NACAA
COMMITTEE
MEMBERS
HANDBOOK
2006 - 2007
NACAA Committee Handbook
Table of Contents
COMMITTEE STRUCTURE & ORGANIZATIONAL CHART A
Current Structure Philosophy A-1
Organizational Chart A-3
COUNCIL DESCRIPTIONS & COMMITTEE OFFICE DUTIES B
Council Descriptions B-1
Committee Office Duties B-2
Open Positions for 2007 - 2009 B-4
EXECUTIVE PROGRAM COMMITTEE C
Executive Program Committee Description C-1
Members of NACAA Executive Program Committee C-2
PROFESSIONAL IMPROVEMENT COUNCIL D
Professional Improvement Council Description and Policy E-1
Professional Improvement Council Committees E
Aquaculture/Sea Grant E-1
Agronomy & Pest Management E-2
Ag Economics and Community Development Committee E-3
Animal Science E-5
Natural Resources E-6
Horticulture and Turfgrass E-8
Committee Membership:
Aquaculture/Sea Grant Committee Members E-10
Agronomy & Pest Management Committee Members E-10
Ag Economics and Community Development Committee Members E-11
Animal Science Committee Members E-11
Natural Resources Committee Members E-12
Horticulture and Turfgrass Committee Members E-12
EXTENSION DEVELOPMENT COUNCIL F
Extension Development Council Description and Policy F-1
Extension Development Council Committees G
Public Relations and Agriculture Issues G-1
Early Career Development G-2
Administrative Skills Development G-3
Teaching and Educational Technologies G-5
Committee Membership:
Public Relations & Agricultural Issues Committee Members G-7
Early Career Development Committee Members G-7
Administrative Skills Development Committee Members G-8
Teaching and Educational Technologies Committee Members G-8
PROGRAM RECOGNITION COUNCIL . H
Program Recognition Council Description H-1
NACAA Awards Guidelines H-1
Awards Policy for State Committee Chair Participation H-3
Program Recognition Council Committees I
Communications I-1
Extension Programs I-1
4-H and Youth I-2
Professional Excellence I-3
Public Relations I-3
Recognition and Awards I-4
Scholarship I-5
Committee Membership:
Communications Committee Members I-7
Extension Programs Committee Members I-7
4-H and Youth Committee Members I-8
Professional Excellence Committee Members I-8
Public Relations Committee Members I-9
Recognition and Awards Committee Members I-9
Scholarship Committee Members I-10
ADVISORY GROUPS J
Relationship of Advisory Groups to Subject Matter Committees……………………………………………..…J-1
LIFE MEMBERS COMMITTEE K
Committee Purpose, Responsibilities and Office Duties……………………………………………..…………K-1
Committee Membership…………………………………………………………………………….………....K-3
CALENDAR OF EVENTS…………………………………………………………………………………………...L
Calendar of Events for Officers, Councils/Committees L-1
THE COUNTY AGENT MAGAZINE……………………………………………………………………….………M
Submission Schedule for The County Agent Magazine M-1
EXPENSE REIMBURSEMENT N
NACAA Expense Reimbursement for Chairs and Vice Chairs N-1
Guidelines for Completing NACAA Expense Vouchers N-3
Reimbursement Form N-5
REPORT FORMS O
Report to Executive Program Committee O-1
NACAA Program Committee Address Sheet O-3
Report of Committee Activity O-4
NACAA Committee Budget Report Sheet O-5
Search for Excellence Award Winners Form……………………….………………………………..………….O-6
OPERATIONS P
The NACAA Committee Handbook ..P-1
Altering a Committee Name……………………………………………………………………………….…….P-1
Adding, Dissolving a Committee…………………………………………………………………….…….….…P-1
Sponsorship for Committee Activities P-2
Committee Support for the Annual Meeting and Professional Improvement Conference P-2
Electronic Communications P-
3
COMMITTEE
STRUCTURE &
ORGANIZATIONAL
CHART
A
Revised 08-17-06
COMMITTEE STRUCTURE PHILOSOPHY
Any structure should be built using a strong, broadbased, and solid foundation. This current structure for NACAA is built on three foundation blocks that are the basic components of NACAA's professional enhancement areas: Program Recognition, Extension Development, and Professional Improvement. This committee structure is also set up to be flexable allowing for the addition or deletion of committees and/or programs that best meets the needs of the membership at any given time.
NACAA Councils and their associated committees provide opportunities for NACAA members to make regional and national presentations relative to their individual work experiences. This structure provides opportunities for NACAA members to develop and implement regional and even national programs within their discipline that will meet objectives and goals contained in their annual Plan of Work (POW).
