Executive Council Meeting

April 21-22, 2007
Muncie IN

Official

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

OPENING BUSINESS

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

IN ATTENDANCE 
President Dave Brown, Hamilton, OH; EVP Doug Holland, Raleigh, NC; District Vice Presidents: I-Andy Argenio, Smithfield, RI; II-Dave Mathewson, Baldwinsville, NY; III-Bob Brown, Bradford, PA; IV-Bliss Teague, Hickory, NC; V-Tony Stillman, Pensacola, FL; VI-Charlie Bauer, Norridge, IL; VII-Bill Oberdieck, Southgate, MI; VIII-Jim Rice, Universal City, TX; IX-Mark T. Smith, Shawnee, KS; X-Rich Hanson, Scottsdale, AZ; XI-Bruce Nelson, Spokane, WA; Executive Director Jim Cherry; NAA Representative Kris Maynard. Attending HQ Staff were Joyce Hager, Jay Mealy, Steve Kaluf, Colleen Pierce, Rob Kurek, Tom Schwyn, Diana L. Garza, Michael Smith, and Jack Frost. Others in attendance were Bob Underwood, Safety Committee; Travis McGinnis, Finance Committee; Larry Johnson, Harry A. Koch; Paul Bretson, Harry A. Koch; Bob Reynolds, Brady Ware; Sandy Frank, Shirley Teague, Rae Underwood and Ginger Mathewson. The President informed Council that AMA’s legal counsel Joe Gelwicks would not be in attendance but would be available by phone if necessary.

The President introduced Muncie Visitors Bureau Executive Director Jim Mansfield, who addressed Council. He understands that the past relationship between the MVB and AMA had been tumultuous and lacked a strong line of communication. Over the past few years the MVB has made a concentrated effort to improve communications and the relationship with the AMA and will continue to do so in the future.

Additions to the Agenda: Discussion of the TAG program (during committee reports)

Approval of January 15, 2007 Minutes:

It was moved by C. Bauer (VI), seconded by B. Teague (IV) and approved by acclamation to approve the January 15, 2007 Executive Council meeting minutes.

PRESIDENT’S REPORT

a. Update from CIAM meeting
The President was proud of the group that went; they won virtually every point they argued. During that meeting the CIAM President, Sandy Pimenoff, announced that this would be his last term as President. The leading candidates for that position are Dave Brown, USA and Bob Skinner, South Africa. There is an undercurrent within the people at the meeting to expand the role of CIAM to something beyond high level world championship competition. They would like to see it also become a forum where those people heading aero clubs can exchange ideas and promote cooperation between aero clubs.

b. E-mail vote

It was approved by acclamation to change the date of the April 2007 Executive Council meeting from April 28-29, 2007 to April 21-22, 2007.


EXECUTIVE VICE PRESIDENT'S REPORT

a. Audit Report
The EVP introduced Diana Garza who is the new comptroller.
Bob Reynolds thanked Council for the opportunity to continue working with them. Important items to note: 

• Had an unqualified audit opinion
• Trends to think about in moving forward – had an operating loss; the board should be aware that other sources of income (rental, appreciation in investments, etc.) contributed to a positive bottom line. (This bottom line positive operation result did not come from membership revenue)
• He thanked Vicki Barkdull for assisting them (during her transition); Diana will be a great asset to the AMA
• They’ve given AMA a Management Letter with some recommendations
• In the wake of Enron et al, the standards under which Brady Ware operates must change. Next year’s audit will spend more time looking at internal controls
• The Executive Council is responsible for the financial operations of the Academy; if there are any questions during the year contact Diana, Doug or Brady Ware
• Composition of the Board and term limits. Many organizations are going to term limits and are holding the board members accountable to recruit replacements. Brady Ware encourages the Board to think about term limits

It was moved by D. Holland (EVP), seconded by B. Teague (IV) and approved by acclamation to send a Letter of Appreciation to Vicki Barkdull for her service.

