WEST POINT PARENTS’ CLUB – WASHINGTON STATE

BOARD MEETING

FEBRUARY 24, 2008

SHARON & DAVID LOSEY’S HOME

The meeting was called to order at 2:30 p.m. by President Yvonne Fletcher.  Those present were: Yvonne & Skeets Fletcher, Cassandra & Craig Peterson, Sharon & David Losey, Leslie Rissberger, Iris & Raymond Mohr, Tom & Susan Bowen, Pamela Kirkwood, and Jackie Hyneman.  Incoming and Outgoing Board members were welcomed.

Secretary’s Report:  Minutes of the February general meeting were given to Yvonne for editing.  Upon approval, she will send to Sharon for posting to the website.

Treasurer’s Report:  Treasurer Craig Peterson presented the club’s account balances, 2007 Income/Expense by Category report, and the 2008 Budget.  He noted that more money was spent on our publications than budgeted in 2007.  Discussion included whether to keep parents of graduates on our membership files and how this affects our expenses.  A motion was made by Skeets Fletcher and seconded by Craig Peterson to raise the Sustaining Member Dues to $25 a year.  Unanimously approved.

Craig’s recommendations for this year included

• Continuing use of Pay Pal and adjusting the budget to allow for that cost
• Creating a slush fund for the next All Services Academy Ball we will host
• Creating a sub committee for an Annual Campaign that would develop a list of contacts including West Point graduates in the area and identify a specific purpose for the funds raised
• Maintaining and developing our corporate sponsorship contacts
• Selling ads in our member publications (perhaps Boodle companies).   Note that as the member guide is distributed mid-July, selling of ads should be completed by June 1.
• Updating our membership form to include tax deduction information, and the option for sustaining membership.  Craig will update the form and send to Yvonne and Pam prior to Founder’s Day.

Budget discussion included:

• Changing the 2008 budget to reflect our $300 reduction in web site development costs since we are changing servers
• A consensus vote that we continue to donate $100 to WP-ORG
• Adding a $600 line item for the West Point Parents Club Presidents’ Conference
• Forming a sub committee before the spring meeting to address fund raising.  Skeets and Craig will do this. 
• Pam offering to produce some or all of our publications on her laser printer and donating the printer to the club when she is finished.  Craig asked Pam to define what she will need for the booklet(s).

A motion was made by Skeets Fletcher and seconded by Pam Kirkwood to accept the budget with the noted changes.  Unanimously approved.

Publications Secretary:  The various publications of our club were discussed.  1) The brochure needs to be updated with current contacts, schedule and Boodle Bash pictures.  Cassandra will send the file to Pam for updating.  2) The Plebe Parent Handbook is distributed at the Spring Meeting to those who have joined the club.  3) The Cadet Primer is handed out at the June Accepted Candidates Luncheon. 4) The Members’ Guide is distributed in July at the summer gathering or by mail. 5) The white binder of pertinent information is given to paid attendees of the Spring Seminar.

VP Communications:  Sharon Losey reported on the transition between herself and Nancy Myers and the process of changing servers.  The new web site should be working by the end of April.  It will be similar to the WP-ORG site where there are links down the left, information down the right, and features in the middle of the page.

Proposed Calendar for 2008:  Yvonne discussed the calendar.

March 2, Founder’s Day.  Materials will be prepared by Pam.  Fletchers, Bowens, and Mohrs, will be there to help at the Sup’s reception.  Yvonne should be given a few minutes to speak about the Club.  This is an opportunity to meet with new parents and invite them to the Spring Seminar.

April 17-19, WPPC Conference at West Point.  Sharon Losey and Nancy Myers will represent out club.

April 20, Accepted Candidates’ Briefing and AIM.  Pam Kirkwood, the Fletchers and the Bowens will attend at this point.  We assist with the registration table and this is another opportunity to meet with new parents and invite them to the Spring Seminar.

May 10, New Parent Meeting/ Spring Seminar.  David Losey will check with the Fort Lewis Golf Course as a possible location and for their interest in advertising in our members’ guide.  Perhaps they will trade advertising space for a discount on the function.

May 31, Class of 2008 Graduation.

June 8, Tentative Accepted Candidates Luncheon.  Set up by the field force.

July 19, Summer Picnic at Susan Willard’s on Whidbey Island.

October 19, 2 p.m., Fall Meeting.  Location to be determined.

October 26, AIM (tentative).

December 6, Army/Navy Game.  As attendance as dwindled over time at the joint Army/Navy parents’ club event, a motion was made by Cassandra Peterson and seconded by Susan Bowen that we recognize this event just with our Club.  Unanimously approved.

December 27, All Services Academy Ball.  Sponsored by the Air Force Parents’ Club this year.

