Date: November 3, 2019
Time: 7pm
Conference Call:
John called the meeting to order at 7:01pm
Roll Call: Anne announced she would be recording the meeting if there are no objections, no objections Anne continued with Roll Call.
Present: John Traphagen, Lou Snow, Charlotte Burrell, Charlie Lawrence, Patty Pritchard, John Poppe, Maureen Pelletier, Anne Archambault, Barbara Smith, Connie Poole Parliamentarian.
Secretary Report:
Anne asked if everyone had received the minutes of the October 6th meeting. All responded they had and there was one correction, John stated that Bob Mills has volunteered to be the Volunteer at Large so we should remove the sentence stating we were looking for a volunteer. Maureen made a motion to accept the minutes of October 6, 2019 as corrected, Charlie 2nd Motion was approved unanimously.
Anne announced she received a formal written request from the Susquenango Chapter of FMCA for an independent audit of the NEA Treasury Account. Anne read the formal request and John requested we wait until we get to New Business for discussion.
Treasures Report:
Maureen went over the rally expenses and mentioned that National made a deposit of $2000.00 for having educational seminars. John Poppe will get a name so Maureen can make the donation to the color guard. We are still waiting for payment from Colton for the number of coaches sold that was agreed on; Barbara will follow up with Colton. There is still a chapter that has not paid for the ad in the Program from the Syracuse Rally.
2020 Rally:
John announced there was an Executive Board National Meeting and it was announced that the 2020 rally would not be held in Syracuse. There was suppose to be a signed contract by October 15, 2019 but no contract has been signed, so the Executive Board voted to look elsewhere for the 2020 rally. Patty asked where it would be held; John said it would not be held in the Northeast so we will have to organize a Northeast Rally for the summer of 2020. John stated National was looking in different areas and we would be notified as soon as a decision was made.
Elections:
Connie asked if everyone got a copy of the letter she received from the National Parliamentarian, everyone stated they did. Charlotte asked what it meant. Connie explained that all that are in office now will stay for two years. In 2021 the entire Board will be up for election. The Treasurer, and three Vice Presidents will serve for a 2 year period, The Sr. Vice President and the Secretary and one Vice President will serve for a 1 year period per our Standing Rules paragraph 3.
Charlie asked if the By Laws and Standing Rules will be re written before the election. We may have to make a 1 time change to the Standing Rules to be in compliance with our Bylaws and Standing Rules.
Patty asked what we need to do to be in compliance according with the By Laws and Standing Rules.
Patty made a motion to have another election to be in compliant according to National Parliamentarian, in 2021 Lou 2nd . Further discussion on how to stay in compliance was discussed.
Patty made a motion to withdraw her motion and Lou 2nd.
Charlie made a motion to Follow the National Parliamentarian suggestion to have a onetime standing rule change for an election of Board Members for 2021 complete board for a one year term then continue with the original procedure of on the odd years election of the Treasurer and 3 Vice Presidents till 2023 and the even years for Secretary, Senior Vice President and one Vice President for 2022.
Roll call for a vote was taken, Motion passed unanimously.
Vice President Workshops:
Charlotte reported she held her 1st workshop with 3 of her National directors and believed it was successful. She will continue to have them, lots of information was shared.
Charlie reported he is still waiting to hear from 3 National Directors.
Patty is also waiting to hear from 3 National Directors.
John and Lou did not have a report.
John stated that he would like a list of those the VP’s are not able to make contact and he will see what he can do on the National Level.
Rallies:
Harbourfest will take place in July next year. Charlotte would like this to be posted on the website as soon as it goes online.
Northeast Area Officers are now responsible to host a Northeast Rally for 2020.
John suggested Essex Junction VT.
Syracuse We lost money this past year, probably not a good choice for 2020.
Freiburg, ME fairground might be a good choice.
Springfield, MA, Very expensive.
Labor Day Weekend would not be a good choice for dates.
RV Shows:
Charlotte reported the big RV Show in the New York would be in March and the cost will be $695.00. FMCA would only support us with flyers but no monetary help. Therefore we will not be participating.
Charlotte reported she attended the New York Central end of the year dinner and represented the NE Officers. She reported they would like an increase in communication with the Northeast Board.
Financial Reports:
John revisited the request from the Susquenango chapter for a request for an independent Audit of the financial books. Maureen stated the treasures report was voted on at the annual meeting in Syracuse 2019 and an audit was performed by the newly elected audit committee and found in good order. Discussion was held on the concerns of the Chapter and it was decided to get the Web Site up and running with the Treasurer’s Report published for 2018 to 2019 for all to review and then questions will be answered.
Charlie made a motion to table the discussion of a financial independent audit of the until we get a clear understanding of a request by any Chapter until the Web Site is up and running with the information so all Chapters can review it. Lou 2nd roll call was taken and motion passed unanimously.
John will be in touch with Jason this week about the Web Site changes we made at the conference call workshop.
Next Board Meeting Nov 17, 2019
Meeting adjourned: 8:55pm
Respectfully submitted,
Anne Archambault, Northeast Area Secretary
Minutes approved, November 17, 2019
Sent to Web Master (Jason At FMCA) 12/10/2019
Northeast Area Minutes
Date: November 3, 2019
Time: 7pm
Conference Call:
John called the meeting to order at 7:01pm
Roll Call: Anne announced she would be recording the meeting if there are no objections, no objections Anne continued with Roll Call.
