Executive Council Meeting
Ontario CA
January 14, 2013
Official

Introductions
President's Report

Executive Vice President's Report

Executive Director's Report

NAA Report
Committee Reports
Old Business
New Business

Note: Note: EVP G. Fitch, Dist. IV VP B. Teague and Dist. V VP J. Soto were not in attendance.

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


1. Opening Business
a. Introductions: President Bob Brown, Bradford, PA; District Vice Presidents: I-Andy Argenio, Smithfield, RI; II-Eric Williams, Schenectady, NY; III-Mark Radcliff, St. Marys, WV; VI-Randy Cameron, Springfield, MO; VII-Tim Jesky, Monroe, MI; VIII-Mark Johnston, Albuquerque, NM; IX-Jim Wallen, Arvada, CO; X-Lawrence Tougas, Fairfield, CA; XI-Mike Mosbrooker, Oak Harbor, WA; NAA Rep Jonathan Gaffney; Executive Director Dave Mathewson; AMA Legal Counsel Felix Gora, Rendigs Fry Kiely & Dennis, and District V AVP Kris Dixon (sitting in for J. Soto).
 
Attending from AMA HQ staff were Jessy Symmes; Chris Brooks; and Bill Pritchett.
 
Others in attendance were Stephen Brehm, AVP Dist. I; Jim Rice, AVP/Safety Coor. Dist. VIII; Christopher Rankin, AVP Dist. XI; Rich Hanson, AMA GRA; Mitch Rose, Consultant; Tony Stillman, AMA Flying Site Assistance; and Ed & Rita Tougas.
 
b. Additions to the agenda
No additions
c. Final Flight Recognition (Appendix I): Addition to list: Paul Ortman (Dist. XI). Attendees observed a moment of silence.
 
2. Consent Agenda: 
It was moved, seconded and approved by acclamation to accept the minutes of the October 20, 2012 Executive Council meeting.

3. President’s Report 

• The President reviewed his travel from November 2 – December 14, 2012
• Established the CFO Search Ad hoc Committee; comprised of G. Fitch, Chairman; E. Williams and T. Jesky
• Reviewed AMA’s position relative to attendance at the CIAM Plenary meetings. The voting Delegate and a second person (probably the Alternate Delegate) would attend the meeting and represent AMA’s interest in CIAM matters. The Delegate would vote on items per the discipline (SIG) majority, which should be submitted to the President prior to the meeting. The Delegate would prioritize which meetings are most important for USA interests. Any attendance by AMA Technical Representatives would be strictly at their own expense or with support of the appropriate SIG (except for extraordinary circumstances). It should be clear that Council never voted to “never hold another world championship in the US”. Groups have expressed interest that AMA submit proposals to host WC possibly in 2015; this will be considered only if a break-even or profit budget is presented for review

Committees: 2013 Nominating Committee Chairman – Eric Williams; Nats Committee – Mark Radcliff replaces C. Bauer; Scholarship Committee – Mark Johnston replaces C. Bauer

VP Replacements for 2013: I- Carl Vogel, Steve Brehm; II-Reed Condon, Charles Davis; III-Jim Martin, Randy Adams; IV-Henry Mausolf, Jay Marsh; V-Kris Dixon, Humberto Pomales; VI-Frank Roales, Bob Underwood; VII-Lee Fredrickson, Randall Gibson; VIII-Jim Rice, Bill Holland; IX-Lora Knowlton, Jim Tiller; X-Forrest Barton, Todd Sheridan; XI-Chuck Bower, Chris Rankin; EVP-Bob Brown will appoint if it is needed

4. Executive Vice President's Report

No report at this time.

