Executive Council Meeting

February 7-8, 2004
Muncie IN

Official

Note: All minutes are unofficial until approved at the following Executive Council meeting (April 24-25, 2004).

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

Motions:
Motion I: implement Safety Committee report ...
Motion II: remove from Safety Code ...
Motion III: to table ...
Motion IV: refer tabled motion ...
Motion V: to accept document ...
Motion VI: require safety officer ...
Motion VII: LM complaint procedure
Motion VIII: Strategic planning ...

The meeting was called to order at 8:12 a.m. District I VP Don Krafft was not in attendance.

IN ATTENDANCE

President Dave Brown, Hamilton OH; Executive Vice President Doug Holland, Raleigh NC; District Vice Presidents: 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; VII-Bill Oberdieck, Southgate MI; 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. In attendance from AMA HQ were: Rob Kurek, Steve Kaluf, Jay Mealy, Carl Maroney, and Ilona Maine.

Guest included: Larry Johnson, First Line Insurance; Doug Powell, AVP Dist. VIII; Bill Lee, AVP Dist. VIII; Tom Ryan, AVP Dist. VII; Ed Bucki, AVP Dist. VII; Don Lowe, Safety Committee Chairman; Kevin Whitlow, Turbine Review Committee; Gordon Dickens, Turbine Review Committee/JPO; Steven Ellzey, Turbine Review Committee/JPO President; Keith Sievers, JPO; Joe Rafalowski, JPO; James Moody, JPO; Matt Carroll, JETCAT USA; Robert Wilcox, JETCAT USA; Walt Van Gorder, Indoor FF CB; David Thomson; Paul McCaulley, Life Member 284 and Shirley Teague.

It was moved, seconded and approved by acclamation to accept the Minutes of the November 1-2, 2003 Executive Council Meeting.
 

PRESIDENT’S REPORT

  • A group in Guatemala contacted the President with the request to become an AMA Chartered Club. We do currently accept membership from people in foreign countries as long as they are members of their own countries aero club. They have the status of “Affiliate Member” and are provided insurance coverage while flying in the United States. It is not known why they want to become an AMA Chartered Club. There are many questions that need to be addressed before a decision can be made. At the request of the Executive Director the President appointed a committee of Colleen Pierce (Chair), Don Koranda, Legal Counsel and Insurance Representative to address the issue of chartering clubs in foreign countries. Discussion should include what [services] would be provided; would they have voting rights; and which country could (would) they represent in the case of a world championships (U.S. or their own country).
     

  • The President was contacted by an artist/modeler who creates pictures in fields by mowing the area in specific patterns. The individual would like to do this so the optimal viewing time would be at it’s height during the CL World Championships/AMA Nationals. This type of art draws tremendous press coverage. The cost to AMA would be his travel to Muncie and accommodations while here (approximately $1,000). There was no objection to this idea by Council however crop revenue should be taken into consideration as well as the impact on fliers. S. Kaluf will contact the individual and determine if it is workable for peak time at CLWC/NATS.
     

  • At a previous meeting Council approved a tentative bid for the U.S. to host the 2007 F3C World Championships. Prior to putting in a firm bid, a budget needs to be approved by the Council. After review of the budget

    It was moved, seconded and approved by acclamation that a firm bid for the AMA to host the 2007 F3C World Championships may be submitted.
     

  • The Control Line World Championships will be held at the AMA National Flying Site in Muncie; with the opening ceremonies to be held July 4, 2004. A Council meeting is scheduled for July 2-3 with the idea that Council members would extend their stay through the opening ceremonies. (AMA will cover 2 additional days for Council’s stay.)
     

  • The President presented Charlie Bauer with the AMA Fellow Award and Sandy Frank with a Distinguished Service Award.
     

  • The President received correspondence from a woman pilot in Florida who flies from Buckingham Air Park; apparently there is an RC club located approximately 100 yards off of their runway. She notes they have co-existed for many years with no incidents; however in the last six months they have experienced significant problems involving full scale aircraft and models. She has requested that D. Brown do whatever he could to help. J. Mealy has tried to contact her and has spoken with the club in an effort to work things out.
     

  • The President solicited offers from Council to chair the process for the upcoming Nominations Committee meeting. Offices up for election are President and VP’s for Districts I, V and IX. Bliss Teague was appointed Chairman.

At this time the President accepted changes/additions to the agenda. New Business item a. was removed as it was covered at the CB meeting, and was replaced with RC at Indoor Nats.
 

