American Volkssport Association National Executive Council XVII Meeting Orlando, Florida April 30, 2013

Transcription

1 1. Call to Order American Volkssport Association National Executive Council XVII Meeting Orlando, Florida April 30, 2013 The Meeting of the National Executive Council was called to order at 1:30 p.m. April 30, 2013 by President Heinz Johnson at the Marriott Airport Hotel, Orlando, FL. 2. Introductions a. National Executive Council Members Present: Heinz Johnson (President), Holly Pelking (Vice-President), Bonnie Johnson (Secretary), Bob Morrison (Treasurer), Sam Tollett (Atlantic RD), Kimberly Bradley (Mid-America RD), Phyllis Olson (North Central RD), Doug Reynolds (Northeast RD), Sam Korff (Northwest RD), Wayne Holloway (Pacific RD), Mike Nelson (Rocky Mountain RD), Kenneth Miles (South Central RD), Dennis Michele (Southeast RD), Bill Hamilton (Southwest RD), Candace Purcell (Acting Executive Director), Paul Lamb (Parliamentarian). We have a quorum. b. Guests signed in: Priscilla Johnson, Lone St*r Walkers, TX; Chuck Blische, AVA Marketing and Publicity Director, TX; Linda Neu, River City Ramblers, IN; Glen Conyers, Dogwood Trailblazers, MO; Helga Slade, Purple Penguins, OH; Matt Pernick, The Bad Pennies, VA; Carlen Forinash, Randolph Road Runners, TX; Joanne Forinash, Randolph Road Runners, TX; Charliene Hooker, FredericksburgVeriene, TX; Grace Holloway, Placer Pacers, CA; Nancy Breen, Thunder Mountain Trekkers, AZ; Chris Mellen, Walk n Mass, MA; Leslie Penton, Houston Happy Hikers, TX; Tom Jackson, Keystone State Volkssport Association, PA; Jackie Reynolds, ESCV, NY; Bob Schmick, Maryland Volkssport Association, MD; Nancy Wittenberg, Daffodil Valley & ESVA, WA; Sharon Moats, Interlaken Trailblazers, WA; Shirley Lindberg, Interlacken Trailblazers, WA; Skip Magee, Maryland Volkssport Association, MD; Annette Tollett, Virginia Volkssport Association, VA. 3. Approval of Agenda Agenda approved as accepted. 1

2 4. Consent Agenda a. Approval of Minutes January 18-19, 2013 Meeting b. Recognition of Donations A number of donations were received: Unrestricted $ Restricted In-kind 0.00 Attachment #1: Recognition of Donations report. c. Acceptance of New and Reactivated Clubs New: 10-AVA-0964 Perdido Key Volksmarch Club Pending (disapproved by State Association Pending ) Declaration of Inactive Clubs (Dates are per notification to Headquarters from RDs/Clubs-notified after January 2013) 02-AVA-0553 Potomac River Volksmarching Club 08/31/12 03-AVA-0165 Beaver Walkers revoked by IRS 08/31/12 10-AVA-0742 Gatlinburg Hiking Club 12/31/12 03-AVA-0189 Kettering Kilometers 03/14/13 04/AVA/0822 Mid-Nebraska Trail Seekers 06/30/13 04-AVA-0906 Heartland Walkers 06/30/13 02-AVA-0595 Annapolis Amblers seeking IRS reinstatement 03-AVA-0067 Bloomington Flying Fish Volkssports seeking IRS reinstatement 03-AVA-0357 Columbus Wellness Walkers seeking IRS reinstatement 10-AVA-0110 Emerald Coast Volkssport Club revoked by IRS Consent agenda approved as shown 5. Audience Comments Chris Mellen, Walk n Mass: First question and then answer: Are we in good shape with our provider Omnium, as to support and any other thing that will make us go forward in the IT world? 2

