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NCGA New Member Orientation

NCGA New Member Orientation. December 5, 2012 Dial In Number : 877.842.5648. Welcome Pam Johnson, President. A Grassroots Organization. CORN BOARD. CORN CONGRESS. ACTION TEAMS. Tough Year for Corn Growers. Board Actions in September.

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NCGA New Member Orientation

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  1. NCGA New Member Orientation December 5, 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 New Members • Welcome to NCGA • Administrative Procedures and Funding • Communications Support • Team Overview for FY 2013 • Questions and Answers

  7. Welcome to NCGA Tim Brackman, Director of Development

  8. What We’re About… • A National Presence • Governance • Teams & Committees • Structure • Responsibilities • Team Protocols • NCGA Planning Process • NCGA Policy Development

  9. A National Presence… 48 Organizations: 25Grower-AffiliatedState Associations 23Checkoff Boards Representing: 300,000+ Checkoff Investors 38,000+Members Nationwide

  10. 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

  11. 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

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

  24. The Resolutions Process • States > Action Teams > Priority and Policy >Corn Congress

  25. Resolutions Committee • The Committee determines what resolutions are to be submitted to Corn Congress Delegates • Priority and Policy Conference • State Grower Association Presidents • Presidents of State Checkoff Boards • Corn Board • Chairs of Action Teams

  26. Resolutions Process “Opportunities” • 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

  27. Resolutions Process Improvements • Consent List to allow more time on issues • Action Teams review resolutions at Dec. mtgs. • Resolutions distributed periodically Dec.-Mar. • Preserve page numbers for each section • Designation to identify resolution considered • Document with historical info on resolutions

  28. NCGA Administrative Procedures Darcy Wolf, Accounting Manager

  29. Member Expense Reimbursement Personal Expense Voucher Form

  30. 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 voucher per event/meeting

  31. 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

  32. 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

  33. NCGA Funding Joe Hodes, Marketing Manager

  34. 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

  35. Where does the money come from?

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

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

  38. 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

  39. Budget and Funding Calendar FY2013 • January 2012 – Priority and Policy Conference – Organization priorities recommended by states • April 2012– Teams Submit New FY13 Budget • May 2012 – Finance Committee Review / Approval

  40. 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

  41. Budget and Funding Calendar FY2014 • January 2013 – Priority and Policy Conference – Organization priorities recommended by states • April 2013– Teams Submit New FY14 Budget • May 2013 – Finance Committee Review / Approval

  42. 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

  43. 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

  44. 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

  45. 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

  46. 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

  47. 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

  48. Communications Support Ken Colombini, Communications Director

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