North Carolina Cooperative Extension

Secretaries Association - West Central District

May 1, 2009, Ashe County

 

 

The meeting began with registration, refreshments and fellowship from 9:00 until 9:30 a.m. Vickie Moore, Administrative Secretary, welcomed everyone to Ashe County.  Vickie introduced Judy Porter Poe, Chairperson of the Ashe County Commissioners; Carolyn Shepherd, County Extension Director; and Dr. Deborah Crandall, District Extension Director, who all brought greetings and welcomed everyone to Ashe County.  After the greetings secretaries boarded the bus for a tour of Ashe County. Members visited a local Christmas Tree farm where Bryan Davis, Agriculture Program Associate, IPM Technician, boarded the bus and talked to everyone about the Christmas tree industry in Ashe County.  He answered various questions on repelling deer.  Members then visited the Church of the Frescos in Glendale Springs. After touring the church we then stopped at the Ashe County Agricultural Expo site. Charles Young, Extension Agent, Agriculture, boarded the bus and talked to us about the Ag Expo site and some of the events held there. Once we left the site we headed to St. Mary’s Episcopal Church to view the Fresco paintings there. After listening to a brief recording on the paintings, ladies boarded the bus and headed to Ashe County Cheese. Ashe County has the only cheese plant in North Carolina. Some members visited the Cheese Plant and got to view them making cheese, while others visited shops in West Jefferson. We then came back to the Extension Office.  Our lunch was catered by Smoky Mountain Barbecue today.

 

 

Thank you Dr. Crandall for joining us at our Spring Meeting. Dr. Crandall then updated everyone on the current economic changes.  Regarding Furloughs – all state employees as of Tuesday will have to give 10 hours of leave without pay. We will have more details later from the university.  3 years ago Extension budget had a $4,000,000 deficit. At that time we had 7 districts. Dr. Ort downsized to 6 districts.  Last January the $1,000,000 was divided among the 6 districts. West Central district has to revert $226,000 by 1-7-2010. When positions are vacant due to retirement, etc. the money on state side reverts back to Dr. Ort’s budget not the district’s budget.  1st criteria - VERA – approved for 75 slots.  This is the early out for staff with federal appointments. As of now we have 30 potential people - 3 in our district. This will help with our reversion.  2nd criteria – is any county that has 2 full time subject matter agents – 1 position will be up for consideration for elimination.  3rd criteria – Out of the 17 counties in our district – 4 counties are being encouraged to be 50/50 (county/state).  4th criteria – Counties that have 3 or more secretaries – 1 position will be up for consideration for elimination. This will be a LAST RESORT! We may not have to go that route with secretaries.  Any vacancy now will be on hold and not immediately filled as in the past. There are also 4 District Directors who are considering retiring. Thanks to Dr. Crandall for updates.

 

 

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. Sandy Kanupp seconded. The motion carried.

 

 

ROLL CALL:

Secretary Michelle Ham did Roll Call:

Alexander - 2; Alleghany -2; Ashe – 3; Burke – 0; Caldwell – 2; Catawba – 3; Cleveland – 0; Davie – 2; Gaston – 2; Iredell – 3; Lincoln – 0; Rowan – 2; Rutherford – 2; Surry – 0; Wilkes – 0; Yadkin – 2; WC District office – 1; Guests – 1 Dr. Deborah Crandall. 2 Retirees were also present – Mary Ann Winchell and Nancy Faulk of Alexander County.

 

 

Minutes of the May 2, 2008, meeting were sent to everyone via e-mail. Tracy Vogler made a motion to approve the minutes.  Motion was seconded by Fran Little. 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 $8,359.73. We also have $29.96 in a Share Account. A motion was made by Sandy Kanupp to accept the report.  Tracy Vogler seconded. Motion carried.

 

COMMITTEE REPORTS:

 

Finance Committee – Nancy Miller –Gave everyone a copy of the proposed budget. See New Business – Budget – for details.

