NACAA HANDBOOK FOR
STATE ASSOCIATION
PRESIDENTS AND SECRETARIES
This handbook has been updated under the direction of
the 1993 officers and directors
of NACAA. Its purpose is to provide a handy reference
guide of material available from
and general policy statements of NACAA. Hopefully, this
information will be helpful to
the states as they conduct activities of their
associations in the years ahead. It is through
active and strong state associations that NACAA can
continue to prosper and be of more
benefit to individual members.
DISTRIBUTION OF THIS HANDBOOK
All state presidents and secretaries, national
officers and directors, NACAA Association
Policy Committee Chair and members, and chair of NACAA
Leadership Development and
Public Policy Committee.
(Updated 4/97)
INDEX
SECTION PAGE
Presidents of State Associations - Duties 4
Bylaws of National Association of County Agricultural
Agents 5
Article I - Membership 5
Article II - Dues 5
Article III - Annual Meeting/Professional Improvement
Conference 5
Article IV - Voting Delegates 6
Article V - Officers and Directors 6 - 7
Article VI - Eligibility and Qualifications of
Officers and Directors 7
Article VII - Manner of Nominating, Voting and
Electing 7
Article VIII - Disability 7
Article IX - Committees 7 - 8
Article X - Finances 8
Article XI - Quorums 8
Article XII - Order of Business 8
Article XIII - Records* 8
Article XIV - Publications 9
Article XV - Amendments 9
Policy Regarding Candidates for Office of NACAA 9
- 10
Policy Regarding Conduct of Elections of NACAA 10
- 11
Voting Delegates (Number based on state membership)
11
Key Items to Consider for a State Considering Hosting
NACAA AM/PIC 12
NACAA AM/PIC Bidding Suggestions 13 - 14
NACAA Annual Meeting/Professional Improvement
Conference Polices in Brief 14
Policy Regarding NACAA Committees 15
General Guidelines on Committee Work - NACAA 16 -
17
Statement of NACAA Scholarship Program 18 - 19
NACAA Scholarship Application Form 20
Criteria for Awarding NACAA Scholarships 21
State Relations 21 - 22
Recognition and Awards 22 - 23
Eligibility Requirements for NACAA Distinguished
Service Awards 23 - 24
Eligibility Requirements for NACAA Achievement Awards
24
Nomination Sheet for NACAA Achievement Award 25
NACAA Organizational Flow Chart 26
SECTION PAGE
Correspondence Instructions for NACAA 27
The County Agent Magazine 27 - 28
State Address Coordinator 28
Obituaries 28
Guidelines and Responsibilities for Secretaries of
State Association 29
Regional Officers Workshop 30 - 31
NACAA Materials 31
NACAA Service to American/World Agriculture Award
32
Installation Service - NACAA 33 - 37
Schedule of Rotation for NACAA Directors and Vice
Directors 38 - 39
To Presidents of State Associations:
You have been elected president by the members of
your association for your leadership abilities.
Following are a few guidelines from NACAA to make
your term somewhat easier:
1. Forward the names and addresses of
new officers, including address
coordinator, to the NACAA secretary.
cc: Regional Director, Treasurer and
Secretary within 30 days.
2. January and February --
a) attend regional NACAA State
Officers Workshop
b) select and nominate capable
individuals to serve as national
committee chairs and regional vice
chairs.
3. Invite regional director to your state
association meeting.
4. Get information you wish to have
covered at NACAA Board meeting to your
regional director.
5. Work closely with national chair
of the NACAA Leadership Development and
Public Policy Committee.
6. Stay in close contact with NACAA
professional improvement programs.
7. Attend the national Annual
Meeting/Professional Improvement Conference.
8. Be certain to obtain a copy of NACAA
standing committees at the NACAA AM/PIC.
You will also find the committees in
The County Agent magazine preceding the
AM/PIC.
9. Read The County Agent.
Encourage agents with outstanding
programs to write and submit articles to
the magazine.
10. Work closely with state officers,
directors, membership secretary and
committee chairs to build a stronger
professional improvement organization.
11. Read the Bylaws of NACAA.
12. Pass this handbook to the next president
of your state association.
BYLAWS
NATIONAL ASSOCIATION OF COUNTY AGRICULTURAL AGENTS
AS ADOPTED SEPTEMBER 29, 1975
ARTICLE I - MEMBERSHIP
Section 1 One Association of
professional Cooperative Extension
Service workers per state ("state" means
individual states including Commonwealth
of Puerto Rico, Virgin Islands, Guam,
and District of Columbia which hereafter
shall be referred to as "state") may
become a member of the National
Association of County Agricultural
Agents (hereafter referred to as NACAA)
upon application and acceptance by the
Board of Directors. To maintain
membership, the State Association must
pay the annual dues for each member as
set forth in Article II, Section 1.
State Associations of Cooperative
Extension Service workers shall
constitute the membership of NACAA. Each
State Association shall determine the
eligibility and qualifications of the
individual members.
Section 2 Life Membership - a
former member of NACAA who has retired
or is retiring from the Cooperative
Extension Service may apply for life
membership. (Rev. 8-80).
ARTICLE II - DUES
Section 1 Each Member Association
shall pay the annual sum of $25 for each
individual member of said Association
which would include the individual’s
subscription to the official magazine
The County Agent. These dues
will be paid by the Member Association
to the Treasurer of NACAA. (Rev. 10-90).
Section 2 The Life Member shall
pay a lifetime membership of $25 which
does not include a
subscription to the official magazine,
The County Agent.
Life Members who want to subscribe to
the official magazine, The County
Agent, shall pay an annual
subscription fee of $10.00 payable to
the Treasurer of NACAA or Association
designee by March 15. (Rev. 10-90 &
8-91).
Section 3 Dues are collectible and due on or
immediately after January 1.
ARTICLE III - ANNUAL MEETING/PROFESSIONAL IMPROVEMENT
CONFERENCE
Section 1 There shall be an
Annual Meeting/Professional Improvement
Conference of NACAA to be rotated among
the four regions. The meeting shall be
on an eight-year rotation with two of
the eight years in the Southern Region,
two of the eight years in the North
Central Region, one year in the
Northeast Region, one year in the
Western Region, and two years open to
all states. Should a state or states in
a region not wish to be selected to
entertain an Annual Meeting/Professional
Improvement Conference, the Board of
Directors would recommend a state of
states outside the region for that year.
Places and date to be recommended by the
Board of Directors at least four years
in advance and approved by the Voting
Delegates. (Rev 8-91).
Section 2 The call of the Annual
Meeting/Professional Improvement
Conference shall be sent by the
Secretary to all State Presidents and
secretaries at least 30 days before the
date of said meeting.
ARTICLE IV - VOTING DELEGATES
Section 1
The voting body at the
Annual Meeting of NACAA shall consist of
the Voting Delegates designated by the
State Associations provided in Section 2
of this Article.
Section 2 Each state’s Voting
Delegates will be determined by its paid
membership as reported to NACAA on March
15 each year as provided by the
following formula: one Voting
Delegate for the first 40 members and
one additional Voting Delegate for each
30 members thereafter or fraction
thereof. (Rev. 9-82).
ARTICLE V - OFFICERS AND DIRECTORS
Section 1 The officers of NACAA
shall be President, President-Elect, a
Vice President, a Secretary, and a
Treasurer, and the immediate Past
President.
Section 2 The President-Elect
shall automatically move into the office
of the President. At NACAA’s Annual
Meeting, the following shall be elected:
President-Elect, Vice President,
Secretary, and Treasurer. Each shall
hold office for one (1) year,
President-Elect, Vice President, and
Secretary commencing on the date of
their installation; the Treasurer on
January 1 of the year following election
or until a successor is elected or
qualified. The Secretary and the
Treasurer may be reelected, but shall
not serve more than three one-year
terms.
Section 3 To prosecute the annual
program of work of NACAA more
effectively, there is established a
regional grouping of states to
correspond with the regional
administrative boundaries used and
recognized by the Cooperative Extension
Service of the US Department of
Agriculture; however, this shall not bar
any State Association from electing its
inclusion in any other region than that
to which its position would ordinarily
entitle it. This change will require
approval of the NACAA Board of
Directors.
Section 4 Each region as
designated in Article V, Section 3,
shall at the time of NACAA’s Annual
Meeting/Professional Improvement
Conference, meet in caucus. The Voting
Delegates from said region shall be
entitled to nominate by written ballot a
Regional Director and a Vice Director
for each 1200 members or less and one
additional director for each 1200
members or major fraction thereof in the
region to serve for a period of two
years; directors from the Western Region
to be selected in even years, and the
North Central, Northeastern, and
Southern Region in odd years, except
when a region is eligible for more than
one director, they shall elect at least
one director each year for a two-year
term. If this falls on a regular
election year for that region, they
shall elect this additional director for
a term of one year the first time and a
two-year term thereafter. If it falls on
a non-election year as stated above, the
additional director shall be elected for
a two-year term, so that the terms of
the directors will not expire in the
same year, but rather be staggered.
