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SMA Alumni Association Board Meeting
4 February 2002
7:00 PM
Teleconference
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Meeting called by:
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Tom Phillips, President
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Type of meeting:
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Winter SMA Alumni Association Board of Directors Meeting
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Facilitator:
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None
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Note taker:
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Mark Orr, Secretary
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Timekeeper:
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Tom Phillips
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Attendees:
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Tom Phillips, President
Stu Smith, Vice President
Mark Orr, Secretary
Tom Davis, Treasurer
Alvan Arnall, Chmn Finance
Bill Leeman, Chmn Foundation
Bill Kearns, Chmn Reunion
Gene Ehmann, Chmn Alumni Relations
Brocky Nicely, Chmn Museum
Bob Parrino, Member
Don Tobin, Member
Not Attending: Fred Burner, Jack Dalbo, John Hooser
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Agenda topics
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[TOPIC 1]
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Acceptance of Last Minutes
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Tom Phillips
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Discussion:Motion made to accept the October 12, 2002 Board minutes - No discussion/issues raised.
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Conclusions: Minutes were unanimously approved.
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Action items: None
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Person responsible:
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Deadline:
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[TOPIC 2]
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Executive Director's Report
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Fred Thompson
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Discussion:
1. SMA Alumni Association Directory - agreement made with Harris Publishing Co. to produce a new SMA Alumni Directory. Available for purchase in 2003. No cost to Association. Deluxe hardcover copy ($45-55/copy). Fifty complimentary copies (deluxe) will be given to Assn. Should there be a dedication inside directory? Pictures? Emblem?
2. Reunion dates: 2002: 26-28 July; 2003: 3-5 Apr - both in Staunton, VA
3. Next Board meeting: 12-13 April 2002 in Staunton, VA
4. Account balance updates were provided.
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Conclusions: Bill Leeman & Alvan Arnall along with Fred & Doris Thompson are working this effort.
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Action items:
1. Mark Orr send copy of Kablegram article on new Directory to Harris Publishing (COMPLETED: 2/4/02).
2. Phillips and Orr to provide internal editorial copy, photos.
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Person responsible:
Bill Leeman/Alvan Arnall
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Deadline:
8 Feb
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[TOPIC 3]
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Museum Committee Report
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Brocky Nicely
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Discussion:
1. Have held two receptions in museum since July Reunion: One for General Jumper, COS/USAF and the other for a December Holiday reception.
2. A SMA-VWIL Cadet Store has been opened in the museum for sale of memorabilia. Mark Orr said he would create a Cadet Store page for the web site.
3. Jack Lowe is leading landscaping project in front of SMA Memorial Wall & Walk of Honor incorporating original SMA cement eagle and South Barracks gates. Discussions ongoing with MBC and they are 95% onboard with project. Project will also make necessary level 1 repairs to cracks in eagle. Goal is to have completed by 2002 Reunion. Rough estimate cost: $4-5,000. Mark Orr pointed out that project approval would likely be required prior to April Board meeting to support reunion project completion and requested electronic/mail coordination of proposal plan & costs.
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Conclusions:
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Action items:
1. Jack Lowe/Brocky Nicely obtain project costs as quickly as possible and send to Board members for review and decision/approval prior to April Board meeting.
2. Create Cadet Store for web site (COMPLETED: 2/6/02)
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Person responsible:
1. Jack Lowe/Brocky Nicely
2. Mark Orr
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Deadline:
8 March
8 Feb
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[TOPIC 4]
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SMA Web Site Status Report
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Mark Orr
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Discussion:Mark Orr provided an update on development status of new SMA web site and future build plans. Request was made for more involvement of other Board members. Revised annual costs were reviewed and recommendation made to budget $400/year to maintain web site and ISP account.
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Conclusions:
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Action items: Executive Director & Treasurer budget $400/year for web site/ISP support.
