AESC Meeting Minutes

November 2012

AESC MEETING MINUTES

7 November 2012

CALL TO ORDER @ 1117 a.m. in the home of Roz Riley.

ATTENDEES: Kathy Moakler, Anna Marie Cox, Roz Riley, Holly Scherer, Laura Putnam, Jackie Caldwell, Lynda Flowers, Elizabeth Hill, Kathy Candido, Barbara Fleming, Beth Mazzanti, Betty Swygert, Bette Meuleners Gene Villiva, Isabel Stevens

Guest: Connie Semonite

MINUTES APPROVAL:

  • October minutes were sent out to board members on 10 Oct via email and one mailed copy.
  • Kathy Candido made motion to accept the minutes as written. Second made by Laura Putnam. Motion carried.

PRESIDENT: Kathy Moakler

  • Thanks to Roz for opening her home as hostess and to Beth Mazzanti for the soups and Jackie Caldwell for the salad and deserts.
  • Thanks for the support for the successful Welcome Cocktail Party. PLEASE take some time to write up your After Action Report and get it to Kathy M., Anna Marie Cox, and the Secretary.
  • Kathy M. received an email this morning from Renee Bostick.
  • She and LTG Bostick thoroughly enjoyed the evening spent with AESC at the Annual Cocktail Welcome Cocktail Party.
  • Additionally from Renee: “we are most appreciative of each and every individual and collective contribution of time and effort that made the evening so successful. Two small words but very important ones…thank you.”

HONORARY ADVISORS:

  • Chief’s Spouse (Renee Bostick) not present

Also from the email to Kathy M. this morning:

  • Renee was interested in us considering collecting donations of books (chapter and picture books) to be donated in the name of AESC to the Fisher House(s) in our area. The intent would be to provide books for the children to read while staying there with their parent(s).
  • Renee will be happy to add a bookplate inside each book annotating the donation from the AESC.
  • She will be happy to deliver the books for us.
  • Discussion to be done during New Business.
  • CSM Spouse (Vicky Groninger) not present. No report sent
  • Civil Works Spouse (Joan Stockton) not present. No report.
  • Military Programs Spouse (Jackie Caldwell) present

Serving as Membership Chairman, will report out there.

VICE-PRESIDENT: Anna Marie Cox

  • Thank you ALL for helping to make the Welcome Cocktail Party such a success and fun!
  • Brush and Blush Painting class is 15 Nov. Lunch will be provided.
  • Thanks for your support.
  • December event at National Harbor Italian restaurant, Connie will in charge of that program on 12 Dec, (12.12.12) at 1200.
  • January has no program scheduled.
  • February Wine Tasting hostess volunteer is Connie Semonite, who lives on Fort Belvoir.
  • AEMA Brunch is set for 21 April.
  • Gene V. will make signs for the Fairfax event.
  • Will be leaving for Texas Thanksgiving week and will return to this area in March.

SECRETARY: Roz Riley

  • Please send info about report prior to meeting.

TREASURER: Holly Scherer

  • Treasurer’s Monthly Report presented.
  • Oct Report:
  • Total Income: $ 646.12
  • Total Expenses:$ 1,849.25
  • Gain/Loss: ($ 1,203.13)
  • YTD Total
  • Total Income: $ 646.12
  • Total Expenses: $ 1,849.25
  • Total Club Assets: $ 20,640.48
  • Opening Balance $ 15,946.64
  • Ending Balance $ 14,743.51
  • Financial review on Oct 26 at the home of Holly Scherer in Warrenton. Holly developed the procedure for the book review (based on a framework from Fort Belvoir OWC, adapted for us to review books).
  • Mollie O’Neil and Bette Meuleners agreed to chair the Financial Review Committee for AESC, as well as for AEMA. Holly provided comfortable environment for their work, which lasted 4-5hours.
  • The committee reviewed the 2011-2012 AESC’s bank statements, ledger book, check book, monthly financial reports and statements; (as well as AEMA’s records). They found all the records for AESC and AEMA to be correct, accurate, and in good order.
  • The Books look fabulous! Mollie is a wealth of knowledge.
  • Thank you, Mollie and Bette.
  • The 990N tax returns for both AESC and AEMA were submitted and received by the IRS.
  • Submitting the 990N on the IRS website needs to be done yearly.
  • If three years go by with out filing the 990N form then AESC could lose their 501(c)7 status.
  • With Mollie’s guiding and telephone assistance for the IRS agent the 990N was filed for 2011-2012
  • Any receipts please pass to Holly as soon as possible.
  • Audit approval needed.
  • Gene Villiva made motion for treasure’s report to be accepted as presented. Second to motion was by Lynda Flowers. Report accepted and to be filed with the minutes.

AEMA CHAIRMAN: Laura Putnam

  • Welcome Cocktail Party:
  • Donations: 88 people attended with 51 donations totaling $2930.00.
  • AEA envelope stuffing volunteer work yielded $750 to AEMA.

