MINUTES OF THE SPOUSE AND ORPHAN'S FUND MEETING
MEETING MAY 7, 2024
The meeting was held via Zoom teleconference May 7, 2024. Needham hosted the meeting.
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Members present were Vice Chair Miller, Secretary Needham and Treasurer Dawson. Also in attendance was former Treasurer Ed Johnson.
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Miller called the meeting to order at 1458 hours. The minutes of the April 29, 2021 meeting were reviewed. There were no corrections noted. Dawson moved to accept the minutes as read. Needham seconded. The motion was passed.
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At 1505 hours, Needham requested to suspend the regular meeting and move to an Executive session to discuss personnel and election matters.
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At 1515 hours, the regular meeting was resumed. Chair Averill submitted a letter of resignation on January 22, 2024. Needham read the letter from Averill thanking the Board for the opportunity to serve as Chair. Averill has moved out of state and felt that it was best for the Fund if he resigned his position. Needham moved to accept Averill’s resignation. Seconded by Dawson. Motion passed.
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With Averill’s resignation, position 4 is vacant. Needham moved to appoint Miller to fill the remainder of the position 4 term. Dawson seconded the motion. Motion carried.
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With Miller moving to position 4, position 1 has an opening. Needham nominated Ed Johnson, former Fund Treasurer, to fill the position. Seconded by Miller. Motion carried.
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After a short discussion, it was decided that Miller will assume the Chair responsibilities and Johnson will assume the Vice Chair responsibilities.
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It was decided that since the election cycle had been disrupted by the COVID event and the lack of regular meetings from 2021 to 2024, the election process will be reset to resume the regular election cycle occurring every year, with each position being a 4-year term. It may be necessary to extend or shorten some terms in office to reset the election cycle.​​​​​
TREASURERS REPORT
Treasurer’s Report
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Dawson was not able to prepare a written report for this meeting. She will mail a copy of the Treasurer’s report to the Board. A copy of the report will be attached to these minutes.
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Dawson went on to report the number of deaths during the past several years.
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During 2023 there were 29 deaths. A recent update added 6 additional deaths that were reported late.
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During 2022 there were 7 reported deaths.
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As of today, there have been 6 member deaths.
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It was decided that a yearly Treasurer’s report will be posted to the S & O website, along with the number of deaths for the year. Johnson will help Dawson set this up.
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Needham moved to accept the oral Treasurer’s report. Johnson seconded the motion. The motion carried.
It was noted that all current board members have attended meetings around Washington State to discuss the S & O Fund. It was decided that as Board members are able, we will continue to attend meetings to provide information about the Fund.
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It was noted that all current Board members have served as volunteer firefighters. There was a short discussion regarding how the volunteer fire service has changed. It was felt that the connection between local volunteer fire departments and their served communities has been lost.
The level of service is still good, but the personal connection of the volunteers with their local communities has changed.
NEW BUSINESS
OLD BUSINESS
There was no old business to discuss.​
GOOD OF THE ORDER
As soon as possible, a copy of today’s minutes will be posted on the S & O website. In addition, the appointment of Ed Johnson to the board will also be mentioned.
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Needham asked Dawson if she is satisfied with the company providing our web services. Dawson stated she is satisfied with the service and would like to continue with the current company.
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It was agreed that the redesigned web site is working well and is easy to use.
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There being no further business, Needham moved to adjourn the meeting. Seconded by Johnson. Motion carried. The meeting was adjourned at 1554 hours.
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Prepared by:
Tom Needham, Secretary
Spouse and Orphan’s Fund
APRIL 29, 2021
The meeting was held via Zoom teleconference April 29, 2021. Needham hosted the meeting.
Members present were Averill, Vice Chair Miller, Secretary Needham, and Treasurer Dawson.
Miller called the meeting to order at 1004 hours. Needham moved to suspend the regular order of the meeting, because of a need to fill Averill’s expired term. Miller seconded. Motion carried. Needham explained that Averill’s term had expired. There had not been an election since 2019. Needham moved to appoint Averill to fill his position as Chair, term to end July 1, 2025. Dawson seconded. Motion passed with Averill abstaining.
At approximately 1015, Chair Averill assumed control of the meeting. There was further election business that required action. Because there had been no elections since 2019, Needham’s term was up for election this year. Needham did not submit his name for nomination due to a mistaken belief that Miller’s position was the one up for election. Needham moved to be allowed to submit his name to run for re-election at this meeting. Averill seconded. After a short discussion, a vote was taken, with Needham abstaining. Motion carried. Needham and two others will be in this year’s election for position #2 on the Board.
Averill returned the meeting to the regular order of business.
The minutes from the June 26, 2017 meeting were reviewed. There were no corrections noted. Averill moved to accept the minutes as submitted seconded by Miller. Motion carried.
TREASURERS REPORT
The request for this meeting was sudden, so Dawson was not able to prepare a printed Treasurer report.
Dawson listed the funds available by account:
Benefit Fund-$108,044.23
Expense Fund-$150,577.75
Checking account- $5203.00
Dawson advised that she will transfer some funds from the Expense account to the checking account to cover upcoming expenses.
General discussion. Averill asked if Dawson might need any software for her to perform as Treasurer. Dawson advised that currently, her software is appropriate for doing the work of Treasurer.
NEW BUSINESS
OLD BUSINESS
Election result. Needham ran unopposed. Johnson moved to cast a unanimous ballet for Needham to retain his position. Miller seconded. Motion passed.
Needham moved to cast a unanimous ballet to retain all members in their current positions. Miller seconded. Motion passed unanimously.
GOOD OF THE ORDER
Averill asked for input on a date for the next Board meeting. The next meeting is tentatively set for 1030 hours, October 2, 2017. Johnson suggested that the Board consider meeting at Sedro Wooley FD, as they are staunch supporters of the Fund. The Board was interested in doing this.
There were no other items submitted.
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Averill adjourned the meeting at 1200 hours.
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Prepared by,
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Tom Needham, Secretary Spouse and Orphan’s Fund