EXECUTIVE VICE PRESIDENT'S REPORT 

  • The EVP reported the financial statement indicates a profit last year. Looking at membership, the number of members declined as expected however the increase more than offset this. Approximately 102% of budgeted income collected in 2003.
     

  • More often requests for contributions to AMA and how that can be done are being placed in the magazine; on occasion information on charitable remainder trusts is placed in magazine. The EVP reported that when the market goes up, charitable remainder trusts become more popular.
     

  • Portfolio has been reworked to change the direction it may head in view of what we believe will be a growth in the market for a period of time.
     

  • On the reports that Council members receive HQ will begin to show the balance sheet for the end of this year beside the balance sheet for each month. This is being done to show any increase in fixed assets (how much spending on property, equipment, etc.)
     

  • Council was reminded to promptly turn in their expense reports.
     

  • The EVP has been studying the idea of an indoor site. He reported the figures he received Friday for a site 150 x 150 x 50 (36-38 thousand sq. ft.) were astronomical. Nothing is being done at this time but the study continues.

EXECUTIVE DIRECTOR'S REPORT 

  • The following telephone conference vote of November 14, 2003 was read into the minutes:

    To delay the implementation of the Turbine Operating rules pending further action by the Executive Council.
    MOTION passed: 9 yes; 3 no.
     

  • The Model Aviation Sport Aviator Web site went line on January 20. We are receiving positive feedback; in first two weeks more than 4,200 people have visited the site, with more than 363,000 hits.
     

  • The Trial Membership program has begun. We have received 182 ninety-day trial memberships of which 9 have updated to full membership within 2 weeks. The ED recommends (open for discussion) that if someone takes advantage of the Trial Membership ($19.95), and they choose to become a full AMA member prior to their 90 day expiration date, that $19.95 be credited toward their full membership. The committee that developed the Trial Membership program took this idea under consideration and D. Mathewson (Chairman) is in full agreement; no Council members opposed.
     

  • It was reported that some of the Special Interest Groups are not providing headquarters the bylaws and membership lists as required. It was questioned whether AMA would still allow them to run their events at the Nats. M. Vojslavek will provide S. Kaluf with a list of the offending SIG’s, prior to turning over to J. McNeill (Chairman SIG committee).
     

  • The Executive Director confirmed the names of replacement VPs and made changes as applicable.
     

  • Membership Lists-AMA does not sell their membership list. We have participated in Affinity Programs and have provided names to other modeling magazines. (They must meet certain criteria, AMA must approve the artwork, must be a special offer members cannot get “on the street”, only use mailing list once and it must be sent through a third-party mailing house and must sign an agreement that they will not use more than once.) The ED would like to see a charge in place; possibly a charge per name that could offset the cost incurred at headquarters; legal counsel has provided a legal document to use. Council agreed there should be a charge; the ED should investigate what other organizations charge.
     

NAA REPORT

  • World Air Games – The Executive Board of the FAI made the decision at the last meeting not to proceed with the World Air Games (WAG) for 2005 due to the lack of time required to hold a quality competition. The concept however is not dead and there is a move to recast for 2007.
     

  • WADA/Drug Testing – Koranda reviewed the basic philosophy which began about 10 years ago. WADA was accepted by the IOC and national states. This is for international level competitions only. What this means for the FAI (which has been recognized by the IOC as a national federation) is some access to services, but more importantly for individual countries, access to money for their sport. As a result there was tremendous pressure for the FAI to accept the WADA code. At the last meeting a proposed draft code was put forth to CASI and it was accepted by CASI. Prior to this however, at the General Conference last October it was voted on by the FAI membership that they would support the WADA code; it was suggested at that meeting that if the code was rejected the FAI would lose its status as a national federation from IOC. If that were to happen the individual air sports would lose the monetary support from their individual IOCs.

    The CASI has adopted a code that replaces the existing code that has been in place for more than 10 years. It has one element which is more liberal than what was previously done by the FAI, which is allowing for a Therapeutic Use Exemption (TUE). This would allow for banned substances that are used for therapeutic use. The procedure would be one must go to a doctor, tell them what drugs you are taking and the doctor will have to validate that the drugs are required for medical reasons and they don’t truly enhance any performance in the individual.

