Purpose and Values The National Agri-Marketing Association (NAMA) serves the food and fiber industry, focusing on our members' professional development by providing access to solutions and opportunities in agribusiness.
By participating in NAMA, members gain knowledge, skills and contacts that help individuals and organizations meet business challenges and capitalize on opportunities.
Knowledge - NAMA provides learning opportunities through the exploration and exchange of ideas and information.
Skills - NAMA offers skill development opportunities through involvement in specialized programs and leadership positions.
Contacts - NAMA facilitates opportunities to make business contacts, including the development of relationships, networks and sources. Planning for the FutureAs a member-driven organization, NAMA relies on input and direction from chapter and national leaders to guide future program development.
Planning for the Future As a member-driven organization, NAMA relies on input and direction from chapter and national leaders to guide future program development.
Chapters -- Chapter leaders have the most direct contact with members and provide valuable input on the needs, interests, and challenges faced by members. Chapter presidents serve on the National Board of Directors where they can funnel member input.
Committees -- National committees have the primary responsibility for planning and execution of NAMA programs. Feedback from committee leaders is gathered by the Executive Committee and evaluated for future program direction. National committee chairs and vice chairs serve on the National Board of Directors.
Executive Committee -- The Executive Committee has the key responsibility of evaluating current programs, assessing member interest and needs, and recommending future direction for the organization. Input from chapter, board and committee leaders is vital for the work of the committee.
Board of Directors -- The National Board of Directors has the ultimate responsibility for approval of all allocation of resources, short and long-term strategic planning, and direction of the organization. The Board relies heavily on the Executive Committee for input and recommendations.
The Role of the Chapter President Job Description This is the top leader position at the local chapter level. A chapter president should be prepared to lead, motivate, organize and build NAMA enthusiasm. This individual should focus on NAMA’s Statement of Purpose & Values and its Strategic Plan, while delegating and implementing chapter plans and activities. The president will schedule and conduct board meetings at regular intervals and will be the spokesperson for NAMA in their local area. The chapter president is responsible for conducting regularly scheduled program meetings of the membership and serves as the program host for members and guests. Responsibilities
Determine other officers and committee chairs for the new NAMA year which runs from April through March. This is to be completed no later than 6 weeks preceding the annual Agri-Marketing Conference. After all positions are filled, the president should create a roster or listing of chapter officers and committee chairs. This list should be completed by April 1 and sent to the NAMA office, as well as to local board members.
Hold a planning meeting in the summer to establish goals for the year and to reiterate responsibilities to each individual. The second planning meeting to be scheduled (as necessary) in July or August will be to finalize plans, themes and time lines.
Communicate the local chapter’s plan and goals to the membership. This can be accomplished via newsletter or website, as well as opening comments during the first regular program of the year (typically September).
Set a schedule for and hold regular board meetings to plan and evaluate chapter events and activities. Send reminders each month to every board member. If an officer cannot attend, request a brief written report to be sent to you prior to the meeting so that you can share status/progress with the rest of the board. Always have an agenda ready to distribute at the beginning of each meeting. Within a few days of the meeting, review minutes with the local chapter secretary to make sure all points of discussion and next steps are clear.
Work on a monthly basis with the treasurer on budgets, cash flow, expenses, etc.
Stay on top of all scheduled functions, activities and programs. Prior to an event, check with all responsible committee chairs and officers to review all details, issues, budgets, etc. Make sure that deadlines are being met with promotional mailings/emails, membership recruitment efforts, etc. Refer to the calendar and on the NAMA website for deadlines and schedules.
Work closely with the professional development chair to ensure that speakers and meeting space are secured and an agenda is created for all events. Please keep in mind that chapters with 74 or fewer members must have at least one meeting per year to stay an active chapter. Chapters with 75 or more members must have at least three meetings per year.
Promptly replace officers when needed. If someone is unable to perform duties due to workload or other commitments, offer assistance early and replace when duties cease to be performed. Inform the NAMA office as soon as possible when replacements are made.
You will be asked to submit a report to the NAMA office several times during the year. The report should review the chapter’s recent and upcoming activities and any need for help from the Executive Committee and/or NAMA Office should be identified.
