CHARLOTTE HALL MILITARY ACADEMY ALUMNI ASSOCIATION

P.O. Box # 587

Charlotte Hall, Maryland   20622

Minutes of the Charlotte Hall Military Academy Alumni Association Board of Directors, Charlotte Hall, Maryland, held at the White House December 12, 2009

The meeting was called to order by President John Drury at 11:00 AM.

Approval of the Minutes: it was moved by Sonny Burch and seconded by Ernie Green to approve the minutes of the September 12,2009 meeting.  The motion was approved by a voice vote.

Treasurer’s Report: A written report (see attached copy) was submitted by Benjamin M. Bollinger indicating a balance of $ 10,926.61 as of December 1, 2009.  Jim Hodges moved that the report be accepted, it was seconded by Bud Eklund.  It was further discussed to determine the status of a $100.00 check for the Corporate Charter, since it has yet to be cashed. The motion carried by a voice vote.

MEMBERSHIP:  Scheduling conflicts prevented reconciling the CHMA membership list to date.  A meeting will be scheduled to finalize the list.

Website Report: Mr. Newell is scheduled to meet with a new web developer, Jeff Weese of Joslex to develop a quote for re-doing the website.  Tom Fitzgerald will no longer be able to support the website and he has recommended Jeff Weese.  A proposal will be sent to the Board members for review and acceptance.  We hope to have the website updated and done by the end of the first quarter 2010.Harold Hook moved the website report be accepted and Mr. Newell proceed with the meeting.  It was seconded by Ernie Green and passed by a voice vote.

Reunion Committee:  Jim Hodges will chair the reunion committee. The other members of the reunion committee are Ben Bolinger, John Sothoron and Sonny Burch.  The committee looked at the St. Mary’s County Senior Center and felt it was not suitable.  The Meeting Hall at the Immaculate Conception Church and presented preliminary costs as follows: Rental of the Hall, $1000.00 with a $400.00 deposit; Catering costs and other ancillary costs will be presented at the next Board Meeting.  The option of setting up tents and having the meal at Charlotte hall was discussed in detail with the following costs: tent rental, $ 1120.00; Tables, table clothes and Chairs, $ 388.00; Set-up and removal, $75.00; the estimated cost before food costs was $1673.00. The total cost was estimated to be approximately $2300.00. After considerable discussion it was moved by Mr. Newell that the tent option be declined.  The motion was seconded by Ernie Green and the passed by a voice vote.  Further discussion:  it was recommended by Ernie Green that we stay at the firehouse; other members were inclined to move the dinner and business meeting to the Parish hall, and catering priced to be obtained and presented at the March meeting.  It was moved by Mr. Newell and seconded by Mr. Green that the Reunion committee will choose the venue.  The motion carried by a voice vote.

Historical – Dr. Guyther:  No report.

Finance Committee: Bud Eklund, No income to report.

Fund Raising: A lengthy and sometimes heated, discussion regarding appropriate fund raising ideas and items to be sold at the reunion. Also the opportunities the reunion presents for fund raising and the sale of memorabilia were discussed.  A motion was presented by John Drury that the Association should not provide any up-front costs for samples and items to be sold at the reunion.  The vendor should incur all of the associated costs for merchandise.  The motion did not pass and was amended to allow for the cost of samples to be borne by the Association. The amended motion was made by Jim Hodges and seconded by Sonny Burch and was approved by a voice vote.  Further fund raising discussion will take place at the March meeting.

Liaison with the Board of Trustees:  Mr. Lancaster reported that there were vacancies on the Board of Trustees and they were being addressed.  He further reported that Sharon Matteo, the Director of Charlotte Hall Veteran’s home was very accessible and continued to support the Alumni Association and the on-going repairs to the White House.  He also said the thanks to the efforts of John Sothoron, Ye Cool Springs had been renovated and reopened.

Constitution and By-laws: Lawrence Gerber – No Report.

Colonel Sothoron Plaque: The final costs for the Colonel Sothoron memorial plaque were presented by Bud Eklund. The cost for a 16 by 20 inch base relief plaque will be $1661.00, plus $115.00 for artwork.  The Board determined that the costs were in line with our budget and Mr. Drury told them to get it done.  The final proof for the plaque is to be reviewed and approved by John Sothoron.  Our goal is to have the plaque unveiled at the reunion.

Board Members Plaque: no discussion.

President’s Report: Mr. Drury asked the Board to approve the creation of an Executive Committee of the Board consisting of the President, Vice-President, Secretary and Assistant Secretary, the Treasurer and Assistant Treasurer. The Board unanimously approved the request.  Mr. Drury emphasized the need for all Board members to attend the meetings, especially considering that this is a reunion year.  Everyone has committed to attending. CHMA Brochures have been placed in the St. Mary’s welcome Center.  A thank you to Joe Werrtheimer, John Drury and Ernie Green

Old Business: The vacancy was created by Bill Burroughs resignation was filled with the appointment of Ron Pullen, class of 1957 to the Board..

New Business: Bud Eklund suggested other fund raising ideas such as a raffle or 50/50 drawing be held at the reunion.  It was moved by Ernie Green and seconded by Ben Bollinger that the Reunion Committee will make the determination.  It passed by a voice vote.

Next Meeting:  The next meeting is to be held on Saturday March 13, 2010 at 11:00 am, at the White House, Charlotte Hall, MD.

Respectfully submitted,

Gerald G. Newell, Secretary

Attachments: 

Balance as of September 1, 2009     -   $10,896.61

                     Deposits -                               $30.00

Disbursements  -                                         None

Checking Account Balance  -                            $ 10,926.61       

Respectfully submitted,

Ben Bolinger, Treasurer