Executive Council Meeting
Muncie IN
July 16, 2011

President's Report
Executive Vice President's Report

Chief Financial Officer's Report
Executive Director's Report
NAA Report

Committee Reports

Old Business
New Business

Note: District XI VP Bruce Nelson was not in attendance

The Nominating Committee met at 8:00 a.m.

The regular meeting of the Executive Council was called to order by Mark T. Smith, Interim President/EVP. 

1. Opening Business
Introductions: Interim President/EVP Mark T. Smith, Hot Springs, AR; CFO Doug Holland, Raleigh, NC; District Vice Presidents: I-Andy Argenio, Smithfield, RI; II-Gary Fitch, Franklinville, NY; III-Bob Brown, Bradford, PA; IV-Bliss Teague, Hickory, NC; V-Jose Soto, Apopka, FL; VI-Charlie Bauer, Norridge, IL; VII-Bill Oberdieck, Southgate, MI; VIII-Jim Rice, Universal City, TX; IX-Jim Wallen, Arvada, CO; X-Lawrence Tougas, Fairfield, CA; NAA Rep Jonathan Gaffney; Executive Director Dave Mathewson, and AMA Legal Counsel Felix Gora, Rendigs, Fry, Kiely & Dennis.

HQ staff in attendance were Michael Smith, Ilona Maine and Lisa Johnson.

Other attendees were Robert Underwood, AVP Dist. VI; Gordon Schimmel, Education Committee; Travis McGinnis, Education Committee; Kris Dixon AVP Dist. V; Michael Childers, Dist. V; Paul Bretsen, Harry A. Koch Co.; Randy Elliott, AVP Dist. IV; Rusty Kennedy, Chairman LM Committee; Tony Stillman, Flying Site Assistance Coordinator; Horrace Cain, Dist. VIII; Luke Akemon, AVP Dist. VI; Howie Wayne, Life Member Dist. IX; Rich Hanson, AMA GRA; Rae Underwood; Judith Bauer; Linda Rice and Shirley Teague.

Additions to the agenda: The Flying Site report was moved to Committee Reports.

Final Flight List: Richard Wolsey, Robert Kochersperger, Donald McKenzie, John White, Dennis Fishback, Lawrence Woodrum, Walter Bayconich, Dave Linstrum, Lew McFarland, Willard Blanchard, Robert Champine, Raul Rodriguez, Merril Winton, Beno Echerd, William Mitchell, Joseph Beasley, Gregory Tamutis, Carroll Lusby, Albert Wilkinson, Gerald Knoblauch, Maynard Hill, Harry Krych, H. David Flickinger, Stephen Kurimchak, Harry Moore, Robert Reynolds, Winston Okerlund, Robert Reder, Bernard Albert, William Hartley, Jackie Hembree, Ed Henry, Rudolph Meyer, Ernest Hancock, Thomas Lynn, George Welsh and Joe Radle. A moment of silence was observed. 

2. Consent Agenda: 

It was moved, seconded and approved by acclamation to approve the Consent Agenda. Consent Agenda items: Approval of April 9, 2011 Executive Council Meeting minutes; June 9, 2011 EC conference call minutes and June 29, 2011 email vote re travel expenses for scholarship winners.

3. President’s Report 

• Mark Smith and Dave Mathewson met with FAI Executive Committee chairman Dave Brown to discuss FAI issues. The numbers are still being worked on relative to the true cost of FAI to the membership and the impact on the budget. The committee will investigate a way to reduce costs (the ED will provide the chairman information re cost per member and total cost to support FAI); as well as a way to salvage the program if possible, and if need be, an exit strategy

• M. Smith thanked the staff for the outstanding 75th Gala event Friday evening; he noted that the ED has a group of talented employees and under his leadership, the sky is the limit.

• Felix Gora and Rendigs, Fry, Kiely & Dennis were thanked for purchasing a $1,000 brick in honor of AMA’s 75th anniversary

• During the Nats, NFFS presented AMA with a check for $1,000 to help offset the costs of the Indoor Nats; during the Pylon portion of the Nats, the NMPRA collected $1,250 that was donated to the Telford Scholarship fund

4. Executive Vice President’s Report 

No report at this time.

