2017 TREA AUXILIARY NATIONAL CONVENTION FIRST BUSINESS MEETING THURSDAY - SEPTEMBER 7, 2017 PITTSBURGH, PENNSYLVANIA

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1 2017 TREA AUXILIARY NATIONAL CONVENTION FIRST BUSINESS MEETING THURSDAY - SEPTEMBER 7, 2017 PITTSBURGH, PENNSYLVANIA CALL TO ORDER - Meeting called to order by President Cates at 8:55 AM. INVOCATION/PLEDGE OF ALLEGIANCE Chaplain De Boer opened the Bible, lit the candle reminding members that it is in memory of our deceased auxiliary members, and gave the opening prayer. She then led the members in the Pledge of Allegiance. She also mentioned she was passing around two cards for everyone to sign. One was for our Auxiliary members in Puerto Rico to let them know we are thinking of them and the other was for Audrey Guy (A01) who is ill. ROLL CALL OF OFFICERS - Taken by Secretary Weaver The following Board members were present: President Irmgard Cates Vice President Pat Winds Treasurer Audrey McCray Secretary Pat Weaver 2-Year Director Barbara Coley 1-Year Director Betty Love 1-Year Director Alice De Boer Parliamentarian Elaine Warner-Savage Past National President Renée Keener was excused. ASSIGNMENT OF SERGEANT-AT-ARMS/ASSISTANTS - President Cates assigned Pauline Watkins (A01) and Jewel West (A34) as Sergeant-at-Arms. ASSIGNMENT OF TELLERS - President Cates assigned Kitty Jones (A01) as Head Teller with Shirley Shallenberger (A98) and Josephine McAfee (A34) as assistant Tellers. WELCOME/RECOGNITION OF APNPC MEMBERS/GUESTS President Cates welcomed all delegates, MALs and guests. She also recognized APNPC member Marie Smith and first time convention attendees Ellen Jones (A34), Norma Rice Wilson (A64), Ester Lewis (A34), and Linda Baker (A03). A guest book was passed for everyone to sign. President Cates asked Parliamentarian Warner-Savage to explain the rules of playing National Auxiliary Bingo. Delegates were to move around the room and find the person to fill in the squares for a straight bingo. The three winners received extra door prize tickets. Each delegate in attendance was given one red door prize ticket. Additional tickets could be purchased 1 for $1 or 6 for $5. Each door prize will be a $10 bill. White raffle tickets will be available for purchase at the Second Business Meeting and will be the donation gifts from the Chapters. All monies will be put in the Scholarship Fund. Page 1 of 10 First Business Meeting

2 CONVENTION GUIDELINES/SPECIAL RULES OF ORDER President Cates stated the Convention Guidelines and Special Rules of Order are in the convention book at Convention Guidelines. Since there are no changes they were not read aloud to the delegation. With no objection, they were accepted by the delegation as printed. CONVENTION SCHEDULE/AGENDA President Cates entertained a motion to accept the Convention Schedule/Agenda as printed in the convention book at Convention Agenda. Char Moles (A01) made the motion to accept the Schedule/ Agenda, Sherry Eller (A113) seconded. Motion carried. CERTIFICATION/CREDENTIALS Director Coley called for the count of each Auxiliary Chapter, Delegates-at-Large, BOD, and APNPC members. She stated the Credentials list is at Credentials Listing in the convention book. AUXILIARY Delegate Votes Proxy Votes Total Votes Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter MALs Voting BOD APNPC TOTAL Char Moles (A01) moved to accept the Credentials Listing. Shirley Shallenberger (A98) seconded. Motion carried. PRESIDENT'S REPORT/CONVENTION PLANNING President Cates stated the report is in the convention book at President s Report. In the last year, she has contacted the Board concerning issues related to the Auxiliary and TREA; regularly conferred with Vice President Winds and Treasurer McCray on financial issues; worked with Mr. John May (AMS) on fundraising mailings; attended the Veterans Day Service at Arlington National Cemetery in Washington DC and made a joint presentation with TREA President John Adams of a memorial wreath at the Tomb of the Unknown Soldier; worked with President Adams on issues related to TREA and the Auxiliary; communicated closely with Debbie Osborne, TREA Director of Operations, on Auxiliary issues; chaired the Auxiliary mid-term meeting and attended the Auxiliary Finance Committee meeting as an advisor in May 2017; attended the 2017 TREA Page 2 of 10 First Business Meeting

