Minutes
Greenbrier Military School Alumni Association, Inc.
Board of Directors Annual Meeting
October 17, 2025.

Board Members in Attendance: Mike Ruth, Michael Crews, Perry Woodside, Denton Staley, John Arbuckle, Bear Baker, Steve Downer, John Little, Bill Stinnette

Guests: Terry Byrnes, Bob Boles, Jim Dodway, Charlie Duncan, Dan Pennington, John Horlbeck, Herb Pearis, Bob Skinner, Larry Springer, Grey Webb, Matt Winans.

1. Call to order. Mike Ruth called the meeting to order at 9:58 a.m.

2. Introduction of Board Members and Guests.

3. Approval of 2024 Board of Directors Meeting Minutes.
Motion to approve the Minutes of the 2024 GMSAA Board meeting was made by John Arbuckle, 2nd by Bear Baker. Motion approved unanimously.

4. Status of Store Jim Downer: Arbaugh prints to go back to family. WVSOM store will take memorabilia, give away clothing to Goodwill or similar institution.

5. Secretaries Report.
A. Reunion Numbers. Mike ruth reported 193 people signed up. 101 of those being cadets. Explanation of those who are registered and ill who can’t make it.
B. 2025 Reunion Schedule/Program: Mike ruth discussed the program for the weekend, with the addition of Friday night music by Theresa Gaffney. Descriptions of plaques and awards. Shot classes.

Description of the retreat, Silent Auction, etc.

Banquet Open House, Echo Taps, Presentations, etc.

6. Treasurers Report. Perry Woodside
A. Financials. As of 12/31/2024 total assests of $576,896. Important items being the Leadership Scholarship at $379,000 and museum fund of $109,836. Museum fund residual after the $100,000 transferred to WVSOM per the agreements. Museum fund and WVSOM Scholarship fund completely closed out leaving the Leadership Scholarship at $513,000. Life members fund is at $57,002.

Operations: Last year only collected $6659 and expenses totaling $17,777. Leaving operations deficit of $11,000. This year only $3660 for operations because we no longer collect dues, but asked for a contribution. Many did not contribute. GMSAA has accrued $10,800 in expenses leaving us with a $7,100 deficit.

Perry mentioned some of the items paid for by alumni: Band at church, shot glasses, champagne, etc.

Larry Springer asked what happens to the balance of the funds act the end of the Association. Perry replied it rolls over to the Leadership Scholarships as approved last year..

7: Minutes of 2024 Supplemental Board meeting held prior to the 2024 General meeting. Motion to approve made by John Arbuckle, 2nd by Perry Woodside. Motion approved unanimously.

8. GMSAA Closure Process In Progress Updated Dissolution Plan
(This starts at 00:26:47:12 of the video)
Bear and Perry to fill out paperwork, File 990 form within 5 months of the end of our fiscal year. Needs to stay open for a while to make sure all revenues are collected and paid.

John Arbuckle moved that Bear and Perry be authorized to sign the dissolution articles as soon as they are satisfied that all of our revenues and expenses have been taken care of, received and paid. 2nd Michael Crews. Motion Passed unanimously. (ends at 00:29:30:14)

8. Current Board Member’s Terms. Motion made by John Little to keep the Board intact for a few months after closure. 2nd by Bear Baker. Motion Passed unanimously.
9. Movement of GMSAA Archives to WVSOM: Action Completed Oct 2024
Discussion of progress made in the archives to winnow out duplicates and items in poor repair. Michael Crews and Mike Ruth are digitizing photos.

Computers have been disabled and removed, all permanent records are stored in library and files backed up on various drives.

10. Website Update.
A. Alumni Record Update/Future of Website: Matt Winans talked about future of maintaining website and its retooling as a historical document, to be known as ‘The Alumni Record’.

Costs involved with maintaining website discussion.

Wikipedia page needs to be reviewed and updated. Collaboration between Boles, Crews,Staley and others. The wikipedia page is NOT an official document of the GMSAA.

B. Need obituary updates

11. Status of Bottle of Scotch in Museum A discussion on what should be done with the TonTin bottle of Scotch in the museum. Drink now, drink at the last 10, or keep it forever. (Starts at 00:53:50:13 of the video)

A lively discussion was had by all members of the board and guests. Bob Skinner recommended to keep the bottle to perpetuity as an emblem of The GMS Spirit.

John Arbuckle made the motion the the bottle of scotch remain in the museum forever in recognition of the GMS Spirit, and that Bob Boles be authorized to make a suitable plaque to go with the bottle. 2nd by Michael Crews. Motion passed unanimously.

12. Future Reunions : Bob Boles explained how to plan and organize a reunion.

13. New Business. Short discussion on how to donate after association closed.

13. Adjournment Motion made by John Arbuckle to adjourn, 2nd John Little. Meeting Adjourned at 11:24 a.m., Oct 17, 2025.

Respectfully Submitted,
Mike Ruth

Approved Nov 11, 2025 by unanimous Board Vote