Executive Council Meeting
January 26, 2008
Muncie IN

Official

Introductions
President's Report
Executive Vice President's Report
Executive Director's Report
NAA Report
Committee Reports
Old Business
New Business

President Mathewson thanked former President Dave Brown for his years of service.

The meeting was called to order at 8:00 a.m.

1. Opening Business

Introductions: President Dave Mathewson, Baldwinsville, NY; EVP Doug Holland, Raleigh, NC; District Vice Presidents: I-Andy Argenio, Smithfield, RI; II-Gary Fitch, Franklinville, NY; III-Bob Brown, Bradford, PA; IV-Bliss Teague, Hickory, NC; V-Tony Stillman, Brunswick, GA; VI-Charlie Bauer, Norridge, IL; VII-Bill Oberdieck, Southgate, MI; VIII-Jim Rice, Universal City, TX; IX-Mark T. Smith, Shawnee, KS; X-Rich Hanson, Scottsdale, AZ; XI-Bruce Nelson, Spokane, WA; Executive Director Jim Cherry; NAA Representative Jonathan Gaffney and AMA legal counsel Felix Gora. HQ staff in attendance was Joyce Hager; Jay Mealy; Gregory Hahn, and Rob Kurek. Others in attendance were Bob Underwood, Dist. VI AVP/Safety Committee; Dennis Baack, Dist. VI AVP; Frank Roales, Dist. VI AVP; Ron Ballard, Dist. VI AVP; Travis McGinnis, Finance Committee; Larry Johnson and Paul Bretsen of Harry A. Koch; Dave Brown; Eric Williams; Finbar Constant, Model Aeronautics Council of Ireland; Ginger Mathewson, and Shirley Teague.

The President thanked everyone for their congratulations and support offered to him. Gary Fitch was welcomed as the interim District II VP.

Additions to the Agenda: special introductory memberships that show teams can offer; discussion of per diem.

2. Consent Agenda

a. a. Approval of October 27, 2007 Executive Council meeting minutes.

It was moved, seconded, and approved by acclamation to approve the minutes of the October 27, 2007 Executive Council meeting.

3. President’s Report

a. Update 2008 Committees: Council received a list of committees. The President has assigned chairs to all of the committees; those chairs were given the latitude to assign the members. New committees – ED Review (R. Hanson chair, A. Argenio and J. Rice members); Election Process Review (ad hoc) (B. Nelson chair); Electronic Media (C. Bauer chair); Leader Member Program Development (ad hoc) (J. Rice chair). The following committees were sunset – AMA Convention, Facilities Maintenance (Combined with PADCOM/Properties Committee), Legal Defense, Membership Growth; and Safety Practice. The chair of the 2008 Nominating Committee is Bliss Teague.

The ED reported that in the next 2-3 weeks, all committee chairpersons will receive a committee chairperson package; a conference call will follow to review the expectations of the chairpersons. The ED will be sending out a committee roster w/mission statement survey to the membership to poll for interest in serving on a committee; it should be clear that just because a person has expressed interest and expertise for a committee does not mean he or she will be appointed to serve.

b. Replacements for EVP and VPs: District I-Barry Schubert, Bob Wallace; II-Peter Seiffert; III-Joe Vislay, Dave Brown; IV-Chuck Foreman, David Jones; V-John Russell, Jose Soto; VI-Bob Underwood, Frank Roales; VII-no change; VIII-Doug Powell, John Matlock; IX-no change; X-no change; XI-no change. EVP-D. Holland will work on naming a replacement.
The President noted that Council has moved away from using the official agenda item form and including supporting documentation with submitted agenda items. He instructed Council that when submitting an agenda item, they should complete the form (including rationale) and submit all supporting documentation. Agenda items must be at HQ four (4) weeks prior to a Council meeting.

c. District II Special Election: The procedure used and precedent that has been set is for the outgoing VP to appoint an interim individual to fill the position until a special election can be held. The special election is held concurrent with the regular general election for that year. The outgoing VP must also name two individuals to be placed on that ballot.

MOTION I: Moved by B. Teague (IV) and seconded by C. Bauer (VI) to accept the appointment of Gary Fitch as interim District II VP. A special election for the District II VP will run concurrent with the 2008 elections; the two names to be on the special election ballot for District II VP will be Gary Fitch and Jon Gerber.
MOTION passed unanimously.  

