COA Board of Directors Meeting Minutes 082410 by Nq4mB34

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									                          COMMISSIONED OFFICERS ASSOCIATION
                          Washington D.C. Metropolitan Area Branch

                                   Meeting Minutes of the
                                      Board of Directors
                               Monthly Meeting: August 24, 2010

                                           ATTENDANCE

BOARD OF DIRECTORS:

      Rank        Name           Branch Position      Agency/OPDIV        Attendance
     CDR     Vicky Borders-    President            FDA                      Present
             Hemphill
     CDR     Christina Lee     Vice-President       FDA                      Present
     CAPT    Rita Shapiro      Treasurer            FDA                      Present
     LCDR    Vandna Kishore    Secretary            FDA                      Present

Additional Members Present

      CDR Thomas Herndon, Member-at-large Medical
      CDR Lynn Van Pelt, Member-at-large Dental
      LCDR Jill Hammond, Member-at-large Engineer
      LCDR Van Tran, Member-at-large HSO
      CDR Diem–Kieu Hoang Ngo, Member-at-large Pharmacist
      LCDR Michael Smith, Member-at-large Scientist
      LCDR Blakeley I. Denkinger, Member-at-large Combined category (Sanitarian, Dietitian,
      Therapist, and Veterinarian categories)
      Terry Hoffeld (CAPT, ret.), Member-at-large Retired Officer
      CDR James Simpson


CALL TO ORDER

The meeting was called to order by the Chair, CDR Borders-Hemphill at 4:00pm. The meeting was
held via teleconference. Minutes from the board meeting on July 27 will be approved next time.

INTRODUCTORY REMARKS BY THE BOARD CHAIR

Goal is to standardize how this chapter should run going forward.
Would like to vote and discuss meeting schedule between branch vs board meeting (see
discussion agenda).


TREASURER’S REPORT

Report was tabled for October Board meeting.
                           Meeting Minutes of the Board of Directors – August 24, 2010

DISCUSSION AGENDA:

BOARD VERSUS BRANCH MEETING SCHEDULE

It was proposed to have branch meetings quarterly and board meetings monthly. Discussion
followed as to whether this allows for sufficient time to discuss multiple activity/agenda items.
Recommendation was made to hold branch meetings every other month. In order to conduct
branch meetings, a 35 member quorum is required. It was concluded that board meetings
would occur on a monthly basis with an invitation to the branch members to join in.


STATE OF COMMITTEES

Communications committee is an example of how other committees should operate, i.e.
subcommittees underneath, etc. This creates leadership opportunities for members as well.

The Rules/Bylaws committee is being deleted from the list.

Discussion followed on how committees should be handled. Ideally, the chairs would be the
point of contact for the board. The subcommittees would do the ‘hands on’ work and
communicate to the chair, who would relay the pertinent information to the board.

A suggestion was made that JOAG has a breakdown where board members oversee the
committee chairs, acting as liaisons. Dental PAC also discussed their committee structure.

The chair pointed out that these are great ideas, but chairpersons are still needed for many of
the 8 committees listed in the active list: Communications, Membership, Program-Career
Development, Finance, Merchandising, Liaison to COA, Awards, and Community Outreach. A
survey would be sent to see where folks’ interest lie and to recruit chairs. A recruitment email
would be drafted using a draft in place from previous years.


BYLAW AMENDMENT

CDR Christina Lee is working on a draft currently as bylaws need updating. The Branch
meetings requiring a 35 member quorum is one example of an issue that needs revision.


CHARTER DEVELOPMENT RE: EXISTING COMMITTEES

Top priority is to find someone to chair existing committees. Discussion for charter development
for existing committees was tabled for September meeting discussion.


NEW INITIATIVE FORMAT PROCESS

Tabled for October Board meeting.

UPCOMING EVENTS
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                           Meeting Minutes of the Board of Directors – August 24, 2010


Golf Tournament on 9/10/10. Charter done and $500 requested. Discussion followed about
funds being ‘seed’ money. The branch needs to standardize appropriate amount of funding for
each committee. Funds were granted for this event.

AIDS walk charter was sent in as well.


NEW BUSINESS

Minority Officers Liaison Council symposium sponsorship request needs to be addressed. Due
to lack of time on telecon today, this will be addressed via email.


OPEN FLOOR




CLOSING REMARKS

Thank you to all those participated.



TIME AND LOCATION OF NEXT SCHEDULED MEETING

      The Board agreed to the schedule a Board of Directors meeting, which will be sent out in
       an email communication by CDR Borders-Hemphill and will be posted to the DC COA
       website.
      The next meeting will take place on September 28, 2010.

Adjournment

Meeting adjourned at 5:45 PM EST.

Minutes prepared by LCDR Vandna Kishore

Date Minutes approved: September 28, 2010




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