall meeting will continue to be held mid to late August. 

 

Our meetings are usually held on Friday.  Would another day of the week work better for you?  If so, which day would you prefer?

 

RESPONSE:  Everyone agreed that Fridays are great to hold our meetings. 

 

We decided a few years ago to meet in the four centrally-located counties in the district.  Do you feel this is working out okay?  Any suggestions?

 

RESPONSE: After discussion, it was decided to have our meetings in all counties.  A rotation schedule was discussed and we will rotate alphabetically beginning at the end. 

 

What would you like to see our association doing?  (ex.:  community projects)

 

RESPONSE: We discussed community service projects.  Some ideas were reading to school children and helping at local soup kitchens.  It was decided by the group that we would ask the county that would be hosting the district meeting to choose an organization in their county and ask that organization what they needed such as clothing, food, cash, etc.  We would ask members attending that meeting to bring items that are suggested.

 

What suggestions do you have for improving the association, and what would make you want to participate more?

 

RESPONSE:  The idea of having special training (one day) once a year was suggested.  It would be similar to the retreat which we had a couple of years ago.  It would be a professional development day but also it would be a time for the secretaries to get to know each other better.  Funding for this training could come from the Creative Reserve funds which districts receive each year, if funds are available.  We would need to make a proposal to the creative reserve committee indicating what the day would consist of and the cost.  Since the creative reserve funds cannot be used to purchase food, a registration fee may need to be charged. 

 

While we were discussing this idea, Harvey came into room.  The group discussed this idea with Harvey, and he was very supportive of it.  It would be a training day, not an association day.  He indicated that the day would need to be heavily oriented toward professional development.  Each year we would need to justify the support of this professional development day.   One suggestion which Harvey made was to possibly tour NCSU and NC A&T campuses.  This would involve an overnight but would be a very informative trip.

 

It was decided to have the professional development day in May of each year.  The first meeting will held in May 2009.

 

A committee was formed for the planning of this professional development day.  The committee consists of:

 

Karen Ball, Chair, Jane McDaniel, Susanne Winebarger, Magen Caldwell, Norma Chrisawn, and Janice Dotson  

 

NEW BUSINESS

 

Committee Meetings/Reports – Susanne asked each committee to meet for 10-15 minutes.  She reminded everyone what committee they were on.  New members were asked to select a committee to participate on. 

 

After the discussion in each committee, Susanne asked if any of the committees wanted to report.  They were:

 

Professional Improvement – Magen Caldwell, Chair

The committee suggested that a secretarial procedures manual, similar to the Administrative Secretary Manual which was distributed several years ago, be placed on our webpage as a reference source.  We would start with the basics.  This would be beneficial to new secretaries to go to one site for assistance.  Everyone thought this was a great idea.  Ideas should be sent to Magen Caldwell and Jane McDaniel. 

 

Finance Committee – Elaine Clamser, Chair

The committee suggested that we need to increase our funds in our treasury.  One way would be to raise the dues.  Most of the counties pay the association dues for each secretary.  Elaine will be emailing each district treasurer and ask what their dues are currently and report back to membership at the fall meeting. 

 

Nominating Committee – Deanna Jordan, Chair 

Anyone desiring to serve as a district officer, please contact Deanna. 

 

Plans for 2010 State Meeting – The West District will host the 2010 state meeting.  At the 2007 fall district meeting, a planning committee was formed.  The co-chairs for the planning committee are  Magen Caldwell and Jane McDaniel; committee members are Deanna Jordan, Norma Chrisawn, Karen Ball and Janice Dotson.   

 

Places to hold state meeting were discussed.  The place that was the top choice was the Cherokee Reservation.  Everyone thought this was a great idea since no other district in North Carolina has this type of setting.  Karen Ball will contact Valorie Welch, administrative secretary, regarding this decision.  The suggested dates for the 2010 meeting are September 16 – 17 (first choice) or September 23-24 (second choice). 

 

It was suggested that we have our fall meeting on the Reservation to look at possible meeting places, etc.  Karen has a contact on the Reservation and she will be checking with that person on 2 dates in August – August 15 or August 22 for the district meeting. 