4. Executive Vice President’s Report

a. HQ is currently in between closing the books and getting ready for the audit report. The EVP reported HQ will be in the black for year end, showing a substantial profit due to appreciation in investments.

5. Executive Director’s Report

a. Review Ontario Convention: Expect to have the final numbers to Council within two weeks. Friday ticket sales were up 4% over previous year; comments from exhibitors and attendees were positive; Lora Knowlton oversaw the show and offered input and will present a report to Council; the presentation of the static model display was well accepted; current vendors are requesting additional booth space for 2009; and advance one day ticket sales increased by 110%.

b. Five Year Plan: Work on the current five year plan has been suspended; Eric Williams spent Friday working with Council and staff examining the content of a true strategic plan. He noted that long-range planning is valuable, but the current focus should be on things that can be worked on immediately. The next steps for the EC will be to focus on a set of priority goals, do an assessment of allies and advocates that can help us, and look at an analysis of strengths and weaknesses to better identify the capabilities of the direction to move.

c. Organizational Chart for 2008: Two employees have announced their intent to retire. J. Hager will assume the duties of HR; other aspects will be assumed by various employees. J. Hager will be the contact if those employees have concerns. The Flying Site Coordinators are now under the direction of the Executive Director. The ED will supply a copy of the organizational chart showing names for the positions and on the reverse side their phone numbers; this will be sent to all Executive Council members and all Associate Vice Presidents.

d. Flight Support Team: This is an invitation for prospective sponsors to support the Academy with either a $250 or $500 contribution. M. Vojslavek is coordinating this project.

e. Membership Year-End Report: Council viewed the trend over the past several years. AMA has increasing expenses and decreasing revenue and must continue to look at non-dues revenue. Will also have to scrutinize the migration rate of Open to Sr. Citizen to determine Sr. Citizen discounts.

6. NAA Report

At the last meeting Gaffney shared the Board approved plan to restructure the NAA; the office is being relocated to National Airport this week. NAA has experienced some administrative issues with AMA relative to contests and world records; Art Greenfield will attend the April meeting to clarify those issues. Pierre Portman (FAI President) and Max Bishop (FAI Secretary General) will be coming to NAA for a day-long session of meetings and discussions. Representatives from air sports groups will also be in attendance; Dave Brown will represent AMA at these meetings.

7. Committee Reports

a. Bylaws: The committee presented seven options pertaining to the EVP position. Following discussion, a straw poll found Council moving toward Option #7. The committee is charged with making these changes and forwarding to Council for a mail/E-mail vote within the next two weeks.

b. Nats Review (Appendix II): The committee was tasked with taking a broad look at the Nats as the event stands now, and try to find ways of improving it, increasing participation, etc. The new chairman will take this report and move forward in determining ways to improve how the Nats are run in the future. The committee should also review the standing rules as they pertain to the Nationals. The President thanked Stillman for his work as chairman.

c. Standing Rules change re: Nominations: In an effort to clarify when a campaign statement is due at headquarters, the following motion, including an amendment, was presented: 

MOTION II: Moved by C. Bauer (VI) and seconded by A. Argenio (I) that the "Note:" in item (b) under Candidate Acceptance in the Standing Rules will now read: Campaign Statements to be delivered to AMA Headquarters 10 days prior to the Nominating Committee meeting in a sealed envelope. Those not nominated will have their statements returned unopened. Campaign Statements will remain sealed until after the Nominating Committee has deliberated and determined the candidates.
MOTION passed unanimously

d. Education Endowment – removed from agenda

e. Park Pilot Program: M. Smith thanked J. Cherry and the staff for their work on the Park Pilot Program. A job description was developed and an AMA All Star Team was formed with input from Horizon, Hobbico, EC, and AMA staff; team objectives were developed. A brief introduction was given for each of the team members; at this time the members are Jim T. Graham, Andrew Jesky, Nick Maxwell, Mark Leesburg, and Quique Sominizi. This team put on flight demos and simulator demos during the Ontario Convention.