Present: John Traphagen, Lou Snow, Charlotte Burrell, Charlie Lawrence, Patty Pritchard, John Poppe, Maureen Pelletier, Anne Archambault, Barbara Smith, Connie Poole Parliamentarian.
Secretary Report:
Anne asked if everyone had received the minutes of the October 6th meeting. All responded they had and there was one correction, John stated that Bob Mills has volunteered to be the Volunteer at Large so we should remove the sentence stating we were looking for a volunteer. Maureen made a motion to accept the minutes of October 6, 2019 as corrected, Charlie 2nd Motion was approved unanimously.
Anne announced she received a formal written request from the Susquenango Chapter of FMCA for an independent audit of the NEA Treasury Account. Anne read the formal request and John requested we wait until we get to New Business for discussion.
Treasures Report:
Maureen went over the rally expenses and mentioned that National made a deposit of $2000.00 for having educational seminars. John Poppe will get a name so Maureen can make the donation to the color guard. We are still waiting for payment from Colton for the number of coaches sold that was agreed on; Barbara will follow up with Colton. There is still a chapter that has not paid for the ad in the Program from the Syracuse Rally.
2020 Rally:
John announced there was an Executive Board National Meeting and it was announced that the 2020 rally would not be held in Syracuse. There was suppose to be a signed contract by October 15, 2019 but no contract has been signed, so the Executive Board voted to look elsewhere for the 2020 rally. Patty asked where it would be held; John said it would not be held in the Northeast so we will have to organize a Northeast Rally for the summer of 2020. John stated National was looking in different areas and we would be notified as soon as a decision was made.
Elections:
Connie asked if everyone got a copy of the letter she received from the National Parliamentarian, everyone stated they did. Charlotte asked what it meant. Connie explained that all that are in office now will stay for two years. In 2021 the entire Board will be up for election. The Treasurer, and three Vice Presidents will serve for a 2 year period, The Sr. Vice President and the Secretary and one Vice President will serve for a 1 year period per our Standing Rules paragraph 3.
Charlie asked if the By Laws and Standing Rules will be re written before the election. We may have to make a 1 time change to the Standing Rules to be in compliance with our Bylaws and Standing Rules.
Patty asked what we need to do to be in compliance according with the By Laws and Standing Rules.
Patty made a motion to have another election to be in compliant according to National Parliamentarian, in 2021 Lou 2nd . Further discussion on how to stay in compliance was discussed.
Patty made a motion to withdraw her motion and Lou 2nd.
Charlie made a motion to Follow the National Parliamentarian suggestion to have a onetime standing rule change for an election of Board Members for 2021 complete board for a one year term then continue with the original procedure of on the odd years election of the Treasurer and 3 Vice Presidents till 2023 and the even years for Secretary, Senior Vice President and one Vice President for 2022.
Roll call for a vote was taken, Motion passed unanimously.
Vice President Workshops:
Charlotte reported she held her 1st workshop with 3 of her National directors and believed it was successful. She will continue to have them, lots of information was shared.
Charlie reported he is still waiting to hear from 3 National Directors.
Patty is also waiting to hear from 3 National Directors.
John and Lou did not have a report.
John stated that he would like a list of those the VP’s are not able to make contact and he will see what he can do on the National Level.
Rallies:
Harbourfest will take place in July next year. Charlotte would like this to be posted on the website as soon as it goes online.
Northeast Area Officers are now responsible to host a Northeast Rally for 2020.
John suggested Essex Junction VT.
Syracuse We lost money this past year, probably not a good choice for 2020.
Freiburg, ME fairground might be a good choice.
Springfield, MA, Very expensive.
Labor Day Weekend would not be a good choice for dates.
RV Shows:
Charlotte reported the big RV Show in the New York would be in March and the cost will be $695.00. FMCA would only support us with flyers but no monetary help. Therefore we will not be participating.
Charlotte reported she attended the New York Central end of the year dinner and represented the NE Officers. She reported they would like an increase in communication with the Northeast Board.
Financial Reports:
John revisited the request from the Susquenango chapter for a request for an independent Audit of the financial books. Maureen stated the treasures report was voted on at the annual meeting in Syracuse 2019 and an audit was performed by the newly elected audit committee and found in good order. Discussion was held on the concerns of the Chapter and it was decided to get the Web Site up and running with the Treasurer’s Report published for 2018 to 2019 for all to review and then questions will be answered.
Charlie made a motion to table the discussion of a financial independent audit of the until we get a clear understanding of a request by any Chapter until the Web Site is up and running with the information so all Chapters can review it. Lou 2nd roll call was taken and motion passed unanimously.
John will be in touch with Jason this week about the Web Site changes we made at the conference call workshop.
Next Board Meeting Nov 17, 2019
Meeting adjourned: 8:55pm
Respectfully submitted,
Anne Archambault, Northeast Area Secretary
Minutes approved, November 17, 2019
Sent to Web Master (Jason At FMCA) 12/10/2019