128VAOLA Executive Committee Minutes - 1/27/12 and 2/10/13
- Feb 12, 2013
Minutes of the Executive Committee Meeting of 1/27/12 and 2/10/13
Part I 1/27/12
Meeting called to order by the president at 8:08 p.m. EST and was adjourned at 10:01 p.m. EST to be reconvened at a later date [2/10/13] to complete the agenda items. Opening prayer was said by Fairy Neal-Knuckles of OK Chapter and thereafter roll call was taken. The following persons dialed-in/participated; those with one asterisk after their names participated in both sessions and those with two asterisks before their names are members of the executive committee by virtue of being either elected national officers, head of chapters, president emeritus, appointed national committee chair or national advisors:
1. **Rupel E. Marshall, Sr. Nat’l President* MD DC VA Chapter
2. **Naomi Capehart-Harmon Nat’l Vice President PA Chapter
3. **Zoe Wilson Nat’l Secretary* MD DC VA Chapter
4. **Marie Browne Nat’l Treasurer* MD DC VA Chapter
5. **Jemima Peal Nat’l Financial Secretary* PA Chapter
6. **Martha Moore President Emeritus* RI Chapter
7. **Charles Neal* OK Chapter President
8. **Morris Marshall MD DC VA Chapter President
9. **Elaine Johnson* GA Chapter President
10. **Othello Capehart* Advisor OK Chapter
11. **Sam Payne Cooper PA Chapter
12. **Michael Moulton Nat’l Chaplain GA Chapter
13. **Tonia Latrobe RI Chapter Acting President
14. **J. Luellying Capehart MN Acting Organizing Chairperson
15. **/Gretel Wheaton-Rauls PA Acting Auditor
16. Roland Hoff MD DC VA Chapter
17. Adolphus Capehart PA Chapter
18. Spencer Browne* OK Chapter
19. Fairy Neal-Knuckles* OK Chapter
20. Miatta Hoff* MM, VA, DC
21. Vivian Harris OK Chapter
22. Michael Kemokai Observer
National elected officer absent from both sessions: Carman Gibson (PA); Chapter head absent from both sessions: Victoria Washington (PA)
The president presented the below proposed agenda which was ominously adopted by a yea vote:
Call to Order
Highlights of the Minutes of the last Meeting
Matters Relating to the Contact Group
Visitations to Chapters
Financial Report of the Last Convention
Minutes of the Last Convention
Reports from Chapters
Other Business (to be brought to the floor)
The secretary read the highlight/summary of the minutes which had earlier been circulated. A motion made by Charles and seconded by Spencer for the minutes to be accepted, opened for discussions and thereafter adopted to form part of the records of the Assoc. was unanimously approved. The following points arising from the minutes were deliberated upon:
a. 501c3 and Incorporation: The president indicated that he has signed a representation agreement with the law firm that is processing the 501c3 and incorporation of the Assoc. He stated the firm requested that $1000 be on deposit but he has asked that it be reduced to $500 and the firm has agreed. This is in addition to the $350 already paid. Naomi reminded the body that she remembered that some action had been taken on this matter in the last administration. Marie clarified that the process was not completed and the amount that had been advanced towards it at that time was not funds from the Assoc thus the process is now starting again without any financial loss to the Assoc.
b. Addresses: The secretary indicated that she has secured the post box for three months and the Assoc official addresses are now: P. O. Box 194 Frederick , MD 21705 and 178 Key Parkway Frederick , MD 21702
c. Verifying Graham Town Self-Help Market deed: Marie stated that she will pass this information over to the contact group so she and the group can work on it. The issue is the Assoc. has asked to have the contact group see a legitimate deed in the name of the Township and or the Graham Town Community or some legally registered association to enable the Assoc to consider further assistance to the project.
d. Contacting Julius Hoff: Julius is to be contacted to see if he can advise on the request the staff of the Gbonjor Clinic made to the president for assistance in getting a battery for the solar panel at the clinic. Efforts made so far have not been successful in contacting Julius.
e. Martha Moore Committee on MOU and Requests from Commissioner: Committee has not yet started its work.
f. Deed of Old Town Hall : Marie reported that she has a copy of the deed and the commissioner is conducting a survey of the land. The body decided that a copy should be given to the contact group for its record and a copy given to the secretary for the Assoc. records.
g. Letter Informing the Commissioner on Using Old Town Hall Spot to Build Recreation Center : Marie indicated that she has seen the email sent by the president and she and the contact group are following up on it.
h. New Members to the Contact Group: Marie indicated Richard Fallah has been informed. The body decided that the contact group informs the others (Buster, MacArthur, Emmanuel and Choloe) and recommend names of others from other parts of Virginia to serve on the contact group. The recommendation is to be made to the Assoc.
i. Funds Sent to Liberia ($2000.00 through Treasurer Browne) Marie made an oral report but was not sure of all the expenditures. She indicated that as Treasurer she was disbursing the funds in consultation with the contact group and the chair had asked her to hold on to funds not being disbursed. The president said he has asked Marie for a written report and hope it would be forthcoming.
