National Federation of the Blind of Florida
Board Meeting Minutes for February 16, 2007
The meeting began at 8:03 P.M.
Kathy Davis took the role.
Present were:
Kathy Davis - President
Dwight Sayer - First Vice President
Dan Hicks - Second Vice President
Sherri Brun - Secretary
Gloria Hicks - Board Member
Betty McNally - Board Member
Joe Minichiello - Board Member
Sherrill O'Brien - Board Member. Noticeably absent was Tom Hartig, treasurer, but the secretary and others feel he was present in spirit.
Kathy asked board members to share our thoughts about Tom Hartig having passed away suddenly on February 15.
Kathy recounted her last conversation with Tom and her shock in learning about Tom's completely unexpected death. She also talked about the board and how we give support to one-another. She thanked Joe Minichiello for his strength and support to her at the time she learned of Tom's death.
Dwight could not talk about Tom because of being so emotionally upset at the time.
Dan talked about how he got to know Tom and how gradually, Tom's interests broadened from Newsline® into other areas of the NFB. Dan also mentioned that Tom was a good listener and also loyal.
Adding to Dan's comments, Kathy said that Tom's involvement with the people in our affiliate also helped him to come to terms with his blindness.
Sherri talked about the last time she saw Tom and his saying he wasn't going forever, just moving to Jacksonville from Orlando. She also mentioned that Tom did not seek glory and worked behind-the-scenes to help many people.
Joe talked about their close friendship and his love of their history discussions and the obvious toll losing his friend has taken on his emotions. Kathy added that we all are very aware of each other's pain at our loss and that Tom was a mentor for Joe.
Betty said that when she thinks of Tom, she thinks more of the conversations and long talks they had and that they shared a kinship together. His loss seems very unreal, like a bad dream.
Dwight talked about the last day he and Patty spent with Tom helping him move from Orlando to Jacksonville. They had lunch together and a nice conversation. Patty helped Tom get some of his things moved into his kitchen. Tom's priorities were to get Newsline® up and running and his kitchen working.
Sherrill said she was not as close to Tom as some of the rest of us, but had several opportunities to socialize with him at dinner. She spoke of Tom's kindness and his willingness to include others. She remarked how much Tom enjoyed social gatherings with his friends. Tom had a great passion for Newsline® and was instrumental in making it what it is today. Tom is a free spirit and all of us are stronger and better for having known him. He is with us in spirit. Sherrill said she hopes Tom had the chance to walk on the beach and wiggle his toes in the sand.
Gloria talked about Tom building Newsline® and how she learned about different sides of Tom’s personality. We needed him to help build Newsline®, but he needed us to help him grow as well. Gloria says that Tom is continuing on in spirit and is aware of what we say and do. He is still in our midst.
Gloria said that she and Tom had history discussions that were fascinating. Joe mentioned that Tom authored a book about Woodrow Wilson's secretary of state.
Kathy said that we all need to talk about Tom so we can accept the reality of the situation. She recounted her last conversation with Tom and how he said he had so much to do, but was happy with his decision. She said they shared the fact that they lived alone in common and even though they sometimes had differences, they were always friends.
Dwight told the board that he had talked with Jeannie Hartig Tom’s wife, and all appearances are that Tom suffered a massive heart attack. Jeannie Hartig informed several board members that there will be a celebration of Tom's life on Saturday January 24 with a luncheon. She is also working through her attorney to make an endowment to NFBF for Newsline® of Florida. Her endowment will be a lasting tribute to Tom.
Joe said that he had discussed with Marion dedicating our up-coming state convention to Tom and displaying a picture of him. Dwight says he has a great picture of Tom in his new kitchen standing in front of his refrigerator. Joe moved that we have a picture of Tom to use for the dedication of the 2007 convention to be held in Tampa, Florida. Dwight seconded the motion. The motion carried unanimously.
Kathy discussed talking with Dr. Maurer, since Tom headed the Newsline® committee on a national level as well as the fund-raising committee. Dr. Maurer extended his deepest sympathies. Dr. Maurer also said that Kathy would need to appoint someone in the NFBF to serve as interim treasurer. With the grieving also comes the board having to make plans to cover the various responsibilities that Tom handled.