EXECUTIVE DIRECTOR’S REPORT (Appendix I)

a. Staff 20 year plan • Staff Mission Statement: We are the beacon of our sport, committed to serving our members and advancing the Vision and Mission of the AMA
• HQ has mapped out long term goals and plans of the association. (3-5 years)
• It will take all the departments at HQ and Executive Council to realize these goals. Cherry proposes to adopt the following format on an annual basis: annual retreat with staff and EC, from that HQ will present a draft of long range plans and program of action, EC would approve the plans/program of action, HQ develop a budget to fund plans/action, EC would approve the budget, this would give HQ an annual program of action and budget to execute it for the year, EC would review the project(s) at each meeting and receive an annual report This process would repeat each year; HQ will always have a 3 year plan in place at any time.
• Council is asked to review the proposal and at the meeting in August agree to a direction to move. From that HQ will develop a one year plan; Council will review the plan and if approved, staff, committees and Council will begin work on it in 2008.
• Once this is put together, HQ recommends the hiring of a capital funds person.

b. Membership Survey
Has provided a wealth of information and will be referred to during the meeting.

c. Leader Club Exemption
Revisions to this program are requested.

MOTION I: Moved by M. Smith (IX), seconded by C. Bauer (VI) to separate into two requirements in the AMA Leader Club Award program, that a club must have been an AMA Chartered Club for a minimum of five years; and club membership is open to all AMA members and is not limited to a certain number (closed membership).
MOTION passed: 12-Y; 1-Abstention (NAA)

MOTION II: Moved by T. Stillman (V), seconded by M. Smith (IX) to allow the District Vice President to waive any one of the six absolute requirements.
MOTION passed: 12-Y; 1-Abstention (NAA)

d. Building Update

Everyone is aware of the water stains on the ceiling in HQ and work continues on trying to find the source of the leaks. Met with the architect, contractor and legal counsel and subsequently agreed to hire an outside firm to do a cursory overview look on March 29, 2007. It is recommended to hire that same firm to do a real study, removing ceiling panels, etc. to determine who is actually responsible; determine whether it is a design problem, a construction problem or a combination. Pending the outcome, action will be taken.

MOTION III: Moved by M. Smith (IX), seconded by T. Stillman (V) to authorize the Executive Director to hire someone to make a study of why and where the water is leaking in the HQ building.
MOTION passed: 12-Y; 1 Abstention (NAA)

e. Host/Hostess Program
The ED proposed adopting a practice that the national parks employ; a Host/Hostess Program that would serve as a presence on site. This program would be on a volunteer basis; AMA would provide two sites with water and electric hook-ups, a means of transportation and communication to be used for AMA use only. This service would be utilized during the flying season (April-October) and would be limited to a month’s service per Host/Hostess.

MOTION IV: Moved by T. Stillman (V), seconded by B. Nelson (XI) to authorize Headquarters to implement a Host/Hostess Program.
MOTION passed: 12-Y; 1-Abstention (NAA)

f. Park Flyer Flying Site As a result of discussion on designating Site 4 as a Spread Spectrum site and establishing a park flyer field on the property, the following were proposed:

MOTION V: Moved by A. Argenio (I), seconded by B. Brown (III) to designate a new park flier field with Spread Spectrum use only. No major development will be made to this site without consultation with the Property Committee. Mowing will be done to establish a runway.
MOTION passed: 12-Y; 1-Abstention (NAA)

MOTION VI: Moved by J. Rice (VIII), seconded by T. Stillman (V) designated sites not in conflict with an organized event will be available for open flying on Spread Spectrum.
MOTION passed: 12-Y; 1-Abstention (NAA)

It was recommended that HQ maintain a supply of Spread Spectrum modules (perhaps donated by manufacturer/distributors) that would be made available for members’ use. The ED was asked to keep a log of maintenance staff hours worked at each of the flying sites and in the course of a period of time, assess the value; HQ will also keep a site use log. The results should be shared with Council.

g. Miscellaneous
• Council received an organizational chart; positions in, names to come later
• Complete the ED six-month review and return to the President
• The new educational booth was used at the National Science Teachers Association convention; this booth is very professional and represents the AMA well.
• Use the envelopes provided to send in district credit card receipts on a timely basis
• The ED is investigating ways to recoup the cost of providing AMA owned tables, chairs, tents, etc. that are used by various groups while on our site and was authorized to institute a program
• The electrical service needs to be updated in the production area

MOTION VII: Moved by B. Teague (IV), seconded by J. Rice (VIII) to approve an upgrade to the electrical service in the production area.
MOTION passed: 12-Y; 1-Abstention (NAA)

• The ED requested approval for capital expenditures for a gator and trailer and the purchase of a vehicle to transport the Host/Hostess in the newly established program (limit of 5k on vehicle for Host/Hostess program).

It was approved by unanimous acclamation to approve capital expenditures for the purchase of a gator and a trailer.