As chapter president, you automatically serve on the National Board of Directors. Review the “National Board of Directors” position description. Communicate the activities of the National Board of Directors to your chapter officers and board.
Serving on the National Board of Directors Part of your responsibility as a chapter president is serving on the National Board of Directors. The primary function of the Board of Directors is to supervise and manage all of the activities and affairs of NAMA under the limitation of responsibilities as specified in the Bylaws and Standing Rules. The National Board of Directors is comprised of all chapter presidents, national committee chairs and vice chairs and the Executive Committee.
Appoint all officers and agents of NAMA and describe their duties and powers.
Approve the annual operating plan and budget of NAMA.
Approve or disapprove any petitions for chapter affiliation and the creation of councils and act on disaffiliation and dissolution.
Serve as a communications link between chapter and national programs and activities.
The National Board of Directors meets two times each year (Agri-Marketing Conference and Fall Conference). These are both meetings you should plan to attend.
Other special meetings may be called at the discretion of the national president. Proxy voting is not allowed, but a substitute may be designated to attend a meeting if the president is unable to attend.
National Board of Directors are expected to cover all expenses associated with fulfillment of their responsibilities and duties as a board member.
Dates/times for this program year’s National Board of Directors’ meetings: April 15, 2020 Sheraton San Diego Hotel& Marina, San Diego, CA (in conjunction with the Agri-Marketing Conference)
October 7, 2019 Ritz-Carlton, St. Louis, MO (in conjunction with the Fall Conference)
Planning and Running a Board Meeting Preparation is the cornerstone of a good board meeting. Your time is valuable, as is the time of each of your board members. Utilize that time to the fullest by following some basic steps to ensure that the meeting time involved has a high return on investment.
Inform those who are expected to attend your board meetings. This would include any person with a leadership role in the chapter.
Determine what the expectations are for your upcoming meeting. Developing an agenda, one that you will follow, has a lot to do with what you will ultimately accomplish at a particular meeting. Know ahead of time the informational topics to be covered, which topics are open for discussion and debate, and which topics require a formal decision. If possible, have documentation for each topic to be covered. If a decision needs to be made, include a recommendation and documentation that will allow the board to make an informed decision.
Basic housekeeping to establish for your meetings.Determine the frequency, dates, location and times of your board meetings. Get them on the board members’ calendars so that they know to schedule around them if possible.
Send out the following information a least one week prior to each meeting:
Any supporting information/recommendation for decisions to be made
Each participant is expected to review the information so that a productive, time-sensitive meeting can take place.
Determine who will be documenting the meeting. The minutes are not expected to be verbatim. They should, however, reflect decisions, assignments and action items. By maintaining an accurate record, progress can be noted and agendas for upcoming meetings will address the issues deemed important by the board.
As the chair of the meeting, it is up to you to insure that all topics on the agenda are covered. Find the balance between discussion and questions so that your full agenda will receive attention.
Ensure that all voices are heard. This is a meeting management challenge faced by anyone leading meetings. It can be done without offending or discouraging participation if we are aware of it going into the meeting. A great way to insure that you are hearing from all board members and not just one or two voices, is to get all board members involved with the workload.
While you want to insure that you cover your agenda items, be aware of items that may take more discussion time. You don’t want to interrupt discussion on important issues that require a decision.
The following part contains a sample board meeting agenda.
NAMA Chapter:_______________________________________________ Meeting Date/Location:________________________________________ Person Conducting:________________________________________________________________________________________________________
CHAPTER BOARD MEETING AGENDA I. Welcome/Introductions (Welcome everyone to the meeting and introduce new board members and guests.) II. Minutes (Consider the minutes of the previous meeting which should have been distributed prior to the meeting. If there are no corrections, deletions, or additions, the minutes can be accepted as presented without a motion and vote. Otherwise, a motion is required to amend and approve the minutes.) III. Financial (Call on the treasurer to report on the financial status of the chapter. If there are no corrections to the financial report, it can be accepted as presented without a motion and vote. Otherwise, a motion is required to amend the financial report.) IV. Reports (Call on the chairs of the committees to give reports. Have a membership and professional development/programs report at every meeting. Include other reports as activity warrants.) A. Membership - (Provide the current membership numbers. Highlight members who have not renewed and make board assignments to contact. Note new members.) B. Professional Development/Programs (Review the upcoming chapter, regional and national meeting dates, locations and program topics/speakers.) C. Other Reports (Call on representatives of other standing and special committees or board members to give an update on activities to include reminders of deadlines, etc.) V. Unfinished Business (Consider any business not completed or interrupted by the adjournment of the last meeting.) VI. New Business (Consider new business.) VII. Next Meeting (Announce the next board meeting date, time and location.) VIII. Adjourn (If there is no objection, adjourn the meeting. A motion is not necessary to adjourn the meeting if there is no objection.)
