SEANC District 47 Meeting Agenda and Minutes - DRAFT

March 3, 2005

SEANC Headquarters

1.         Attendance – Ronald Still, Kathy Cope, Sidney Henderson, Edna Todd, and Doranna Anderson.  Guest - Lynn Cote, North Central District Services Representative. 

2.         Call to order at:  5:32 p.m.

3.         Minutes:  Wondelon Bennett is attending a meeting at church.  Call for corrections to the December minutes.  December's minutes to be represented after corrections.

4.         Treasurer:  Doranna Anderson – Fiscal report presented and accepted as corrected.  50/50 drawing fundraiser held and $250 profits deposited.

5.         Scholarship:  Doranna Anderson – We have received about eight requests for applications. We have not received any applications. The final date to receive applications is April 15, and there will be a date set for the committee to review scoring training with the members.  The district will provide one $250 scholarship. The committee will recommend to SEANC one applicant for each award category for the statewide awards. The goal is to increase the committee size to 3-5 members. 

6.         EMPAC:  Sidney Henderson – Sidney and Wondelon Bennett attended the meet and greet with Wake County General Assembly members on Capital Boulevard.  Both said it was well attended although two General Assembly members could not make it due to family members in hospital.  The attendees pledged support to SEANC issues, including health care, retirement, equal pay without discrimination, raising the tobacco tax.  Lottery was discussed.

7.         Vice-Chair and State-Wide Communications:  Kathy Cope – From the earlier Board of Governor’s Meeting - Voted to purchase new building on Bush Street.  There is a proposal to facilitate better communication between the members.  Video conferencing started January 11, 2005, which went well, was well received, and will be expanded.  There was a training session on communication techniques. 

8.         Membership:  Watson Sanders has resigned and our membership numbers are down.  Zi-Qiang Chen has been asked to consider the position as Membership Chair.  Wondelon had some previous leadership training for membership and we believe Carolyn Macon was trained for 2005 recruitment.

9.         Communication:  Carolyn Macon – No report.

10.       Community Service:  Ronald Still – Basic Needs has given the community over $150,000 in benefits since January 1.

11.       Policy Platform and Statewide Committee:  Edna Todd – There is a meeting coming up and she will be providing an update at our May meeting and possibly sending E-mails out before then.

12.       Retiree:  Marsha Colwell – No report.

13.       Chairman:  Ronald Still – BOG:  SEIU relationship.  Health partnerships.  Bldg. Sale.  MAT plan.  Health and Wellness Event, Communications-more on SEANC site, BOG minutes to be mailed to chairs, sat conference success and expansion, districts need to shape up and comply with membership requirements.  A telephone dialer will be purchased by SEANC, which districts may use for communication.  This may take 6-9 months to put in place and get folks trained.  The price has come down extremely fast over the past two years. 

14.       Old business:  Our district meetings are after work so low cost survival snacks will be provided by the district - pizza, subs, etc.  Doranna will purchase a light meal for the next meeting and file for reimbursement.

15.       New business:  Ronald Still resigned as chair to take on other duties in district and the realignment of officers.  Kathy Cope will serve through convention as Chairman. Ronald Still will be serving as advisor and trainer as ex-chairman through convention.  New District bylaw additions and changes were introduced and will be brought up in May as old business.  These are posted at http://www.seanc47.org/bylaws/index.html. A District fundraiser is proposed for the Health Fair on the Mall. Kathy Cope will lead the project and check with SEANC about booth availability.   SEANC will have SEANC water on the mall.  The Health Fair date and exact details are to be worked out in next 60 days.  Three membership proposals are in the works for the next 90 days.  Details are to be announced later.  Volunteers for these projects will be recruited later.  We have five volunteers just from the meeting.  Phone and E-mail details of the delegates and officers will be sent to all Executive Committee members to facilitate better communications.  Ron and Lynn will cut labels for retirees and members without e-mail accounts so we can move to 100% district communications.  Doranna proposed and the leadership accepted the selling of AutoBell car wash tickets as a fundraiser.  Ron has been asked to provide all our membership data to be matched with the SEANC main data to improve accuracy of communication.    

16.       Meeting adjourned at:  7:30 p.m.

Submitted by:  Ronald Still acting for Wondelon Bennett

Attachments:

Proposed Bylaws Additions and Changes from Chairman Ronald Lee Still:

Article V

Original text:

Section 2. Meetings. The Executive Committee will meet at least quarterly, including the annual meeting. Section 3. Elections.

Change to:

Section 2. Meetings. The Executive Committee will meet at least six times annually, including the annual meeting. Section 3. Elections.