5. CFO Report

The CFO will report during Executive Session.

6. Executive Director’s Report

• Flash Reports are contained in the agenda packet

• Update on HQ activity:

Accounting – financial reports are up-to-date; C. Schroeder working on resolving any issues identified in the 2010 Audit Mgt. Letter; C. Schroeder will oversee the 2012 budget process which starts next month in the development of the 2012 Program of Work.

Education – Camp AMA held in mid June did not have the turnout that was hoped for but learned a lot and will build on that for 2012; Mathewson and Pritchett will meet with the Commemorative Air Force in Osh Kosh in next couple of weeks; work continues on Wings over the Rockies museum dedication.

PR and Development – Carla Burt is the new hire charged with PR and fundraising and development; she spent most of her first month here working on the 75th. 

IT – Brett and Eric have stepped up to fill the void in the IT department; MCPC met with all department heads relative to needs for hardware/software (report at next Council meeting or during an earlier conference call); new membership CD’s in mail boxes, Eric is working to correct problems Council is having.

Marketing – Working on the 75th and all the events on site; Marketing has gotten sponsorships from within the community (Applebee’s, Toyota, Chase Bank, et al).

Competition – Final preparations underway for the F3A World Championship; Nats in full swing; worked on changes to the Contest Board Procedures document (changes have been approved by the CB Chairmen and Coordinator).

It was moved, seconded and approved by acclamation to approve the changes to the Contest Board Procedures document as presented July 16, 2011. (Correction: the email address listed on Exhibit A Rules Change Proposal Form, will remain.)

Road Project – Resurfacing of the roads was completed, thanked PADCOM for managing the project; drainage work on Site 3 is a work in progress.

ED’s first month – Met with all department heads; working on increasing AMA’s presence in local community (met with director of Muncie Mission, Executive Director of the Muncie Visitor’s Bureau, President of the Chamber of Commerce, and attended a luncheon and spoke with local congressman Mike Pence (spoke with the congressman re FAA issue, also spoke with the Deputy Chief of Staff).

7. NAA Report

Nothing to report; did note the email sent to Council re the resignation of the FAI Secretary General less than 2 years into term. Gaffney has a call into the FAI President to discuss his concerns; will keep Council informed. 

8. Committee Reports

Flying Site Assistance Coordinator (Appendices) Stillman will attend the National Parks and Recreation show in Atlanta and the National League of Cities event in Phoenix, with the goal of working towards getting flying sites lined up for clubs. Collecting and sorting the data gathered as a result of the 2010 shows. Learned much about what we do at these events and how to improve on the percentages of flying sites gained as a result of our presence; changes will be implemented immediately. Has talked with G. Fitch and B. Brown and will work with them to create an ad hoc committee to see if improvements are needed.

Stillman spoke with R. Kennedy relative to working with the LM and a flying site volunteer list on the development of a new program to do similar work on the state/local level. It was noted that there were no funds in the budget allotted for booth presence on the local level for each district. Council may wish to consider this in the development of the budget for 2012. M. Smith, on behalf of Council, thanked T. Stillman for his efforts.

Leader Member Program Development (Appendix) R. Kennedy noted that LM, at the club level needs to become an integral part in the day to day communications and operations of the AMA. They can be an important conduit through which information and assistance flows between clubs and district officers. LM can also become a stronger base from which to cultivate future DVP’s and AVP’s. To that end, he is requesting the addition of two new LM classifications – Flight and Educational.

LM Flight qualifications include: someone who is an AMA Intro Pilot, club flight instructor, possess the ability to build and fly a model aircraft and other, as recognized by District VP.

LM Educational qualifications include: club education program leader, NASA/CAP/EAA club liaison, instructor, a professional educator, author/writer of significant education material and other, as recognized by District VP.

He then reviewed the LM duties and selection criteria. The prospective LM must have been a member for three consecutive years prior to applying and pass a short open-book test. Leader Members would receive a self-evaluation after 3 years; if the completed evaluation is not returned LM status would be removed and the individual would revert back to normal Open membership. This would not affect any current Leader Members, unless they request one of the new classifications.

It was moved, seconded and approved by acclamation to approve the new Leader Member classifications of Flight and Educational.

