| American
Civil War Association Executive Committee and Board of Directors Meeting Agenda Saturday, May 14, 2011 |
| Location: Denny’s Restaurant,
Modesto, California Members present: President: Charles Rhodes Vice President: Richard Gray Treasurer: Robert Preston Confederate Commander: Chris Bowman Union Commander: Douglas Erickson Civilian Coordinator: D. William Entriken Secretary: Mary Bowman was absent. Filling in on temporary bases to take the minutes was David Poff. The meeting was called to order by President Charles Rhodes at 10:04 am. Six members were present and a quorum was met. Four other club members were present during the meeting. A motion was made by Rick Gray to have David Poff, fill in as the temporary secretary, seconded by William Entriken. The motion passes unanimously Reports: Confederate Brigade: Chris Bowman said the membership was a little down, but all in all we were doing well. The current numbers for the brigade stands at 305. Chris Bowman said the turnout at Las Mariposas was great and he was very pleased with the event. He was very happy with the battle aggressiveness of the confederate brigade and how the battles finished out in front of the public. Bowman said all is going well for Roaring Camp and he is an expecting excellent turnout among our brigade. Union Report: This report was given by Richard Gray because the Union Commander Douglas Erickson was running late. Gray said the numbers for the brigade stands at 247 members of which 22 were from the cadet battalion, 88 civilians, and twelve new members joined at Las Mariposas. Gray said a small contingent will participate at Gipson Ranch in Sacramento. Civilian Coordinator: D. William Entriken said he is unsure of the unit’s numbers but he welcomed Leslie Ackel back to the club. He is expecting a good turnout for Roaring Camp with a Post Office and the Mayor of the Civilian town will be Dona. He also said Mike Sharp will be the photographer for the event and he hopes that Mike will stay off the battle field, (as a participant) and just take pictures. Entriken did express his concern over the lack of space for the civilian town, but the board said they are currently working to solve this proble . Treasurer: Bob Preston said the club funds currently stands at $15,125.74 and the fixed assets stands at $21,026.00. This figure is broken down as follows, unit accounts $11,724.00 and equipment $9,302.00. These three figures add up to $36,151.74. Bob Preston posted the following financial reports for review by the membership. (The Balance Sheet, Cash Flow Sheet, Profit/Loss Sheet to date, the General Ledger Sheet, and the Income and Expense Sheet). Bob Preston said these documents are open to the public as directed by the rules and regulations for a nonprofit organization. Bob Preston said the insurance for the board of directors had been paid to the Owen and Dunn Insurance Group for 2010/2011 season. The powder reimbursement checks have been sent out to all but the 1st Nevada Calvary, pending a mailing address and the 1st Tennessee, who refused their payment. Bob said two donations were made, $500.00 to the Wounded Warrior Project, and $400.00 to the Boots and Saddles, Inc. Anyone wishing to review the club financials can contact Bob Preston. Events: Knights Ferry: Bob Preston made the report as the Event Coordinator. Based on last year’s Knights Ferry event, we made a very good profit of $4,000.00 from “Pass the Hat” donations. This year’s shortened event took in only $217.19 for all of Saturday from the “Pass the hat” donations. There were no monies received from parking lot collection. Knights Ferry expenses for supplies were $1,822.90, $1,000.50 for powder reimbursement, and a site use permit of $100.00 for a total of $2,923.40. Minus the pass the hat amount of $217.19 equals a loss of $2,706.24. The point of site cleanup was mentioned again because in some areas where straw was used wasn’t completely cleaned up. The event coordinator is responsible for site cleanup and he had to clean up after them. A suggestion was made that we use the camp layout map and if a certain area is not clean then a cleanup fee will be issued to the unit. Las Mariposas: Rick Gray provided the report. It was reported that this was the largest school days event to date. Both brigade commands said they were pleased with the battles and how the battles ended in front of the public. There were two injuries; both were treated by the onsite paramedic. One was released at the scene and the other was taken to the local hospital for further treatment. The total profit was $2,002.35. Roaring Camp: Chris Bowman said all is proceeding very well and he isn’t expecting any problems. Liz Lowery is in charge of the school days but she had no budget as of yet. Nevada City: Rick Gray gave a report. Because Nevada City is always an event that we lose