Section 5 The President shall
perform such duties as usually pertain
to this office. The President shall have
the power to call meetings of the
Executive Committee and Board of
Directors and shall preside at such
meetings. The President shall be an
ex-officio member of all committees.
Section 6 The President-Elect
shall perform all duties of the
President when the President is absent
or disabled and shall assume any other
obligations that may be assigned by the
President or the Board of Directors.
Section 7 The Vice President
shall perform all duties of the
President in case of the absence or
disability of both the President and
President-Elect. The Vice President will
assume the duties of the President-Elect
in case of disability. The Vice
President shall assume any other
obligations that may be assigned by the
President or Board of Directors.
Section 8 The Secretary shall
keep full and accurate records of the
proceedings of all meetings of the
Executive Committee, Board of Directors,
and Annual Meeting and shall receive all
communications and papers that normally
come with such an office, send out
notices of meetings, conduct all
necessary correspondence, and perform
such other duties as usually pertain to
the office.
Section 9 The Treasurer shall
keep a full and complete record of money
received and paid out, send out all
notices of unpaid dues, receive and
receipt all membership dues, keep an
account of the membership fees paid for
and the date thereof, and deliver to the
successor all funds and records
remaining in hand at the expiration of
the term of office.
Section 10 Directors and Officers
of NACAA shall form the Board of
Directors. The Board of Directors shall
determine the policies of the
Association.
ARTICLE VI - ELIGIBILITY AND QUALIFICATIONS OF
OFFICERS AND DIRECTORS
Section 1 A NACAA member to be
eligible for election as Officer or
Director must have attended at least
three (3) previous meetings of NACAA.
Section 2 Any NACAA Officer or
Director who resigns or retires from an
Extension position or otherwise becomes
ineligible for membership in a State
Association, shall automatically vacate
the NACAA office held.
ARTICLE VII - MANNER OF NOMINATING, VOTING, AND
ELECTING
Section 1 Nomination of officer
candidates of NACAA shall be made by the
Nomination Committee composed of the
NACAA Directors and two (2)
representatives from each region elected
by majority vote with the immediate Past
President serving as Chair of the
committee. Following a presentation of
the Nominating Committee’s report, the
floor will be open for nominations and
where more than one nominee is presented
for an office, election shall be by
written ballot. Each Voting Delegate is
permitted to cast one (1) ballot for
each such elective office. To be
elected, a candidate must receive a
majority of the votes cast.
Section 2 The President of NACAA
shall reside in the region hosting the
Annual Meeting/Professional Improvement
Conference except in those years where
the AM/PIC is open to all states. In
those years, the President may reside in
any state (Rev. 8-91).
ARTICLE VIII - DISABILITY
Section 1 In the absence,
disability, or removal for cause of the
President-Elect, Vice President,
Secretary, or Treasurer, their office in
either case shall be filled until the
first Annual Meeting thereafter through
appointment by the Board of Directors.
Section 2 Vacancies in the
position of director shall be filled
automatically by the advancement of the
Vice Director of that region.
ARTICLE IX - COMMITTEES
Section 1 The Executive Committee
of NACAA shall consist of the five (5)
elected Officers and the immediate Past
President. This committee shall be
vested with the authority to transact
the business affairs of the Association
as outlined by the Articles of
Incorporation and Bylaws and as directed
by the Voting Delegates at the Annual
Meeting.
Section 2 All standing committees
of NACAA shall be nominated by the Vice
President prior to ordering the Annual
Meeting, subject to the approval of the
Board of Directors and Voting Delegates.
Special committees may be appointed by
the President in order to execute more
adequately the work of the Association.
Any committee member who resigns or
retires from an Extension position or
otherwise becomes ineligible for
membership in a State Association, shall
automatically vacate the NACAA committee
membership, except Life Member Committee
(this is understood). The Board of
Directors shall have the authority to
fill such vacated positions.
Section 3 There shall be a Policy
Committee composed of past national
Presidents who are active members of the
Association. All matters of a policy
nature are to be referred to the Policy
Committee before action by the Voting
Delegates.
Section 4 With the approval of
the Board of Directors, directors may
appoint committees to execute the work
of the Association within the region,
but such committees shall be required to
make a complete report through their
Regional Director to the Board of
Directors.
Section 5 No individual,
committee member, Director, or Officer
shall be entitled to draw any funds from
the NACAA treasury for work or expenses
to be incurred at some future time, nor
shall they receive reimbursement for
expenses incurred in prosecuting
committee work without the prior
approval of the President. Statements
for such approved expenses must be
accompanied by a report and an itemized
signed expense account to be filed with
the President of the Association.
ARTICLE X - FINANCES
Section 1 The Treasurer shall
deposit the funds of NACAA in a
depository(s) approved by the Board of
Directors.
Section 2 The Treasurer shall
furnish surety bond in the kind and
amount directed by the Board of
Directors prior to assuming office. The
cost of such bond to be paid by NACAA.
Section 3 Fiscal year of NACAA shall be the
calendar year.
ARTICLE XI - QUORUMS
Section 1 A quorum at any annual
or special meeting of NACAA shall
consist of the accredited Voting
Delegates of twenty or more Member State
Associations.
Section 2 A quorum of the Board of Directors
shall consist of seven (7) members of said Board.
ARTICLE XII - ORDER OF BUSINESS
Section 1 Robert’s Rules of Order shall apply in
all meetings of NACAA.
Section 2 The order of business
for all Annual Meetings of NACAA shall
be determined by the Board of Directors.
ARTICLE XIII - RECORDS*
Section 1 Headquarters for the
storage of the historical data, Articles
of Incorporation, and Bylaws of NACAA
will be the County Extension Office,
Springfield, Missouri or elsewhere as
determined by the Board of Directors.
ARTICLE XIV - PUBLICATIONS
Section 1 The official magazine
of NACAA shall be known as The
County Agent and be published
quarterly. The editor of the magazine
shall be the immediate past President
and/or other individuals designated by
the Board of Directors.
ARTICLE XV - AMENDMENTS
Section 1 These Bylaws which are
now adopted or may hereafter be adopted
may be amended, revised, or repealed at
any NACAA Annual Meeting by an
affirmative vote of two-thirds of the
Voting Delegates present and voting
provided that proper and sufficient
notice of the proposed changes,
revision, or repeals has been mailed by
the Secretary to the Secretary of each
Member State Association not less than
30 days prior to the opening date of
said Annual Meeting. Amendments must
originate at a previous Annual Meeting
or with the Board of Directors.
Section 2 All amendments or
revisions so made shall go in effect
upon adoption. All Member State
Associations shall be notified promptly
by the Secretary of the action at the
Annual Meeting.
* Original Article XIII on Legislation was removed at
Annual Meeting held in August 1991.
* NACAA permanent files are presently housed in the
National Agricultural Library, Beltsville, Maryland.
See pages 8, 9 10.
POLICY REGARDING CANDIDATES FOR OFFICE OF NACAA
1. A candidate for office in NACAA shall:
A. Have a home county work situation,
including adequate secretarial help,
that will allow sufficient time and
energy to capably perform the duties of
the NACAA office for which proposed.
B. Submit a letter to the NACAA
Secretary from the Director of Extension
and local governing body or local
Advisory Committee authorizing the
candidacy an assurance that adequate
secretarial time will be available to
carry out the work without cost to
NACAA.
C. Use good taste in the preparation of
brochures which are factual, modest, and
informational.
D. Officer candidates should not seek
the office - the office should go to
capable, deserving members.
2. A state wishing to recommend a candidate:
A. May appropriately send factual
information to Officers of State
Associations well in advance of the
NACAA Annual Meeting/Professional
Improvement Conference. The County
Agent cannot be used to promote
the candidacy of any individual.
B. Should follow campaign procedures that are
dignified and worthy of representatives of
a respected educational institution
and in keeping with the prestige of
NACAA.
C. Should send a delegation to the
meeting of the NACAA Nominating
Committee in support of thenomination.
D. State should select capable
members and give them opportunity to
secure experience and knowledge of NACAA
programs and procedures. Members of top
ability should be recommended to the
NACAA Directors and Officers as capable
of serving as Chairs of National
Committees.
3. When is the appropriate time for a state to
announce a candidate?
A. It is NACAA policy that an
announcement of candidacy will not be
made until after January
1 of the year of the
election.
B. It is, therefore, inappropriate
for a state or candidate to host a
reception or pass out literature at the
Annual Meeting/Professional Improvement
Conference preceding the year of
election.
C. It is appropriate for the State
President or representative to announce
at the Regional Meeting the name of a
candidate. However, literature or a
reception at the Regional Meeting is not
in keeping with NACAA philosophy.
