Formal Meeting Minutes


Because ABI board members reside all over the country, it conducts most business via email. To make it possible to follow multiple conversations, each item offered for discussion and voting is given its own Formal Meeting (FM) Number. The table below summarizes the FMs that have been conducted throughout the term.

For a record of previous terms' minutes, go to the Archives.      
FM #
Date
Meeting Summary Vote
17-33
8-6-2017
Miscellaneous Reimbursements
SLK moved that she be reimbursed $532.01 for Reunion 2017 charges including décor, various trips to the venue, bowling and golf scouting, and dinners during our off year Board Meeting/Reunion Planning Meeting
Yes: 10
17-32
6-28-2017

Approval of the Nominations Report
MJP moved that the attached Nominations Report be approved and posted online.
Yes: 10
17-31
6-21-2017
Miscellaneous Reimbursements
MLD moved that the following reimbursements be made:
  • $354.46 to Marie Littlejohn Dunn.
  • $29.02 to Tor Hermannsson via check sent to <address snipped>
  • $70 to Daily Hugz via PayPal.
Yes: 10
17-30
6-19-2017
Memorial Gift in Honor of David Owen
MLD moved that ABI make a donation of $100 (COA#6110) to Austin German Shepherd Dog Rescue in honor and remembrance of David Owen.
Yes: 9
Abstain: 1
17-29
6-15-2017
Reimbursement for Board Service Gifts
MLD moved to reimburse Hirath Ghori for the expenses incurred to buy gifts to the Board members.  Total cost is:  $551 (COA# 6110).
Yes: 10
17-28
6-10-2017
Payment of the Final Bill to FL Hilton
LAG moved that we pay the Hilton $47,215.06 for food and beverage expenses.  Hilton will accept a check or wire transfer.
Yes: 10
17-27
6-8-2017
Appointment of Sandra Kerr-Louchard to the vacant VP Position
MLD moved that Sandra Kerr-Louchard be appointed as ABI’s Vice President for the remainder of the 2015-2017 term.
Yes: 9
17-26
6-9-2017
Approval of the ABI Board Meeting Minutes from 5/26/17
ADN moved that, after additions and/or corrections, the attached minutes of the May 26, 2017 Board of Directors Meeting, be approved and posted to the ABI Website.
Yes: 9
17-25
5-26-2017
Reimbursement to Tor for Miscellaneous Reunion Purchases
HAG made a motion to reimburse Tor Hermannsson for an Ace Hardware purchase of tools to assemble ping pong tables.
Yes: 9
17-24
5-26-2017
Reimbursement for Reunion Raffle Materials
DEK made a motion that she be reimbursed for an Office Depot purchase of raffle supplies.
Yes: 9
17-23 motion withdrawn in discussion phase  
17-22
5-20-2017
Approval of the Q1 2017 Financials
TEL recommends that the Q1 financial information from the attached ABI Budget & Income report be approved by the Board for posting on the ABI website.
Yes: 9
17-21
5-20-2017
Reimbursement for Miscellaneous Reunion Expenses
LAG moved that Apex Event staffing be reimbursed $ 1,623.13 COA#7160.  They will pick up the check from the hotel on May 24th. 

She also moved that LAG be reimbursed a total of $977.14 for the following items.  Payment may be sent via Chase QuickPay

1.       Badges: $148.06 to COA#7111
2.       Chromebooks/Printer: $342.81 to #7122 and $342.81 to #5250
3.       Ping Pong Table:  $ 143.46 to COA#7121

LAG moved that MLD be reimbursed $143.46 #7121 for Ping Pong table purchase.  Reimbursement may be sent via Chase QuickPay.

