Executive Council Meeting

February 8, 2003
Muncie IN

Official

Note: All minutes are unofficial until approved at the following Executive Council meeting (April 26-27, 2003).

It was moved, seconded, and approved by acclamation to accept the…
It was moved,
to approve the position for an additional Information System staff person…
I  to accept the document submitted by the Safety Committee titled Required…
II    effective January 1, 2004, drop coverage for Theft and Vandalism, and…
III  to table MOTION II.
IV to remove the $2.5 million dollar underlying insurance requirement for…
V  to accept the document titled Safety Regulations for Fixed/Rotary Wing
VI  that the current Indoor Contest Board will be renamed the Indoor Free…
VII to remove the limit from the number of Intro Pilots allowed in a club...

Introductions
President's Report
Executive Vice President's Report
Executive Director's Report
NAA Report
Committee Reports:
New Business
Action Items

The President called the meeting to order at 8:05 a.m. The District VII VP Bill Oberdieck was not in attendance.

INTRODUCTIONS

President Dave Brown, Hamilton, OH; Executive Vice President Doug Holland, Raleigh, NC; District Vice Presidents: I-Don Krafft, Duxbury, MA; II-Dave Mathewson, Baldwinsville, NY; III-Bob Brown, Bradford, PA; IV-Bliss Teague, Hickory, NC; V-Jim McNeill, Birmingham, AL; VI-Charlie Bauer, Norridge, IL; VIII-Sandy Frank, Weatherford, TX; IX-Russ Miller, Carrington, ND; X-Rich Hanson, Scottsdale, AZ; XI-Bruce Nelson, Spokane, WA; NAA Representative Don Koranda; Executive Director Joyce Hager; and General Counsel Joe Gelwicks. 

Attending from Headquarters staff were Carl Maroney; Steve Kaluf; Jay Mealy; Michael Smith, Tom Schwyn, and Jack Frost. 

Guests included Don Lowe, Safety Committee; Gordon Schimmel, Education Committee; Bill Lee, AVP District VIII; Don Moden, AVP District IX and USRA; Larry Johnson, First Line Insurance Services; Ken McSpadden, USRA President; Scott Hanbury, USRA Vice President; Pete Bergstrom, USRA and Horizon Hobby, Inc.; Loren Tregellas, USRA District CD; and Terry Teague, Hickory, NC.

PRESIDENT’S REPORT  

2004 CONTROL LINE WORLD CHAMPIONSHIPS
Planning is going well; Bill Lee has written a computer program for registration and scheduling. The President will bring a synopsis of this to the FAI meeting in March to ensure that this is agreeable to them. Concern was expressed over how to feed the large number of people (300-500). The original plan was for a regular tent with a caterer and to hold the banquet offsite. It was suggested that AMA acquire a FASTRACK™ type tent (with frame, windows, doors, etc.). It is possible to rent a tent, but if one was purchased it would be used for many things around the site (banquets, model processing, membership meetings, etc.). S. Kaluf gave a short presentation on the tent/building proposal. Kaluf determined the square footage requirement to be 80 x 120. The tent will seat 500 people; have a head table, serving lines and a 15 x 15 stage. The cost to purchase just the tent is $49,000. Then add $13,000 for specific side walls and such, for a total of approximately $62,000. Additional items that can be purchased are lighting, a temporary floor, and HVAC. HVAC could be purchased or rented per event; the price per ton ($1,000) does not include power generating equipment. Council may want to consider construction of a permanent building. They would need to look at how this would affect FF activity; and where on the site it would be situated. A rental tent (without HVAC) was quoted at $14,000. This item was referred to PADCOM in conjunction with S. Kaluf and the CL WC. Include in considerations terms of financing, physical attributes and insurance costs. A decision is needed by the end of this year.

APPROVAL OF OCTOBER 26, 2002 EXECUTIVE COUNCIL MEETING MINUTES
It was moved, seconded, and approved by acclamation, to accept the minutes of the October 26, 2002 Executive Council meeting.

