Minutes
Board of Directors Meeting
Military Writers Society of America
Minutes of the Meeting
December 6, 2023
1. The meeting was called to order at 12:05 PM EST via Zoom by Secretary, Ruth W. Crocker. Also attending were: Jim Greenwald, President; Valerie Ormond, Vice-President; Hugh Simpson, Treasurer; Directors at Large, John Cathcart, Dane Zeller and Kathleen Rodgers; Bob Doerr, Past President; Founder, Bill McDonald; Gary Zelinsky..
2. Minutes of the Last Meeting were approved by Valerie and motion duly made and seconded by Hugh.
3. Treasurer’s Report was presented by Hugh Simpson. The board discussed losses contributed to by Dispatches and Anthology as well as increases in the cost of doing business, i.e. Wild Apricot contract increase (now $2592 per year). John will have a budget prepared in January for review. Motion to approve the Treasurer’s report made by Valerie and seconded by Jim.
4. No further Old Business
5. Under New Business, Gary reviewed the contributions made by volunteers (principally Becca) using social media (FaceBook, LinkedIn, Instagram) to benefit and promote MWSA. The cost of using a service to coordinate the timing of media output is about $100 per year. All the volunteers need, at this point, is more content for distribution. Gary is presently trying to find a volunteer to be the manager of social media. He described that it has been helpful to take a break from publishing Dispatches and organize the volunteers who have stepped forward to edit and re-synthesize the magazine. John suggested that perhaps the design aspect of Dispatches production could be contracted out in India at a lower cost. Kathy presented an argument for a digital blog version, rather than a pdf, of Dispatches because there would be room for more material and it may appeal to younger audience. Bob Doerr presented a snapshot history of Dispatches and how the publication has changed over time mainly because of the attrition of its original planners and designers and the subsequent necessity that Sandra take over all aspects of production. Dane raised the question: “Why are we doing all these different projects? Dispatches is what we do.” The consensus at the end of this discussion was that we do support the magazine because it gives members the opportunity to be published and we must figure out the best way to produce it and disseminate it going forward.
6. Regarding the Buckaroo auction, Valerie stated that the plan is to do it again at the next conference. Heime will take over because Randy will not be available. Bob volunteered to help with the auction and send ideas to Valerie.
7. (Regarding honorary Member Memberships, Special Award Plaques, and a vote on Reimbursement Wording Changes, I have no notes that these were discussed. See addendum at the end of the minutes.) Valerie discussed the Writer of the Year Award update, describing some wording that has been updated, specifically that we can’t tell honorees what they should do for the organization. Nominations will be received through June 15 and those nominations that are accepted will be submitted to the board by July 15 and winner announced.
8. Board meetings for 2024 will be held at 12pm EST on 3/6/24, 6/5/2024, 12/11/2024. The board meeting during the conference will be held on 9/26/24 at a time to be determined. John showed the board, via screen share, how to access administrative information/Zoom address for meetings on the website. “Go to the bottom of any page and look for ‘Administration’ tab. Password is currently ‘MWSA2024.’ Zoom invite is also within this tab. Within the leadership and portfolios document, look for information that is out of date and let me know about it.”
9. Jim Greenwald provided an update on the conference particulars for San Diego. It will be held at the Windham Bay View hotel which is located about 3/10 of a mile from Midway. The cost for lodging is about $10 less per night than it was for the 2023 conference in New London.
10. Regarding the hiring of a photographer for the San Diego conference, Valerie said that this is on hold right now because of the added expense and requested that any potential volunteer photographers be suggested.
11. The meeting was adjourned at 1:00Pm EST. Next meeting: March 6, 2024 @ 12 PM EST.
(the following notes were included with the agenda and retained here to add clarification to the actual meeting minutes)
Up for a VOTE: [Vote Yes, No, or Leave as is]
1) The MWSA Reimbursement Schedule/Policy – It does not contain additions
just wording changes for clarification.
2) Deals with special awards in that should they all should be engraved crystal
type awards, President’s Award, and Mike Mullins Memorial Writer of the
Year.
3) Honorary Membership is a permanent honor. Lasts until the person is no
longer involved/interested in volunteering with MWSA.