LAG moved that 811 Marketing be reimbursed $200 (7113).  Payment may be paid by check.
Yes: 9
17-20
5-20-2017
Reimbursement for Reunion Raffle Materials
DEK moved that she be reimbursed $29.77 for the purchase of gift boxes, $107.78 for Office Depot supplies, $50.79 for signage, and $66.05 for shipping of some raffle items to FLL   Total of $254.39 to COA 5820/5830.  Payment may be sent to my PayPal account.
Yes: 9
17-19
5-14-2017
Reimbursement for Miscellaneous Expenses
MLD moved that she be reimbursed $608.81 ($9.87 to #2810, $238.94 to #7180, and $360.00 to #6140).  Payment may be sent via Chase QuickPay.
Yes: 9
17-18
5-12-2017
Reimbursement for Reunion Brochures
ADN moved that she be reimbursed $218.76 for 500 Reunion Brochures. COA 7111 and payment may be made to <address snipped>
Yes: 9
17-17
5-11-2017
Acceptance of the Federal Tax Forms
TEL recommends that the tax forms be approved by the Board, filed with the respective tax authorities, and posted on the ABI website.
Yes: 9
17-16
5-6-2017
Reunion Centerpiece Payment
ADN moved that we pay the following: $552.64 to Super Wholesaler to be paid via ABI Credit Card
Yes: 9
17-15
5-4-2017
Reunion Goodie Bag Payments
LAG moved that we pay the following vendors as follows and assigned to account #7111 (Goodie Bag Expense):
Objectivo: $5493.38 to be paid via PayPal:  http://ocreatives.com/en/payments/
4Imprint: $4056.02  to be paid via ABI Credit Card
Discount Mugs: $3793.42, to be paid via ABI Credit Card
Yes: 9
17-14
4-26-2017
Reimbursement for mailing check for ballot mailing
TEL moved that Tom Littlejohn be reimbursed $23.75 (COA# 5322) for express mail postage for the ballot mailing payment.  Reimbursement can be made via Chase QuickPay or BillPay.
Yes: 9
17-13
4-19-2017
Event insurance and Salsa Dancing Payment
MLD moved that a deposit of $200 (#7113) be sent to Tony Lopez Productions and an event insurance premium of $480 (#7170) be paid to Event Insurance Now.
Yes: 9
17-12
4-5-2017

Payment for Ballot Mailing
MJP moved to approve the following estimated expenses to be paid by check to DreamWise Marketing Solutions from the following accounts:

  • 5321 Ballot Printing = $2,630.00
  • 5322 Ballot Mailing = $ 2,023.50

It is requested that the postage check be expressed mailed to DreamWise Marketing Solutions to expiated the production of this project. Any overage in the postage check will be credited to the final invoice for printing. The final invoice for printing can be sent via standard mail at the close of the production process.

Yes: 9
17-11
3-25-2017
ABI Bylaws Amendment Change
MJP moved that the bylaw text change to Section 5: Nominations approved by FM 16-6 be emended to the verbiage proposed below:

“Nominations and voting preparations shall be completed in a timeframe that allows information regarding candidates and issues to be sent to the Brat membership in advance of voting deadlines. Voting may occur online, by mail or at the biennial ABI reunion. All ballots must identify the voting Brat. Results of the election will be available for inspection by any Brat at biennial ABI reunions.”

Yes: 9
17-10
3-21-2017
Approval of New ROC Director, and New Director At Large
MLD moved that Mary Ann Littlejohn be reimbursed $159.43 (COA# 7122 - reunion equipment purchases) for purchase of ION Explorer Outback bluetooth speaker. Reimbursement can me made via PayPal to her account.
Yes: 9
17-9
3-5-2017
Approval of Reimbursement for Email Forwarding Service
DEK moved that she be reimbursed $90.00 for one year of DuoCircle email service. (5400))
Yes: 9
17-8
2-24-2017
Approval of New ROC Director, and New Director At Large
MJP moved to make Liz Germani the Reunion Oversite Director and add Caroline Homolka-Masters (RT84) as Director at Large for the remainder of the 2017 term.
 Yes: 8
17-7
2-12-2017
Approval for Reunion Registration Refunds and Comp
MLD moved to authorize ABI's treasurer to (1) issue reunion refunds according to schedule provided and (2) comp Sandra Kerr Louchard’s registration fee.
Yes: 8
17-6
2-3-2017