5. Executive Director’s Report

 • As of January 1, 2013 AMA now accepts the Discover credit card
• Council continues to receive the monthly overview of HQ activity
• The ED reported on the AMS/CMS system; in December a company named Smallbox did discovery work on our front end system and on January 21 a company named WDD will do discovery work on the back end system. Hope to bring a recommendation to Council some time in February. C. Brooks has been working with Smallbox; they are doing the web site and other work relative to the Foundation. Mathewson is pleased with them and thinks Council will be as well
• About 9 months ago Bill Northrup passed away. He owned a plans service and his wife Anita is interested in selling that service. She approached AMA about purchasing the plans service so R. Kurek and M. Smith will visit Mrs. Northrup to see what she has. Once this information is analyzed, it will be presented to Council to decide if it is something they are interested in. The ED is of the opinion that the plans have more value as a collection than they do as a business opportunity
• Bob Banka is interested in selling his scale documentation business and approached HQ. He offered AMA the opportunity to purchase his service a few years ago and we passed. He recently called again to gauge AMA’s interest; someone will visit him to see what he has to offer. As with Northrup’s plans, Banka’s business probably has more value as a collection. A report will be presented to Council
• Mathewson passed around a document that was put together by HQ staff. At the beginning of the year AMA presented its support materials in request for the FAA to recognize AMA as a Community Based Organization (CBO). That included the safety program that Council saw at the October 2012 meeting and another book that was an effort of R. Hanson’s team and the AMA Staff. Putting this book together turned into a 2-week project and Mathewson recognized Chris Savage for his working nights and weekends, including Christmas Eve and Christmas, so AMA could have the book to the FAA before the end of the year (2012). Once the book is finalized each Council member will receive a copy
• The ED commented on the membership numbers year-to-date; compared to last year we are down .8% in overall membership 2013 compared to 2012 YTD. HQ discovered an anomaly in District II that was believed to be a result of Super Storm Sandy. In comparison to national numbers (Open down .8%; Sr. Citizen up 1-2%), District II Open members were down 13%; Sr. Citizen down 1-2%. The ED and District II VP will investigate opportunities to reach out to those members
• The ED requested feedback on copyrighting AMA material. A ballpark cost for copyrighting the two books (safety program and support material book presented to FAA) would be less than $500 each. Making minor changes to the copyrighted books would not require application for a new copyright. It was suggested that AMA copyright all of its’ PDF documents; these do not have to be ‘registered copyright’ but could contain a statement that AMA created the document and is the owner. The two books are now out of AMA’s control and it is important to get them copyrighted so other organizations can’t purport them as their own

MOTION I: Moved by E. Williams (II) and seconded by M. Radcliff (III) all documents in the CBO proposal will be registered for copyright. All other publically available AMA documents will be evaluated for the purpose of application of non-registered copyright.
MOTION passed unanimously

6. NAA REPORT

• At the April EC meeting Gaffney will present an overview of NAA’s relationship with  its’ airsports
• He reported that by their charter, the NAA Board has two slots dedicated to its’ airsport organizations. B. Brown joined the Board in December 2012
• The Collier Award review/selection will be done in March; B. Brown will attend
• NAA Airsports dues to FAI – Gaffney reported that a couple of years ago the exchange rate went haywire and the NAA absorbed the difference in cost that the airsports paid that year since invoices had already been sent out. NAA increased the dues 10% with the caveat that any money collected that wasn’t paid to the FAI would be returned to the airsports. To that end, a check for $500 was given to the Academy

7. Committee Reports

Development/Foundation (Appendix III)

Wallen reported this will be a brief update of where things stand to this point; he will also be requesting a change in the Foundation By Laws. Donations in 2012 increased 27% over 2011; will strive to double that in 2013. There were 2,100 donors in 2012; or about 1.6% of all adult AMA members. He reviewed the major gifts AMA received.

Filing in the state of Indiana was completed and accepted. Wallen expected the IRS designation letter in 8-12 weeks; legal counsel from Ball State aided in putting this together. Hard launch of the foundation will immediately follow receipt of this designation letter.

The committee wished to establish a means to encourage naming AMA in wills, estate planning, etc.