RECOGNITION IN MAGAZINE FOR DECEASED MEMBERS
Members have questioned the President and VPs on how to get an article in the magazine about a person who has recently passed away. It was suggested that a page in the magazine be dedicated to a list of recently deceased members (names and dates, no text). This would take the onus off of the district vice presidents of deciding which ones to put in their columns. This item was referred to the Publications Committee for review/recommendations.

EXECUTIVE VICE PRESIDENT'S REPORT 

  • A job description for the position of EVP was presented to the Executive Council for their review. Council should be prepared to discuss these requirements in detail, at a subsequent meeting. A listing of job requirements for any person seeking this position is necessary due to the nature of the job. It is no longer a position that can be filled by someone without specific abilities.
  • The budget was reviewed as to the need to stick closely to it; certain items were reviewed for content.
  • We have received an offer and have agreed through counter proposals to sell some land to a local farmer. We have been granted permission by the bank to use that money on our property and not have to curtail debt. This was a nice gesture on the part of the bank.
  • With the building debt, the museum expansion plans and teaching facilities for youth, fundraising is a concern. All of these will require considerable funds for some time in the future; and fundraising methods are being devised.
  • A business plan is being developed for the plans service. A committee has been put together to study what kind of equipment will be purchased; where to set it up; and how to establish the pricing structure. Many items were considered but nothing has been finalized at this time.

EXECUTIVE DIRECTOR'S REPORT 

  • The following mail votes were read into the minutes:
Moved and seconded to approve the position for an additional Information System staff person and salary for that position. (This position was in the salary budget for 2002 but was not filled.) MOTION passed unanimously.
Moved and seconded to reject pattern proposal RCA-05-24. MOTION passed unanimously.
  • Membership is currently at 95% of the same time last year. The end of March is a better gauge of where we stand. Second renewal notices have been sent and the membership department will push E-mail.
  • The ED just received the preliminary recommendations on the plans service. This information will be sent to Council for their review.
  • The annual membership meeting will be held during the Toledo Show, on Saturday April 5th.
  • Should be going to settlement sometime this week, on the land that AMA is selling. (43.5 acres across the road.)
  • 16,415 on-line renewals and 5,956 on-line new memberships have been received; and did 9,993 over the phone. It should be noted that the renewal process started two weeks later this year, than last. Membership is doing up-to-date work at this point.
  • As is required by the AMA Bylaws, the District VPs confirmed their replacements.
  • At the time of the first Council meeting of each year, the Executive Director usually provides an orientation to the incoming district vice president(s). It was requested that at that time when the orientation is provided, it be available to associate vice presidents as well. At the time of the next Council meeting (end of April), the ED will provide an orientation, open to one or two AVP's per district. Headquarters will plan for this.
  • Club mailings have gone out.
  • There was a brief discussion on the subject of earned memberships. The President indicated that this subject will be put on the agenda for the April Council meeting.

NAA REPORT

  • Recently attended the FAI General Conference. Koranda reported there has been some leadership change in the FAI. Mr. Sandy Pimenoff is no longer the head of CASI (General Sporting Code Section).
  • Mr. B. J. Worth, who was the head of the parachuting commission, has been replaced.
  • There is no planned dues increase for the FAI for this year. Wrestling with the idea of how to appropriately apply an increase across the board so all members bear the cost.
  • The Executive Board has been working on designing a new logo; developing a strategic plan for the FAI; and discussing cost center accounting.
  • On the NAA front – as part of the 100th anniversary celebration, NAA has been focusing on the award program. Will be partnering the Wright Brothers Award with the Collier Award. The Wright Brothers Award will be December 12th. NAA is also working on a special record certificate for those that want to set records. These certificates will be signed by special people; one of those being Chuck Yeager. (This includes model records.)
  • An Air Sport Organization (ASO) meeting has been requested. This will be hosted in Washington, D.C. All the Air Sport Organizations will be invited to discuss a broad range of issues.
  • For the benefit of the visitors/guests in the audience, Koranda then gave a brief overview of his role in the NAA.

The President gave a synopsis of his dealings with the TSA relative to transporting model boxes and equipment. He indicated that training is ongoing at a test facility in New Jersey to educate the screeners as to what they are likely to be looking at; and we should work on advising our members on how to pack to facilitate the inspection. He indicated the need for a contingency plan for outbound WC participants.

