AESC MEETING MINUTES
May 2015
CALL TO ORDER: 10:12AM
ATTENDEES: Connie Semonite, Allison Chamberlayne, Maggie DeMello, Lisa Stevenson, Roz Riley, Laura Putnam (virtual), Kimberly Oborski (virtual), Sheila Kelly, Kay Burlin, Priscilla Noah, Bette Meuleners
LOCATION: Fairfax Community Center, Fort Belvoir, VA 22060
MINUTES APPROVAL: A distribution of the minutes of the April board meeting were redistributed to the board via email on April 29, 2015. Motion to approve the minutes as passed unanimously.
Motion: Maggie Second: Lisa
PRESIDENT: Connie Semonite
• Special thanks to Allison Chamberlayne and Lisa Stevenson for hosting, and special thanks to “cup’a joe” Maggie!
• Board birthdays! – Lisa Stevenson (May 3rd) and Allison Chamberlayne (May 2nd). Happy Birthday Ladies!!
• Knollwood Bakesale – Great job and great success!
• AEMA Brunch – Largest we’ve had!! It was great fun!
• Red Hot & Blue – Another success! We raised $100! Red Hot & Blue also said that they’d be happy to host another event!
• Elected Board – Good to go.
· Open Positions: Publicity/Historian (Pictures, etc.) Add Facebook? Be a part of social media*
Welfare & Services
· AARS: Next month (June), have books ready to pass on.
- reports
- minutes
- constitution
- AEMA Charter
- Finances
· Put together reports (timeline) – summarize by month, have suggestions at the end. How can you make it better for the next person?
· Farewell – Vicky Groninger – Family friendly event. BBQ? Also have Vicky’s invited guests, plus board members.
HONORARY ADVISORS:
• Chief’s Spouse (Renee Bostick) – not present
• CSM Spouse (Vicky Groninger) – not present
• Military Programs Spouse (Jackie Caldwell) – not present
VICE-PRESIDENT: Allison Chamberlayne
• Great Luncheon! Made a great profit, too!
• Worked with AEMA, Scholarship, Reservations, Treasurer, and President to coordinate the AEMA Scholarship Lunch.
• Prepared AAR for AEMA Scholarship Lunch
• Cocktail Party – October 17th? Karen Huff has requested this date, works best for the Bosticks.
• June Board Meeting at Renee’s set for 11am June 3rd.
· Need to purchase gift/flowers (can I get an update on where I am budget wise?)
• I’m open to planning a late May/June event if there is a desire. It should probably be an evening or weekend event.
• Continuing to update VP Binder with AARs from each event
o Can I get a Treasurer/AEMA/Reservations AAR from the cocktail party please? I would like to see samples of what was used to check in, what was sent out to donors..If we had to start from scratch tomorrow, I need something to go on!
• 25th Anniversary of Fisher House – is this something we’d like to volunteer with? Volunteers to serve food?
SECRETARY: Maggie DeMello
· Sent Erica Shaw a sympathy card
· Getting Secretary binder up to date in order to give it to Lisa Steveson next month J
· Transition with Lisa to take over as Secretary for 2015-2016
TREASURER: Kathy Moakler, not present, no report emailed
· Calling for expense reimbursement. Please send me any expenses you have ASAP.
AEMA CHAIRMAN: Holly Scherer, not present, no report
SCHOLARSHIP CHAIRMAN: Erica Shaw, not present, no report
PARLIAMENTARIAN: Roz Riley
• Many compliments on the ‘in memorium’ awards – Buxbaum and Swygert loved being a part of the awards
• Continued to refine AEMA Articles of Charter (AofC) as respondents provided input
• Coordinated virtual voting opportunities
1) approval of proposed slate of officers for 2015
2) general membership voting for 2015-2016 Slate of Officers
· Met with AEMA Chair, twice, to finalize and prepare for AEMA Brunch (to act in her absence)
· Assisted in preparation of “In Memoriam” designations/bio for top 3 AEMA awardees.
· Acted on behalf of AEMA Chairman at AEMA Brunch to assist VP in set up of display table of awardees and as needed.
· AEMA Award certificates and programs were mailed Monday, 4 May, to AEMA Chair for distribution with award checks to student who were not present at the Brunch.
