2016 TREA AUXILIARY NATIONAL CONVENTION FIRST BUSINESS MEETING THURSDAY - SEPTEMBER 15, 2016 LAS VEGAS, NEVADA

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1 2016 TREA AUXILIARY NATIONAL CONVENTION FIRST BUSINESS MEETING THURSDAY - SEPTEMBER 15, 2016 LAS VEGAS, NEVADA CALL TO ORDER - Meeting called to order by President Irmgard Cates at 9:40 AM. INVOCATION/PLEDGE OF ALLEGIANCE - Given by Chaplain Alice De Boer, who opened the Bible, followed by the Pledge of Allegiance. ROLL CALL OF OFFICERS - Taken by Secretary Pat Weaver - All Board members were present. President Irmgard Cates Vice President Pat Mitchell Treasurer Audrey McCray Past National President Renée Keener 2-Year Director Alice De Boer 1-Year Director Betty Love 1-Year Director Pat Weaver Acting Secretary Pat Weaver Parliamentarian Elaine Warner-Savage WELCOME/RECOGNITION OF APNPC MEMBERS/GUESTS President Cates welcomed all delegates, MALs and guests. She also recognized APNPC members Marie Smith, Greta Master, Sandra Milner and Sandy Ott. A guest book was passed for everyone to sign. President Cates informed the delegates the box lunch would be served from 12-1 PM and the Joint Awards Luncheon will be held at 12 PM on Friday, September 16, ASSIGNMENT OF SERGEANT-AT-ARMS/ASSISTANTS - President Cates assigned Ernie Summarell (A29) as Sergeant-at-Arms, and Audrey Guy (A01) and Sherry Eller (A113) as assistant Sergeant-at-Arms. ASSIGNMENT OF TELLERS - President Cates assigned Barbara Tackitt (A39) as Head Teller with Kitty Jones (A01) and Veronica Zeitvogel (A01) as assistant Tellers. CONVENTION GUIDELINES/SPECIAL RULES OF ORDER - Parliamentarian Elaine Warner-Savage read the Convention Guidelines and Special Rules of Order that are in the book at Tab 2. With no objection, they were accepted by the delegation as read. Parliamentarian Warner-Savage stated she had researched the abstain vote and found it is to be counted as a no vote. CONVENTION SCHEDULE/AGENDA President Cates entertained a motion to accept the Convention Schedule/Agenda as printed. APNP Smith made the motion to accept the Schedule/ Agenda, APNP Master seconded. Motion carried. CERTIFICATION/CREDENTIALS Director Weaver called for the count of each Auxiliary Chapter, Delegates-at-Large, BOD, and APNPC members. She stated the Credentials list is at Tab 8. Page 1 of 6 First Business Meeting

2 AUXILIARY Delegate Votes Proxy Votes Total Votes Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter MALs Voting BOD APNPC TOTAL PRESIDENT'S REPORT/CONVENTION PLANNING - President Cates announced her report is at Tab 3 in the convention book. The report states she kept in close contact with the BOD on different matters; met with John May in March 2016 regarding marketing and membership maintenance, new member acquisition efforts, and fund raising; worked closely with TREA President Hyland; chaired the Auxiliary Mid-Term meeting in May 2016; attended the TREA Mid-Term meeting; attended Veteran s Day Service at Arlington National Cemetery helping present the TREA and TREA Auxiliary memorial wreath at the Tomb of the Unknown Soldier on November 11, 2015; attended TREA President Hyland s testimony before the Senate/House Committee on Veterans affairs in March 2016; attended the 2017 convention planning meeting in January 2016 in Las Vegas, NV; submitted articles for The VOICE; attended the Veteran s Ball and Anniversary Ball at Chapter 1; attended Chapter 39 s Anniversary Ball, and regularly communicated with Debbie Osborne, Director of Operations, at TREA Headquarters regarding inquires and issues related to Auxiliary members. APPROVAL OF 2015 CONVENTION MINUTES - President Cates asked for any corrections to the 2015 minutes at Tab 4 in the convention book. APNP Sandy Ott noted a correction to the First Business Meeting minutes Delete Secretary s Report paragraph. Charlene Moles (A01) made a motion to accept the 2015 Convention Minutes as corrected. Lily McCutchen (A01) seconded. Motion was approved. TREASURER/FINANCE COMMITTEE/BUDGET REPORT - Treasurer McCray s report is at Tab 5 in the convention book. An additional sheet was distributed to the delegates with the following information as of September 14, 2016: Page 2 of 6 First Business Meeting