Original text:

Section 4. Appointed Officers. The District Chairperson shall appoint the following officers: Auditing, Bylaws, Communication, Nominating Committee, and Policy Platform Chairpersons; Secretary, who may also serve as Treasurer; and may appoint an EMPAC Chairperson as well as Chairpersons of other committees deemed necessary to transact the District’s business.

Change to:

Section 4. Appointed Officers. The District Chairperson shall appoint the following officers: Auditing, Bylaws, Communication, Nominating Committee, Membership, and Policy Platform Chairpersons; Secretary, who may also serve as Treasurer; and may appoint an EMPAC Chairperson as well as Chairpersons of other committees deemed necessary to transact the District’s business.

Original text:

Section 9. Vacancies. When a vacancy on the Executive Committee exists, nominations for new members may be received from present Executive Committee members by the Secretary 15 days in advance of an Executive Committee meeting. These nominations shall be sent by e-mail or mail to Executive Committee members with the regular meeting announcement, to be voted upon at the next meeting. The vote of a majority of the Executive Committee members in attendance will be required to fill the position. When the District Chairperson’s position is vacated, the Vice-Chairperson shall assume the position of Chairperson. The Secretary will seek nominations for the position of Vice-Chairperson from the Executive Committee members until fifteen days before the Executive Committee meeting. These nominations shall be sent out to Executive Committee members with the regular meeting announcement, to be voted upon at the next meeting 14 days before the meeting. The vote of a majority of the Executive Committee members in attendance will be required to fill the position. The District Chairperson shall, when a shortage occurs for regularly elected delegates, after the Annual Meeting and before the SEANC Annual Convention, appoint a delegate first from the elected Alternates and if there are no Alternates available, from the District’s membership. The name of the appointed Delegate must be submitted to the Treasurer prior to the convening of a session at the SEANC Annual Convention, which the Delegate is expected to attend.

Change to:

Section 9. Vacancies. When an elected officer vacates a position on the Executive Committee exists, nominations for new members may be received from present Executive Committee members by the Secretary 15 days in advance of an Executive Committee meeting. These nominations shall be sent by e-mail or mail to Executive Committee members with the regular meeting announcement, to be voted upon at the next meeting. The vote of a majority of the Executive Committee members in attendance will be required to fill the position. When the District Chairperson’s position is vacated, the Vice-Chairperson shall assume the position of Chairperson. The Secretary will seek nominations for the position of Vice-Chairperson from the Executive Committee members until fifteen days before the Executive Committee meeting. These nominations shall be sent out to Executive Committee members with the regular meeting announcement, to be voted upon at the next meeting 14 days before the meeting. The vote of a majority of the Executive Committee members in attendance will be required to fill the position. The District Chairperson shall, when a shortage occurs for regularly elected delegates, after the Annual Meeting and before the SEANC Annual Convention, appoint a delegate first from the elected Alternates and if there are no Alternates available, from the District’s membership. The name of the appointed Delegate must be submitted to the Treasurer prior to the convening of a session at the SEANC Annual Convention, which the Delegate is expected to attend

Article VI

Original text:

Membership Committee. The Committee Chairperson will serve on the State Standing Committee and act as Chairperson of the District Committee consistent with the State Committee’s policies and coordinate with the District Chairperson to ensure enough members serve on the committee to complete the required work, including as necessary in all buildings, departments, units and sections of the District. The Membership Committee shall try to contact all state employees who work in the area where District 47 membership is based to solicit their membership in District 47. The Membership Committee shall endeavor to inform all new and renewing state employees about the benefits and history of SEANC, including the lines of communication (electronic and paper), the various insurance programs, the Group Buying program (including the vacation packages around the world), and the lobbying efforts and reports. The Membership Committee shall assist SEANC Headquarters in maintaining up-to-date membership records. The Membership Committee shall lead an annual membership drive starting May 1 annually, shall develop and distribute promotional material throughout the District’s area of influence, prepare and present membership reports for the Executive Committee meetings and Annual Meeting, and shall receive membership applications and dues and submit these to SEANC Headquarters daily.