Approval for payment of Reunion Table Decor Order
MLD moved that ABI pay the $350 Suhail Ahmad PayPal invoice for reunion table toppers (#7191) so order can be processed.
Yes: 8
17-5
5-11-2017
Approval for payment of Reunion Garage Ban Equipment
HAG moved that the ABI prepare payment of the rental costs and the deposit upon pickup of the equipment from the Guitar Center. 2 checks payable to Guitar Center will be written to cover (1) the deposit $1380.00 (ABI credit card will be used to "hold" the deposit") and (2) the balance of $1260. These checks will be sent to Sandra in advance so they are available on Tuesday, May 23. COA #7121
Yes: 9
17-4
1-30-2017
Approval of the Q3 & Q4 2016 Financials
TEL recommends that the Q2 financial information from the attached ABI Budget & Income report be approved by the Board for posting on the ABI website.
Yes: 8
17-3
1-27-2017
Approval of 1.26.2017 Board Meeting Minutes
GHT moved that, after additions and/or corrections, the attached minutes of the January 26, 2017 Board of Directors Meeting, be approved and posted to the ABI Website.
Yes: 8
17-2
1-26/2017
Approval of 2017 Reunion Registration Fees
HAG made a motion to set the Registration Fee at $95.00 and the Late Registration Fee an additional $25.00 ($120 total for late registration).
Yes: 8
17-1
1-26-2017
Approval of the 2017 Reunion Budget
MJP made a motion to approve the budget proposed by the ROC.
Yes: 8
16-25
12-7-2016
Reunion DJ and Photo Booth Deposits
MLD moved that ABI signs Miami Photobooth contract and sends deposits of $200 (#7162) to Miami Event Photobooth and $375 (#7113) to Gannon Studios for the Fort Lauderdale reunion.
Yes: 8
16-24
12-7-2016
Approval and  Deposits for Jacaranda Golf Course
MLD moved that ABI send $500 tournament deposit (acct# 7143) to Jacaranda Golf Club.  Credit card authorization form is attached
Yes: 8
16-22
11-14-2016
Directors and Officers Liability Insurance Renewal
TEL moved that the board renews the directors and officers liability insurance policy for the annual premium of $993.00 (#5600).  Mailing address for payment is on invoice.
Yes: 9
16-21
10-19-2016
Miscellaneous Payments/Reimbursements
MLD moved that she be reimbursed $258.42  for suq order postage ($41.06 - COA #5810) and Join.Me annual subscription ( $217.36 - COA #5250) and that a bowling tournament deposit in the amount of $50 (COA #7141) be sent to:

Manor Lanes Bowling and Sports Den Pub
1517 NE 26th Street
Fort Lauderdale, FL 33305
Yes: 9
16-20
10-5-2016
Reimbursement of Board Meals during ABI OY Board Meeting
HAG moved that HAG be reimbursed $699.67 in meal expenses.
Yes: 9
16-19
9-13-2016
Reimbursement for Travel to FFL for ABI OY Board Meeting
MJP moved that MJP be reimbursed $381.76 for round-trip travel.
Yes: 9
16-18
9-13-2016
Approval of OY Board Meeting Minutes
GHT moved that, after additions and/or corrections, the attached minutes of the September 10, 2016 Off Year Board of Directors Meeting, be approved and posted to the ABI Website.
Yes: 9
16-17
9-10-2016
Purchase Joineme.com Account
GHT moved to purchase a one year plan of joinme.com for the facilitation of Board and Committee Meetings. The cost would be $239 COA 5220.
Yes: 9
16-16
9-10-2016
Updating/Amending ABI Bylaws on the Ballot
MJP moved to place on the ballot the following suggested amendment to Section 5 of the Bylaws: the addition of the word “Electronic” to precede Mailing.
Yes: 9
16-15
9-10-2016
Donations and Inventory Reduction of Ghutra Caps
MJP moved that the remaining (over 700) Ghutra Baseball caps be donated to a charity and that the remaining tennis visors & fishing hats be offered to brats for free at the reunion next May.
Yes: 9
16-14
8-14-2016
Approval of the Q2 2016 Financials
TEL recommends that the Q2 financial information from the attached ABI Budget & Income report be approved by the Board for posting on the ABI website.
Yes: 9
16-13
7-30-2016
Approval of the 2016-2017 Budget
TEL moved the attached budget for the 2016-2017 fiscal term be approved by the Board.
Yes: 9
16-12
7-20-2016
Reimbursement for Travel to FFL for ABI OY Board Meeting
HAG moved that HAG be reimbursed $315.70 for round-trip travel.
Yes: 9
16-11
7-19-2016
Reimbursement for Travel to FFL for ABI OY Board Meeting
AEO moved that ADN be reimbursed $286.20 for round-trip travel, and AEO be reimbursed $518.70 for round-trip travel.
Yes: 9
16-10
6-21-2016
Reimbursement for Travel to FFL for ABI OY Board Meeting
DEK moved that DEK be reimbursed $226.96 for round-trip travel (COA #5510), and TEL reimbursed $261.97 for round-trip travel (COA #5510).
Yes: 10
16-9
7-4-2016
Reimbursement for Suq and Website Expenses
MLD moved that she be reimbursed $52.20 for suq orders and web site expenses.
Yes: 9