Executive Session/Lunch

COMMITTEE REPORTS

Park Flyers
Megatech has begun to put inserts in their kits relative to safety and frequency issues, as well as information on the Academy.

Park Flyer Marketing Discussion included: T. Schwyn made a presentation on the park flyer market and where to generate interest in the Academy. The presentation included a recap of what makes up the market segments; why AMA should go into the advertising segments suggested; and discussion of a proposal. A strategic goal is to find a way to increase membership revenue, while examining how it will affect the existing base (business). There are three distinct segments in this market; they are the existing participants (covers all age groups), new adult participants (Gen X and baby boomers-20 years of age and up), and new youth participants (Gen Y category-age 5 years to 20 years). The youths that are buying the park flyers have parents that are getting involved in the hobby. Mathewson stated that the committee has refocused their efforts to reflect a more realistic goal; targeting the group who want to move from the park flyer, into something more traditional, such as a conventional trainer type radio control model airplane. To 'plant that idea in their head', AMA needs to put something in front of them. The best vehicle to do that with would be Model Aviation; which would show them what is available to them as they progress. The committee would like to modify the introductory membership to accomplish this, but not at the expense of the existing AMA member base. The committee was given the okay to continue and further develop this idea.

Education (Appendix I)
Council was given a Presentation Outline on some of the things the committee has done. Dr. Schimmel pointed out two of the most recent activities they have been involved in. First is the National Science Teachers Association Conventions. (The committee has attended 6 or 7 of them). He indicated that Hands-On Activities Make and Take at the booth, really speak to the people. The second is the AMA Convention. The Black Sheep, who have helped the committee in the Make and Take Delta Dart at the convention, have an area to work in and a separate area for indoor flying.

The committee has been working with a group out of Dayton Ohio called Inventing Flight. They have put together a project, which AMA helped sponsor. The project is called Inventing Flight – The History of the Wright Brothers. AMA and its' website are mentioned on several pages of the curriculum, and in each video included in the package. Included in the curriculum package are two sets of videos with instructions on how to build and fly several flying machines; a curriculum guide for teachers; and a DVD with instructions on building and testing the flying machines and experiments. Price of the curriculum is $295.00. There are already hundreds in the hands of teachers right now. A five minute promo was then shown to Council.

Web Wings continues; this is the website created with Ball State that C. Bauer was instrumental in developing. The site can be found at buildandfly.com.

Museum activities include the RCad that J. Frost designed and built. This will be included in the hands-on gallery in the Museum.

Dr. Schimmel thanked S. Frank and B. Lee for putting together the club locater which is an addition to the education website.

The committee has been invited to four "Countdown to Kitty Hawk" events this coming year. They may need to secure additional funds, as each group is asked to provide their own hands-on building activities.

A brief synopsis of the NFFS Mentorship program was given to Council. C. Bauer has volunteered to help the committee determine if they can expand this concept through PAMPA.

Parks and Recreation is a new field the committee is investigating. J. Frost and M. Smith have agreed to put on a one-day show for Parks and Recreation in Indiana (as a trial effort) to see if there is a mutual interest in making better use of their site. This would be beneficial to AMA also.

Will continue with Round Table Meetings – listening to club members on what their successes as well as challenges are on bringing youth into the hobby.

Plans Service
It is being recommended that we bring this service in-house. Will need to purchase equipment, and develop a method of producing and distributing the plans. It will also involve bringing in-house those operations for plans production that are currently being done by Eastern Engineering. This undertaking will involve some level of capital commitment; around $40,000 for equipment, plus the cost of labor. The President believes it will be a fairly quick turn around on recouping our investment.

Safety (Appendix II)
The Committee met on Friday; representatives from USRA were in attendance.

Items addressed by the Committee:
The Committee addressed whether AMA insured the flying of RC model hot air balloons. It was determined that at this point AMA does not know enough about them and how they will be used, to place requirements and/or restrictions on them. The committee will further investigate this item.

Helmets are used in a variety of events. Each event lists a statement of requirements for the helmet. The Committee decided that the general requirement for helmets should appear in the General Section of the safety code; and each event affected will reference the General Section of the code.

