ATTENTION Members: March 3, 2026, BOD Meeting Agenda Item

Dear Fellow Members,

I am writing to inform you that I have submitted a request for information to the Board of Directors regarding the policies and procedures governing GACE-owned assets. Angel Gray has confirmed receipt of this request and noted that it has been added to the agenda for our upcoming board meeting in Savannah.

I believe it is vital to share this inquiry with the general membership to encourage a collective review of the facts. Currently, I have been unable to locate any officially adopted procedures or policies regarding these assets. This lack of accessibility is concerning; as our organization grows, so does our financial responsibility. It is our collective duty as members to ensure fiscal transparency and the prudent management of association funds.

Having been a member of GACE for over twenty years, I have observed a trend of increasing costs alongside a perceived decrease in membership benefits. To ensure the long-term health of our association, I urge each of you to stay informed, ask questions, and verify the information provided by our leadership.

Attached below is the formal inquiry I submitted to the Board. I welcome any questions or discussions you may have regarding these concerns.

Respectfully,

Jery Pitman

To the GACE Board of Directors:

I am writing to formally inquire about the written policies and procedures governing GACE-owned property (specifically the organization’s trailer and merchandise). As our inventory grows, it is vital for the protection of the organization and its leadership that clear, documented standards are accessible to the membership.

To ensure transparency and ethical stewardship, I am requesting information on the following:

1. Oversight of Fixed Assets (e.g., GACE Trailer)

• Responsibility: Who is officially designated as the custodian of the GACE trailer? Is this responsibility tied to a specific board position by bylaws, or is it an ad hoc arrangement?

• Usage Policy: What is the protocol for members in good standing to request use of the trailer for GACE-sanctioned events?

• Maintenance & Liability: Where is the written policy detailing the requirements for towing, insurance, and maintenance? (I ask this to clarify recent suggestions that these physical tasks are a mandatory condition of specific board roles, which may impact the accessibility of those positions to the general membership.)

2. Mercantile Operations and Inventory Control

• Sales Procedures: What are the documented procedures for conducting mercantile sales on behalf of GACE?

• Accountability Measures: What system of inventory control is currently in place? Please provide details on how merchandise is tracked, who holds keys to storage, and how sales are reconciled with the Treasurer’s reports.

• Audit Schedule: When was the last internal or external audit of GACE merchandise and physical assets conducted?

3. Governance and Membership Empowerment
There is a growing concern among the membership regarding the "appearance and optics" of how authority is exercised. When physical assets and inventory are controlled without documented procedures, it creates unnecessary risk and the potential for a "gatekeeping" culture.

As GACE continues to evolve, it is essential that the membership is empowered by clear rules rather than being dependent on the informal authority of a few individuals. I look forward to receiving copies of these policies or a timeline for when they will be drafted and presented to the membership for review.