Universal Ship Cancellation Society, Inc.
Dedicated to the Collection & Study of Naval and Maritime History
Minutes of the 2009 Board of Directors Meeting
October 9, 2009
Meeting called to order 7:00 PM in Los Angeles, California by President Steve Henderson. Present: Vice President Rich Hoffner, Treasurer Bob Rawlins, Secretary Steve Shay, Directors: Dick Morain, Paul Helman, Richard Jones, Dave Kent, Ned Harris, Jim Dobbins, Karl Zurn, not in attendance: Stewart Milstein, John Young
a. Richard reported that the Log received a Gold Medal in journal competition at Stamp Expo 400 and that he can always use articles.
b. Bob Rawlins reports that the ANCS Crews and Chapters and USCS Chapters sections of the Cachet Makers Catalog are complete and has been released as the Cachet Makers Catalog Volume II. It is available in printed form or on CD.
c. Dave Kent is working on the Receiving Ship section of the Postmark Catalog. A motion was made, seconded and approved to allocate $350 for getting illustrations enhanced for the catalog.
d. Paul Helman reported that occasional orders for Log year sets are received and that a CD will be released by the end of the year containing PDF images of the complete set of Logs.
e. Bob Rawlins reported that there are no updates from the Postmark Classification committee and that they would meet on October 10.
f. Karl Zurn reported that the web site would sport an updated look in 2010.
9. Future Conventions:
a. 2010 Convention: The convention will be held at NOJEX in Secaucus, New Jersey May 21-23
b. 2011 Convention: The convention will be held at TEXPEX in Dallas, Texas April 15-17
c. 2012 Convention: The convention will be held at WESPTEX in San Francisco, California (approximately April 27-29). The MPHS is also scheduled to convene at this show
d. 2013 Convention: The convention will be held at BALPEX in Baltimore, Maryland on Labor Day weekend. The MPHS is also scheduled to convene at this show
10. New Business discussions for the 2009 BOD Meeting:
a. Bob Rawlins discussed Life Membership rates with a discussion on whether a graduated Life Member schedule should be developed. No motion was put forth to allow the USCS to construct a graduated rate schedule.
b. Bob Rawlins discussed Linn’s Stamp News advertising rates and effectiveness. A motion was made to replace the current Display ad with a Classified Ad with a maximum of 50 words to be run for 6 months. The motion was seconded and approved, Rich Hoffner to develop the wording (completed) and submit to Bob Rawlins for insertion in Linn’s (completed). It was noted that other sources for advertising need to be explored as well as the inclusion of articles in publications.
c. Bob Rawlins discussed the current Constitution Article 10 definition of the Treasurer Duties and recommended a wording change to 10b. A motion was made, seconded and approved to adopt the following language (new language underlined): “ The Treasurer shall keep an accurate record of and be responsible for all funds deposited to the Society Treasury. Funds shall be deposited as received in a bank insured by an agency of the federal government or in government-issued or insured financial instruments. If necessary, the Treasurer shall maintain accounts in two or more banks so that the balance in any one bank does not exceed the insurance limit. All disbursements shall be made by check signed by the Treasurer, except those exceeding an amount prescribed by the Board shall be countersigned by a designated officer of the Society. The Treasurer shall expend no funds except as authorized by the annual budget or special request approved by the Board. He shall make regular financial reports in such form and as such frequencies as prescribed by the Board. The President and/or a director shall be authorized to sign checks on the Society’s account, such authority to be exercised only in the event that the Treasurer is incapacitated for any reason.” A second motion was made to append the just approved motion with the addition of one trailing sentence “ The President or his designate shall have alternate signature authority over other financial assets, and access codes for accounts, where used, shall also be kept on file with the Secretary.” This was seconded and approved. A motion was made that checks in the amount of greater than $500 be countersigned as per prescribed by the previous motion just approved was seconded and approved.
d. Bob Rawlins discussed that Board minutes from 1986 to date fail to indicate any action was ever taken with respect to the failed chapters. It was recommended that, for the record, the charter for the following chapters be officially revoked: 93 USS Susquehanna, NY, 1986, 94 Vandegrift, Southern California, 1986, 96 USS Massachusetts, Southeast MA & RI, 1998, 100 USS Texas, Houston, TX, 1992, 100 Grace Hopper, on line, 1995 (never active), 102 USS Glacier, MT, 1998. A motion was made to revoke the charters, seconded and approved.
e. Bob Rawlins discussed Article 7 of the By Laws, the requirements for a newly forming chapter. Subsection c which states, in part: “The USCS President will submit a copy of the request to each Director who shall respond within 14 days or approval will be assumed (Emphasis supplied).” A motion was made to change the wording to: “The USCS President will submit a copy of the request to each Director who shall respond within 14 days to the Secretary who will compile the results and advise the President. The President shall notify etc., etc. ....” The motion was seconded and approved.
