Southeast Asia Army Security Agency
Veterans Association
Business Meeting Minutes June 25, 2005
The meeting was called to order by First Vice President Gary Spivey at 1435 hours. Harlan Olson offered the invocation, and the group was led in the Pledge of Allegiance by CJ Waer.
It was moved, seconded, and passed to temporarily postpone the reading of the minutes of the 2004 meeting.
Jim Pierce brought the Treasurer’s report. The Association continues to operate in the black. A copy of the details is attached. It was moved, seconded, and passed to accept the Treasurer’s report as read.
Gene Richert read the minutes of the 2004 business meeting. It was moved, seconded, and passed to accept the reading of the minutes as read.
Jim Pierce reported on the progress of the TANS book. He stated that we currently have two sources of internet income. The first source is from I-universe for the direct sales of TANS. The second source is a percentage we receive from Amazon.com for any merchandise ordered through the Amazon link on our website. He further reported that the income from TANS is included in his Treasurer’s report.
Wayne Rupp reported on the progress of TANS Volume II. He is changing formats of submitted stories to Microsoft Word. The new volume will be formatted chronologically from earliest in-country recollections to latest. He has enough material for a new book. Randy Hartley suggested that writers automatically give permission to publish when they submit. Wayne stated that there has to be written permission before printing happens. Wayne Munkel briefly reported what the TANS book is for the benefit of new members who may be unfamiliar with our first work.
Gary Spivey thanked George Tamalovich for supplying polo shirts for sale at this year’s reunion. Sale of the polo shirts will be used to subsidize the bus tour we took on the 2005 reunion.
Wayne Munkel reported on the audit he did on the books. Jim’s records are correct to the penny. Wayne made some recommendations to the board. Those recommendations were read to the membership.
Recommendation to the Executive Board regarding improving accounting practices
1. A few expenditures do not have receipts. Recommend all expenditures have receipts to back expenditures.
2. Executive authorizations are essentially nonexistent. Recommend expenditures have a written authorization from the authorizing authority as specified in the by-laws.
3. E-mail communications contain unnecessary chatter. Recommend elimination of all unnecessary chatter in business communications.
4. The reunion and the end of the fiscal year occur in the same month. Recommend changing fiscal year to be October 1 to September 30.
There was a discussion on email chatter in business communications. The Board recommends that when a business discussion has been initiated, all communication on that thread stick strictly to the topic. The reason for this is that these emails are archived, and are more or less a matter of public record.
It was moved, seconded, and passed to approve the reading of the Treasurer’s report.
Harlan Olson brought a Webmaster’s report. We still have many email addresses available. He reported on the naming conventions of our email lists: Talk, Reunion, Board (for reunion planning), Exec-Board. We will try to straighten out the traffic on Board/Exec Board. There is also an Auxiliary list for use by spouses and children of members. Harlan stated that every time someone buys from Amazon through the OSS site, our organization receives a kickback. ASA-Talk has been cleaned up regarding political traffic. Regarding the E-store, Harlan has been too busy with day-to-day maintenance of our website and lists to build the e-store. This is a profit center waiting for us to use it.
It was moved, seconded, and passed to accept the Webmaster’s report.
Jim Pierce brought a membership report. There had been discussion on the email lists about developing some sort of official criteria to accept members to the organization. When Jim receives an email from a prospective member, he replies with how to join. If the person replies with a dues check, Jim accepts and cashes it. If that new person turns out to be an illegitimate member, those on the email lists will soon discover the truth. The membership figures are as follows: 2003 – 144; 2004 – 165; 2005 –184. For 2006, we have 151 signed up already. For 2007, we have 70 paid. For dues purposes, the year ends June 30. For financial purposes, the calendar year works better. Question: is there a reminder letter sent out to renew? No, we don’t send out notices of expiration. Harlan: membership information is available to all members on the website. Dave Parks asked new attendees to stand and be acknowledged. A round of applause was rendered.
There was a motion to approve the membership report. It was seconded and carried.
Gary Spivey brought the President’s greeting on behalf of Hal Castle. Gary’s brief address carried the main idea that this organization belongs to its members. It is not a rigged game; decisions are not made beforehand, and members’ input is important.
