20 March 2005
To: ACAVC Membership
Subj: ACAVC Meeting Minutes
1. Date, Time, Location: 13:30 PM, 22 Jan 2005, Bill McCullough’s House.
2. Purpose: General membership meeting and social. We sincerely thank Bill
McCullough and his wife Marilyn for inviting us to their home to meet as a group and
conduct the meeting. As always, they were generous and gracious hosts.
3. Attendees: The following members were present for the membership meeting:
John Matthews - President
Mike Gavin – Vice President
Mike Robertson – Secretary/Treasurer
Bill McCullough
Richard Pennington
Carrol Zollicoffer
Bernard White
Dan Fri
Theron “TJ” Jenson (AM)
Jeff Bunney (AM)
A quorum was present; one (1) valid proxy presented:
- Proxy from John Cecere was held by John Matthews
4. Standard Agenda Items:
a. The 14 Aug 2004 meeting minutes were reviewed and approved.
b. Financial Status: The treasurer reviewed the financial status. All financial reports
can be viewed on the ACAVC web-site:
1) The 2004 annual Financial Report was read; summary below:
Beg. Bal.
$177.60
Receipts
$9365.00
Expenses
$9167.61
End Bal.
$374.99
2) Recap of 2004 reunion finances was provided:
Beg. Bal.
Receipts
Expenses
Over+/ShortPaid by ACAVC
Paid by ACA
Paid by Indv.
Surplus
$000.00
$10,087.17
-$10,727.00
-$639.83
$7,037.44
$1872.17
$1817.39
1177.56 (Available to cover “Paid by Individual” Expenses)
Reunion cash surplus was discussed. Although the surplus is insufficient to
cover all expenses paid by individuals, a large percentage of personal expenses could be
reimbursed (See ACA Reunion Summary/Reunion Funds Register – attached). The
people who incurred personal expenses were all present and agreed to contribute their
share of the surplus to the ACAVC treasury. This is a significant contribution by these
members totaling $1,817.39.
- John Matthews Contribution = $1,370.27 (Does not include 2004 Donation of $500;
ACAVC dues will be paid from this amount)
- Mike Gavin = $447.12 (2005 ACAVC dues will be paid from this amount)
- Mike Robertson = $220.05 (Contributed amount due in exchange for 5 remaining ACA
Reunion shirts valued at $160.00)
3) The 2005 Financial Report was read (attached); summary below:
Beg. Bal.
$374.99
Receipts
$1,822.17
ACA Dues
$250.00
Balance
$1,947.16
c. The President appointed Bill McCullough and Dan Fri to conduct the Annual
Internal Audit of the Financial Account. The audit was conducted with no errors
noted, signed, and is on file for review (attached).
d. Dues: The status of dues was reviewed and discussed. 2005 ACA and ACAVC
dues was collected during the meeting. As of the date of these minutes 16 ACAVC
members are in good-standing, 2 members are not current, and 7 are in inactive
status. See 5.c. below.
5. Old Business:
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AMMO Chiefs Association Virginia Chapter, P.O. Box 65499, Hampton VA 23665-5499
a. Awards Committee: The awards committee headed by Mike Gavin and Bill
McCullough provided a written status update for the record (posted on ACAVC
web-site). In summary, they proposed the ACAVC award program recognize any
MAJCOM level award winner within the ACAVC area. They have contacted
ACC, Reserves and ANG and communicated our desire to recognize their
Command’s annual award winners. The Reserves have no bases in our area, but
the ANG has seven bases. After ANG and ACC make annual award selections the
ACAVC will provide a cover letter signed by the ACAVC President, ACAVC
coin, and a plaque for presentation to the Command award winners. An ACAVC
member could present ACAVC awards or local Flight Chief based on proximity.
Plaque and design costs are in work. It is our understanding that ACA would
recognize any Air Staff level award winners. It was suggested that an ACAVC
policy be drafted for the awards program and a standard letter be drafted for the
President’s signature for presentation to award winners. It was also suggested that
MAJCOM or Air Staff level awards do not provide the amount of exposure and
ability to recognize AMMO people as intended. It was further suggested we look
at some lower level awards at perhaps the base level so that we can achieve our
goal of recognizing AMMO troops. Possible award winners to consider are base
level Leo Marquez, annual airman, NCO, and senior NCO, MAJCOM (ACC)
award nominees from ACAVC area bases, etc.