Planning, Promoting & Running a Chapter Meeting Just as preparation is essential for the board meeting, it is even more important for your chapter meeting. Chapter members want to attend an efficiently run and informative meeting. That doesn’t mean that you have to run the meeting using all the rules and formality of Parliamentary Procedure. It is necessary to be in control of the meeting, insuring that the business at hand is covered; your members are informed; and a program is in place.
Planning a Chapter Meeting The following steps are helpful to insure that your meeting is a success.
Choose your program topic.
Choose the dates of your programs - the sooner this is done the better chance you have of finding the facility you prefer. Keep in mind that hotels are very busy and have some meetings scheduled years in advance. You may also want to keep in mind that September and October are very busy months for meetings and conventions, and this may have an affect on the prices of your meeting room rental and other needs.
Choose a location and a facility.
Request a bid from each facility you select. Give them the dates you prefer for your meeting and optional dates if possible.
Let the facility know if you will be needing sleeping rooms for attendees who may come from out of town. (You may not need sleeping rooms.)
Give them the size of the meeting room you will be needing (about how many attendees will be in the room), what times you will need the room(s) and how you would like the room(s) set (i.e., banquet style, conference style, theater style, classroom style, etc.).
If you are requesting sleeping rooms, let them know a range of acceptable room rates.
Let the facility know of any food, beverage or audio visual you will be needing. If you are not sure at the time of requesting the bid, that’s okay, you can add that later.
Generally, if you have requested some sleeping rooms and/or food and beverage, there will not be a charge for the meeting room rental. Otherwise, expect to pay a nominal rental fee.
Develop an agenda to insure that you cover the information necessary and important to your members.
Establish a communication process so that all members receive sufficient notice of an event.
Promoting Your Chapter Meeting Once you have selected your facility, you’ll want to begin promoting your event. For most chapter meetings, you will probably want to send an invitation to your members by broadcast email (complimentary email services are offered through the NAMA office). Don't forget to post it several times on Facebook and Twitter, especially if you've set up a chapter site. A direct mailing can be done as well, but consider the cost of the mailing and the time allowed to mail out a brochure or note. (Remember that NAMA can send you labels of your members to help with the mailing.) If your chapter has a website, you will want to post your meeting there. The sooner you promote the event, the better the attendance. The NAMA office will also post the information on the main NAMA website.
Running a Chapter Meeting Utilize the agenda! It will keep the meeting on track, and allow your members to anticipate and participate in different aspects of the meeting. Give advanced notice to those presenting reports.
Start the meeting on time.
Introduce new and prospective members. (Or have the membership chair do it.)
Involve the board in various aspects of the meeting.
Be confident in your introduction of speakers and express your appreciation.
Thank members for attending and close the meeting in a timely manner.
A sample chapter meeting agenda is located here. You can copy it for your meeting.
Chapter Meeting Agenda You can download the agenda in an Adobe PDF format and copy for your meeting.