The Park Pilot magazine was launched in mid-December and has been well received. During the Ontario Convention a press conference was held where the program was introduced, new flying site material and the hobby shop expansion were explained, and press packets were provided. The new program was discussed at the General Membership meeting, the AVP meeting, and during two seminars.

Through Jeff Troy, AMA got an article/blurb in the ‘What’s new in business’ section of the February Hobby Merchandiser. Council was encouraged to tout the Park Pilot Program in their district columns. The President was pleasantly surprised with the number of members who expressed a sincere interest in creating a park flyer field during the convention.

f. Update on insurance renewal process: P. Bretson reported they had a positive meeting with the Westchester underwriters. They successfully completed the wording for Park Pilot insurance in the policy; and finalized the language from the insurance committee meeting re experimental aircraft program. Final premium negotiations should be finalized next week; expect to have policy numbers to Ilona next week so certificates can be mailed shortly thereafter. Bretson reported there are no changes in the coverage. The President thanked Paul and Larry for their work and negotiations for the 2008 policy and he looks forward to continuing the working relationship with them going forward.

8. Old Business

a. Building Update: The ED reported that the leaks are back in headquarters and the process to get things repaired will start again. Council will be kept apprised of the progress; the law firm continues to pursue what was discussed earlier.

9. New Business

a. Contest Coordination: The numbers of true Class A, AA events that occur are becoming fewer, and more problems are encountered where dissimilar Class C events compete for the same spectator/vendor base. It was requested that the President assign a group to look at sun-setting the contest coordinator program as it exists today, and revamp or reinstitute a replacement program for 2009.

The President appointed an Ad hoc Committee on Contest Coordination; R. Hanson will chair this committee and appoint members. Hanson should coordinate with M. Lamb at AMA HQ. The committee may also want to address the possibility of an on-line sanction process. 

b. Sport Pylon Racing Proposed Rule Change: This item is being presented so that clubs with smaller fields wishing to hold a sport Pylon Racing event, have set guidelines (different from those in PDF #530 Supplementary Safety Code for Pylon Racing) and don’t have to request a waiver from the District VP.

One VP reported that when he grants a waiver, it is a one-time waiver for an indefinite period of time, unless they somehow change the event. They are required to attach the waiver to the sanction application so HQ knows exactly what was waived by the VP.

In keeping with the philosophy of addressing these types of issues through our committee structure, this item is already on the agenda for the Safety Committee meeting during the Toledo Show. They will present their findings and make recommendations at the April Executive Council meeting.

c. Nats trophies/Junior and Senior Category: In an effort to reduce costs at the Nats, the Nats Management Committee restructured the trophy policy and cut back on the number of trophies to be awarded in 2008. It was pointed out that the Nats Management Committee has made a decision on this policy and the Council should not supersede what was decided. Ron Morgan explained the policy noting it was agreed to by all of the Nats managers and SIGs. This item was referred to the Nats Management Committee for future study; Morgan indicated that the trophy policy is reviewed each year at the Nats meeting. The following motion was presented in support of the youth members.

MOTION III: Moved by C. Bauer (VI) and seconded by B. Teague (IV) that Juniors and/or Seniors entered in official Junior and/or Senior events at the Nationals and place in first, second or third will receive a Nats first-, second-, or third-place trophy.
MOTION failed: 5 Yes; 8 No (I, II, III, V, IX, XI, EVP, NAA)

d. VP Communications: R. Hanson was video taped presenting the new AVP training guide; this was edited by T. Stillman and will be available to VPs on DVD, as will the PowerPoint presentation. An AVP Manual will also be available to VPs. Following is the total of how many of each item each VP requested:

Dist. I – 6 of each; 
Dist. II – 10 of each; 
Dist. III – 8 of each; 
Dist. IV – 8 of each; 
Dist. VI – 12 of each; 
Dist. VII – 6 of each; 
Dist. VIII – 10 of each; 
Dist. IX – 7 of each; 
Dist. X – 14 of each; 
Dist. XI – 7 of each.

e. Air Show Teams: The new Air Show Team program presented at the ICAS show; report back from ICAS was very positive. Many shows were promoted for the 2008 Show Team; they received much noteworthy attention in terms of status within the ICAS. The display booth was in a great spot this year, right next to main traffic flow, and there was a constant line at the simulator. The aircraft typically displayed is high-end; it was suggested they display more trainer, entry level, park flyer-type airplanes. An aircraft was raffled off which created leads for AMA. The lead sheet will now have a box to check if the individual wants more information about the hobby. They would like to be able to have people sign up for an introductory (60-day) membership on the spot; the means of enticing people to do this would be an “X Pilot Program.” People would enter a raffle-type of lottery to become the X Pilot for a specific Show Team. (The Show Team would work with that pilot one-on-one and get him or her interested in the hobby.)

