NCGA Chair and Vice Chair Orientation

1. NCGA Chair and Vice Chair Orientation December 4, 2012 Dial In Number: 877.842.5648

2. Welcome Pam Johnson, President

3. A Grassroots Organization CORN BOARD CORN CONGRESS ACTION TEAMS

4. Tough Year for Corn Growers

5. Board Actions in September • Directed staff to identify at least $300,000 in cost savings for FY 2013 • Spring Action Team and Committee meetings will be held in St. Louis in February; PPAT in DC • NCGA staff salary budget for merit-based adjustments were reduced • Priority & Policy Conference agenda changed to reduce expenses for states and NCGA • Staff to identify additional cost savings areas for FY 2013

6. Today’s Webinar for Chairs, Vice Chairs • Meeting Essentials • Administrative Procedures and Funding • Communications Support • Team Overview for FY 2013 • Questions and Answers

7. Meeting Essentials Tim Brackman, Director of Development

8. How We Do Business... • Governance & NCGA Planning Process • Teams & Committees • Structure • Responsibilities • Team Protocols • Policy

9. Our Grower Leaders Corn Congress Corn Board 127 Growers Sets Policy & Elects Board Meets twice a year Representative Body of all State Associations 15 Growers Executes Policy Responsible for all Financial Affairs Executes Association Strategic Vision Corn Action Teams & Committees 101 Growers Define and Implement Business Plan for Key Corn Issues

10. Your Role Corn Congress Corn Board 127 Growers Sets Policy & Elects Board Meets twice a year Representative Body of all State Associations 15 Growers Executes Policy Responsible for all Financial Affairs Executes Association Strategic Vision Corn Action Teams & Committees 101 Growers Define and Implement Business Plan for Key Corn Issues

11. NCGA Planning Process • Strategic Plan • Priorities • Budget & Business Plans • Program Evaluations • Policies

12. Action Teams & Committees • Team Structure • Staff and Admin Leads • Liaison Duties • Team Member Role • Expectations of Chair and Vice Chair

13. Role of Team Members • Adhere to NCGA policy and positions when speaking in public representing an Action Team or Committee • Acknowledge conflicts of interest and abstain from voting on those issues • Respect and support all majority decisions of the Action Teams or Committees • Be courteous and respectful in dealing with other Action Team or Committee members

14. Role of Team Members • Refrain from disclosing confidential information • Refer complaints to the proper level in the chain of command—first to your AT/Committee Chair • Assume proper individual stewardship of funding decisions and monitoring the Committee budget • Seek opportunities for supplemental funding for the Action Team or Committee in accordance with the “novel sources of funding” policy

15. Expectations of Team Chair and Vice Chair • Serve as the public “face” and spokesperson of team/committee • Operate at the direction of the President and be accountable to the Corn Board • Run meetings by Robert’s Rules of Order • Be a leader – provide strategic direction to the team/committee

16. Meeting Essentials Nathan Fields, Director of Biotechnology & Economic Analysis

17. Protocol: Meeting Calendar

18. Protocol: Trees • FY2013 brings 2 new paperless programs • Dropbox • Meeting materials available online (and not just email) • And, Cvent…

19. Meeting Registration via Cvent • User-friendly online registration process • Reminder emails sent via Cvent prior to the meeting • Meetings Portal for most up-to-date meeting information

20. Meeting Registration via Cvent Questions? Contact Jessica Brown at brown@ncga.com

21. Protocol: Rules & Minutes • Business meetings are open & formal • Open discussion dominates… • …it is necessary to formalize decisions and recommendations • Roll call votes • Robert’s Rules • Minutes are not a blow by blow of the meeting, it is results oriented based on agenda items

22. Policy Sam Willett, Senior Director of Public Policy

23. Resolutions Process • More time discussing substantive issues and less time on “housekeeping” changes • More time for states to review resolutions proposed by Action Teams & Committees • Access to proposed state resolutions • Tracking of changes between multiple versions of Policy Book • Decrease confusion on resolution considered • Historical information on resolutions

24. Resolutions Process Improvements • More time discussing substantive issues and less time on “housekeeping” changes • Solution: • Consent list of resolutions • Association Relations Committee review proposed resolutions in advance of P&P and Corn Congress • States may request removal of a resolution from Consent List

25. Resolutions Process Improvements • More time for states to review resolutions proposed by Action Teams & Committees • Solution: • Action Teams requested to review resolutions no later than the December Action Team meetings

26. Resolutions Process Improvements • Enhanced access to proposed state resolutions • Solution: • States requested to provide proposed resolutions before December Action Team meetings • Distribute “resolutions update” periodically, December thru March, with resolutions received