With the growth in the commercial UAV industry it was felt that the government would soon need to regulate those devices with regard to airspace. So that model airplanes are not included in that group, AMA needs to be prepared with a definition of model airplanes. The current definition in the Safety Code (Gen. Sec. Item 7) needs to be updated. The Committee offered their definitions of a model aircraft, its' operations and defined a model flying site. The Committee is waiting on information that will assist them in developing a waiver that would allow for record attempts.

Since the original document addressing safety regulations for gas turbine engines had been created, additional turbine applications have been developed. As a result, the following item has been added to that document. Item 22. For control line models a restraining cable (minimum 0.035 stranded wire) shall be attached from the engine to the belt crank mounting system.

Waiver revocation – The committee felt there was the need for a more finite statement of how a waiver to operate a turbine engine could be removed once a person had acquired it. As the term "clear and convincing evidence" is ambiguous, it was decided to change the wording from "clear and convincing" evidence to "a preponderance of" evidence.

Following a brief discussion on giant scale racing, the following motion was made.

MOTION I: Moved and seconded, to accept the document submitted by the Safety Committee titled REQUIRED SAFETY STANDARDS FOR GIANT SCALE RACING. MOTION passed unanimously.

Discussion of Safety Code, Radio Control section, item 9. Reword this item to read: Under no circumstances may a pilot or other person touch a powered model in flight, nor should any part of the model, other than the landing gear intentionally touch the ground, except while landing.

Work continues on a National Loss Prevention Program. (This item was brought up at the October Council meeting.) The Safety Committee proposes that a Safety Awareness Program be established. The purpose would be to create Safety Advisory Bulletins and accident reports, to be distributed to Executive Council members for review, (and kept in confidence to the Executive Council). AMA needs to establish a method of handling this information once it is received at Headquarters. Lowe is currently working on a bulletin addressing lithium batteries.

C.A.R.E.
The Committee hopes to have a presentation for the April EC meeting regarding the mandatory three-year and seven-year reevaluations for impact studies.

FAI Review
Funding for FAI programs. Council received a history of world championship team results; may want to consider participation/success determining the funding.

The CLWC Jury has been set as Dr. L. Jackson-chairman-USA, Pierre Chaussebourg-France, Jack Humphries-Canada, and alternate Sandy Pimenoff.

Insurance
The President appointed an Ad hoc Committee on Legal Defense for Clubs. Their charge is to make recommendations for programs on how to determine when, to what degree and under what conditions AMA will defend a club with flying site legal issues not covered under the insurance program. The committee is Rich Hanson, Chairman; Don Koranda; Larry Johnson; Joe Gelwicks, and Carl Maroney.

As a result of Committee discussion, the following motion was presented.

MOTION II: Moved and seconded, effective January 1, 2004, drop coverage for Theft and Vandalism, and increase the Fire limit from $1,000 to $5,000.  

Discussion included: problems encountered with the requirement that there be forced entry with a theft; abuse of the theft coverage; increasing the fire limit would be more beneficial to the members as the $1,000 limit very often doesn't cover the fire loss; and a substantial amount of money is spent on investigating claims. Maroney reviewed some numbers on theft and fire claims since 1980. Following discussion a motion was presented:

MOTION III: Moved and seconded, to table MOTION II. MOTION passed. 9 yes; 3 no (I, V, EVP).

Maroney reviewed with Council how the original document for safety standards for giant scale racing came about, and why the AMA required an additional $2.5 mil insurance policy be secured for these sanctioned events. Maroney recently attended one of these events and spoke with the participants. He is of the impression that these are about the safest events being run today. Therefore, the Committee requests the following action be taken.

MOTION IV: Moved and seconded, to remove the $2.5 million dollar underlying insurance requirement for racing with aircraft over 20 pounds. Effective immediately. MOTION passed unanimously.

Maroney and Larry Johnson presented an update on the insurance program. There are currently two brokerages working on the renewal, and RFQ's (Request For Quotes) have been sent out.

