EXECUTIVE BOARD MEETING ILLINOIS FEDERATION OF NARFE HOLIDAY INN OF EFFINGHAM EFFINGHAM, ILLINOIS MAY 9-10, 2017

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1 EXECUTIVE BOARD MEETING ILLINOIS FEDERATION OF NARFE HOLIDAY INN OF EFFINGHAM EFFINGHAM, ILLINOIS MAY 9-10, 2017 Board Meeting called to Order by Federation President Margaret M. Murphy at 1:00 p.m. on Tuesday, May 9, She requested a moment of silence. Pres. Murphy led the members in the Pledge of Allegiance to the Flag. Recording Secretary Fran Prokop called the Roll of those present as follows: ROLL CALL: President First Vice President Second Vice President Correspondence Secretary Recording Secretary Treasurer Federation Logistics Support Officer District 1 Vice President District 2 Vice President District 3 Vice President District 4 Vice President District 5 Vice President Federation Immediate Past President Federation State/Legislative Rep Federation Service Officer Federation Alzheimer s Coord. Federation Communications Coordinator Federation Newsletter Editor Federation Membership Chairperson FEEA/NARFE Funds Coordinator Federation NARFE-PAC Coordinator OTHERS: Region IV National Field Vice President Alzheimer s Regional Director GUESTS: President, Chapter 441 Charlotte Berman Tom Bass Ed McQuality Margaret M. Murphy James Glover Norman Barber Linda Glasgow Fran Prokop William R. Gary White Lida Nicholson (absent) Malvern Allen (resigned) Linda Bass Gene Niewoehner Lenore Rayborn Ilene McQuality R. Leo Cunningham Herbert Smith Sue Warner E. Faye Zezoff Michael Williams Pat Gaines (resigned) Norman Barber Cynthia Soltes James Glover Edward V. Konys Diane Iulliano-Chan Michael J. Wynn Welcome and Housekeeping Matters Motion and second from the floor to approve the Agenda as presented; motion carried by unanimous voice vote. Pres. Murphy noted that several restaurants are located nearby; groups of individuals will meet in the lobby at 6:00 p.m. to discuss dining plans. 1

2 Report of Region IV Vice President Edward V. Konys stated that on the NARFE IT Department changed the coding of National members in Chapter 2363 to a new code 0000; currently 80% of members are in Chapters. Glover asked if National only members are assigned to 0000 not necessarily. Glover would like to contact those National only members and advise them of Chapter options. Glover is still not happy with the renewal form; it reminds him of the old E-Chapter form. He believes the boxes on the form should put the Chapter option first. Lengthy discussion re: how to change the wording of the form. VP Konys stated the form is in compliance with National Bylaws; Glover wants both options offered simultaneously. The National President has the right to implement the Bylaws; changes can be made by Resolution. He suggested reminding members of renewals by sending a postcard; many members complain that they are being registered as National only when in fact they want Chapter affiliation. Members must ask to be reinstated to a Chapter; discussion re: DNR (Do Not Renew) status and membership dues. Bass & McQuality are not happy with the Renewal Form; the form is confusing. VP Konys stated that younger members prefer National only membership; the DNR rate and death are the two main causes of loss. From there was optional Chapter membership; NARFE is returning to that format. Since January NARFE has closed 138 Chapters; 25% of members are age 85 or older. Since January the Federation lost 148 members through DNR, 71 deceased and 132 members opted out. Glover stated that the current voting record of the NEB is unanimous most of the time a rubber stamp. Operational control resides with the President per the Bylaws. Glasgow noted that Chapter members are not assigned by Zip Code; only members paying chapter dues have the right to vote on Chapter issues. Members must be acknowledged at the Federation level but not at the Chapter level; the Federation Newsletter and voting issues should be sent to all members. Suggestion made to include sample letters in the Policy Book. Legislative Report James Glover distributed copies of his Annual Report in March; that will stand as his report. He will not present another report. Membership President Murphy was called by Norman Barber; he will arrive later today. He did not send a delegate report either. Note: he did not attend the board meeting. District 5 VP Ilene McQuality will be heard out of order per her request. Her report is in the Delegate Package. She distributed a document covering the Decatur Convention for 2018 she provided available dates for the Decatur Conference Center -- the old Holiday Inn. The hotel has 370 room; they have two classes of rooms -- $108 business and $89 economy. The Fireside restaurant is open for all three meals; breakfast buffet is $7.95 or order off the menu. The Sports Zone (bar) is open from 4-11 pm. People can get drinks from the Sports Zone and bring it to the Banquet Hall. Decatur last held the Convention in Buffet style is not a good idea for our group; the sit-down dinner would cost about $30; they provide round tables of 8 or 10. The convention hall is large enough for vendors and theme baskets in a separate room. They have a small 2

