Virginia State AFA                                                                           4 June 2011

State Convention & EXCOM                                             Comfort Inn & Suites

Quarterly Meeting CY11 Q2 (Apr-Jun)                                   Danville, Virginia

                                                                                                        

MEETING MINUTES

 1.  OPENING

 ·         The 2011 Virginia State AFA Convention and second quarter EXCOM was called to order by State President, James “Randy” Hobbs.  Randy welcomed the attendees and led the assembled group in the pledge of allegiance.

·         Substituting for the State Chaplain, Stan Stevens provided the invocation. 

·         Adam Tomer, Danville Councilman, welcomed the Delegates to Danville on behalf of the City and noted their appreciation to host the State Convention.  He encouraged the delegates to get out and enjoy all that the Danville area has to offer.

·         Danville Chapter President, Jerry Hovatter, welcomed the Delegates to the State Convention and Quarterly EXCOM to Danville and reviewed the logistical details for the day and evening events.  Jim Hannam offered the thanks of the EXCOM for the work of Jerry and Ruby in planning and executing the State meetings.

 

2.   STATE CONVENTION:

·         The AFA State Convention was convened as required by the State Constitution and Bylaw.  Article IX is controlling for delegate credentialing, quorum, voting and rules/procedures.  Notice was provided by State President, Randy Hobbs, at Tab 1.

·         Delegate credentials for all Chapters were confirmed and a quorum was established with all Chapters represented.

·         On motion from Goldie Golden, seconded by Chip Moran, the delegates determined that the rules and procedures for the Convention are to be similar in all ways to those used for normal quarterly EXCOMs.

·         The agenda previously provided with the official notice of the Convention, at Tab 2, was approved for conduct of the meeting.

·         State Elections: Randy Hobbs presented the recommendations of the Nominating Committee for the elected state officers, Tab 3.  No second is required as this was a committee report.  With a loud and thunderous voted of affirmation the presented list was approved by the Convention.  Appointments to the EXCOM were also reviewed.  The newly elected officers and appointments take office on October 1, 2011.

·         Having completed all the official business on the approved agenda of the State Convention a motion to adjourn the Convention was forwarded by Blair Ellis, seconded by Scott Van Cleef and approved by voice acclimation. 

 

 3.  OFFICERS’ REPORTS:

 ·         Secretary’s report/roll call – Bart Barton

·         Chapter roll call was completed with all chapters represented by their president or designated vice.

·         State Officer roll call was completed with a majority of officers present or represented by proxy.

·         A quorum, as defined in the Constitution and Bylaws, Article X, section 6, was confirmed

·         Minutes from the March 12, 2011, 1st Quarter Meeting in Virginia Beach, Virginia, as posted on the VA State website, were reviewed and approved on motion by, Goldie Golden second by Norman Brander and voice acclamation of the EXCOM.

 

·         Treasurer’s report – Jim Holt

·         Reviewed the 1st Quarter 2011 VA State Financial Report, at Tab 4.   The balance as of the EOQ was $11,691.16.

·         Jim noted that he had received back payments from National for all of 2010.  The Operations account is now solvent with a balance of $3,284.94 and will be increased with the anticipation of a national reimbursement check for first quarter of 2011. 

·         Jim also requested that individuals cash/deposit reimbursement checks as soon as possible after state meetings.

·         Kari Lynn Hahn, National Director of Membership and Field Operations, provided an update on the IMIS integration.  She noted that the national staff has been working very hard to bring the system on-line and up to date.  Membership rosters are updated through April 2011.  The system can produce customized reports upon request from a chapter.  Kari responded to multiple questions from the Chapter representatives and ended by stating she has confidence that the system is over the multiple startup problems and should be very useful to Chapters in the future.  Randy thanked Kari for making the trip to the meeting and providing very useful information.

 

·   VP/Admin – Blair Ellis

·         Blair noted that he was the procurer of name tags for new members to the EXCOM.

·         Blair presented the revised Meeting Schedule for 2011 through 2013 at Tab 5.