MOTION II: Moved by J. Wallen (IX) and seconded by E. Williams (II) that the AMA Heritage Society be formed by the AMA Foundation, with the purpose to encourage the naming of AMA in wills and estate planning.
MOTION passed unanimously

Wallen noted that it is very important to have donor recognition. It is expected that the web site (to be launched in 8-12 weeks) will contain a “virtual shrine” of donors – personalities, stories and program impact. All gifts receive immediate and personal thanks. There has been discussion of developing giving levels (platinum, gold, silver).

He requested Council change the level of restrictive vs unrestrictive gifts relative to scholarships. Brooks explained that a $12k principle is required to provide an annual payout from interest of $500. This requires a Foundation By Laws/Policy change.

MOTION III: Moved by J. Wallen (IX) and seconded by R. Cameron (VI) to increase the minimum for restricted/designated scholarships in the AMA Foundation By Laws to $12,000, from $5,000.
MOTION passed unanimously

J. Rice reported that the calls he had made personally to donors had been very rewarding and goes a long way in AMA outreach.

Membership/Marketing (Appendix IV)
Membership 2012 activity – increased use of email through Exact Target; added promotions to entice people to renew; just completed email campaign to contact past/lapsed members, back to 1991 to encourage them to re-join (approximately 90k members); in July launched the 3 month trial consumer experience with the objective to increase the conversion rate from 3 month to Open member (will analyze data to determine the conversion rate); re-launched an improved Hobby Shop program, boosted the incentives and launched a quarterly hobby shop e-newsletter. On a monthly basis AMA conducts a drawing from those members that joined through the hobby shop and the winner receives a $100 gift certificate to the hobby shop where they joined; the hobby shop in turn benefits as well as AMA sends an email to AMA members in the shops trading area with a special offer. By the next EC meeting Nance hopes to have data to share on the program.

AMA hired MCA (Membership Corporation of America) to help with membership building strategies. Nance introduced Barry Elk, Senior VP of MCA. Since September 2012 they’ve worked with staff to identify and prioritize 11 key projects (factors); the AMA President and the Marketing/Membership chairman prioritized the factors as well. Council received a copy of the spreadsheet showing how the factors were prioritized. Nance reported the four most important factors to be addressed were 1-Barriers to entry/difficulty in becoming a member (action has been taken to rectify this such as streamlining the on-line membership form, taking membership over the phone); 2-Poor visibility to operating metrics (understanding the data that is gathered in profiling our membership); 3-Limited understanding of what the member sees as valuable to them and 4-Lack of strategic and tactical membership marketing plans (improvement started in 2012). Of the four items above the most important item to focus on was determined to be #3. Wallen suggested HQ update the hand-out piece highlighting the benefits of becoming an AMA member.

Barry Elk reviewed the AMA/MCA first three month initiatives and milestones, which include email surveys of the membership and the magazines readership. This will help us gain demographic information and understand what the member finds as a value now.  The information will be compiled and reviewed collaboratively with HQ.

Executive Session/Lunch

Duties/Responsibilities for VPs/AVPs – Ad hoc (Appendix V)

The committee researched all the documents relating to duties and roles of VP’s, AVP’s and LM’s. The document presented is intended to offer guidance on leadership methods and procedures that best serve AMA and its individual districts. Today the committee presented the Vice President responsibilities.

They are broken down into national responsibilities and district responsibilities. It is understood that one size does not fit all so this should be considered guidance however the committee hopes it will become a standard. This is a living document and should be given to all Vice Presidents and included with the VP orientation package. Following review two additions were offered:

It was moved, seconded and approved by acclamation to accept the document titled “Academy of Model Aeronautics Duties Guidance for AMA Vice Presidents” as modified January 14, 2013. Modifications:

AMA Vice Presidents: National Responsibilities – add item 10- Become familiar with the business tools used by the Executive Council such as Office 2010, Microsoft Word, Excel, Power Point, Drop Box, Go To Meeting or any other tools used for collaboration.