j. Relationship with the Contact Group; As several issues related to the work of the contact group, the issue of sending funds for the Assoc. work in Liberia , communication with the contact group, etc. came up. The body decided that all Assoc. funds should be turned over to the contact group for carrying out the activities of the Assoc. whether or not an executive of the Assoc. is in Liberia . Marie stressed that as Treasurer she was disbursing funds in this context and that the contact group is fully involved. She further emphasized the challenges faced with the Internet in Liberia and that the chairperson of the contact group, Aurelia, was doing extremely well in following up on the work of the Assoc. Naomi advised that we should all realize the difficulties of communications with Liberia and empathize with the chairperson and members of the contact group. Marie said she is working with the chairperson and the vice chairperson (Bishop Cuffee) to see that they get the communications from the Assoc. and advised that the president addressed communications to the chairperson directly and only copy others. Marie also stated that the chairperson of the contact group, Aurelia, was working on the publicity. The president indicated that any paper and any journalist can be used if it is within the range of the money made available and that the story should carry the past, present and planned activities of the Assoc. with some pictures. He also said that he has not been successful in getting the chair of the contact group by telephone and has asked Advisor Othello Capehart and Spencer Browne to help in making contact with her. He said both have been successful and he hopes they will be in a position from time to time to report.
At this stage the meeting was adjourned by the unanimous approval to be continued at a later date to be announced by the president.
Part II 2/10/13
The second session of the meeting was called to order by the president on February 10, 2013 at 8:05 p.m. EST and ended at 9:05 p.m. EST. He indicated that this was the continuation of the meeting that was recessed on January 27, 2012 due to time constraint.
Opening prayers were said by the Chaplain, Michael Moulton. Thereafter roll call was taken. The president stated that the remaining agenda items were:
Financial Report of the Last Convention
Minutes of the Last Convention
Reports from Chapters
Establishing Chapters in MN and NC
Other Business to be introduced
Financial Report of the Last Convention and Minutes of the Last Convention: The president stated that the former treasurer and the former secretary had already sent out these reports. At this point the former president, Marie Browne, stated that she was surprised to learn that these documents had been sent out as she had not seen them; and believes that they should first be approved by her before being circulated. The body agreed with this position and it was directed that the secretary forward these documents to the former president; thereafter the financial report will be submitted for audit and the minutes would be formally approved at the next convention.
Reports from Chapters:
Reporting for Oklahoma, the president, Charles Neal, III stated that they had their installation ceremony of officers in December 2012, paid their 2013 national assessment and meet monthly at members homes. He said they are planning some fundraisers. The question was raised by the national president whether the payment of OK 2013 assessment relieves them of the failure to pay 2012 assessment. Some speakers asked that this matter be considered closed while others stated we should find out clearly what the constitution says and apply the constitution. The body agreed that the matter will be reviewed after research of the provision of the constitution.
Reporting for GA, the national chaplain, Michael Moulton, indicated that the president, Elaine Johnson, was running late. He said the chapter is interacting with other organizations such as the “Old Timers Association” and “The Brewerville Civic Association” in GA to create awareness and support each other’s objectives. He reported that they will be sponsoring several small fund raisers culminating into big program in the summer. He said, he is heading the national committee to review the benefit package and the first meeting is scheduled for 2/17/13. He said that they also plan to rotate their meeting to members home.
Reporting for RI, the Association’s president emeritus, Martha Moore, indicated that they were affected by the serious snow storm in the area. She informed us that the president, Tonia Duncan-Lathrobe resigned in December of 2012 but is still active in the chapter. She said they are planning to hold elections. Martha said the committee she is chairing, to study the MOU, will meet at the end of the month. Tonia later came on and added that the chapter is planning a fundraiser (queen contest) to be held sometime in March or April.
Reporting for PA, Jemima Peal stated that they plan to hold elections when they succeed in getting a quorum at a meeting. She said she is the chair for planning the next convention and stated that they are getting the national convention budget ready for submission. She added that they have already secured the hall for the business meeting.
Reporting for MD VA DC Chapter, Zoe indicated that they are planning a cookout at her home on February 23rd.
Establishing Chapters in MN and NC
J. Luellying Capehart, Jr. agreed to spearhead the organization of a chapter in Minnesota. He said he will let us know when to send a delegation from the national to talk to them. The president also reported that he had spoken to Bishop Joseph E. Snorton, who agreed to help organize a chapter in North Carolina.
Miatta Brooks-Hoff asked whether the convention is yearly or every two years. It was noted that it is yearly as passed at a national convention.
The president appointed Mr. Sam Payne Cooper as an advisor. The said appointment was approved by the body. The president also appointed Gretel Wheaton-Rauls as acting auditor. In acknowledging this appointment, the body decided that we should review the audit provision in the constitution.
Spencer Browne wanted to know whether we could make certain decisions at a general meeting outside of the convention. The president explained that these meetings are executive meetings to which he has invited all members so as to create more interest in the Association. He said when it comes to voting and the views of the majority of the executive members would carry. The body asked that this be further clarified prior to the next meeting so as not to circumvent the constitution.
Charles Neal pointed out that it is a policy that we hold the executive meeting the third Sunday of each month. Thus it was noted the next meeting shall be March 17, 2013.
Zoe Wilson suggested that we could improve communications with the contact group by providing them with a donated laptop. Several members indicated this may not improve the communications challenges due to the limited internet access in Liberia and not having proper knowledge of using the laptop. Concerns about the camera previously donated were voiced. The president asked Zoe to take into account the various views and raise her suggestion at the next meeting with any additional views she may have on improving communications with the contact group.
Roland Hoff gave the closing prayer and the meeting was adjourned at 9:05 p.m. EST