Minutes of the 16 December 2023 meeting

TRMN Executive Committee
Meeting Minutes
12/16/2023

1. Welcome and Introductions

The meeting was called to order at 1802 GMT by the Committee Chair (Lochen). The roll call of members was completed and a quorum was confirmed.

VOTING MEMBERS

Chair Laura Lochen

BoD Secretary Cindy Van Wyhe

BoD Treasurer Chris Hollaway

2SL Andrew Harper

3SL Justin Dupras

5SL David Misener

6SL Colin Lloyd

7SL Tracy Newby (D7SL)

ADDITIONAL PERSONS

Z. McCauley (D3SL)

C. Lynch (3SL CoS)

N. Camarda (5SL CoS)

B. Crews (D6SL)

Permission was obtained from the members present to record the meeting for creating the minutes. The recording will be deleted when the minutes are approved.

2. Approval of Minutes for the Previous Meeting

There was no consensus vote by email as the 4SL did not vote. The minutes of the 10/21/23 meeting were approved as amended by acclimation.

3. Reports from Corporate Executives

a. BuPlan Report:

See attached report from Admiral Harper.

b. BuShips Report:

See attached report from Admiral McCauley.

Admiral Dupras noted that there were 64 on-time and 10 late chapter reports. Forty (40) chapters failed to report. Admiral Lochen will reach down to the fleet commanding officers to try and improve compliance. Admiral Dupras also noted that there is an increase of command triad personnel that are reporting burnout or are ghost triads.

c. BuComm Report:

No report submitted.

d. BuPers Report:

See attached report from Admiral Misener.

e. BuTrain Report:

See attached report from Admiral Lloyd.

f. BuSup Report:

See attached report from Admiral Harney.

4. Treasurer’s Report:

See attached report from Mr. Hollaway.

5. Old Business

a. Admiral Van Wyhe reported that the Board of Directors requested a copy of the letter developed by Admiral Misener for individuals who wished to pause their TRMN membership or leave TRMN altogether. The letter was reviewed by the Executive Committee and some minor changes were made. A motion to send the revised letter to the board was made by Admiral Lochen, seconded by Admiral Misener, and approved by acclimation.

b. Hollaway reported that the board approved the 2024 budget that was submitted. It is fairly flat in projected income but is still projected to net about $5800 in 2024. The Executive Committee members and their staffs were provided a copy of this budget. Admiral Lochen suggested that the bureaus look at the budget and make any suggestion for additions.

6. New Business

a. Admiral Lochen discussed the proposed membership policy (PD-SC-1002) drafted by the Steering Committee and included in the meeting package. Of significant note is a reduction of the hat rule from 2-1/2 hats including a Butrain instructor position to a 2-hat hard limit. The policy also provides definitions for various hat positions. There was also discussion about the limit of billets in MEDUSA such that multiple instructor positions cannot always be included. Admiral Misener stated that there are only 4 billet spaces and one is always reserved for the member’s home chapter assignment. Hollaway suggested using “BuTrain Instructor” as a coverall billet for BuTrain instructors. BuTrain tracks instructor assignments internally and maintains a roster of instructors for member access. Admiral Lochen asked that the Executive Committee review the document and provide comments in her Google Drive copy. She will post a link to the document in the 1SL Discord server.

b. Admiral Misener initiated discussion on the need for background checks for certain TRMN staff members and that tracking these checks is being moved to BuPers. Discussion followed. It was proposed that anyone with PII access in MEDUSA should have a background check. However, the TRMN GDPR courses should cover any concerns about members’ PII access. Mr. Hollaway also suggested that anyone with access to our financial accounts have a background check as well. Admiral Van Wyhe suggested that the Board of Directors should also have a background check completed. We also need to consider how international background checks might be performed. All bureaus are to review their staff MEDUSA access needs and send that information to Admiral Misener so that changes can be made as needed. We can also see about deciding which higher level positions need a background check versus GDPR training based on their MEDUSA access needs.

(REDACTED - OSA)

c. Admiral Harney was not present to discuss the Uniform Board agenda item. This will be included in the next meeting’s agenda.

d. Admiral Dupras reported that a new program will be announced soon that replaces the Sphinx Cup. The rules and tracking documents were shared by Admiral Dupras in the 1SL Discord server. BuShips is the lead and the program will be an incentive for chapters to earn excellence ribbons based on completing chapter goals. BuShips is also working with the different services (i.e. Army and Marines) to facilitate a smooth transition. Admiral Dupras will repost the program information on the 1SL Discord.

7. Review of Next Meeting

After some discussion, the next meeting will be on 02/17/24 at 1800 GMT. A notice will be sent out to the Space Lords, their deputies, and their Chief of Staffs in advance. All reports and any agenda items should be sent to Secretary Hollaway at trmn.chollaway@gmail.com in advance of the meeting to allow everyone to have time to read them.

8. Upcoming Priorities and Action Items

a. Send approved no contact/resignation membership letter and BuPers policy document to the Board of Directors for approval (Admiral Van Wyhe).

b. Provide link to Google Drive copy of proposed membership policy for Executive Committee reviews and comments (Admiral Lochen).

NOTE: This was completed after the meeting adjourned.

c. All bureau heads to review their staffs MEDUSA access needs and send the information to Admiral Misener.

d. Post updated links to chapter excellence program information for Executive Committee to review (Admiral Dupras).

NOTE: This was completed after the meeting adjourned.

9. Adjournment

The meeting adjourned at 1918 GMT.

Respectfully submitted,

Christopher Hollaway, TRMN Executive Committee Secretary