f. Bob Rawlins discussed the inclusion of the Past President as Board member to ensure society continuity as Board changes are made. It was proposed that Article 11 of the Constitution be amended as follows, new language underlined: “11 The Board of Directors. The government of this Society shall be vested in a Board of Directors for the purpose of promulgating By-Laws, policies and practices. The Board shall be composed of the President, Vice President, Secretary, Treasurer, Immediate Past President and eight Directors.” A motion was made, seconded and approved. Further a motion was made to add section 11c: “ The business of the Society may be conducted at annual meetings of the Board or by mail or via the Internet using such procedures as the Board may prescribe.” The motion was seconded and approved.
g. Internet voting was discussed with a procedure suggested by Dave Kent:
i. All motions must be funneled through the President who manages the discussion and voting. The proposer will contact the President and develop the text of the motion. The President will send an e mail message with the text of the motion and opens the discussion, no voting to be conducted at this time. A deadline of 14 days will be allowed for discussion. All Board members are asked to respond to the e mail message to verify a quorum, even if they have no comments at that time. After the 14 day discussion period, the President shall call for a vote, to be sent to the Secretary. The options are to vote For, to vote Opposed or to vote Defer to the next Board Meeting. Since there are three options, plurality rules rather than majority. If “Defer” is voted, the motion fails and the proposer is asked to draft a revised proposal for the next Board meeting. If “For” or “Opposed” votes prevail, the Board is notified and the Secretary takes note of the text of motion and vote to be recorded under “Actions Taken Since Last Board Meeting” section of the next agenda. Further, a motion was made to add section 11d to Article 11 of the Constitution: “Any officer or Society member may submit a proposed policy or instruction to the President who shall, in turn, forward to all board members. Votes, either by mail or via the Internet, shall be submitted to the Secretary for compilation before announcing the results.” The motion was seconded and approved.
h. Bob Rawlins discussed the need to have a permanent record of Board actions taken via the Internet. A motion was made to reaffirm 3 actions taken in 2009; the approval of the 2009 budget, the reinstatement of Larry LaFoe as a USCS member and the approval of the USS Columbia Chapter, supported by e mail documents provided by the Secretary. The motion was seconded and approved.
i. Bob Rawlins discussed the need to update the USCS web site to provide a more modern and utilitarian look and a better search function. Paul Helman will head a committee to evaluate and determine how to modernize the web site; members to be Paul Bunter, Karl Zurn, Rich Hoffner, Steve Shay and Jim Dobbins. Dave Kent will get a cost proposal from a contact he is working with for another society.
j. The selection of USCS Themes for upcoming years was discussed and approved: 2010: 50 th Anniversary of significant submarine events, including the 50 th Anniversary of the circumnavigation of the world by the submerged USS Triton and the 50 th Anniversary of the first Polaris patrol by the USS George Washington and the 50 th Anniversary of the USS Sargo surfacing at the North Pole. 2011: 100 th Anniversary of the first ship borne aircraft landing. 2012: USCS 80 th Anniversary
k. Steve Henderson discussed a standing Donations, Heirs and Estates Committee and the motion to form such a committee was withdrawn.
l. Paul Helman and Steve Shay discussed the issue of those members receiving the eLog not receiving a printed ballot for USCS elections. A motion was made that the Secretary shall mail to each member who receives the Log in PDF form via the Internet a paper ballot validated by the Secretary for use in the every two year election for USCS Officers and Board members. The motion was seconded and approved.
m. Paul Helman and Steve Shay discussed enabling members with more then 25 years membership to be given the ability to nominate a member for a free 1 year membership on each subsequent 5 years of membership. A motion to adopt this was made, seconded and approved.
n. Richard Jones discussed a way to maximize USCS Log assets by reducing the price or “year sets” of the USCS Log. A motion was made to offer “year sets” for sale at $10 postpaid. This was seconded and approved.
o. Rich Hoffner submitted a proposal to change the structure of the USCS Board of Directors. This proposal was withdrawn.
11. The Board meeting was adjourned at 10:03 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
10/11/2009
Revision #1 made 10/23/2009:
Item 5 above is revised to read, change underlined:
Secretary Shay summarized the membership statistics for the society: membership is continuing on a slight downward trend, recruiting and information requests down from 2008. The active membership stands at 117 6 members, 999 regular and 70 sustaining members, 94 life members, 4 honorary members and 3 youth members. There are 98 members in 17 international countries and US members in 49 states. The lowest active membership number is #608 (Lewis Klotzbach and the highest #12131 (William Payne.)
Item 10d above is revised to read, change underlined:
Bob Rawlins discussed that Board minutes from 1986 to date fail to indicate any action was ever taken with respect to the failed chapters. It was recommended that, for the record, the charter for the following chapters be officially revoked: 93 USS Susquehanna, NY, 1986, 94 Vandegrift, Southern California, 1986, 96 USS Massachusetts, Southeast MA & RI, 1998, 100 USS Texas, Houston, TX, 1992, 10 1 Grace Hopper, on line, 1995 (never active), 102 USS Glacier, MT, 1998. A motion was made to revoke the charters, seconded and approved.