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HomeMy WebLinkAbout11_05_2008 MinutesMinutes of the Memorial for all Veterans of the Brazos Valley, Inc. Wednesday, November 5, 2008 Celia Goode Haddock Executive Board Room Arts Center 2275 Dartmouth College Station, Texas 77840 1. Roll Call: Steve Beachy called to order the meeting of the Memorial for all Veterans of the Brazos Valley, Inc., on the 5`h day of November 2008 at 2275 Dartmouth in College Station, Texas, at 12:00 p.m.. The following board members were present at the meeting: Bill Adams Anne Boykin Jerry E. Fox Fain McDougal Travis H. Small, Jr. Bill Youngkin Steve Beachy Russell Bradley George McCoy M. W. Newman John E. Velasquez 2. Approval of Minutes: A motion was made by Russell Bradley and seconded by Bill Youngkin to approve the minutes for the October 2008 meeting. The motion was unanimously approved. 3. Committee Chair Reports: a. Design Committee: I. Lynn Stuart Pathway Project Report -Steve Beachy reported that the design walk through went well. There will be a few minor changes in alignment but the bridges and engineering are good to go. The landscape architect has been given the go ahead to proceed with the plans as approved. Steve suggested that we seek a definitive source of information for the text on the individual war plaques. He has asked Randy House to participate in securing this definitive source. Also, Steve suggested that it will be necessary to develop written policy or guidelines that will address the issues of continuity among the individual memorials (i.e. materials, size, etc.). Travis Small reported that Rocky Choate monuments would like to bid on the monuments for the pathway. Their bid could offer ten India red granite pedestals at $1610 each, regularly $2000. The price included placement but not the engraved text. They need five months lead time. Steve Beachy said that he would check to see if buying direct from the company would be within the guidelines of the grant. Beachy also stated that it would most likely be possible to store the pedestals on site near where they will be placed. b. Membership Committee: I. Lifetime Membership status report -Mike Newman reported that there are twenty-six lifetime members at this time. Mr. Newman mentioned that he had completed a mailing to the database of donors (159) asking them to renew their memberships. c. History Committee: I. Veterans Day program design and content -Anne Boykin reported that the program design was nearing completion. This year, the program booklet will be 16 pages and in a smaller format. Larry Hodges has agreed to help defray the cost of printing. Ms. Boykin also mentioned that she will be at the Veterans Museum at Downtown 202 with the Project HOLD display as well as photos from Jerry C. Cooper's collection taken during his tour of duty in Vietnam. d. Special Event Committee: Bill Youngkin reported that all systems are go for the Veterans Day Ceremony, November 11, at the Veterans Memorial. Glen Morgan, the bugler, is ready and Mr. Youngkin has arranged for a back up bugler in the event the need arises. The Ross Volunteer juniors will be seating the veterans and, if necessary, will help with veteran pick up and drop off. Mr. Beachy will verify that the PARD golf carts will be available for picking up attendees from the outer parking lots. Mr. Youngkin also reported that he will be using a quote from Calvin Boykin's funeral mass program in his opening remarks at the event. Steve Beachy reported that reserved seating will be available for veterans, special guests and the board members. John Velasquez reported that the meal will include chicken and sausage and that almost all food and serving items have been donated. He has also agreed to provide the cash boxes for the cash sales. Mr. Beachy mentioned that Robin Silva is responsible for getting most all of the donations secured. Mr. Beachy also suggested that the board offer complimentary BBQ meals to the RVs and Aggie Band members. Mr. Beachy asked Anne Boykin to call Larry Hodges at Copy Corner and get 100 extra tickets, printed in a contrasting color, to be sold at the event. The BBQ will be set up and ready to serve a little before 6 p.m. Mr. Beachy reported that our keynote speaker, the Honorable Chet Edwards, has confirmed that he will be able to speak at the event. e. Development Committee: Fain McDougall said that there was no report at this time. 4. Reports to Officers: a. President's Report: I. Nomination Committee -Steve Beachy has asked Al Jones to chair the nomination committee. All board members are asked to contribute input on prospective members and/or to participate on this committee. Board members are also asked to report to Mr. Jones their position preferences and whether or not they intend to extend their terms if their terms are expiring this year. b. Vice President's Report: Jerry Fox had no report at this time. c. Vice President's Report: Randy House was not present at the meeting. There was no report at this time. d. Treasurer's Report: George McCoy reported that there would be a transfer of $675.00 for the Trail Project back into the money market account to correct an oversight. Steve Beachy reported that Al Jones had attended the Commissioners Court meeting and that $25,000.00 had been approved for the BVVM. Mr. Beachy had spoken to Jeff Kersten, City of College Station and requested that the FY08 be carried over and combined with the FY09 funds. This will require a new Funding Agreement approved by the City Council. The same action will be required with the City of Bryan. e. A motion was made by John Velasquez to approve the treasurer's report. The motion was seconded by Jerry Fox and was unanimously approved. f. Secretary's Report: Brian Hilton was not present at the meeting. There was no report at this time. 5. Old and Unfinished Business: I. Board Goals Update: Steve Beachy called attention to three changes. In the the 2009 section, #2 provided for the design criteria for the monuments discussed earlier in the meeting. Also, Mr. Beachy called attention to #3 which provided for a definitive source for marker text, also discussed earlier in the meeting. The change on #12 moved the completion of the "Brazos Valley Heroes" book to 2009. Travis Small called attention to the accounting of surviving veterans. There is one surviving WWI veteran now when not that long ago there were 200. Bill Youngkin reported that 50% of the veterans he has interviewed are now deceased. A motion was made by Mike Newman and seconded by John Velasquez to approve the Strategic Plan as presented. The motion was unanimously approved. 6. New Business: Bill Youngkin added two speaking engagements to the Speakers Bureau list. 7. Good and Welfare: Nothing to report at this time. 8. Adjourn: The meeting was adjourned at 12:55 p.m.