Upon motion, the following Consent Agenda was approved for the record: Executive Council minutes dated 16 Oct 12 Informal Investment Schedule as of 31 Dec 12 & 31 Mar 13 Financial Statements for months of Oct 12 - Feb 13 Legislative & Resolutions Committee meeting minutes dated 4 Dec 12 - Chairman Marshall Collins Communications Committee minutes dated 11 Dec 12, 26 Feb 13 & 19 Mar 13 - Chairman Phillip Kerr EANGUS Liaison Committee minutes dated 16 Jan 13 - Chairman Raveena Boler Benefits Committee minutes dated 23 Jan 13 - Chairman Yvette Raines Finance Committee minutes dated 24 Jan 13 - Chairman Alex Sigmon Headquarters & Employees Committee minutes dated 29 Jan 13 - Chairman Bob Suber President Honeycutt then introduced LTC Brent Orr, who was present to brief the Council on the upcoming Minuteman Muster scheduled for 18 May 13. LTC Orr commented that this is a community outreach event partnered with Bushwhack Adventures, and race proceeds will be donated to the NCNGA Educational Foundation. He distributed handouts to all members, which provided the purpose and details of the race. He encouraged the Association s involvement, and it was determined that the Association will participate in this event. President Honeycutt then thanked LTC Orr for his presentation and excused him from the meeting. President Honeycutt then introduced Angela Clemons. Ms. Clemons stated that she is a member of the Association and currently enrolled in NC State University. She is working on a school project and has chosen association organizations as her subject. The Council then approved the following committee minutes for the record. Committee recommendations and action taken by the Executive Council are indicated below. (Only recommendations that affect policy or unbudgeted funding require Council approval.) (It was noted that in addition to committee budget requests, the Finance Committee had referred several other budget line items to be further reviewed by the Executive Council before inclusion into the FY 13-14 Budget. This listing was cross referenced during the meeting.) a. Communications Committee minutes dated 30 Jan 13 - Chairman Phillip Kerr Discussion: It was noted that the committee has requested $24,000 for web media marketing and infrastructure. Councilman Schnack, also a member of the Communications Committee, briefed the Council on the intent of the committee as noted in committee minutes. He stated that the committee is working in phases and are awaiting budget quotes from APCO. Outwater related that the original intent was to 1
increase revenue by advertising on the website, but this was not successful. Concern was expressed over the lack of Council oversight on expenditures. Action Taken: A motion was made to approve the funding for web media marketing and infrastructure contingent upon the Council receiving a plan of action to include a breakdown of costs prior to any expenditures being made. The motion was seconded and unanimously approved. The Council also recommended that we proceed with copyrighting the Association s logo. b. Legislative Committee minutes dated 5 Feb 13 - Chairman Marshall Collins Action Taken: Upon motion the Council unanimously approved the committee s FY 13-14 budget request. c. Membership Committee minutes dated 20 Feb 13 - Chairman John Smith (2) Recommendation: Change to NCNGA SOP, Section VI, Item 4c - changes qualifying criteria for reimbursement of unit rep convention expenses. (3) Recommendation: Change to NCNGA SOP, Section VI, Item 4f - changed reimbursement of convention lodging from three nights to two for O-U-R Awardees. (4) Recommendation: Only pay unit presentation fee of $50 to Retiree Network if their fees earned do not exceed $200. Action Taken: Upon motion the Council unanimously approved all of the above recommendations. Councilman Schnack commented that in some units it is harder to obtain 95%+ membership and insurance percentages. He suggested that some type of recognition be given to unit reps, who increase their percentages by a specified amount over a 12-month period, even though they do not meet the 95%+ criteria. The Council referred this suggestion to the Membership Committee. d. Headquarters & Employees Committee minutes dated 21 Feb 13 - Chairman Bob Suber. 2
(At this time, Staff Member Adene Tyler was excused from the meeting.) Action Taken: Upon motion the Council approved the committee s FY 13-14 budget request. The Committee tasked Tyler with requesting employee data from other comparable state associations to include salaries, number of fulltime employees, employee benefits, and number of members/insured members. This is to be accomplished within 45 days. e. Finance Committee minutes dated 13 Mar 13 - Chairman Alex Sigmon (1) Recommendation: Continue with current investment plan (scenario 1) to meet goal of 10-year plan. Action Taken: Upon motion the Council unanimously approved the committee s recommendation. (2) Recommendation: Proposed FY 13-14 Budget. See attached items that Finance Committee recommended Council review/research. (Council action or comments are also indicated on this list.) President Honeycutt stated that a proposal had been received from Councilman Wes Morrison to activate the NGAUS Liaison Committee and to amend the previous budget request submitted by the NGAUS Conference Committee. Morrison then briefed the Council on his proposal to activate the committee After Morrison s briefing, Councilman Lumley noted this change, as proposed by Morrison, would obligate the Association to collect NGAUS dues. Judge Advocate Fay related that