If a committee has a recommendation for a new program or a new award, the committee should draw up the recommended details including funding and submit it through their Council Chair to the Executive Program Council (EPC). The EPC members will determine under which committee and council that new program and award should be handled. This same procedure should be used if a committee is making a recommendation to drop a program or award.
The EPC recommendation will then be made to the NACAA Board for final approval before the program or award is put into place.
It is important within this committee structure that ideas, proposals, plans, and funding sources are worked out within a committee, up through including their Council and Council Chair and the Executive Program Committee before being presented to the NACAA Board. This process will allow those in the front line and most familiar with the committee’s objectives to develop programming that best meets the professional improvement needs of the NACAA membership. This mode of action will also help expedite requested action by the National Board by having the committee structure, plan and work out the details of a proposal ahead of time. Thus allowing the National Board more time to consider strategic planning and over all direction for the future of NACAA.
COUNCILS
A. Program Recognition
This council is responsible for the award based programs that have been a very traditional part of NACAA. Members can enter competitive contests that highlight the following areas: Communications, Extension Programs, 4H & Youth, Professional Excellence, Public Relations, Recognition and Awards, and Scholarship. As new competitive awards programs are introduced they would be placed under this council. All programs in this component are expected to identify sponsors and secure adequate funding to operate each award activity. Where possible the sponsor's funding should include all committee expenses.
B. Extension Development
This council is designed to enhance NACAA members in the area of general Extension training. One common thread among members is the fact that we are all Extension Agents/Educators. Therefore it is imperative that the NACAA organization strengthen and continue to offer training in how to become a better extension professional. This is the one area that effectively separates NACAA from other subject specific professional organizations. These subareas are not subject matter specific, but rather cover broad, general extension related topics that focus on the following: Public Relations and Agriculture Issues, Early Career Development, Administration Skill Development, and Teaching and Educational Technologies. Each of these broad headings is a committee under this council.
C. Professional Improvement
NACAA members have a need for opportunities to present and receive specific subject matter information. This council is designed to fulfill NACAA’s mission: "... to further the professional improvement of our members...", as written in the NACAA mission statement. This area is devoted to enhancing the opportunities for NACAA members to become more knowledgeable and competent in subject matter areas in which they work. Examples of training activities that might be included within this category include: discussion groups, seminars, refereed papers, demonstration sharing, study tours, and interstate//international exchanges.
Six broad, fundamental subject matter areas have been identified that would encompass the vast majority of work done by Extension agents/educators across the country. That list includes: Agronomy & Pest Management, Agricultural Economics and Community Development, Animal Science, Natural Resources, Environmental Horticulture, and Aquaculture/Sea Grant. Each of these six broad subject matter areas comprise a Committee. Additional committee categories can be added in the future or existing areas modified to better meet the needs of NACAA members. Each of these broad subject matter committees may have numerous advisory groups beneath it as are deemed necessary. Examples of advisory groups under the Animal Science Committee might include: Range/Pasture Management, BioTechnology in Livestock, Beef Nutrition, Dairy Breeding, Swine Genetics, Rotational Grazing, Animal Waste Management. This short list is not meant to be all inclusive.
NACAA Structure
COMMITTEE &
COUNCIL DESCRIPTIONS
OFFICE DUTIES
B
Revised 01-01-00
COMMITTEE AND COUNCIL DESCRIPTIONS AND OFFICE DUTIES
Councils:
- Members on the Councils shall be made up from the respective Program Committee Chairs
- Members should continually look for national opportunities for Committee activities
- Members serve on the council as long as they are chair of their respective Program Committee
- Members should keep other Council members aware of concerns identified within individual Program Committees and recognize opportunities to create networks where Program Committees with mutual concerns can work together
- Members should recommend to the Executive Program Committee when to add additional Program Committees or remove nonfunctional Program Committees. Decisions will be forwarded to the NACAA Board for final action
- Members should monitor funding resources and be sensitive to existing NACAA and/or Host State AM/PIC sponsors
- Members should forward reports, evaluations, financial needs of activities to the Executive Program Committee
- Members should maintain an historical data base on activities and resources of programs being carried out, identify exchange opportunities for members, serve as a clearing house for information
- To assist NACAA members relative to job opportunities, tours, or exchanges on a national or international level
Council Chair:
- Nominations for Council Chair will be made by the Vice President with input from the Regional Directors and approved by the NACAA Board.