3 room for Executive Board Meetings; the hospitality room is three adjoining rooms. There are no activities around the hotel there is a City Center Mall SE of the hotel; all travel information will be provided. Motion of Glover/Bass to have the 2018 State Convention in Decatur on May 15-18, 2018; motion carried by voice vote. Bass Opposed Administrative Reports Linda Glasgow Corresponding Secretary has been busy preparing new Directories for Board Members each is labeled by name. Member reports are included in the packets. One of the duties of Elected Officers is to report on what was done while in office; that is a requirement. Chapter Presidents may now go into the National Data Base and make changes to member information. Sec. Glasgow sent revised Bylaws and Resolutions to Board members and to Dowie for review. He will sign them as written but made recommendations. In Article 1 -- delete of Chapters from Illinois Federation. In Article 2 instead of 50constituting a quorum, use 35 for the Annual Meeting. VP Konys suggested using 20 with 20 Board Members. Article 10, Section 3, insert sending a ballot upon request. Glasgow meets with the Resolution Committee tomorrow to discuss these changes; once approved they will be sent out to Chapters immediately. We can then begin making changes to the Policy Book almost a complete rewrite. Chapters in existence for 50 years are entitled to a Certificate; this has not been done in the past. Glasgow found 19 chapters that fall into that category; Certificates will be given to the Chapter representatives at the banquet along with the 30- and 40-year Certificates applicable to members. Chapters not represented will have the information mailed to the Chapter President. Pres. Murphy also has a certificate for Malvern Allen, who will not attend; Glasgow will take those certificates to one of their chapter meetings. Glasgow went through the old minutes and discovered Action Items not acted upon from previous Board Meetings; these will be addressed later for final determination. Financial Report Gary White Treasurer has no additional report other than the end of the year report and the proposed FY2018 Budget. The Spring Raffle is progressing; many $25 winners. He is concerned with the one member one vote proposition. (Whereupon a brief recess was had). District 1 VP President Murphy reported that Mook Allen is not doing well and will need to undergo laser surgery in Springfield. He has resigned from office; he does have the Annual Report in the Delegate packet. District 3 VP Gene Niewoehner also submitted the Annual Report for the Convention packet. Last year the Chapters concentrated on membership, legislation and services for members. Camaraderie is a very important part of the membership process, 3