A motion was made to review some base level awards categories for possible
inclusion in the awards program; the motions was seconded and carried to review base
level annual awards. OPR: Mike Gavin, Bill McCullough.
b. ACAVC 2005 Activity Calendar: See new business.
c. Membership: Membership status was review and discussed; current status is:
Total Membership Base:
25
Members in Good Standing:
16
Members - Dues not current:
2
Inactive ACAVC Regional Individuals: 7
The following members were welcomed as Associate Members (AM) into the ACA
Virginia Chapter.
- Jeffery Bunney (SMSgt-Ret.)
- Theron Jenson “TJ” (MSgt-Ret)
- John Usafara (MSgt-Ret)
d. Fundraising: Fundraising efforts were discussed ideas discussed; Status: Open and
ongoing
1) Purchase and sales of ACAVC coins and key chains; Dan Fri will look into
design and costs
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AMMO Chiefs Association Virginia Chapter, P.O. Box 65499, Hampton VA 23665-5499
2) AMMO Cook Book (McCullough); Mike Robertson will work on posting a
call for recipes on the ACA and ACAVC web-sites
3) Sponsoring a Food Booth at the Worldwide AMMO Bowl.
4) Richmond NASCAR Booth; Mike Robertson agreed to find out the details and
inform the membership.
e. ACA Reunion: Status: Completed/closed.
6. New Business:
a. President’s State of the Chapter message. The ACAVC President, John Matthews
reviewed the State of the Chapter for 2004 (text posted on ACAVC web-site). The State
of the Chapter focused on the dedication of our members, accomplishments of 2004
including several “firsts” for the first ACA Chapter. Our sponsorship of the ACA
Reunion and the Shell and Flame were on the top of the list. John Matthews then
discussed the many things that must be done in 2005 and beyond including elections,
updating the C&BL, welcoming new members, fundraising, awards, and development of
a annual budget. John Matthews encouraged the membership (and spouses) to maintain
the momentum we’ve created.
b. Review/discuss/vote on a recommended changes to the ACAVC C&BL for
election of Officers. Changes to the C&BL were discussed. John Matthews proposed
that we change the manner in which officers are elected. First, he proposed changing the
timing of elections so new officers are not elected in the same year. This would ensure
continuity and momentum for Chapter business. It was decided and voted on that the
President would be elected in 2005 and the Vice President would remain in office until
elections are held in 2006. Second, he proposed that the position of Secretary/Treasurer
be an appointed position rather than an elected. This would allow greater flexibility in
appointing a Secretary/Treasurer and offer greater opportunity for member to remain in
the position beyond term limits or be replaced between terms as needed. John Matthews
would make proposed changes to the C&BL as discussed and voted on for ratification at
the 2 Apr 2005 ACAVC meeting.
c. Review/discuss Lessons Learned from 2004 ACA Reunion. The reunion was
discussed and all reunion documentation is on file and available to the ACA or other
Chapters planning to sponsor an ACA reunion. All lessons learned will be sent to John
Greer (ACA).
d. Nomination/vote for Theron “TJ” Jensen, ACC/DOTW, John Usafara,
ACC/DRZW, and Jeffrey Bunney, ACC/DOTW, as associate members of the ACAVC.
e. Set date(s) for nominations for election of new Officers and voting dates/
methodology. It was decided that nominations would be collected by 1 Apr and elections
would be held in May or prior to May 2005 so that the new officers could assume their
duty on 1 Jun 2005. Bill McCullough volunteered to organize the collection of
nominations for the 1 Apr meeting
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AMMO Chiefs Association Virginia Chapter, P.O. Box 65499, Hampton VA 23665-5499
f. Review/discuss by-base annual AMMO awards program and develop a yearly
ACAVC awards program for bases within our AOR. See Old Business para 5.a.
g. Develop/approve an ACAVC operating budget for CY2005. Mike Robertson
agreed to develop an ACAVC 2005 Operating Budget proposal. This is just proposal and
I’ve included as many things as I could think of based on discussion and past history.
This will be reviewed, amended and approved at the 2 Apr 2005 meeting. The proposed
operating budget is worksheet 2 of the attached 2005 Funds Register
i. Discussion/vote to change the Constitution and By-Laws addressing Lifetime
Membership dues for Lifetime Membership in the ACAVC. After discussion it was
decided that ACAVC (Chapters) should not have lifetime membership. Two primary
reasons led to this conclusion. First, annual membership dues may be a primary and
consistent source of annual income for Chapters. Second, the logistics and processes for
transferring membership and associated dues from one chapter to another would be
nearly prohibitive and very time consuming. This “hold-over” provision will be removed
from the ACAVC C&BL.
j. Open Discussion - Discussion of topics from members present.
