Universal Ship Cancellation Society, Inc.
Dedicated to the Collection & Study of Naval and Maritime History
Minutes of the 2006 Board of Directors Meeting
May 26, 2006
Meeting called to order 7:00 PM in Bethesda, Maryland by President Paul Helman. Present: Vice President Steve Henderson, Treasurer Bob Rawlins, Secretary Steve Shay, Directors: Dick Morain, Rich Hoffner, Richard Jones, Stewart Milstein, Dave Kent, John Young, Ned Harris, Chuck French, Karl Zurn
• President Helman made opening remarks and recognized Richard Jones, Stewart Milstein, Dave Kent and Laurie Bernstein for their respective work on the Log, Sales Circuit, Postmark Catalog and Log auctions, all which contribute to the society as a source of operating funds.
• The minutes of the 2005 BOD meeting were approved as distributed.
• Secretary Shay summarized the membership statistics for the society: membership continuing on a slight downward trend, recruiting and information requests down for 2006. The active membership stands at 1266 members, 1069 regular and 59 sustaining members, 95 life members, 36 family members, 6 honorary members and 1 youth member. There are 109 members in 16 international countries as well as in all 50 states. The lowest active membership number is #89 (Edwin Lyons) and the highest #11907 (James Dillon.)
• Treasurer Rawlins presented the Treasurer's Report. Bob reported that the society is very stable with solid financial reserves of $130,000. He also reported that the change in mailing method for international mailing is revenue neutral.
• Stewart Milstein reported that the Sales Circuit was able to provide $3,550 to the society during the past fiscal year. He believes that the figure will be higher in the current fiscal year. During 2005, 58% of the circuit material was sold.
• Rich Hoffner reported that he would be asking for Chapter reports in September and would distribute reports to the Board.
• Postmark Catalog Update: Dave Kent is still working with Receiving Ships and working to develop a format. The 6 th Edition of the Postmark Catalog will be the next project. Paul Helman thanked Paul Bunter for sending for postmarks from the fleet and for putting the Postmark Catalog on CD ROM.
• Postmark Classification Committee Report: Dave reports the use of Postal Validator Imprint (PVI) postage meters on ships and notes that these will need to be added to the catalog.
• Cachet Makers Catalog: Bob Rawlins showed a draft of the USCS Chapter sections for the Cachet Makers Catalog. These are complete as are the ANCS Chapter sections. He states that he will only do a page or two of illustrations for each chapter (or complete if a small number of covers.) The covers will need to be scanned and put onto CD, probably as a stand alone catalog.
• Steve Henderson distributed a write up on the Membership Committee. He noted that membership retention and incentives are a long term project and that there is not likely to be any one idea that will have a large impact on new membership numbers. Steve noted that 18 of 20 new members who used their discount certificate had renewed their membership. There were 11 articles on membership and recruiting written in the Log during the past 12 months. Karl Zurn volunteered to prepare a new exchange ad to be placed with the MPHS. President Helman noted that sending the Log to carrier wardrooms had met with mixed success, with 4 positive responses and the Log is still being sent to those wardrooms.
• Future Conventions:
• 2007 Convention, May 18-20: A commitment has been made to attend the Rocky Mountain show in Aurora, Colorado.
• 2008 Convention, July (need to confirm dates): A commitment has been made to attend the North Carolina Philatelic Society in Charlotte, NC.
• 2009 Convention: A motion was made, seconded, voted on and approved to accept an invitation to TEXPEX, April 17-19.
• 2010 Convention: A motion was made, seconded, voted on and approved to accept an invitation to PNSE in Philadelphia, the second weekend in September.
• Old Business:
• President Helman noted that there had been 1 response to his call to create a strategic plan and stated that the plan would be created over the next 12 months.
• Continuation of recruiting and retention incentives: a motion was made to continue the $5 recruiting bounty and new member discount certificates. This was seconded and unanimously approved.
• New business:
• A proposal was made to allow each new member to place a one time listing in the Log expressing their collecting interests to encourage likewise interested members to contact them. A motion was made, seconded and approved unanimously to allow this benefit. This will be reviewed in 2007 for possible expansion to all members.
• It was agreed to support Richard Jones with his efforts to develop an archival series using past Log articles. Bob Rawlins agreed to provide original artwork when possible.
• Dave Kent has prepared 2 informational pamphlets for educating ship postal clerks. John Young has agreed to send this pamphlet to all new ships.