A discussion on the status of the Captive included that by Council direction, it has been funded to the point of being structured, but not operational. Maroney emphasized that this entity will provide a structure for consolidation of loss accounting, reserving, paying claims, settlements and legal fees. It will also provide significant strength with underwriting carriers. The suggestion was to continue to move ahead with the Captive, but consider funding it with the minimum amount allowed until we determine what the risk is of the transfer tax. Maroney was instructed to investigate if the captive can be kept in a dormant state and at what cost. D. Holland will investigate the risks of the transfer tax.

The President feels that in what he calls a long term risk management plan, it would be in the best interest of AMA to establish and fund the Captive and let it grow until it is a strong enough entity for AMA to use it as an influence to get better rates on insurance. When asked if the President wanted a motion on funding, he indicated that Council previously voted to create the Captive and initially capitalize it. He suggested waiting until the next meeting to entertain a motion on additional funding for the Captive.

At this point in the meeting, the President noted that during the Safety Committee report/discussion, changes were made to the document regarding turbines, but an official vote had not been taken. The following motion was made:

MOTION V: Moved and seconded, to accept the document titled SAFETY REGULATIONS FOR FIXED/ROTARY WING MODEL AIRCRAFT GAS TURBINES, with change. MOTION passed unanimously.
(Note change to Item #22- after the words 'shall be attached', insert the words 'from the engine'.)

Note: R. Hanson will provide a copy of the bylaws with changes to this point, to the Executive Council prior to the next meeting in April.

National Security
No report. J. Mealy will place something on the AMA website to indicate the alert status has been increased to Code Orange.

Homecoming/Grand Event
There was concern that the two events sponsored by the Academy that appeal to the non-competition modeler are being held on the same date, at different venues (Des Moines IA and Muncie IN). Following discussion on possibly changing the date of one or the other and disseminating information on the change to exhibitors, the consensus was to leave the dates as is. The perception of the group in Iowa is that AMA is not supporting the event since only one person from HQ will be in attendance. The President stated his intention to attend the Grand Event (as will the Executive Director) and hold a general membership meeting during the event. The EVP will hold a membership meeting during Homecoming. The President suggested sending a notice to AMA members within a specified radius of the Grand Event location, inviting them to attend and support the hobby. This notice should specifically inform people that there will be a limited amount of open flying time allowed. The ED will draft a letter to this effect.

Publications
As instructed at the last meeting, the Committee reviewed the suggestion of moving the District VP columns to a different section in the magazine. After review of recent surveys, and costs involved, the Committee voted to leave the columns as is.

NEW BUSINESS

Safety Committee Reorganization
Suggested Proposal - The Safety Committee shall be reorganized. Voting members will be representatives of the flying SIGS, a staff member, and a member of the EC. The Chair shall be a non-voting member appointed by the AMA President. In addition there shall be a safety advisory council composed of representatives of the manufacturers of engines, planes, propellers, etc.

The rationale behind the proposal: The Safety Committee has done a fine job, but a change is needed to better represent all aspects of our sport.

The make-up of the committee would be similar to that of the Frequency Committee.

Comments provided to the President included: the committee make-up as presented would consist of a very large number of members (23); how would it be determined which portion of the industry would be represented (topics the committee deals with are extremely broad); the SIGs should be (and are) involved when it comes to addressing rules for their particular events. He points out that the committee is more directly involved with overall safety programs and does solicit input from SIGs, etc. where warranted.

The President stated he talked with the Chairman of the Safety Committee and they are in agreement that a couple more people with certain expertise should be added to the committee.

Other comments included: there have been problems in dealing with JPO in that past; an advisory council could provide a balance; the strength of the Safety Committee is to look at the overall sense and be concerned with issues involving general safety and advise the EC in terms of what should be included in the Safety Code; feelings were expressed that the CL community was not adequately represented; the Safety Committee should solicit as much input as possible from advisory personnel.

No specific motion was made; no action taken.

Withhold motion makers and 2nds from published records of minutes

The EC member submitting this proposal withdrew it; however, the President felt it was an item worthy of discussion. The President indicated that there is no problem when a motion is presented, and no changes are made. He then described how by discussion, some motions are massaged and developed into something other than what was originally presented; and there is no single individual who is responsible for the proposal. He also pointed out that it is not required to include in the published motions (in the magazine and on the website) who made the motion and who seconded Not publishing the names of who moved and seconded a motion would eliminate the situation of "who gets credit and who gets blame" for the motion. This information is always included in the official minutes of the meeting. No action was taken.