    Koranda noted that where federal authorities dictate that there will be drug testing, all competitors would need to anticipate that they would have to submit to that drug testing. At this point in time, the FAI is not mandating that drug testing be done, however, if drug testing is done, it must be done in accordance with the WADA code. It was questioned how a participant is assured of a fair, non-discriminatory drug test. The protection is within the code, whereby all competitors must meet the same standards. Within FAI there is the medical physiological commission (doctors) and they will be involved in making determinations if an issue arises. (The U.S. has a delegate and alternate delegate on that commission.) It is important that the teams be aware of the TUE and that competing individuals have the exemption form where applicable.

    Koranda stated most important is one of the requirements imposed on FAI as a result of this new code is Out of Contest Testing. It is a requirement that FAI provide at least 100 names of international competitors to WADA and these people must be ready to subject themselves to drug testing from a call from WADA or FAI. These individuals must provide the name of their normal daily location so they can be contacted in the event there is a request for this drug testing. At this time FAI is trying to determine which course of action to take: whether to not collect any names/information until WADA has asked for them; or put the system in place to collect the names now but do not provide to FAI until they have been asked for. It is expected that WADA will approach the commission(s) with the request to identify randomly X number of people, either distributed across all of the air sports or possibly distributing it across those air sports which have high Olympic potential. When asked how this would affect youth (Junior and Senior) international competitors Koranda explained he did not have absolute answers however, in the documents he has seen related to the WADA code he has seen a statement designed which appears must be signed by an athlete that acknowledges FAI’s right to conduct a drug test as a result of their participation in international competitions.

    The list of WADA prohibited substances is currently listed on the WADA website as is the document for Therapeutic Use Exemption.
     

  • Environmental Commission – The FAI Environmental Commission is alerting people relative to the loss of flying sites as a result of efforts made by communities to shut down airports usually on the basis that it is an environmental problem, mostly associated to noise. The commission is dealing with issues of how to make sites more environmentally friendly so if one comes under threat of being closed (if due to noise, etc.) a defense can be made.
     

  • NAA received protests relative to M. Hill record. After review, NAA rejected the petitions fundamentally on the basis that there was nothing in the rule that prohibited the use of autopilots or navigation devices in the FAI rules in this particular case. Koranda explained that the whole purpose behind record setting is to stretch the boundaries, and to encourage technical development. He did indicate however that they did have a valid point with respect to do we go forward with limiting or restricting the records to not using autopilot, navigation devices or certain types of technology. The appropriate means by which this can be resolved is at the AMA and CIAM levels; and by denying the protests the intent is that it is a discussion item that should be taken up by the appropriate bodies. There is concern that by placing this record (in the F3 category) it eliminates the ability to surpass the record by traditional means. It is suggested that the AMA delegate bring this concern to the CIAM for discussions; possibly consider a separate class for this type of achievement.
     

  • Within the FAI, Koranda is pressing the FAI people to help do a better job in identifying what services they provide to the air sports commissions. Part of this is an effort to get them to do cost accounting so they are aware of the time and effort being put into air sport commissions.

COMMITTEE REPORTS

Frequency (Appendix)

As B. Underwood was unable to attend this meeting, Kaluf touched on a few of the items discussed during the last meeting.

BPL (Broadband over Power Lines) - The situation continues to be monitored. Manassas Virginia has gone live with this service. At this point in time, the committee is not certain if it will cause interference or not. Hershberger has made some inroads with the engineers conducting BPL in that area. Right now, most of the frequencies being used are below our band however, it is authorized up to 80 MHz, so it has the potential of going right through our band. Committee is working closely with the ARRL who have done extensive testing and are without a doubt certain that the BPL will cause interference with their end of the spectrum.

The committee would like to make the frequency/radio information (currently in the membership manual) available as a separate document in addition to being in the manual.

A new spectrum analyzer was demonstrated during the Frequency Committee meeting. Kaluf indicated that the one AMA currently owns (since the 1980s) has had problems including not going into the gigahertz range. The committee is suggesting that AMA sell or trade in the old for the purchase of new hand held one. Costs range from $6700-$9200 (for demo model).
It was moved, seconded and approved by acclamation to allow the Frequency Committee to purchase a new spectrum analyzer. Cost not to exceed $7000.

Spread spectrum was discussed during the meeting; this contained much proprietary information. Kaluf notes it is an interesting concept and will be discussed further at Toledo. The FCC attorney has confirmed that this concept is legal.
Kaluf noted that Tony Stillman was placed on the Frequency Advisory Council (part of the committee).
 

