To facilitate expedience of the meeting Members of the CoA were given electronically transmitted copies of Officer and Committee Reports prior to this meeting. The CoA appreciates this effort and encourages all Officers and Committee Chairs to continue this in the future.
The meeting of the Council of Administration (CoA) was called to order by C-in-C Grim at 8:04a.m. The Roll Call of Officers was read and all ten elected, voting members of the Council were present as follows: Commander-in-Chief (C-in-C) Robert E. Grim, Senior Vice Commander-in-Chief (SVC-in-C) Kent L. Armstrong, Junior Vice Commander-in-Chief (JVC-in-C) Stephen A. Michaels, National Treasurer, Max L. Newman, National Secretary PC-in-C Edward J. Krieser, National Quartermaster PC-in-C Elmer (Bud) Atkinson, Council of Administration Members PC-in-C George L. Powell, PDC Donald E. Darby, PDC Ronald B. Gill and PDC Robert M. Petrovic. In addition were National Washington DC Representative PC-in-C Andrew M. Johnson, National Encampment Site committee Chairman PC-in-C Charles W. Corfman, Washington DC Representative Emeritus PC-in-C Richard C. Schlenker, PC-in-C David R. Medert, PC-in-C Richard D. Orr, National Counselor PDC James B. Pahl, and Executive Director PCC Lee F. Walters.
Treasurer's Report was given after which PC-in-C Orr reminded the body of the money in the vanguard fund that was loosing rather than gaining interest. It was agreed to leave it alone for now.
At the request of the 2002 National Encampment, SVC-in-C Kent Armstrong gave a comparison findings report of the BANNER cost with other sources of production and distribution. It was indicated that we were still within or lower than the industry standard in cost vs. what we get for our money. BANNER production facilitator Brother John Hart entered with a question whether to approve BANNER insertion order from Time-Warner Production Company. It was moved by PC-in-C George Powell to approve it and was seconded by PDC Donald Darby. The motion received unanimous approval of the CoA.
JVC-in-C Stephen Michaels gave his report on recruitment advertising in various publications. A brief discussion ensued on whether we are currently able to compare our advertising expenses to new members and if it can be a valid comparison. It was decided this was difficult to evaluate since many PC-in-C's are still receiving applications and information requests addressed to them as JVC-in-C.
The Council received and approved request for audience from the Auxiliary National President Cynthia Brown and Past National President Margaret Atkinson. They indicated that they are requesting approval from the S.U.V.C.W. that excess funds from the Albert Woolson Memorial restoration fund be redirected to the restoration of descriptive plaques that are scattered over the Gettysburg Battlefield. They were making this request of our approval since the National Organization of the S.U.V.C.W. made a sizable contribution to that fund. SVC-in-C Armstrong Moved to approve, PC-in-C Powell second. The Council unanimously approved the request of our Sisters.
PDC Darby indicated there was a request from the Ohio Department National Encampment Host Committee to know how much financial support was going to come from the National Organization for the 2003 encampment. After discussion, the host committee would get the $500 GAR Campfire allocation from the GAR fund per usual practice. The host committee would get the $1000 designated in the budget as Encampment Committee. The $1500 in the budget identified as Encampment Expenses would be split with $500 being dedicated to the Site Committee expenses and $1000 being retained for Encampment expenses -- duplicating and unforeseen expenses.
National Secretary indicated direction was needed on a camp that requests a name change but not a new charter. It was decided by the Council in compliance with previous C-in-C ruling on name and place of meeting changes that since the name of the camp was an integral part of the charter it would be required to surrender current charter and apply for a new charter with the $25.00 chartering fee and all the valid information needed to make new charter. The camp did not have to go through the whole rechartering process. The National Secretary was instructed to inform the Department Commander of this decision.
Washington DC Representative PCINC Andrew M. Johnson reported briefly on the several actions taken or underway in the nation's capital:
a. Pursuing leads regarding private burials of veterans in Europe in rental graves subject to disinterment and mass grave disposal. b. Watching congressional bills of interest to the Order.
c. Contacted Institute of Heraldry regarding a Michigan request for Michigan unit campaign credit; referred it along to the US Army Center for Military History.
d. Contacted Department of Veterans Affairs concerning proof required to qualify for veteran status.
e. Contacted National Park Service regarding adding name(s) to existing monuments.
f. Contacted National Archives for Maryland Department camp searching for burial records of Civil War veterans at St Elizabeths Hospital in the District of Columbia.
g. Invited the COA and the CINC specifically to attend the recreation of an original GAR ceremony at Arlington National Cementer on 30 May 03. Reminded the COA about the Lincoln Birthday events surrounding 12 Feb 03.
h. In contact with the Smithsonian Institution concerning the donated GAR and National colors from the last GAR encampment. The Smithsonian is performing some degree of restoration and conservation on its battle flag collection in which the GAR flags are included.
Per the decision of the 2002 National Encampment for the forms of the Order to be placed on the National Website various forms were looked at and amended as to language and format. They were then approved by unanimous ballot to be used as amended. The forms were Transfer Form 4, Transfer Form 4-1/2, R.O.T.C. Award Application Form 7, Certification of Election and Installation of Camp Officers Form 22, Camp Annual Report Form 27, Camp Status Report Form 30, Department Annual Report Form 35, and Certification of Election and Installation of Department Officers Form49.
It was moved by PC-in-C George Powell, second by PDC Robert Petrovic to create and have available Life Member Certificates which passed by unanimous ballot. Design of the certificate was approved as presented by National Secretary Ed Krieser with change to use the likeness of the Camp Ribbon Membership Badge with Life Bar. Passed by unanimous ballot.
National Secretary Ed Krieser moved that the requirements for the War Medal be changed to the last Constitution and Regulations Committee recommendation minus all reference to the National Defense medal. Also, that a copy of the DD214 be required to prove military service and participation in military conflict. It was second by PDC Don Darby, who added friendly amendment to grandfather all those currently in possession of the War Medal. The amendment and motion received unanimous approval.
PC-in-C Bud Atkinson moved, PDC Bob Petrovic second to approve design of Military Service Medal as presented. 9 yes votes and 1 abstention. The medals are to be produced and made available as soon as possible to the membership.
PDC Don Darby moved, SVC-in-C Armstrong second, to allow Memorial and Monument funding of $200.00 per camp/department request toward Last Soldier Project. It was unanimously approved.
PDC Darby Moved, PC-in-C Atkinson second, to allow S.U.V.C.W. emblem alongside G.A.R. Badge on plaques for Last Soldier Project. 9 yes votes and 1 no vote. Motion passed.
Moved by PDC Don Darby, second by PDC Bob Petrovic, to give this Year's Founders Award to Devin Hilty of Steubenville, Ohio. Received unanimous approval vote of CoA.
C-in-C Grim informed the Council that the next meeting would be March 8, 2003 at Sandusky, Ohio. More information forthcoming.
The meeting was adjourned.
Respectfully submitted in
Fraternity, Charity and Loyalty,
Edward J. Krieser, PC-in-C
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