No club denied Charter for not adopting AMA recommended bylaws

The actual motion that was voted on, MOTION I of the October 27, 2001 EC meeting, pertaining to this item was read.

Some clubs are misinterpreting this motion. They are under the impression that the samples provided by AMA are required and mandatory. The document says that their bylaws have to address certain items (for example: membership qualifications, membership assessment, resolution of grievances.) The way they address the items is up to them. It was reiterated that the only reason AMA would deny a charter is if the club does not submit a copy of their bylaws.

MOTION: Moved and seconded, that no club will be forced to adopt the AMA recommended bylaws. No club will be denied being chartered because they have not adopted recommended bylaws. Every AMA club is required to have a set of bylaws. A charter will be renewed for any club that has submitted a copy of their bylaws.  

The President indicated that in lieu of this motion, the document sent to clubs will be revised to specify what AMA regards as the minimum items they need to address in their bylaws. This revision will be sent with the next mailing to clubs.

The President appointed an Ad hoc Committee on Minimum Bylaws Requirements for Clubs. Committee is B. Nelson, Chairman; Charlie Bauer and Don Koranda.

The above motion and second were withdrawn.

Determine events assigned to Indoor Contest Board
In order to address the concerns of all those that fly indoor, the following motion was made.

MOTION VI: Moved and seconded, that the current Indoor Contest Board will be renamed the Indoor Free Flight Contest Board. MOTION passed unanimously.

Note: The NAA Representative had to leave prior to voting on the following motion.

Intro Pilot Program limitations
The limit of 3 Intro Pilots (or 10% of club membership) per club was reviewed. It was determined that there is no down side to allowing more than three. The President suggested allowing the club to have "a reasonable number of intro pilots"; and let that number be a matter for C. Maroney to decide based on the club.

MOTION VII: Moved and seconded, to remove the limit from the number of Intro Pilots allowed in a club. MOTION passed unanimously.

Sole owner club with non-voting membership

Discussion on this subject included that as long as a club meets the AMA minimum requirements; there is no mandate that it be democratic. However, prospective members wishing to join this type of club must be aware of the clubs structure. The President did express concern that this could be a mechanism for someone to potentially insure a commercial operation. No action was taken.

At this time, the President appointed Bill Oberdieck (VII) as the Nominations Committee Chairman. The Executive Director will inform him of this appointment.

The remaining item on the agenda, Update membership look-up file, was deferred to the next meeting of the Executive Council.

AWARDS
All awards were approved by acclamation.

The President then presented the following awards:
Exemplary Service Award – Dave Mathewson – In honor of three years of service as District II VP.
Exemplary Service Award – Bruce Nelson – In honor of three years of service as District XI VP.

NEXT MEETING
The next meeting of the Executive Council is April 26-27, 2003.

The meeting adjourned at 8:15 p.m.

Respectfully submitted by JoAnne Brown, Recording Secretary for the February 8, 2003 Executive Council Meeting

Action items as a result of the February 8, 2003 Executive Council Meeting

1) PADCOM (with S. Kaluf and CLWC) to consider renting/purchasing tent and investigate construction of a permanent building. Include in consideration: terms of financing, physical attributes and insurance costs. Decision needed by end of this year.

2) Publications Committee to address listing of deceased members in magazine.

3) Headquarters will plan for an AVP orientation at the time of the April council meeting. (one or two AVP's per district)

4) Maroney to investigate whether captive can be kept in a dormant state and at what cost.

5) EVP to look into risks of transfer tax.

6) R. Hanson to provide a copy of bylaws with changes to this point, to EC members prior to the April meeting.

7) ED to draft a letter re: Invitation to Grand Event and informing them of limited time allowed for open flying.

8) Document provided to clubs re: bylaws to be revised to specify what AMA regards as the minimum items they need to address. This revision to be sent with the next mailing to clubs.

ED to inform B. Oberdieck he is the Nominations Committee Chairman.