Virginia State AFA                                                                           7 Nov 2009

Quarterly Meeting                                    Crowne Plaza Hampton Marina Hotel

CY09 Q4 (Oct-Dec)                                                   700 Settlers Landing Road

                                                                                                           Hampton, Virginia 23669

 

MEETING MINUTES

1.  OPENING

·         The meeting was called to order by acting State President, Randy Hobbs.  Randy welcomed the attendees to Hampton and led the assembly in the Pledge of Allegiance.

·         The invocation was offered by the State Chaplain, Bill Cuthriell.

·         Blair Ellis represented Langley as the host chapter and offered administrative announcements and other logistical details.  He noted that there would be 20 vets from the Hampton VA Hospital joining for the dinner activities.  Additionally, he expected Lt Gen Rew, ACC/CV, and Col & Mrs. Matt Molloy, 1FW Commander, as dinner guests.  The guest speaker for the evening will be the Mayor of the City of Hampton, Mrs. Molly Ward.

·         Scott Van Cleef provided an update on Dot Ree and the EXCOM unanimously expressed their concern, best wishes and approved a motion to authorize Scott and his wife to deliver flowers and a card on behalf of the Virginia AFA.

 2.  OFFICERS’ REPORTS:

·         Secretary’s report/roll call – Bart Barton

·         Agenda was previously provided to the EXCOM along with notice of the meeting in an email from Randy Hobbs.

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

o   Leigh Wade #169: present

o   Steele #239: present

o   Danville #240: present

o   Tidewater #242: present

o   Richmond #243: present

o   Roanoke #285: present

o   Langley #323: present

o   Jones #345: present

o   Gabriel #433: present

o   N. Shenandoah #435: present

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

o   President: present

o   Executive Vice President: absent

o   Treasurer: present

o   Secretary: present

o   VP Admin: present

o   VP for Aerospace Education & Awards: present

o   VP for Communications: absent

o   VP for Membership: present

o   VP for Leadership Development: present

o   VP for Veterans Affairs: absent

o   VP for Fundraising: present

o   VP North: present

o   VP East: present

o   VP West: excused, represented by Jim McGuire

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

·         Minutes from the Jun13, 2009, State Convention in Richmond and the 12 Sep, 2009, 3d Quarter Meeting in Washington DC, as posted on the VA State website, were reviewed and approved on motion by Jim McGuire, second by Chip Moran and voice acclamation.

·         Treasurer’s report – Jim Holt

·         Reviewed the 3rd quarter Financial Report, dated 27 Oct 09, at Tab 1.   The current account balance is $11,936.01

·         Jim estimated that the treasury would be sufficient for anticipated 2010 expenses in both the Education and Operations Accounts.

·         On Sep 24, 2009, I.R.S. confirmed that AFA had received Section 501(c)(3) status as not for profit entity.  National is still working details for reporting requirements for State level organizations with further guidance expected in the near future.

·   VP/Admin – Al Berg

·         Al presented State nametags to those that had placed an order and noted that if an EXCOM member needs a nametag, send information to Al.  These are paid for by the State.

·         Al called for an update to the State EXCOM roster based on the election of new chapter officers.  An updated 2010 roster is at Tab 2.

·         Meeting schedule for 2010 through 2012 was reviewed with updates approved at the Sep 09 meeting.  New schedule is at Tab 3.

 3. OLD BUSINESS

·         Election of new State President:  The requirement to elect a new State President was the result of Jeff Platte’s selection as the new President of the Central East Region.  This announcement was made at the September meeting and the nomination committee under Scott Van Cleef was reformed to find a replacement.  Scott announced that Randy Hobbs, former President of the Langley Chapter, had volunteered and placed his name before the EXCOM.  With loud acclamation, the Committee unanimously accepted his leadership for the remainder of the two year term.

·         Quarterly Reporting Requirements:  Randy reviewed the requirements for quarterly reporting by the Chapters and requested everyone get their reports in early due to the holidays and anticipated travel by Randy and Jeff.  Reminder that timely reports are required for reimbursement dollars to flow to the Chapters.

 ·         Congressional Reception Report:  Jim Holt reported on the reception that was held at the time of the National Convention in September.  There were 8 members of Congress that frequented the room during the reception.  Discussion ensued on the requirement to continue to follow-up with Representatives.  Jim pointed out that snail mail is not the preferred method since it must be processed off-site prior to delivery.  Email and phone calls work best.  After additional discussion it was decided to table the discussion on developing a plan for continuous contact with Virginia’s Senators and Representatives until the March ’10 Meeting.

 ·         CER Update:  no report due to Jeff Platte’s absence

 ·         National Convention Report:  A wrap up of the Convention was led by Jim Hannam and Scott Van Cleef.  Jim pointed out that the Convention was a success and was complemented by good reports from the National officers and staff.  Scott noted that the reduced presence of HQ USAF program managers and other staff was obvious and was a subject that needed to be address.  Additionally, there was an indication that National AFA recognized the absence of the Virginia Suite this year and would be willing to use their good offices to assist in having one next year.  Lastly a discussion on the plan by National AFA to begin certain fund raising initiatives in the NCR was tabled to a sidebar meeting between those Chapters most impacted.

 4. CHAPTER REPORTS:

 

5. REGIONAL REPORTS:  

  • VP North: Tom Shepherd highlighted that all three chapters were doing well.  He highlighted the issue previously mentioned with National AFA as potentially having a serious financial impact on the affected chapters.
  • VP East: Blair Ellis noted that he had just recently replaced Chip as VP East and he had not visited all of his chapters but he would get on that soon.  Chip commented that all chapters were doing well.
  • VP West:  Scott Van Cleef spoke in behalf of the new VP West, Jim McGuire. Both chapters are doing well.