we do not have to make a decision today on the collection of dues. After discussion, a motion was made and unanimously approved to activate the NGAUS Liaison Committee. Councilman Morrison volunteered to chair this committee. The Council then reviewed the amended budget request submitted by Morrison (attached), which increased the request from $2,500 to $4,763. President Honeycutt informed the Council that the Association had received an affinity check in the amount of $4,741 from NGAUS, and these funds had also been given to the NGAUS Conference Fund. This affinity check was a rebate for the collection of technician disability insurance premiums. During review of the amended budget, it was noted that expenses for the NCNGA President to attend the NGAUS Conference had also been included. There is a separate line item for this expense, so this amount was deducted from the requested amount reducing it to $2,758. A motion was then made to increase the donation to the NGAUS Conference Fund from $2,000 to $2,758. The motion was seconded and unanimously approved. Councilman Ron Hill, a previous chairman of the EANGUS Liaison Committee, stated that this committee did not have sufficient funding to accomplish all they needed to do during the 3
year and noted that they have to resort to conducting raffles to meet their obligations. After a brief discussion, a motion was made to increase the donation to the EANGUS Liaison Committee from $2,000 to $2,500. The motion was seconded and unanimously approved. The Council also agreed that future affinity checks received from NGAUS for the technician disability program would no longer be given to the NGAUS Conference Fund. Referring back to the list from the Finance Committee, the Council recommended the following: Telephone Expenses - Finance Committee recommended eliminating the 800 number since majority of members use cell phones. A motion was made and unanimously approved to begin phasing out the 800 number on brochures and other literature and eliminate the 800 number once all these supplies are exhausted. Travel - National Conferences - Finance Committee recommended increasing this expenditure to adequately support attendance at three national conferences. A motion was made and unanimously approved to increase this line item from $2,333 to $5,400. After review of the draft budget and specific line items targeted by the Finance Committee, the FY 13-14 Budget was approved as amended President Honeycutt referred the Council to an email received from Luke Guthrie, Director of Membership and Marketing, with NGAUS. He related that when he had called NGAUS to obtain more information on the affinity check that we had received, he had learned that each state association can sell the technician disability insurance and receive $50 per application. He then referred them to a Memorandum of Understanding (MOU) from NGAUS, to include general duties, responsibilities and roles. Honeycutt further stated that this could be a revenue producer for the Association as there are currently 1,300 technicians in the state, but only 400 have the disability insurance. Councilman Stumpf questioned who would be selling this product and who would be responsible for the administration. Honeycutt stated that the staff and Retiree Network would be able to sell these policies. Outwater commented that there still seems to be a lot of unanswered questions regarding the program. Fay noted that the MOU had not been signed on behalf of the NGAUS Insurance Trust. After discussion, a motion was made to have President Honeycutt research this program further and obtain more detailed information. The motion was seconded and unanimously approved. The council then reviewed equipment to be written off at the end of the year by the CPA Upon motion the Council unanimously approved the listing of equipment to be written off as of 30 Apr 13. President Honeycutt referred the Council to a recap of membership by command. Lumsden stated he had initiated challenges to other units in his battalion, and Schnack related that he had also been working a campaign to increase membership. Other business: 4
Members were briefed on the upcoming combined event. It was noted that registration for the combined event is nearing 1,000 people. An expense voucher for Council use after convention was distributed and members were encouraged to submit their vouchers no later than 3 May 13 for payment. Vouchers received after this date will not be paid. Door prizes for the convention were received from Diana Stumpf and Stephen McCormick. Continuing a joint event for 2014 was briefly discussed. President Honeycutt stated that he feels comfortable with results to date. Council was informed that two heat exchangers and one fan belt on the HVAC systems were replaced this week for a total of $4,052. Judge Advocate Fay commented that in the future we might want to consider how we support EANGUS and NGAUS Liaison Committee funds. Based on membership and our donations, we are currently contributing $35 per EANGUS member and $.50 per NGAUS member. It was noted that no funding had been approved for copyrighting the Association logo. A motion was made and unanimously approved to include $500 in the FY 13-14 Budget for the copyright process. President Honeycutt thanked everyone for their participation this year, and presented each Council Member a red polo shirt (Red Shirt Friday) in appreciation of their involvement this year. There was no further business to come before the Council, and the meeting was adjourned at 1:15 p.m. Adene T. Tyler Secretary-Treasurer 5