Safety (Appendix)

The primary items of concern are the changes to the turbine requirements. Prior to the presentation it was noted that the document Council is considering is included with the agenda package (Appendix I from the November 1-2, 2003 Council meeting.) The Chairman indicated that Council still may have questions regarding speed limiters. To assist in clarifying any questions S. Ellzey, President of JPO gave a presentation on third party speed limiters and speed tests that were conducted. It was noted that the document Council will be voting to approve/disapprove does not contain a mention of speed limiters.

Discussion following presentation included:

  • after further investigation, the after market limiter had more problems than originally recognized;

  • the speed limiters have functions other than limiting speed (ex: additional channels to control different features);

  • whether the committee looked at others methods of determining speed-basic concern is ground speed;

  • the committee has not addressed control line regulations; the President suggested they do so;

  • if speed limiters were mandated, how do we determine they are actually in the model and functioning;

  • Lowe stated the bottom line is the need for competent people to be flying these;

  • the President explained a chart he made which equates the various weights of models and various speeds into foot/pounds/seconds of impact force;

  • catch phrase over past few months has been risk management. The primary concern was the greater probability of a fire in the event of a turbine accident. Speed limiters don’t address that issue. To have a fire you need an ignition source and an accelerant. The document addresses the ignition source, but we may want to investigate a fuel containment system;

  • it was explained how the committee determined the total fuel capacity (page 2 item 11.) It was agreed that this item will be eliminated from the document;

  • the grandfather period should be extended to 2006;

  • data gleaned from a survey that was done in 2003 showed that most of the crashes that occurred were due to pilot error on take-off and landing; the new regulations directly address what the CDs reported as issues of concern;

  • last year JPO started an initiative called a risk management initiative in which they surveyed all event CDs. This practice will continue so that information can be compiled and any issues regarding the regulations can be addressed; it was suggested that information on incidents should be required to be reported by the CDs (not limited to turbine events); the AMA should be able to provide a compilation of data to the insurance company that shows we are not a risk and are managing this issue safely; at this time we have no reliable data over a period of time that reflects exactly the level of risk;

  • there is concern that some pilots will not be able to achieve the number of flights mandated within the time period required due to their location;

  • the Committee has some ideas relative to developing a program that would allow for the compilation of data regarding incidents however nothing is definite yet;

MOTION I: It was moved and seconded to implement the Safety Committee report document titled SAFETY REGULATION FOR FIXED/ROTARY WING MODEL AIRCRAFT GAS TURBINES as amended. Amendments: remove item 11 page 2 regarding total fuel capacity; Caveat now reads: Any turbine waiver applied for this year (as of the time this document is voted on), is grandfathered in for the first year (2004). This means an applicant does not have to complete the 20 flights until their renewal comes up (for 2006). All those applying as of March 1, 2004 will have to comply with the requirements. Effective date is March 1, 2004.
MOTION passed unanimously.

Discussion continued regarding Safety Code RC # 9, touching a powered model in flight. The President indicated there has been much dissention regarding this rule and solicited input from Council.

Discussion included:

  • how enforceable is this rule; should have CDs enforce this at events;

  • when rule was originally drafted it was thought of in terms of large airplanes and in reality this also occurs with the smaller, lighter indoor plane and the hazard potential is not the same; perhaps there is the need to impose a weight limit, however this would be very hard to administer.

MOTION II: It was moved and seconded to remove from the OFFICIAL AMA NATIONAL MODEL AIRCRAFT SAFETY CODE Radio Control item #9, the words “nor should any part of the model other than the landing gear, intentionally touch the ground except while landing.”

Further discussion:

  • consider a general rule where the distance away from the model is proportionate to the size and weight of the model;

  • AMA may also want to consider some type of waiver for those intending to practice this act;

  • have Safety Committee address the issue.

MOTION III: It was moved and seconded to table MOTION II.
MOTION passed: 9 yes; 3 no (VII, VIII, X).

MOTION IV: It was moved and seconded to refer tabled MOTION II to the Safety Committee to develop an alternative to Safety Code Radio Control item #9, the portion dealing with any part of the model touching the ground other than the landing gear. A report is to be given at April 24, 2004 EC meeting.
MOTION passed: 11 yes; 1 no (VII).

Following lunch Council went into Executive Session

As some guests in attendance had input relating to RC at the Indoor Nats, discussion of that agenda item followed.