A consensus could not be reached on whether or not to remove one’s prior LM status if they requested one of the new classifications but did not return the evaluation form.
G. Fitch reported on the new Model Aviation On-line; Chad and Mark have done an outstanding job. It will provide elements not in the magazine and add to membership value.

A contract has been issued to an outside firm to take Model Aviation archives from 1975 to current, and make it a searchable database. Expected completion of this first phase is May 2012.

Model Aviation relaunch is scheduled for next year and the department is on track in the redevelopment.

Jay Smith was named the Executive Editor of Sport Aviator as of July 1; he and Rob are working on new content management and a strategy to improve the site and create more advertising opportunities.

L. Helms, A. Ruan and R. Hahn are working on the daily NatsNews publication; this is also available online. 

R. Kurek put together an RFP for the print magazine contract and sent to 3-4 vendors, looking for competitive bid to keep costs in line.

B. Pritchett is managing the 75th club newsletter competition; there have been no submissions.

P. Bretsen reported that RFP’s for the member/club program have not been solicited since 2006; the committee will do this and have a response to the Council at their first meeting in 2012 (in time for rechartering).Council previously reviewed a PDF that would allow automated flight operations; there was concern over using this term so the document has been renamed. This let’s anyone who reads it understand that manual control of the aircraft will be maintained.

It was moved, seconded and approved by acclamation to approve the document titled Manually Controllable Programmed Outdoor Model Flight Operations as presented July 16, 2011.

AMA Radio Control Large Model Airplane Program
It was determined that this document did not address gliders; text was added to include large unpowered model aircraft that are over 55 lbs.

It was moved, seconded and approved by acclamation to approve the changes to the document titled AMA RADIO CONTROL LARGE MODEL AIRPLANE PROGRAM as presented July 16, 2011.

Member Proposal There was discussion on a proposal the Safety Committee received relative to the use of an electric ducted fan alloy unit. No supporting documentation was received on the machining, casting variances, etc. of the unit. After reviewing a video they were sent, the committee was inclined to allow the use of that particular unit, but did not want to take on approving each one on an individual basis. The Safety Committee expressed serious concern over their use and would not recommend allowing the use of these units. The EC sees propellers and impellers as different things, and metal impeller use is already allowed in turbine ducted fan models. A straw vote taken revealed the majority of Council agreed to the use of metal impellers in electric ducted fan models.

2012 AMA Safety Code
The code must go to print before Council meets in October. Changes that were made during the April EC meeting will be incorporated. Rice indicated he will speak with R. Hanson to determine if additional changes are needed to address any FAA concerns. Council will see and approve the final document before it goes to print.

NominationsThe chairman reported on those names that will be on the upcoming ballot.

MOTION I: Moved by C. Bauer (VI) and seconded by J. Rice (VIII) to accept the recommendation of the Nominations Committee for the 2011 AMA Election Ballot. Names to appear on ballot are:

President – Jim Rice; Bob Brown and Rich Hanson
EVP – Gary Fitch; Bill Oberdieck and Jerry Neuberger
District III VP – Bob Brown, incumbent
District VII VP – Bill Oberdieck, incumbent and Tim Jesky
District XI VP – Bryan Batch and Mike Mosbrooker

MOTION passed unanimously.

The chairman listed the projects the committee and Education Dept. at Headquarters continue to be involved with:
• Soaring 100th Anniversary celebration this Fall
• CAP, EAA, 4H, Scouting and Explorers
• Held 1st Camp AMA
• Ongoing participation with Wings over the Rockies
• G. Schimmel plans on more Round Table events

R. Kennedy has attended one of the Education Committee meetings and was invited to return to the fall meeting; the committee feels they have contributions to make to the LM committee that would be beneficial. Art Ellis has come up with a design for a wing clip to the Delta Dart; he is exploring the costs involved.

The next meeting of the Education Committee will be the Friday before the Oct. EC meeting.

