Defense Logistics Agency Foundation Board of Directors Meeting Minutes MEETING #8 October 8, 2014

Transcription

1 Defense Logistics Agency Foundation Board of Directors Meeting Minutes MEETING #8 October 8, 2014 The following reflects proceedings from the eighth (8th) meeting of the DLA FOUNDATION BOARD, held on October 8, The meeting was called to order at 6:00 by the President of the Board, Ms. Mae DeVincentis. ATTENDEES: The following directors, constituting a quorum of the full board, were present at the meeting: Mr. Ted Case (SES) Ms. Mae DeVincentis (SES, Ret) Ms. Christine Gallo (SES, Ret) Mr. Charles Lilli (SES) (by phone) VADM Keith Lippert (SC, USN, Ret) Ms. Jill Pettibone (SES, Ret) MG Hawthorne Proctor (USA, Ret)) Mr. Michael Scott (SES) VADM Al Thompson (SC, USN, Ret) The following director was unable to attend: Mr. Jim McClaugherty (SES) The Liaison to the Board, VADM Mark Harnitchek (SC, USN), Director of the Defense Logistics Agency was not able to attend. FRIENDS OF THE FOUNDATION who participated were: Mr. Steve Chertock Mr. Dan Daddario Mr. Dan DeVincentis LCDR Brennan Kemper (SC, USN) Mr. Kevin Kachinski Mr. Tom Michelli CAPT (Sel) Colleen Salonga (SC, USN) Ms. Marian Unterman Ms. Linda Williams AGENDA ITEMS: 1. Ms. DeVincentis, President of the Board of Directors, opened the meeting at 6:00 PM. She immediately highlighted the golf outing #2 which had occurred on October 3, Ms. DeVincentis thanked all involved and called the event outstanding. 2. MINUTES OF MEETING #7: The Board of Directors unanimously approved the minutes from the Board meeting of June 25, 2014.

2 3. FUNDRAISING: (a) FUNDRAISING STRATEGY: MG Proctor indicated that he and Ms. Walinsky had received no modifications on the Corporate Fundraising Strategy proposal which had been presented at the DLA Foundation meeting on June 25, The Board approved the Corporate Fundraising levels of Bronze ($ ); Silver ($501-1,000); Gold ($1, ); and Platinum Level ($1501-2,500), and the three overall categories ( individual, corporate, and flagship events ). (b) FUNDRAISING IN SUPPORT OF INDIVIDUALS: Mr. Scott raised the idea of the Foundation s perhaps choosing to sponsor fund-raising events in support of DLA members, particularly those who die on the job. Conversation centered around the possibility of also sponsoring scholarships named for the specific person who contributed to a particular scholarship as noted further below. It was agreed that any involvement of the DLA Foundation in any such endeavors would need to be done in conjunction with the DLA legal office. ACTION ITEM: Msses. Pettibone and DeVincentis will develop a proposal for consideration by the DLA Foundation Board for subsequent presentation to the DLA legal office. DUE DATE: October 16, (c) GOLF OUTING #2 RESULTS: MG Proctor and the Board thanked Mr. Daddario for his superb organization of the golf outing on October 3, Mr. Daddario reported that 100 golfers signed up; 92 golfers actually participated, including 4 wounded warriors. Mr. Daddario indicated that 27 Corporate and individual sponsors supported the event. Mr. Daddario reported also that there was a hole-in-one winner which netted that golfer $5, The golf outing #2 raised $23,000; to date this year, the Fundraising Committee has raised over $28,000 through the May 2014 wine-tasting soiree and the golf outing #2. Mr. Daddario relayed to the Board that a different golfing venue is being researched for next Fall since construction of the Army museum is to begin and will impact the golf course, and thus there will be no more golf tournaments scheduled at the Fort Belvoir Golf Course during this period. ACTION ITEM: Dan Daddario will continue to investigate potential tournament sites for Fall 2015 for Golf Outing #3. (d) POTENTIAL INDIVIDUALLY-SPONSORED SCHOLARSHIP: MG Proctor provided information from a retired DLA military officer who is considering sponsoring an annual scholarship in his family s name. This officer sponsors annual scholarships at his alma mater in his family s name with various eligibility stipulations. The Board discussed the difficulties of administering the existing scholarships awarded for the academic year 2014/2015 but is interested in the possibility of accommodating this officer s generous offer. ACTION ITEM: MG Proctor will meet with the offering officer and determine if there can be accommodation between his offer and the limited ability of the Board to administer this generous offer of a potential DLA- Foundation-related scholarship. 4. FINANCE AND BUDGET: (a) REVIEW OF FINANCES: Mr. Scott stated that as of October 8, 2014, there is $33, in the bank. Mr. Scott indicated that expenses for golf outing #2 are expected to finalize out at $8, and that the Fundraising Committee expects this expense to be off-set with funds which are still coming in. (b) STATUS OF CORPORATE CREDIT CARD REQUEST: Mr. Scott indicated that the complicated process to obtain a corporate charity credit card has been completed. He stated that both he and Ms. DeVincentis will hold a DLA Foundation corporate charity credit card. The