3 President Heinz Johnson referred the question to Candace Purcell. Candace Purcell: As far as we know. I can t predict the future but as far as I know, yes we are fine. Chris Mellen: We have no issues of any type? Nothing that doesn t carry us forward to the next Convention? Candace Purcell: I am getting the impression you have heard something so you need to tell me what you have heard and I will tell you if it is right or wrong. Chris Mellen: It has nothing to do with what I ve heard but something as to going forward, that s all. Candace Purcell: As far as I know, yes Chris Mellen: Next question I have is: Are we covered adequately with insurance down at Headquarters? We collectively, as a nation of clubs, have made quite a few changes in the office and have a museum which is kept up by Joanne Forinash and Phyllis Egan and I d like to know the insurance coverage. Candace Purcell: Our insurance is a standard general liability and content policy. It covers our equipment and furniture up to a certain loss ratio. Nothing is ever going to cover the museum items. They do not have an intrinsic value and they are priceless as far as volkssporters are concerned. So there is nothing that will cover the loss of things that cannot be reproduced but as far as the office, our insurance is adequate for the office space, equipment and furnishings we have. Chris Mellen: In conjunction with that, we closed down the Merchandise Store on September 30 th due to various problems, issues, etc. Is all of the merchandise that we have on hand and I assume it s at Headquarters on Booker Blvd, covered adequately? Candace Purcell: That is part of your content and liability insurance that covers equipment and merchandise and yes it is all covered by the same policy. Chris Mellen: Can I ask another question? We have office contracts with the computers and copiers. Do we have the proper coverage on these items so if I call somebody up from Headquarters to Xerox or copy and we need coverage, do we have like a one year plan? Candace Purcell: Our Headquarters liability insurance is renewed every year just like any other type of commercial insurance. It covers any of our equipment. I give them a list of our equipment and a copy of that insurance is given. There are only two things we lease. One is a postage machine which is a straight month to month rental, paid quarterly, and the other is the new copier we got and that is a capital lease and for five years. Yes, everything is covered adequately. Chris Mellen: Another question: About nine years ago, we started the electronic sanction request program. Dennis Michelle and I were the only RDs here at that meeting. We asked for 3

4 periodic password changes. I have always wondered in these past nine years if we were not protected by not changing these passwords? Candace Purcell: We don t control password changes. All they have to do is change it themselves. We don t control and we don t issue the passwords unless a club asks us to change them and Marie will give them to you. Heinz Johnson: The password and login can be changed by a club at any time as long as they contact AVA Headquarters and that person at Headquarters makes the change. 6. Reports of Officers President s Report - Heinz Johnson Report made on two items: Problems with the IRS tax exempt status for clubs and a report on IVV-Americas. Attachment #2- Presidents Report 7. Report of Acting Executive Director Candace Purcell The Treasurer and I will need to dig in and make some serious changes this coming year which will not be very popular. If you read the Biennial Report you will see things that we need to do- not one thing but a combination of things together, to pull us out of the hole and help the clubs. I hope everyone will work behind us and help pull us through this. Attachment #3: Acting Executive Director Report 8. Reports of Standing Committees none 9. Reports of Special Committees none 10. Unfinished Business 11. New Business Agenda Items 11 a-g 4

5 a. Motion submitted by Sam Tollett: I move that the AVA Policy Manual is revised to include Super Distance Events in a new paragraph The actual wording for the addition of Paragraph 4.03 to the policy manual is contained in the attachment below. When the motion is approved, the existing paragraphs 4.04 through 4.13 have to be renumbered accordingly. Seconded by Dennis Michele Motion made by Wayne Holloway: I move that Agenda Item (a) be substituted for Agenda Item (d). Seconded by Sam Korff Call for the question by Sam Tollett. Vote on Agenda Item 11.a motion by Sam Tollett. Motion failed b. Motion by Sam Tollett: I move that the AVA Policy Manual be revised to indicate that Super Distance Events pay an AVA event sanction fee of $ Motion Withdrawn c. Motion by Sam Tollett: I move that the AVA Policy Manual be revised to indicate Super Distance Events not pay the quarterly event processing fee of $5.00 Motion Withdrawn d. Motion by Wayne Holloway: I move we establish long distance trail policy according to agenda item 11.d. The following Long Distance Walk policy be inserted as subparagraph C to Paragraph 4.03 year round and seasonal volkssporting events, II. Policy, of the AVA Policy Manual. Seconded by Holly Pelking Holly Pelking moved to amend the motion: I move that we change the name of the walk to Extended Distance Walk (in place of Long Distance Walk). Seconded by Dennis Michele Amendment Motion passed Back to the main motion: I move the following Long Distance Walk Extended Distance Walk policy be inserted as subparagraph C to Paragraph 4.03 year round and seasonal volkssporting events, II. Policy of the AVA Policy Manual Bob Morrison called the question. Unanimous vote on the question to vote on the main motion Main motion passed with amendment change. e. Motion by Dennis Michele: I move that the use of the date slug from all traditional, seasonal and year round events be eliminated on January 1,