RC at Indoor Nats

The Indoor Nats is run for five days, at least twelve hours per day, and an indoor RC electric event is scheduled to be run on one half of one of those days. Many Council members indicated they have received many calls and emails from concerned members. It was pointed out that the person representing FF at the Nats planning meeting was the one that recommended RC be included. This was done with the hopes of rectifying the problem that there is not enough participation on the part of the Indoor Free Flight community to warrant the amount of money spent renting the facility. (Last year rent for five days was $5,200 and there were 59 competitors.) The President stated that absent the rental cost for the facility, the running of the FF portion of the Nats is in line with other events at the Nats. The rental cost is being made up by increasing the charges, etc. on the outdoor events.

Kaluf read from a note he received from the Indoor FF Event Director with regard to how the facility will be set up; he also noted what FF events will be flying the same time as RC indoor. Flying the same time as event 627 (Indoor Electric Duration) is Coconut Scale, AMA Peanut and Science Olympiad. Van Dover indicates that the (RC) models will be restricted to 1/3 of the available floor space (southern third of the mini dome) clearly marked as the floor is colored green; off limits area is wood colored; it was done this way in 2003; models that go into off limit area will have their flights scored a zero; models are restricted to 3 oz. This information is being provided by Kaluf to assist in Council’s discussion.

W. Van Gorder expressed the concern at having FF and RC run at the same time. He stated that if the Indoor FF Nats participants cannot financially support a five day event and AMA needs to cut back the days allotted for FF, he understands; he would rather have FF and RC flown on different days due to compatibility issues. It goes without saying that the interest generated by indoor RC will eventually result in more events being flown during a competition. When asked whether it would be feasible to run FF until noon and RC from noon to whenever, Van Gorder noted the way it is currently going to be run is more favorable; as the day progresses the indoor conditions favor free flight. (Ex: as the day goes on the building heats up which produces thermals.)

Further discussion/comments included:

  • if ANY Nats event does not have a pre-determined number of participants, should that event be cancelled (with the exception of Jr. and Sr. events);

  • by reducing Indoor FF (either by days or time per day allotted vs. Indoor RC) you increase the difficulty in scheduling flights;

  • AMA should examine the issue of participation carefully and decide whether to continue to put time, effort and resources into something that is not generating the kind of interest that sustains a national competition;

  • the FF community realizes they need to increase participation; it is not such a bad thing to have to subsidize a small portion of the FF Nats, it has been an important aspect of the Academy and should always be;

  • the event director should build into the schedule so FF and RC are not run at the same time;

  • it diminishes the quality of an event when there are more trophies awarded than there are participants;

  • in the event of a major increase in RC indoor participation next year, it is expected that the very able-bodied Nats Management committee will schedule accordingly;

  • A. Van Dover has worked hard to get sponsorships (for Indoor FF Nats) and to help boost attendance. Rex Henson (NFFS President) has appointed a person under him to be the specific liaison for Indoor to NFFS and to gather facts;

  • the President would be in support of the concept of a minimum number of contestants in order to run an event. For example, to determine this number you could figure the largest number of contestants in an event for the last three years (combining Jr., Sr., and Open participants). Minimum numbers on this basis is the only reasonable method to sunset some of the events. Currently there are 129 events run at the Nats;

  • it was suggested that Council recommend the Indoor Manager try to adjust the schedule to avoid RC and FF flying at the same time. Kaluf personally feels this would be asking for events to be eliminated, as the current schedule allows for RC to be flown when the heaviest FF models are flown;

  • a motion to direct the Nats Committee to give indoor RC fliers one half day alone in 2005 was withdrawn;

  • consider the possibility of flying event 627 at the Michigan NIRAC event. Kaluf will present the idea to NIRAC and the Nats Management Committee for their consideration.

Conclusion: The schedule will remain as it is.

At this time Council picked up with the agenda items as originally presented – back to COMMITTEES

Development of a tier level for flight level achievement

This item was deferred.

Liability coverage for Paid Instructors (Appendix)

Following a brief discussion and agreement on changes to the documents item #4;

MOTION V: It was moved and seconded to accept the document titled Liability Insurance Protection Program for Paid Instructors, as amended. Amendment: item #4 now reads “The coverage only applies when the instruction is being provided at a recognized AMA model flying facility or during an AMA chartered club’s previously planned and advertised “official” event.”
MOTION passed unanimously.

Selection Process for Placing Names on Ballot

The President indicated that this item should be addressed during discussion on the bylaws.