4 over and above the NARFE magazine or the newsletter. Numbers continue to decline; reviewing the past three months, a definite decline is noted, not due to deaths new members are not renewing. Older members are concerned about dues withholding. It is a chapter responsibility to find DNR members and encourage them to renew. Three chapters have dropped dramatically from 444 to 421, with only one death they are trying to determine the cause did they go to 0000? District 2 VP Linda Bass also submitted the Annual Report for the packet. Peoria Chapter #0268 lost their President; Secretary Carol Irons is running the meetings. The VP is working and doesn t want to take over. Bass will find out the process for closing chapters; instructions are in the Policy Book. Bass believes that the Zip codes will probably go to Bloomington or Springfield. Suggestions made to try alternating the office out for a three-month period; Bass will explain the situation to the members. Glasgow suggested rotating the type of meeting -- business meeting, a speaker attended meeting and a strictly social meeting, basically alternating the purpose of meetings. Getting officers is the major problem. White suggested being Officer for A Day just try the job without any commitment make a minimum amount of necessary work. Members meet for lunch; meetings should be more informal is it necessary to read minutes? not really required. Just have the speaker, have the lunch and leave. Savanna s President moved whether they continue is questionable; they don t meet in Jan-Feb due to the distance. Suggestions made for possible meeting room sites libraries, senior centers, police departments, churches, etc. to name a few. Bass will continue her search. District 4 VP Lenore Rayborn distributed her Annual Report all Chapters meet regularly with one exception Kankakee Chapter. All chapters lost members. Discussion re: chapter dues Gore Chapter is the highest in Illinois with $15 they cover partial travel expenses for members. Their Bylaws are in draft form and awaiting finalization; they should mirror the National and the State Bylaws. Rayborn attended a fundraiser in March held by Cong. Bobby Rush with many representatives from Labor and Health present; she has been added to their mailing list. Rayborn visited Joliet Chapter 655 on April 12 to install officers members are actively involved in the meeting. Their Treasurer just turned 100 years old. SW Metro Chapter will have a proxy representing them. Kankakee Chapter 1109 may be closing soon; problems include sickness, relocation and lack of interest in continuing. She will meet with Pres. Whitaker at the convention; members will probably continue as national only members. Michael C. Nave Chapter 1344 has good participation. Report of Nominating Committee Lenore Rayborn, Chairman, distributed the slate of candidates for Federation Officers for On Thursday afternoon, nominations will be accepted from the floor. Biographies for candidates who submitted them are included in the Delegate packet. White questioned his name as LSO. Lida will be here tomorrow. The Chapter banners will be presented tomorrow Presidents will stand by the flag and give their name and Chapter. District VPs will caucus at 11:30 a.m. The election of Federation Officers takes place on Thursday at 3:00 p.m. Rayborn will request nominations three times; hearing none, the nomination for that elected office will close. District 5 VP Ilene McQuality speaks at the Postal Credit Union meetings; she also sells lottery tickets and signs up new members. She types up a blurb about 4

5 NARFE that is included in their newsletter and provides information to all their active members. Discussion re: letters sent to Congressmen in Washington, which they rarely receive; she is sending all letters to their local Congressional offices thanks to Tom Bass. Champaign has no second VP different members serve as VP For A Day and bring in the speakers that is something to consider. The Bloomington Chapter President is new but is doing a good job only 19 members. Alzheimer s Coordinator Faye Zezoff distributed the document indicating how much NARFE members have contributed to Alzheimer s Research. As of FY 17 $5, has been donated. Granite City Chapter 1067 will receive an award based on the per capita amount of donations; second is Michael C. Nave Chapter 1344 and third is Quincy Chapter 361. Bass asked whether thank you cards are ever sent; it is difficult to determine who should receive one if funds come in from chapters. Zezoff has thank you cards at the exhibit table; please take some to hand out to your chapter members. Make all future checks payable to NARFE Alzheimer s Research and send to Faye Zezoff. Communications Coordinator Michael Williams - Richard Mackey has resigned the position and Michael Williams will be appointed to the position. FEEA/NARFE Funds Coordinator Cynthia Soltes has prepared an Annual Report for the Convention packet. Both programs are being redesigned the new Disaster Fund description is now online but the brochures are unavailable. Soltes has the new brochures for the Scholarship Fund they will be on the table. Scholarship applications are now done online; people must put transcripts in pdf format, etc. Newsletter Editor Patricia Gaines read her Annual Report and resignation letter. She has been editor since There have been three different publishers. The newsletter went out to 7,000 members in 2004 costing $3,000. In 2011, Illinois NARFE News was sent out at no cost to the membership based on advertisers. The last publishers sent a certain amount of papers to each chapter as costs were rising prohibitively. One edition was uploaded to the website for members to read online; that can no longer be sustained. We need to come up with new ideas. No decision has been made. Please send in your new addresses to National as they occur; we are in the digital age now. Will the Federation continue with the newsletter; decision made to have a newsletter once an editor is in place, the paper may be published quarterly. State Legislation Chair Herbert Smith received a call from Anthem the overseer of Blue Cross / Blue Shield telling him to call off the lawyers and the Senators, they ll pay for everything; and they did. They covered co-pays and everything. Anthem has paid a fine of $128 million for the way they handled claims for federal insurers that were lumped together with state insurers; they are not the same thing. They sold supplemental insurance policies that were not needed. There are 2,209 Senate bills and 4,044 House bills in Illinois. Every time the legislature changes, all the old bills are replaced with a new number. No action is ever taken on most bills; the only topic discussed is the budget and nothing ever happens. President Murphy declared the meeting recessed at 4:40 p.m. to be reconvened at 9:00 a.m. Wednesday, May 10,