6 Due to this may be in violation of IVV Policy, it needs to be checked out with IVV. Motion Withdrawn f. AVA Budget: Candy proposed a balanced budget. With three years of net losses, we can t keep spending like we have. I am attempting to balance the budget: no profit/no loss, just break even. We have to get to that point before we can get ahead. We had to withdraw $50,000 to help with Convention upfront costs and pay some other expenses. If the Convention makes money, we don t see it until later. Heinz Johnson made the motion to accept the proposed budget Motion passed unanimously Attachment #4: Proposed budget (11.f) Recess 2:29 p.m. Recall to meeting 2:33 p.m. Five amendments were sent out by AVA to the clubs and should have been sent out 60 days in advance of the meeting but that was missed by five days. Our bylaws do allow for a motion to overcome the less than 60 days. President Heinz Johnson has come up with a motion to submit to the meeting tomorrow so we can vote on it. Unless it is passed, we cannot vote on the amendments. This motion is in accordance with Article 13.2 of the AVA Bylaws, with the delegates waiving the requirement of the 60 day notice to accept the delay. Heinz Johnson will make an adjustment to the motion to restrict waiving the 60 days to the five amendments to avoid any new amendments coming up from the floor. g. These votes are recommendations from the NEC and Bylaws Committee to the delegates to be adopted by the membership. Amendment #1: In Article V of AVA Bylaws, remove specific duties of AVA Officers Motion: The members of NEC XVII propose the following amendment to the AVA Bylaws. In Article V paragraph 5.3, remove sub-paragraphs 5.3(a)(2-3,5-7);5.3(c)(2-5); and 5.3(d)(2-6); add new sub-paragraphs 5.3 (a)(3); 5.3(b)(3); 5.3(c)(2); and 5.3(d)(2), and number accordingly. Motion passed unanimous Amendment #2: Modify Article IX of the AVA Bylaws Motion to delete the current Article IX AVA National Headquarters and insert a new Article IX AVA Executive Director. This was approved by the NEC at the January meeting. Ken Miles will make the recommendation to the voting body. 6

7 Amendment #3: Add Information Technology Committee to the list of Standing Committees Motion: In article X paragraph 10.3, add the words Information Technology Bob Morrison recommends to the membership to adopt this. Seconded by Dennis Michele Motion passed unanimous Amendment #4: Modify Vote Required for Amendment of the AVA Bylaws Motion: In paragraph 13.1, strike out the word majority and insert the word twothirds. Settled at January 18-19, 2013 meeting for 2/3 majority vote. Motion by Bob Morrison: I move that the NEC take no position with respect to Amendment #4. Seconded by Bill Hamilton Motion passed Amendment #5: Proposed Amendment to the AVA Articles of Incorporation and Bylaws (changes to the originally proposed amendment, to incorporate changes to the AVA s Articles of Incorporation underlined) Motion from NEC: The AVA National Executive Council moves for adoption of the following six amendments to the AVA Articles of Incorporation and Bylaws effective upon adoption of the bylaws of IVV-Americas by the AVA Motion by Bob Morrison: I move the NEC recommend to the membership the disapproval of Amendment #5, paragraph 5.2 and 6.2 Motion withdrawn Recommended Amendment #4 to be delayed until Amendment #5 is resolved in the vote at the General Meeting in voting on IVV-Americas. Motion by Wayne Holloway: Motion to Pursue IVV-Americas Membership. Whereas the American Volkssport Association (AVA) National Executive Council (NEC) expressed the AVA s interest in joining IVV Americas in October 2012 and again in January 2013, and Whereas the AVA s Bylaws, Article II, stipulate that the AVA is organized exclusively for charitable and educational purposes under Section 501.c (3) of the Internal Revenue Service Code, and 7

8 Whereas the AVA s Articles of Incorporation, Article Four, Section 3, stipulate that the corporation will not carry on any other activities not permitted to be carried on (i) by a corporation exempt from Federal income tax under section 501.c (3) of the Internal Revenue Code, and Whereas the IVV-Americas Organizing Committee has filed articles of incorporation in Canada to obtain a not for profit status and the various AVA s legal professional opinion is that proposed amendments, AVA Bylaws and Articles of Incorporation will allow AVA to join IVV-Americas Therefore be it resolved that the AVA supports the IVV-Americas organizing committee by filing the articles of incorporation and Be it further resolved that concurrently with the Canadian Volkssport Federation and INDA Brazil, the AVA becomes a member of the not for profit IVV-Americas. Seconded by Bob Morrison Since this motion was not given in a timely manner, it would need to be a substitute or updated motion. It is not an amendment so the delay waiver cannot be applied. Paul Lamb, Parliamentarian suggests the President release the NEC off diaspora prior to Bob Wright s report on the IVV-Americas report. Following the report, the President can call on one person who is in favor and one person who is against the motion. Then call on one person to recommend amending the motion which will lead to discussion on how to play the game and whether to play the game at all. This will lead to discussion and debate. It is fairer to the delegates to use the original motion, without a recommendation. Bob Morrison withdrew his second The motion was withdrawn. Meeting adjourned 3:40 p.m. Bonnie Johnson AVA Secretary Attachments: #1 Recognition of Donations Report 4.b #2 Presidents Report - 6 #3 Acting Executive Director Report 7 #4 Proposed Budget - 11.f 8

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