4) An update to our bylaws is in progress and hopefully a review and vote
will take place by January. The committee is composed of Jim Tritten,
Bob Doerr, and jim greenwald. Bob has incorporated ideas/suggestions.
5) Deals with clarification of Special Awards especially the Mike Mullins
Memorial Writer of the Year Award.
MWSA Reimbursement Schedule/Policies - [Changes in RED]
The following sets forth MWSA policy for reimbursement and the account it is charged against:
A. One night’s cost of the hotel room during our annual membership conference for the President, V. President, Treasurer, Secretary, the four At-Large Directors, and the immediate Past President who attend the Board Meeting at the Conference. (Charged against our Operations Account)
B. One night’s cost of the hotel room during our annual membership conference for a member of the Program Committee who is required to be at the conference a night early to manage/prepare the location for the event. In our Thursday to Sunday conference this would be Wednesday night. (Charged against our Operations Account) < was charged to Conference
C. One night’s cost of hotel room for any required instructors/presenters participating in a “Write Your Story” (WYS) Class if one is locally held before or after the conference. Required staff includes the President, WYS Chair, two presenters (if the Outreach Chair is attending and presenting), if not then three presenters. The number of presenters can be up to five if the program being presented requires it, + Tech Support if needed. (Charged against our Operations Account)
D. Up to two nights’ cost of a hotel room for any instructor/presenter who participates with an Outreach approved WYS Class conducted at a different location more than 50 miles from home and time than our conference. Hotel used needs to be coordinated during the planning stage for the WYS Class and be approved by the Outreach Chair. The required personnel would include the WYS Class Leader, and for a half-day class one additional presenter/instructor, for an all-day class two additional presenters/instructors. (Charged against our Operations Account)
E. Mileage will be reimbursed for MWSA business and regional WYS and or Outreach events at current government per diem rate, expense to be approved by the Executive Committee). Ride sharing to an event is encouraged. (Charged against our Operations Account)
F. Up to two Awards Directors receive up to three night’s hotel paid by
transferring funds from the Awards Account to the Operations Account.
G. Up to two Awards Directors receive their Conference Fees Paid by transferring funds from the Awards Account to the Program Account.
[F & G are clarifications of the process]
H. Any costs for printing and or postage of any materials needed for any approved MWSA activity. (Charged against our Operations Account)
I. Conference fee and two night’s hotel cost for the MWSA Founder, when he attends a conference. (Charged against our Operations Account)
J. Conference hotel parking fees for members required to use their vehicle to bring supplies, etc. to the conference. (Charged against our Operations Account)
K. Any of the above can be amended or modified for a single exception or as a permanent change by a majority vote of the Executive Committee of the Board of Directors.
L. The President will compile a list of the reimbursable attendees, nights accumulated (for WYS, Conference Program, and Awards) within five days of the end of the conference and forward to the Treasurer to distribute reimbursement checks to the attendees.
5) Clarification/wording of the MMAOY Award
+ Definitions
The Committee shall consider all forms of writing—fiction, non-fiction, and poetry.
The author’s work displays respect for the military and military family understandings, abilities, and appreciations.
“Distinguished” contributions are defined as:
Marked by eminence and distinction; noted for significant achievement.
Marked by excellence in quality.
Individually distinct.
“Writer/Author” may include co-writers and co-authors.
+ Criteria
Candidate should have a “significant body of work.” This requires a minimum of four books, articles, or works in publication, and must include award/recognition at a minimum from MWSA.
Current dues paying member and actively involved with MWSA.
SAVING HISTORY ONE STORY AT A TIME
Board of Directors Meeting Agenda for December 6th @ 12 PM EST
Agenda Item
Speaking
Call to Order – Roll Call Ruth Crocker
Minutes from the Last Meeting Ruth Crocker
Treasurers Report Hugh Simpson
Old Business
New Business – Social Media & Dispatches Gary Zelinski
Buckaroo Auction Valerie Ormond
Honorary Memberships jim greenwald
Special Award Plaques jim greenwald
Vote on Reimbursement Wording Changes jim greenwald
Board Meetings 2024; noon except for Conference: 3/6, 6/5, 9/26, and 12/11 jim greenwald
San Diego Status/Update jim greenwald
Discussion on a Photographer for San Diego Valerie Ormond
Up for a VOTE: [Vote Yes, No, or Leave as is]
1) The MWSA Reimbursement Schedule/Policy – It does not contain additions
just wording changes for clarification.