AMA Vice Presidents: District Responsibilities – add item 13- Acknowledge the efforts of club officers, clubs and members who advance the AMA Mission, through an awards program.

C. Brooks is of the opinion that fundraising duties should be included in the VP duties; C. Brooks and J. Wallen should work on this and present it to the committee chairman for inclusion and acceptance at the April EC meeting.

Flying Site Assistance (Appendix VI)
T. Stillman reported he currently has 150 work files. Fifty of those are open and he is working to get updates; Council will receive those updates next month (February). He is working on the new AMA Flight School with B. Pritchett, to include Flying Site Assistance and reviewing all of his documents for needed updates (including Getting and Keeping Flying Sites). He will work with HQ staff in getting success stories added to the web site and possibly highlighted in the magazine.

In 2012 he created the syllabus for training Flying Site Assistance Volunteer (FSAV). They would state-wide conventions for the purpose of finding site owners who are willing to be contacted by a club in order to explore facilities under their management that could be suitable as flying sites. The budget for attending these conventions in 2012 was $5,000; the states involved were North Carolina (6 contacts made; no clubs working on new site yet), Texas (32 contacts; 1 contact working with club), Oregon (20 contacts; 8 working with clubs) and California (no report from show yet). Overall, Stillman believed they had good success but was disappointed with the number of flying site follow-ups they had; because of this he is unsure of the future of the program and is looking to Council for guidance before implementing the program for 2013. The average cost for attending each show is $2,000 including booth rental and shipping costs; he would also like to have funding for a hotel room for the volunteers.  He will be sending out another email soliciting volunteers in the coming weeks. Rice stated the value is not necessarily what you walk out of the conventions with, but the doors it may open a year or more down the road. Wallen believes Tony’s methodology works and it is a valuable program and E. Williams shared a positive outcome as a result of attendance at a show a couple of years ago in New York. Stillman will talk with Tougas about his idea of using Exact Target to find members interested in following up with contacts.  Stillman reported he will do as many state conventions as his budget allows. There was no move to increase the budget, but it was noted that VP’s could offer financial assistance for shows in their states if their district budget allowed.

Advanced Flight Systems (Appendix VII)
Argenio reported it was apparent there was interest in FPV, auto pilot and stabilization systems during the Expo. There has been discussion of bringing the AFS Committee and the Electronics Committee (formerly named Frequency Committee) together because of the changes that have taken place over the years in technology. (No action taken)  It is important to look at issues and determine their impact before they could be harmful to our government relations.

As a result of Documents 550/560 being published back in November 2012, the chairman received communication to provide additional clarity and intent. These are living documents and changes can be expected to improve and enhance them as a value proposition to our members. The recommended changes were reviewed.

Council agreed to accept the modifications to Documents 550 and 560 presented January 14, 2013. Modifications:

Add footer to each document containing latest revision date.

Remove disclaimer box from documents.

Doc 550 item 3-g now reads: Before the initial FPV flight of an FPV model aircraft and/or after any changes or repairs to essential flight systems, the FPV model aircraft must have an R/C test flight by conventional VLOS.

Doc 560 item 3-c now reads: AMA Pilots must perform an R/C test flight of a model aircraft before activating a newly installed autopilot or stabilization system and/or after any repairs or replacement of model aircraft essential flight systems.

Doc 550/560 item 6 now reads: The use of imagine technology for aerial surveillance with radio control model aircraft having the capability of obtaining high-resolution photographs and/or video, or using any types of sensors, for the collection, retention, or dissemination of surveillance data or information on individuals, homes, businesses, or property at locations where there is a reasonable expectation of privacy is strictly prohibited by the AMA unless written expressed permission is obtained from the individual property owners or managers.

Definitions:

Flight Envelope is defined as the range of airspeeds, attitudes and flight maneuvers which a model aircraft can safely perform/operate for the aircrafts intended use.

