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FBI National Academy Associates
North Carolina Chapter
February 6, 2007
Executive Board Meeting Minutes, Pinehurst, NC
Prepared by: Myron Guthrie, Chapter Historian
Present:
Greg Harrington, President
Ben Bailey, Third Vice President
Marshall Williamson, Second Vice President
Cindy Isenhour, Secretary/Treasurer
Myron Guthrie, Historian
Steven Gillikin, Immediate Past President
Jerry Senatore, FBI Training Coordinator
Nate Gray, SAC FBI Charlotte
The purpose of this executive board meeting was to finalize summer conference arrangements with the Pinehurst Motel and to sign a contract to have the 2007 Summer Conference at this location.
President Harrington called the meeting to order at 10:10 AM.
President Harrington asked Second Vice President Williamson to give the attending members an update on conference arrangements and Second Vice President Williamson reviewed an event agreement that contained prices with the board.
Immediate Past President Gillikin expressed concern about the room rates and advised his calculations put the price of a double occupancy room at $206.40 with taxes and the 10% gratuity the motel charges on their rooms. Immediate Past President Gillikin also expressed concerns about room reservation and cancellation policies.
The board also discussed the prices of food for the chapter banquet and after examining the information provided by the motel found each dinner would cost between $70 and $85 per adult attendee. The board decided to clarify any issues with the motel’s group salesman Wayne Kearney before any decision on signing a contract was made.
Second Vice President Williamson advised the board that he had talked to several vendors who wanted to attend the conference.
Second Vice President Williamson identified the vendors as Segway, Q-Star, Sprint, Verizon, Gastonia Police Supply, Gatcha Handcuffs, Kapland College, Liberty College, Blauer, and Perfection Uniforms. He advised he had contacted L3 Communications, but has not heard back from them and he felt certain 1 Stop Cop Shop would attend.
Second Vice President Williamson advised the board that he has received several cash donations in support of the conference and these donations along with vendor fees would off-set conference expenses, but a lot more money would be needed to fund the conference.
The board discussed the potential affect the high cost of room rates and high conference fees would have on conference attendance and after this discussion decided to look at alternative conference locations just in case Mr. Kearney was unable to reduce the conference rates.
Second Vice President Williamson advised the board that it was not too late to book the Marriott in Carolina Beach or the Shell Island Resort in Wrightsville Beach. He advised he has talked to representatives from both locations and they advised we were welcome at either location.
The board appointed Third Vice President Bailey to speak to Mr. Kearney about concerns we had with hold the conference at the Pinehurst Motel. Mr. Kearney joined the meeting and Third Vice President Bailey discussed the room rates, and cancellation and reservation policies.
Mr. Kearney advised the board the $160 single and $180 double occupancy room rates are the lowest the motel was willing to go without moving the conference room locations to one of the motel’s buildings that is off-site of the motel’s main building. He advised if this option was chosen it would only slightly reduce the room rates. He advised the motel could be willing to soften the cancellation and reservation policies.
Third Vice President Bailey spoke to Mr. Kearney about the price of food and catering expenses associated wit the conference. Mr. Kearney advised the board the motel would need a 48 hour notice of attendance numbers for meals and would prepare a 5% overage per meal. When to price of meals was discussed Mr. Kearney advised the board that we could switch from a buffet style dinner to the “Modified American Plan” which is a plated dinner and this would be cheaper. The average price under this plan would put breakfast at $21 and dinner at $51 per attendee.
After speaking to Mr. Kearney the board discussed the pricing issues and decided that while Pinehurst is a fantastic place to have the summer conference the added expense could hamper other aspects and attendance. In light of this decision the board decided to move the conference to an alternative location.
Second Vice President Williamson discussed the pros and cons of having the conference at Carolina Beach or Wrightsville Beach and afterwards the board decided to move the 2007 Summer Conference to the Shell Island Resort in Wrightsville Beach, NC.
Motion
President Harrington asked for a motion giving Second Vice President Williamson authority to book Shell Island Resort. Immediate Past President Gillikin made the motion and his motion received a second from Secretary/Treasurer Isenhour. The board voted and the motion passed by a unanimous vote.
The board decided to have President Harrington compose a letter that will be sent to each member announcing the conference location change. The board also directed Historian Guthrie to post a notice on the chapter’s web page announcing the change.
The board discussed training that will be presented at the summer conference and possible future training topics. SAC Gray advised the board that he has asked the Deputy Director of the FBI to be a guest speaker at the conference. Second Vice President Williamson advised the board that he has talked to a representative from Cape Fear Community College and they will issue certificates for our training during the conference.
SAC Gray advised the board the he wants to have his state supervisors meet with agency representatives from their respective areas during the conference so they can introduce themselves. The board advised Mr. Gray that they felt this was a great idea and would work the meeting into the schedule.
The board discussed a chapter gift for retiring National Academy Associates Director Tom Colombell and decided to purchase a $150 Crystal Tower gift and make a donation to his legacy fund in line with other state chapters. President Harrington asked for a motion on the matter.
Motion
A motion was made by Third Vice President Bailey to purchase the gift for Tom Colombell and make the donation to his legacy fund. The motion was seconded by Second Vice President Williamson and passed with a unanimous vote.
President Harrington asked if there was any further chapter business and in absence of any further business asked for a motion to close the business meeting.
Motion
A motion to close the meeting was made by Immediate Past President Gillikin and received a second from Third Vice President Bailey. The board voted and the motion passed with a unanimous vote.
The meeting was adjourned at 1:30 PM.
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