money on, (we only receive $900.00 dollars from the city and we pay $2,000.00 dollars for powder reimbursement. Last year’s Nevada City event lost in excess of $2,259.12. A motion was made that we should look at the viability of the Nevada City event and to see if we can minimize our loss and not have to drop the event. The motion was seconded. The motion passed with 5 in favor and 1 abstained. BREAK at 11:30 am and resumed at 11:47 am. President’s Report: Charles Rhodes said he was very happy on how Las Mariposas was conducted, and he would like to see the cavalry units possibly dismount and engage on foot. He would also like to have the Union field hospital more clearly visible to the public. Rhodes expressed safety concerns over unit movement during the night battle. A possible suggestion of using lights was mention but the cost would be too expensive. Bowman suggested and all were in favor of having one fixed position and brigade move. Artillery Report: This report was given by Col. Bowman. We have 27 pieces and 13 will be at Roaring Camp. There will no double gun lines at Roaring Camp. Editors Report: Kevin Reynolds said he found a possible replacement and he asked the board on how to proceed. It was suggested that the replacement be brought to the next meeting, and if possible write up a standard operating procedure policy. Secretary’s Report: Nothing to report. New Business: William Entriken asked to have public safety officers from each brigade report to him at the 30 minutes before the battle to sweep the public from the field. The club Quartermaster wants to see if a rack can be installed on top of the clubs trailer, and to purchase a new handcart to replace the missing handcart. The repaired public address system will be delivered at the Roaring Camp event. Event coordinators should look at the bi-laws to assist them in the duties and responsibilities. G and M Sutlery’s would like to be present at Roaring Camp. The bi-law vote at Las Mariposas passed in both brigades. The civilian corps didn’t provide a report. Chris Bowman was given his $300.00 dollar stipend in advance for Roaring Camp. There was a motion, it was seconded and it passed by a vote of 3 in favor and 1 abstained. Check number 2064 was written and given to Chris Bowman. Old Business: It was discussed that we buy our own ground explosion equipment, and that we purchase batteries to replace the ones that Jack Eves uses. The end of the year Ball status is open because we are out of Sonora. A possible replacement could be the Eastern Star in Sacramento. BREAK at 1:07 pm and resumed at 1:12 pm New business: Chuck Rhodes made motion, regarding the clubs bank account signature card, Rule 2.0 Account co-signer. The change will be as follows. Removal of Secretary Mary Bowman and ACWA Club Member David W. Entriken off the signature card and have ACWA Vice President Richard D. Gray added to the signature card and retain Treasurer Robert L. Preston, on the signature card. Chuck Rhodes made motion to have a closes door session, it was seconded. A vote was taken to have a closed door session, and the vote passed with 5 in favor and 1 against. THE CLOSED DOOR SESSION WAS ENTERED INTO AT 1:26 PM WITH SEALED MINUTES. The Board Reconvened at 2:25 pm. A motion by Doug Erickson and seconded by Rick Gray that David Poff, be kept as the clubs interim secretary until this issue is resolved. A vote was taken and was passed 4 in favor and 1 abstained. A motion by Rick Gray that the meetings minutes won’t be approved until they are typed and emailed to the board for their review and approval that they will be approved, it was seconded by Doug Erickson. A vote was taken with 5 in favor and one abstained. A motion was made to close the meeting and was seconded. Next Board Meeting Date: July 9, 2011, 9:00 am, Denny’s Rest, 1525 Mchenry Ave, Modesto, CA. The board meeting adjourned at 3:34 pm. Respectfully submitted by David Poff. Minutes Accepted and Appr oved by the Board of Directors as follows on June 18, 2011: Approved as amended, Charles Rhodes, ACWA President Approved as amended, Richard D. Gray, ACWA Vice President Approved as amended, Robert L. Preston, ACWA Treasurer Approved as amended, Douglas J. Erickson, ACWA Union Commander I approve the minutes to the May 14th 2011 board meeting as written. D. William Entriken II, ACWA Civilian Coordinator Board members absent as follows: Mary Bowman, ACWA Secretary Chris Bowman, ACWA Confederate Commander |
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American
Civil War Association |
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Date Sat., Nov. 20, 2010 ACWA 2010 Grand
Ball Of the $300.00 Deposit for the Event
building the following was deducted; Insurance fee, 10% Liquor Fee and
a missing Key totaling $164.40 Meeting Adjourned at__1:25_ p.m. NEXT
BOARD MEETING, TIME AND PLACE |
