MINUTES OF THE COUNCIL OF ADMINISTRATION MEETING
DEPARTMENT OF VIRGINIA, VFW
HELD AT THE SHERATON RICHMOND WEST,
RICHMOND, VIRGINIA
Sunday, June 22, 2003

The Council of Administration Meeting of the Veterans of Foreign Wars of the United States, Department of Virginia, was called to order at 12:00 a.m. on Sunday, June 22, 2003, in Ballroom A of the Sheraton Richmond West, Richmond, Virginia, by State Commander Peter M. Snelling.

State Commander Snelling asked State Chaplain Edward L. Powers for the opening prayer, followed by the Pledge of Allegiance.

State Commander Snelling asked State Adjutant/Quartermaster Kim A. DeShano for the Roll Call of Council Members. All were present with the exception of the following Inspector Edward E. Cluney, Eleventh District Commander Eugene Chavis and Twelfth District Commander Kenneth Suthard who were excused.

State Commander Snelling asked all Previous Department Commanders to stand and be recognized.

State Commander Snelling stated he believed in two things, we have to get the work done and to get the work done we have to have meetings. He also believes that the meetings should be and will be only as long as they are needed to be to conduct the work. He asked that the District Commanders remember "Team VFW Team Virginia." Stated they have to get all members involved and not let them go out the back door. State Commander Snelling spoke briefly on excuses members have and gave a rebuttal for each of them.

State Commander Snelling stated there were two targets that need to be addressed. First the minorities, there are a lot of Posts that will not accept the minorities and some Posts that will not accept the majorities. Stated we have to stop thinking that way, we all bleed the same color, we all laid in the fox holes together and we all sailed the same seas. We all must be united in the VFW, so please preach this. Stated all Officers are available to you. State Commander Snelling stated he does not run this Department he represents the members of this Department and his job is to carry out the desires of the Membership. Don't sit on the problems let the Officers know. State Commander Snelling stated he had a cell phone, house phone and email, he doesn't cut his phone off. The only request he makes is that you do not call after 11:00 p.m. or before 7:00 a.m. unless there is an emergency.

State Commander Snelling will be doing things differently. The Line Officers will speak, then the District Commander and then Committee Chairman. Also, he doesn't believe in formality, he believes in getting the work done, whatever it takes to get it done and that we don't waste time.

State Commander Snelling announced the School of Instruction will be held at the Holiday Inn Select in Lynchburg, July 11-13, 2003, please let the Posts know of this, they need to come to this School. He stated everyone should have the agenda and it will cover a lot of information. It will be a true working session. We will be there to work, teach and learn. State Commander Snelling stated he is always open to suggestions and he suspects that they will get some. Every suggestion that is made will be carefully analyzed to see if it is implementable. We will not fix what is not broken.

The National Convention will be held in San Antonio, Texas, August 23-29, 2003 and Fall Council of Administration Meeting will be held at the Holiday Inn Select, Lynchburg, September 19-21, 2003.

State Commander Snelling stated we did not have a Community Activities Committee we have a Community Services Committee and the Chairman is Daniel D. Boyer, Jr. Under him is the Vice-Chairman for Americanism, a Vice-Chairman for Communities Activities, a Vice-Chairman for Safety and a Vice-Chairman for Youth Activities. These Committees are going to be counseled by Dan as to what he expects of them. Their job will not be changed a lot. We are continuously getting letters from National asking us to appoint another Committee. We will not take on anything that will divert us from our main missions. If we have to go back to National and say no, he will do that. There is another Committee he would like to address, and that is Membership. Stated there are almost 36,000 members in the Department and every one of them will be recruiters. We need to encourage every one of them to take an application and sign up at least one member. Advertise it and get the word out that every one of these members are eligible for the individual awards.

State Commander Snelling stated we did three to four times the amount of things that are reported. Stated we need to counsel the people to do the paperwork. Asked that everyone be Team VFW Team Virginia.

State Commander Snelling stated he contacted a lot of people and asked them to serve on Committees either Chair it or serve as Members. Stated he asked every Chairman to tell him the name of the people he wanted on his committee. Stated he would not read the Chairman and the Members, because there will be a Roster out shortly and all the names would be in there.

At this time, State Commander Snelling asked the Budget and Finance Chairman for his report.

