25th Encampment Minutes

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Minutes were adopted at the 26th Department Encampment, 17 April 2021

25th Department of Tennessee Virtual Encampment
MINUTES

  1. The 25th Department of Tennessee was opened by Commander Roger Tenney using modified ritual. This was the first Encampment of the Department that was held virtually with all members joining electronically (either by video conference or by phone)
  2. Roll-call of Officers
    1. Commander; Roger A. Tenney – present
    2. Vice Commander; Dave DuBrucq – present
    3. Vice Commander: Skip Rexroade – not present
    4. Secretary / Treasurer: George Andrew Huttick – present
    5. Council;
      1. Ben Jones – present
      2. Carl Addison – present
  • Gary Burke – not present at opening (joined later)
  1. Chaplain; Gary Burke – not present at opening (joined later)
  2. Patriotic Instructor; Carl Addison – present
  3. Historian; Clyde Getman – present
  4. Civil War Memorial Officer; Dave DuBrucq – present
  5. Eagle Scout Coordinator; George Andrew Huttick – present
  6. ROTC Coordinator; Nick Norwood – present
  7. Signals Officer; George Andrew Huttick – present
  1. Recognition of guests
    1. Commander in Chief, Br. Ed Norris
    2. Council of Administration, Br. Bruce Frail, PDC
  2. Report of Committee on Credentials / Roll-call of members as reported
    1. At the opening of Encampment, the roll call following Brothers was taken. All are delegates unless otherwise noted.
      1. Sultana Camp 1 in Memphis TN
        1. Burns Sr, Joe Arthur
        2. Chandler, Randall H
        3. Getman, Clyde J, PDC, Dept Historian
        4. Huttick, George Andrew, CC, Dept Sec / Treasurer
        5. Jones II, Ben Block Burton, PDC, Dept Council
      2. Fort Donelson Camp 62
        1. Collins, Bryan Darrell
        2. Holmes, Scott W
        3. Huffman, Chip, CC
        4. Sears, Chris
        5. Smyth III, Joseph
        6. Tenney, Roger Alan, Department Commander
        7. Van Beck, Todd
  • Missionary Ridge Camp 63
    1. Norwood, Nicholas Neal, CC
    2. Scarborough, Harvey
  1. MG James H Wilson 01
    1. Addison, Carl E, Dept PI
    2. Alford, Eric Daniel, CC
  2. Pvt. Richard Taylor 53
    1. Blanton Jr, Richard Lewis
    2. Garrett, Michael Kevin, CC
    3. Hintze, Geoffrey Crawford, PDC
    4. Hubbs, Mark Edward
  3. Maj William McTeer Camp 39
    1. McTeer, Jason, CC
  • Army of Tennessee Camp 64
    1. Downs, Michael Patrick, PDC
    2. DuBrucq, David Michael, Dept Sr. Vice Commander
    3. Girton, Daniel Thomas
    4. Heard, James William
    5. Looper, Jack (attendee)
    6. Phillips, Tommy Lynn, CC
    7. Welch, Keith Dale
  • Pres Andrew Johnson Camp 70
    1. Cameron, Joshua
    2. Massey, William R, CC
  1. MG John T Croxton 17
    1. Goodwin, Brent, CC
    2. Harbison, Michael David
    3. Mize, Joel Sanford (attendee)
    4. Poarch, Howard Demoval
  2. Late attendees
    1. Gary Burke
    2. Others?
  3. It was noted that President Andrew Johnson Camp was not in good standing. Their reports had not been received, and their per Capita was missing.  The Secretary / Treasurer attested that the Camp was working on the issue, and that items were credibly mailed.
    1. The Encampment voted to let the Camp participate in Encampment as in Good Order, although the issue needed to be resolved.
  4. Instructions for the Encampment to be given (virtual meeting)
    1. Reports of Officers
      1. Sr. Vice Commander – no report given
      2. Jr. Vice Commander – no report given
  • Secretary / Treasurer – status of Department Accounts given – report attached.
    1. 24th Encampment By-laws provided as unfinished business
  1. Council of Administration – notes from their meeting were presented
  1. Department Aides Reports
    1. Patriotic Instructor – annual report submitted
    2. Chaplain
      1. Commander Tenney noted the deaths of
        1. Halsell, Army of Tennessee Camp #64
        2. Jamison R “Fuji” Gorrell – a dedicated ACW living historian in Middle Tennessee
  • Historian – no report given
  1. Civil War Memorial – no report given
  2. Eagle Scout Coordinator – report submitted
  3. ROTC Coordinator – report submitted
  • Signal Officer – report submitted
  1. Reports of Camps
    1. Sultana – Report given
    2. Fort Donelson – Report given
  • Missionary Ridge – no report given
  1. Wilson – no report given
  2. Taylor – Report given
  3. McTeer – no report given
  • Army of Tennessee – Report given
  • Andrew Johnson – no report given
  1. Croxton – no report given
  1. Reception and reference of communications
    1. CENTRAL REGION OF THE ALLIED ORDERS 81ST CONFERENCE
    2. Letter of Intent – Junior Vice Commander-in-Chief – Br. Bruce Frail, PDC, Nat’l COA, Graves Registration
    3. RESOLUTION that the three Alabama Camps be permitted to form an independent Department of Alabama
      1. To be acted under New Business
    4. Commemorative Department Encampment Medal
  2. Unfinished business
    1. Approval of the minutes from the 24th Department Encampment
      1. Original file as received from the late Br. David McReynold’s
      2. Accepted with changes (motion to accept: M. Downs second: D. DuBrucq)
        1. Fix Br. Dan Girton’s name
        2. Huffman gave the Fort Donelson Camp Report
        3. Fix Br. Ben Block Jones to II not III
      3. Report of Department Council (Not referred to Committee.)
        1. Action: Department per Capita
          1. Passed by unanimous consent.
        2. New Business
          1. Changes to Department By-Laws