1) ACA Internal Issues – Need ACAVC membership input; John Matthews
discussed issues confronting the ACA and the ACA organization. The
following issues were discussed:
A) No agendas for membership review/comments; chapter members are
members and should have some input on agenda topics and discussion.
B) Chapter Presidents should be automatic BOD members. It seems logical
the Chapter Presidents would become automating voting members of the BOD as
representatives of their chapters.
C) Establishment of a Florida Chapter that is separate from the National ACA
BOD. Should a Florida Chapter be created that is a separate and distinct entity from the
ACA BOD, which would be primarily a National head organization?
D) Need to identify the approval of Honorary and Associate members.
Procedures for Honorary and Associate Membership were discussed and reviewed. It
was agreed that procedures would be posted on the web-site. Mike Robertson will post
the updated procedures to the ACAVC web-site.
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AMMO Chiefs Association Virginia Chapter, P.O. Box 65499, Hampton VA 23665-5499
E) Documented voting and approval of Honorary and Associate members.
These procedures were discussed and are included in the ACAVC
procedures described above.
F) ACA C&BL Change Process – Changes should be reviewed and voted on
by BOD and then submitted to membership for voting – Not the process used for
September General membership meeting. C&BL changes valid or null and void? May
require ACA Officer elections this year.
G) Little to no e-mail traffic to the President – Prefers phone calls.
H) Two BOD members resigned due to lack of change in the ACA.
2) ACAVC Coin: An ACAVC coin was discussed. It was decided to explore
options and costs to purchase 100 coins. It was also decided that initial distribution
would be 50 each for the membership and 50 each for sales. Dan Fri and “TJ” agreed to
look into procurement of coins.
3) Bill McCullough volunteered to host the ACAVC annual get together at no cost
to ACAVC. This most generous invitation is typical of what Bill and Marilyn routinely
do for the ACAVC membership. A date for the event is TBD.
7. Adjournment: The meeting adjourned at 1645.
8. Next Meeting: Tentatively scheduled for 2 April 2005 at 1300 hrs at the HQ
ACC/LGW Conference Room.
//signed//
Michael E. Robertson
ACAVC Secretary-Treasurer
cc:
John Cecere-R
John A. Matthews Sr.-R
Bernard L. White-R
Wilbur (Bill) McCullough-R
Richard W. Pennington-R
Michael Lawhorne-R
Phillip R. Kennedy-R
CMSgt Michael E. Robertson-AD
Carroll Zollicoffer-R
John Ray -R
Melvin E. Hill Jr.-R
Michael R. Gavin-R
cecerejc@aol.com
AmmoChief63@Comcast.net
RetAMMOChief@aol.com
bill_mccullough@urscorp.com
Richard.Pennington@langley.af.mil
michael.lawhorne@langley.af.mil
Pkenn95798@aol.com
AmmoRobbie@comcast.net
ChiefZollie@aol.com
jajmray@hotmail.com
C29OIN@aol.com
gavinm@erols.com
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AMMO Chiefs Association Virginia Chapter, P.O. Box 65499, Hampton VA 23665-5499
Ronald W. Whisner-R
George Heinlein-R
Ronald Paugh-R
Van Ray-R
Joel Rhodes-R
Thomas Danihel-R
Edward Whitley-R
CMSgt. Rickey Clay-AD
CMSgt. Don Moreland-AD
Dan Fri-R
Theron “TJ” Jensen - R - AM
John Usefara – R – AM
Jeffrey Bunney – R - AM
Wayne Guilbault – AD
ronald.whisner@langley.af.mil
geohel@3rddoor.com
Cherokee1505@aol.com
vanrayammo@aol.com
jrhodes1@nc.rr.com
Kimthom@aol.com
ammoman52@yahoo.com
Rickey.clay@langley.af.mil
Donald.moreland@langley.af.mil
daniel.fri@pentagon.af.mil
TJAmmo@cox.net
John.Usefara@langley.af.mil
bugsycorey@cox.net
Wayne.guilbault@langley.af.mil
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AMMO Chiefs Association Virginia Chapter, P.O. Box 65499, Hampton VA 23665-5499