SUNY Maritime College Alumni Board Meeting Minutes – Issued for Approval
SUNY Maritime College Alumni Board
Meeting Minutes January 22, 2004
Present
Officers
Ted Mason ’57 – President
Francis X. Gallo ’64 – 1st Vice President
Steve Hertz ’57 – 2nd Vice President
Michael J. D'Aquila - ’96 Secretary
Board Members
Don Baker ‘47
Roger Bing ‘61
Jose Femenia ’64
Janis Schulmeisters ‘59
Austin Dooley ‘68 – Past President
Amie Carter ‘00
Andrew Fuller ‘98
James Maloney ‘80
Chapter Representatives
Bill Caldwell ’58 – West. Conn. Chapter President
Jamie McNamara ’94 – New Jersey Chapter President
Invited Guests
Earl Baim ‘80
Chet Ehrman ‘53 - Recruiting Committee Chairman
Director of Alumni Programs
Eileen Femenia
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Alumni Board meeting called to order at 1900 hours.
Meeting minutes from the November 20, 2003 board meeting were reviewed and corrections made.
A motion to approve the November 20, 2003 minutes with corrections was made by Jose Femenia, and seconded by Janis Schulmeisters. The motion was approved unanimously.
Meeting minutes from the December 18, 2003 telephone board meeting were reviewed.
A motion to approve the December 18, 2003 minutes was made by Earl Baim, and seconded by Don Baker. The motion was approved unanimously.
President Report
Alumni President Ted Mason ’57 provided the following report:
Albany Meeting
Alumni President Ted Mason, 2nd Vice President Steve Hertz, Austin Dooley, and Earl Baim met Todd Vandervort in Albany to visit with various state legislatures and their staff. The group was well received. The staff of the legislatures agreed that the action by SUNY is not good policy.
Ted informed the board that the Cadet Appointment Program was not initially in the budget. Funding for the CAP was added subsequently by the Governor in the amount of $250,000.
The board was also informed that Admiral Ryan and Ms. Cline have already visited Albany, providing their position on the current SUNY guideline contract requirements and demands set by SUNY.
Proposed Agreement with the Foundation
Alumni President met with Foundation President Bob Johnston. A proposal was made to enter into a simple contract, as the Alumni Association and the Foundation did in the past, to raise a sum of money for the college, following a specific written proposal very similar to the Joint Fund concept that had been successful in the past.
Jim McGovern ’57 Survey
Jim McGovern is making a survey of the different SUNY campuses concerning the requirement for the alumni associations to sign a SUNY Guideline contract with SUNY. He will call SUNY Albany, Rochester and Stony Brook specifically.
Medals Committee
Alumni President Ted Mason informed the Board that at the previous SUNY Maritime Foundation meeting, it was decided to create a St. Mary’s medal award committee consisting of 2 delegates from the Foundation, 2 delegates from the College and two delegates from the Alumni Association. The Foundation members will be Joe Gerson ’47 and Steve Carbery ’80. Ted Mason requested that Austin Dooley ’68 and Michael D’Aquila ’96 be the Alumni delegates. Both accepted the appointment. Joe Gerson ’47 was named committee chairman at the December Foundation Board Meeting.
100th Anniversary Dinner Proceeds
Alumni President Ted Mason informed the Board that the proceeds from the 100th Anniversary dinner Journal have not been finalized as between the Alumni Association and the Foundation. This still needs to be finalized.
Turnover Letter to Admiral Ryan
Alumni President Ted Mason informed the Board that he will be writing a Turnover / Fair well letter to Admiral Ryan. This letter to include all tasks accomplished by the Alumni Association while Ted held office.
Acting Treasurers Report
Acting Treasure Ted Mason ‘57 provided the following report:
Ted Mason informed the Board on the reason why Tom Munster resigned at Treasurer of the Alumni Association. Tom disagreed with the decision to transfer the funds from UBS. Based on the decision to transfer the money, Tom resigned.
Acting Treasurer Ted Mason informed the Board that the transfer of funds from UBS to Fiduciary Trust Company is almost complete.
Fiduciary Trust presented an On-Line Access Policy for the account. Joe Tartaglia and Alumni Director Eileen Femenia will review the policy.
Ted Mason informed the Board that an Investment Committee needs to be formed. Andrew Fuller ’98 volunteered to be a member of the committee. Additional committee members need to be identified.
A draft 2003 year end budget review has been submitted. The report is being review by the Acting Treasurer and the Alumni Director. Based on the preliminary review – there were cost over runs (postage) and cost under runs (staffing). In addition, additional Alumni Members joined – renewed as a result of the of the mailing with respect to the Independence Vote.
D&O Insurance for the Alumni Association
Acting Treasurer Ted Mason informed the Board that obtaining D&O Insurance is possible. To obtain D&O, one of the requirements is having certified financial records. Alumni accountant Jack Armstrong has complete financial records for 2002 and 2003. Certified financial statements usually cost $15,000 or more. It is possible that the 2002 and 2003 form 990’s together may provide an adequate basis to support acquisition of D&O insurance at an estimated cost of $6,000 per year.