6 Wednesday, May 10, 2017 Executive Board Meeting reconvened at 9:00 a.m. with the same members present (except Ilene McQuality). President Murphy discussed Wilbur Schaeffer s passing and many others noted what a wonderful person he was. He will be missed. President Murphy wished the new Board good health in the future; she thanked the membership for allowing her to serve as President for the past four years. Service Officer Sue Warner is absent from these proceedings due to illness. She sent certificates with the people appearing at the convention. Lida Nicholson and Norman Barber are present today. Tabled Items from the March 4 Board Meeting. Sec. Glasgow asked members to review their Delegate packet to make sure that the nametag, meal ticket, voting cards and Program booklets are included therein. Glasgow discussed the Action Items that are still pending. She reviewed the Board Minutes from 2014 to date and discovered items that had not been acted upon. The six-page list was discussed and only the Open Items are listed herein. Page 1 - Resolution that 50% of money collected for NARFE PAC by a Federation be controlled by the Federation. When request for funds come in from HQ, Federation has input and its up to HQ whether they want to send funds or not. VP Konys suggested discussing with Jessica; they are expanding the role of local people sent to local fundraisers and looking at the voting record still open. Page 2 Recruiter does not get credit on OAM. VP Konys stated that a new report M-260 put into the system lists the new members and recruiters. Mechanism for getting Resolutions forwarded to the National Convention will be made clearer in the new Policy Book; deadline is December 15, Page 3 Sponsor for back of Raffle Tickets White sent six letters and got no Response at all; that matter should be closed. No interest expressed. Conference Call technology for virtual District meetings and forward instructions to interested parties. Speak with Michael Williams still open. Dispose of flag and banners; keep photo albums to display at Federation meetings Lida Nicholson asked members to review old photo albums; what remains will be disposed of still open. Elected and Appointed Officers provide a list of basic duties for Policy Book matter still open. See Alzheimer s Manual for Federation and Chapter duties. Method of implementing One member, One vote Open till Bylaws complete. Page 5 Notification of death by Chapter Secretary Still open. Expand information re: Distinguished Member Certificates in Policy Book Still open. 6

7 Alternate Year Convention Still open. VP Konys will bring standard ad package rates to next meeting Still open. (Whereupon a brief recess was had.) President Murphy welcomed Michael Williams, new Communications Coordinator, who will take Richard Mackey s position for the Federation Website. Discussion re: Linda Bass sent a draft letter to National HQ, Member Records. She read the letter aloud re: the drop in DNRs and the shift to Chapter That seems where dropped members are sent. Board members believe that the current renewal form should be amended; the choices are: renew for $40, or $48 including Chapter 0348 dues. DNR members at meetings is due to age and infirmity. Members are willing to support NARFE, the monthly magazine and chapter Newsletter even though they don t attend meetings. Bass has a list of nine members who were transferred to Chapter 0000, unbeknownst to them. Bass would like to restructure the Renewal Letter to better incentivize members to remain in Chapters. The National only is the first and least expensive choice. Bass seeks advice from Board members on whether to pursue this action. VP Konys suggested that she present an alternative approach consistent with the Bylaws. Suggestion made to send the revised letter to President Thissen and Sec./Treas. Dowie rather than to Member Records. Discussion re: boxes to check for choice National or Chapter. Suggest revision of the letter with copies to all Board members; once approved it will be signed by the Illinois Federation President. A sample of the Renewal Form should be included. Follow the direction of National HQ if they respond with revisions. Motion of Glover/Soltes that Bass draft a new letter to Pres. Thissen recommending a change in the Renewal Form based on discussion Had at the Illinois Federation Board Meeting in May Motion Carried by unanimous voice vote. Pres. Murphy discussed whether the Federation will continue having a Newsletter we have no editor. Sec. Glasgow s concern is implementing one member-one vote; members must be notified by newsletter. She suggests using the Word document format online, which is simpler to use. We may use a combination of both and Word format mailed to members without computers. Noteworthy news should be put in the newsletter not merely that a meeting was held. Interesting speakers or special events should be heralded; not all members are computer literate. Suggestion made to have one chapter member download the issue, print it out and make copies for distribution to members at chapter meetings. Sec. Glasgow stated that a ballot must be posted in a newsletter and members notified in advance that voting will happen. Also, the ballot must be sent by mail, if requested. The Federation must make the attempt to notify them; whether they vote or not is their choice. Will chapters send out information to their members some will and some won t. This is a complex issue. VP Konys stated that members may be notified by various methods; if by postcard, then add contact me at xxx and we will send you a ballot. Dowie suggested that ballots 7

