Minutes of the 19 August 2023 meeting

TRMN Executive Committee
Meeting Minutes
08/19/2023

1. Welcome and Introductions

The meeting was called to order at 1708 GMT by the Committee Chair (Lochen). The roll call of members was completed.

VOTING MEMBERS

Chair Laura Lochen

BoD Secretary Cindy Van Wyhe

BoD Treasurer Chris Hollaway

3SL Justin Dupras

4SL Doss Buckalew

5SL David Misener

6SL Colin Lloyd

7SL Joseph Harney

ADDITIONAL PERSONS

J. Andry (1SL CoS)

Z. McCauley (D3SL)

L. Bonilla (D4SL)

T. Newby (D5SL)

G. Zoeller (D6SL)

B. Wagner (D7SL)

M. Garcia

Admiral Lochen explained that each Space Lord gets a vote in the executive committee meetings along with the secretary, treasurer, and chairperson. She also explained that we will make recommendations to the Board of Directors above us. We will have to vote and agree on what we are sending up the chain to the board with our recommendations (such as budgets).

2. Approval of Agenda

The meeting agenda was approved without change by acclamation.

3. Review of Committee Mission and Goals

Admiral Lochen reviewed TRMN’s Mission Statement (https://trmn.org/about-us/mission�statement) and emphasized that fun is a key element for our members.

4. Nomination and Election of Committee Officers

Admiral Lochen called for nominations for the two open committee positions of Vice�Chairperson and Secretary. The nominees for Vice-Chairperson were Doss Buckalew and Joseph Harney. The nominee for Secretary was Chris Hollaway. Both Buckalew and Harney discussed their willingness to serve in the position of Vice-Chairperson. Hollaway recounted his experience as a recording secretary in other organizations. A voice vote was held for Secretary first since there was only 1 candidate for the position. Chris Hollaway was elected Secretary by acclamation. Voting members sent private messages to Secretary Hollaway with their vote for the Vice-Chairperson position. By a vote of 5 to 3, Admiral Buckalew was elected Committee Vice-Chairperson.

5. Reports from Corporate Executives

a. BuPlan Report:

There was no representative present to report.

b. BuShips Report:

Admiral Dupras presented his report.

HMS Rigel is being decommissioned and its crew is transferring to the civilian branch. The HMS Rigel’s MARDET members have not decided where to go yet.
Chapter totals for 2023 so far are 2 chapters commissioned and 4 decommissioned.
Chapter Reports: There were 66 on time reports, 9 late reports, and 31 no reports. There was significant discussion on the re-organization of civilian units so that they more readily fall within the purview of BuShips. This may require impact and changes in MEDUSA to implement these changes.

c. BuComm Report:

Admiral Buckalew presented his report.

Lohen Perez has been hired as head of web services. Buckalew is continuing work on LMS (Learning Management System) and support of daily requirements such as email forwarding changes, especially in light of the BuTrain organizational changes.
James Johnson is the new Bureau Yeoman and Chris Magnani is on the wiki staff to help with edits and updates.
Yawata Strike ribbon updates for MEDUSA are in progress. The art was received but MEDUSA requires special coding due to the unique date range of the award.

d. BuPers Report:

Admiral Misener presented his report

Three new people have been hired into the Awards office to distribute workload.
A new Chief of Staff was also hired. Admiral Misener reported that he was significantly involved in the reviews of the policy documents recently adopted for all of the new TRMN committees (Executive, Steering, Legal, Disciplinary) and the Disciplinary Appeal Process.
J. Harney asked about issues with GSN enlisted promotion boards not being held in a timely manner and not acting on TIG qualified personnel. Admiral Misener responded that the GSN SMCPON is supposed to be the lead for this activity. Discussion followed on possible solutions and these will be discussed with the Steering Committee.

e. BuTrain Report:

Admiral Lloyd presented his report.

GPU leadership courses have been activated and replaced previous Officer leadership and management courses across all services. BuTrain is close to releasing Queen’s College civilian courses including higher level ranks. There is also a new external course program that allows members to receive credit for outside course work with prior approval. Some Bureau courses are being added as well. Currently, only one course for GDPR is available but other courses can be added as requested. Intro to TRMN is progressing well and the target is end of Summer or early Fall to get these activated. They are still working on documentation, rosters, wiki, and other changes needed to support to the compression between ground forces (RMMC and RMA), civilian academies (RMACS, RMMM, SFC) and finally naval services (GSN, IAN, RHN, and RMN)

f. BuSup Report:

Admiral Harney presented his report.