Non-Essential Flight Systems are any systems or components that are not necessary to maintain stable flight within the model aircraft’s flight envelope. (This includes autopilot or stabilization systems that can be activated and deactivated in flight by the pilot without affecting stable flight.)

Essential Flight Systems are any systems or components necessary to maintain stable flight within a model aircraft’s flight envelope. (This includes primary R/C systems and any stabilization or gyros required to maintain stability and heading in certain types of model aircraft that would otherwise be uncontrollable or unstable without their use.)

R/C Test Flight requires an AMA Pilot to manually operate an R/C transmitter to control a model aircraft’s flight path by conventional VLOS and determine if the aircraft is capable of maintaining stable flight within its safe intended Flight Envelope.

Interest has been expressed in forming a special interest group; those interested should contact A. Argenio.

Awards – Ad hoc
Report to be presented at April 2013 EC meeting.

7. Old Business

AMA Flight School UpdateB. Pritchett thanked Council for supporting the Flight School; Council was shown a brief video.

The Education Department will begin work on “Building Blocks to 3D”. Andrew Jesky (flying an airplane) and Nick Maxwell (flying a helicopter) will be filmed for use in this section of AMA Flight School. “Building Blocks to 3D” will be about those younger pilots we watch fly, and ways to inspire and instruct kids who want to learn to fly 3D. The skills needed to fly 3D, as well as other resources will be included.

Pritchett reported that outside content will be accepted and video wrappers will be included; if anyone has video from events they attended please forward to Bill. Chairman Rice also stated if anyone has a really good idea for a “How Do I” piece, they should let him know so he can prioritize what is being done.

Online Sanctions System (Appendix VIII)Mosbrooker reported that roughly half of the sanctions headquarters had received since this began in August have been online; comments have generally been favorable.

Outstanding issues: adding advice on how to get GPS coordinates and making sure Hyperlinks take you to the designated location. An end of February deadline has been established.

Some minor modifications to the online form may be needed to allow for additional required information. The reference to zip code distance will be deleted by June 30, 2013. Reference to prizes has been eliminated with the exception of in advertisement or text.

Mosbrooker requested VPs publicize the existence of the online sanction process; HQ will send out another email to CD’s re the process as spring nears.

E. Williams understands the event calendars in the magazine and online are for sanctioned events only. Several online calendars, including RC Pilot Online, allow any event to be listed.  He feels Council should figure out a way to protect sanctioned events, but open a calendar up to all members that want to have events listed. E. Williams and M. Mosbrooker will explore the issues for online listings only for any non-rule book events. A. Argenio suggested creating a separate CD test for those CD’s only interested in holding non-rule book events.  Williams will present a report at the April EC meeting.

8. New Business

Scholarship Program (Appendix IX)T. Jesky reported he had heard from many individuals that felt equal weight should be given to academic and modeling performance in ranking applicants for the C. H. Grant Scholarship. J. Symmes reviewed the current AMA scholarships which include the C. H. Grant, Weak Signals and the Telford Scholarships. The addition of the Dorothy and Basil Cooper Memorial Scholarship and others like it has given AMA the opportunity to expand and change the program. The proposed changes will give AMA an opportunity to reach a larger number of members. The changes are to give equal weight to modeling and academics for the Grant Scholarship, change the current scholarship deadline and expand the applicant grade level to include matriculated students. Discussion included it may be difficult to establish the criteria for a modeling rating system; these changes will make it possible to offer scholarships to more kids; consider limiting the number of scholarships an individual can win to only one; consider giving the full award amount over four years, each year the winner would be re-evaluated to maintain eligibility; and offer more scholarships at a lesser amount.

C. Brooks has talked with committee liaison Mark Johnston about the way the program is designed now. AMA gathers about 7-8k/year through donations, but is committed to 40k/year with scholarships. The Foundation could help relieve the operating budget. Brooks asked Council to envision what AMA considers the best portfolio of grant/scholarship options for these kids. If there are gaps, Council should look to Brooks to go find donors to support it.

