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U.S.S.
Topeka (CLG-8) Reunion Association, Inc. 1. The meeting was called to order at 5:00 PM by John Reynolds, President. 2. Board Members in Attendance were:
Jean Timmons was present to assist is recording the minutes. 3. Jack Timmons Secretary/Treasurer read the Minutes of the Board of Directors Meeting held in San Diego, August 18, 2006. The minutes were approved as read. 4. Membership Report as of September 14, 2007:
5. Treasurer’s Report as of September 14, 2007 A. U.S.S. Topeka (CLG-8) Reunion Association, Inc.
We have made deposits for this reunion:
John Reynolds queried how close we are on budget for this reunion. Jack Timmons replied "We are very close, we perhaps are a little heavy on the Hospitality Room Costs, but we chose to extend rather than chancing running out of stocks at the end. We actually paid the singer for Thursday $100 less than we expected, so we may be a little ahead there. We issued refunds for those who were scheduled for the Conner Prairie Tour due to the lunch being canceled by the site, so we are good on the tours. Ruth Cass and Jack Timmons will review the billings after dinner on Friday and Saturday evenings. If the bills are as expected, Jack will pay the hotel prior to his Sunday departure. We will be billed by the Tour Company. B. Ship’s Store Report as of September 1, 2007
5. Old Business: There was no old business to discuss. 6. New Business: A. 2008 Reunion Sites: 1. Wes King’s Baltimore Proposal received this afternoon. John Reynolds had earlier turned down a hotel proposal for nightly charges of $175. This new hotel proposal was presented in detail, with copies of the hotel documents given to Board Members for Review. Discussion: 1. Ray Spatz was in Baltimore in July, costs were sky high. Blocks were $199, Best Western was $149. Need to be in the Inner Harbor so can walk around, too costly to taxi. 2. Discussion re meeting rooms being large enough for our Hospitality Room. And whether their dining room was large enough. 3. Discussion of charges for banquet rooms if the 238 room count were not met. John Reynolds said he was concerned about the Baltimore proposal with no more information and it’s too late to ask further. The Hospitality Room or Suite is the heart of the reunion. We don’t know what problems we will run into with bringing in our food and Liquor. But we can’t just turn this proposal down; we have to present what we know to the membership and let them make the decision. Discussion about a possible alternate site for 2008.
Ray Spatz says Kathy Spatz had explored San Antonio preparatory to a 2009 proposal, but has no current price information. She would be willing to make a presentation for San Antonio for 2008.
Discussion about dates for the Reunion.
A motion was made by Jerry Craig, seconded by Dudley Cass, to present what information we have to the membership at the general meeting and let the membership decide where to go. The motion passed without dissent. B. 2009 Reunion John Reynolds stated we must plan the alternatives, depending on the vote for the 2008 site. (1) San Antonio if Baltimore is the next year reunion. (2) Chicago if San Antonio is the next year reunion. Gary and Pat Baker want to present Chicago. There are two airports and a Navy Base there with many attractions. (3) If it’s Baltimore in 2008, then present San Antonio for 2009 and Chicago for 2010. John Reynolds re Wes King- We can always invite Wes King to give a complete proposal at a later date. C. 2010 Reunion- Dependent upon the membership votes. 7. Election of Officers: A. President (1) President John Reynolds was reelected by acclimation. B. Secretary/Treasurer (2) Clare Smart was elected by acclimation. Timmons outlined the tentative turnover procedures, Clair cannot take over until this reunion’s finances are done and the membership notified by change by the November Newsletter. Discussion re the Chairman of the Board Position: John Reynolds suggested that the Chairman of the Board and the President be held by one person. There are two separate jobs now, and the Chair is vacant due to Jerry Judge’s death. Considerable discussion and several motions and amendments later President John Reynolds was elected Chairman of the Board, becoming the sixth Board Member. Ray Spatz question of the Secretary/Treasurer re the mailing costs of the Newsletter. Jack provided the details of the newsletter flow, who prepares what, where the information goes to and by the electronic means primarily, and finally the newspaper is mailed to the members. The cost of mailing, paid the Mail House in Tulsa, is less than the $0.41 cents for a first class letter. Actual cost per newsletter is: Printing $0.48 Import files 0. 06 Print address labels 0.139 UPS ship leftovers 0.013 Total $0.692 8. Nomination of Directors:
A motion, seconded and approved to offer all the existing Board of Directors up for Election by the membership. Ray Spatz made a motion, and seconded by Dudley Cass to present Dan Moore as an additional Board Member for election by the membership. The motion was approved. 9. Other Business: There were no further business issues raised. 9. Close Meeting: There being no further business, the meeting was close by John Reynolds at 6:00 PM
Sincerely, Jack E. Timmons Secretary/Treasurer
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