9. Old Business

Hanson reported a status quo in the rulemaking process; release date for NPRM is expected in late fall. Once released, they will not deal with AMA’s standards until they are through addressing the comments they receive. Council was reminded that a commitment was made to the industry and our members that they will see the standards before they are submitted. The Executive Director reported that the mechanics of an awareness plan are in place for when the NPRM comes out. Hanson will investigate what it takes to file an extension. There continue to be weekly telecoms with the working group and the next face-to-face meeting with FAA people will be Aug 31/Sept 1. The committee expects to have some standards to present to Council at the October 2011 meeting.

Airport Compliance Hanson explained the issue again. The compliance agreement includes a statement that the airport will not be closed for non-aeronautical activity; they actually identify model aircraft as an example of non-aeronautical activity. He was told nothing would be done until the SUAS rule comes out and provides direction. The regional offices (there are eight of them) determine compliance within their own regions and whether model aircraft activity is allowed, varies from region to region. The Executive Council must decide whether to push for this activity (and how hard), handle on a case by case basis, or let the issue die. Hanson will send a PDF file to Council of the regional offices and the district offices (extensions of the regional ones.)

TFR’s Only a handful of TFR’s have occurred over the past couple of months; expect more as the 2012 election approaches. Hanson again suggested that HQ create a list of prominent events that could be used as resource material for presenting AMA’s case on TFR’s.

FAA reauthorization bill The amendment to the reauthorization bill is still there; staffers gave M. Rose assurance that there are no issues. If what is in there today passes, it will be very much to our advantage.

Membership Incentive Pricing A motion was made and seconded “to provide an incentive for new members (defined as not having been an AMA member for 5 or more years) to join at a trade show that a $10 discount be made available to Open Members if they join at the trade show.” In addition the following motion was made if the previous motion passes: “Provide for up to $500 in one time expenditures to pay for trade show signage to promote the $10 discount.”

Discussion included: how is ‘trade show’ defined; should it be offered at only AMA sponsored events; compile a list of shows/events where it could be offered; what are the incremental costs; AMA must take an active role in selling memberships at events; S. Grubbs must be included in the discussion to ensure it is done procedurally correct; should clubs be allowed to offer this membership incentive at their events; a computer would be needed at the event to verify person not member for 5 previous years; the discount should be afforded to senior citizen members; should approach possible members while they are waiting in line to enter the event; a tracking mechanism should be developed to determine the success of the program, however, the archaic database does not allow for proper evaluation and meaningful information of programs at this time; the marketing staff could develop a strategy for selling memberships at trade shows; must address the issue of who is ‘authorized’ to sell memberships; and a possible definition of ‘trade show’ could be an organized event approved on a national/district basis or approved by a District VP that was used as a marketing tool to bring on memberships.

The motion was withdrawn and the issue was referred back to the committee for further definition. Issues to address include a definition of where to offer the discount and by whom, what is the tracking mechanism and protection of the database. A report will be given at the October 2011 meeting. The committee chair was assured that funding for signage to promote the discount would be available.

Alternate AMA decals options In an effort to save money it was recommended that HQ find an alternative to the decal sent with membership cards possibly replacing them with AMA ID labels; Mathewson reported on S. Grubbs’ findings on this issue. The membership very much appreciates the type of decals they are currently receiving. Various options (including vinyl) were looked at and the savings was not significant.

During the budget process last year, the Finance Committee reduced the amount allocated for the decals from 42k to 21k; Grubbs was not sure he would be able to get it down to that level but offered a possible solution in an effort to reduce costs. A check-box will be included on the renewal form that members can check if they wish to receive the decal.

It was moved, seconded and approved by acclamation to accept Shawn Grubbs' proposal for the decal cost production presented July 16, 2011.

Executive Session

10. New Business

Approval of ED Contract As a result of Executive Session the following motion was presented:

MOTION II: Moved by J. Wallen (IX) and seconded by C. Bauer (VI) that Council approve the Executive Director Contract with minor modifications noted, as presented to Council in closed session July 16, 2011.
MOTION passed unanimously.


Billboards –
Mathewson will research cost of billboards on corner of McGalliard and the By-pass and on I-69 north and south (three Muncie exits).

Strategic Task Force – Argenio reported they are waiting for the results of the election to see who/what they have to work with; nothing new until January 2012.

AWARDS No awards were requested at this meeting

The meeting was adjourned at 1:17 p.m.

October 29-30, 2011 Muncie, IN