POLICY REGARDING
CONDUCT OF ELECTIONS OF NACAA
1. Nominating Committee
A. Selected according to provisions
of Bylaws. (Article VII, Section 1).
Members serving on Nominating Committee
should not be those making candidate’s
nominating or seconding speech.
B. Agenda for meeting of Nominating
Committee:
1. Call to order (Chair - Immediate Past
President)
2. Check certificates from Regional
Directors.
3. Decision regarding procedure:
a. Number to be nominated
b. Amount of time for each nominating group
c. Order of nominators’ appearance
4. Appoint Director to admit delegations
5. Presentations by nominators
6. Vote on nominees for President-Elect, Vice
President, Secretary, and Treasurer
7. Nominating Committee Chair
instruct each selected nominee
regarding nominating speeches before
Voting Delegates as follows:
a. Nominating speech - 2 minutes
b. Seconding speech - 1 minute
c. Statement by nominee - 2 minutes
8. Chair have ballots printed.
2. Election Agenda - NACAA President Presiding
A. Report of Nominating Committee Chair.
B. Call for nominations from the floor for each
office.
C. Motion seconded and vote to close nominations.
D. Nominating speeches as provided in 1-B.7
above.
E. Chair of Nominating Committee serves as Chair
of tellers - tellers are elected at the Regional
Meeting, one (1) per region. A teller may not be
elected from the State Association having a
candidate.
F. Ballot by Voting Delegates until a nominee for
each office receives a majority of the votes cast
for that office.
G. Report of Nominating Committee by Chair for
Directors and Vice Directors.
H. All officer candidates will be nominated,
seconded, and nominees’ remarks made even though
there is no opposition. Tellers and members of the
Nominating Committee may not nominate or second a
nomination.
I. Motion seconded and vote to elect nominees may
be by acclamation providing there is only one
candidate for each office. If there is more than one
candidate, written ballot is to be taken.
J. Report to tellers.
K. Acceptance speeches, if needed.
L. Nominating Committee will execute forms found
on pages 54 & 55 (NACAA Policy Handbook) and make
distribution as needed
VOTING DELEGATES
States are allocated Voting Delegates based on one
for the first 40 and one additional for each 30
thereafter or a fraction thereof.
MEMBERS VOTING DELEGATES
1 - 40 1
41 - 70 2
71 - 100 3
101 - 130 4
131 - 160 5
161 - 190 6
191 - 220 7
221 - 250 8
251 - 280 9
281 - 310 10
311 - 340 11
341 - 370 12
371 - 400 13
401 - 430 14
431 - 460 15
461 - 490 16
KEY ITEMS A POTENTIAL HOST STATE MIGHT CONSIDER WHILE
IN THE THINKING STAGES OF HOSTING AN ANNUAL
MEETING/PROFESSIONAL IMPROVEMENT CONFERENCE
1. How many people attend annual meeting? 1600 -
2000
2. Length of annual meeting to be held to maximum
of five days, including Sunday.
3. What are the facility requirements?
a. General Session Room 1100 people
b. Banquet facilities 1500 - 2000 people
c. Bedrooms Block of 1000 rooms
d. Meeting rooms 8 Activity rooms; 4 Regional Meeting
Rooms
4. What is required in hotel contract? Sleeping
rooms, complimentary rooms (1 for 50), parking.
Bathroom and meeting rooms free, hospitality room
allowing the use of donated food, etc.
5. What are host state financial obligations?
a. $50,000.00 or more
b. Donated hospitality items
6. What is NACAA responsible for?
a. Responsible for program
b. Finances negotiable with host state
7. Is there State Extension Administration
support?
a. Encouragement and professional manpower (agent
time) necessary
b. Travel and equipment availability
c. Sufficient state membership support
8. What Professional Improvement Tours are
available?
a. 15 - 20 tours preferably within 80 miles of site
location
9. What type of transportation is available?
a. 40 buses for tours
b. Shuttle buses
c. Airport transportation
10. What help from states within the region is
available to sponsor events?
a. Barbecue
b. Sunday buffet
c. Continental breakfast
d. Hospitality
11. Notify the President and Regional Director 30
days before current Annual Meeting/Professional
Improvement Conference that the group wishes to
extend an invitation.
12. Host states should never use NACAA sponsors
listed in the current Annual Meeting/Professional
Improvement Conference program for state donors.
Close coordination between President-Elect and
Annual Meeting/Professional Improvement Conference
Chair is essential.
NACAA ANNUAL MEETING/PROFESSIONAL IMPROVEMENT
CONFERENCES ARE PRIMARILY FOR PROFESSIONAL IMPROVEMENT.
See Annual Meeting Handbook for more detail.
NACAA AM/PIC BIDDING SUGGESTIONS
1. Survey potential Annual Meeting/Professional
Improvement Conference in your state with adequate
facilities to host meetings.
2. Compare the costs of each facility with
special emphasis given to: (1) Room rates; (2) Meal
costs; (3)Costs of refreshment breaks; (4) Can
donated food or beverage be brought into facility;
(5) Hidden costs such as audio visual equipment
charges, microphone charges, staging costs,
spotlight charges, etc.
3. When host state has narrowed the potential
sites down to a reasonable number, State Chairman
should communicate with Regional NACAA Director who
may wish to review the sites personally with host
state representatives.
4. Listed below are items that should be
discussed and agreed upon in writing
between NACAA Regional Director, host state
representative, and the facility under
consideration. Remember that negotiations on
terms and prices of services can best be
negotiated before the facility is under
contract. Once a site has been officially
selected, negotiations are difficult if not
impossible, with the facility in regard to major
cost items.
A. Negotiate room rates if at all possible.
Many times facilities do not want to set rates
four or five years in advance, but if getting
the AM/PIC hinges on it, they will reconsider.
Room rates are a major cost to AM/PIC
participants and even modest reductions are
significant. Find out non-convention rates
versus convention rates.
B. Be sure that meeting rooms and
complimentary rooms are included free or that
costs, if any, are known.
C. Most hotels give NACAA President and
President-Elect complimentary suites over and
above the one complimentary room for 50 room
night rates.
D. Take nothing for granted and do not be
afraid to negotiate tough at this point - it may
be your last chance. You will be amazed what
concessions you may get while the facility is
trying to get the NACAA AM/PIC contracted. But,
get it in writing because sales
representatives change rapidly in the hotel
industry.
E. Be sure that you know what parts of the
facility NACAA will have use of during the
AM/PIC. Some hotels hold certain sections or
rooms unavailable, but do not voluntarily reveal
this unless asked.
F. Negotiate meal rates if at all possible or
at least get a benchmark from which to work
later. Many times, telling the headquarters
facility the number of meal sales opportunities
available if the price is right, will reduce the
overall costs. Letting them know that meals will
be served in other facilities if costs are not
reasonable, will force negotiations.
G. Find out what services are free and what
services cost. Whether the facility has union
employees makes a big difference sometimes in
what NACAA can do.
H. Find out what additional facilities will
be needed in addition to headquarters and
determine their availability and accessibility.
I. Observe the front desk in action.
Remember, the front desk will register the
majority of the NACAA members in attendance in
one day. Can they handle the task?
J. Observe the attitude of the employees.
Attitudes are important when the meeting is in
progress and situations that arise need to be
compromised.
K. Obtain a written contract with the
facility finally chosen with as much detail as
possible. Verbal agreements are often forgotten
by management of hotels and other facilities.
NACAA ANNUAL MEETING/PROFESSIONAL IMPROVEMENT
CONFERENCE POLICIES IN BRIEF
1. Purpose:
a) To provide professional improvement
opportunities for members as they strive to
improve the effectiveness of their respective
programs.
b) To encourage high standards of
professional performance.
c) To provide stimuli and incentive on the
part of the members to develop new methods, new
approaches, and new projects.
2. NACAA Board of Directors are responsible for
the AM/PIC. The Annual Meeting Committee is to
follow the direction of the Board.
3. Selection of AM/PIC sites:
a) NACAA Voting Delegates select location.
b) Board may present to region facts regarding AM/PIC
invitations.
4. Annual Meeting/Professional Improvement
workshop to be held under direction of the Board at
AM/PIC to insure understanding of AM/PIC policies.
AM/PIC committee for the coming year and committees
to be responsible for AM/PIC during the next three
(3) years should attend. The designated Past
President from the region where the next AM/PIC will
be held will carefully review the entire AM/PIC
policy to the group in attendance.
5. AM/PIC budget to be prepared and all bills
approved by NACAA President and be paid by NACAA
Treasurer who shall be Treasurer of the Annual
Meeting/Professional Improvement Conference.
6. Time of AM/PIC shall be divided as follows:
Speakers - 30 - 40%
Committee Reports - 20 - 30%
Entertainment - 10 - 20%
Tours - 10 - 20%
7. Commercial exhibits shall be permitted.
8. A state that will entertain an AM/PIC shall
not set up an exhibit or display unless approved by
the Board of Directors other than promotional
materials to advertise its meeting prior to the year
immediately preceding such AM/PIC.
