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USS HAYNSWORTH REUNION COMMITTEE
Business Meeting Minutes for 27
September 2003 – Fort Mitchell, KY
Reunion
President Vernon Stuard called the meeting to order at 0900 with
55 members present.
Treasurer’s
Report:
The Treasurer
presented the Financial Report for the 2nd Quarter
2003. The report showed a balance of
$9008.93 as of 30 June
2003.
Motion:
To accept the Treasurer’s report as presented: Made by Raymond
Wolf and Seconded by Gus Mark. Motion carried unanimously.
Discussions ensued on the
following topics:
By-Laws:
There is a need for published by-laws for this organization. It
costs $600 to $800 to mail the newsletter to
700 or so people. Half is
for printing and half is for postage. The USS Waldron mails with
a permit for $.15 cents each. We need a permit # from United
States Postal Service and a letter from the IRS to get this
permit. All this requires by-laws, among other things, to get this
number. Harold Learson drafted a
preliminary version of by-laws and they will be published in the
newsletter when
adopted.
The by-laws should have
the provision for the Board to call for an audit of the
Treasurer’s records at any time in a case of malfeasance on the
part of the Treasurer.
Motion:
For the Board to modify
the drafted by-laws as necessary and adopt.
Made by Bill Hanna and Seconded by Cleveland Bethune. Motion
carried unanimously.
Reunion Registration Fee:
The Treasurer recommended a
registration fee of $10.00 per reunion registration form to cover
the costs of the soda and snacks in the hospitality room, the
honorarium to the honor guard, the DJ, tips and various
incidentals associated with the reunion. This registration fee
would allow the reunion to “break even” without raffles, auctions
and so forth. The registration fee would be a line item in the
reservation form with an explanation for its’ need.
Motion: That a
registration fee of $10.00 is permitted if necessary.
Made by
Gordon Wolf and Seconded by Gus Mark. Motion passed unanimously.
Liability Insurance:
Reunion liability insurance
costs $427.00 this year. It was noted that the hotel, the
riverboat operator and the bus company all have liability
insurance and that there is no need for the Reunion Committee to
purchase additional insurance. It was recommended that we not get
insurance for the next reunion.
Motion: To dispense with
insurance paid for by the reunion in the future was made by Gordon
Wolfe and seconded by Bill Hanna. Motion passed unanimously.
Addendum to this discussion: It was recommended by Harold Learson
that the Board of Directors be authorized to get insurance if
it is needed. Addendum passed unanimously.
Papers of Incorporation:
Members were concerned as to whether or not the Haynsworth Reunion
was incorporated. Cleveland Bethune had the papers with him and
he read them aloud to the members. We are incorporated in the
state of Illinois and the annual fees for incorporation are
current.
Dues: Howard
Doble has indicated that information regarding dues should be
forwarded to him for inclusion in his database.
Discussion was held
concerning why Howard needs this information. If it
is put into the database, will it be available to all members who
can access the web site? The Treasurer explained that the
information could be in a database without being on the web site
and that it is also possible to enter information in the database
that would require a password to access by authorized persons
only.
Motion:
That the
confidentially of dues payment information held between the member
and the Treasurer be continued. Made by Ed O’Brien,
Seconded by Gordon Wolf.
Motion passed unanimously.
Note: It was decided to revisit
this issue at the 2004 reunion when Howard could explain to the
membership the need for dues information in the database.
Bill Morton’s web site: Discussion was tabled in
Myrtle Beach regarding Bill Morton’s web site. It was taken up
again at this business meeting
and it was decided to pay
the bill as a housekeeping item to keep this web site operating.
Newsletter:
Cleveland Bethune resigned as Editor for personal reasons. No
volunteers as yet for a replacement.
Note: Bill Hager volunteered
at the Saturday Night banquet to edit the newsletter.
Board of Directors:
Jim Schreffler was nominated to
serve as a director for one year for the remainder of Bob Ink’s
term. Jim had been appointed by the President, with the approval
of the Board, as an interim member following Bob’s death.
Nomination: By Bill
Breckenridge, Seconded by Ed O’Brien. Jim was elected
unanimously.
Bill Breckenridge was nominated
to serve as a director for a second 3-year term.
Nomination: By Ed
O’Brien, Seconded by Harold Learson.
Bill was re-elected unanimously.
President:
Vernon Stuard was nominated for
a second term of one year as President.
Nomination: by Gordon
Wolfe, Seconded by Harold Learson.
Vernon was re-elected
unanimously.
There was discussion about
having the 2004 reunion on 22 June 2004, the 60th
anniversary of the ship’s commissioning. However, the next reunion
will be held in Arlington, Texas in September and will be hosted
by Vern and Sherry Stuard.
President Vernon Stuard
adjourned the meeting at 1030 hours.
Respectfully submitted,
David J. Oberholzer, Secretary
Received January 13, 2004
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