3 Convention Planning meeting in Pittsburgh, PA; submitted articles to The VOICE; attended the Chapter 1 Veterans Ball; and assisted Secretary Weaver in assembling the convention book. President Cates noted there was a change in the convention agenda. The Auxiliary was asked to take our box lunch into the TREA meeting room and listen to a presentation. APPROVAL OF 2015 CONVENTION MINUTES - President Cates asked for any corrections to the 2016 minutes in the convention book at Minutes. APNP Marie Smith moved to accept the minutes, Char Moles (A01) seconded. Becky Kluck (A01) questioned the dollar amount on Page 3 under WEF/Benevolent Assistance Program/Budget, first paragraph, last sentence and third paragraph, seconded sentence. First paragraph changed from $3,80.18 to $3, Third paragraph changed from $ to $33, The minutes were approved as corrected. The Mid-term BOD and the Emergency BOD meeting minutes were not completed in time for inclusion to the convention book. Copies were given to the delegates for information only. Any questions could be addressed under Unfinished Business at the Second Business Meeting. TREASURER S/FINANCE COMMITTEE/BUDGET REPORT - Treasurer McCray s report is in the convention book at Treasurer s Report. In order for delegates to get a clear picture, an additional sheet was distributed to the delegates with balances on June 30, 2017 and September 6, On July 5, 2017, the Board had an Emergency meeting. One of the items discussed was moving funds to pay bills. Monies as of June 30, 2017 Auxiliary General Funds Checking Account $ Acct #4063 $9, Money Market #4933 $88, TOTAL $97, WEF/Benevolent Funds Checking Account $8, Savings Account $16, CD #3625 $28, Matures 12/18/2021 CD #1645 $29, Matures 9/18/2021 Regular Share Acct BH FCU $25.17 CD-Black Hills FCU $50, Matures 12/19/ mo Cert-Black Hills FCU $15, Matures 11/14/2017 TOTAL $149, Scholarship Funds $7, TOTAL WEF/Benevolent/Scholarship $157, TOTAL OF ALL AUXILIARY ACCOUNTS $255, Page 3 of 10 First Business Meeting

4 Monies as of September 6, 2017 Auxiliary General Funds Checking Account $19, Acct #4063 $0.00 Closed/Moved to Checking Money Market #4933 $63, TOTAL $83, WEF/Benevolent Funds Checking Account $5, Savings Account $16, CD #3625 $29, Matures 12/18/2021 CD #1645 $29, Matures 9/18/2021 Regular Share Acct BH FCU $25.17 CD-Black Hills FCU $50, Matures 12/19/ mo Cert-Black Hills FCU $15, Matures 11/14/2017 TOTAL $ Scholarship Funds $7, TOTAL WEF/Benevolent/Scholarship $154, TOTAL OF ALL AUXILIARY ACCOUNTS $238, Treasurer McCray reviewed the proposed budget. There was a question about the CY 2016 Actual column. The question was whether the actual column should be the actual amount spent or the amount shown on the CY 2016 Budget? The Board will make a change to the report format on the proposed budget for the next convention. Shirley Shallenberger (A98) moved to accept the proposed 2018 budget. Char Moles (A01) seconded. Motion carried. BREAK President Cates announced a short break. The meeting was reconvened at 10:40 AM. WEF/BENEVOLENT ASSISTANCE PROGRAM/BUDGET Vice President Winds stated the report is in the convention book at WEF/Benevolent Report. The balance in the WEF/Benevolent account is $146, as of September 6, This past year the Auxiliary has been unsuccessful in helping our widows. Only four requests for assistance have been received. Flyers were passed out explaining the program and delegates were asked to share them upon returning home. These flyers are being used to promote the program. Chapter Presidents were asked to please reach out to your chapter members and get them to use the program. President Cates announced that Vice President Winds got married this year. APNP Smith moved to approve the proposed WEF/BENEVOLENT ASSISTANCE PROGRAM Projected Budget of $58, Pauline Watkins (A01) seconded and motion carried. 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 4012 as of June 30, The Auxiliary has managed to maintain a sound financial footing due to its successful new member acquisition and renewal programs and strong member support of the fundraising programs. The net assets have steadily grown each year since There was a slight decline from 2012 to 2016 but as of Page 4 of 10 First Business Meeting