Sales are improving, and the store received some large orders in time for Baycon.
They are looking to transition chapter patches into the store for purchase directly by members. Working with BuShips to identify most active chapters and stock chapter patches in store. This will eliminate the need for chapter COs to purchase 100 patches at a time. Six award medals are still left unmade but some like lower level marksmanship medals are in progress. The Manticoran Reserve Service

medal is not a priority due to number of limited qualified members. The GACM medal is still being examined due to the complexity of the medal. RMA members are still looking for new items as sponsors come forward. Uniform order in process but lead time is 40 weeks due to high volume of orders from other customers. The OG ribbon/medal is being redone since a new vendor can produce a better version of the ribbon material and the store will offer a replacement program option.

6. Treasurer’s Report:

Hollaway presented the financial report for the period of May and June 2023 as well as a budget variance for the 1st and 2nd quarters of 2023. J. Harney questioned budgeting OQE and BCR donations. Hollaway responded that the amounts are based on average monthly amounts over a 2-year period. Not including them would require significant accounting changes due to PayPal fees and financial account impacts from these transactions. J. Harney also asked about the upcoming closure of BCR and transfer of cats to sanctuary in Arkansas. The Royal Council had directed still supporting BCR until closure and then new sanctuary until our two adopted cats are gone. The Board of Directors will then decide on what charities (if any) we will then support.

7. New Business

a. Lochen discussed changes to the marketing position on the FLA staff that is being cross-assigned to BuComm. FLA still wants some use of the position and may be for external facing items such as press releases. Offline discussion between BuComm, EVP, and President into updating job description for position. Wagner mentioned that BuSupp had a marketing position, but it wasn’t used much. Lochen stated that it may be all rolled up in one position that serves all Bureaus or if each bureau should have its own marketing position that meets its own needs. Buckalew stated that the position, wherever it ends up, will still need to work with all to meet the needs of the organization. Lochen mentioned that it is a huge undertaking and will need to be sorted out and ensure that each bureau’s needs are met. Further discussion is needed. The 1SL’s office, 4SL’s, and the FLA’s office need to meet to discuss the needs of the organization for marketing.

b. Lochen asked if there were any questions about the new Executive Committee policy document and how we would operate going forward. It is a living document that can be adapted to the needs of the organization when needed.

c. Lochen asked how we want to get the reports from each bureau. They could either be sent in in advance of the meeting with a short presentation by the respective space lord SL or submitted after presentation at the meeting. Hollaway motioned to have the Bureau reports submitted to the Secretary at least 7 days prior to the scheduled committee meeting. The Secretary would then send them out with the meeting agenda. Seconded by Harney. Accepted by acclamation.

d. Wagner requested that the Steering Committee review how the branches and fleets are aligned and organized. Harney motioned to request that the Steering Committee review the organizational redundancy and planning at all levels of the organization. Seconded by Buckalew. The 3SL and Deputy 3SL can either attend the meeting and or submit informational materials for the Steering Committee to consider. This will all be collated and submitted to the Steering Committee for review and consideration in their deliberations. Garcia stated that first Steering Committee is tentatively scheduled for mid-September. He also noted that the Steering Committee will also be sorting out their new roles and responsibilities. Motion carried by acclamation. Information will be sent to the Secretary to collate.

e. Van Wyhe noted that at the Tenth Fleet summit at Baycon, some inactive members requested that they not be contacted but that they do not want to terminate their members. How can we honor their requests? Garcia stated that we have to honor GDPR and UKDA requirements and that Consumer Privacy may also impact this. Wagner noted that they were aware of a member who was contacted by another

member inappropriately. C. Hollaway motioned that the matter be referred to the Board of Directors. Lochen seconded. Motion carried by acclamation (with one abstention).

f. Hollaway: New budget cycle is starting. Looking for inputs from the Bureau staffs to help prepare the budget for reviews and approvals.

8. Upcoming Priorities and Action Items

a. Identification and discussion of upcoming priorities and action items for the executive committee: None

b. Assigning responsibilities and deadlines for follow-up:

Lochen to bring issue of communications with people who request non-contact to the Board of Directors at the next board meeting.
All members encouraged to send any relevant information on organizational redundancy and planning to Secretary Hollaway ASAP.

9. Review of Next Meeting

The next meeting suggestion is 10/21/23 at 1700 GMT. A notice will be posted on the Discord channel for visibility to all members in all time zones. All Bureau heads to send their reports and any agenda items to Secretary Hollaway by 10/14/23 for the 10/21/23 meeting.

10. Adjournment

The meeting adjourned at 1937 GMT.

Respectfully submitted,

Christopher Hollaway, TRMN Executive Committee Secretary