Change to:

Membership Committee. The Committee Chairperson will serve on the State Standing Committee and act as Chairperson of the District Committee consistent with the State Committee’s policies and in coordination with the District Chairperson. The chairman will ensure a minimum of five members serve on the committee to complete the required work, including as necessary in all buildings, departments, units and sections of the District. The Membership Committee shall try to contact all state employees who work in the area where District 47 membership is based to solicit their membership in District 47. The Membership Committee shall endeavor to inform all new and renewing state employees about the benefits and history of SEANC, including the lines of communication (electronic and paper), the various insurance programs, the Group Buying program (including the vacation packages around the world), and the lobbying efforts and reports. The Membership Committee shall assist SEANC Headquarters in maintaining up-to-date membership records. The Membership Committee shall lead an annual membership drive starting May 1 annually, shall develop and distribute promotional material throughout the District’s area of influence, prepare and present membership reports for the Executive Committee meetings and Annual Meeting, and shall receive membership applications and dues and submit these to SEANC Headquarters daily.

Original text:

Communication Committee. The Communication Committee is not a mandatory committee and may consist only of a Chairperson, depending on the tasks at hand. It shall have a primary focus of informing the members of activities of the General Assembly, SEANC and District 47, which might affect them; press stories relating to the employees and benefit issues; and items of general member interest. This should be e-mail and Internet-based. The Committee shall present a District newsletter on the Internet or by mail to all members six times annually and prepare a report of its activities for presentation at the Executive Committee meetings and Annual Meeting.

Change to:

Communication Committee. The Communication Committee is not a mandatory committee and may consist only of a Chairperson, depending on the tasks at hand. It shall have a primary focus of informing the members of activities of the General Assembly, SEANC and District 47, which might affect them; press stories relating to the employees and benefit issues; and items of general member interest. This should be e-mail and Internet-based. The Committee shall post District news on the Internet, by e-mail, or by mail to all members monthly and prepare a report of its activities for presentation at the Executive Committee meetings and Annual Meeting.

Article VII

Original text:

Section 1. These Bylaws may be amended when necessary by a majority vote of the members attending the Annual Meeting. Proposed amendments must be submitted in writing, with the proponent’s name and contact information, to the Chairperson of the District Bylaws Committee in time for the Committee to prepare a report to the Annual Meeting and for the Secretary to send out copies by e-mail or mail with the meeting announcements not less than fourteen days before the meeting.

Change to:

Section 1. These Bylaws may be amended when necessary by a majority vote of the members attending the Annual Meeting. Proposed amendments must be submitted in writing on District 47's Bylaws Amendment/ Change Form, with the proponent’s name and contact information, to the Chairperson of the District Bylaws Committee in time for the Committee to prepare a report to the Annual Meeting and for the Secretary to send out copies by e-mail or mail with the meeting announcements not less than fourteen days before the meeting.

Add:

Insurance Committee:  The Insurance Committee is responsible for assisting the regional board in developing new insurance programs for SEANC members and administering the SEANC Term Life Insurance Program, and serving the SEANC Board of Governors in an advisory capacity for any matters relating to group term insurance and the administration thereof. The chairman will select an assistant from the opposite pool of members so that one can represent the active workers and one the retired.  The committee will distribute information to members regarding any insurance matters, which might impact the members or their families.  A report on activities and news will be presented at each regularly scheduled meeting of the district Executive Committee.

Member Action Team:  The Member Action Team (MAT) shall educate their co-workers at their worksites, make phone calls to other SEANC members and members of the General Assembly, write letters to the editors of local newspapers and participate in SEANC lobby days and a SEANC rally.  The team will serve as the district’s rapid response team and will swing into action as needed.  Most efforts will be initiated by and coordinated with statewide MAT leadership.  A minimum of three members will serve.  This is not an elected or appointed committee, nor do its members serve terms. 

Member Discount Committee:  The Member Discount Committee has the responsibility of improving and maintaining an ongoing campaign to attract and retain businesses across the state willing to participate in SEANC's Member Discount Program by offering discounts on products and services to SEANC members.  The committee is comprised of a chairman and at least two members (preferably one retired and one active).  It will report its activities and related news to the Executive Committee at each regularly scheduled meeting.

Retiree Committee:  The Retiree Committee will support the SEANC Retiree Council to address issues and concerns of SEANC's retired membership and advise SEANC lobbyists on retirement issues under consideration by the General Assembly. The Chairman and his selected members will be retirees.  It is their duty to share any retirement information with the membership and to report their activity and news at the Executive Committee’s regularly scheduled meeting. 

Scholarship Committee:  The Scholarship Committee is responsible for the distribution of materials advertising both the district’s and SEANC’s statewide scholarship activities, which may include fundraising, advertising, applicant’s appraisal, awarding the scholarship, and coordinating with the state level scholarship committee.  The Membership Chairman shall attend statewide or regional training sessions and share the information with the committee members.  The chair shall select two-four members for the committee and is expected to vote on the awarding of the scholarships.