Subject: MInutes from July 1999 RI Convention, July 16th July 16, 1999 Board Meeting 8am General discussion on Florida Proposal and agenda for Open Session, protocol for it. Open Session 8:30am Opening comments, housekeeping comments by Julie Brendle. Mr. Stone announced that he was retiring as Chairman of the Board and that his successor was Frank Jennings. Mr. Stone presented Mr. Jennings with the official gavel, copy of Roberts Rules of Order and Lee’s tape recorder to help him with his memory. The audience then gave a standing round of applause for Bob Stone. Mr. Jennings stated that Region 2 director position wasn't firmed up yet due to lack of contact with the proposed director, David Moore. Mr. Jennings then introduced each director again and their states of responsibility. Mr. Jennings introduced our new president, Mr. Harry Hawkins of Michigan. Mr. Hawkins gave brief comments. Our VP and General Counsel is Chuck Thompson, from Texas. Our Secretary is Lee Besing, from Texas, and the Treasurer will be Marilyn Fields, CPA, from Maryland. Mr. Jennings and Mr. Stone will be meeting with Ms. Fields during a planned visit to the office at the end of this month. Mr. Jennings presented the copy of Roberts Rules of Order to Mr. Mauk to assist him maintaining order in the meetings. Mr. Jennings read the list of committees, identifying the responsible director and committee chairperson. The remainder of the committees (those who didn't give reports previously) gave their reports as follows: Awards Leland Johnson reported that the committee has come up with an idea of a K40 Award Pin for award winners similar to the Award Pin with Years of Service Charm. They have contacted K40 and will be forwarding information to them concerning the pin. Mr. Johnson introduced his committee Linda Faulkner, Florence Hedges, Jim Koritzky, and Bob Kaster. Rapid Response Team: John Fisken gave summary of what this concept was and asking for input of ideas from the field. He talked about the need to get people and supplies into a disaster area to respond with help during the immediate response period and the recovery period. Mr. Jennings talked about the need to commit our organization behind this program and to be consistent. Mr. Fisken wants two teams of 15 each in each region, one for immediate response and one for backup. Life Membership Richard Gamble now has blank forms available for Life Memberships to pass out to those who were asking about them. Mr. Fry read a report entitled “Recommendation to Councils”. Councils should take a careful look at the way they are using PR. Councils should efficiently approach PR to the teams by furnishing materials to the teams at no cost, such as brackets or maps for racks at highway rest areas. They should designate what frequencies a local team monitors, CB, Amateur, GMRS, etc. so that a truck driver or traveler would know that a REACT Team was in the area. Junior REACT Larry Fry talked about the age of our membership is growing and we need to recruit younger members. While initially a minimum age of 14 was suggested, the board decided not to set any minimum requirements at this time, but rather to study what was working with other teams at this time. They talked about not micro managing the teams efforts to attract Junior members, but to supply ideas and guidelines to help the teams get started and maintain this effort. Some of the things mentioned were to develop a program of training on radio skills, junior web site, computer training and a possible game site on educational training that enhance team training. Mention was also made toward amateur radio studies hopefully with final outcome of obtaining a license. We need to retain our members’ children and recruit new groups of young people to assist in the rebuilding of REACT. Emphasis on training the Juniors so they can someday fill positions within the organization to keep REACT strong and healthy. Linda Faulkner is the chairperson and would appreciate any input and suggestions. Mr. Jennings announced that the current Affiliate program will be discontinued at the end of our fiscal year, but replaced with a Member At Large (MAL) program tailored to place emphasis on forming new teams in areas where there are no teams at present. Other leads in areas where there are teams, will be encouraged to join the local existing teams rather than becoming a “MAL”. Details are still being worked out on this changeover. Mr. Jennings announced a proposed new Corporate Sponsorship program with three levels of financial support. Silver (100-500), Gold (501-1000) and Platinum (1000+) donations. These supporters would receive specified free advertising and be listed on the official letterhead for the organization. Mr. Stone stated that if you visit your local library, you will find listings of corporations and foundations that are known to provide grants for various purposes. Mr. Cooper spoke in favor of this proposal. Mr. Leef suggested we needed to form a Ways and Means Committee to study grants, Ms. Sally Ann Knott of Florida has volunteered to chair. Mr. Boone of Medina County REACT in Ohio announced that his team recently applied and got two $1500 grants for highway safety. Mr. Ron Mayes, Kansas Council President spoke in favor of keeping the Affiliate program alive. He gave the history of how the program was started in 1986, the purpose of it and how it was supposed to operate. More discussion about applying for grants from corporations early because they have deadlines for applications. Several examples were given for other