Minutes of the 21 October 2023 meeting

TRMN Executive Committee
Meeting Minutes
10/21/2023

1. Welcome and Introductions

The meeting was called to order at 1703 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

4SL Doss Buckalew

5SL David Misener

6SL Colin Lloyd

7SL Joseph Harney

ADDITIONAL PERSONS

Z. McCauley (D3SL)

L. Bonilla (D4SL)

N. Camarda (5SL CoS) joined at 1424 EDT

B. Crews (D6SL)

M. Garcia (D1SL)

• 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 had been one change submitted by Van Wyhe when the minutes were sent out in August. There was no consensus vote by email as only four responses were received. The minutes of the 8/19/23 meeting were approved as amended by acclimation.

3. Review of Committee Mission and Goals

Lochen reminded members to please send their bureau reports to committee secretary Hollaway in advance of the meeting. The email address to use is trmn.chollaway@gmail.com. Harney stated that he uses trmnstore@gmail.com for TRMN business. Hollaway stated that he will use that going forward. Lochen also stated that while the committee consists of the space lords, the bureau staff are invited to attend,

listen, and participate in the meeting.

4. Reports from Corporate Executives

a. BuPlan Report:

See attached report from Admiral Harper.

b. BuShips Report:

No report submitted.

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.

5. Treasurer’s Report:

See attached report from Mr. Hollaway.

• Hollaway provided a short summary as well as a review of the 2023 budget versus actuals through the third quarter. Despite variances in categories, we are about $700 over our expected net.

6. Old Business

a. Dupras discussed the efforts to reorganize and streamline the organizational reporting structure in all branches to eliminate extra layers from individual chapters up through the branch heads. There is concern that the lines for communication may get confused or broken at the fleet level. For example, there are Grayson units, marines, and civilians that report through RMN units but ultimately have to go to the Steering Committee. Also want to address possible bloat at the fleet command level for each branch. Need to be mindful of what changes are happening in the Steering Committee and the changes they are looking to make. Need to wait and see what changes they make. Lochen stated that there is work on new policies to handle things such as awards and promotions with a goal of integrating all of the branches.

There is work in progress to streamline ranks with the branches. BuTrain is doing this within their organization.

b. Lochen stated that there had been discussion about the BuComm staff communications position. Talked with BuComm and need to talk with BuPlan. It’s more of the marketing situation and we need to figure out where we need to put it and what it is going to be. Also need to include Cindy Van Wyhe to figure out what staff communications officer at that level will be.

c. Discussion on how to handle members who wish to remain TRMN members but do not desire any communication from the organization. The issue had been brought up at Baycon and discussed at our meeting in August. We referred the issue to the Board of Directors as it is a corporate issue. The Board met in September and referred the matter back to the Executive Committee to make a proposal since we would have to implement any changes through BuPers, BuComm, etc. An extensive discussion followed. We have the HMS Charon holding chapter. There was a suggestion to move those members who want to take a break from TRMN to the Charon chapter. Garcia noted that we have to respect the wishes of the members and act with empathy. Also, GDPR is a regulatory requirement in some areas and is being adopted as a standard in others. Buckalew made a motion that When BuPers is notified by email that a member wishes to go inactive and not be contacted, BuPers will move them to Charon. BuPers will then send the member an email that the change has been made and that they can log into MEDUSA and request a chapter change when they wish to return to active status. Lochen seconded the motion. Garcia asked Misener to describe what holding chapters we have and what they are for. Misener listed them as Charon for inactive members who are taking a break. The members will still be able to login to MEDUSA and request a chapter change when they wish to become active again. Also, they retain all of their training, awards, and rank. If they quit and we remove them from the database, all of that information is gone and is not easily retrievable (if at all). Tartarus is for expelled members who are banned from re-joining TRMN. Valhalla is for deceased members as a tribute. There is a Queen’s Own Falcon End Rangers, but its purpose is unknown (later determined to be a Valhalla unit for the RMA). There is an issue with BuPers being to see people in these chapters due to permissions and their status as inactive. Buckalew will look into this issue so that the fifth space lord can see these people. He also needs to look at people in Tartarus being able to still login to MEDUSA. Lochen noted that moving members to Charon provides the best solution to members who wish to take a break and return later when they wish. The motion passed by acclimation with no dissension. This will be forwarded to the Board of Directors for their consideration. Lochen asked Misener to come up with a policy to address this for members who wish to take a break and members who desire to leave. Misener will craft an email to member’s that will explain the consequences of quitting.