 6. STATE REPORT:  Randy Hobbs presented the state of the State from his discussions with Jeff and that all 10 chapters are doing great things.  Some are challenged with leadership continuity, but all fulfill the full range of mission elements.  Jeff wanted the EXCOM to know that he was proud to have been asked to serve, sorry to have to move on before the end of his term.   He has great faith that Randy will be a great State AFA President.  Additionally, Chapter Presidents were reminded to help Randy keep the papers flowing: Newsletters NLT 30 Sept, Quarterly reports to State president 19 Oct.    Also to get started dusting off the Chapter Annual Plans and Officer rosters for upcoming year.

7. COMMITTEE REPORTS:

  • Aerospace Education: Jim Hannam presented the briefing at Tab 14.  He noted that the Aerospace Education Council was quite active and was teleconferencing every two weeks.  He informed that starting early in 2010, Chapters would have a new quarterly reporting requirement with details to follow.  After some discussion on the State’s “Education Program Guide” and “Operations Program Guide,” Scott agreed to search his files to ensure the version posted on the State web site is the most current.  The status of these documents will be reviewed at the next EXCOM.

 Mac MacAloon present a check for $3000.00 to Jim from proceeds of the VA Suite.  These funds were added to the State’s Aerospace Education funds.  Nick Abate, on behalf of himself and Jim Lauducci, also presented a check for $306.00 as proceeds from their VA Membership Challenge.

  • Membership – Nick Abate presented details on the Virginia and CER Awards Handbook, at Tab 15.  He encouraged Chapter Presidents to make early decisions to submit individuals for awards.  He noted that December is NOT too early to start.  Additionally, we suggested chapters to communicate with him for assistance in compliance with submission requirements and for “helpful” reviews of packages.
  • Leadership Development: Scott Van Cleef reported as the new VP for Leadership Development.  His goal is to actively pursue a leadership development program within every chapter that is modified to their membership base.  He will also work with the Chapters to push new folks into leadership positions within the State EXCOM. 

·         Membership: Chip Moran, as the new VP for Membership, highlighted that lack of new members is the greatest issue facing AFA today. 

·         Virginia Joint Leadership Council of VSOs Report: In Jeff’s stead, Bart Barton attended the quarterly meeting of the JLC.  As this council is appointed by the Governor to provide input on veteran’s issues, its primary focus is on passing of legislation and budget amendments.  To this end, they approve their 2010 Legislative Objectives, at Tab 16, that will be forwarded to the Governor and members of the Legislator in Richmond prior to the new session in January.  Additionally, the EXCOM approved a motion to purchase a Virginia State AFA Honor Brick Paver for the Virginia War Memorial Walkway of Honor and designated $250.00 for this purpose.  This paver will be placed around the JLC purchased paver along with those of the other VSOs.  Bart noted that he had made a personal donation of $25 on behalf of the State AFA as contribution of the JLC paver.

8.  NEW BUSINESS:

 ·         Quarterly Newsletter Excusals:  Randy noted he had not received any to date and none were brought forward from the floor.

 ·         Chapter Activity Plans & Annual Budgets: The EXCOM discussed the requirements and timing for the Chapter annual planning documents.  The AFA Strategic Plan 2010-2014, at Tab 17, was offered to assist in the formulation of these documents.

 ·         Fund Raising/Virginia Suite – Mac MacAloon discussed the cancellation of the VA Suite.  He noted two primary problems:  down economy and the significant cost increases from the relocation from the Marriott to the Gaylord.  The Committee cancelled the event because they anticipated a loss of over $4000 if they proceeded.  This was not without the yeoman work of Mac in attempting to gain new sponsors.  The current result of cancelling is that VA AFA owes the Gaylord $1500 to cancel suite reservation; Gaylord will apply this as a credit to a future event (i.e. next year’s suite).  Mac will be POC for the VA Suite next year and hopes for a return of previous successes.  The EXCOM thanked MAC and the Steele Chapter for working the VA Suite issue so hard and noted that there was a positive result to the State’s Aerospace Education Fund in the end.

 ·         VA State Hospitality Suite:  After a lively discussion, the EXCOM confirmed its commitment to maintaining a hospitality suite at all state functions whenever possible.  The EXCOM thanked Chip Moran for his long dedication in maintaining the concept of the suite and ensuring “supplies” were available for countless numbers of state meetings.  To ensure that this tradition is sustainable over the long term, the EXCOM approved a motion to modify the VA State Standard Operating Procedures, sections 4.3 and 5.0.  This motion passed on show of hands by 16 yeas and 1 no.  The secretary was directed to present suggested modifications to these two sections at the March ’10 EXCOM.

 ·         State JROTC Drill Meet:  Chip Moran provided details on the annual drill meet to be held the last Saturday in April 2010.  The location and execution plan remain unchanged from last year.  Chip requested those Chapters that had provided funding in previous years to continue to do so.  The EXCOM requested Chip provide an update on status of this event at the March ’10 EXCOM.

9. ADJOURNMENT:  

  • Randy announced that the next quarterly EXCOM Meeting would be hosted by the North Shenandoah Chapter on Saturday, 13 March 2010, and that registration details would be sent by email as soon as possible.  He hoped to see everyone there.
  • Having completed all the official business on the approved agenda of the EXCOM, a motion to adjourn was forwarded by Goldie Golden, seconded by Al Berg and approved by voice acclimation.  The fourth quarter EXCOM Meeting was adjourned to begin the planned social events of the evening.

Respectfully submitted,

Harold H. Barton, Jr., Virginia State Secretary