Jeff Phillips and Cal Tenant would oversee the program. They would have a one-day-only special: if you sign up for this X Pilot Program, for $10 you get a 60-day membership in the AMA (one magazine and the promotional material AMA sends out).

Questions that arose included: exactly when would the individual become a member (when they pay, or when AMA receives the money); would receipts be given (as is done at the trade shows); could this membership be converted to a full AMA membership with a credit of $10 being applied; would additional language need to be created in the insurance policy for this type of member, and right now only ‘agents’ of the Academy may take memberships, how would this fit in to that concept.

The Marketing Committee will work with R. Hanson on this concept to work out the details. The first air show is May 5, 2008, and if needed, HQ could do an E-mail/phone vote of Council prior to the April Council meeting.

f. Per Diem: The mileage rate was just increased and it is being requested that per diem be reviewed for a possible increase. Doug Holland will investigate this and make a report/recommendation at the April Executive Council meeting.

g. Number of District AVPs: In reviewing the list of AVPs for his district, G. Fitch sees a shortfall. These AVPs are a conduit directly to the AMA members and the net return is significant. 

MOTION IV: Moved by G. Fitch (II) and seconded by B. Brown (III) that the Executive Council shall allow each District Vice President to establish the number of AVPs in his or her district.
MOTION passed unanimously

Each District VP will look at his requirements and come back in April with a recommendation of the number of AVPs to correctly do his or her job. Council was cautioned about making sure all of their AVPs are active before naming additional ones. 

10. Awards 

The meeting adjourned at 2:15 p.m.

Next Meeting
April 19-20, 2008

Action items from the January 26, 2008 Executive Council meeting:

1. New Committees Assigned by President: ED Review (Hanson, chair); ad hoc Election Process Review (Nelson, chair); Electronic Media (Bauer, chair); ad hoc Leader Member Program Development (Rice, chair). Committees that were sunset: AMA Convention; Facilities Maintenance (combined with PADCOM/Properties Committee); Legal Defense; Membership Growth; and Safety Practice. The chair for the 2008 Nominating Committee is Bliss Teague. Ref: President’s report

2. The EVP is to provide name of replacement for his position. Ref: President’s report


3. Council will use the official agenda item form when submitting agenda items and supply supporting documentation. These items must be at HQ four (4) weeks prior to the Council meeting. Ref: President’s report

4. The ED will show names for the positions on the organizational and provide phone numbers for each. A copy of the chart will be sent to all VPs and AVPs. Ref: Executive Director’s report

5. Bylaws Committee to make changes to EVP position paper and forward to Council for a vote within the next two (2) weeks. Ref: Bylaws Committee report

6. Ad hoc committee on Contest Coordination assigned by President; chair is R. Hanson. Review alternatives on type of contests to coordinate. Ref: New Business, Contest Coordination

7. Safety Committee to review VP waiver process/requirements for sport pylon events. Present findings and make recommendations at April EC meeting. Ref: New Business, Sport Pylon Racing Proposed Rule Change

8. Nats Management Committee to review trophy policy re: Juniors and Seniors at the next Nats Management Committee meeting. Ref: New Business, Nats trophies/Junior and Senior Category

9. HQ to send each VP the expressed number of DVDs and AVP manuals (once revised). Ref: New Business, VP Communications

10. Marketing Committee to work with R. Hanson re: trial memberships at Air Show Team events. Committee should submit proposal for a Council vote prior to April EC meeting. Ref: New Business, Air Show Teams

11. Doug Holland to review per diem rate and bring recommendation to April EC meeting. Ref: New Business, Per Diem

12. VPs to bring a list of the number of AVPs needed in their district to the April EC meeting for approval. Ref: New Business, Number of District AVPs