Special Operations Association Meeting Minutes Annual Mid Year Meeting 7-8 April 2015 8:00 A.M. to 5:00 P.M. Daily Telephonically CALL TO ORDER President Estes President informs the SOA Board of Officers, Directors and Special Staff that the SOA Board of Directors Annual Mid-Year Conference Meeting will now come to order and will be governed by the SOA By-Laws and Roberts Rules of Order. The time is 0805 hrs (Pacific). A. Pledge of Allegiance President Estes B. Invocation Director Werther C. Moment of Silence for our Fallen Comrades, POW s/mia s ROLL CALL A. Officers, Directors and Special Staff present B. Credentials report: A Quorum was present to conduct business BUSINESS MEETING A. REGULAR BUSINESS Review General Membership meeting minutes from SOAR XXXVIII, Review and approve minutes from SOA Board of Directors Electronic Meeting 3-19-15 B. NEW BUSINESS SOAR XXXIX Item 2015.04.07.01: SOAR Guest Speaker Rick suggested we have a guest speaker i.e. Sean Berg. Vines indicated SF General Officer may be difficult. Jimmy suggested General Viet. Motion to pursue a guest speaker: Lucier, Doug 2 nd, discuss, AUVV Item 2015.04.07.02: SOAR Master of Ceremonies. Rick suggested Ray Calafell. Motion by Pete, Lucier 2 nd. Rick to approach Ray be the MC. AUVV Item 2015.04.07.03: Determination of SOAR theme Several suggestions arose to focus on today s operators. Motion by Doug; 2 nd by Pete to focus on today s
operator. AUVV Item 2015.04.07.04: President to designate Sergeants at Arms Doug motioned to appoint a Sergeant at Arms and Pete 2 nd AUVV Item 2015.04.07.05: SOAR registration fees to remain the same (see attached 2014 fee schedule) Pete reported on the Revenue and Expenses of SOAR. Net of just over $4,000. Pricing for SOAR. Jimmy and Pete to work closely together. Pricing to remain the same based upon the contract per Jimmy and Pete. Motion: Pete motioned; Doug 2 nd to approve Registration fee at $150 AUVV Item 2015.04.07.06: Date of general Membership Meeting to be 10-22-15. Suggested the date to be on Wednesday or same day as last SOAR Motion: to approve the GMM date as described; motion by Lucier; 2 nd by Jimmy AUVV Item 2015.04.07.07: Banquet menu to remain the same Suggested the menu remain the Same Motion by Jimmy; 2 nd by Brian; AUVV Item 2015.04.07.08: Buffet, lunch snack arrangements to remain the same as 2014. Jimmy will stay with last years numbers. Budget overages are identifiable and will be taken into consideration for SOAR 2015. Hotel comp ed a reception and may do it again this year. Motion: Jimmy motioned; Dave 2 nd snack will remain the same as last year AUVV Note: TY joined at 0928 Item 2015.04.07.09: Clyde Sincere to remain OIC for vendor table set up. Motion: Lucier /Ty 2 nd ; AUVV Item 2015.04.07.10: Printing of menu product and cost to remain same as 2014 Motion: Brian/Ray/Jimmy to have menu/program
NLT September SOA BoD meeting; AUVV Item 2015.04.07.11: Robert Strange to arrange for registration gift. Motion: Doug motioned; Ty 2 nd to approve Bob Strange to arrange registration gift; Full pays get the gift. AUVV Item 2015.04.07.12: Registration seating to be arranged by registration committee chair. Pete explained the reserved table policy Board Only (Werther was in charge of group tables). General seating First come first serve for table assignments. Frovarps are the experts and do a great job. Consensus was to make no changes. Item 2015.04.07.14: Banquet rehearsal to be arranged by President Motion: Doug motioned; Pete 2 nd. AUVV Item 2015.04.07.15: Banquet Honor guard to be arranged by reunion Chair. Board agreed. Item 2015.04.07.16: Entertainment to be arranged by Reunion chair with a budget to be presented for Board approval Motion: Jimmy motioned; Doug 2 nd. AUVV Item 2015.04.07.17: Budweiser, Pepsi donations to be arranged by reunion chair. Motion: Jimmy motioned; Doug 2 nd. UAVV Item 2015.04.07.18: Liquor donations coordinated by Bill Werther. Motion by Jimmy; 2 nd by Ty Donations From Tony to be handled by Bill AUVV Item 2015.04.07.19: Beam tasting class coordinated by Bill Werther. AUVV Item 2015.04.07.20: $400. 00 misc. expenses approved for reunion Chair at SOAR. Motion by Pete; 2 nd by Lucier AUVV Item 2015.04.07.21: Michael T. Band approved at a cost of $1600.00 Motion by Rick; 2 nd by Lucier AUVV Item 2015.04.07.22: Approval of $2420 total tips to Orleans employees. Motion by Rick; 2 nd by Lucier. Approved. Pete