teams who have received grants, such as Reli REACT who received $25,000 grants in 30 days. Mr. Bob Leef discussed the REACTer magazine, the current problems of late delivery and poor quality, lack of paid advertising, etc. He suggested we needed to obtain an editor for the publication. He suggested we establish an oversight committee for the publication. He explained there were over runs in publications that did not get used. More comments would be made during the afternoon open board meeting. Mr. Phillip Gardner of St. George County REACT from Trinidad & Tobago mentioned that he had spent $5,500 in TT dollars to attend this convention. They have been growing due to their Junior REACT program, but due to the 6.5:1 exchange rate, they cannot afford to register all of their members or send many of them to the convention. He invited all directors to come visit the islands, that it would be very affordable. He talked about their Junior REACT and how they recruited from schools and did cook outs, hiking and other youth oriented activities. They approach the Girl Guides and other organizations to recruit new members. Mr. Gardner is a school principal and helps recruit students from his school. They involve REACT in the community events, carnival and other school sports such as baseball and soccer teams. Mr. Rich Ryan from Heartland REACT Omaha, NE, talked about needing to rewrite the PR PSA spots for radio spots to reduce down from 60 seconds to 30 seconds. Their team is affiliated with two local TV stations to relay information into the newsroom during bad weather to control rumor control when there are reports of suspicious clouds. This causes the TV news crews to keep giving REACT free publicity. Mr. Besing mentioned that a Texas team had obtained a $500 advertisement donation from the LaQuinta Inn in the form of ten room nights. They had a concert on June 18th (Friday) and hosted the State Council’s meeting the next day. All attendees to the meeting were able to stay for free when they drove as much as 600 miles to attend this meeting. The Texas Council also joined a group, Another Way Texas Shares, which was an alternate to United Way. In 1999 they expect to receive $1500 from AWTS to be shared with local teams to promote REACT. Mr. Holmes reported what his team, Onslow County REACT, helps a local TV Station, the Salvation Army and a major grocery store with their Christmas Cheer program. The REACT members provide traffic control for the event that is held in five cities and counties. Their uniformed members appear on the news twice a night in their coverage over five different areas and nights. Mr. Bob Kaster talked about OK REACT’s PR efforts to fax PR releases to the local media every time they conducted an event. Recently they did a highway safety break and was asked to do a 30-minute interview with a local radio station and that was later broadcast on the air. He brought a copy of the audiotape with him for folks to listen to. Mr. Jennings covered some of the topics to expect on this afternoon’s open board meeting. This would be the time to bring your placards and delegates will be able to make motions and vote on issues. Tri-City REACT, said that Dee had to ship in more t-shirts due to folks not ordering them in advance, and it cost her shipping. Mr. Walter Young talked about how radio stations use 3x5 cards are used by radio disc jockeys to fill empty times, 20-30 second holes in their broadcast while they are changing records. Suggested teams try submitting short, concise releases instead long ones, to get more frequent coverage. Mr. Henry Sahler reported his team had a team member working for a national electronics firm who donated $1000 to their team since their employee volunteered over 100 hours. There were no restrictions or “strings” attached to this grant. Mr. Mayes, Kansas, talked about the by-laws changes, some past history, and comments about having new faces on the board and officer positions. He suggested that appointees be temp appointments until an election can be held rather than the board appointing someone they preferred rather than the one their region might have preferred. He suggested that the board needs a “candidate committee” to find suitable candidates for filling board positions as the elections approach. Mr. Jennings discussed the reason for regional directors to better represent their regions and have the members in those regions to know whom they are nominating or voting for. Mr. Besing thanked the local hosts and Gary & Luann Lonowsky for their help with his car troubles getting solved by local mechanics. Both mechanic shops, BG&S Transmission and Green Frame & Axle shop both treated him with respect and reasonable pricing and timeliness. Meeting recessed at 11:25am until 1pm. July 16, 1999, 01:00pm Florida Council’s Bid for 2000 Convention Mr. Walter Young presented a video from the Chamber of Commerce, plus other handouts. He described the facilities of the hotel and neighboring businesses, airport to hotel arrangements. They are offering special programs for the Juniors. Registration will be $60 for adults by May 15th, $75 after that date. Off site registration is $90, but hotel prices are typically $99/night and up if you don't use the special convention pricing they have obtained. They will consider setting a $25 fee for registering Junior REACT members. There may be other fees involved for the children where field trips or other exercises are involved. They are reinstating competitions for newsletter, placard, web sites, and other categories they