VSC Board Member Meeting Minutes Tuesday, 3 September 2013 / 1900/ IG Building

Transcription

1 1 Type of Meeting: Monthly Board Meeting Meeting Facilitator: Ainsley Gottrich, President Invitees: VSC Board Member Meeting Minutes Tuesday, 3 September 2013 / 1900/ IG Building President Ainsley Gottrich 1 st VP Lisa Abbott 2 nd VP Frank Capuano Recording Secretary Sherri Wong Ops Trs Dave McGowan CC Trs Natasha Mercer-Voth Parliamentarian Joan Yarrell Membership Chair Kara Johns Programs Chair Laura Beth King Communications Chair Tamar Luck Ways & Means Chair Mary Garcia Scholarships Chair Shawna Bartholomew Thrift Store Liaison Erin Epps Key Spouse Liaison Melanie Banton Honorary President Christine Balts Honorary Advisor Kimberly McArthur Honorary Advisor Andra Peterson Honorary Advisor Euthemia McMahon I. Call to order at 19:04 hrs by Ainsley Gottrich, President President gives welcome II. III. IV. Roll Call A) See sign in sheet for members in attendance B) Official introduction of members to each other C) Mark Smurda is introduced as official Communications Co-Chair D) Shanna Clark is introduced and officially appointed as the Auction Chair E) Melanie Banton is introduced and officially appointed as Key Spouse Liaison Rules of the Meeting by Joan Yarrell, Parliamentarian A) Please keep side conversations to a minimum. B) Raise your hand and wait to be recognized by the President all discussions must be addressed to the President C) A copy of the Procedure for Motions is distributed to all in attendance, and procedures for moving for Motions and Amended Motions is reviewed in detail. D) A quorum requires 10 voters E) Ainsley Gottrich, President adds, When addressing the board please give us a couple options only. Avoid too many open ended ideas. This way we can vote faster. Use your Committees as sounding boards first. Approval of Minutes from the Last Meeting A) Ainsley Gottrich, President states There were no minutes in May 2013, only yearend reports were submitted. Therefore no vote is necessary.

2 2 B) Board members are instructed to review 30 August 2013 VSC Elections Minutes (pause) C) Ainsley Gottrich, President calls for a vote. I Tamar Luck move to approve the Minutes. I Laura Beth King, second the motion. D) I Kara Johns move to add to the record that there were no Board Meeting notes taken in May. I Erin Epps second the motion. V. Monthly Reports read by Dave McGowan, Operations Treasurer A) I Dave McGowan state that the following members shall be added as signators to the accounts for : i. Dave McGowan, Operations Treasurer ii. Natasha Mercer-Voth, Charitable Treasurer iii. Ainsley Gottrich President iv. Lisa Abbott 1 st Vice President B) The Rabobank VSC accounts are as follows: i. Vandenberg Spouses Club Charitable Account: (checking) ii. Vandenberg Spouses Club Operations Account: (checking) and (savings) VI. New Business A) Kara Johns, Membership Chair leads discussion on the upcoming Membership Kickoff Event i. To be held in the O Lounge at the PCC from ii. iii. Michelle Koehler and Katie Gunnoe will be assisting. It will be a Tailgate theme, and she is asking for board members to lend memorabilia/ football items and accessories to decorate with and add to the atmosphere of the event. iv. Advertisements for the event are to be completed on 4 September 2013, and her team will begin distribution of the flyers v. Frank Capuano, 2 nd Vice President asks when setup is, Kara states in the afternoon and that they are looking for volunteers to help. vi. Ainsley Gottrich, President reminds all board members that they need to be VSC members and that they should sign up that day. B) Ainsley Gottrich, President calls for discussion on the governance of mini clubs. Handouts of last year s mini club application and rules of governance passed out for board members to examine. i. I Erin Epps, motion to discuss mini clubs. ii. iii. iv. Tamar Luck, second that! Frank Capuano, 2 nd Vice President introduces his 2 Cents (see attached printout); indicates that Points of Contact for Mini clubs should become members but not necessarily 80% of the mini clubs members be VSC members as outlined by last year s rules. Laura Beth offers her personal experience; Agrees that the mini clubs need to be brought back in to provide more opportunities to socialize and thereby increase VSC membership.