February 8, 2009, Boodle Bash.  The annual event will be held at Craig’s workplace.

Other Business:

Firstie Gifts.  Cathy Roberts will take on the coordination of the gifts.  A WP saber letter opener was suggested as a gift.  Susan will contact Cathy regarding this.

Outgoing Parents’ Gifts.  1LT Bar given to mothers.  West Point coin given to fathers.  Susan and Tom Bowen will purchase these items for the Firstie parents.

Merchandise Coordinator.  As part of our fund raising efforts, it was suggested that we appoint a coordinator to purchase West Point items and develop items particular to our Club for sale at our spring, summer and fall meetings, and Field Force events.  Kathleen Gillette has agreed to take on this responsibility.  Ideas for sale included a West Point Calendar or T-shirts for parents showing “I Survived Plebe Year”.  Tom and Susan Bowen and Sharon Losey will look for items to purchase when they visit West Point in April.

Adjournment.  The meeting was adjourned at 5:15 p.m.

Respectfully Submitted,

Jackie Hyneman

Secretary

WPPC-WA

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WEST POINT PARENTS’ CLUB – WASHINGTON STATE

WINTER MEETING

FEBRUARY 9, 2008

PHILIPS MEDICAL SYSTEMS BUILDING IN SEATTLE

The meeting was called to order at 1:30 p.m.  There were 26 present according to the sign in sheet.  President Cassandra Peterson led the welcome and introductions of those in attendance.

Secretary’s Report:  Minutes of the October meeting were distributed and accepted as written.

Treasurer’s Report:  Treasurer Craig Peterson reported that the club has received official word from the IRS of our 501 (c) 3 status. He also reported on our financial status, particularly that of the All Services Ball.  He noted the importance of the corporate sponsorships that made the ball possible and the necessity to keep the 501 (c)3 designation current.  Craig reminded us to check on employer matching funds for personal donations.  Cassandra applauded Skeets’ and Yvonne’s outstanding efforts at fund raising for the ball and noted the direct impact this had on the success of the ball.  She presented a gift of thanks to the Fletchers for leading the planning efforts of the ball.

By-Laws Update:  Although our IRS status is not at risk, we need stronger by-laws.  An ad-hoc committee should review the bylaws for needed revisions.

Army-Navy Game Party: 4 of our club’s families went.  A suggestion for next year’s game would be to gather more Army spirit items.

All Services Academy Ball:  Ball Chairperson Yvonne Fletcher reported on the ball, sharing thoughts on the experience and the people involved, and on the importance of what our cadets are doing and the desire to put on a very special event for them.  She commented on the willingness of the corporate sponsors and of the speakers to give and participate in support of our cadets, and expressed thanks to all for the help and support.  Yvonne noted that she has put together a continuity book to make the next chairperson’s job easier.  She has included samples, timelines, budget, hotel, color guard, DJ, and area venue information, thoroughly documenting the planning process.

VP Communications Report:  Sharon Losey reported that the website will change.  We are converting April 1 to save money and to make the transition each year easier.

Field Force Info:  Marion Thorkildsen reported that they are coming to the end of the 2012 admission cycle, and a long list is already in place for the 2013 cycle.  Numbers are down a bit for 2012, but the quality of the candidates is high.  Marion noted that the AIM will be held 20 April, and the Accepted Candidates Luncheon is tentatively set for 8 June.  Members are asked to help with these events.

New Business:  Yvonne reported there were a small number of All Services Academy Ball wine glasses for sale.

Firstie Gifts:  The club traditionally presents the firsties with a gift prior to graduation.  Last year a book by Colin Powell was given.  Cathy Roberts has agreed to coordinate the gift giving again.

Board Positions:  Cassandra discussed the process for electing new officers to the Board.  The slate was presented to the membership by email prior to the meeting.  The following individuals have agreed to serve and been elected unanimously to these positions for the March 2008 through February 2009 year:

Co-Presidents                                Skeets and Yvonne Fletcher

Co-Vice Presidents                     Sharon and David Losey, Leslie and Bill Rissberger

VP- Mentoring                            Tom and Susan Bowen

VP-Communications                   Nancy Myers

Secretary                                       Jackie Hyneman

Publication Secretary                  Pamela Kirkwood

Treasurer                                       Craig and Cassandra Peterson

Gift Presentation:  Yvonne presented Cassandra with a West Point afghan and flowers, thanking her for her leadership and support of the club over the past year.

Adjournment:  The meeting adjourned at 2:40 p.m.  Members then assembled boodle boxes to send to our club’s cadets for Valentine’s Day.

Respectfully Submitted,

Jackie Hyneman

Secretary

WPPC-WA