POLICY REGARDING NACAA COMMITTEES
1. Annual Meeting/Professional Improvement
Conference Committee - to be selected from host
state and/or adjacent states.
2. Policy Committee - to be made up of active
Past NACAA Presidents. Members to be given special
assignments by Chair of particular responsibilities.
a) ECOP Liaison
b) Life Membership promotion
c) Annual Meeting advisor
3. Leadership Development and Public Policy Committee
- to consist of State Presidents with a past Board
member of NACAA as Chair. State Association Presidents
to be kept informed of NACAA policies by Committee
Chair.
4. Committees to be selected for carrying out the
following responsibilities:
Communications Scholarship Extension Programs
4-H and Youth Public Relations Program Development
Professional Training Recognition and Awards
a. The various State and Area Member
Associations to recommend a member for
each of the above committees.
b. Committees chairs to be nominated
by the NACAA Board at the Spring Board
Meeting upon recommendation by the Vice
President.
c. Members to be assigned to
committees after they have furnished
signed acceptance of willingness to
serve.
d. Chairs of committees to be selected for their
ability to serve in such capacity.
As a general policy, Chairs are to be
selected from previous Regional Vice
Chairs of the committee and generally
serve for 2 years.
(1) Member not to be appointed
Committee Chair while serving as a
Regional Vice Director.
(2) Committee Chairs shall attend
AM/PIC at which his/her appointment is
announced.
e. Planning workshop for Committee
Chairs and Vice Chairs, under the
direction of the NACAA Vice President,
shall be scheduled in the early part of
each AM/PIC. This is to give training to
the incoming Chairs and to emphasize
importance of each committee program for
the coming year.
f. Planning meeting of each committee
is to be held during each Annual
Meeting/Professional Improvement
Conference.
GENERAL GUIDELINES ON COMMITTEE WORK - NACAA
1. General
A. There are nine (9) standing committees:
Communication Extension Programs
4-H and Youth Professional Excellence
Professional Training Public Relations
Recognition and Awards Resource and Program
Development Scholarship
B. Other committees
Annual Meeting
Association Policy (membership confined to active
Past Presidents)
Life Member
Professional Improvement Committees: (may not
exist in all states)
Agronomy
Agri. Econ.
Animal Science
Forestry
Horticulture
Aquaculture/Sea Grant
Extension Development Council Committees
Public Relations and Agric Issues
Early Career Devlopment
Admin. Skills Development
Teaching and Communication
C. Chairs and Region Vice Chairs usually serve two
years.
D. How to select members to recommend for
appointments to National Committees.
1. They should want to serve on the
committee.
2. They should answer correspondence
and complete assignments promptly.
3. They should have had experience as
active and effective workers in their
State Associations.
4. Attendance at past AM/PICs
would be highly desirable and
appointees should at least attend
AM/PIC for two (2) years following
appointment.
5. National committees can
function more smoothly, if the
member you appoint is serving as
Chair of the corresponding State
Committee.
E. Recommendations of State Presidents are
very important as an aid to the NACAA Board in
selecting Regional Vice Chairs on
committees. Provide the following
information for the member being
recommended.
1. List the number of years
served on the National Committee for
which member is being recommended.
2. Offices held in State
Association.
3. Committees served on in State
Association and list of years served
as Chair.
4. National AM/PICs attended.
5. General Extension program
activities.
(State Associations might want to set
up a reference file to record this
information on the more active members,
worthy of consideration as Regional Vice
Chairs or National Committee Chairs.)
2. Communications - Very Important
A. Committees have only one
opportunity to meet as a group during
the year (at AM/PIC). The member who
serves as Chair, the members who serve
as Regional Vice Chairs, and yes, the
state representatives become very
important key people, all of them, if
committee work is to function properly.
B. The member recommended, if
appointed, as a state representative on
each of the various committees, can be a
strong or weak link in the whole chain.
Member must be willing to answer
correspondence promptly, pass
information on to State Association
members, be eager to serve.
This is a two-way street; information
must be relayed from the state to NACAA
through the Regional Vice Chairs and the
Chair.
(Review Section I-D, page 64)
3. General Procedure
A. Chairs of committees for new year meet
with committees at AM/PIC.
B. Committee determines project for the
new year ahead.
C. Project approved by Officers and
Directors of NACAA.
D. Chairs work through their Regional
Vice Chairs.
E. Regional Vice Chairs conduct work of
the committee through the state
representative in the region. (Copies of
correspondence should go to State
Presidents.)
F. During the year, Committee Chairs
prepare progress reports to keep the NACAA
Board informed on committee work. The first
report is due about January 1, and the
second report is due about April 1. The
final report on work of the committee for
the year is due six weeks before the AM/PIC
and goes to the Vice President.
4. Annual Meeting/Professional Improvement Conference
A. Committee members invited to sponsored
breakfast.
B. "Old" and "new" Chairs attend donor
dinner - public relations work with donors
of sponsored programs.
C. Committee Chairs will clear speakers
at donor-sponsored events with the NACAA
Executive Committee or President before
finalizing plans.
D. "Old" Committee Chairs report on past
year’s work at the panel discussion.
E. Committee members for the new year are
appointed by vote of delegates during the
Annual Meeting (new committee takes over
right after the AM/PIC).
F. Committee Chair for new year attend
workshop for Chairs and conduct the
committee meeting for the new committee;
prepare a report on next year’s project for
approval of the NACAA Board at the Board
meeting the day after the AM/PIC.
THIS DOCUMENT MAY NOT BE CHANGED
WITHOUT APPROVAL OF THE INTERNAL REVENUE
SERVICE
STATEMENT OF SCHOLARSHIP PROGRAM
OF
NATIONAL ASSOCIATION OF COUNTY
AGRICULTURAL AGENTS
AND
NACAA EDUCATIONAL FOUNDATION
1. PURPOSE
The purpose of this Scholarship Program is to
maintain the high standards of Extension in public
service and education by supporting the efforts of
the National Association of County Agricultural
Agents ("NACAA") in improving the professional
knowledge and skills of Professional Cooperative
Extension Service workers (hereinafter "Agents")
working in Extension. Such purpose is to be carried
out by granting financial assistance to eligible
Agents in the form of scholarships to be applied
toward payment of costs incurred in undertaking an
approved educational course, seminar, study tour, or
similar educational program (all of which are
hereinafter referred to as "approved educational
course"). Such scholarships are intended: (1) to
improve the knowledge and skills of Agents
(individuals or groups) to whom grants are made in
order to increase their ability to educate the
public pursuant to the purposes of Extension; (2) to
benefit the public by increased knowledge in
agricultural and related matters, to be conveyed
through professionally educated Agents; and (3) to
maintain high educational standards in carrying out
the Extension program of the USDA and the State Land
Grant University Systems.
2. NOTICE OF AVAILABILITY OF SCHOLARSHIPS
In order to publicize and make known the
Scholarship Program to be carried on by this
Foundation, notice of the availability of
scholarships under this program shall be sent
annually to each NACAA member.
3. SCHOLARSHIP SELECTION COMMITTEE
A Scholarship Selection Committee shall be
appointed by the NACAA Board of Directors to
evaluate all applications for scholarships. The
committee shall be composed of a Chair, and five
other members, at least one from each Extension
region. Each member shall be appointed for a
two-year term and, to the extent feasible, on the
basis of experience and knowledge in education and
training.
4. SELECTION OF RECIPIENTS
Selection of grantees shall be made by the
Scholarship Selection Committee on an objective and
nondiscriminatory basis, based on the standards set
forth in paragraph 5, page 83, NACAA Policy Manual,
regardless of the race, creed, color, gender, or
religion of the applicant. No scholarship shall be
granted to any person, if as a result of such grant,
any member of the Scholarship Selection Committee or
National Board of NACAA, or any trustee of the
Foundation shall derive a private benefit, either
directly or indirectly.
5. STANDARDS FOR DETERMINING ELIGIBILITY OF
GRANTEES
All scholarships granted under this program shall
meet the following standards:
a) Each applicant must be a NACAA member in good
standing with their State Association for the past
two years.
b) Each applicant must have contributed at least
$40 to the NACAA Scholarship Fund or the NACAA
Educational Foundation.
c) Each applicant must describe in detail the
educational purposes of the requested grant, how
such educational course will improve the competency
of the applicant as an Extension professional, and
the educational costs for which the grant is
requested.
d) Each application must be signed, signifying
approval, by the State Extension Director.
e) Each application must be submitted to the
Scholarship Selection Committee by June 1.
6. STANDARDS AND PROCEDURE IN GRANTING
SCHOLARSHIPS
a) The amount and number of scholarships shall be
recommended annually by the Scholarship Selection
Committee and approved by the Trustees of the
Foundation. No scholarship shall exceed $1,000 per
person, except as may be determined by the Trustees
of the Foundation in unusual circumstances.