 

Also, regarding the community service project, Susanne will contact Valorie and ask her to choose an organization that we can support. 

 

Fundraisers/Raffles – Susanne asked the membership for any fundraising ideas.  It seems the most popular type of fundraiser is the 50/50 (tickets are sold and the district keeps 50% of the funds that were raised and the winner gets 50% of funds raised).  Also, Susanne mentioned that weekend trips seem to be popular.  She may make some contacts in the Boone area for this type of trip.  Any other suggestions are welcomed.  We will need to have a fundraiser at the state meeting this year as well as 2009.

 

Also, we will need a theme for our 2010 meeting.  If you have any suggestions, please send them to Magen and Jane.

 

2008 4-H Scholarship – The 2008 4-H Scholarship will go to Buncombe County.  The amount given is $250.  McDowell and Polk Counties will be added to our rotation for this scholarship.

 

Report from Federation Forum – Was removed from agenda.

 

Report from NCCESA Board Meeting – Janice and Jane attended the 2008 NCCESA Board Meeting held on February 15 at the Wake County Extension Center.  The main topic for the board meeting was the new regional association (SRERSSA).  North Carolina is hosting this meeting (meeting will be in Tennessee – a draft registration form was distributed).  During the meeting, the committee for the regional meeting asked that each county send in to our state treasurer $100 each.  This will support the funding for the meeting.  A motion was made asking if our district supported this request of $100 per county, it was seconded – the motion did not carry – West District will not be supporting this request.

 

Herter O’Neal Scholarship – Jane McDaniel reported that 12 applications were received from our district.  Sandra Head from Marble, NC was chosen to send to the state.  Unfortunately, she did not receive the scholarship but we should be proud of the number of applications generated in our district.  Only 4 districts sent in applications.  April Byrum from Murfreesboro, NC received the scholarship.

 

Staff Senate – Jane McDaniel gave a report.  She is the staff senator for District 14B representing Extension SPA employees.  Extension has 4 seats – as of now 3 seats are taken – 1 is vacant and will be voted on to fill.  It is a 2-year commitment.  Jane has served 1 year.  The staff senate meetings are the first Wednesday of each month.  Dr. Zublena does provide travel funds for the Extension senators.  Jane reviewed several issues that staff senate is working on.  She did ask that you read “The Voice” when it is sent.  Another issue senate is working on is tuition waiver for immediate family members.  Jane also thanked everyone who completed the Staff Well-Being Survey.  The senate will be working from this document also. 

 

Secretary of the Year Award - The award is given at the fall district meeting.  Jean Miller was the recipient of the 2007 award.  Normally the winner of the award serves as the chair of the committee the following year.  Since Jean’s passing, Susanne asked if Debbie Goforth, recipient in 2006, would serve as chair and asked Norma Chrisawn and Patty Presnell to serve as committee members.  When you receive the nomination form, please nominate a deserving person.  The winner will receive a certificate and $100.

 

Fall Meeting Location – We hope to have the fall meeting on Cherokee Reservation.

 

Silent Auction/White Elephant Sale (Fall Meeting) – It was determined that we haven’t been making a lot of money on this type of fundraiser.  The membership agreed not to have this at the fall meeting.

 

 

 

ANNOUNCEMENTS

 

 

Honorary Memberships are due in September - forms are on the state association website.

 

 

Sue Mills Lighthouse Award (Due August 1) – information regarding this award is also on state association website.

 

 

Fall Meeting Door Prize – next county to provide the door prize will be Polk County.  Susanne will contact Barbara and Dot.

 

 

State Meeting Date and Location – the NCCESA state meeting will be held September 18-19 in Wilmington.

 

 

Southeast Regional Extension and Research Support Staff Association (SRERSSA) Conference will be held November 12-14 in Nashville, TN at the Radisson Hotel at Opryland.  The registration information should be on the NCCESA website May 1.

 

 

Other – Susanne read thank you notes from Gail Saye, Issy Cable and Jean Miller. 

 

The door prize, which was provided by Mitchell County, was won by Debbie Goforth in Madison County.  The prize was 2 pieces of pottery provided by Shane Mickey Pottery.

 

With no further business, the meeting adjourned.

 

Submitted by:  Janice Dotson, Secretary