2004 Alumni Association Budget
Acting Treasurer Ted Mason informed the board that a budget has not been created yet for 2004. Ted is hoping to have a draft budget for the Annual Meeting.
1st Vice President Report
1st Vice President Frank Gallo ’64 provided the following report:
Alumni Association Virtual Office
1st Vice President Frank Gallo informed the Board that Eileen is up and running with the high speed internet access at home, along with the new phone number. The Alumni Server is now located in Joe Tartaglia’s office.
Frank Gallo presented to the Board a proposed plan for the Virtual office. A data processor would be employed through Joe Tartaglia for two days a week to maintain the Alumni Association Database. With an upgrade to the existing database software – members will be able to update their information directly. Currently, any updates to the database are via a phone call to the office or by completing an on-line for that e-mails the Alumni Director with the updated information. For the office on campus, it is proposed that the Alumni Director would work out of that office two days a week.
To implement the virtual office – assistance is needed from the committee of Jose Femenia, Earl Baim, and Joe Tartaglia on the software upgrade. Andrew Fuller also volunteered to assist in the review of the upgrade of the database software.
Sea Going Alumni Chapter
1st Vice President Frank Gallo informed the Board that Board Member Amie Carter ’00 was asked to start the “Sea Going Alumni Chapter”. The chapter will be a virtual chapter communicating through e-mail.
SUNY Maritime License Program
1st Vice President informed the Board that tenure for U.S. Coast Guard Licensed Professors at the college is possibly changing, essentially eliminating opportunities for earning tenure by these professors. Prior to any action by the board, additional information needs to be obtained.
Chet Ehrman ’53 – informed the Board that he met with the Engineering Chairman Dick Burke. Chet indicated that the Engineering department has no plans on eliminating the license program.
It is understood that their own license training may not be considered acceptable qualifying credit towards earning tenure status. It is noted that al all other Maritime Colleges including Kings Point, recognizes USCG License status and training in determining qualifications as professors and for earning tenure.
2nd Vice President Report
2nd Vice President Steve Hertz ’57 provided the following report:
Waterfront / Sailing Foundation
2nd Vice President provided an update to the Sailing Foundation boat selling program. The foundation is accepting boats and selling them. Steve informed the board that the Flying Scotts purchased as part of the hosting of the Sailing Championships in November are to be sold to purchase a new dingy fleet.
Alternative Proposal for Alumni Relationship with the College
2nd Vice President presented a “Double Breasted” Solution for the current contract requirements mandated by SUNY. Admiral Frank Gallo presented the proposal to Admiral Ryan on December 17th, and replied to Admiral Gallo that “…we are beyond that..” Admiral Ryan thanked Admiral Gallo / Steve Hertz for the effort. SUNY is now involved. The Alumni has to sign the contract or make alternative plans.
Secretary Report
Alumni Secretary Michael D’Aquila ’96 provided the following report:
Secretary Michael D’Aquila has reviewed the latest version of the Constitution & By Laws and reported to the board on possible modifications to the constitution to update it. Alumni Secretary to continue to work on developing proposed changes to the constitution.
Alumni Secretary Michael D’Aquila and Earl Baim attended the last Parents Association meeting to update them on the current Alumni – SUNY issues. Parents Association reported to the Alumni that they have concerns with the curriculum and the status of license instructors. The Parents Association is committed to keep the Alumni Association up to date on any issues, and the Alumni Association will do the same.
Alumni Directors Report
Alumni Director Eileen Femenia provided the following report:
Annual Meeting
Alumni Director informed the Board that as of the Board Meeting, 125 Alumnus has signed up. Minimal requirement for the room is 200.
Roster Update
Alumni Director updated the Board on the status of the Alumni Roster. The roster will be printed after the 100th Anniversary Dinner. This will ensure as many new members are included in the in the Roster. The Alumni Director also indicated that she posted on Dome-Net to get an opinion for Alumnus about whether or not the Roster should continue to be printed or be phased out since the Roster is available on-line. Based on the responses from Dome-Net – many would like to see a printed version of the Roster to continue.
100th Anniversary Dinner Update
Alumni Director updated the board that the invitations have been mailed out. The committee is working on finalizing the details for the Water Parade of Tugs.
Chet Ehrman informed the Board that two sports teams were in need of financial support to purchase new equipment. They could not obtain the funding from the college.
Jose Femenia made a motion for Chet Ehrman to reach out to the coaches of the two teams to write a letter to the Alumni Association requesting support for their new equipment. The motion was to allow the association to provide $1,000 to each team. The motion was seconded by Jim Maloney. The motion was passed unanimously.
Earl Baim provided an update to the scholarship grant program. Earl has the documentation on how to enact the grant program. The documentation is from Virginia and needs for it to be reviewed to ensure it meets New York Laws.
Motion to adjourn meeting at 2200 hours by Roger Bing, seconded by Austin Dooley. Approved unanimously.
Respectfully submitted,
Michael J. D'Aquila ’96 - Secretary
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