5 April 2017 net assets have risen back to $311,150. Fundraising consisted of two major direct mail programs totaling a profit of $22,624. In 2016, $9,427 was awarded in WEF grants and $15,600 was awarded in Scholarships. Membership has decreased 10.6%. A new member recruitment mailing to approximately 40,000 prospective members is scheduled for October MEMBERSHIP/CREDENTIALS/LIAISON Director Coley stated the report is in the convention book at Membership/MALs. Rebate checks were sent in February 2017 for July 1, 2016 to December 31, Rebate checks for January 1, 2017 to June 30, 2017 will be given to the Auxiliary Chapter Presidents if in attendance at the convention; otherwise they will be mailed. The total number of active members is 4,455 as of February 28, CHAPLAIN - Director De Boer stated the report is in the convention book at Standing/Special Committee Reports. Opening and closing prayers were done at the National Auxiliary Meetings. A National Auxiliary Chaplain inspirational input was prepared for each issue of The VOICE magazine. A few Sympathy, Get Well, and Thinking of You cards were sent throughout the year. Please let her know if someone needs a card. NEWSLETTER Director De Boer stated the report is in the convention book at Standing/ Special Committee Reports. She mentioned there were a few copies of the newsletter in the back of the room to take back to your Chapters. AUXILIARY SCHOLARSHIP PROGRAM - Director Love stated her report is in the convention book at Standing/Special Committee Reports. At the time the report was due, 13 scholarships had been awarded for a total of $14,000. On July 5, 2017 the committee received two additional applications that met all the criteria. As of September 6, 2017, 15 scholarships were awarded for the total of $14,900. The $3000 scholarship went to a high school student. Names will be published in The VOICE. At the second business meeting, a 50/50 raffle will be conducted. APNPC AWARDS PROGRAM President Cates stated APNP Keener was in Germany. She asked APNP Smith to help in presenting the awards at the Joint Awards Luncheon on Friday. The report is in the convention book at APNPC Awards. Correspondence was sent to TREA Auxiliary Chapter Presidents on May 12, 2017 with a suspense date of June 16, 2017 requesting recommendations for Auxiliary Chapter Awards. Submittals were sent to Auxiliary PNPC members for evaluation and determination of the winners in each category. A flyer dated May 12, 2017 was sent to Auxiliary Chapter Presidents, TREA Auxiliary PNPC Members, and TREA Auxiliary Board of Directors for nominations for the TREA Auxiliary Spirit Award. All nominations received were sent to an outside source for selection of the 2017 Spirit Award recipient. Presentation of the award will be made at the Joint Awards Luncheon in Pittsburgh, PA. LUNCH BREAK The meeting was recessed at 12:40 PM. The Auxiliary delegates attended lunch with the TREA delegates and listened to an informative presentation from USAA about upcoming changes. The meeting was reconvened at 1:40 PM. Page 5 of 10 First Business Meeting

6 BY-LAWS/STANDING RULES - Parliamentarian Warner-Savage stated her report is in the convention book at Bylaws & Standing Rules. An article was written for the October 2016 newsletter pertaining to our governing documents along with information on submitting proposed amendments for the 2017 year. The committee received three proposed amendments and forwarded their recommendations to the Board of Directors for their consideration. The Board of Directors reviewed the proposals via and made their recommendation. The proposals were then mailed to the Auxiliary Chapters, BOD Members, and APNPC members for their review and consideration prior to the National Convention. The proposed changes are: Standing Rule-Number 2, Paragraph 4a, Term of Office Bylaw Article V, Section 1, Elected Officers Standing Rule Number 2, Paragraph 4a, b Term of Office Parliamentarian Warner-Savage read a statement that said Our bylaws state, National Auxiliary Bylaws and Standing Rules need only to conform to TREA Bylaws and Standing Rules on clearly required necessary points. A copy of the statement was given to each delegate in attendance. Roll Call was necessary prior to the voting on the proposed amendment changes. AUXILIARY Delegate Votes Proxy Votes Total Votes Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter MALs Voting BOD APNPC TOTAL Parliamentarian Warner-Savage stated the Sgt-at-Arms will close the door once voting starts. A simple majority is 50% plus 1 which would equal 33 votes, and a 2/3 majority would equal 43 votes. Bylaws are passed with 2/3 majority vote and Standing Rules are passed by simple majority. The TREA Bylaw concerning election of President was read to the delegation. Their Directors will be elected for a two year term. All officers will serve a two year term. Page 6 of 10 First Business Meeting