Old Business
· Steve Polesnak reported that we were allotted up to $1500 to spend on phone cards for injured and needy veterans in VA hospitals throughout the country. Nine members volunteered to purchase and deliver cards, and we spent a total of $1350. He appealed for others to participate in the program. Steve is in charge of the program, and is the point of contact. The treasurer sends checks to members whom Steve has authorized to deliver cards. Gary Spivey made up a sticker for each card informing the recipient that our organization had donated the card, and our web address. There was discussion about broadening our activity for the coming year by offering the VA centers a choice of either phone cards or chit books for the veterans, whichever they feel would be more useful. Wayne Rupp noted that we would lose our advertising if we give out chit books. CJ Waer pointed out that our charter is to help veterans, not necessarily to promote the organization. Jim Pierce said that any donation checks for this or any other specific project should be made out to SEA ASA Veterans. Butch Williamson contributed that the best thing to do is check with the patient representative at the facility first to see whether phone cards or chit books are preferred.
· Bob Shields moved to continue the phone/chit program. Jim Pierce asked for a dollar limit for this program. He recommends a $1500 level again. Bob amended his motion to include a $1500 limit, and that we include both phone cards and chits. The motion was seconded and carried.
· Harlan proposed that the phone card program be open to anyone on ASA-Talk to participate, rather than than only those who are on the Board. Becky Waer suggested that phone cards be purchased through Costco or Sam’s Club. Jim Pierce cautioned that prior approval is necessary. Approval to represent SEA ASA Veterans Association to buy and dispense phone cards will be granted by the Board.
· Harlan brought a report on the wheelchair project for Jerrell Pickett. Jim Pierce reported on the finances involved with the project. $2057 was donated, $1330 was spent. Jim Flynn’s story, “The Odyssey of the Wheelchair”, is posted on the OSS website for any who wish to read the full account.
· Update on the 2006 Nashville reunion – Danny Owen. Radisson Opryland is the hotel. Rooms are $87 per night for June 21-24, 2006. Danny detailed possible agenda items for the reunion. Saturday of the reunion will be spent mostly in Livingston, Davis’ hometown.
· Danny Owen moved that some front money to erect a flagpole at the Livingston cemetery, along with a marker be spent. The upper dollar limit shall be $2000, and the expenditure shall be made in calendar year 2006. Moved, seconded, carried.
· Gene Richert reported on the Angelfire geocache. Dick Amick had printed out all the comments on our geocache from the geocaching.com website.
· Becky Waer brought a report on the organization of an Auxiliary. 6 women met on Wednesday, June 22 and discussed the proposal. They don’t want to be an official entity, but prefer to help with the hospitality room, welcoming newcomers, setting up the auction, etc. They would also like to have photos with their significant others on their nametags. Their purpose statement is: “When asked, to provide what they can when asked.”
New Business
· 2007 Reunion site proposals:
o Gene Richert proposed a cruise to Ensenada.
o Harlan Olson proposed Eugene, Oregon as a site.
o The proposal for Eugene, Oregon was accepted.
· 20 members are traveling at their own expense to Australia as delegates of our organization to the Corps of Signals reunion. The text of a resolution has been posted at the reunion and on the web. Moved and seconded to approve the resolution. Passed.
· There was a question on the housing of ASA memorabilia. Lucky reports that the Army is opening a museum at Carlisle Barracks in Pennsylvania. He proposes that we ask if we can store the materials there in a display. CJ reported that there is an MI museum at Fort Huachuca that might be another possibility. Moved and seconded that Lucky Rupp approach the Carlisle museum. Carried.
· There was a proposal to add a fee for the reunion for the hospitality room. Currently there is a $5.00 fee added to the banquet to cover this. There was consensus to continue with the current plan.
· Verifying membership: the feeling of the board is to continue “vetting” members informally, rather than to require a DD-214 for verification. There had been considerable discussion of this subject on the Board email lists earlier in the year.
· The Board has approved an investment of $2000 to get e-commerce started.
· Election of officers:
o Gary reported the names and positions of the current officers.
o Harlan and Gene have consented to serve again. Confirmed by the membership.
o Jim Pierce reports that he does not have an accounting background. He would like to see the election of someone with a strong accounting background to the position. Jim nominated Bob Shields, a CPA, to the position. Nominations closed. Bob was elected by acclamation.
o Tim Kappes nominated Jim Pierce for 2nd Vice President. Jim declined the nomination.
o Dave Parks nominated Randy Hartley for 2nd Vice President. Randy consented. Motion and second to close the nominations. Carried. Randy Hartley was elected by acclamation.
· The Board approved requesting the members’ permission to buy 5 of the silver commemorative challenge coins to distribute at its discretion to speakers or whomever it deems worthy to receive one. Moved and seconded to approve $150 to buy the presentation coins. Carried.
· Good of the order: Tim Kappes suggested that since there are two other KIAs from Tennessee, their families should be invited to the ceremony in 2006.
There was a motion to conclude the meeting at 1721 hours. Seconded, carried.