27. Resolutions Process Improvements • Tracking of changes between multiple versions of Policy Book • Solution: • Keep same page numbers on all document versions from December through March

28. Resolutions Process Improvements • Decrease confusion on resolutions to be considered • Solution: • When 3 or more resolutions with the same number, use special designator following number • For example: • If current #7 and two new proposed #7s, then use 7-ORIGINAL, 7-PROPOSED-A, and 7-PROPOSED-B on screen

29. Resolutions Process Improvements • Historical information on resolutions • Solution: • Staff to maintain background document with states and dates for reference if necessary

30. Collaborative Setting of Goals and Priorities • State Presidents Submit Goals at Priority and Policy Conference for Consideration • Recommended Slate of Priorities Voted on by Corn Congress • Corn Board Takes Under Advisement Proposed Ranking of Priorities and determines final priorities for next fiscal year • Process serves to focus NCGA budget and business plans on priorities • Primary focus on allocation of resources – staff and grower time, money • Flexibility for Corn Board to address new priorities that arise with emerging issues in the short term

31. Resolutions and Priorities(Know Where You Want to Go) • States > Action Teams > Priority & Policy >Corn Congress • Any questions or comments?

33. NCGA Administrative Procedures Darcy Wolf, Accounting Manager

34. Member Expense Reimbursement Personal Expense Voucher Form

35. Expense Submission • Reimbursement only for official NCGA functions or approved meetings • NCGA expense voucher with itemized receipts • Itemized receipts required for over $25 • Submit within 90 days of event and/or 30 days of end of the Fiscal Year • Trip report • One event/meeting per voucher

36. Reimbursement • Reimbursement includes: • Meals (unless provided), travel meals (no snacks) • Telephone expenses of a business nature • Full lodging, parking, tolls, taxis, tips and airfare • New: full room rate • New: official group meal functions with spouses • Reimbursement does not include • In-room movies, snack bar, gift shop charges, health club/spa fees, personal expenses, etc. • Group meals: include other NCGA diners • Exercise good judgment when dining out

37. Travel Tips • Use of personal vehicle in lieu of commercial airline reimbursed at the current IRS rate per mile ($0.555) • Total additional cost (mileage, food, incidentals) cannot surpass cost of 21-day advance airline ticket • Utilize Travel Designs, Inc. or local agent • (800) 749-7116 • Choose most economical fare • Full procedures in Operating Procedures

38. NCGA Funding Joe Hodes, Marketing Manager

39. Financial Affairs Oversight • Corn Board • Ultimate fiscal responsibility and approves NCGA budget • Finance CommitteeOversight with CEO for budgeting, accounting and auditing • Wesley Spurlock, Chairman • Martin Barbre • Anthony Bush • Lynn Chrisp • Kevin Skunes • Rodger Mansfield, Lead staff

40. Where does the money come from?

41. FY 2013 Budget Expenses Income $16.4 million $16.4 million

42. It’s YOUR Money • Over 90% of our funding comes from growers • Checkoff funds • Membership dues • Corn Yield Contest entries

43. Your Role as Steward • Be wise stewards of your team budgets • Team program funding • Team meeting/event funding • Stay up to date with team budget • Corn Board balances budget in March • Change to 50% of prior year’s funding commitment

44. Budget and Funding Calendar FY2013 • December 2011 – Corn Board set base funding for FY13 • January 2012 – Priority and Policy Conference – Organization priorities recommended by states • April 2012– Teams Submit New FY13 Budget • May 2012 – Finance Committee Review / Approval

45. Budget and Funding Calendar FY2013 • June 2012 – Corn Board Review / Approval • July 2012 – Corn Congress Presentation • September 30 – Fiscal Year 2012 Ends • October 1, 2012 – Fiscal Year 2013 Begins • March 2013– Corn Board BalancesFY 2013 Budget

46. Budget and Funding Calendar FY2014 • December 2012 – Corn Board set Base Funding for FY 2014 • January 2013 – Priority and Policy Conference – Organization priorities recommended by states • April 2013– Teams Submit New FY14 Budget • May 2013 – Finance Committee Review / Approval

47. Budget and Funding Calendar FY2014 • June 2013 – Corn Board Review / Approval • July 2013 – Corn Congress Presentation • September 30 – Fiscal Year 2013 Ends • October 1, 2013 – Fiscal Year 2014 Begins • March 2014– Corn Board BalancesFY 2014 Budget

48. Base Funding Formula • Updated yearly to reflect changes in production and revenue by state • 3-year average of states’ net checkoff collections (40% weight) • 3-year average of states’ production (60% weight) • Uses most recent numbers available

49. Your Role as Advocate • Take opportunities to inform your state about your team’s activities • Funding follows communications • Bring industry and “non-traditional” funding opportunities to your team and NCGA Development Department