NAMA Chapter:_______________________________________________ Meeting Date/Location:________________________________________ Person Conducting:___________________________________________
CHAPTER MEETING AGENDA I. Welcome/Introductions (Welcome everyone to the meeting and introduce guests, first time attendees and members.) II. Reports (Call on the chairs of the committees to give reports. Have a membership and professional development/programs report at every meeting. Include other reports as activity warrants.) A. Membership (Provide the current membership numbers. Be sure to note any new members.) B. Professional Development/Programs (Review the upcoming chapter, regional and national meeting dates, locations and program topics/speakers.) C. Other Reports (Call on representatives of other committees or board members to give an update on activities to include reminders of deadlines, etc.) III. Meeting Program/Speaker (Introduce the meeting speaker(s). Use the person who arranged for the speaker or professional development/programs committee chair or a member of that committee to do the introduction.) IV. Reminders (Remind the attendees of the next meeting date, location and topic. Also remind them of any upcoming deadlines or dates.) V. Meeting Close (Thank everyone for attending the chapter meeting and adjourn.)
Other Board Positions The following are brief descriptions of the typical chapter positions. A more detailed position description with duties and responsibilities is provided by clicking on the "Responsibilities" listed after each description below.
Vice President/President Elect Depending on a chapter’s bylaws, this position will vary in scope and responsibilities. This is the person that would step in for the chapter president in the event that the president would be unable to complete their leader year. Some chapters have more than one vice president (i.e., first vice president/president elect, second vice president, etc.). In this event, responsibilities can be created and delegated to meet the specific needs of the chapter. Responsibilities.
Secretary The primary function of this position is to record minutes at chapter and board meetings and maintain a permanent file of all reports. Responsibilities.
Treasurer The primary function for this elected officer is the financial well-being and operations of the chapter. This individual is responsible for the handling of all money transactions. This officer should keep the financial books and records for the year as well as comply with all tax laws. Responsibilities.
Ag Day/Special Events NAMA has endorsed the Ag Council of America’s program, celebrating National Ag Day/Week. This chair has overall responsibility for the chapter’s Ag Day activities and/or other special events. It is logical that some of the other chapter chairs should help you make arrangements for these events (i.e., professional development, publicity, communications, etc.). Responsibilities.
Awards The chapter awards chair is responsible for the promotion, judging and awards presentation for various NAMA awards. These awards may be presented at the local level, with the chapter winners nominated by the chapter for the national competition. Click on the "Responsibilities" link for more information on awards. Responsibilities.
Best of NAMA - Chapter or Regional Ceremony The Best of NAMA chair is responsible for the management of the chapter’s Best of NAMA Awards Program. The first step is to determine if your chapter will conduct a chapter awards ceremony, or participate in a regional ceremony. If a regional banquet will be held, the Best of NAMA chair may serve on the regional committee, helping plan and execute the event. If the chapter decides on a chapter ceremony, the Best of NAMA chair will plan and coordinate the event. The event must be completed before January 31 each year as the regional first place and merit winners will be notified by the NAMA office by February 1st. Responsibilities.
Student NAMA The Student NAMA chair should assist the student chapter officers and faculty advisors while encouraging them to achieve excellent business practices in their chapter projects and activities. Should a chapter have more than one student NAMA chapter, it is recommended that a careers committee member be assigned to each school. Responsibilities.
Communications The communications chair is the official publisher of the key communications vehicles. This chair is responsible for internal communications within the chapter and organization as a whole. Communications efforts include working with the NAMA office to inform members on a timely, ongoing basis of the news and activities of the chapter. Responsibilities.
Membership The key function of the membership committee chair is to keep the chapter vibrant and strong by promoting continuous chapter membership. This is done through the recruitment and prospecting of new members, as well as the retention and renewal of existing members. Responsibilities.
Publicity The publicity chair is responsible for all external publicity, promotions, public relations and communications for the chapter. This position may be combined with the communications function. Responsibilities.
Professional Development/Programs The function of the professional development chair is to develop and implement programs and topics to be covered throughout the year. Responsibilities.