come up with. One suggestion from the floor was a Team Scrapbook competition. Discussion of obtaining group rates through the Orange County Florida Tourist Bureau for Disney, Seaworld and other attractions. Normal rate is $47/day for adults to get in Disney. You can reach the committee chair, Walter Young, via e-mail at Wyoung@react.mpcs.com or by phone (407)254-1202. July 16, 1999 02:00pm Open Board Meeting Meeting opened by Mr. Jennings with a moment of silence for all those REACT members who have passed away. Credentials: 15 Councils, 39 Teams in attendance (3 of which are council delegates) so there are 51 possible votes. Councils: Florida Council of REACT Teams, Inc., Illinois REACT Council, Indiana REACT Council, Inc., Iowa State REACT Council, Maryland State Council of REACT Teams, Michigan State Council, Minnesota REACT Team Council, Nebraska State Council, North Carolina REACT Council, Northern California REACT Council, Ohio REACT Council, Pacific NW REACT Council, Ontario REACT Council, Texas State Council, Wisconsin Council of REACT Teams Teams: C010, C057, C143, C261, C412, C475, C546, 2503, 2515, 2620, 2718, 2736, 2983, 3073, 3310, 3625, 3653, 3880, 4094, 4208, 4252, 4364, 4365, 4552, 4577, 4651, 4700, 4714, 4759, 4778, 4784, 4794, 4813, 4853, 4894, 4899, 4928, 4950, 4971 Computer Committee: Dick Cooper reported that he was the new chairperson and the members were from Trinidad & Tobago, Canada and the USA, including Texas. He announced we are close to having on-line secure purchasing from the REACT Web Store. He asked for everybody to complete a form with his or her team/council’s web or e-mail address. Mr. Besing is offering free web space to the councils if they want to build their own site. The cost of the secure on-line credit card processing is $130 plus $12/month for access to the Authorize.Net processing service. This would be using RI’s existing merchant (credit card) account. Awards Committee: Leland Johnson reported there were blank K40 nomination forms on the back table. Monitoring would be emphasized. Site Selection Committee: Selma & Morris Dassa, Norma Angel, Cheryl Palmer, Florence Hedges, Lori Ann Winchel and Roberta Ernston. Jesse Mauk made the report and said there would be blank packets available for interested councils or teams. Motion by C-10 , 2nd 4784 that a Ways & Means Committee be formed and added to the list of standing committees for REACT International. Discussion on purpose and goals of this committee, sources of funding, corporate sponsorships methods of financially aiding the organization. Motion from the floor passed unanimous. Motion by Mr. Mauk, 2nd by Mr. Holmes to accept this proposal. Motion passed unanimously. Motion by #4252, 2nd by 2620 to form a Publications Committee and added to the list of standing committees for REACT International. Primary responsibility is administering the REACTer. Secondary responsibility to review and make recommendations to the board for all printed items distributed by REACT International. Bob Leef recommended Stuart DeLuca from Austin as chairperson. Amendment to add review of video materials. Motion passed from the floor unanimous. Motion by Mr. Lanshe, 2nd by Mr. Mauk to approve this motion. Motion passed unanimously. K40 awards committee has three recommendations for the board’s approval. The committee wants to restrict nominations so those winners in one year are not eligible for nomination in the following year. The committee wants to filter all nominations through the councils to verify monitoring hours, etc. before going to REACT International for forwarding to the committee. The third was to create a new category of award for Junior REACT member and to reduce the Council to an annual award. Motion #C-10, 2nd by 4700 & 2983 to approve the committee’s recommendation. Discussion about some councils having infrequent meetings and the possible delay to the process. Amend to delete council review approved by original maker and 2nd. Motion passed unanimous from the floor. Motion by Mr. Lanshe, 2nd by Mr. Murrell to approve the proposal from the floor. Motion passed unanimously. Recommendation by Bob Lumpkin, Maryland Council, that REACT International affiliate itself with the Sheriff’s Association, Trooper’s Association and Association of Emergency Management Managers. It was decided that we would forward this suggestion to the Voluntary Agencies Committee Chair for study and recommendations for possible action by the board or officers. Motion by Air Capital REACT 4208, 2nd by 4784 to change the period of awards back to the calendar year. Purpose to allow time to process the awards in time for presentation at the following year’s convention. Motion passed unanimously from the floor. Motion by Mr. Lanshe, 2nd Mr. Faulkner to approve the motion as proposed. Motion passed unanimously. Motion by Pacific NW Council, 2nd by all delegates, to give a big round of applause for the newly seated board. Walter Young, Florida, added more comments about the Y2k convention plans. He stated that there would be free transportation from the convention hotel to area attractions. Question raised by 4853 regarding the Y2k Convention payment arrangements so that folks could make partial payments or by credit card. Referred back to Florida Council for consideration, but it was said that we cannot use RI’s merchant account to process payments for a convention since RI isn't responsible for conducting the convention. Discussion concerning region #2 director. Due to Mr. Moore being unable to attend the convention for personal