d. Hollaway: New budget cycle is starting. Our finances through the third quarter show a net income $700 more than expected. Budget was about $2600 net income and we have made about $3300 so far. Costs have increased, especially in websites, services, and servers. Shipping fees are increasing but are revenue neutral since we charge back to members. Harney noted that storage unit fees have decreased since

the second unit used to store Final Sword products has been cancelled. Harney noted that sales of Final Sword products have tapered off. Hollaway noted that there had been discussion in BuPlan about “con in a box” but no follow up. Harney noted that there was discussion at Baycon about a minimum convention display kit with various items in a tote that can be obtained. Harney noted that there is a con�minimum package available from the store, but it could add banners, etc. Hollaway noted that with our current financial resources, we could provide one for each fleet and refill once a year with supplies. Harney expressed concern over ownership and tracking of TRMN property. Some groups like 10th Fleet have such a thing but its whereabouts have been unknown a couple of times. Also, how does the kit get moved around within a fleet and maintained within TRMN’s control? Lochen noted that this could be very useful to chapters, etc. to help them get set up. Harper stated he would like to see something like this available in the store. Harney asked Lochen to discuss with Fleet COs in the near future. Many chapters have something like this already. Buckalew asked if a list of suggested materials with costs could be made and available for chapters to use. Lochen agreed but still needs to address logistics. Once we figure something out, we can determine if we can finance it through TRMN. Hollaway stated that he will finish preparing the budget and present it at the December meeting.

7. New Business

a. Dupras noted that since it can be difficult to comb through all of the chapter reports to identify issues, BuShips has set up a google form to allow chapters to highlight issues. This will allow BuShips to compile and address them more easily through the Department of Records. The google form data will be available to the fleet Commanding Officers.

b. Dupras asked about having a living person act as the CO of HMS Valhalla. This person would be the lead for any memorial services for a deceased member. There have been isolated efforts by different people at different times and the idea would be to establish traditions and policies on honoring our members. We also need to make sure that BuPers is notified that a member has passed. Discussion

followed with various options, recognizing the people who do this, and how it could be implemented while respecting the dead and the wishes of their family. More work is needed, and Dupras will post a writeup in the Discord. He will work with BuPlan to further develop the concept and bring it back to the Executive Committee.

c. Harney noted that our ribbon mounting vendor, Columbia Button, went out of business unexpectedly. The ribbon material was retrieved by Hollaway who is currently storing it until a new vendor is confirmed. We have a test order of four ribbons with a new vendor and the pictures of the first units look good. Hope is that they will also be able to do medals as well for a second option to our existing vendor who does it by hand which can have quality issues. Hollaway noted that the new vendor may also be able to mount the Andermani awards once ribbon material is procured. Harney will follow up and advise Westover and Zoeller as appropriate if a modular solution is possible.

d. Lochen noted that the Steering Committee is using Google Groups for its business and is going to look at getting it set up for the Executive Committee. Google groups allows email distribution lists using one address, document storage and collaboration, and other features. It works well with gmail addresses and members who do not use gmail will need to whitelist the address to minimize emails going to

spam. It may also be used for the meetings, or we may continue to use Zoom (TBD). Lochen will work with Garcia to see about getting it set up.

8. Review of Next Meeting

After some discussion, the next meeting will be on 12/16/23 at 1700 GMT. Harney noted that he will not be available but will send his acting deputy. 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.

9. Upcoming Priorities and Action Items

a. Space Lords who did not send reports for this meeting wo send them to Hollaway after the meeting and they will then be shared.

b. Lochen to continue discussions with BuPlan and Van Wyhe (FLA CoS) regarding communications and marketing position.

c. Misener to develop a letter and policy for members who wish to take a break and get moved to Charon including how they can be restored.

d. BuPlan and BuShips to discuss a possible process for honoring TRMN members who have passed and what kind of structure can be set up to honor them.

e. Lochen to work with Garcia to setup a Google Group for use by the Executive Committee.

f. Dupras asked about how to get his BuShips report prepared in time for the Executive Committee meeting since the chapter reports come in about the same time. Dupras will work with Hollaway to sort out a way to get the information to the committee in advance of the meeting.

10. Adjournment

The meeting adjourned at 1826 GMT (Lochen/Harney).

Respectfully submitted,

Christopher Hollaway, TRMN Executive Committee Secretary