Investigate Methods to Enforce Reasonable Safety Practice on Part of Members

D. Brown informed Council that the Committee has been unable to develop program.
Discussion on this topic included:

  • should AMA mandate safety officers for all clubs, this would be the contact point for AMA to distribute safety information;

  • the safety officer could be the contact where AMA gathers incident reports (as mentioned in the Safety Committee report);

  • one of the VP told Council that he has requested his AVP’s investigate any incidents they are aware of and report their findings to him;

  • clubs have difficulty in finding a person to be the clubs safety officer; some perceive this position as a “bad guy”;

MOTION VI: It was moved and seconded that effective with the 2005 Charter Club Renewals, all clubs are required to name a Safety Officer. This officer must have access to email.
MOTION passed unanimously.

The named safety officer will be the communication link for safety matters to the chartered clubs. AMA will keep complete push email list of the officers. Over time the President would like to build a safety infrastructure within districts. A job description for safety officer is already in place and is listed within charter club packages.

“Waiver Committee” and Associated Rules Relative to World Record Attempts

The difficulty here has to do primarily with the inclusion in the safety code of the prohibition for autonomous flight which is not prohibited under the FAI rules; we have effectively blocked the capability of an American modeler to set certain FAI records. Suggestions on how to handle this included establishing a process by which a waiver to that rule could be granted or removing from the safety code the item pertaining to the definition of model airplane which includes a reference to autonomous flight. The President is of the opinion that removing it from the safety code is the better option.

The Waiver Committee (D. Brown, S. Kaluf, and B. Underwood) should review to accommodate world records. Report at April 24-25, 2004 EC meeting.

OLD BUSINESS

Method to Remove Special Category Codes

Currently there is no method to censor a Leader Member (LM). The motion presented mirrors the process for complaints regarding Contest Directors. It was agreed that the following words in paragraph one, should be removed from the motion: “while acting in their official capacity as a representative of the Academy of Model Aeronautics”, as there is no way to actually determine when a LM is acting in an ‘official capacity’.

MOTION VII: It was moved and seconded to accept the procedures addressing complaints regarding Leader Members.

COMPLAINTS REGARDING LEADER MEMBERS – Complaints regarding a Leader Member (LM) should be made in writing to AMA Headquarters, who in turn will forward to the VP of the District where the complaint originated or where the infraction occurred.

The VP will review the written complaint and contact the complainant if additional information or clarification is required.

The VP will then contact the LM, explain the complaint and request a response in writing.

The VP will review the complaint and the LM’s response and take whatever course of action is appropriate to resolve the problem, whether it is a warning or a revocation of the LM license. If there is a reprimand given, it should be in writing, and request the matter be reviewed by the Executive Council. The Executive Council could uphold the action taken by the VP, overturn it, or refuse to hear it.

MOTION passed unanimously.

Update on CL World Championships

Planning continues to go well; thirty-one countries have completed the preliminary registration process. At the CIAM Bureau meeting modifications to the rules to be used were approved. One modification approved was utilizing two circles for F2B Stunt; since then there has been a debate over this. The modifications must be approved at the March Plenary meeting, it is expected that they will be approved.

Opening ceremonies will be July 4, 2004; this is also a main day for team check-in. It is hoped that as many Council members as possible will attend this ceremony. If any Council members plan to attend the opening barbeque and awards banquet they are asked to let L. Johnson know, to arrange for tickets. The Willie McCool designation plaque will be dedicated, however the time and place is yet to be determined. The on-line system that B. Lee developed is working well, although utilization has been low; Kaluf will send another email suggesting countries use this. A lap-counter (for CL Racing) was on display; the FAI rules require a display that the pilots can see while they are flying. Lee is being assisted by Mr. Olsen (from Stockholm) relative to the computer electronics system used to drive the lap-counter displays.

Local support continues to be solicited by Headquarters; sponsorships are beginning to come in. AMA is confident on a break even budget. Closing ceremonies will be July 10, 2004.