Scholarships are not continuing or renewable.
b) Scholarships may be awarded for undertaking an
individual or group-approved educational course,
which may involve an advance degree, graduate
credit, study tour, educational seminar, research,
or other specialized training program. Scholarships
shall be awarded in accordance with the purposes
stated in Section 1 of this statement.
c) Scholarship payments will not be made until 30
days prior to beginning the approved educational
course. It is the grantee’s responsibility to advise
the Scholarship Committee of the date that the
approved educational course is to begin.
d) The approved educational course (1) must start
within one year or by the next Annual
Meeting/Professional Improvement Conference of the
NACAA following the Annual Meeting/Professional
Improvement Conference at which the award is made,
and (2) cannot be initiated before the application
is approved by the Scholarship Selection Committee.
e) Grantees shall be named at the annual
Meeting/Professional Improvement Conference of the
NACAA.
7. SUPERVISION AND RECORDS
a) Each grantee must file a written report with
the national Chair of the Scholarship Selection
Committee within 30 days after the completion of the
approved educational course for which the award was
made. Such reports shall be reviewed by at least one
member of the Scholarship Committee.
b) Where any of the reports described in
paragraph 7 (a) indicate that the scholarship
proceeds are not being used in furtherance of the
required educational purposes, the Scholarship
Selection Committee shall make an appropriate
investigation into this matter. If such proceeds
have been used for improper purposes, no further
scholarship awards may be made to such grantee
(regardless of whether the impropriety is corrected)
and the Scholarship Selection Committee shall take
all necessary and appropriate action to obtain
repayment of the scholarship funds which have been
issued.
c) The Scholarship Selection Committee shall
maintain and retain records and files with regard to
the Scholarship Program. Such records shall include:
1) All information secured to evaluate
the qualification of all applicants for
scholarships under this Scholarship Program.
2) Identification of scholarship
grantees.
3) Specification of the amount and
purpose of each scholarship.
All information pertaining to supervision of each
grantee, as set forth in paragraphs (a) and (b) above.
INDIVIDUAL OR GROUP
NACAA SCHOLARSHIP APPLICATION FORM
(Please type or print - Answer items 1,2,3 on
additional page)
Name* Social Security No.*
Yrs. NACAA Yrs. in
Mail Address* Member* Extension*
City State Zip
Present Position Years in Same
Previous Extension Positions**
Do you (member or group) expect to return to
Extension position for two (2) years after training is
completed? YES ( ) NO ( )
Has applicant (group members) contributed $40 each to
National Scholarship Fund?
YES ( ) NO ( )
1. Give previous training beyond Bachelors Degree
such as advanced degrees, graduate credits, or other
specialized training.
2. Describe in detail your plan for training
(sponsoring institution, location, courses, dates,
and tour itinerary).
3. State how this training will help increase
your competency as an Extension worker.
4. Finances: Tuition, fees, books, supplies,
travel, lodging, meals, etc.
a) Estimated cost of training $
(attach details)
b) Amount to be received from other
sources such as full or part salary,
assistantship, expense account, etc. $
c) Amount requested from NACAA Foundation
$
d) Approximate starting date of course or
tour.
My signature verifies that (I am) (we are) paid-up
member(s) of the State Association and NACAA and have
read the criteria and other rules governing scholarship
selection and certify that this entry meets all the
requirements. I further certify that I (we) are not
related to any member of the Scholarship Selection
Committee, the NACAA Officers, or Board of Directors, or
any Trustee of the NACAA Educational Foundation and that
no member of above said Committees, Officers, Directors,
Trustees shall derive a private benefit, either directly
or indirectly.
Signature of Applicant (Group Leader) Date
Application Approved by State Scholarship Chair
Application Approved by State President
Application Approved by State Extension Director
Scholarship application is to mailed to: Chair, State
Scholarship Committee.
Application Deadline: March 15
* All tour members must meet criteria for individual
recipient and must be listed.
* Not applicable for group tours.
CRITERIA FOR AWARDING SCHOLARSHIPS
1. Must be an active NACAA member in good
standing for the past two (2) years.
2. Application must carry signature of State
Association President, State Scholarship Chairman,
and State Extension Director.
3. Each participant must have contributed at
least $40 to the NACAA Scholarship Fund. (If one
person within a group has not paid $40, it
disqualifies entire group.)
4. Study must start within one (1) year or by the
next AM/PIC following the AM/PIC at which the award
is made.
5. Must describe in detail the training and how
it will help improve the competency of the Extension
professional.
6. Award is for individual or group professional
improvement which may include advanced degrees,
graduate credits, tours, seminars, research, or
other specialized training.
7. Maximum scholarship per member is $1000.
8. Study or training cannot be completed before
application is approved by the Trustees, NACAA
Educational Foundation.
9. Scholarship funds will not be awarded until 30
days prior to study or training begins. It is the
recipient’s responsibility to advise the National
Scholarship Committee Chair of impending date.
10. Report must be made to National Scholarship
Chair within 30 days after the training is
completed.
11. Recipients will be selected by the
Scholarship Selection Committee with the final
approval by the Trustees, NACAA Educational
Foundation.
12. No scholarship will be awarded a person, if
as a result of such grant, any member of the
Scholarship Selection Committee, National Board of
NACAA, or any Trustee of the Foundation shall derive
a private benefit, either directly or indirectly.
13. Application deadline is March 15. Recipients
will be announced at the AM/PIC.
RECOGNITION AND AWARDS
A PURPOSE:
The NACAA Recognition and Awards Committee
shall be in charge of two awards programs. They
shall administer, with the approval of the Board
of Directors, the selection and presentation of
the Distinguished Service Award and the
Achievement Award.
1. The Distinguished Service Award shall
be presented to members who have served at
least 10 years as a member of the
Cooperative Extension Service, who have
conducted outstanding programs, are held in
high esteem by their fellow workers, and are
approved by the State Director of Extension.
They must be members of their State and
National Associations the year that they are
selected. States are allocated DSAs based on
each state’s membership as of March 15 of
the previous year. Each state is entitled to
DSAs based on 2% of its membership or major
fraction thereof. No unfilled quotas can be
carried over and applied to future quotas.
DSA recipients are required to attend the
AM/PIC.
Members
DSAs
1 - 75 1
76 - 125 2
126 - 175 3
176 - 225 4
226 - 275 5
276 - 325 6
326 - 375 7
376 - 425 8
426 - 475 9
2 The Achievement Award shall be awarded
to Agents with less than 10 years service in
the Cooperative Extension Service who have
exhibited excellence in the field of
professional Extension. Nominees must be
members of the State and National
Associations the year that they receive the
award and have the approval of their state
Extension Director. A quota (established by
Board action April, 1992 to begin in 1993)
shall be 1% or fraction thereof of the
state’s membership with a minimum of one
agent per state. No unfilled quotas can be
carried over and applied to future quotas.
B RESPONSIBILITIES
Chair
1. Shall prepare and mail to the Regional
Vice Chairs eligibility procedure and report
forms in sufficient quantity to supply the
states in their region, information
concerning the Distinguished Service Award
and the Achievement Award.
2. Check for accuracy, individual forms
as they are received from the Vice Chairs.
3. Check with the NACAA Treasurer to be
sure that all nominees are in good standing.
4. Contact each nominee regarding their
attendance at the Annual
Meeting/Professional Improvement Conference
(breakfast and banquet) to receive their
award. Also check on correct spelling of
name to be used on certificates.
5. Check with ES/USDA for names of NACAA
members receiving USDA honors.
6. Obtain certificates and arrange to
have the names engraved on the certificates.
7. Purchase frames and mount
certificates.
8. Arrange for the Awards Breakfast.
a) Check with NACAA
President-Elect regarding a donor
for the Awards Breakfast and DSA tie
tacks.
b) Work with donor and Annual
Meeting Committee Chair or his
designate in planning details for
the breakfast (price, menu,
location, etc.). Obtain printing bid
for the Breakfast Brochure and
submit to the NACAA President for
approval.
ELIGIBILITY REQUIREMENTS
FOR
NACAA DISTINGUISHED SERVICE AWARDS
The Nominee
1. Shall have served a total of at least 10 years
with outstanding service as a member of the
Cooperative Extension Service. Must be a
member of the NACAA when selected. The
cut-off date for determining years of service is
March 15 of the current year. Exception: Specialists
of others who have only recently been accepted by
their State Association must have 10 years or more
Extension work experience and been a state member
since membership became available in this person’s
state.
2. Should have worked out and put into effect an
effective Extension program which includes carrying
to completion some constructive and outstanding
work. Be specific. Military duties, church work,
and civic activities do not apply.
3. Shall be actively interested in the
improvement of the Cooperative Extension profession.
Should participate in the affairs of the State
Association and constructively support its programs.