SCHOLARSHIP CHAIRMAN: Connie Semonite

  • Connie Semonite introduced as new scholarship chairman.
  • Picked up information from Laura. Will review and get back with Laura about the program.
  • Has spoken with Susan Walsh and reviewed Nancy Temple AAR.
  • All corps employee dependents are eligible, each district, and division is a target for marketing of opportunity
  • Needs to figure out which local schools might be able to advertise and promote the opportunity.
  • Delighted to be part of the club.
  • Feels there is definitely a synergy between Publicity, Scholarship for lists of contacts Divisions and Districts.

PARLIAMENTARIAN: Michelle Tyler (not present)

No report sent.

MEMBERSHIP: Jackie Caldwell

  • Membership to date:
  • All identified Jackie as the MEMBERSHIP DYNAMO at the Welcome Cocktail Party. There were 12 new members generated at social event.
  • Redbooks should be mailed Thanksgiving timeframe.
  • Last minute checks, emails, calls with membership information. She is taking all members until the presses roll.

HOSPITALITY: Lynda Flowers

  • Thanks for all the work for the cocktail party.
  • 70 from 249th!!!
  • Jackie and Beth passed out invitations at HQs to Military and Civil Works
  • Gene mentioned will do posters for next year.

NEWSLETTER: Elsie Mersereau (not present)

  • Submission deadline: 22 November 2012, Thanksgiving so deadline will be changed to 23 November.
  • Kathy – requested a short little note for the newsletter about the districts and divisions, for example: Fort Leonard Wood 200 words or less…
  • Call individuals, Family Readiness POC, feature special each month (Connie Semonite)
  • Connie suggested sending the Newsletter to each of the Family Readiness leaders, Karla Langdon has POC info.
  • Articles could be brief and cover things like: What have I been able to do when my spouse moves/works, careers that move, retirement
  • Submission formats: word document and .jpeg
  • Photos: Please include name of place/name of people.
  • Sorry I will not be attending. Have a great meeting.

WEBMASTER: Susan Wright (not present)

  • Will be working on Castle Boutique for the website.
  • Check out new website. Please give feedback to Susan Wright.

FACEBOOK: Elizabeth Hill (present with Colin)

  • Please send your ideas for Facebook.
  • Share the link!

CIRCULATION: Kara Anderson (not present)

  • The November Castle Gram was sent electronically November 2 and 11 were sent via US Mail November 5.
  • The cost for copies was $14.55.
  • Stamps, labels, and seals that were already on hand were used. No additional expense needed.
  • Assisted in gathering information regarding food for the annual cocktail party.
  • Assisted in soliciting RSVPs for the Brush and Blush Class.

RESERVATIONS: Jeanne Marie Rowan (not present)

No report sent.

WAYS AND MEANS: Kathy Candido

  • Thanks go out to Isabel Stevens for selling at the Welcome Cocktail Party 2012.
  • Sales at the party were $356.00
  • Napkins were not needed to supply for the Party.
  • INCOME:
  • 1 framed coin $ 45.00
  • 2 packages napkins $ 16.00
  • 1 egg pendant$ 85.00
  • 1 scarf$ 28.00
  • 1 travel cup$ 5.00
  • AEA (12 silver angels,

12 gold angels, 12 oval pins) $440.00

  • TOTAL SALES (Income)$975.00
  • EXPENSES:
  • ORDERED MERCHANDISE:
  • Heavenly Treasures $253.00

(11 silver angels, 11 oval pins)

  • AEA (bibs, flags, cufflinks, necklaces, pins,

caps, ties, key rings, money clips,

business card holders, mouse pads,

ornament paper weights) $1,515.00

  • Geographics (note cards, envelopes) $ 53.94
  • POSTAGE: $18.14
  • TOTAL EXPENSES$1,840.08
  • Future dates of sales:
  • Monday 19 November at the Kingman Building
  • Monday 3 December at Corps Headquarters
  • New orders cost. That is why our expenses are more than the income.
  • Needed items:
  • Crafter to do note cards (Engineer castle overlaying American flag)
  • Heavenly Treasures is going out of business in 2013.
  • Supply of napkins is at about 33 boxes (250 napkins per box) left. Is considering NOT reordering. Storage is the issue, transporting for sales. Discussion followed with strong feeling that the Engineer napkins should be kept in the inventory. Perhaps try to find a different provider.
  • New tote bag has been found. It is very similar to the former one, not as deep, cost is $20.
  • Egg Pendant will be coming in Dec.
  • Paypal shipping not functional in Castle Boutique.
  • Gene V. suggested putting our Castle Boutique items on Amazon.com and connecting who we are to the items we sell.
  • Someone new needs to come up with new ideas. There will be a meeting following the Board Meeting for anyone interested in evaluating the Castle Boutique and options for improvement.