NEW BUSINESS

Contest Board Procedures (Appendix)

A meeting was held at HQ of all CB Chairpersons. A revised CB Procedures guide was distributed to Council. This document must be reviewed by contest boards, SIG presidents, etc. before Council can approve/disapprove it. High points on suggested revisions included:

  • change back to a two-year cycle (still maintain the cross proposal phase with that two-year cycle);

  • to make the electronic form of competition regulations (Web site-based) the official document. An errata sheet will indicate what changes were made, and when (printed rule books would still be available);

  • new procedures for board member appointment and retention;

  • currently if an urgent proposal came in today for example, and was approved, it would not be effective until January 1, 2005. The revision allows the Contest Board the option to implement urgent proposals right away;

  • currently rules proposals can be signed by three open members, the revision would require that proposals be signed by at least one contest director and two open members;

  • voting options have been changed to YES, NO, or NOT VOTING. When a CB member does not know about, or does not have an opinion on a subject, this voting process would allow them to indicate NOT VOTING on the subject. When a CB member does not return a marked ballot, the contest board will expect the District VP to find out why, and determine whether that person should stay on the board. It is hoped that this process will encourage all CB members to return a ballot.

It is expected that this document will be voted on at the next Council meeting, with an effective date of January 1, 2005. This document should not be distributed to the general membership until voted on and finalized.

Club Conflict

On December 19, 2003, a club charter request was received at Headquarters; all necessary paperwork including location of the field was submitted. Days later a letter was submitted to the Special Services Dept. requesting the charter be denied on the basis their field was too close to another flying site (it stated the distance between the two sites is 1 ¼ mile). This member, due to the nature of his business at that site, is permitted by the FCC to utilize all 104 channels for testing purposes. As of this date, February 7, 2004, the charter has not been issued. Following discussion the latitude and longitude for each site was given to the President. He will calculate the actual distance from the information provided.

Prior to Council being in recess until 8:00 a.m. Sunday morning, awards were addressed here since not all EC members will be present for Sunday’s meeting. All awards were approved by acclamation.

Meeting recessed
at 6:00 p.m.

The meeting of the Executive Council resumed at 8:10 a.m. Sunday January 8, 2004.
Vice Presidents for Districts I, V, IX and the NAA representative were not in attendance.

NEW BUSINESS
(continued)

Club Conflict-
continued

Based on the coordinates supplied by both parties involved, the distance was calculated at 3.76 miles apart; this was determined using two completely independent methods of measuring the distance.

Strategic Planning Meeting

The last strategic planning meeting was held approximately 5 years ago. It is suggested that after this falls election and early in the new term (beginning 2005) a strategic planning meeting be scheduled.
Discussion included:

  • the President and ED have discussed this and feel it is appropriate to do; the President feels the board should set a precedence that very early in each presidential term (whether the same president is re-elected or a newly elected president) it is expected that he will schedule a planning meeting;

  • if concentrating on a 5-year plan, a meeting every three years is prudent; if using a 10-year plan a meeting every five years could be expected;

  • if a new president is elected, the outgoing president would be expected to attend;

  • the planning meeting should not coincide with a trade show or regularly scheduled meeting of the Executive Council;

  • when a plan is established, there must be a review process to ensure that Council is following through with the set goals and objectives.

MOTION VIII: It was moved and seconded that on a three-year cycle coinciding with the presidential term Council will have a strategic planning meeting between the first and second Executive Council meetings of the year. If there is a newly elected president, the outgoing president will attend this meeting. Additionally, annually at the last Executive Council meeting of the year there will be a review of the progress relative to goals and objectives.
MOTION passed unanimously.

EC Recognition

In 2001 Council addressed the idea of rings in association with Fellow awards; price quotes were solicited. The ED explained that this issue originally arose due to the fact that perceptually, the Distinguished Service Award appears more prestigious than the Fellow, which is the highest honor AMA can bestow upon someone. During this same time there was some discussion on a Hall of Fame ring.
The ED pointed out that there is an AMA ring available now that can be altered to reflect various statures; she will research pricing on design set ups for rings and alternative plaques for the Fellow award.

Review All Standing and Ad hoc Committees

Council reviewed various committees to determine their status. Results are below:

Bylaws (J. Hager ex-officio member), Budget, Care, Education, Expenditure Review/Finance, FAI Executive, Frequency/Frequency Advisory, Hall of Fame (revise list to include Past President and District Reps), Insurance, Leader Member, Museum Steering, Museum Acquisition, Nats Management, Nominating, Safety, Scholarship, and SIG Recognition all are functioning and remain in place.