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Person responsible:
Fred Thompson/Tom Davis
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Deadline:
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[TOPIC 5]
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Finance Committee & Treasurer's Report
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Alvan Arnall/Tom Davis
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Discussion:
1. The Foundation and Association accounts (as of 31 Dec 2001) were reviewed.
2. Taxes: Association tax report already filed. Foundation tax report extended - since foundation raised more than $25,000 for the museum, it must include list of all contributions >$1K).
3. Dues: Proposal was made to send a dedicated bulk mailing with a membership dues invoice and prepaid SARE included to all 3,200 alumni. Bill Kearns offered to pay all associated postage costs and Gene Ehmann offered to pay all associated return envelope costs. Proposal was unanimously approved.
4. Brick Pavers: Tom Davis noted that 58 bricks have been purchased to date (need 100 for first installation). He said some interest had been generated by email broadcast by Mark Orr to alumni with email addresses (375 alumni).
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Conclusions: The Board thanks Bill K. and Gene E. for their generosity to support this effort.
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Action items:
1. Draft Invoice form & send to SMA Office (COMPLETED: 2/5/02)
2. SMA Office - Obtain materials (including invoice printing); oversee mailing. (COMPLETED: 3/22/02)
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Person responsible:
1. Mark Orr
2. Bill Kearns, Gene Ehmann, SMA Office
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Deadlines:
8 February (draft invoice form)
29 March (ready for mailing)
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[TOPIC 6]
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Memorabilia
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Stuart Smith
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Discussion:
Status of closing the storage shed. Stu indicated MBC is not as keen as before in allowing us to install a new 10x10 ft storage locker in the space behind wall of SMA office/museum. Review of current contents conducted. Most assessed as junk. Cost is $50/month. Proposal made to close shed by August 2002.
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Conclusions:
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Action items:
1. Stu Smith will email list of 553 yearbooks to Mark Orr for web site posting and June Kablegram article. (COMPLETED: 2/27/02)
2. Tom Phillips - Auction/yard sale any other items at reunion on Saturday after Wall dedication
3. Stu Smith - Close shed by Aug 2002.
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Person responsible:
Stuart Smith / Tom Phillips
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Deadline:
31 August
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[TOPIC 7]
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Alumni Relations
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Gene Ehmann
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Discussion: Mark Orr provided a status on the February 2002 Kablegram production. A firstt draft proof should be ready for Board review by 8 Feb. Publication and mailing scheduling for end of Feb. The deadline for June 2002 Kablegram articles is 18 May. Mark encouraged Board members to provide updates on their areas/functions in support of the Association.
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Conclusions:
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Action items: Submit articles for June Kablegram
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Person responsible:
Mark Orr
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Deadline:
18 May
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[TOPIC 8]
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Reunion Committee Report
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Bill Kearns
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Discussion:
2002 Reunion Schedule: 26-28 July
Friday, 26 July:
9 am - Board Meeting
6 pm - cash bar & cookout
Saturday, 27 July:
9 -11 am - Association Members meeting
11-11:30 am - Board meeting
12:30 - 1:00 pm Captain Kable wreath laying
1-4 pm Museum open house
1:30 pm - SMA Memorial Wall dedication
6 - 7 pm cash bar
7 pm - Banquet
Sunday, 27 July:
Breakfast & checkout
2003 Reunion Schedule: 4-5 Apr 2003 will include highlight of alumni review with VWIL parade.
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Issue: Need to identify and contact guest speakers for Memorial Wall dedication and Banquet.
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Conclusions: Mark Orr proposed someone from Major Howie's family and also Bob DiGiacomo for Memorial Wall. Bill Leeman suggested MG Atkeson for the Banquet guest speaker. Mark Orr asked if arrangements could be made for a 21-gun salute to our war dead as part of the memorial wall dedication.
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Action items:
1. Brocky will contact Armory to obtain Howie daughter contact info (Sally M.); Mark Orr will continue to pursue with Howie grandson.