            1. Article I Add the following language as paragraph 2
              1. The department is organized as an unincorporated association under the laws of the State of Tennessee. The organization is organized exclusively for charitable, religious, educational, and scientific purposes under section 501(c)3 of the Internal Revenue Code, or corresponding section of any future tax code.
              2. Motion Br. B. Jones Second: Br. D. DuBrucq
              3. Motion passed
            2. Add ARTICLE II – Activities not in furtherance of exempt purposes
              1. No part of the net earnings of any part of this unincorporated association shall inure to the benefit of, or be distributable to its members, trustees, officers or other private persons, except that the unincorporated association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes described in section 501(c)3 of the federal tax code. No substantial part of the activities of the unincorporated association shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the unincorporated association shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these by-laws, the unincorporated association shall not carry on any other activities not permitted to be carried on (a) by an unincorporated association exempt from federal income tax under section 501(c)3 of the Internal Revenue Code, or the corresponding section of any future Federal tax code, or (b) by an unincorporated association, contributions to which are deductible under section 170(c)2 of the Internal Revenue Code, or the corresponding section of any future federal tax code.
              2. Motion Br. B. Jones Second: Br. D. DuBrucq
              3. Motion passed
  • Modify
    Section 1: The Department Council shall meet after their installation and elect a Chairman, and Secretary. All Past Department Commanders will be asked to serve one, two year term as a member of the Department Council, upon leaving office. The Department Council shall have charge and supervision of all investments of funds and property of the Department. They shall convene no later than the morning of the first day of the Department Encampment at nine o’clock a.m. (9:00 a.m.) for the purpose of an full audit of the Department books and accounts, and accounting for all Department property; and to review a budget, prepared by the Department Treasurer, for the upcoming year; and for the consideration of such other business as may be brought to its attention.
    1. Motion Br. B. Jones Second: Br. C. Huffman
    2. Notion passed
  1. Section 4: Camps shall be exempt from Department Per Capita Tax assessment on Real Sons, Life Members, and Juniors.
    1. Discussion:
      1. Brothers noted that Life Members are committed to the organization and should remain exempt.
    2. Motion Br. D. DuBrucq Second: Br. C. Huffman
    3. Motion Failed
  2. Section 2: Authorization for a Department certificate of appreciation award is provided. The award shall be known as the Department of Tennessee Charles Henry Engle, Jr. Award of Appreciation. The award shall be conferred by the Department Commander upon any individual or entity who, in the judgment of a three-member panel appointed by the Department Commander, has through his/her actions, words, and/or deeds significantly contributed to the furtherance of the memory of the Grand Army of the Republic within the Boundaries of the Department of Tennessee. Recommendations for possible recipients of said award shall be submitted, along with a one-page description of the contribution made, to the Department Secretary no later than two (2) months prior to the annual Department Encampment. Recipients of the award shall be publicly announced and a certificate and/or other appropriate symbol of the award presented at the annual Department of Tennessee Encampment. No more than three (3) recipients shall be selected for the award in any one year.
    1. Motion Br. B. Jones Second: Br. D. DuBrucq
    2. Motion Passed
  3. Change ARTICLE XXII – Separation, Dissolution and Disposition of Assets
    1. Section 1: In the case of surrender or forfeiture of the Department Charter, all Department property and assets shall be turned over to the National Commander-in-Chief of the Sons of Union Veterans of the Civil War or to his duly authorized representative and shall become the property of the National Organization, Sons of Union Veterans of the Civil War, an organization exempt from taxes under section 501(c)3 of the Internal Revenue Code.
    2. Section 2: All property of the Department shall be held for the National Organization, Sons of Union Veterans of the Civil War, as a charitable trust that is held and used for the purpose for which the Order exists. Any such transfer or disposal within six months of disbandment or surrender of the Camp Charter without the written consent of the National Commander-in-Chief of the Sons of Union Veterans of the Civil War is prohibited. The property and funds of the Department shall not be divided among its members.
    3. Section 3: In the event the National Organization, Sons of Union Veterans of the Civil War, no longer exists, said property and funds shall revert to the benefit of the first and any remaining organization of the Allied Orders of the Grand Army of the Republic or in their absence, to the holdings of the State Archives of Tennessee.
    4. Section 4: Notwithstanding the above language, upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)3 of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government for a public purpose.