 

Rules & Bylaws – Karen Robertson – Rules and Bylaws are posted on the website. The state vote ended yesterday. The Executive Board will meet next week with the results.  Carol Horne will let us know the results.

 

Professional Development – Catherine Waddell was Chairperson and she is no longer with Extension. Fran Little agreed to accept position. All secretaries should have gotten a copy of the Scholarship Guidelines and Application via e-mail. No discussion. Fran made motion to accept guidelines and application process as submitted. Carol Horne seconded. Motion carried.

 

Herter O’Neal Scholarship – Sandy Kanupp updated us – we had 13 applications submitted. All were very deserving. Lady from Ashe County was chosen and submitted on to Kay Morton.

 

Membership – Joyce Dorsey could not be here today. Nancy Miller said we have 100% membership.

 

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.

 

Nominating Committee – Patsy Richardson – No Report.

 

OLD BUSINESS:

Fundraising State Meeting 2011 – The Campus Chapter chose to withdraw from hosting the state meeting this year. We may still have some type of state meeting.  The new bylaws will help us conduct our business meeting which may have to be via Elluminate. We are required to have a state business meeting once a year. More information will be forthcoming. 

 

Diedra Hicks and Sandy Kanupp will be co-chairpersons for the 2011 State Meeting.  If you are interested in chairing the fundraising committee please e-mail Julie.  Nancy Miller will help with ideas. Carol Horne will be willing to help also. 

 

WCD Retreat Committee – WCD Retreat will be tabled until the budget situation is better.

 

NEW BUSINESS:

Budget – Nancy Miller – Everyone received a copy of the proposed budget.  There was some discussion on the Death/Retirement funds. What if there are multiple per year? There is no way to know from year to year how many this will be. It was agreed to have a Miscellaneous line item in the amount of $208 in order to have a balanced budget of $780. Any additional deaths/retirements will come out of the Miscellaneous line item. 

 

Nancy is going to put the $8,359.73 in to whatever kind of account will draw the most interest. She will research this and go ahead with the best option.  Nancy Miller made the motion to accept the proposed budget with the update.  Fran Little seconded. Motion carried.  A motion was made to give Nancy Miller the authority to move money in to CDs or whatever will draw the most interest.  Melva Menius seconded. Motion carried.

 

Horn of Plenty – Catawba County will be hosting the Horn of Plenty on Friday, August 21st. They are in need of beverages and servers. The State Secretaries Association will pay for the drinks. Anyone who can, please come and help serve the evening meal. 

 

Special Recognition – Carol Horne

·         Sue Mills Award was given to Nancy Miller at the State Meeting. She did not get the appropriate certificate at that time. Today she was presented with the correct certificate.

·         Julie Campbell was given a gift card. The Public Relations committee wanted to thank her for organizing the new district and all of her hard work.

·         Secretary of the Year went to Ginger McGhee. She received a plaque and $150.  Congratulations to each of you!!

 

 

FALL MEETING INVITE: Burke County is next on the rotation, however, they could not be here today. Julie will check with them and let us know more details on the fall meeting

 

Fran Little – Staff Senate Nominations- if you are interested, please let her know.  Sandy recognized Fran for all of her hard work on the Senate.  Fran Little also mentioned to the group that she is participating in the Avon Breast Cancer Walk on October 24-25. Everyone is invited to join her team. Please let her know if you are interested.

 

Motion to adjourn business meeting was made by Tracy Vogler. Seconded by Diedra Hicks. Motion carried. 

 

Michelle Ham thanked everyone for coming to Ashe County. All secretaries were to pick up 2 goody bags, a flower pot and a block of Ashe County Cheese.  Meeting adjourned around 2:45 p.m.  A special thank you from Ashe County for joining us for the spring meeting of the West Central District. We hope everyone had a great time! 

 

Respectfully Submitted by:

Michelle H. Ham, Ashe County

Secretary