NAMA National Contacts AGRI-MARKETING CONFERENCE Chair Rebecca Ivey Case IH 621 State St., Racine, WI 53402 (717) 208-0216 Vice Chair Greg Lammert Corteva Agriscience (314) 660-7174
BEST OF NAMA Chair Dustin Johansen Osborn Barr (O+B | P) 1911 Baltimore Ave, Kansas City, MO 64108 (309) 339-4718 Vice Chair Anna Bethmann Colle McVoy 400 First Ave. North, Ste. 700, Minneapolis, MN 55401 (612) 305-6000
STUDENT NAMA Chair Heather Gieseke Indigo 8453 Stone Ledge Dr., Edwardsville, IL 62025 (515) 371-7514 ViceChair Scott Lynn Woodruff 331 Southwest Blvd., Kansas City, MO 64108 (816) 255-1962
CHAPTER SERVICES Chair Michele Egan Chr. Hansen Gainesville, GA (770)331-8563 Vice Chair Tyler Smith Meredith Agrimedia 1716 Locust St., Des Moines, IA 50309-3023 (515) 284-3642
FALL CONFERENCE Chair Michele Tibodeau CHS Inc. 5500 Cenex Drive Inver Grove Heights, MN 55077 (651)355-4583 MEMBERSHIP Chair Rachel Robinson American Angus Association 3201 Frederick Ave., St. Joseph, MO 64506 (816) 383-5193 Vice Chair Jill Messamore GROWMARK, Inc. 1701 Towanda Ave., PO Box 2500, Bloomington, IL 61702 (309) 261-8735
NAMA BOOT CAMP Chair Averi Whitfield DTN/Progressive Farmer 347 Adams Mill Rd, Clayton, AL 36016 (402) 619-8168
PROFESSIONAL RECOGNITION Chair Jennifer Saylor JL Farmakis, Inc. 6388 N Whitetail Way, Parkville, MO 64152 (816) 912-2804
NAMA Office Contacts The National NAMA Office is Located at: 11020 King Street, Suite 205, Overland Park, KS 66210 913-491-6500 Accounts Payable/Receivable Sherry Pfaff Ag Day/Ag Council of America Jenny Pickett
NAMA National Services Membership Record Services The NAMA office provides all aspects of membership record keeping services to all chapters. These services include billing, new member processing, chapter summaries, membership evaluation summaries and other services and database management.
Chapter Forms Chapter officers may receive forms to assist them in their duties. Available forms include, but are not limited to: awards programs, membership records, financial data and chapter planning. Most of these are sent to chapter officers at the appropriate times. Chapter forms are available for download under General Leader Resources.
Address Labels All chapters may obtain 2 sets of mailing address labels per month from the NAMA office for chapter purposes at no cost*. These labels are available in different forms from simple printouts to computer disc format (chapter use only). NAMA can also provide an excel spreadsheet of the same information. (*There is no cost to chapters when regular mail is used. The cost for overnight and rush orders will be billed to the chapter. Labels for non-chapter usage are $0.20 each when ordered by members and $0.30 each when ordered by non-members, if approved by the NAMA EVP/CEO.)
Mailings The NAMA office can send mailings to your chapter members to promote upcoming chapter events. The chapter will be invoiced for postage expenses.
Design Services Need a postcard or meeting announcement designed? Several pre-designed postcards are available free of charge under General Leader Resources.
National NAMA e-News Submit your upcoming events to Debbie Brummel. Also, be sure to submit photos and write-ups of past meetings for chapter promotion. A template to make this easier is located under General Leader Resources.
Chapter Name Badges Special NAMA name badges may be obtained through the national office for use at chapter meetings or special events. These badges may be imprinted with the NAMA logo, chapter information, or special event designs. These badges come with a pin/clip for repeated use.
Staff Visits/Leadership Training The NAMA staff is available to visit with your leaders and assist with chapter management.
Ag Speakers Network Ag Speakers Network is NAMA’s partner in lining up quality speakers for the Agri-Marketing Conference and other NAMA events. With access to over 3,000 of today’s headliners, speakers, trainers, and authors, ASN can help produce successful meetings and events. Every time a NAMA member or member company books a speaker with ASN, NAMA receives credit on future speaker needs. You can contact ASN by calling 800-222-1556 or visiting the Ag Speakers Network.
Chapter Web Pages/Sites NAMA can house a link to your chapter web site or Facebook page on the National NAMA Site. Those can be sent to Debbie Brummel.
Chapter Communications Services The NAMA office provides email and mail distribution services to assist chapter leaders in communicating with their members about chapter news, programs, and activities. Allow 24 business hours for delivery.