voted NO. Item 2015.04.07.23: Approve Entertainment of Vietnamese Traditional Dancers. Motion: To approve subject to raising the funds for the entertainment and review in 90 days Rick motioned; Ty 2 nd. AUVV Item 2015.04.07.24: Will there be night security after registration closes. Discuss at SOAR Item 2015.04.07.25: Volunteer for OIC for night security. Motion: use the same format for SOAR which includes a Board member and volunteers with Ty as the OIC. Doug motioned; Ty 2 nd. AUVV Item 2015.04.07.26: Additional presentations such as Alex Quaid. Motion: Ty motioned; Dave 2 nd to have Rick invite AQ and see if she is available. AUAA Item 2015.04.07.27: Briefing before GMM organized coordinated by president Estes NO ACTION Item 2015.04.07.28: Lunch; NO ACTION Item 2015.04.07.29: Daily snacks; NO ACTION cc. Item 2015.04.07.30: SOAR itinerary OIC? Motion: SOAR Itinerary to be done by President; by Rick; 2 nd by Lucier. AUVV Item 2015.04.07.31: President to oversee PRP Production Item 2015.04.07.32: Cover to be approved by BOD before PRP published Item 2015.04.07.33: Oversight committee of 3 volunteer directors to review before publishing Item 2015.04.07.34: Competitive publishing bids approved by BOD Item 2015.04.07.35: Page count to be 65-75 pages Motion: Director will review for proofing text only AAR and
PRP. Lucier motioned; Estes seconded. AUVV Note: Goal to get sponsors for ads to pay for the publications Item 2015.04.07.36: Request for presentation by director Buscetto regarding monthly issue review sessions. Pete feels that a meeting is a meeting whether or not it s called a Board meeting. Goes to transparency. Rick indicated may be we calendar our meetings in advance on members website Motion: Doug/ Post the dates of meeting on the web site and post the GotoMeeting info. Brian 2 nd AUVV Agenda: Review the agenda process. List items only. Doug suggest no Good of the Order. Motion: Tom: Board meeting agendas to be published five days prior to Board Meeting. 2 nd Pete. AUVV Item 2015.04.07.37: Adopt and reaffirm SOA policy that the SOA President is the only authorized spokesman for the Special Operations Association. Motion: Ty/Doug AUVV Item 2015.04.07.38: Recommend Bylaw changes-see attached Committee recommendations. Action: David Lucier to confirm by Minutes Item 2015.04.07.39: Adopt Reunion Chair Job description-see attached description and Appendix. Pete motion to table this to next board meeting Doug 2 nd AUVV Note: Review the documents and review at next meeting Item 2015.04.07.40: Adopt revised Registrar SOP. See attached Motion to approve by Ty; Bus 2 nd. AUVV Item 2015.04.07.41: Discontinue use of abbreviation OIM in all SOP and Job description wording Change OIM to Appendix. Motion: Rick motioned; Ty 2 nd AUVV C. Reports for distribution to directors prior to 4-7-15: Presidents report Vice Presidents Report NO additional comments Secretary s report no additional comments Treasurer s report Yes Last months financials; YTD can not be set side by side with monthly. Drain of cash is exceeding the income keep a mindful eye Budget to Actual will come monthly; Oasis is a valuable contributor to SOAR and
Membership Committee Report-Ray Calafell SOA Scholarship report status report-mcclure Chaplains Report-Motsett request for funding for VHP of elderly members Change the NOK form for better information Change death notice to Taps Brightlight Committee Report-Meyer Family Warrior s Program report-werther SOA Fundraising Status report-godshall SOA Personal Video history Project Status Report-Cummings SOA Quartermaster Report-Strange SOA Archive Report-Cummings Tally Committee Report-Keel AAR status Report-Estes Bylaws Committee report-vines Mike: POW/MIA Congressional letters efforts. Wants to put in PRP/AAR, but it loses its impact. Post to website. Use email. Pete suggested Twitter. DPAA is supposed to add SOA to Conference calls. Meeting reconvened at 0807 hrs on 4-8-15 Roll Call: Rick, Ty, Pete, Brian, Jimmy, Tom, Dave. Director Godshall was absent but would be late. Secretary reported out that we had a quorum. As soon as Doug arrives, we ll talk about SOFIC. Internet and Website status Report-Buscetto updated POW/MIA committee Report-Taylor presented Nominating Committee-Vines stated nothing new/additional PAO/LNO Report-Vines to be the single point of contact SOP-Ty Furbish SOAR Annex will be worked before the end of the month Fundraising Annex to be completed by Godshall Archivist video History Annex to be completed by
Cummings ADJOURNMENT