MOTION VIII: Moved by M. Smith (IX), seconded by T. Stillman (V) approve the purchase of a vehicle to transport the Host/Hostess.
MOTION passed: 11-Y; 1-Abstention (NAA); (Dist. IV VP not in room at time of vote)



NAA REPORTThe NAA representative is not in attendance; therefore, no report was given.

The President reported that D. Ivey has left the NAA and they are in the process of hiring a new president for the organization. He spoke with them extensively about having a representative at the Council meetings; one will be in attendance at the meeting in August. A report from the NAA President on why AMA should continue to be a member of NAA is still expected by Council.

Kris Maynard explained his position for abstaining on Council votes. He noted the lack of leadership within the NAA and assured Council they are taking steps to resolve this.  

COMMITTEE REPORTS

a. Membership Growth
Update on projects/programs:
• The Website Phase I timeline was distributed; the launch date is early May 2007. Once launched the committee will begin on Phase II
• Newcomers Guide is in the graphics design phase
• The first run of the Quick Start Guide to Aero Modeling has begun; interest has been expressed relative to including this guide in particular kits
• A video production focused on park fliers (indoor type fliers) that is intended to be used in hobby shops, schools, etc., is being considered for inclusion in the Guide.
• An update was given on the E-field book/DVD that will assist clubs in establishing flying sites (indoor and outdoor) in more urban settings
• TAG Program – 40-50 clubs have been selected to run the first program. It is expected that the program will be revised and improved for next year
• The PR Incentive Program will launch at the IHobby Expo in November
• Buddy Box program generated about 2,300 new members
• Hobby Shop Program – redesigned the Point of Purchase display and decals; Horizon and Hobbico will help distribute these items to hobby shops that are not NRHSA shops
• Continue to work on bringing events to the Muncie site to promote model aviation. The NEFI event will be branded with the AMA logo; there was discussion re bringing a JPO event to the site in the future. The XFC will be held on site June 15-17, 2007

b. Insurance (Appendix II) • A request for a Certificate of Insurance providing increased coverage over what is typically offered was discussed. The EC has authorized the Insurance Committee to make a decision on this specific request. The committee, in consult with L. Johnson will develop and recommend policy to be instituted for this type request. The policy should establish a maximum that will be offered and a reasonable price for AMA to charge to provide this limit. An EC phone/mail vote will be conducted for approval
• The chairman thanked all those involved in the insurance renewal process. Johnson and Bretson expressed appreciation in Council support and confidence and will continue to work in AMA’s best interest.
• The committee addressed the reference in the Bylaws to a different level of insurance protection for club officers

MOTION IX: Moved by D. Mathewson (II), seconded by T. Stillman (V) to accept the recommendation of the Insurance Committee to approach our insurance company to modify language in the Westchester General Liability Policy to provide primary general liability protection to officers of AMA Chartered Clubs in good standing for vicarious liability for the actions of others.
Note: While clubs may refer to officers by different titles, only those primary club officers identified as holding specific positions as noted in the club’s charter paperwork will be afforded this coverage up to five positions.
MOTION passed: 12-Y; 1-Abstention (NAA)

• Liability coverage for AMA Special Interest Groups can be incorporated into the existing policy at no additional cost; this makes them the equivalent of a chartered club. There was concern with affording SIG’s coverage in the absence of their mention within the Bylaws/Standing Rules; Argenio noted that in the rewrite of the Bylaws the committee will address the member issue

MOTION X: Moved by D. Mathewson (II), seconded by T. Stillman (V) to accept the recommendation of the Insurance Committee to add language to the Westchester General Liability Policy to extend liability coverage to AMA Special Interest Groups in good standing equivalent to that which is provided AMA Chartered Clubs.
MOTION passed: 12-Y; 1-Abstention (NAA)