4. Should have studied some specific Extension
subject by group study, correspondence, university
residence study, or should have pursued some other
means to improve his/her abilities.
5. Must have the recommendation of the State
Extension Director.
6. Must be a member who will attend the National
Meeting/Professional Improvement Conference.
General Requirements:
1. Nominations are limited to 2% and/or major
fraction thereof, of the membership of each state.
This will be based on the membership paid the NACAA
Treasurer on March 15 of the previous year.
2. Each State (or district) Association may
nominate one nominee, irrespective of number of
Agents.
3. A State Association is not required to make a
nomination.
4. Recognition and Awards Committee of the NACAA
must give the final approval on all nominees for
awards to be made at the Annual Meeting/Professional
Improvement Conference each year. No publicity
should be given to state Extension Directors.
5. All information should be in the hands of the
National Chair of the Recognition and Awards
Committee not later than the deadline set by
National Committee Chair each year.
ELIGIBILITY REQUIREMENTS
FOR
NACAA ACHIEVEMENT AWARDS
Purpose
:
The purpose of the Achievement Award
Program is to encourage and recognize
excellence in thefield of professional
Extension for members with less than 10
years of service.
Selection: Each year, each State
Recognition and Awards Committee may
submit the name of one memberagent for
the NACAA award. A nomination form is
available from the National Recognition
and Awards Committee Chair. All winners
must be approved by their State
Extension Director. Winners will be
submitted at the same time as DSA
nominees. Must be a member of NACAA when
selected.
Recognition: A Certificate of Achievement will be
presented by NACAA to each state winner during the
Regional Meetings and the Annual
Meeting/Professional Improvement
Conference of NACAA. All names will also
be listed in the DSA Brochure.
Note: NACAA urges Sate
Associations to recognize their state
winners at the State Annual Meetingand
encourage winner (financially, if
possible) to attend the National
Meeting. Please forward winner’s
nomination sheet to the National Chair
Recognition and Awards Committee along
with DSA nominees.
NOMINATION SHEET FOR NACAA ACHIEVEMENT AWARD
NOMINEE
Years of Service
MAILING State
ADDRESS
ZIP Date
1. List nominee’s major project, size and scope:
2. Purpose of the major project:
3. Planning methods used and who was involved:
4. Length of time from planning to completion of
the project:
5. Extension methods used in carrying out the
project:
6. Results or evaluation of the above project as
seen at the county level or beyond:
7. What influence did this project have on the
image of Extension?
8. Nominee’s contribution to the success of this
major project:
9. Other comments about the Agent’s total
program:
10. If nominee had a well-rounded program rather
than one major project of note, describe total
program and its scope as best you can:
11. I nominate because (remarks):
Signature of Nominator Signature of Extension
Director
CORRESPONDENCE INSTRUCTIONS FOR NACAA
Use titles at all times when writing NACAA members.
Letters to NACAA Officers
1. Send copies of the letter written to NACAA
President, President-Elect, Vice President, and
vice versa.
Letters to Regional Directors
1. Send copies to NACAA President,
President-Elect, and Vice President.
Letters to Vice Regional Directors
1. Send copies to National Officers and
Regional Directors in region the Vice
Director is in.
Letters to National Committee Chairs
1. Send copies of the letters to the Vice
President
Letters to National Committee Vice Chairs
1. Send copies of the letters to the Vice
President
2. Send copies to the National Committee
Chair.
Letters to State Committee Chairs
1. Send copy to Vice President and
National Committee Chair.
Letters to State Association President
1. Send copies to NACAA President,
President-Elect, and Vice President.
2. Regional Director and Vice Director in
the region the State Association is located.
Letters to people outside NACAA
1. Send copy to President,
President-Elect and Vice President.
THE COUNTY AGENT
MAGAZINE
The County Agent is published six (6)
times per year (Feb., Apr., June, Aug., Oct., and Dec.).
Some of the suggestions listed below may be of help in
improving the quality, readability and circulation of
The County Agent.
1. When a member has a change of address,
the individual should notify the secretary
of their State Association or their state
address coordinator. The address change
should be forwarded to the NACAA treasurer
on forms provided by the NACAA treasurer.
2. The state secretary-treasurer should
make a concentrated effort to be sure that
each mailing address of each state member is
correct when forwarded to the NACAA
treasurer.
3. News articles are welcome from all
states. The article should carry a suggested
heading, be typewritten and double-spaced on
heavy paper for the printer.
4. Good pictures that are clean
and clear, preferably 5" x 7", may be used
at all times. People should be grouped so
that the picture may be "cropped". The
description under pictures should definitely
carry the name of the state as well as all
news articles.
5. News stories may cover information
dealing with the state association, the
Cooperative Extension Service in relation to
the NACAA or stories that may be of
educational value to members throughout the
Unites States.
6. Recognize our Life Members: special
stories often bring old friends together.
7. Agribusiness and county agent stories
with good pictures are always of value.
8. When a member does not receive
The County Agent, it may be due to
an incorrect or incomplete address.
Sometimes it is due to states holding
membership for an extended period.
Therefore, please have your state
secretary-treasurer mail dues early in the
year (after January) and certainly by March
15.
9. NACAA members should be aware that
three copies of The County Agent
magazine are provided free with each state
association deciding who should receive
complimentary copies in their state.
STATE ADDRESS COORDINATOR
It is of the utmost importance that each state have
an address coordinator to maintain a correct updated
membership list, including Life Members. The state
address coordinator must work closely with the NACAA
treasurer and promptly forward all address and status
changes (including deaths, life members, etc.).
In many states, the secretary or another state
officer might be the address coordinator, but in most
states the office of address coordinator should be a
position with no other association responsibilities and
be for a term of five (5) years or more. It is vital
that every state strive to keep their membership list
current and up-to-date, that the NACAA treasurer be
advised on the proper forms of all changes as they
occur, and that members’ names and complete addresses be
forwarded as dues are paid.
An effective state address coordinator may be of
great value to the state organization by:
1. Executing membership forms for the
state secretary;
2. Providing state committee chairs with
addressed envelopes for presenting state and
NACAA programs;
3. Creating and maintaining accurate
records for all needs.
OBITUARIES
At the death of a current Board member, Committee
Chair, Committee Vice Chair, and a past National
officer, a picture and brief report of the passing will
be printed in The County Agent.
he name, state, and pertinent information concerning
the death of a member should be forwarded to the Editor
of The County Agent.
State Presidents are encouraged to assist in
implementing this policy.
GUIDELINES AND RESPONSIBILITIES FOR
SECRETARIES
OF STATE ASSOCIATIONS AFFILIATED WITH THE NACAA
State Secretaries are responsible to provide the
NACAA changes in offices in their state association.
State Secretaries’ communication with NACAA should be
with the National Secretary.
Officer Changes:
Since each state elects new officers at different
times of the year, it is the responsibility of the State
Secretary to notify the NACAA Secretary as soon as the
state elects new officers.
1. Officers that should be reported to
the NACAA Secretary include the following:
President
President Elect
Vice President
Secretary
Treasurer
Address Coordinator
2. Include names, office address, city
and zip code, office phone, fax number and
e-mail address.
3. Indicate the date the new officers
will assume the new office and when their
terms will end. (This provides the NACAA
secretary knowledge of when your state’s
officers will change again.)
4. At any time if positions, addresses,
or phone numbers change for officers, the
state secretary should notify the NACAA
secretary.
Voting Delegates
Each year approximately 60 days before the next NACAA
Annual Meeting/Professional Improvement Conference, the
NACAA Secretary will request a list of voting delegates
and alternates for the Annual Meeting. The number of
voting delegates each state is allowed is based on your
state’s membership on March 15 of the year of the Annual
Meeting/Professional Improvement Conference.
State Secretaries should work with their state
officers to select voting delegates prior to time the
NACAA Secretary requests the information. Information
needed includes: name, address, city, zip code, phone
number, fax number and e-mail address (if available).
REGIONAL OFFICERS’ WORKSHOP
Objectives:
1. To increase Agents’ knowledge of
current activities designed to increase
support for Extension on the state and
federal level.
2. To increase Agents’ effectiveness in
supporting lay leaders as they contact
decision makers on the county, state, and
federal level to gain support for
Cooperative Extension.
3. To further define the role of the
agent and the Agents’ Associations as they
work in concert with ECOP and state
Extension administration in the area of
legislative support.
Meeting Outline:
First Day
8:30 a.m. - noon Individual meeting of National
Association
12:00 - 2:00 . Joint Luncheon. Representatives from
USDA/ES and ECOP make presentations.
2:00 - 5:00 Individual meeting of National
Associations
6:00 Social Hour
7:00 Joint Dinner
Second Day
7:00 a.m. - 9:00 Joint Breakfast - the four National
Presidents speak
9:00 - noon Individual meetings of National
Associations
12:00 Workshop adjourn
Responsibilities:
One Association will have overall
responsibility for all four regional workshops
in a given year. The rotation will begin in 1980
with NAE4-HA and be followed by NAEHE in 1981,
NACAA in 1982, NAE4-HA in 1983, etc.; 1999
Agriculture, 2000 ESP and 2001 4-H.