16-8
6-18-2016
Reimbursement for Travel to FFL for ABI OY Board Meeting
MLD moved that she be reimbursed $157.96 for round-trip travel (COA #5510) from HOU to FLL via Southwest Airlines
Yes: 10
16-7
6-16-2016
Reimbursement for Travel to FFL for ABI OY Board Meeting
GHT moved that she be reimbursed $236.20 for round-trip travel from DFW to FLL via American Airlines.
Yes: 9
Abstain: 1
16-6
5-13-2016
Approval of Federal and State Tax Forms
TEL moved that the tax forms be approved by the Board, filed with the respective tax authorities, and posted on the ABI website.
Yes: 9
Abstain: 1
16-5
motion withdrawn in discussion phase

16-4
6-23-2016

Motion to Dismiss DRH from the ABI Board Of Directors
HAG moved that Duane R. Hopple be dismissed from the AramcoBrats, Inc. Board of Directors, thereby vacating his position as Vice President. (DRH Statement)
Yes: 9
16-3
3-22-2016
Approval of Reimbursement for Scouting Expenses
AEO recommended that Sandra Louchard be reimbursed $260.36 and check mailed to <address snipped> for reunion scouting expenses.
Yes: 10
16-2
3-15-2016
Approval of Q4 2015 Financials
TEL moved that the Q4 ABI Budget & Income report be approved by the Board for posting on the ABI website.
Yes: 10
16-1
3-7-2016
Approval of Reimbursement for Email Forwarding Service
DEK moved that she be reimbursed $59.95 for one year of DuoCircle email service
Yes: 10
15-72
1-7-2016
To sign contract with Hilton Marina for Reunion 2017
The Reunion Oversight Director moves that the Board accept the terms of the Marina contract. ROD further moves that the contract be signed by HAG and returned to Diana Gavin..
Yes: 10
15-71
12-24-2015
Approval of Q3 2015 Financials
TEL moved that the Q3 ABI Budget & Income report be approved by the Board for posting on the ABI website.
Yes: 10
15-70
12-16-2015
Payment for Site Visit Travel Expense
AEO moved that EZ RENT A CAR be paid $172.33 for charges incurred during  the Site Visit.
Yes: 10
15-69
11-3-2015
Approval of Minutes from 11-3-2013 Meeting
GHT moved after additions and/or corrections, the attached minutes of the November 3, 2015 Board of Directors Meeting, be approved and posted to the ABI Website.
 Yes:4

Only elected Board Members voted
15-68
11-3-2015
Appointment of Directors for 2015-2017 Term
HAG moved the BOD approve the following slate of officers.

o Annie Oskam, Reunion Oversite Director
o Melanie Penoyar, Director at Large - Nominations
o Marie Littlejohn Dunn, Publications Director
o Amber Perkins Neal, Database Director
o Dawn Kolb, Website Director
o Liz Germani, Director at Large
Yes:4

Per the bylaws, only elected Board Members voted
15-67
11-3-2015
Approval for Insurance Payment
TEL moved that the invoice from Philadelphia Insurance be paid in the amount of $943.00, the one year premium for Directors Insurance.
Yes: 4

Per the bylaws, only elected Board Members voted

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