National Active and
Retired Federal Employees
Florida Federation of Chapters
Executive Board Meeting Minutes
MAY 9, 2003
Following the 51st Annual Convention of the Florida Federation of Chapters
of NARFE, the initial meeting of the newly-elected Executive Board was held in
the Ponce de Leon Room of the Adams Mark Hotel at Daytona Beach, Florida on
Friday, 9 May 2003, from 9:00 to noon and from 1:30 to 4:00.
All five elected officers, the eleven District Vice Presidents, and appointed
officers of the Federation attended this meeting.
National Field VP for Region III, Ken Martin, commented about his participation
at our convention, alerted the Executive Board to a Region III Seminar to be
held in Columbus, GA on 30 September and 1 October, and indicated three Florida
Federation members (Wally Roepke, Ben Pappa, and Leonora Sicular) will be
speakers at the seminar. NFVP Martin indicated an e-mail message in mid-July
would provide more information about the seminar. Following his comments, NFVP
Martin departed to return to his home in Georgia.
Minutes of the previous meeting were neither read nor approved, since that
meeting (with the old Executive Board) occurred on Monday, 5 May
2003, and the minutes had not been prepared. 1st VP Ben Pappa made the following
motion and it was properly seconded:
"Minutes of the 5 May 2003 Executive Board meeting will be completed by past
(Acting) Secretary Ann Murray, sent to the Federation President for approval,
and distributed to the Executive Board."
The motion was approved by voice vote.
The assembled members of the board were given the opportunity to make remarks.
All spoke in supportive and positive ways about the future actions of the
Federation. Past President Guy Haviland commented about meetings of the board
and suggested that the meeting held just before the convention be dropped. 1st
VP Pappa commented that Federation Bylaws mandate that this meeting be held;
however, discussion ensued which created the following motion made by Past
President Haviland and properly seconded:
"Future Executive Board meetings will be held in October and February, under the
two-day format, and during a three-hour period on the Monday evening of the May
convention."
The motion was approved by voice vote.
The various District VPs commented about meetings in their Districts and the
impact of the Federation budget on these meetings. President Whalen reminded all
VPs that it has been the norm for DVPs to visit each chapter in their Districts
twice per year.
Appointed Officer reports were provided by Legislative, Membership, Service,
ZIP-code (with some DVPs reacting to the potential closing of certain chapters
in their Districts), Alzheimer's, Automation and NARFE-Net, and NARFE-PAC chair
persons. FEEA chair was not present, so no report was made about this activity.
Old Business pertaining to the just concluded convention elicited no motions.
New Business of the FL Federation of Chapters, discussed at this meeting,
included:
a. President Whalen directed Secretary Henderson to determine what the
Federation must do, under the laws of the state of Florida, to
incorporate our Federation to limit the liability of officers of the federation.
The Secretary will determine the procedure and provide information to the
President who will hold an e-mail meeting with members of the board about this
issue.
b. Fiscal Policy of the Federation was fine-tuned when the following motion was
made by Treasurer Saunders and properly seconded:
"Hotel lodging expenses will be approved by the President for reimbursement to
members of the Executive Board, the DVPs and those appointed officers as
required at the designated convention hotel ONLY."
The motion was carried by voice vote.
c. Fiscal Policy also was enhanced, following discussion about percentages of
funds which should be provided to chapters that support Federation convention
activities. The following motion was made by 1st VP Pappa and was properly
seconded:
"After all bills are paid for the convention, the NET PROFIT will be distributed
as follows: 25% to the Federation reserve fund and 75% to chapters through the
convention points system."
The motion was carried by voice vote.
d. Regarding the motion passed about Executive Board members staying at the
convention hotel, additional discussions occurred before
the following motion was made by Secretary Henderson and properly seconded:
"Executive Board members are expected to attend official functions at convention
banquets and will be reimbursed at banquet rates. Those not attending planned
banquets will be limited to the $ 40.00 per day convention meal reimbursement
schedule."