The National President of the host
Association will secure speakers for the first
joint session in all four regions. Contacts will
be made with ECOP Chair and liaison
representatives of USDA/ES.
Regional Director(s) of host Association has the
following responsibilities:
1. By October 1, secure motel, meal,
hospitality, and meeting room facilities.
2. By December 1, send information to
Regional Directors of all three
Associations, Epsilon Sigma Phi, National
Association Presidents and State Director in
host state.
3. Reservations from all participants
should be received at least two weeks prior
to workshop. Registration fees may be
collected in advance or at time of workshop.
4. After deadline, send list of all
registered participants to Regional
Directors and National Presidents of other
three professional associations.
5. In cooperation with other Directors at
the workshop, make recommendations for site
of next meeting.
Directors from other Associations will be responsible
for the following:
1. Send out notices to State Presidents
and Officers of your Association. Invite
others as determined by your Association.
2. Plan agenda for separate Association
meetings.
3. Send list of facilities and equipment
needed for separate Association meetings to
Director-in-charge.
4. Assist Regional Director-in-charge as
requested.
Meeting Dates
Dates will be determined at the Spring
Meeting of the ECOP Joint Committee of Extension
Professionals.
NACAA MATERIALS
1. Professional Association brochure
(Treasurer)
2. NACAA and County Agent promotional brochure
(Secretary)
3. Code of Ethics (Treasurer)
4. Bylaws and Duties - Policy Chair
5. Duties of NACAA Officers and Directors -
Policy Chair
6. NACAA Committee Duties - Policy Chair
7. NACAA Policy - Policy Chair
8. NACAA Handbook, State Handbook (For State
Presidents and Secretaries). Available from NACAA
Secretary. These handbooks should be rotated within
the state to minimize preparation costs.
9. NACAA Public Relations Items
Items available may include:
The County Agent promotional items and
paraphernalia are available from a sales booth at
the Annual Meeting/Professional Improvement
Conference. Items available include tie tacks, lapel
pins, money clips, belt buckle, replacement DSA and
SQUANTO pins, embroidered caps, embroidered
T-shirts, NACAA emblems, decals, and other assorted
items.
10. Your Career as an Extension Agent -
Miscellaneous Publication #972 - Revised 1971
Order from: US Department of Agriculture
Extension Service
Washington, DC 20250
NACAA
SERVICE TO AMERICAN AGRICULTURE AWARD
Purpose: To recognize a US
Citizen who has made a major
contribution to American/World
Agriculture and is recognized by peers
and the general public.
1. The award will rotate by
NACAA regions and should be
limited to one individual per
year.
2. Recipient will be from the
region that hosts the Annual
Meeting/Professional Improvement
Conference. The 1997 recipient
will be from the Northeast
Region. Rotation will be
Northeast, Western, North
Central, Southern.
3. The nominee may be a
public official, lay leader, or
other professional individual
who has made a significant
contribution to American and/or
World agriculture including, but
not limited to, the Cooperative
Extension Service and/or
Research.
4. Nominations may be made by
any member of NACAA and are
encouraged to be made through
State Associations, but not
limited to such.
5. All nominees must be
approved by his/her State County
Agricultural Agent Association
President and State Extension
Director.
6. Entries are due by March
15, and should be forwarded to
NACAA Vice President.
7. State Association
Presidents in region of current
year Annual Meeting/Professional
Improvement Conference should be
especially encouraged to make
nominations by deadline.
8. The recipient of the
current year award should be so
identified by the conclusion of
the Spring Board Meeting.
9. Recipient is expected to
attend the Annual
Meeting/Professional Improvement
Conference of NACAA. NACAA
President is encouraged to
involve the current year
recipient in prominent position
on the Annual
Meeting/Professional Improvement
Conference program.
10. The presentation
highlighting the contributions
and an appropriate plaque should
be made at the General Session
of NACAA.
11. The Selection Committee
will be NACAA President, Vice
President, and Regional
Directors. (President as
ex-officio and Vice President as
Chair.)
12. The Selection Committee,
under the direction of the Vice
President, should prepare
appropriate publicity for
current year recipient and
release to news media in
recipient’s home state/city.
INSTALLATION SERVICE
NATIONAL ASSOCIATION OF COUNTY AGRICULTURAL AGENTS
WE ARE
GATHERED HERE AS DELEGATES AND MEMBERS OF THE NATIONAL
ASSOCIATION OF COUNTY AGRICULTURAL AGENTS TO HONOR
COUNTY AGENTS FOR DISTINGUISHED SERVICE AND TO INSTALL
OFFICERS AND DIRECTORS FOR THE ENSUING YEAR.
THE PURPOSE OF OUR ASSOCIATION IS TO PROVIDE AND
PROMOTE OPPORTUNITIES FOR PROFESSIONAL IMPROVEMENT, AID
IN DEVELOPING THE PROFESSIONAL STATUS OF COUNTY AGENTS,
CREATE OPPORTUNITIES FOR FELLOWSHIP, AND PROVIDE FOR THE
EXCHANGE OF IDEAS AMONG ALL COUNTY AGENTS.
YOU HAVE ELECTED, BY MAJORITY VOTE OF THE DELEGATES,
OFFICERS, AND DIRECTORS WHO YOU BELIEVE WILL PROVIDE THE
NATIONAL LEADERSHIP OUR PROFESSION REQUIRES TO CARRY OUT
THE OBJECTIVES OF NACAA.
I WOULD LIKE FOR THE VICE DIRECTORS TO PLEASE STAND
AS YOUR NAME IS CALLED.
1. WESTERN REGION
2. NORTHEASTERN REGION
3. NORTH CENTRAL REGION
4. SOUTHERN REGION
5. SOUTHERN REGION
EACH OF YOU HAS A DEFINITE RESPONSIBILITY TO YOUR
REGION. LET ME URGE YOU TO FAMILIARIZE YOURSELF WITH THE
BYLAWS. LEARN ALL YOU CAN ABOUT THE OPERATION OF OUR
ASSOCIATION. COOPERATE FULLY WITH YOUR DIRECTOR AND BE
PREPARED AND READY TO ASSUME THE RESPONSIBILITY OF
LEADERSHIP, IF AND WHEN YOU BECOME DIRECTOR.
NOW WILL THE NEWLY ELECTED DIRECTORS PLEASE STEP
FORWARD AS YOUR NAME IS CALLED.
1. DIRECTOR OF THE REGION
2. DIRECTOR OF THE REGION
3. DIRECTOR OF THE REGION
4. DIRECTOR OF THE REGION
YOUR DUTIES AS DIRECTOR WILL BE TO HELP SET THE
POLICIES OF OUR ASSOCIATION. YOU ARE TO KEEP THE
MEMBERSHIP OF YOUR REGION INFORMED REGARDING THE
ACTIVITIES OF THE ASSOCIATION, KEEP IN TOUCH WITH THE
PROBLEMS OF THE MEMBERSHIP OF YOUR REGION, AND SERVE AS
A LIAISON BETWEEN THE STATE ASSOCIATIONS YOU REPRESENT
AND THE NATIONAL ASSOCIATION. YOU WILL BE EXPECTED TO
MEET WITH THE STATE ASSOCIATIONS IN YOUR REGION WHEN
REQUESTED TO DO SO, PROVIDED YOUR SCHEDULE WILL PERMIT.
WILL YOU PLEASE RAISE YOUR RIGHT HAND. DO YOU PROMISE
TO UPHOLD THE BYLAWS OF THE ASSOCIATION AND CARRY OUT
YOUR DUTIES TO THE BEST OF YOUR ABILITY?
I NOW DECLARE YOU INSTALLED AS DIRECTORS OF THE
NATIONAL ASSOCIATION OF COUNTY AGRICULTURAL AGENTS.
WILL THE FOLLOWING HOLDOVER DIRECTORS PLEASE JOIN THE
NEWLY ELECTED DIRECTORS?
1. DIRECTOR OF THE REGION
2. DIRECTOR OF THE REGION
3. DIRECTOR OF THE REGION
I WISH TO PRESENT THE DIRECTORS OF YOUR ASSOCIATION
FOR THE ENSUING YEAR.
TO OUR INCOMING OFFICERS: YOUR FELLOW AGENTS HAVE
BOTH HONORED AND PLACED UPON YOU AN OBLIGATION. YOU ARE
ENTERING A PERIOD OF GREAT OPPORTUNITY FOR SERVICE TO
YOUR FELLOW MEMBERS. YOUR LEADERSHIP WILL INSPIRE THE
MEMBERS TO GREATER ACCOMPLISHMENTS. YOU WILL BE REQUIRED
TO PROVIDE GUIDANCE TO THE ASSOCIATION’S COMMITTEES.