• A member made a proposal to have the USCS logo printed on self adhesive labels. Because the cost would be prohibitive, Rich Hoffner agreed to get pricing for a rubber stamp with the USCS logo as well as a rubber stamp with the USCS logo and individual return addresses.
• It was proposed that USCS adopt the policy that for all annual service awards, self nomination will be rejected out of hand. There was a motion to adopt this policy. This was seconded, voted on and approved.
• It was proposed that USCS offer a special award at all APS Champion of Champion shows for the best naval cover exhibit in competition. The award will be the USCS logo laser etched in wood, about 3” x 2” in size. The show jury will pick the exhibit that will receive the award. There was a motion to adopt this policy. This was seconded, voted on and approved.
• It was proposed that USCS run a pilot program with selected individuals to deliver the Log via PDF format via email. It was agreed to run the pilot program for international members. Bob Rawlins will prepare a Log article for the July Log explaining the program and asking interested international members to send their e mail address to the Secretary. Effective with the August issue, Richard Jones will send the PDF format to these members as well as a 2 nd e mail each month noting that the PDF is coming via e mail. The program will be reviewed after the sending of the October Log.
• A request to donate funds because the USCS is currently incurring income in excess of expenses was tabled.
• A proposal to update the By Laws in regards to the donation policy was made as follows: (deletions underlined, additions in italics)
• Paragraph 12
• No change
• The Society gladly accepts donations of property (philatelic, maritime or otherwise philatelic and directly related material for its programs. The value of such donations is also deductible by the donor subject to Internal Revenue Service rules. Donors should use IRS Publication 5651, “Determining the Value of Donated Property” the appropriate IRS publications for guidance to determine the value of the property donated. Because of complex tax reporting requirements, donations of property valued by the donor at $ 250 500 or more must be approved by the Board of Directors of the Society in advance. Those who wish to make large donations of philatelic property for the Veteran's Hospital program will be given the address of a hospital so that a direct donation may be made.
• No change
• (new paragraph) The President shall appoint a standing Donations Committee composed of three appropriate officers, service managers or members in good standing to oversee receipt, inventory, disposal and/or return and reporting in compliance with IRS requirements of such donated material.
• A motion was made, seconded and approved.
• A proposal to include a ballot/envelope Log insert for all upcoming elections was made. This will require changes to section 16 Elections of the USCS Constitution.
• Sections 16 a through d, no changes
• Section e (deletions underlined, additions in italics)
• During the first week in December prior to the election year, the Secretary shall mail to each Subscribing, Life and Youth Member in good standing, by first class or air mail as appropriate , a ballot listing all nominees and an addressed reply envelope . Ballots shall be sent first class mail to members in the United States and Canada and air mail to members overseas . Alternately, the ballot and reply envelope may be included in the December Log as an insert . In order to be counted, ballots must be received by the Chairman of the Ballot Committee before midnight, February 1 st 10 . this information shall be included on each ballot along with the name and address of the Chairman of the Ballot Committee. Ballots mailed otherwise than specified shall be voided.
• Section 16 f, no change
• A motion was made, seconded and voted on with approval of the Board. The proposal must now be placed before the membership for voting as a Constitutional change.
• President Helman has asked for a volunteer member that would be willing to serve as the USCS Web content master.
• A proposal was made to adopt the policy that a user's full name must be used in the USCS Chat Room. Offenders will be warned and after sufficient warning, the offending IP address will be blocked. A motion to adopt this proposal was made, seconded and approved by the Board. President Helman will develop the wording for the web page, provide notice to the members and then enforce this policy.
• A proposal was made to adopt a policy that denies the use of any USCS provided or funded service by any expelled former member. A motion to adopt this proposal was made, seconded and approved by the Board. President Helman will write the new policy.
• A proposal to fund the placing of a 1 sheet readership satisfaction questionnaire as an insert in a future issue of the Log was made. A motion to adopt this proposal was made, seconded and approved by the Board. In addition, the insert will include an area for a member to indicate their special interests and special talents that could be used for the benefit of the society. There will also be an area for the member to list their e mail address so that member addresses can be collected.
• The meeting was adjourned at 10:0 PM. A copy of this report as well as the original agenda and supporting documents are filed in the Secretary's file.
Submitted,
Steve Shay, Secretary
6/2/2006