The motion was carried by voice vote.
e. Other aspects of the fiscal policy of the Federation were discussed and, when
there was nothing more to discuss about fiscal policy, 1st VP Pappa made the
following motion and it was properly seconded:
"Accept the fiscal policy as amended."
The motion was carried by voice vote.
Following a break for lunch at noon, when several Federation Executive Board
members met with executives of the Adams Mark Hotel to finalize the convention
bill, the meeting was resumed to discuss New Business of the Federation at 1:30
by President Whalen. (The various bills and actions taken regarding the
convention are NOT a part of these minutes.)
f. Discussions ensued about the Federation NOT being able to follow the points
system this year, because of "break even" status of
funds expended by the Federation for the convention. However, a motion was made
by 1st VP Pappa and properly seconded which reads:
"Eleven chapters, nine from District III and two others, each will receive
checks for $ 200.00 written by Convention Treasurer Ruth Blackwell."
The motion was passed by voice vote.
g. The 2003 budget of the Federation was discussed in great detail when
line-by-line decisions were made by Executive Board members. President Whalen
indicated the board would start by looking at items about which we can agree.
Federation officers generally decreased the amount of funds each would receive
during the year. Certain other line items were either increased or decreased
until the board agreed that the
projected income would be @ $ 69,600.00. That income includes $ 4,600.00 from
the additional $ 0.20 Per Capita Tax. An offer was made by 1st VP Pappa to
purchase the computer and monitor used by the former Federation Secretary for
$100.00. The money was provided to the treasurer, as the motion was made by
Secretary Henderson and properly seconded.
h. When it was apparent all line items of the budget had been discussed, the
following motion was made by District VP James Dean and properly seconded:
"Approve the changes made and pass the budget."
The motion was passed by voice vote.
An item of Old Business, which had been tabled at the previous Executive Board
meeting held on Monday, 5 May 2003, was reintroduced by District 9 VP Richard
Gerber. Discussion ensued about the Alzheimer's Family Organization and District
9 Co-Sponsored Golf Tournament to raise funds for Alzheimer's. It became
apparent that the signature of the Federation President would be acquired on a
request to obtain matching funds from NARFE National, even though there would be
no funds made available for this venture from the Federation treasury;
therefore, even though there was some intent to get a vote on this issue from
the Board, Secretary Henderson made the following motion which was properly
seconded:
"With the assurance that the Federation President will sign a request for
matching funds which have been acquired by District 9 from raffle ticket sales
and donations, District 9 VP removes the tabled motion from consideration by the
Executive Board."
The motion was approved by voice vote.
Other new business of the federation included discussions about: Federation
redistricting, review and revision of Federation bylaws, and location of future
Executive Board meetings. No specific motions were made.
Utilizing a work sheet provided by 1st VP Pappa, the Federation Executive Board
established the committee chairs anticipated for the 2004 convention. After
discussions about these jobs, President Whalen appointed individuals to various
positions and members of the Executive Board accepted these responsibilities:
General Chairperson: Ben Pappa
Admin Asst to the Chair: Donald Stewart
Secretary: Steve Henderson
Treasurer: Ruth Blackwell
Auditors: Larry Saunders and Ken Carter
Commercial Ads & Tables: Donald Stewart
Credentials: Art Garafolo
Door Prizes/Welcome: Art Garafolo
Equipment: Elizabeth Welebob
Flags/Banners: Jack Fordham
Greeters: James Dean
Hobby Show: Guy & Betty Haviland
Host/Hostess Chair: Herb Sicular
Hotel Facilitator: Ben Pappa
Program Books: Dave Whalen
Registration: Sharon Sharp
Support Group: Charlie Gardner
Banquet Tickets: Herb Sicular
Decorations: Mickey Rosenthal
President Whalen concluded the Executive Board meeting at 4:00 on 9 May 2003.
(The next regularly scheduled Executive Board meeting will begin on Thursday
afternoon, 23 October, and will continue on Friday, 24 October, at either the
Best Western Hotel in Deltona or at the Hilton Hotel in Altamonte Springs.
E-mail messages to the members will finalize the times and place of these
meetings.)