  • Ad hoc Park Flyers – disband

  • Contest Director/Event Director/Sanction Review – retain

  • Show Team Liaison – retain

  • IMAA Liaison – retain

  • Legal Defense for Clubs – retain

  • Tiered Membership – retain

  • Commercial Flight Instruction – disband

  • RC Combat Liaison – disband

  • JPO Liaison – retain

  • FAA Plan – disband

  • Plans Service – disband

  • Captive Board – retain at this time

  • FAI Review Ad hoc – retain

  • Club Bylaws – disband

  • Insurance Ad hoc (Hanson, Chmn; Maroney, Koranda, L. Johnson) – to be investigated

  • Training Program/Commercial Flight Instruction – disband

  • Historical Landmark – retain

  • Tier-Flight Level – retain

  • Safety Practice Enforcement – retain

  • Committee to address possible club charters outside the U.S. - appointed today – retain

PADCOM – following discussion the original committee was disbanded; the committee is now known as the Property Committee – B. Brown, Chmn., S. Kaluf and J. Hager ex-officio member.

Publications – R. Kurek would like to add an outside person to deal with production work; and add a subcommittee for the AMA Web site.
Discussion/suggestions included:

  • currently the Publications Committee oversees the technology aspect of the Web site; it could be helpful to have an IT (Information Technology) person on the committee;

  • the new position HQs is expected to hire will handle the technology portion of Headquarters functions (information management);

  • with the rapid evolution in the technology of handling information, AMA may need a committee who is looking at that technology and determine how it should be applied;

  • the addition of an outsider to the committee would be beneficial – could make recommendations to make the site easier to understand and navigate for the non-modeler;

  • create a structure similar to the Publications Committee over the IS (Information Systems) Department;

  • someone to overlook the technology of how things are implemented;

The composition of the Publications Committee will remain as it currently stands. When the Web person is hired at Headquarters, it is expected that they will be added to the Publications Committee.

The President will appoint an Ad hoc IT (Information Technology) Committee (to include a Publications person and an IS person) at a later date. This committee will be charged to work with the coordination of all aspects of the business that rely on information technology (hardware and software). The IT Committee will work with the IS Department when decisions need to be made, just as the Publications Committee works with the Publications Department.

All Standing Committees and their members will be listed on the Web site, however only the chairmen will have contact information listed.

Executive Session

Safety Code issue re: autonomous flight


The President will inform the individual involved how Council came to their decision.

Disaster Relief Fund

This item was generated as a result of Council action toward a club whose site had suffered a catastrophic event. The likelihood of clubs suffering catastrophic events, especially as a result of a natural disaster is significant. Currently there is no structure to provide relief through the AMA other than the Flying Site Assistance program. The President supports the concept of a disaster relief fund that includes an avenue for donations; however a committee should be established to develop a program. His concerns include he does not want the fund to get to the position that it was replacing on an emergency replacement basis, facilities at a flying site that are typically not even present at other flying sites. The committee would need to develop parameters for the program; this should include how a loan would be paid back to the AMA. It is important that the funds be made available immediately. The President appointed a Disaster Relief Committee (D. Powell, Chmn; C. Bauer, J. Mealy and J. Neuberger) charged with developing parameters for providing disaster relief.

Review 30 Day Temporary Membership Receipt

These receipts are issued at trade shows, sanctioned events, etc; following a recent incident, the President requested this practice be stopped in relation to on-line and fax memberships. The Council needs to address if AMA is going to stop issuing 30 day receipts, it needs to be done across the board. The ED does not advocate this being done.

With input from legal counsel the ED will develop wording to be included on all receipts issued that reflects the insurance is not in place until validation of proper payment is made. AMA must not be responsible to cover claims for those whose payments have been declined.

The President indicated that there would not be time to discuss bylaws revisions at this meeting. The Executive Director was provided a disk that includes the bylaws revisions to date. The ED will make copies of disk and provide one to each Council member. Hanson reminded Council of the make up of the Bylaws Committee as determined by the Executive Council and related how the committee worked in the past. What has been done since February 2001 includes systematically going through the bylaws and making innate changes, but what has not been addressed are real issues such as organization structure, Executive Council vs. B.O.D., adding foundations to the organization in terms of a resource development foundation or a foundation to support the museum, among others. In his opinion before Council can address these areas, a strategic planning meeting is paramount.

The President is of the opinion that in the future Council would be better off discussing what they would like to do with the bylaws as opposed to editing the specific words; that should be left to the committee. All Council members were in agreement with this.

The meeting adjourned at 12:15 p.m.

NEXT MEETING

April 24-25, 2004

Respectfully submitted by JoAnne Brown, Recording Secretary for the February 7-8, 2004 Executive Council Meeting.