7 The doors were closed for voting on the proposed bylaw and standing rules amendments. Standing Rules: Number 2, Paragraph 4a, Term of Office First sentence only is changed to read National Auxiliary Offices: The National Auxiliary President and Vice President may be re-elected for one additional term. Rationale: Submitted as an exception to this Standing Rule for this Convention only, and to be effective immediately upon approval at the First Business Meeting. Approval of this Amendment would allow the current President and Vice President to serve for an additional year, bringing those Auxiliary terms of office in line with TREA for future Conventions. Parliamentarian Warner-Savage as Chairperson of the committee moved to accept the proposed change. Char Moles (A01) seconded the motion. Voting was done by Block Vote with the following results: YES NO Chapter 1, Colorado Springs, CO 8 0 Chapter 3, Aurora, CO 6 0 Chapter 20, Pueblo, CO 6 0 Chapter 29, Rapid City, SD 6 0 Chapter 34, Glendale, AZ 6 0 Chapter 38, Columbia SC 3 0 Chapter 64, Puerto Rico 2 0 Chapter 80, San Antonio, TX 6 0 Chapter 98, Acme, PA 6 0 Chapter 113, Fountain, CO 6 0 MALs 2 0 Voting BOD Members 6 0 APNP 1 0 TOTAL 64 0 The motion carried by unanimous vote. Bylaws: Article V, Section 1, Elected Officers Changed to read: The elected officers of the National Auxiliary shall be President, Vice President, Treasurer, and three Directors. (To be effective at the close of the 2017 National Auxiliary Convention.) Rationale: To bring the Auxiliary terms of office and election date in line with TREA, enabling a more efficient manner of conducting business. Parliamentarian Warner-Savage as Chairperson of the committee moved to accept the proposed change. Char Moles (A01) seconded the motion. Voting was done by Block Vote with the following results: YES NO Chapter 1, Colorado Springs, CO 8 0 Chapter 3, Aurora, CO 6 0 Chapter 20, Pueblo, CO 6 0 Page 7 of 10 First Business Meeting

8 Chapter 29, Rapid City, SD 6 0 Chapter 34, Glendale, AZ 6 0 Chapter 38, Columbia SC 3 0 Chapter 64, Puerto Rico 2 0 Chapter 80, San Antonio, TX 0 6 Chapter 98, Acme, PA 6 0 Chapter 113, Fountain, CO 6 0 MALs 2 0 Voting BOD Members 6 0 APNP 0 1 TOTAL 57 7 The motion carried by 2/3 majority vote.. Standing Rule Number 2, Paragraph a, b, Term of Office Changed to read: 4. Term of Office: Each elected officer shall take office immediately upon installation and shall serve the term of office indicated below or until a successor has been duly elected and has assumed office; a. National Auxiliary Officers: The National Auxiliary President and Vice President shall serve one 2-year term. The National Auxiliary President shall not serve additional years on the Board (elected or appointed once they have served as the Past National Auxiliary President Advisor on the Board, until four (4) years have expired. If a Vice President does not move from Vice President to National Auxiliary President by election, that person shall not return to the board until (3) years have expired, and shall not return to a lower position. b. National Auxiliary Directors: Directors shall serve one 2-year term and shall not run for a consecutive term as Director. c. National Auxiliary Treasurer: The Treasurer shall serve for unlimited terms until defeated in an election or dismissed for poor performance, emergencies or for other conditions that are not in keeping with the best interest of TREA National Auxiliary. Rationale: To bring the Auxiliary terms of office and election date in line with TREA, enabling a more efficient manner of conducting business. Parliamentarian Warner-Savage as Chairperson of the committee moved to accept the proposed change. PNP Marie Smith seconded the motion. Voting was done by Block Vote with the following results: YES NO Chapter 1, Colorado Springs, CO 8 0 Chapter 3, Aurora, CO 6 0 Chapter 20, Pueblo, CO 6 0 Chapter 29, Rapid City, SD 6 0 Chapter 34, Glendale, AZ 6 0 Chapter 38, Columbia SC 3 0 Chapter 64, Puerto Rico 2 0 Chapter 80, San Antonio, TX 6 0 Chapter 98, Acme, PA 6 0 Page 8 of 10 First Business Meeting