·         A June revision to the EXCOM social roster was provided to participants by direct email and is available by request to Blair.

·         Al Pianalto noted that some names and emails remain on chapter and state websites and there should be an effort to remove personal information from these sources.

 

·   President’s Report - Randy Hobbs presented the state of the State and reflected on the following topics:  

•      September EXCOM meeting will be at National Convention on September 17, 2011.  The meeting will be at the Gaylord Convention Center.

•      Need 25-27 individuals as Virginia Delegates and spares to attend both days of the National Convention (17-18 Sep).  Volunteers should contact their Chapter Presidents and Randy Hobbs.

•      Randy encouraged all outgoing officers to make sure that each newly elected or appointed officer has a good handoff and continuity folder.

•      Membership remains a key component of success for the future of the organization.

  

4. CHAPTER REPORTS:

  • Leigh Wade #169, Tab 6
  • Steele #239, Tab 7
  • Danville #240, Tab 8.  The EXCOM noted that the work of the Danville Chapter is exemplary for any Chapter let alone one of its size of active members.
  • Tidewater #242, Tab 9
  • Richmond #243, Tab 10
  • Roanoke #285, Tab 11
  • Langley #323, Tab 12
  • Jones #345, Tab 13.  The EXCOM noted with regret that this will be the last Chapter Report from the Jones Chapter
  • Gabriel #433, Tab 14
  • N. Shenandoah #435, Tab 15

 

5. REGIONAL REPORTS:  

  • VP North:  Tom Shepherd no report
  • VP East:  Al Pianalto no report
  • VP West:  Jim McGuire no report

 

6.  ANNUAL AWARDS RECOGNITION CEREMONY

·         Randy Hobbs presided over the presentation ceremony of the 2011 Virginia State Annual Awards, Tab 16:

·         Citations of Achievement

·         VA President’s Award

·         VA Special Achievement Award

·         VA Sustained Leadership Award

·         Outstanding Chapters of the Year:

§  Small: Leigh Wade

§  Medium: Tidewater

§  Large: Steele

·        AF JROTC Unit of the Year:

·         Member of the Year: Jim Hannam

 

·         The Glenn E. Thompson Teacher of the Year: Dr. Nancy Hoover, L.C. Bird High School, Chesterfield, was nominated by Leigh Wade Chapter.  Randy Hobbs presented Dr. Hoover with checks totaling $1000.00 from the VA State and National AFA organizations and other accoutrements of the award.  Dr. Hoover addressed the EXCOM in acceptance, Tab 17, and thanked VA AFA for her consideration and award.  In her presentation, she explained the success of the Governor’s Academy for Engineering at her high school.

 

7. COMMITTEE REPORTS:

  • Aerospace Education: Jim Hannam presented the briefing at Tab 18.   He emphasized the following topics:
    • AFA Education Objectives
    • AFA Education Programs at national and local levels
    • Available funding for Education Programs including the new Michael Wilson ROTC Scholarship
    • 2011 Educator Grants Program.  Jim noted that of the 108 Grants awarded, only one was from VA.  Other state winners included 25 for Ohio, 20 for Florida and 11 for New Mexico.  The Virginia Grant Winner is Tracy Carter, Franklin County High, Rocky Mount. 
    • Teacher of the Year Program (8 of 10 Chapters in VA participated this year!)
    • Use of VA State matching grants for Chapter programs and approved grants for 2011.  Chapters were reminded that grants can be used for non-JROTC teams in CyberPatriot.
    • Other National grants awarded:
      • Spring 2011 AFJROTC Instructor Grant: Charles Schmetzer, Atlee High School, Mechanicsville, Virginia
      • Spring 2011 CAP Educator Grant:  Anne Stultz, Martinsville Middle School, Martinsville, VA
    • Potential changes to AFA Mission Statement, Vision, Values

·         Buck Buckwalter, Air Force Association Executive Vice President provided results of CyberPatriot III, plans for CyberPatriot IV and answered questions from the floor

  • Fundraising: Mac MacAloon provided an update briefing on the status of the Virginia Suite at the National Convention.  He has cash or commitments for full funding and is working a plan to extend opening to Sunday night.  He encouraged Chapters to consider donations for giveaways.  Additional sponsors are always welcome.  Mac will block rooms near the Suite if he is informed of individual interest.