- Council Chairs will represent their respective groups on the Executive Program Committee
- Council Chairs will conduct and facilitate Council meetings
- Council Chairs will serve three year terms on a rotating basis, with present terms expiring as follows:
Program Recognition Council 2007
Extension Development Council 2008
Professional Improvement Council 2009
- Will solicit nominations for Program Committee Chairs and forward them to the Vice President. The Vice President will obtain input from the Regional Directors and Council Chairs and approval of Program Committee Chairs will be made by the NACAA Board
Program Committee Chairs: Approved: Pre-Board 2002
- Nominations for Program Committee Chairs should be made by the Vice President with input from the Council Chairs and Regional Directors to be approved by the NACAA Board at the Spring Board meeting.
- For the Professional Improvement Council and Extension Development Council Committees only:
· After confirmation by the NACAA Board, these two Council Chairs will contact their respective newly appointed regional Vice Chairs concerning application for the position of National Committee Chair.
· Any regional Vice Chair that desires to be considered for the National Committee Chair position will submit a completed application form to their respective Council Chair. The Council Chair will review the applications and after consultation with the Vice President will make a recommendation to the NACAA Board for appointment of National Chairs to be confirmed at the Pre-AM/PIC Board Meeting.
· National Chairs under these two Councils serve a one year term. An individual can be re-appointed for a second year, but can serve only two consecutive terms as committee chair. However, an individual is eligible to serve again as committee chair after stepping down for a least one year. A member who retains membership on a committee is eligible for additional opportunities to serve as Chair. The Committee Chair can request a Vice Chair to represent the Chair in the event that Chair is unable to attend a particular function.
- Represent Program Committees on the Council
- Conduct Program Committee meetings
- Forward reports to the Council Chair
- Maintain a historical data base of resources for all committee activities for future use
Program Committee Regional Vice Chairs:
- Regional Vice Chair nominees will be selected after consultation between the Vice President and respective Council Chairs and will be presented to the NACAA Board at their Spring meeting for confirmation.
- Vice-Chairs can serve a maximum two consecutive two-year terms
Program Committees:
- Composed of one representative per region. The chair will be selected annually as stated under Program Committee Chairs, letter A, on page B-1.
- Committee Members serve two year terms that can be renewable.
- Represent the interests and concerns of the Advisory Groups within their Region
- Encourage participation in Advisory Group activities
- Review, expand, and establish networks for the proposals and/or plans among various Advisory Groups within their Region and coordinate those efforts
- Recognize the need to add new Committees or remove nonfunctional Committees as the need arises
- Develop suggestions for funding resources necessary for Advisory Group activities
- Maintain a file/data base of programs and resources initiated by Advisory Groups
- Prepare annual reports/evaluations on Advisory Groups' activities
- Solicit members to present papers, lead discussion groups, or presentations at the AM/PIC
- Assist NACAA members to see how specific issues can relate to one or more committee activities; ie. Water Quality, 4H Youth, IPM, or Leadership Development
Advisory Groups:
- Members should have a desire to obtain and share specific information to resolve specific concerns, questions, or technology advances
- Membership can be varied without regard to any criteria or geographic areas; i.e. Extension Agents, Researchers, Life Members
- Membership should be fluid and have no defined term limits
- Create a network among NACAA members for the improved exchange of ideas, technology or production tips and this information should be forwarded to the Regional Program Representative
- Submit an evaluation summary of the groups activities and these will be forwarded to the Regional Program Representatives at the Committee level
- Secure funding for program ideas, if additional resources are needed, forward requests through regular channels
- Members should have an interest in a specific commodity or work area; i.e. Agronomy, Beef Cow-Calf, Cotton, Nutrient Management on High Water Table Soils, Safety Issues.
OPEN COMMITTEE CHAIR AND VICE CHAIR POSITIONS – 2007 - 2009
Application/nomination forms will be available shortly after January 1, 2007 and will be due March 1, 2007. Application/nomination forms can be found on the NACAA web site and should be sent to the respective Council Chair under which the opening will exist. All positions are two year terms, except Council Chair (three year term). Appointments will be made at the Spring Board Meeting.
PROFESSIONAL IMPROVEMENT COUNCIL
Agronomy & Pest Management
Southern
Western
Agricultural Economics & Community Development
Northeast
Western
Animal Science
Southern
North Central
Natural Resources
Southern
Western
Horticulture & Turf Grass
Northeast
North Central
Aquaculture/Sea Grant
Northeast
North Central
EXTENSION DEVELOPMENT COUNCIL
Public Relations and Agricultural Issues
Southern
Western
Early Career Development
Northeast
North Central