3 Accounts Balance Checking (main bill paying Auxiliary) 2587 $25, Saving (money market) 1034 $26, Saving (money market) 4933 $88, Saving (scholarship) 0720 $ 2, Saving (WEF) 4063 $ 9, Black Hills Community Bank WEF $29, WEF $28, Black Hills Federal Credit Union Receive statements quarterly-next statement September 30, 2016 Account (regular account) $ month Certificate of Deposit (CD) $36, month Certificate of Deposit (CD) $14, When a check is received from AMS, the monies are divided 20% to WEF, 30% to Scholarship, and 50% to Checking. Treasurer McCray noted on page 2 of the report an asterisk should have been included behind Auxiliary Scholarship under EXPENSES and the explanation at the bottom of the page should read *In 2014 the budget for 2015 Scholarship was set at $21,000 but $24,800 was spent. APNP Marie Smith made a motion to approve the CY 2017 Projected Budget of $136,400. Annette Harris (A03) seconded. Motion was approved. WEF/BENEVOLENT ASSISTANCE PROGRAM/BUDGET Vice President Mitchell stated the report is at Tab 6 in the convention book. The report in the book shows one widow received $3, to replace articles and furniture lost in a flood and tornado in OK; one widow received $150 for knee pads and cushions for her wheel chair; and one widow received $4,150 for hearing aids; an ad was placed in the Miss Blue Revue Pageant for $100; $ for The VOICE for the 7/15 and 10/15 issues; $6000 to sponsor the Joint Awards Luncheon at the 2016 TREA convention. Expenses as of July 2016 were $15, Vice President Mitchell report the following changes since printing the convention book; $1357 to a widow for dental assistance, $2,175 to The VOICE. There is a total of $3,80.18 in the checking account. Vice President Mitchell stated the BOD is working on showing the delegates a separation of WEF monies from other monies. We are hoping to have it resolved by the Mid-Term Meeting. There is roughly $159,000 in WEF money. Annette Harris (A03), made a motion to accept the WEF/BENEVOLENT ASSISTANCE PROGRAM Projected Budget of $ Jessie Rice (A03) seconded. Motion was approved. Page 3 of 6 First Business Meeting

4 SPECIAL PRESENTATION - President Imgard Cates introduced John May, President of Association Management Services (AMS). Mr. May provided copies of the TREA National Auxiliary Convention Report. Membership is at 5,212 as of June 2016, fundraising was profitable, and the auxiliary is on track financially. He stated it is not cost effective to do anything but Christmas labels and the note pads. We need to provide some sort of incentive to current members to recruit new members. We should use more social media. MEMBERSHIP/CREDENTIALS/LIAISON Director Weaver stated the report is at Tab 7 in the convention book. Rebate checks were sent in February 2016 for July 1, 2015 to December 31, Rebate checks for January 1, 2016 to June 30, 2016 will be given to the Auxiliary Chapter Presidents September 15 if in attendance at the convention; otherwise they will be mailed. The total number of members is 4,810. Mr. May s report includes members in a 90-day grace period. NOMINATING COMMITTEE/RÉSUMÉS - Director Weaver stated the report and résumés received are in the convention book at Tab 10. Announcements concerning election of officers were made in The VOICE and a letter was sent to all Auxiliary Chapter Presidents for the vacancy of the positions of President, Vice President, Treasurer, and two 2-year Directors. To date three résumés have been received; one for President (Irmgard Cates), one for Vice President (Pat Mitchell), and one for Treasurer (Audrey McCray). Director Weaver called for other nominations from the floor for the office of President three times. APNP Smith made a motion to close nominations. Seconded and motion carried. President Cates will be re-elected. Director Weaver called for other nominations from the floor for the office of Vice President three times. APNP Master made a motion to close the nominations. Seconded and motion carried. Vice President Mitchell will be re-elected. Director Weaver called for other nominations from the floor for the office of Treasurer three times. Kitty Jones (A01) made a motion to close the nominations. Seconded and carried. Treasurer McCray will be re-elected. Director Weaver called for other nominations from the floor for the office of 2-Year Director. APNP Smith nominated Betty Love (A39) who accepted the nomination. Barbara Coley (A34) was nominated and accepted the nomination. Résumé from Director Love was distributed and Barbara Coley will have one available for the next meeting. APNP Master made a motion to close the nominations. Seconded and Passed. Betty Love and Barbara Coley will be on the ballot for the next business meeting. The meeting was recessed for the box lunch at 12 PM and reconvened at 1:05 PM. President Cates recognized first convention delegates Bernice Spencer (A03) 3, and Barbara Coley (A34). Page 4 of 6 First Business Meeting