c. Electronic Technology (ETC) (Appendix III) • The committee will develop a DVD to educate members on LiPo battery technology; safety, handling, etc. This will also be made available through various websites. Once storyboards created and quotes have been received, will come to EC for funding
• Will develop a LiPo battery incident form; data gleaned from these forms will be shared with Canada and Australia and vice versa
• It was agreed that 900 MHz should be listed in the Membership Manual as an allowable band for RC use
• Had a proposal to obtain 11 new interstitial 27 MHz frequencies within the CB band. Industry present noted they are phasing out all 27 MHz equipment in favor of 2.4 GHz equipment; further exploration of the 27 MHz frequencies was not recommended
• AMA’s attorney will investigate the possibility of obtaining UHF channels that are being phased out from discrete TV channels
• D. Williams presented an update on BPL. It is still the committee’s opinion that this will not affect RC operations; it was noted however that it is a severe issue for amateur radio. A study has been called for which is expected to lead to improved rules to prevent this form of interference to mobile communications
• A member of the Advisory Council had concerns with AMA’s attorney that represents us before the FCC. HQ reported they have not realized any concerns and are happy with the representation
• The Standards Subcommittee – first task assigned was standards associated with LiPo battery packs
• It is desired to produce a compiled document detailing the full history of radio control systems; a volunteer group has agreed to work on this project. A final author may also be needed if the task cannot be fit into HQ’s schedule
• New committee/AC members – As positions on the committee are vacated will look to fill those with ‘younger blood’; this is necessary for the perpetuation of the committee. Will expand the scope of the AC membership beyond RF related only companies; will solicit qualified volunteers. It was decided that the AC would vote to allow new members on the AC when presented with a candidate by AMA HQ. The AC voted to invite Pat DelCastillo from Castle Creations to join the AC
• W. Plohr cautioned to be watchful of the 2.4 GHz band to assure the noise floor does not rise to the point it causes a problem for radio control operations

Lunch – 12:25 p.m. – 1:00 p.m.

Executive Session – 1:00 p.m. – 3:40 p.m.

d. Safety (Appendix IV) • The committee looks to redirect their approach and remove themselves from being an arm of the insurance by creating a safe environment through the process of education. The committee is not requesting any Council action at this time.
• Carey Shurley Proposal re rotary wing turbine clutches – will provide wording in turbine regulations to address this
• IRCHA Proposal – this was a new document that handles the two-stage turbine type helicopter operation. The committee was comfortable with what was presented. Wording will be added to address this type of operation
• Turbine waiver system – Council gave their approval for the committee to move in the direction of creating a permanent waiver process which includes suspension and reinstatement procedures. A complete rewrite will be available for the August meeting
• General RC Racing Rules Interpretation and Clarification – an individual requested clarification on setback rules for pylon racing events, noting there are three sets of guidelines. The Safety Committee learned that EC action afforded the VP authority to waive the distance requirement. Underwood will contact the individual and inform him of this option. The committee recommends HQ determine a means of informing the general membership of this possible waiver
• Experimental Aircraft Program – will be bringing administrative changes to Council for approval in the future
• Safety Code RC Item 10 – the committee discussed the practice of one club that was FBV (flying by video). They submitted a set of rules for possible implementation by AMA to allow this type of flying. The individual will be informed that this type of flying is in violation of the Safety Code and that the Safety Committee does not endorse his concept for a set of rules to allow FBV
• Miscellaneous items – will make changes to the field layout diagram; develop indoor radio control regulations; create an incident report document not focusing on insurance; ID sticker labels should be updated with generic information once the current supply runs out; will review the safety code glossary and interpretation document

Due to time constraints, New Business item b. was presented at this time

New Look at Show Teams An extensive presentation was made. The proposed new program will have teams be more self-supported and professional, and present an overall higher quality show. The new vision is for fewer teams of a higher standard, who will be assigned a region in which they will travel; concentration would be on bigger markets; teams would do the majority of their efforts at full scale events. The teams can help with marketing and recruitment of potential AMA members by collecting data from individuals who showed an interest in receiving more information on AMA. The problem with the tracking system for the leads in 2006 was discussed; these leads must be acted on immediately and repeatedly. These data sheets could be turned over to AMA to be used as a database tool. Would like to have a first class booth for the ICAS convention; develop seminars to present and write articles for ICAS air show magazines. The show teams’ plans for 2007-2009 were reviewed. In the past AMA had funded the program $25,000. It is the intent of this new program to take the funding request levels from AMA down each year. A request was made for $15,200 funding for 2008; in 2009 and beyond funding was requested at $12,500; although as they move forward and build a new reputation with a high standard, they would try to obtain sponsorships.
They are asking for approval from Council to start this new program and consider funding it at the October finance meeting. Council will digest the information presented overnight and may consider action during tomorrow’s meeting.