WELFARE/SERVICES: Barbara Fleming

  • The teen volunteers loved what they did at the Welcome Cocktail Party.
  • Army Ten Miler – A thank you from Mr. Banker for those who volunteered. He received the CastleGram and loved article.
  • There were 5 volunteers from AESC at the Friday tee-shirt handout.
  • Kathy M. represented us at the luncheon for volunteers. It is her recommendation that we NOT attend in the future (it was lengthy and did not identify specific volunteers/awardees. It was not a good use of time).
  • Wreaths Across America – Date for Arlington wreath laying is 15 Dec. She has had response from two people. Will send Elsie information in the CastleGram.
  • Trying to find opportunities for volunteering and encourage membership to volunteer. It is very difficult.
  • The Fall Fest at Fort Belvoir individual who requested our volunteers did not respond back with specific ways to volunteer.
  • Suggestions by group that there may be opportunities at Fort Belvoir:
  • Fisher House: to provide meals or some sort of volunteering effort
  • USA Warrior and Family Center at Fort Belvoir- might have opportunity to find a fit for our group
  • USO information (particularly care packages for troops) might have something for AESC members to volunteer
  • The CastleGram could feature information about “Volunteer Opportunity of the Month”. Put information in newsletter which will encourage others to independently pursue what fits their schedule/their passions and not try to make it a AESC event

PUBLICITY: Beth Mazzanti

  • Needs pictures of Post office tour.
  • Please include her on distribution of photos. She is working on the scrapbook for this year (digital scrapbook) and needs the photos timely.

KNOLLWOOD LIAISON: Betty Swygert

Not in contact with anymore people at Knollwood.

FAIRFAX LIAISON: Joyce Rebh (not present)

KNOLLWOOD BAKE SALE: Priscilla Noah (not present)

  • Knollwood Bake Sale set up for April 10 to begin at 1000.

Easter is 31 March.

NOMINATIONS: Bette Meuleners/ Mollie O’Neill/Pat O’Neill

OLD BUSINESS:

ONGOING:

  • Reminder: in the past, the AESC paid for child care for board members to attend the meetings. We need to keep that in mind as our board (and memberships) has members with young children.
  • AEMA Chair and President to draft a letter to the Morris Family to request more funding for the GKM account to pay the current scholarship recipients annual award.
  • Recommendation is to have $34,000 remain in the account for growth.
  • Laura Putnam (and others) brought up the possibility of using PayPal for AEMA donations. Issue to be researched.
  • Oral history of the Club obtained from older members (Mollie O’Neill and Joyce Rebh).

COMPLETED:

NEW BUSINESS:

  • Question was raised about a “Thank You” gift for those staff (House Aid, Mike, and Ms. Huff, HQs secretary) who both worked the Welcome Cocktail Party. In the past, the AESC had gifted the house aide(s) a check.
  • Discussion followed. Holly S. looked at the Cocktail Party Budget and confirmed there were funds available.
  • It was suggested to give Mike a gift certificate to a local restaurant.
  • Ms. Huff should be sent a thank you note.
  • Those in attendance agreed.
  • Books for Fisher House
  • Picture books and chapter books are appropriate. It was suggested that “gently read used books” in excellent condition would be acceptable.
  • It was suggested that those participating in luncheon 12 Dec, could bring a book.
  • Suggestion about book drive, AESC wide, could be done in February at the wine tasting. Could be promoted as a “Gift of Love”. Also suggested was that any general membership individual who wanted to donate a book but might not be able to attend the event or meeting, the donation could be dropped off at a chosen location or mailed to the AESC Post Office box.
  • Beth Mazzanti will send something to CastleGram to publicize the effort.
  • Anna Marie Cox mentioned that an AESC bookplate could be designed.
  • Fort Leonard Wood potential members
  • Holly Scherer brought up the idea of involving the contingent there, the “Keepers of the Castle”.
  • Connie, free membership to be the representative. Discussion around how to grow our club.
  • Kathy M. wants an evening meeting to brainstorm on outreach.

DATES TO REMEMBER:

  • 9 Dec 12, Sunday – Noah’s Christmas Party
  • 12 Dec 12 at 1200, Wednesday – AESC Lunch at National Harbor
  • Jan 2013 (TBD) - Castle Ball
  • 10 Mar 2013 at 10:00, – Wednesday - Knollwood Bake Sale
  • 21 April 2013, Sunday - AEMA Brunch at The Fairfax

ADJOURNMENT: Motion to adjourn was made by Kathy Candido, seconded by Gene Villiva. The meeting was adjourned at 1:24pm.

NEXT MEETING: Date: 5 December 2012

Hostess: Lynda Flowers

Refreshments: Kathy Candido, Jeanne Marie Rowan

Respectfully submitted,

Roslyn Riley

AESC Secretary 2011-2012

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