      1. Motion Br. B. Jones Second: Br. D. DuBrucq
      2. Motion Passed

  • Change ARTICLE XXIV – Juniors and Junior Associates
    1. Section 1: Camps within the Department of Tennessee may allow acceptance of Juniors and Junior Associates in compliance with the C & R. Juniors and Junior Associates will also be accepted as members of the Department’s Camp-at-Large. Juniors and Junior Associates will not pay Department or Camp dues.
    2. ARTICLE XXIV – Juniors and Junior Associates
    3. Section 1: All Brothers under the age of 18 years of age should be accompanied by a parent or person designated as a Guardian (Grandfather or Grandmother, Brother or Sister over the age of 18 years, or Aunt or Uncle) when participating in ANY SUVCW activity. Any parent or guardian attending a business meeting of the department shall not be permitted to participate in the activities of such meeting.
    4. Section 2: At no time will a non-related Brother be permitted “one on one” contact with a Brother under the age of 18. Any interaction with a Brother under the age of 18 must always include at least two (2) Brothers over the age of 18. It is preferable that juniors and junior associates participate in “public” events and activities, whenever possible, to avoid the need for private contact between a Brother under the age of 18 and an unrelated Brother over the age of 18.
    5. Section 3: Any Brother who witnesses or suspects, in good faith, any type of physical, mental or sexual abuse of any member under the age of 18 will immediately report such suspicion to local authorities first and then the local Camp and Department Commanders immediately thereafter.
    6. Section 4: Every Brother over the age of 18 who may have contact with a Brother under the age of 18 should complete training related to protecting children from abuse of any type. Free training is available from the Boy Scouts of America at http://www-myscouting-org. You will need to create an account, then select the Training, then choose the Youth Protection Training. It takes about 30 minutes to complete. Upon completion, you will be able to print a certificate along with a wallet-size certification card which is good for a period of two (2) years. While this training is not a requirement, it is highly suggested that it is completed to be used as a tool to protect our youth and Brothers.
    7. Section 5: Ultimately, all Brothers must comply with all applicable local and State laws pertaining to child abuse.