5 CHAPLAIN - Director DeBoer stated the report is in the convention book at Tab 11. Sympathy and Get Well cards were sent throughout the year. Please let her know if someone needs a card. AUXILIARY SCHOLARSHIP PROGRAM - Director Love stated her report is in the convention book at Tab 11. Sixteen scholarships were given to total $16,300. Names will be published in the October Voice. A quilt made and donated by Robin Schneider was being raffled. Tickets are $5 or 6 for $20. At the second business meeting, a 50/50 raffle will be conducted. AUXILIARY NEWS COORDINATOR - President Cates explained she did not have an article in one issue of The VOICE because the deadline was changed without her knowledge and she was one hour late. CHAPTER CHARTER There were no new Auxiliary Chapters. APNPC AWARDS PROGRAM - APNP Keener stated her report is in the convention book at Tab 12. A notice was in The VOICE asking Auxiliary Chapter Presidents to submit award paperwork. A letter was also mailed out to the Auxiliary Chapter Presidents. Seven replies were received and sent to 10 APNPC members. Awards to Auxiliary Chapters will be presented at the Joint Awards Luncheon on September 15, The Spirit Award will also be presented. CORRESPONDENCE - No report UNFINISHED BUSINESS - None NEW BUSINESS Director De Boer asked the delegation if an publication between issues of The VOICE was a useful publication. It takes a lot of work and there has been little input from Auxiliary Chapters. After some discussion, it was decided to do one more issue. APNP Smith made a motion that the WEF Chairman position changed to two years for continuity purposes. Josephine McAfee (A34) seconded. After some discussion, APNP Smith withdrew the motion. She will submit in writing as a Standing Rule change no later than Mid- Term. BY-LAWS/STANDING RULES - Parliamentarian Warner-Savage stated her report is at Tab 9 in the convention book. The author withdrew the following proposed changes: Bylaws- Article VIII, Section 1, National Convention Standing Rule Number 2, Paragraph 4a, National Auxiliary Officers Standing Rule Number 2, Paragraph 4a, #2, Term of Office-4a National Auxiliary Officers Standing Rule Number 9, Paragraph 4, Publication Page 5 of 6 First Business Meeting

6 Parliamentarian Warner-Savage stated amendments to by-laws go into effect immediately according to Roberts Rules of Order and must have a 2/3 majority in order to be approved. Therefore, 38 votes are needed to approve a change. Bylaws: Article V, Section 1, Elected Officers - Change in the term of the Auxiliary National President to read: The President may be elected for a 2-year term and may serve no more than 1 consecutive 2-year term. This change was defeated. The term stays at 1 year and the president may be re-elected to one additional term. Standing Rules: Number 2, Paragraph 2-8(c) 4 Duties. This amendment passed. The position of Historian on the Board of Directors was eliminated. Standing Rules: Number 13, Paragraph 5, Members-at-Large (MALs) - Delegate Status and Voting Rights, was changed to: MAL attending a TREA National Convention as a delegate shall be entitled to cast 1 vote and may carry 1 proxy vote for another MAL. This amendment passed. Standing Rules: Number 14, Paragraph 4(d), Auxiliary Chapters Assistance - A subparagraph was added stating that the National Auxiliary may send 1 delegate from an existing Auxiliary Chapter on a one-time basis to the National Convention, with all expenses paid providing funds are available, and after verification and evaluation of the Auxiliary Chapter's current income statement. After considerable discussion, questions, and remarks, APNP Smith made a motion to table this proposed amendment until the 2017 convention and more specific qualification and amount of payment could be worked at the Mid-Term Meeting. This motion carried. Several proposed Auxiliary governing document amendments pertaining to the adoption of a Biennial Convention timeframe by TREA were withdrawn by the authors. NOTE: TREA defeated their Biennial Convention amendment at the 2016 Convention. According to Standing Rule 2, Paragraph 4b Directors shall serve two years and shall not run for a consecutive term as a Director, however if no resumes are received for the elective office of 2-Year Director, the current 1-Year Director would be requested to remain for an additional one year term until a successor is elected at next Convention. Therefore, the nomination of Director Love is not valid, but she may be asked to remain on the Board. GOOD OF THE ORDER Secretary Weaver read a note from APNP Marie Peterson. ADJOURNED - The meeting was adjourned by President Cates at 2:45 PM. Patricia Weaver, Secretary TREA National Auxiliary Copies: TREA National Auxiliary Past/Present BOD, TREA Auxiliary Chapter Presidents, TREA APNPC Members, TREA National President, for file and inclusion in 2017 Convention booklets. Page 6 of 6 First Business Meeting