MOTION IV: Moved by T. Jesky (VII) and seconded by E. Williams (II) to approve the modifications to the Charles H. Grant Scholarship application as submitted January 14, 2013. Modifications:
Change the Charles H. Grant Scholarship ranking criteria to give equal weight to modeling activities and academics.
To expand the application criteria to matriculated students on certain scholarships.
Change the application deadline to June 30th, from April 30th.

MOTION passed unanimously
The deadline for the 2012 scholarship applications will remain April 30, 2013; the deadline for the 2013 scholarship applications will be June 30, 2013.  At the July 2013 EC meeting, Council will be voting on the winners of the 2012 and 2013 scholarships. Awards for the 2012 winners will be from this years budget; the money for the 2013 awards will be given after January 1, 2013. Pritchett reported there has been talk about having a couple of modelers serve on the Scholarship Committee; M. Johnston will report to Council if/when this is done.

Disaster Relief Program (Appendix X)E. Williams reported that his district was hit very hard by Super Storm Sandy and it was obvious there would be many problems and issues facing the members of District II. Normally clubs would submit an application for the Club Disaster Assistance Program, but he wanted to establish a way for people to make direct donations to this disaster relief effort. A button (AMA Club Disaster Relief Donations) was placed on the front page of AMA Today but it got lost among all the other items so there was not much response. He decided he wanted to send out an appeal for donations in the form of an “Action Alert” email sent to all District II members; later a follow-up was sent to club officers. The last thing that was done was to place a highlighted item on AMA’s main donation page that allowed for donations to the disaster fund. A total of about 4-5k was received in donations. If we employ these various mechanisms every time there is a national disaster, it could be a way to self-fund our flying site disaster assistance program.

Williams noted that the power of direct giving, where you talk one-on-one to people, makes a big difference. He was at an event in Rochester and asked the club president if he saw the email alerts, a short time later Eric received a check from the club for $500. Rusty Kennedy talked with clubs in his area and they donated $950.

There are unintended consequences of events like this; Eric noted various situations where clubs are on hold while members rebuild their lives. Prior to the meeting Eric talked with the ED and President and was hoping to provide extensions for Leader Club status and club charter renewals on a case by case basis. Felix Gora stated the club charter renewal extension could be done but HQ must be sure to issue a “Conditional Certificate” for the 90 day extension.

It was moved, seconded and approved by acclamation that on the recommendation of the District VP and with concurrence by the Executive Director and AMA President, effective October 2012 AMA HQ automatically extend to the following year Leader Club status, and extend for 90 days beyond the March 31 deadline Club Charter renewals on a case by case basis for those affected by Super Storm Sandy.

National Model Aviation DayT. Jesky presented a member-driven proposal that AMA observe a National Day of Flying on August 17, 2013 to benefit wounded warriors and veterans. This would be an opportunity to partner with a high profile charity for a worthy cause. It would also be a great opportunity for us to position ourselves and further cement ourselves as doers of good in the community. It could potentially be done on a national basis, based on participation of clubs across the country. Tim has talked with C. Brooks, who will give him some guidance on promotion and media contacts. This is also a way to engage our LM’s and AVP’s; they can find clubs in their area to participate. Brooks suggested creating a “handle” for the event, to get national media to pay attention to us. It is hoped that this would eventually become a yearly event. Tougas asked that HQ provide a primer to VP’s on what the club needs to do to get ready for this event.

Council agreed that August 17, 2013 will be observed as National Model Aviation Day to support (in 2013) the Wounded Warriors. T. Jesky, the ED and designated HQ will work to promote the event.

AWARDS
All awards were approved by acclamation.

The meeting adjourned at 3:37 pm.

NEXT MEETING
April 27-28, 2013 
Muncie, IN