Committee Reports (continued)

e. Bylaws
• Reviewed recommendations for AMA Bylaw and Standing Rule revisions that were previously presented
• Revised those recommendations and added language pursuant to the recommendation that the EVP position be appointed by the EC
• Distributed recommendations to committee members, attorneys and the ED for feedback
• The committee will continue to partner with the ED and attorneys and will bring a draft revision for Council review

f. Flying Site Grant (Appendix V)
• Eighteen applications were received this year; the committee expended all the money that was allocated
• This information should not be released until results are published on the website

It was moved by M. Smith (IX), seconded by B. Brown (III) and approved by unanimous acclamation to accept the report of the Flying Site Grant Committee,

g. Nats Review
• The task of the committee encompasses seven basic points for consideration
• Looking to possibly sunset some events or requiring a minimum number of participants being placed on certain events
• Expect only minute revisions for 2008 and a phase-in of other changes
• Will investigate implementing non-rule book and indoor events into the Nats
• Expect to have more specific ideas for the next meeting

7. Old Business

a. XFC Update
Mealy explained the reasoning behind combining the XFC and Summer Heat events. The XFC will be held June 15-17, 2007 on Site 1 (L-pad); and will run from 8 a.m. – 5 p.m. each day. Summer Heat will occupy Site 3 (stage center). A full scale air show on Saturday and Sunday will feature Matt Chapman and Michael Mancuso. From past experience, Summer Heat expects to draw 15,000 people a day through the gate and XFC around 3,000-5,000 people a day.

Based on experience and discussions this is viewed as the cornerstone of a building process of a program that can greatly benefit the AMA financially over the coming years; AMA will have a program which benefits the Academy from an aeronautical standpoint and benefits the community.

The meeting was recessed at 5:30 p.m. and will reconvene at 8:00 a.m. Sunday morning

Sunday April 22, 2007
The meeting was called to order at 8:00 a.m. 

Committee Reports (Continued)

h. Dues Review
A new dues structure is being explored.


NEW BUSINESS

a. Disaster Relief Program
The Southern Eagle Squadron suffered extensive destruction to their flying site as a result of the tornados that swept through central Florida on February 2, 2007. The parameters of the program prevented them from qualifying for a grant. Discussion then turned to the declaration of disaster requirement.

MOTION XI: Moved by T. Stillman (V), seconded by J. Rice (VIII) to remove the requirement of the declaration of a disaster for the Club Disaster Assistance Program.
MOTION passed unanimously

Council agreed to eliminate the words ‘or facilities,’ in the first paragraph; modify wording in second to last paragraph to read “So, if your club flying site sustained extensive damage, you may qualify for this grant. The application is designed to be streamlined to allow for quick payments to help clubs get back to flying.”

b. New Look at Show Teams
There was discussion on yesterday’s presentation; comments included:
• AMA would need to make a concerted effort in tracking the leads the Show Team’s supply; create a program that would match the leads supplied with the membership records
• There are still questions relative to insurance coverage associated with the Show Team’s; need to find out their expectations of AMA
• Are Show Teams not-for-profit entities?
• There is the possibility that M. Harrington may still bring a revised program back in the fall for Council consideration
• They should approach the manufacturers for sponsorship/support
• Show Teams provide an opportunity for significant exposure for model aviation/AMA; should AMA become a corporate sponsor for a particular team?
• Council needs to know what they will do with the funds before funds are provided

MOTION XII: Moved by B. Teague (IV), seconded by R. Hanson (X) that the Executive Council requires written Air Show Team Program proposals for review, and will determine whether funding will be made available.
MOTION passed: 10-Y; 2-N (VI, IX)

c. Safety ramifications of seemingly escalating “Extreme” modeling mindset & activity-Discussion
Council viewed photos and video of several instances of this extreme activity; in some instances this activity is being done by individuals wearing ‘sponsor names’. It was felt that this is sending the wrong message, as these individuals are looked up to by the newbie and younger modelers. Comments included: 

• At this time AMA cannot tell individuals that flying in this manner will jeopardize their insurance.
• It would be difficult to develop wording for the Safety Code that would take into account all the circumstances for this type of flying; one rule will not fit all
• Not everyone agreed that by it’s nature, this type of flying is reckless and dangerous; the term ‘safety’ is subjective
• For sponsored individuals, AMA may want to inform the sponsor of their concerns with this manner of flying
• It is very difficult to affect the cultural changes that drive extreme flying/mindset

d. Re-evaluation of past and current AMA Experimental Aircraft Inspection procedures-Discussion
It is recommended that this document be revised. Specific items that require attention include the fail safe, noise levels and the level of inspection required.

Oberdieck will pass along recommended changes to the Safety Committee Chairman.

AWARDS
Awards were moved, seconded and approved by acclamation.

NEXT MEETING
August 12-13, 2007 (Sunday/Monday)
Note: Approval of the Scholarship Committee report/recipients will be done by mail vote.

Meeting adjourned at 12:00 p.m.