2019-2020 NAMA Calendar The NAMA calendar contains national deadlines and events throughout the year. Please Note: Responsible position is noted after the activity.
May Send roster of new chapter leaders to NAMA office (chapter presidents) Hold a planning meeting to establish chapter goals (all chapter leaders) 15 Chapters IRS Form 990-N due to IRS if fiscal year ends Dec. 31. (treasurer)
July 19 PDA Awards deadline (awards chair)
August Second planning meeting to finalize plans, theme and time lines (all chapter leaders) 14-16 NAMA Boot Camp - Kansas City
September Communicate chapter plans and goals to membership (chapter presidents) 27 National Committee reports for Executive Committee meeting due to the NAMA office (national committee chairs) 27 Chapter reports for Executive Committee meeting due to the NAMA office (chapter presidents)
October 4 National Best of NAMA entry deadline 7 Executive Committee meeting - St. Louis, MO 7 National Board of Directors’ meeting - St. Louis, MO 7-9 Fall Conference - St. Louis, MO 31 Student NAMA Accreditation deadline (student NAMA chairs)
November 12-13 Regional Best of NAMA judging (all regions) in Kansas City
December 13 National Committee reports for Executive Committee meeting due to the NAMA office (national committee chairs) 13 Chapter reports for Executive Committee meeting due to the NAMA office (chapter presidents)
January 2020 17 Agribusiness, NAMA Marketer of the Year, Ag Association Leaders and Next Gen. nominations due to the NAMA office (awards). TBD Executive Committee meeting
February 1 Best of NAMA regional first and merit winners notified 20 National Best of NAMA judging (all regions) in Kansas City
March 24 National Ag Day (Ag Day/special events) 27 National Committee reports for Executive Committee meeting due to NAMA office (national committee chairs) 27 Chapter reports for Executive Committee meeting due to NAMA office (chapter presidents)
April 14 NAMA Executive Committee meeting - San Diego, CA 15 Chapter Leader Workshop - San Diego, CA 15 National Board of Directors’ meeting - San Diego, CA 15-17 NAMA Agri-Marketing Conference - San Diego, CA
Frequently Asked Questions Below is a short list of Frequently Asked Questions. If you have other questions, please don’t hesitate to call the national office at 913-491-6500.
Q. How are memberships transferred? A. Memberships belong to the entity that paid for them. If an individual’s dues are paid by a company and he/she leaves that company, then the NAMA office will ask the company for a replacement name for that membership. If the individual member pays the dues, then the membership will transfer with the individual to the new company.
Q. When does my NAMA membership year start? A. The membership year starts when a member joins.
Q. What is NAMA's relationship with Agri Marketing magazine? A. NAMA has a sister relationship with Agri Marketing, but does not publish the magazine. The magazine is published by Henderson Communications. To place an ad in Agri Marketing or ask a question, contact (515) 954-8381.
Q.What if I’m not getting AgriMarketing magazine or there is an error in the way it is addressed? A. Contact AgriMarketing Magazine directly at (515) 954-8381.
Q. When does the Marketing Services Guide come out? A. The Marketing Services Guide, which is published by Henderson Communications, comes out in January.
Q. How do I access membership reports for my chapter? A. Log into the Members Only section by clicking on "Member Dashboard" then choose Chapter Membership Reports.
Q. How much money will my chapter be getting back as a Best of NAMA entry rebate? A. The national office will notify you in October as to how many entries your chapter had. If you have any questions, contact Jenny Pickett.
Q. When is the Best of NAMA entry deadline? A. The Best of NAMA entry deadline is October 11, 2019. Entries are due to the national office by that time.
Q. How do I notify my chapter about a meeting? A. You may obtain mailing labels or an excel spreadsheet from the national office if you’d like to mail a notice. The national office can also send an email broadcast, free of charge. Contact Debbie Brummel to coordinate a broadcast.
Q. When is the next Agri-Marketing Conference? A. The 2020 Agri-Marketing Conference will take place April 15-17 at the Sheraton San Diego Hotel & Marina in San Diego, CA. Q. When is the next Fall Conference? A. The 2019 Fall Conference will take place October 7-9 at the Ritz-Carlton Hotel in St. Louis, MO.