AMMO Chiefs Association
Virginia Chapter
19 Sep 2004
FROM: ACA Virginia Chapter
P.O. Box 65499
Hampton VA 23665-5499
TO: General Membership
SUBJECT: ACA Reunion Meeting Minutes - 14 Aug 2004
1. Date, Time, Location: The general membership of the AMMO Chiefs Association Virginia Chapter (ACAVC) met on 14 Aug 2004, at 1000 hours at Langley AFB,
Virginia, at the ACC/LGW Bldg 606.
2. Purpose: General membership meeting to discuss Reunion activities and progress.
3. Attendees:
John Matthews, Sr. – President
Michael Gavin - Vice President
Michael Robertson - Secretary
4. Standard Agenda Items:
a. Review/approval of previous meeting minutes: Minutes of the 5 Jun 2004 and 10 Jul 2004 meetings were reviewed and approved.
b. Financial status was reviewed and approved. The ACAVC account balance as of the 14 Aug 2004 meeting was $6,219.60. Balance as of the date of these minutes is $3,189.32. The 2004 ACAVC fund register (to date) is attached.
5. Old Business:
a. ACA Reunion: Mike Gavin provided an update on hotel accommodations and issues being worked with the hotel. The schedule and costs were reviewed. Specific events were discussed and good information was shared to help progress in our reunion planning.
1) Reunion Schedule: The schedule has been finalized and sent out with all invitations.
2) Hotel Accommodations:
A. As of the meeting on 14 Aug there are 15 rooms reserved at the Hotel for the ACA Reunion. Need to advise reservations at the hotel to change the name on
there was a problem with some of our secured rooms dropping off prior to the
cutoff. Darrell Beasley had got turned away, but the hotel management had
them added back.
B. Reservation for Friday night General Membership meeting is confirmed.
C. Hospitality Room: The costs of the Hospitality Room and the Membership meeting room has been paid by the ACA. We confirmed the reservation for the Hospitality room and noted that John Greer and Rich Mcvey should be roomed on either side to manage noise. We can decorate the Hospitality room with items hung with tacks and tape, but no nails. We asked that a full size refrigerator be placed in the Hospitality room at $5. per day. Mike Gavin is working with ACC on stocking and manning the hospitality room.
D. Icebreaker food and drinks menu were reviewed and decided upon. The final food and dinner order must be provided by 20 Aug 2004. Snacks will be available from 1830 to 2130 and the room will stay open until 2300 if necessary. ACAVC agreed to purchase a keg of beer ($195) at the Icebreaker and pay the bar set-up fee at both the Icebreaker and formal diner ($50 x 2 = $100). The keg and beer type has been confirmed. We also ordered a full sheet cake (Yellow with White Icing) for the Icebreaker. Mike Gavin will provide the hotel with the welcome verbiage and logo for cake decoration.
E. Registration: Mike Gavin arranged for some tables, an easel, and had a Welcome Sign made by ACC Graphics for the front area for registration and greeting participants upon arrival. The hotel has provided layouts of the hotel for welcome packages so people know various events are being held.
F. Mike Gavin spoke with the Chamber of Commerce representative (Ms. Laura
Jordon 728-5312) and she gave some good info. They will have a rep on site
at the Holiday from 1 to 5 PM on 22 Sep.
G. Coat & Tie Dinner:
1) Along with the Surf and Turf for the formal dinner we will have Rice Pilaf,
and Green Beans with julienne Country Ham as sides. Also, notionally
selected Apple Pie for dessert. Wine for the dinner tables has been included
in the dinner request. We will have one bottle of white wine per table at a
rate of $15.00 per bottle; the $50.00 dinner fee includes the costs of the
wine. We can meal additions until the 24th of Sept. Dinner is currently
scheduled in the Hampton Room. We will have Piss-pot Centerpieces.
2) Mike Gavin arranged for the dinner to be extended to 2200 to ensure we have adequate time for all planned activities.
3) The hotel was provided a seating arrangement and arrangement for the head table. The most current layout and seating arrangement are attached. We can get access to the room at about 4PM to verify the layout set-up and place out placemats, name tags, and menu selections.
4) Hotel management confirmed the podium and sound system was not a problem. Mike Robertson will provide a CD with the National Anthem and the Air Force song and will work the sound for the event.
5) Honor Guard: Mike Robertson arranged for a 4-man Honor Guard to post and retire the colors at the Coat & Tie dinner; Mike Robertson has confirmed that they will be in-place to support the event at 1800 and they will remain for dinner and retire the colors.
6) Nameplates will be made for the tables and John Matthews has developed a place mat for the dinner (attached).
H. Shell & Flame Award Ceremony: John Matthews had the official Proclamation, Citation, and Scroll made to present during the Shell & Flame Award. Chief Beasley is obtaining the Shell & Flame Award for presentation at the ceremony.