3 3 v. Debate about how existing mini clubs are viewed and operate, and what the benefits of joining the VSC are: we provide contact lists, location assistance, advertising on FB but them using our name as an unsanctioned group even if unintentional is a liability for us. vi. Erin Epps, Thrift Store Liaison, suggests the creation of a monthly event calendar that includes the mini clubs events be available on the VSC website and FB page as a means to attract new members; Cassie Cable cites examples of the success of such a calendar at her previous base. vii. Ainsley Gottrich, President, and Joan Yarrell (Parliamentarian) consult and pose A or B option based upon discussion. 1) Option A: as described by Franks 2 Cents, POC s must be members of the VSC and get a table at the membership kickoff; they will have the VSC in their name and will be officially sanctioned on the VSC Facebook and web pages. 2) Option B: We do not require anyone to be members but they may still have VSC in their name, and receive all the benefits of being a VSC mini club. viii. Ainsley Gottrich, President calls for a vote. 1) All in favor of Option A say Aye and raise your hand. (pause) Fourteen hands, Aye 2) All in favor of Option B say Aye and raise your hand. (pause) One hand, Aye 3) Does anyone abstain? (pause) No one abstains ix. Ainsley Gottrich, President declares, The Ayes have it for Option A; Motion passes. We will recruit for POC s for the mini clubs and they will coordinate with Laura Beth, Programs Chair. C) Programs Brief given by Laura Beth, Programs Chair i. Wants to do two main focus events each month. One on the VSC and one on Mini clubs; gives people a reason to be part of both. ii. Ainsley Gottrich, President informs the new board members that the 3 rd Thursday of the month is in the bylaws as the VSC event date; and the 1st Tuesday of every month is for Board Meetings and other programs and mini club events are not allowed to occur on those dates. iii. Laura Beth King, Programs Chair requests that members her iv. with suggestions of things they would like to see. Joan Yarrell, Parliamentarian indicates that we can look into changing the 3 rd Thursday rule after much of the board expressed issues with Thursday evenings. D) Communications Brief given by Tamar Luck, Communications Chair. i. The VSC has 3 web pages that it currently maintains: 1) VSC Facebook Discussion Page: member access is controlled, must be approved by an admin to join. 2) VSC Facebook Business page: open access, anyone can see posts, easier to share information on other Facebook pages

4 4 3) Official VSC website powered by WordPress. ii. Tamar Luck, Communications Chair proposes, Should we keep the discussion page and the business page? Or should we shut down the business page? The discussion group gets more traffic. iii. Mark Smurda Communications Co-Chair, The Air Force only allows business pages for its organizations; also the Business Page shows up in people s newsfeeds automatically. iv. Tamar Luck, Communications Chair, Should we create a VSC Admin Profile to make posts on the VSC Discussion page look more official? We would use the VSC address to create it. v. Mark Smurda, Co-Communications Chair cites a Facebook user rule, where Facebook doesn t like fake profiles which often are individuals pretending to be something they are not. However, that is not our intent. vi. Ainsley Gottrich, President seeks clarification from Tamar Luck, Communications Chair and Mark Smurda, Communications Co-Chair on if they would like feedback only or if they would like a formal vote from the Board to provide continuity. vii. Tamar Luck, Communications Chair requests a formal vote. viii. I Kara Johns, move for an open discussion on if we should maintain or remove the Business Facebook account. ix. Ainsley Gottrich, President asks if there are further questions before Joan Yarrell, Parliamentarian closes the discussion. x. Ainsley Gottrich, President calls for a vote on the questions already posed: 1) Option A: We keep both the Business and the Discussion VSC Facebook Pages 2) Option B: We delete the Business VSC Facebook page and keep just the Discussion VSC Facebook Page xi. Ainsley Gottrich, President calls for a vote. 1) All in favor of Option A say Aye and raise your hand. (pause) 5 hands, Aye 2) All in favor of Option B say Aye and raise your hand. (pause) 7 hands, Aye xii. Ainsley Gottrich, President declares, Option B has it; it has been adopted. To clarify, the VSC Facebook Business Page will be deleted. xiii. I, Erin Epps, move to open discussion for the creation of a VSC Administrator Facebook Account. I Natasha Mercer-Voth, second it. xiv. Cassie Cable, Historian offers a solution to the issue raised in previous discussion about false identities; you can set up a page where people can verify the identity. She has done so for another Facebook page called Dear Vandy without issue. xv. Melanie Banton, Key Spouse Liaison supports Cassie s statement with reference to the Key Spouse page which uses an SF Key Spouse Admin Profile to keep things official, keeps conflict out, and protects the administrators.

5 5 xvi. xvii. xviii. Ainsley Gottrich, President closes discussion. 1) Option A: We remain as we are and the Communications Chairs will post under their own Facebook profiles with Admin Note added 2) Option B: We create a VSC Facebook Administrator Profile. Ainsley Gottrich, President calls for a vote. 1) All in favor of Option A say Aye and raise your hand. (pause) No hands, Aye 2) All in favor of Option B say Aye and raise your hand. (pause) 13 hands, Aye 3) Does anyone abstain? (pause) 2 abstain. Ainsley Gottrich, President declares, Option B has it. Communications Chairs will create a VSC admin profile. VII. VIII. IX. Next Meetings Ainsley Gottrich, President reminded everyone that our next Board Meeting will be held at 1900hrs on Tuesday, 1 October 2013 in the IG building Binder Sign Out, Ainsley Gottrich, President A) Binders are handed out to the new board and are signed for; see attachment B) Also sent home with a flash drive to put everything we do on it to allow for continuity. Adjournment at 16:55 hrs A) Ainsley Gottrich, President calls for motion to adjourn B) I Erin Epps move to adjourn the meeting C) I Cassie Cable, second the motion NOTE: As of the September Monthly meeting, the following positions were VACANT: Publicity Member-at-Large 5 th Honorary Advisor Military Advisor Motion to Approve Minutes Passed: Ainsley Gottrich, President Sherri Wong, Recording Secretary Date: 1 October 2013