Kathy Davis has appointed Gloria Mills-Hicks to serve as interim treasurer since she has the background and experience to handle this vitally important position. Gina Minichiello told Kathy that she will help with reviewing Tom’s NFBF files and in sorting things out at his home if necessary. It was evident that Tom admired Gloria for her knowledge and expertise with regard to financial management and advice. He also was proud of the job that Gina has done as well.
Kathy said that we are an NFB family and that we will continue on with the work that Tom has started. She asked Gloria to comment on her appointment.
Gloria said that much work needs to be done. She assured Kathy that she can find the time to handle both her business and the NFBF treasury. Gloria stated she will check with Jeannie Hartig to see if we have access to Tom’s NFBF related records. Some files may be in hard copy and others will likely be in electronic format. There will be bills to pay and we have to know what they are. Her desire is to continue the work that needs to be continued.
Sherrill inquired as to whether Gloria needs any professional assistance in sorting out Tom’s records. Gloria said that she may need some clerical assistance to read some of Tom’s records and she will keep the board posted on this matter. The 990 report for Peggy Elliott is already done, Kathy believes. If Gloria needs anyone to help her, the NFBF will pay that person.
The question was raised… does NFBF Newsline® own Tom’s computer? Kathy said that the computer was purchased with NEWSLINE funds. Sabrina Deaton also has a computer purchased with Newsline® funds. There are many issues that must be tactfully discussed with Jeannie Hartig. Joe relayed that Jeannie Hartig told him that she would accommodate us in any way possible to get the necessary NFBF files and information sent to the appropriate individuals in the affiliate. At this point, the board is unsure how we will unravel everything that Tom handled but we will take things one step at a time. Katie Hicks had worked with Tom while he was on vacation and with treasurer matters. Sherri will talk with Katie about any helpful information she may recall. Katie also knows how to work with Tom's Mac computer.
Kathy remarked that she needs to talk with Jeannie and Joe said that she has sent her contact information to Kathy. Kathy would like to talk to Jeannie and seek her input as to how to proceed with NFBF business in order to resume the efficient operation of the treasury.
Kathy asked what steps we need to make in going through the apartment? It was concluded that more could be worked out once Kathy talks with Jeannie.
Dwight said that Tom had many irons in the fire and that we need to unravel the situation.
Sherri said she would check with Katie to see if she knows about or has any information regarding the treasury.
Kathy said that she will talk to Jeannie regarding sorting through treasury items.
Dan commented that account number and routing numbers are on each check.
Gloria said without signature cards, we cannot deal with the bank where our accounts are located. We must have this information ASAP. We are quite certain the accounts are still in Orlando. Kathy explained that to authorize checks, she and Tom exchanged authorization via e-mails. She did sign a signature card shortly after becoming state president.
Kathy asked if we have the most comprehensive Newsline® reports? Dan says he keeps everything. We also have the monthly asset report. We also need a death certificate for the bank. Various aspects of banking details and changing names on account were discussed.
Dwight commented that the information is in Jacksonville, but the banks are in Orlando. He also said that we have major expenses coming due. Newsline® issues were discussed. Dwight and Sabrina talked, but Sabrina handled the marketing side. She was comfortable with Dwight moving the phone calls back to her. Scott White thought that the letters were still coming to Tom to be mailed out as the library found new subscribers and also from library. Sabrina actually had been getting the welcome letters. She will continue to get the welcome letters. Also the 800 telephone numbers were discussed. The Newsline® information calls will also go to Sabrina, but she does not know anything about the financial side. Gloria mentioned and all agreed that Tom did miracles with Newsline®. Dwight also mentioned we have a $156,000 line item in the budget from DBS for Newsline®. Kathy suggested that she and Dwight talk to Kurt Ponchak. He also said we have to do quarterly requests for payments. We need to know what process or forms Tom had to use to comply with the new Aware computer system to pull those funds down. We also need to find out how soon before the end of the quarter those funds must be requested. We also will get quarterly bill from National for communications.