YOUR CONTACTS WITH STATE AND NATIONAL EXTENSION LEADERS,
THE PUBLIC RELATIONS THAT ARE DEVELOPED WITH
ORGANIZATIONS AND INDUSTRY WILL ENABLE OUR ASSOCIATION
TO CONTINUE TO GROW IN STRENGTH AND INFLUENCE.
NOW I WILL ASK THE SIX ELECTED OFFICERS TO PLEASE
STEP FORWARD AS YOUR NAME IS CALLED.
PAST PRESIDENT,
YOU PROVIDED OUTSTANDING LEADERSHIP DURING THE PAST
YEAR, AND AS A RESULT OF THE VALUABLE EXPERIENCE, YOU
CANNOT BE RELIEVED OF RESPONSIBILITY AT THIS TIME. YOU
WILL SERVE AS A MEMBER OF EXECUTIVE COMMITTEE AND BOARD
OF DIRECTORS.
TREASURER
AS TREASURER, YOU ARE CUSTODIAN OF THE ASSOCIATION
FUNDS. YOU SHALL KEEP A FULL AND COMPLETE RECORD OF
MONIES RECEIVED AND DISBURSED, RECEIVE AND RECORD ALL
MEMBERSHIP FEES, PREPARE A MONTHLY ITEMIZED FINANCIAL
BALANCE SHEET AND MEMBERSHIP REPORT, AND KEEP THE BOOKS
IN ORDER SO THEY MAY BE AUDITED AT THE PROPER TIME.
SECRETARY
AS SECRETARY, YOURS IS ONE OF THE MOST IMPORTANT
POSITIONS IN THE ASSOCIATION. IT IS YOUR DUTY TO KEEP AN
ACCURATE AND FULL RECORD OF ALL MEETINGS HELD DURING THE
YEAR, AND TO PRESERVE THEM IN SUCH A MANNER THAT THEY
MAY AID AND SAFEGUARD THE ASSOCIATION IN THE
ACCOMPLISHMENT OF ITS TRANSACTIONS. UPON YOUR SHOULDERS
RESTS THE RESPONSIBILITY FOR KEEPING THE MEMBERSHIP
INFORMED OF THE BUSINESS OF THE ASSOCIATION.
VICE PRESIDENT
AS VICE PRESIDENT, YOU WILL BE EXPECTED TO ASSUME THE
RESPONSIBILITY FOR COMMITTEE WORK OF THIS ASSOCIATION.
IN ADDITION, YOU WILL STAND READY TO ACCEPT OTHER
ASSIGNMENTS WHICH WILL ENHANCE THE PROGRAM OF NACAA AS
THEY ARE OUTLINED BY THE BOARD OF DIRECTORS.
PRESIDENT-ELECT
YOU HAVE RENDERED VALUABLE SERVICE TO OUR PROFESSION
FOR A PERIOD OF YEARS AND NOW MEMBERS OF THIS
ASSOCIATION HAVE ELECTED YOU TO ASSUME ADDITIONAL
RESPONSIBILITIES. AS PRESIDENT-ELECT, YOU WILL SERVE ON
THE EXECUTIVE COMMITTEE OF OUR ORGANIZATION AND TAKE THE
PLACE OF OUR PRESIDENT WHENEVER THE PRESIDENT IS FORCED
TO BE ABSENT. IN ADDITION, YOU WILL ASSUME ANY OTHER
DUTIES ASSIGNED BY THE PRESIDENT OR THE BOARD OF
DIRECTORS.
PRESIDENT
OUR ASSOCIATION HAS BESTOWED UPON YOU ONE OF THE
HIGHEST HONORS THAT CAN COME TO A COUNTY AGENT AND WITH
THIS HONOR COMES MANY RESPONSIBILITIES. AS PRESIDENT,
THE RESPONSIBILITIES OF YOUR OFFICE CALL FOR A PERSON
WHO IS A LEADER OF LEADERS. IT WILL BE YOUR
RESPONSIBILITY TO MAINTAIN THE ACTIVITIES OF THIS
ORGANIZATION AT HIGH STANDARDS AND WITHIN THE LIMITS OF
THE BYLAWS. WE ARE CONFIDENT YOU WILL REPRESENT THE
EXTENSION SERVICE EMPLOYEES OF THIS NATION IN SUCH A WAY
AS TO BRING FURTHER CREDIT TO OUR PROFESSION.
MAY YOUR YEAR OF SERVICE AS OUR LEADER BE A MEMORABLE
EXPERIENCE FOR YOU AND BRING HONOR AND RESPECT TO YOU
AND OUR ASSOCIATION.
WILL EACH OF YOU RAISE YOUR RIGHT HAND. DO YOU SWEAR
TO UPHOLD THE BYLAWS AND TO CARRY OUT THE DUTIES OF YOUR
OFFICE TO THE BEST OF YOUR ABILITY?
ON BEHALF OF THE NATIONAL ASSOCIATION OF COUNTY
AGRICULTURAL AGENTS, I NOW DECLARE YOU DULY INSTALLED AS
OFFICERS AND DIRECTORS FOR THE ENSUING YEAR.
SCHEDULE OF ROTATION
Directors and Vice Directors
1993 - 2014
North Central Region
Vice Director Director
Wisconsin - 1992 1992 - 1995
South Dakota 1993 - 1995 1996 - 1997
Illinois 1996 - 1997 1998 - 1999
Indiana 1998 - 1999 2000 - 2001
Iowa 2000 - 2001 2002 - 2003
Kansas 2002 - 2003 2004 - 2005
Michigan 2002 - 2003 2004 - 2005
Minnesota 2004 - 2005 2006 - 2007
Missouri 2006 - 2007 2008 - 2009
Nebraska 2008 - 2009 2010 - 2011
North Dakota 2010 - 2011 2012 - 2013
Ohio 2012 - 2013 2014 - 2015
South Dakota 2014 2015 2016 - 2017
Wisconsin 2016 - 2017 2018 - 2019
Northeastern Region
Vice Director Director
New Jersey, Delaware 1992 - 1993 1994 - 1995
Maryland, West Virginia 1994 - 1995 1996 - 1997
Pennsylvania 1996 - 1997 1998 - 1999
New England 1998 - 1999 2000 - 2001
New York 2000 - 2001 2002 - 2003
New Jersey, Delaware 2002 - 2003 2004 - 2005
Maryland, West Virginia 2004 - 2005 2006 - 2007
Pennsylvania 2006 - 2007 2008 - 2009
New England 2008 - 2009 2010 - 2011
New York 2011 - 2012 2012 - 2013
New Jersey, Delaware 2012 - 2013 2014 - 2015
Maryland, West Virginia 2014 - 2015 2016 - 2017
Pennsylvania 2016 -2017 2019 - 2019
SCHEDULE OF ROTATION
Southern Region
Vice Director Director
Alabama 1992 - 1994
Louisiana 1992 - 1993 1994 - 1995
Oklahoma 1993 - 1994 1995 - 1996
Tennessee 1994 - 1995 1996 - 1997
South Carolina 1995 - 1996 1997 - 1998
Georgia 1996 - 1997 1998 - 1999
Arkansas 1997 - 1998 1999 - 2000
Florida 1998 - 1999 2000 - 2001
Texas 1999 - 2000 2001 - 2002
North Carolina 2000 - 2001 2002 - 2003
Kentucky 2001 - 2002 2003 - 2004
Mississippi 2002 - 2003 2004 - 2005
Virginia 2003 - 2004 2005 - 2006
Alabama 2004 - 2005 2006 - 2007
Louisiana 2005 - 2006 2007 - 2008
Oklahoma 2006 - 2007 2008 - 2009
Tennessee 2007 - 2008 2009 - 2010
South Carolina 2008 - 2009 2010 - 2011
Georgia 2009 - 2010 2011 - 2012
Arkansas 2010 - 2011 2012 - 2013
Florida 2011 - 2012 2013 - 2014
Texas 2012 - 2013 2014 - 2015
North Carolina 2013 - 2014 2015 - 2016
Kentucky 2014 - 2015 2016 - 2017
Western Region
Vice Director Director
Oregon 1993 - 1994
California 1993 - 1994 1995 - 1996
Hawaii 1995 - 1996 1997 - 1998
Idaho 1997 - 1998 1999 - 2000
Nevada 1999 - 2000 2001 - 2002
Wyoming 2001 - 2002 2003 - 2004
New Mexico 2003 - 2004 2005 - 2006
Colorado 2005 - 2006 2007 - 2008
Utah 2007 - 2008 2009 - 2010
Montana 2009 - 2010 2011 - 2012
Arizona 2011 - 2012 2013 - 2014
Washington 2013 - 2014 2015 - 2016
Oregon 2015 - 2016 2017 - 2018
ALASKA TO PROVIDE DIRECTOR WHEN READY