2) Deals with special awards in that should they all should be engraved crystal
type awards, President’s Award, and Mike Mullins Memorial Writer of the
Year.
3) Honorary Membership is a permanent honor. Lasts until the person is no
longer involved/interested in volunteering with MWSA.
4) An update to our bylaws is in progress and hopefully a review and vote
will take place by January. The committee is composed of Jim Tritten,
Bob Doerr, and jim greenwald. Bob has incorporated ideas/suggestions.
5) Deals with clarification of Special Awards especially the Mike Mullins
Memorial Writer of the Year Award.
MWSA Reimbursement Schedule/Policies - [Changes in RED]
The following sets forth MWSA policy for reimbursement and the account it is charged against:
A. One night’s cost of the hotel room during our annual membership conference for the President, V. President, Treasurer, Secretary, the four At-Large Directors, and the immediate Past President who attend the Board Meeting at the Conference. (Charged against our Operations Account)
B. One night’s cost of the hotel room during our annual membership conference for a member of the Program Committee who is required to be at the conference a night early to manage/prepare the location for the event. In our Thursday to Sunday conference this would be Wednesday night. (Charged against our Operations Account) < was charged to Conference
C. One night’s cost of hotel room for any required instructors/presenters participating in a “Write Your Story” (WYS) Class if one is locally held before or after the conference. Required staff includes the President, WYS Chair, two presenters (if the Outreach Chair is attending and presenting), if not then three presenters. The number of presenters can be up to five if the program being presented requires it, + Tech Support if needed. (Charged against our Operations Account)
D. Up to two nights’ cost of a hotel room for any instructor/presenter who participates with an Outreach approved WYS Class conducted at a different location more than 50 miles from home and time than our conference. Hotel used needs to be coordinated during the planning stage for the WYS Class and be approved by the Outreach Chair. The required personnel would include the WYS Class Leader, and for a half-day class one additional presenter/instructor, for an all-day class two additional presenters/instructors. (Charged against our Operations Account)
E. Mileage will be reimbursed for MWSA business and regional WYS and or Outreach events at current government per diem rate, expense to be approved by the Executive Committee). Ride sharing to an event is encouraged. (Charged against our Operations Account)
F. Up to two Awards Directors receive up to three night’s hotel paid by
transferring funds from the Awards Account to the Operations Account.
G. Up to two Awards Directors receive their Conference Fees Paid by transferring funds from the Awards Account to the Program Account.
[F & G are clarifications of the process]
H. Any costs for printing and or postage of any materials needed for any approved MWSA activity. (Charged against our Operations Account)
I. Conference fee and two night’s hotel cost for the MWSA Founder, when he attends a conference. (Charged against our Operations Account)
J. Conference hotel parking fees for members required to use their vehicle to bring supplies, etc. to the conference. (Charged against our Operations Account)
K. Any of the above can be amended or modified for a single exception or as a permanent change by a majority vote of the Executive Committee of the Board of Directors.
L. The President will compile a list of the reimbursable attendees, nights accumulated (for WYS, Conference Program, and Awards) within five days of the end of the conference and forward to the Treasurer to distribute reimbursement checks to the attendees.
5) Clarification/wording of the MMAOY Award
+ Definitions
The Committee shall consider all forms of writing—fiction, non-fiction, and poetry.
The author’s work displays respect for the military and military family understandings, abilities, and appreciations.
“Distinguished” contributions are defined as:
Marked by eminence and distinction; noted for significant achievement.
Marked by excellence in quality.
Individually distinct.
“Writer/Author” may include co-writers and co-authors.
+ Criteria
Candidate should have a “significant body of work.” This requires a minimum of four books, articles, or works in publication, and must include award/recognition at a minimum from MWSA.
Current dues paying member and actively involved with MWSA.