      1. Amended
        1. Section 4: Every Brother over the age of 18 who may have contact with a Brother under the age of 18 should complete training related to protecting children from abuse of any type. Free training is available from the Boy Scouts of America.  You will need to choose the Youth Protection Training. While this training is not a requirement, it is highly suggested that it is completed to be used as a tool to protect our youth and Brothers.
      2. Motion Br. B. Jones Second: Br. D. DuBrucq
      3. Motion Passed
  • Section 3: It shall be the duty of the Department Secretary to issue a draft of the minutes of the Departmental Encampment to the elected and appointed officers of the Department, all Camp Commanders, and all Brothers in attendance at the Departmental Encampment within 30 days of the formal conclusion of the Departmental Encampment. This draft may be issued either electronically or by United States postal service.
    1. Motion Br. B. Jones Second: Br. C. Huffman
    2. Motion Passed
  1. Section 6: Pursuant to the C & R a sufficient number of Brothers of the Department of Tennessee shall be elected as Delegates and Alternates to attend and represent the Department of Tennessee at the Annual National Encampment of the Order. All other Brothers in good standing at time of the Annual National Encampment may serve as alternates should an elected Delegate not be able to attend. If there are more willing Alternates than openings, the Department Commander shall determine which Brothers will be the Alternate(s). Said election shall occur at the Annual Department Encampment.
    1. Motion Br. B. Jones Second: Br. C. Huffman
    2. Motion Passed
  2. ARTICLE III – Officers and their Duties
    1. Section 1: The elected officers of the Department shall be as follows: Commander, Senior Vice Commander, Junior Vice Commander, three (3) members of the Council, a Secretary, and a Treasure  Secretary/Treasurer and an Assistant Secretary/Treasurer. All terms, except for the Department Council, will be for one year, or until their successors are duly elected and installed. Terms for members of the Department Council will be two years. The Commander, Secretary, or  Treasurer  Secretary/Treasurer, or Assistant Secretary/Treasurer shall not serve on the Department Council. If willing to serve, the most recent Past Department Commander shall join the Department Council. The same member may hold the office of Department Secretary and the office of Department Treasurer simultaneously  The above named elected officers shall all be Brothers of the Department of Tennessee and shall meet the requirements and perform their duties as detailed in the C & R.
    2. Amended
      1. If willing to serve, The most recent Past Department Commander shall join the Department Council. 
    3. Motion Br. B. Jones Second: Br. J. McTeer
    4. Motion Passed
  3. Section 5: All officers of the Department (elected and appointed) shall upon their retirement from office turn over to their successor all property of the Department within ten (10) days after leaving office., with the exception of the physical Department financial records, checkbooks, and other accounts which shall be transferred at the Department Encampment.
    1. Motion Br. M. Downs Second: Br. B. Jones
    2. Motion Passed
  • Add Section 7. The Department Secretary/Treasurer shall ensure that following individuals have signatory access to the Department Accounts: the Council member who has most recently joined the Council of Administration and the Assistant Secretary/Treasurer within four (4) business weeks of assuming office. Copies of the details of Department accounts including Banking Institution, account numbers, etc. shall be provided to everyone having signatory access as well as the Department Commander.
    1. Motion Br. B. Jones Second: Br. J. McTeer
    2. Motion Passed
  • Existing ARTICLES V – BondsRemove the entire Article
    1. Section 1: The Department Treasurer shall, within fifteen (15) days from the date of his installation furnish a bond in an amount to be fixed by the Department Council which sum shall not be less than one thousand dollars ($1000), for the faithful performance of his duties, and a just accounting for all funds and property of the Department that may come into his hands, said bonds to be taken in the name of the Department of Tennessee, Sons of Union Veterans of the Civil War and to be held in trust for the Department of Tennessee.
  • Section 2: The bond shall be taken in a reliable surety company, authorized to conduct and conducting business in the state in which the treasurer resides, and shall be paid out of the funds of the Department of Tennessee.
  1. Note: With modern banking process, and the reality that we have always had multiple persons with signatory responsibility, we would either have to bond everyone with signatory responsibility or limit access to just the Secretary/Treasurer. I can find no evidence that we have actually bonded anyone in the past several cycles (although, there is so much unknown, that it is likely that we did much further in the past).
    1. Motion Br. D. DuBrucq Second: Br. C. Huffman
    2. Motion Passed
    3. National Commander-in-Chief noted that the requirement still stands at the National level, and the Department falls under that requirement. resources on ways to meet this requirement.
      1. Note: this should be resolved by Council of Administration during the upcoming year.
      2. C&R pg 120 Chpt 5 Gen Regulations Article III
      3. “Prime Plus Policy”
    4. Meeting was ‘suspended’ for a break
    5. Resolution from the Camps in Alabama
      1. Resolution is attached
        1. Additional presentation of the matter was provided by Br. Goodwin, CC Croxton Camp, and Br. H. Poarch, PCC Croxton Camp
          1. Several General Orders were brought up that the Department Officers, and National visitors were not aware of prior to Encampment.
            1. Series 1996 – 1997 General Order #6
              1. The Department of Tennessee is hereby notified that it may expand its borders to include Alabama. This order to being executed in order to allow camps formed in or to be formed in Alabama to become a part of the Department of Tennessee ,provided, when at least three camps have been formed in Alabama, a Department of Alabama shall be formed. At that time, the boundary of the Department of Tennessee shall revert to the boundary in force at the time of this General Order # 6.
            2. Series 1997 – 1998 General Order #2 regarding the service area of the Department of Tennessee
          2. This led to questions regarding whether the Resolution needed to acted upon.
            1. It was determined that since research would be needed to determine if the General Order was rescinded or other changes would make it necessary, the Encampment should err to caution and act on the resolution.
          3. Discussion was held
            1. PDC M. Downs expressed his disappointment and disagreement with the
          4. Motion Br. B. Jones Second: Br. J. McTeer
            1. Roll Call
              1. Sultana – Yes
              2. Fort Donelson – Yes
  • Missionary Ridge – Yes
  1. Wilson – Yes
  2. Taylor – Yes
  3. McTeer – No
  • Army of Tennessee – Yes
  • Andrew Johnson – Yes
  1. Croxton – Yes
  1. Resolution passed 8 – 1
  1. Delegates for National Encampment
    1. Nine openings
      1. Sultana – George Andrew Huttick, CC
        – Skip, Rexroade, PCC
      2. Fort Donelson – Chip Huffman, CC
      3. Missionary Ridge – Nick Norwood, CC
      4. Wilson – Eric Alford, CC
      5. Taylor – Richard Blanton
        – Michael Garrett, CC
      6. McTeer –
      7. Army of Tennessee – D. DuBrucq
      8. Andrew Johnson –
      9. Croxton – B. Goodwin
    2. Motion E. Alford Second B. Jones
  • Slate of Delegates elected
  1. Nomination of Officers
    1. Council
      1. Two openings
        1. Roger Tenney (soon to be PDC)
        2. Bill Heard
        3. B. there was another nomination for a Brother from the Camps in Alabama, after discussion, the Brother removed his name from consideration as it was unlikely he would fill one year of a two year term.
      2. Assistant Secretary Treasurer – Scott Holmes
  • Br. Clyde Getman noted to the Department that we usually went from Senior to least Senior roles. Nominations moved to that order.  [Ed. Note: we also lost some of our Department tradition.  Typically, nominations are done by roll call of the Camps, and the individual is usually nominated by their Camp, and then from the floor.  This did not happen at this Encampment.]
  1. Commander – Dave DuBrucq, PCC
  2. Sr. Vice Commander – Skip Rexroade, PCC
    1. Camp attested that he had stated in a Camp meeting that he would accept nomination
  3. Jr. Vice Commander – Gary Burke
  • Secretary / Treasurer – George Andrew Huttick, CC
  • Motion: Br. B. Jones Second: C. Huffman
  1. Slate of officers were elected.
  1. Installation of Officers
    1. The Officers were installed by the Commander-in-Chief Ed Norris
  2. Closing ceremony
    1. Comments from the new Commander
      1. Emphasis of the Department will be on membership
      2. And support to complete cleaning up the finances and other matters of the Department
  • Filling of the remaining appointed positions will happen soon
  1. Thanks to Command Roger Tenney for his past year of service and for his service over the past years in the Department
  2. Thanks to the Secretary / Treasurer and Mike Downs, PDC in the work on cleaning up the financial and other issues this year.
  3. Thanks to the Commander-in-Chief
  • Thanks to Br. Frail for attending
  1. Other business / comments
    1. Br. Getman recommended that it was in the minutes that Br. Huttick and Br. Downs did their work this year.