reasons. Suggestion that we needed to appoint a director who was attending the conventions. Motion by Mr. Jennings, 2nd by Mr. Mauk to appoint Dick Cooper as regional director for region #2. Motion passed. Motion by #4700, 2nd by C010, to accept the Florida bid for Y2k. Motion by Mr. Fry, 2nd by Mr. Besing to approve the bid from Florida Council. Motion passed unanimously. Mr. Besing noted that since Mr. Cooper had been appointed to the board, that we should change the Computer Committee Chair back to Mr. David Moore of Kentucky, but we will still allow Dick Cooper time out to play with the computer (committee). Motion by Mr. Besing, 2nd by Mr. Cooper. Motion passed. Morris Dassa, Reli REACT, talked about getting grants and the importance of applying. Florence Hedges, Indiana, complimented the hosts and attendees for a happy, smooth convention. Meeting recessed at 3:50pm until 8:00am the next day. July 17, 1999, 08:00am Board Meeting, closed for discussion of personnel matters Meeting called to order by Mr. Jennings, Chairman of the Board. Subject was concerns by board members regarding sufficient backup staff for the offices and the planned office visit on July 30, 1999 by Mr. Jennings, Mr. Hawkins and Mr. Stone. Discussion of the board’s need to search for possible candidate(s) to serve as Office Manager with experience with not for profit volunteer organizations in a management capacity. Should have competence with Office 97 (Word97, Excel97, and Access97), desktop publishing, Quick Books 6.0, and be familiar with sending and receiving Internet E-mail. Motion by Mr. Faulkner, 2nd by Mr. Mauk to authorize Mr. Lanshe to open a temp mail box and/or fax number through a Mail Boxes Etc type of business in the Suitland area for receiving resumes for office manager. Motion passed. Mr. Jennings directed Mr. Besing to write up three corporate resolutions: 1) changing bank signatures on all accounts to reflect the change in officers, 2) authorizing the changing of locks and alarm codes for the offices in Suitland, 3) authorizing Mr. Stone, Mr. Jennings and Mr. Hawkins to review and take any actions they felt necessary to correct the perceived problems in the office. Discussion on subject of REACTer magazine to study costs involved in placing a section of National Communications magazine vs. continuing our separate magazine. We don't have firm costs on being included in this magazine. Mr. Besing suggested we might be in both if the cost is effective, but we still need to take immediate action to ensure the next issue is published, perhaps by getting Mr. Stuart DeLuca of Austin, Texas to put out the next issue. Motion by Mr. Mauk, 2nd by Mr. Faulkner to ask Mr. DeLuca to put out the (Convention Issue) July / October issue. Motion passed. Mr. Jennings stated that the Publication Committee should be tasked with investigating the possibility of including REACT info in the National Communications magazine. Motion by Mr. Holmes, 2nd by Mr. Cooper to prepare a report on our actual costs involved in producing our REACTer plus costs involved in being included in the National Communications magazine. Motion passed. We need this report by September 1st. Mr. Faulkner raised question about mailing the REACTer to Canada and other remote sources via first class bundle to one destination for local distribution. Mr. Jennings stated that the board would work to fix this problem and make sure the database has the ability to exclude addresses if specifically asked to do so. Subject of corporate sponsors and levels of contributions. Discussion on function of the Ways and Means Committee. Mr. Holmes asked if we had applied for grants recently. Mr. Besing explained that we had in the past, but have placed such applications on hold until we clear up our current situation. Mr. Stone admonished the board to quit micro managing the tasks that the operating officers should be performing. The board should be to set necessary policies and guidelines for the operating officers and to rebuild the organization through interaction with their regional councils and teams. Mr. Cooper asked how each director would contact the teams and councils in their regions. Mr. Holmes stated one of the biggest complaints in the field was that you could never get a director to visit in your area. Discussion by Mr. Besing that in the past, if a director was directed to visit a team or council, the board covered the expense. If invited, the party invited would cover it. If the director just decided to visit, the director covered the expense. Mr. Hawkins asked that we try to break the mold and look for ways to increase visibility by the directors with the teams or councils. Mr. Hawkins asked that Mr. Besing to contact the Ways and Means Committee Chair to direct her to investigate the grants and financial sponsors. Motion by Mr. Faulkner to rescind the previous motion that canceled the Affiliate program, 2nd by Mr. Holmes. Motion passed. Meeting adjourned 9:15am Minutes respectfully submitted by Lee Besing, Secretary __________ See messages for remainder of minutes, July 13, 14, 15 and 16th total. ____________ _/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/ Lee W. Besing, Secretary (Term 7/1997-7/2000) REACT International, Inc. http://www.reactintl.org Voice (210)656-7657 Fax (210)637-6611 San Antonio, TX _/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/ REACT International, Inc. 5210 Auth Rd. Suite #403 Suitland, MD 20746 Phone number: 301-316-2900 Fax number: 301-316-2903 _/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/_/