Budget and Finance Committee Chairman Paul T. Moore stated is it up to the Council of Administration to approve the Budget not the Budget Committee. Stated the Constitution and By-Laws say the State Quartermaster prepares the Budget. Spoke briefly on Admission fees Revenue estimated -$1,000.00; Membership Recruiting Anticipated Revenue -$5,000.00 and Expenses - $20,000.00 and that is what comes out of the Draw Account (a portion of it will be reimbursed); Membership Awards Expenses (the incoming Commander and Quartermaster based this on the Membership Campaign) - $46,522.00 (it covers every award that goes out); Bank Account Interest and Fees - ($500.00) (spoke briefly of why it is negative account); Committees Expenses - $57,375.00 (this is all the Committees including the Honor Guard); Disaster Relief Expenses - $5,000.00 (some discussion as to what this account means); Emblem & Supply Revenue - $4,500.00 (based on a percentage of what people in the Department order); Fundraisers Revenue - $126,500.00 (moved the accounting of Buddy Poppies sales into Fundraisers, because the Department of Virginia is not required to have a relief Fund) Expenses - $35,800.00 (based on the new price of Buddy Poppies and anticipated buying of 400,000 Buddy Poppies during the year); Heritage Magazine Revenue -$16,000.00- Expenses $3,000.00; Hospital Expenses - $6,000.00 (donations made to every hospital)(Comrade Fred Wolking stated this item was now under Veterans Services and there is no Hospital Item) (State Commander Snelling stated there were five VA Hospitals and one Veterans Care Center); Old Bills Previous Administration Revenue - $22,000.00 ($15,000.00 for Heritage and $7,500.00 refund from National to pay for Draw Account things) Expenses - $35,000.00 (the Budget/Finance Committee recommendations this item be increased to $45,000.00); Postage - $18,000.00 (spoke briefly on the reductions of the postage that should occur); Quartermaster Bonds should be deleted from Expenses; Telephone Expenses - $10,000.00; Utilities Expenses - $6,000.00; Website and Maintenance Expense's (New item) - $4,500.00; Flying Squadron (School of Instruction) Expenses - $15,000.00; Satellite Training Expenses - $3,000.00 (State Commander Snelling asked what the expenditures where for the Satellite Training) (Previous Department Commander Lawrence F. Mattera stated that the Post the hosted the training and food was prepared the Department reimbursed them); State Convention Revenue - $15,000.00 Expenses - $13,000.00; Salaries - $96,137.50 (stated the work load is not going up at State Headquarters and the Committee does not recommended a pay raise only a COL increase 1% for the Assistants) new Salaries - $84,637.50; Commander - $6,000.00; Senior Vice Commander - $5,000.00; Junior Vice Commander - $5,000.00; Adjutant/Quartermaster - $5,000.00; Judge Advocate - $2,500.00; Surgeon - $2,500.00; Chaplain - $2,500.00; Chief-of-Staff - $2,500.00; Past Department Commander - $2,500; Inspector - $1,500.00; Washington Conference - $1,275.00 (a voucher must be submitted)(the Committee recommended to increase the Commander, Senior Vice Commander, Junior Vice Commander and the Adjutant/Quartermaster's Expenses to what they were last year and delete the Washington Conference items); Commander's Contingency Fund - $10,000.00 ( the Committee recommends to strike Commander's from the item to be just Contingency Fund).

Budget and Finance Committee Chairman Moore made the motion to adopt the Proposed Budget with the recommended changes that were just made, seconded by Senior Vice Commander Tom W. Hines and after some discussion the motion carried.

State Commander Snelling stated the Budget would be reevaluated and readjust as needed during the year.

State Commander Snelling asked the Line Officers if they had any comments.

Senior Vice Commander Hines welcomed the new District Commanders. Asked the District Commanders to go back to their Districts and between now and the School of Instruction, try to identify any Posts that have a particular problem, make contact with that Post tried to get them to come to the School of Instruction. They intend to reeducate this year starting at District level. Asked Ramon Stafford and Comrade Fred Wolking to do a three to five minute skit on how to recruit members, just a one on one. Comrade Hines stated sometimes you need to spend extra time to keep someone from going out the back door.

Junior Vice Commander Daniel D. Boyer, Jr., stated he was the Chairman of the Community Service Committee, if you make his life easy he will make yours easy. Get the Posts to do the reports, if that doesn't happen he will harass you.

Judge Advocate Charles Crouch encouraged anyone to come to the School of Instruction it is very important especially for those who do not know about Direct Dues, the first notifications have gone out this month.

Surgeon Jimmy Lee Wallace stated he would be taken care of Hospital Reports and that started 1 May, bring them to the School of Instruction and he will also be given a class on the Reports at the School.

State Adjutant/Quartermaster DeShano stated when you call State Headquarters he will be one of the first ones to answer the phones, you will be speaking directly with him and he will get the answers to you as soon as possible. Also he has a cell phone and he will publicize the phone number and you will be able to reach him seven days a week. Stated he plans on being 110% and he will be there for this Team and for the state of Virginia.

Comrade Wolking stated he thought it was a sign of process that are going to allow the newcomer to the position to have what little experience he has acquired in nine months that he can share to help him get a better start than he got last September.

Comrade Victor Weaver has had questions on where the Satellite Training's are going to be on July 26^th and he doesn't know.

State Commander Snelling stated the Satellite Training will be held on July 26^th will be at Second District - Post 392 Virginia Beach, Third District - Third District Headquarters, Fourth District - Post 637 Hopewell; Fifth District - Post 1115 Hillsville; Sixth District - Post 5311 Christiansburg; Tenth District - Post 7327 Springfield and Eleventh District - Post 2216 Staunton. Line Officers will be assigned to their local area.

At this time, Past Department Commander Lawrence F. Mattera stated John Furgess, who is a member of our Conference, is running for the position of National Senior Vice Commander-in-Chief and it is our responsibility as the Delegation here to endorse or not to endorse.

Past Department Commander Mattera made a motion to support John Furgess for the office of National Senior Vice Commander-in-Chief seconded by Paul Moore and the motion carried.

State Commander Snelling made a motion to support the current National Senior Vice Commander-in-Chief Ed Banas to National Commander-in-Chief seconded by Past Department Commander Mattera and the motion carried.

State Commander Snelling announced before departing he wanted to leave you with two thing Team VFW Team Virginia.

There being no further business, State Chaplain Powers closed the Bible with prayer, followed by the Comrades saluting the Colors.

The meeting closed at 13:40 p.m. in due form according to Ritual.

Submitted by
Kim A. DeShano
State Adjutant/Quartermaster