· AEMA (AofC) draft circulated among selected Board members for review and editing (Semonite, Groninger, Shaw, Caldwell). Waiting for all to have opportunity to respond
· Discussed C&B review and revision with President; plan for Parliamentarian to assemble review group over summer and present revision proposal to board in August.
o C&B revision, once approved by Board will need approval vote from 2/3 of active membership voting (as C&B reads now)
· Send AEMA AofC to previous AEMA Chair for her input (Laura Putnam)
· Finalize AEMA AofC and present to 2014-2015 Board for acceptance
· Recruit committee for C&B review/revision. Goal is wide representation of membership.
· Continue to work on archive bins and make available to the appropriate board members(s)
MEMBERSHIP: Jackie Caldwell, not present, report texted
• Our 2014-2015 membership year will close June 30th
• Only July 1 our full year membership will resume for 2015-2016 membership year
• The electronic membership option continues to be the overwhelmingly preferred method of payment.
• Our trusty snail mail to AESC mailbox will remain membership option
HOSPITALITY: Lynda Flowers
· June Board Meeting will be held at Renee Bostick’s house, Quarters 7, Ft. McNair, at 11am.
NEWSLETTER: Karen Anderson, not present, no report emailed
WEBMASTER: Laura Putnam
· Pictures are up on the webpage (homepage)
· Do we have headshots of the awardees? – Please send!
· Will update the website with the awardees
RESERVATIONS: Anita Link
· Thank you Allison for all your help!
· Wish we got the blue ribbons for Fairfax Residents
· Will make nametags for new board members and give to someone for the June 3rd Meeting
CIRCULATION: Kara Anderson – not present, report emailed
· The March Castle Gram was received March 19, 2015 and forwarded to membership on March 21, 2015. Additionally, 10 copies were made and sent as well. Copying costs were $20.99 for this month. I used postage and seals already on hand.
· The April Castle Gram was received April 30, 2015 and forwarded to membership on April 30, 2015. Additionally, 10 copies were made and sent as well. Copying costs were $22.79 for this month. I used postage and seals already on hand.
· I assisted getting the AEMA Scholarship Luncheon invitation out to local membership and the board slate out to the entire membership. I assisted in the half-year memberships, we continue to receive by updating our master spreadsheet.
WAYS AND MEANS: Sheila Kelly
· Get with Kathy about my new budget
· Issue – Noticed there is a 10% discount for new members. This is not the case! However, feel free to change it up to your liking.
WELFARE/SERVICES: Kimberly Oborski
• Zero2016 items and giftcards ($130 total!) were dropped off by Allison on April 23rd.
• Our Red Hot & Blue fundraiser was a success! RH&B donated $100 as a result of our sales throughout the 2-day campaign. Connie picked up the check and snapped a great picture. Will post on Facebook!
PUBLICITY/HISTORIAN: Glenda Hudson, not present, no report emailed
FACEBOOK: Lisa Stevenson
LIAISONS:
KNOLLWOOD LIAISON: Vacant
FAIRFAX LIAISON: Joyce Rebh (not present)/Kay Burlin
KNOLLWOOD BAKE SALE: Priscilla Noah – Lovely time at the bakesale! Such a great turnout. Made a profit of $500+!
NOMINATIONS: Bette Meuleners
• Sent my Castle Gram article to Karen for publishing in the newsletter.
• Also wrote and sent a message to the entire membership via email with the list of nominees for the AESC’s Elected 2015-2016 officers and asked for ‘nominations from the floor’. I did not receive any ‘floor’ nominations, so sent Roz Riley (Parliamentarian) a message letting her know this. She then sent out a request for members to vote on the elected board.
• Hope the nominees for the elected board are approved by the time of our May 6, 2015 board meeting – PASSED!
• I think the Parliamentarian will be the correct one to write an article about the election for the Castle Gram. If not, I’ll be happy to do it.
OLD BUSINESS:
• AEMA Charter, C&B
NEW BUSINESS:
· JULY All Day Workshop? – 9am – 3pm WEDS in July 1, 8, 15
Discussions: C&B
AEMA Charter
AESC Demographics vs. AEMA Awards
2015-2016 Budget
AESC Chapters
Summer Newsletter?
DATES TO REMEMBER
• 07 August 2015 – Castle Ball
ADJOURNMENT: *Had to leave early, unaware of adjornment*
NEXT MEETING: Date: 3 June 2015 @ 11AM
Hostess: Renee Bostick, Quarters 7
Respectfully submitted,
Maggie DeMello
AESC Secretary 2014-2015
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