 

  • Awards: no report

 

  • Communications: no report

 

  • Membership – Chip Moran reminded that membership equals money (in the form of reimbursement from National).  Use each and every event as an opportunity to run a membership table.

 

  • Leadership Development: Scott Van Cleef provided a presentation at Tab 19.  Train your replacement as you are completing your duties…a plan for succession.  He also provided a list of nominees for National elections.  To ensure that VA has viable candidates in the future, the EXCOM needs to push state folks into national committee work.  Additionally, Scott briefed discussions from the most recent Board of Directors teleconference.  The sense of the EXCOM was to consider a position on certain changes to National nomination procedures once the proposed changes have been published.

 

  • Veterans Affairs: no report

 

  • Government Relations:  Jim Holt informed that National AFA has not advised on plans for Congressional interface.  He believes that there will be a Congressional Reception as in previous years.  Jim also encouraged each Chapter to stay in contact with their local delegations.  It is not too early to get on Representatives calendars for September.

 

·         Virginia Joint Leadership Council of VSOs: Bart Barton provided update on recent JLC actions. 

 

8. OLD BUSINESS

•      Deactivation of William A. Jones Chapter#345 – Kevin Lavin led the discussion on actions required for the plan to deactivate the Jones Chapter effective June 30, 2011.  Kevin has reviewed the membership by zip code and has worked a recommendation on reallocation to other VA chapters.  He will be sending a letter to each current member to solicit their input to this re-allocation.  Roanoke and Richmond have agreed to be responsible for the currently active ROTC, JROTC and CAP units.  On motion by Tom Shepherd, seconded by Jim Hannam and voice vote, the EXCOM approved the report presented by Kevin Lavin of the William A. Jones II Chapter #345 of the Air Force Association.  Further, the EXCOM approve the closure as of June 30, 2011, and noted that Kevin Lavin will complete any unfinished actions.  Finally, any moneys remaining from Chapter #345 accounts will revert to the Education Funds of the Virginia State AFA treasury.   Tom Shepherd provided the EXCOM the text of a Proclamation from the Jones Chapter for Kevin’s long period of superior service, Tab 20.

•      State realignment study – Jim Holt addressed the status of the realignment of membership within Virginia, Tab 21.   He covered challenges, demographics of current VA AFA membership, and a graphic of the current chapter zip code assignment.  As this is an interim report, the subcommittee will continue its report with recommendations at the next EXCOM.

•      Update on Virginia Specialty auto plate with USAF logo.  Randy Hobbs noted that there are currently 150 applications against a requirement of 450.  Applications will be accepted until the end of the year.

•      6th Annual State Drill Meet results – Chip Moran provided an update on the State Drill Meet completed in April at Atley High School.  The winning school was E.C. Glass High School, Roanoke.  Planning for next year has already begun.

 

10.  NEW BUSINESS:

·        Quarterly Newsletter excusals: none

·        Any other new business that may properly come to the EXCOM: none

 

11. ADJOURNMENT:

 

  • Randy announced that the next quarterly EXCOM Meeting would be hosted by the Steele Chapter prior to the National Convention on Saturday, 17 Sep 2011, and that registration details would be sent by email as soon as possible.  He hoped to see everyone there and encouraged maximum participation as VA State Delegates.
  • Having completed all the official business on the approved agenda of the EXCOM, a motion to adjourn was forwarded by Jim Hannam, seconded by Scott Van Cleef and approved by voice acclimation.  The 2nd quarter EXCOM Meeting was adjourned to begin the planned social events of the evening.
  • The host Chapter invited everyone to attend a reception and buffet dinner with guest speaker Mr. Scott M. Bland for NextGen Aeronautics, Danville Operations.

  

Respectfully submitted,

  Harold H. Barton, Jr., Virginia State Secretary