3 cap on this card will be $15,000.00, as the DLA Foundation Board had approved at the June 25, 2014 Board meeting. (c) PROPOSAL ON ANNUAL BUDGETED PROCESS/REVIEW OF EXISTING REQUIRE- MENTS: Mr. Lilli had disseminated a synopsis sheet listing the identified expenses projected by each of the DLA Foundation committees. The print-out projected expenditures of $ , with projected return of $28, It was pointed out that the estimates for both (1) website maintenance and (2) contracting-out for scholarship evaluation process would need to be added by the respective committee chairs to obtain a more accurate estimate of expenses versus returns. Mr. Lilli pointed out that ideally, expenses would need to decrease and fundraising would need to increase to assure that the DLA Foundation could award scholarships for the academic year 2015/2016. Ms. DeVincentis requested that a line-item breakout be provided to the Board members in order to prioritize the products to be funded. VADM Lippert suggested that it might be possible to have a local college student take this website/scholarship evaluation process as a thesis topic. ACTION ITEM: Mr. Lilli will provide to the Board members a line-item estimate of projected expenditures. ACTION ITEM: Ms. DeVIncentis/Mr. Case will further investigate the respective levels of website support, and the concomitant cost of each level of support. ACTION ITEM: Ms. Pettibone will further investigate the respective costs of commercial entities who could perform the scholarship evaluation process for the Board. (d) ASSURANCE OF RECEIPTS AND ACKNOWLEDGEMENTS FOR DONATIONS: Mr. Scott indicated that it would be ideal and responsible to have a balance of power between the Finance Committee and the Communications Committee. The Board designated the Communications Committee to be responsible for the issuance of thank-you letters to those who donate time and money. Mr. Scott and Ms. DeVincentis stated that there are currently multiple ways for funds to be deposited to the DLA Foundation account: PayPal, personal checks, corporate checks, cash. ACTION ITEM: Mr. Scott will work with the credit union which DLA Foundation uses, to determine if there is a more definitive way to receive written indication of individual deposits. ACTION ITEM: Any Board member or Friend of the Board who receives a donation, is to make a copy or annotation of the contribution and provide it to Mr. Scott. ACTION ITEM: Mr. Scott will provide to Ms. Gallo, a list of donors, amounts of donations, and addresses. ACTION ITEM: Ms. Gallo and her Communications Committee will be responsible for providing thankyou acknowledgements to each donor. 5. RESOURCE AND PROGRAMS COMMITTEE: (a) STATUS OF SCHOLARSHIP PROGRAM: Ms Pettibone reiterated that 12 scholarships had been awarded and announced for academic year 2014/2015. Ms. Pettibone thanked the people who had volunteered to evaluate the scholarship applications. Ms. Pettibone indicated that the scholarship application review process for next cycle requires some modifications to improve the process and make it less onerous. (b) PLAN FOR 2015 PROGRAM: The Board approved the Scholarship Committee s recommendation to delete the bonus evaluation category related to overcoming hardships since it had no appreciable impact on the results of the selection process for the 2014 program. The Board also approved the timeline which Ms. Pettibone proposed: OCTOBER and NOVEMBER will concentrate on the development of the modifications to policy and procedures; solicitation of evaluators; and the development of communications. DECEMBER will concentrate on obtaining

4 the Board s approval of the changes in policy, procedures and communications. JANUARY will be the month to announce the upcoming scholarship application period. FEBRUARY and MARCH will constitute the application period. The application evaluations would occur in APRIL. The ranking and announcing will occur in MAY. Ms. Pettibone identified that other scholarship-awarding organizations find that it is more appropriate to evaluate applicants coming right out of high school separately from those applicants who are already in college. For example, extra-curricular activities are more prevalent in those students who are applying for their first year of college. Ms. Pettibone stated that there needs to be a more orchestrated link between the Scholarship Committee and the Communications Committee in publicizing the scholarship process. ACTION ITEM; Ms. Gallo will propose various communiques, along with proposed timeline, to support the scholarship process effort. 6. COMMUNICATIONS COMMITTEE: Ms. Gallo requested the Board s preference about reissuing an updated tri-fold flyer describing the DLA Foundation. The decision by the Board is that it should be re-issued, but after some additional clarification about the Board s involvement with sponsoring individual fund-raisers for DLA personnel in unique circumstances. ACTION ITEM: Ms. Gallo will oversee the revision to the next flyer. Ms. Gallo indicated that she had engaged Staples in a free corporate frequent flyer set-up which would benefit all printing requirements from all the Board Committees. This corporate account offers more rapid delivery of products and a reduction in printing costs. ACTION ITEM: All Committee chairs will submit to the Communications Committee any request for printing, letter-writing, etc. The Communications Committee may either approve another committee s pursuit of printing or may actually oversee the printing of the product. ACTION ITEM: Ms. Unterman will obtain the photos of both the wine-tasting May 2014 event and the golf event and provide them to Ms. Gallo. 7. LOCAL CHAPTERS: Mr. McClaugherty was unable to participate in the meeting on October 8, ACTION ITEM: Ms. DeVincentis will schedule a special, by-phone Board meeting before the next regularly-scheduled Board meeting on February 11, NEW BUSINESS ITEMS: (a) Ms. DeVincentis reminded all Board members that the IRS pamphlet which Mr. Case ed to everyone in June 2014 contains complete information about the rules and policies of any 501(c)(3) organization. (b) Mr. Daddario indicated that the Fort Belvoir Golf Course clubhouse will no longer be available for DLA Foundation Board meetings or other events by other organizations. ACTION ITEM: Mr. Scott offered to identify other potential meeting places on the Fort Belvoir base. (c) Ms. DeVincentis stated that the next Board meeting will be February 11, 2015 at a venue to be determined. Ms. DeVincentis stated also that there will be two phone-in meetings before February to discuss: (1) Mr. McClaugherty s plan for establishment of local chapters. and (2) Ms. Pettibone s Committee s recommendations for modifications to the scholarship application and review process. (d) Ms. DeVincentis stated that she plans to call on the next DLA Director soon after his/her turnover process.

5 9. NEXT IN-PERSON BOARD MEETING: will occur in person on February 11, Byphone meeting(s) will occur before February 11, 2105.