Joe asked if since funding for Newsline® is a line item, could it be stricken at the whim of the legislature? Legislators advised Tom to leave things as they are, as long as Craig Kiser is in charge of DBS.
Kathy said that Gloria should not have to have responsibility for both Newsline® and the treasury, though Newsline® payments will have to be paid by the treasurer.
Kathy will draft a one page revision to the convention announcement that will be sent to Dan for formatting and then finally to Mike Gunde at the library on Monday. The original print and Braille announcements have already been mailed. The 2500 cassette copies can be revised to reflect that registration and banquet expenses should now be sent to Gloria Hicks. Thirty thousand one page revised letters must be sent to patrons of the library.
Sherri Brun will provide a to do list for Kathy and send to her right away.
There was a question as to the precise cost for a room at the Wyndham hotel per night. Convention announcement says $69.99 per night. Kathy will check on this matter with Marion.
We want to make certain a signed contract with the hotel regarding the 2007 convention is located. We also need to locate signed contract with Tallahassee hotel and transportation company. Kathy will talk with Jeannie and work out details.
Scholarships were discussed. There are five scholarships: two from Daytona, one from Orlando, one from Miami and one from Tampa. Kathy suggested that one of the scholarships, most likely the one from Orlando, be changed to add Tom's name to the scholarship. The scholarship can be dedicated to more than one person. Dwight said he is sure something can be worked out to honor Tom.
Betty pointed out that chapter treasurer's reports are due by March 1. Joe suggested extending the deadline. Gloria said she would be willing to extend the deadline to March 15.
Kathy mentioned the Tallahassee seminar is coming up. Position papers need to be written and transportation needs to be worked out. Jacksonville is getting there on its own. Funds will be reimbursed from the state. Joe says four are going from Jacksonville. Further details regarding transportation logistics were discussed. Dwight needs to talk to Kitty, Joe and David Bearden about transportation arrangements. Kathy needs to work out the logistics of Daytona. Dwight says there is a charter from Daytona to Orlando. Dwight encouraged us not to let transportation to be the reason people aren't able to attend. Gloria asked about a deposit on the contract. Dwight does not remember the exact amount, but thinks there is a 10% deposit on the contract of $3100.
The PayPal issue was discussed. It was determined that Tom had already set up the PayPal account. This would make less work for Gloria to have to do. Gloria will talk to Marion about the PayPal account.
A general Time line was discussed. There are several things that must occur. Position papers must be written. Transportation must be resolved by the end of the month. Gloria needs to find out the last day that we can get the attendance figures regarding the number of people attending the legislative event to the hotel. It was asked if the drop dead date could be changed to March 2?
We need to make certain people are working on the position papers. Marion is working on the Braille bill. Dwight is getting the 508 regs for the position paper for Carlos. The Miami chapter is working on the white cane bill. Gloria says there is a bill about traffic being written, HR670. She will send information to betty. Drafts are supposed to be completed by 03/01. There does not necessarily need to be a paper written on voting accessibility. Dan suggested that if we use a position paper, we can rewrite the one that National used. Sherri said she would adapt the National one for Florida purposes. The points remain valid.
Kathy suggested getting a meeting together of all those involved in formulating the agenda. The initial draft needs to be written. Gloria suggested the sub-committee should meet initially and then Merry and Debby added at a later time. Kathy suggested the sub-committee meeting for the agenda planning be held Sunday February 25.
Various guest speakers attending the convention were mentioned. Kathy needs to get in touch with Dennis Baxley.
Gloria brought up registration concerns. It was decided that though registration and manning of the registration area is very important, it is not a top priority right now, but something we need to be thinking about.
We concluded the meeting by confirming again that we are a Federation family and we will get through this and move forward not only for the NFB of Florida, but to honor Tom Hartig as well. It was decided that the NFBF board will meet again Wednesday evening February 21. Meeting adjourned at 10:23 P.M.
Submitted by:
Sherri Brun, Secretary
National Federation of the Blind of Florida