 

 

REPORTS and ACTIONABLE COMMUNICATIONS

RESOLUTION

February 13, 2020 Department Commander Department Tennessee, MS and AL Encampment We, the Commanders of the Alabama Camps respectfully submit the following resolution to the Encampment of the Department of Tennessee to be held March 21, 2020:

WHEREAS the members of the three Alabama Camps have discussed the desire to form an independent department separate and distinct from the current Department of Tennessee; and

WHEREAS all essential records have been assembled and submitted to National and to the ExDir, National Secretary, CINC and the National Counselor PCinC Darby per the Constitution and Regulations and directed by CinC Edward Norris; and

WHEREAS it is just and proper that the members recognize the many good and noble benefits of said separation;

THEREFORE, BE IT RESOLVED that the three Alabama Camps, MG James H. Wilson Camp No. 1, Private Richard Taylor Camp No. 53, and MG John T. Croxton, Camp No. 17, be permitted to form an independent Department of Alabama.

RESPECTFULLY SUBMITTED,

Howard D. Poarch, PC MG John T. Croxton Camp No. 17
Member MG James H. Wilson, Camp 1

Brent B. Goodwin, CC MG John T. Croxton, Camp 17

Michael K. Garrett, CC Pvt. Richard Taylor, Camp 53

Eric D. Alford, CC MG James H. Wilson, Camp 1