ADA Annual Meeting May 5^th. 2007

Valley Forge, Lancaster County, Pennsylvania

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The meeting was held on May 5^th. It was opened at 1:45 PM by Ollie Pickral with the pledge of allegiance and a moment of silence for departed comrades. This was followed by the reading of the minutes of last year’s meeting.  Ollie Pickral then discussed the importance of the various forms that must be prepared and updated by our member organizations. Our finances were explained by Ollie. A written copy of the financial report was previously given to all members.

There was discussion on the magazine ads that the ADA had done in previous years. It looks like interest has faded and we are no longer proceeding with this project. We received a new member organization, the 173^rd. Airborne Brigade Association, thanks to a tip by Butch Sincock. A voice vote admitted them to the ADA. Jim Bradley spoke about the close ties that the 173^rd maintains with their active duty soldiers The 101^st. Airborne Division Association had been absent from our meetings for several years. They returned this year after a full turnover of staff. They now have four paid employees. Ron Rath inquired if his regiment could join as a separate organization from the division. Ollie requested that he call him later concerning this. Rich Scales, Americal Division rep, asked that any units sending their newsletters to ADA member organizations send their newsletters not to him but to the Americal newsletter editor, Dave Taylor.

Reunion Costs: Ollie spoke about how costs are climbing for reunions. Business is good at the hotels and their rates are rising. He said the 11^th.ACR had moved their reunion dates to after labor day in order to obtain a better room rate. Butch Sincock said to be flexible on your dates, maybe even winter. He has given up some comp rooms to get a good rate and by playing the hotels against each other it might help. He remarked that in the future we might have to pay for meeting space. Ed Burke inquired about any problems encountered by members who have changed their normal reunion dates. Most said no problems were encountered but Manny DeJesus said the 82^nd. could not change due to the number of young soldiers. Manny told how when planning their reunions, the local chapter worked on the contract which was checked out by the reunion chairman prior to signing. Other members then related their own methods. Ollie spoke about perhaps getting a basic contract from all units and then picking out the best one. Ed Burke said that we should be doing this as a request for proposal rather than a contract. Rich Scales spoke about the savings obtained by having buffet dining rather that plated meals. Other members said that was true but they liked the meal served instead of standing in line. Mary Brenner said to have the CVB make the name tags for your members and have them man the registration table as she considered this their job. She previously worked in that industry. She will be checking on some CVB’s to see what they will do.

Liquor: Ollie said to leave it up to the hotel. Each unit is apparently doing it different according to locations, etc.. The 82^nd. Brings their own liquor, food, and bartenders. They have insurance costing them $23,000.00 a year which covers all activities of 99 chapters. Butch Sincock suggested units check into an insurance pool but there was not much interest in this idea as the member organizations are to diverse in their needs. Ollie told about a missing $15,000.00 from his unit. They may be able to recover the funds from their insurance. Butch told about a problem with one of their treasurers stealing $10,000.00 from one of the regiments.

Act of God Clause in Contract: Butch Sincock spoke about their reunion in Hampton, VA that was held during a hurricane. The hotel gave out free food when the power gave out. I failed to note the name of the hotel but he was happy with them saying “they didn’t hold their feet to the fire” on the contract. Manny DeJesus said to get a “war clause” noted in your contract.

Event Orders: Ollie said to have only 3 reliable persons eligible to sign event contracts. Steve Page, same outfit, said he will not pay the hotel unless the order is signed by those persons.

Signs & Banners: Ollie said to make sure that your contract notes any restrictions on these items. It may be prohibited by some hotels.

DJ or Band: The 1^st. Cav likes a band this year only. Dick Behrends said that his men were not doing any more dancing and a band was not needed.

Reunion Management: Ollie said that the ADA has a list available of reunion management companies. See him for a copy. Mary Brenner spoke about her unfavorable dealing with one of these outfits, Military Reunion Planners. She said the 101^st. ended up doing most of the work they had paid him to perform. Also, he had the registration money and it took her two months to collect.

Transportation: Harold Tendam said that his unit likes to utilize a local tour company. Dennis Webster said that the 1^st Cav. might spend $12,000.00 on buses on a reunion at Fort Hood, and that is with a discount. He said it’s  important to keep a good working relationship with the authorities on the post. Butch said the 25^th used Army buses at their Hawaii reunion, however they have spent as much as $12,000.00 on buses in the past.

Publicity: Dick Enterline said that you need something marketable, and that a good man is needed to handle that job. Carl Topie does this job for the 3^rd Division. He sends e-mails to TV and radio stations one month before the reunion. He places ads in the Legion, VFW, etc .magazines. He requests local newspapers to make announcements.. Jim Brady said he asks the mayor of the host city to give a proclamation.

Religious Services: Most units agreed that information on local churches would be available from the hotel and that was how they advised their men to seek the data. On the last day of most reunions, a non-denominational service was generally held by a majority or our associations.

Smoking: Manny DeJesus said that the 82^nd allows smoking at their reunions only in the hospitality room. Fred, the 25^th rep said that he believed a no smoking policy at reunions would increase membership as some folks will stay away but a larger number will come. Steve Page said that his reunion feed back reports had complaints of not enough smoking rooms.

ASCAP: Little discussion on this topic. Ollie spoke about the need to pay dues to ASCAP but if anyone is, I didn’t get their name or number.

Group Photos & Reunion Books: Ollie spoke about these projects requiring long lines for members and some folks refused to participate for that reason. John Emory said his group uses and likes them. 

Publications: Ed Burke wanted to know if any units were using advertising in their newsletters. Some were and Butch Sincock said that regulations stated that only 10% of a newsletter may be advertisements. He has a power point program issued by the US Post Office showing the rules & regulations. Ed Burke and Mary Brennan suggested that those men working on their newsletters should take a class that is offered at the bulk mail center.

Dissolution: Harold Tendam spoke about the 87^th Division being in the process of dissolving. They have already given away to acceptable charity $27,000.00 from their treasury and are now operating any reunions at a $10,000.00 loss.

Rings: Ed Burke said that this a program that can make considerable money but it cannot be offered very often. Price of gold has gone up and the rings have become quite expensive.

Future Meeting Sites: Don Kelby has been doing the leg work on lining up our meeting sites. We’ve already hit many of the major cities that might consider hosting a group such as ours and now we’re forced to look at some of the smaller venues. He had two bids out for 2008, Kalamazoo & Springfield, IL. Kalamazoo was not offering to pay transportation costs. A hand vote indicated that the men want to take Springfield up on their offer for the dates of May 18 thru 20, 2008. So far he has an offer from Lexington KY April or May in 2009. They would be providing transportation if we accept.

Meeting adjourned at 4:00 PM.

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