2. Bill Leeman/Tom Phillips will contact MG Atkeson
3. Tom Phillips volunteered to contact/coordinate with National Guard unit for a 21-gun salute and bugler for taps and to make initial inquiries into speakers.
4. Mark Orr will stand-up Reunion web page on web site. (COMPLETED: 2/8/02)
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Person responsible:
1. Brocky Nicely/Mark Orr
2. Bill Leeman/Tom Phillips
3. Tom Phillips
4. Mark Orr
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Deadlines:
15 March
15 March
15 March
8 Feb
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[TOPIC 9]
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Annual Fund
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Bill Leeman
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Discussion:
Bill Leeman and Tom Phillips are attempting to have a get-together of Wash DC metro area alumni on 23 February at Jay Nedry's JAXX Nightclub in Springfield to renew/generate interest in the Association & Reunion and Annual Fund contribution support. Tom requested SMA Office provide him a listing or address labels of Wash DC metro area alumni for him to send invites/contact. Group in DC together w/ Phillips.
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Conclusions:
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Action items: Send list of Wash DC metro area alumni to Tom Phillips
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Person responsible:
Fred & Doris Thompson
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Deadline:
9 February
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[TOPIC 10]
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Scholarships
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Stuart Smith
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Discussion: Still not getting much contribution support. Anonymous alumnus made $5,000 contribution, hoping it would be matched by other alumni. Mark Orr reported that a Scholarship information page is on the web site and an article in the next Kablegram.
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Conclusions:
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Action items: None
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Person responsible:
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Deadline:
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[TOPIC 11]
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Unfinished Business
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Tom Phillips
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Discussion:
Museum Brochure - Tom Phillips.
Tom reported he is working with BG Bissell on a museum brochure. Mark Orr also reported that he has done some preliminary work on a brochure (unbeknownst of Tom's effort), including info received from MG Bissell. Tom and Mark agreed to share notes.
Kable Building Dedication plaque placement - Stu Smith/Brocky Nicely
Tom inquired as to status of any decision on plaque placement. Response was none.
Kablegram Distribution-Membership Dues Reduction proposal - Mark Orr
Mark briefed a draft proposal to publish and distribute Kablegrams based on membership status. This to coincide with a simultaneous reduction of dues amount from $50 to $25 as an incentive for alumni to become members. Notice of these changes would be announced in Feb and June Kablegram's and then implemented starting next SMA fiscal year (Sep 2002). Alvan Arnall and Gene Ehmann objected to proposal and requested any further discussion be deferred until April Board meeting. Mark Orr requested Alvan to write-up his views and send them to him and he would type-up and email to other Board members for review prior to April meeting.
SMA Memorial Wall status - Mark Orr provided an update on the plaque development status for the wall. The centerpiece plaque being built by Larry Perkins is scheduled to arrive in Staunton the week of 8 March. The war KIA name plaques are still being worked, with planned finalization and submission to Shenandoah Trophies by mid-February. Brocky Nicely will coordinate and oversee plaque installation by Gary Cash (same guy that installed others outside museum entrance).
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Conclusions: Some action is going to be required to better manage Kablegram costs.
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Action items:
1. Alvan Arnall mail alternate views/ideas to Mark Orr.
2. Mark Orr email to Board members.
3. ALL review and prepare for discussion/decision at April Board mtg.
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Person responsible:
Alvan Arnall/Mark Orr
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Deadlines:
22 Feb
1 March
11 April
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[TOPIC 12]
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Adjournment
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Tom Phillips
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Discussion:As there was no further business, the meeting was adjourned at 8:28 PM. Board members were reminded that while this teleconference was supported by Siemens , contributions should be made to the SMA Alumni Association office.
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Conclusions: Next SMA Alumni Association Board meeting: 12-13 April 2002 in Staunton, VA
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Action items: Everyone reviews action items and associated deadlines in support of April Board meeting.
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Person responsible:
ALL
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Deadline:
11 April
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Observers:
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None
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Resource persons:
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None
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Special notes:
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None
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