8 should be mailed only by request. The Federation should publish what the vote is about and post a ballot; something must be sent to every member in the Federation about the process and their path to voting on the ballot and the issues. There should be at least one mailing and then go to electronic media; this will be expensive to the Federation and the Chapters. Sec. Glasgow seeks concurrence that the Federation will have a newsletter; that could be the primary source of the vote. We must seek volunteers for newsletter editor. VP Konys stated that the newsletter could be quarterly or sent only at election time. General information newsletters could be quarterly; election only or special edition newsletters could be used as voting only instruments. Glasgow / Nicholson moved that the Illinois Federation have a Newsletter in simple Word format; motion carried by unanimous voice vote. Niewoehner stated that a NOTICE must be sent of the ballot to every voting member of the Illinois Federation. What is required is the NOTICE; that is required by the Bylaws change. The newsletter is not a required item. We are really talking about two different things the NOTICE requirement and the Newsletter with general information. Williams suggested having a NOTICE AS A SPECIAL EDITION perhaps use Newsletter and Special Edition. White noted that Chapter 2181 uses the Robocalls for special events does that meet the NOTICE requirement? That would be less expensive than any newsletter or postcard. The cost is.09/30 sec and.18/60 seconds. The speech could be prepared to fit into a one-minute time slot and easily read aloud. The other idea is to use a telephone tree for a one-time notice to advise members of the one member-one vote process occurring. Williams stated It could be a combination of and voic . Sec. Glasgow suggested creating a subcommittee to investigate implementation and advise members in Spring 2018 for an August vote in An announcement will be made for a newsletter editor volunteer at the Convention. Once an editor is in place, the number of issues and other items will be determined. Glasgow/Soltes moved that the current food expense of $10, $15 and $25 be changed to $50 per day prorated on a quarter-day basis with no receipts required; motion carried by voice vote Murphy opposed. Treasurer White stated that if proration is applied to quarter days, it would be $12.50/quarter and no receipts would be required. After discussion, the motion was amended to include no receipts required. The change will become effective June 1, 2017; vouchers will be changed accordingly. Treasurer White stated that tolls should be a separate item from mileage charges and reimbursed separately. After discussion, members agreed that no receipts are required it will be on the honor system. Bass/Nicholson moved to reimburse tolls separately; no receipt required; motion carried by unanimous voice vote. Logistics Support Officer Lida Nicholson stated that the flag issue has been resolved. The Illinois Federation does have the authentic flag and letter stating that this flag was flown over the Capitol building. Further discussion re: the banners and two 8

9 poles; the WELCOME NARFE Banner was found in one of the boxes. Regarding consolidation of photos Jerry Edgin was the Convention photographer for the past 3-4 years. The photo boxes are very heavy to carry around. She would like to get rid of photos with unidentified subjects. Suggestion made to digitize photos and have current members look through the many photo books and take the pictures they want and just dispose of the other photos; the people are unknown to the current members. The idea of the photos kept from convention to convention should be removed from the Bylaws and the Policy Book updated accordingly. Niewoehner stated that they inherited four tubs of photos dating back to 1985 Conventions with unidentified subjects. He suggested that all remaining photos be digitized if the subjects and years are identified. The photo books will be on the table for all to view and remove whatever photos they wish; the rest will be disposed of accordingly. All Chapter banners should be on display in the Convention Hall. Adjournment There being no further business to discuss, motion of Nicholson/Prokop to adjourn the meeting; motion carried by unanimous voice vote. President Murphy declared the meeting adjourned at 11:40 a.m. Fran Prokop, Recording Secretary 9