I. ACAVC web-site: Last minute updates to the ACAVC Reunion Web-page have been made. http://uk.geocities.com/ammochf/ACAREUNION.html
J. Fishing Tour: John Cecere has set-up the fishing tour. Details will be announced at the reunion for fishing participants. Mike Gavin mentioned a fishing vessel (Ocean Eagle) head boat ($20) out of the Hampton harbor that runs from 0600 till noon or noon till 1800 - Capt Howard (868-Fish).
K. Golf Tourney: Mike Robertson has arranged for an ACA Golf Classic, which is scheduled for 23 Sep 04 with the first tee time at 1215. Lunch, registration, and driving range will occur from 1100 to 1230. The $50 golf fee includes lunch (hotdogs, chips, and drink), registration, free range balls, tees, ball mark, and divot repair tool, golf cart, green fees, tournament services, door prizes and dinner (Hamburgers with all the fixins, chips, and drinks). Dinner will be approximately 1700. In the event the ACC golf tourney has it’s rain-out day on 23 Sep, the course management will put us on course # 2 and we’ll have play 9 holes twice from different tee-boxes. A “2-Man Scramble” format will be used for the tournament. Rules are attached:
L. Ladies Nite-Out: We’ve looked at Local Dinner Cruise in combination with some activity at the Norfolk waterfront and Mike Gavin spoke with a Laura Jordon from the Chamber of Commerce who recommended a lady that does character imitations (USO performer/ 1950 wife), which costs $100 for 1 hour. She could entertain at a dinner for the ladies. Either way, we are in need of someone who is familiar with the Hampton and Langley area to “sponsor” and arrange the Ladies Nite out event.
M. Langley AFB Tour: Mr. Jensen from ACC/DOTW has set up a F-15 tour on Langley. He will provide us the details of the location and time very soon.
N. Many other local attractions are available for individuals or groups to participate in to include Colonial Williamsburg, Busch Gardens, Battleship Wisconsin Tour, Local River Cruises, Yorktown Battlefields, etc. Information and links to these events can be found at the ACAVC Web-page: http://uk.geocities.com/ammochf/ACAREUNION.html
O. ACAVC Shirt and Logo: Mike Robertson has ordered the embroidered ACA Reunion polo shirts and will pick them up on 21 Sep 2004. Attendees ordered a total of 21 shirts and Mike Robertson ordered 12 extra shirts in various sizes to sell at the reunion and registration.
P. ACA Reunion Coin; Mike Gavin developed a design and has contracted with Military Service Co. to produce the ACA reunions coins; Coins should be delivered very soon. We ordered 50 extra coins to sell at the reunion.
Q. Piss-pots: John Matthews has purchased 25 Ceramic pisspots and they will either be sold at the reunion or some may be raffled or used for centerpieces.
R. Wine Glasses: Mike Gavin has received the Turkish wine glasses and he says they look very nice. We ordered 50 extra to sell at the reunion.
S. Guest Speakers: Our guest speaker (Lt. General (Ret.) Leo Marquez) will be awarded the “Shell and Flame Award” at the reunion. He will not be staying at the hotel and has made arrangements to stay with a friend in the local area.
6. New Business: None
7. Adjournment: The meeting was adjourned at 1300 hours.
8. The meeting moved to the Hampton Holiday - Inn where Mike Gavin and John Matthews reviewed accommodations and discuss hotel, room, and event issues.
9. Next meeting: 11 Dec 2004, 1pm, 2004 Year-End ACAVC Social, Location - TBD
/////Signed/////
Michael E. Robertson
ACAVC Secretary-Treasurer
14 Aug 2004 meeting minutes are approved.
/////Un-signed///// ///// Un-signed /////______
John A. Matthews, Sr. Michael R. Gavin
ACAVC President ACAVC Vice President
cc:
John Cecere-R /John A. Matthews Sr.-R /
Bernard L. White-R / Wilbur (Bill) McCullough-R /
Richard W. Pennington-R /
Michael Lawhorne-R /
Phillip R. Kennedy-R /
CMSgt Michael E. Robertson-AD / Carroll Zollicoffer-R /
CMSgt John Ray -R /
Melvin E. Hill Jr.-R /
Michael R. Gavin-R /
Ronald W. Whisner-R /
Dave Nickell-AD /
George Heinlein-R /
Ronald Paugh-R /
Van Ray-R /
Joel Rhodes-R /
Thomas Danihel-R /
Edward Whitley-R /
Rickey Clay-AD /
Don Moreland-AD /
Dan Fri-R /
Rickey Clay-AD /
Donald Moreland-AD /
Wayne Guilbeau /
5
AMMO Chiefs Association Virginia Chapter, P.O. Box 65499, Hampton VA 23665-5499