9 Chapter 113, Fountain, CO 6 0 MALs 2 0 Voting BOD Members 6 0 APNP 1 0 TOTAL 64 0 The motion carried by unanimous vote. Parliamentarian Warner-Savage thanked the author of the changes and her committee. NOMINATING COMMITTEE/RÉSUMÉS - Director Coley stated the report and résumés received are in the convention book at Nominations Report & Resumes. Announcements concerning election of officers were 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 1- year Directors. To date three résumés have been received; one for President (Irmgard Cates), one for Vice President (Pat Winds), and one for Treasurer (Audrey McCray). Director Coley called for other nominations from the floor for the office of President. Annette Harris (A03) nominated Audrey McCray who declined the nomination. Bernice Spencer (A03) nominated Pat Winds who declined the nomination. APNP Marie Smith made a motion to close nominations. Becky Kluck (A01) seconded and motion carried. President Cates was the only person on the ballot. Director Coley called for other nominations from the floor for the office of Vice President three times. Director Coley moved to close the nominations. Sarah Jiron (A20) seconded the motion. Vice President Winds was the only person on the ballot. Director Coley called for other nominations from the floor for the office of Treasurer. Char Moles (A01) nominated Sherry Eller (A113), who accepted the nomination. Sherry addressed the convention delegation with her qualifications and distributed resumes to the delegates. Treasurer Audrey McCray addressed the convention delegation with her qualifications.. Josephine McAfee (A34) made a motion to close the nominations. Char Moles (A01) seconded. Motion carried. Audrey McCray and Sherry Eller will be on the ballot. Director Coley called for other nominations from the floor for the office of two 1-Year Directors. Vice President Winds nominated Bernice Spencer (A03) who declined the nomination. Vice President Winds nominated Becky Kluck (A01) who declined the nomination. Kitty Jones (A01) nominated Josephine McAfee (A34) who accepted the nomination. President Cates nominated Director Alice De Boer who accepted the nomination..jewel West (A34) moved to close the nominations. Ester Lewis (A34) seconded. Motion carried. Josephine McAfee and Alice De Boer were on the ballot. UNFINISHED BUSINESS President Cates asked if there were any questions on the Mid-term BOD and Emergency BOD minutes that were distributed earlier. There were no questions from the delegation. APNP Page 9 of 10 First Business Meeting

10 Smith had questions about the discussion with Debbie Osborne at the Mid-term meeting. President Cates stated the Board wanted to look at the future of the Auxiliary. APNP Marie Smith announced she has been elected to the TREA Memorial Foundation. She thanked everyone for approving Bylaws and Standing Rules. She is protective of the WEF fund and stated she asked the questions as she believes Auxiliary members are reluctant to do so. NEW BUSINESS President Cates was asked to explain what the proper dress code for convention is. She will check into name tags for officers. Each chapter decides what the proper dress code is for their meetings. Officers wear red blazers, PNPs wear white blazers. Standing Rule 2 addresses the proper dress at meetings. Char Moles (A01) asked that everyone keep Puerto Rico in our thoughts and prayers. GOOD OF THE ORDER President Cates announced everyone should be at the boat dock by 5:45 PM for the cruise. Secretary Weaver read a note from APNP Marie Peterson. The Auxiliary Breakfast will be open to all Auxiliary members on Friday morning and will start at 8 AM. ADJOURNED - The meeting was adjourned by President Cates at 3 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 2018 Convention booklets. Page 10 of 10 First Business Meeting