Executive Council Meeting

October 30, 2004
Muncie IN

Official

Note: All minutes are unofficial until approved at the following Executive Council meeting. The meeting was called to order at 8:04 a.m. by the President. District I Vice President Don Krafft and District V Vice President Judith Dunlap were not in attendance but did send AVPs to represent their districts.

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

Motions:
I To accept the Affinity Program.
II To accept the 2005 Budget as presented.
III To approve a 5A sanction for the 2005 Nationals scheduled as…
IV That the AMA President put in a firm bid at the December…
V That the AMA drop the Right of First Refusal on Reese Airport.
VI To accept the request for reassignment by J. Hager to an alternate…
VII To hire Don Koranda as Executive Director effective December…

The following were approved by acclamation:

• To accept the Minutes of the July 2, 2004 Executive Council meeting.
• To hold the Annual General Membership Meeting at the 2005 Joe Nall Fly-In.

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; 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 David Ivey; Executive Director Joyce Hager; and Joe Gelwicks, General Counsel.

Associate Vice President Jim Gilliatt represented District I and AVP Gene Martine represented District V.

In attendance from HQ Staff were Vicki Barkdull; Mary Hurn; Sheila Tweedy; Carl P. Maroney; Colleen Pierce; Rob Kurek; Tom Schwyn; Mary Lou Vojslavek; Michael Smith; and Greg Minch. Others attending were Mark T. Smith, District IX AVP; Bill Lee, District VIII AVP; Lew McFarland, AVP District VI; Ron Ballard, AVP District VI; Mike Harrington, AVP District IX and AST AdCom; Gordon Schimmel, Education Committee; Randy Cameron, District VI R/C CC; Arthur Johnson, District VI C/L CC; Larry Johnson, FirstLine Insurance Services; Don Koranda; and Shirley Teague.

Following introductions the President explained that those AVPs representing Districts I and V are allowed to make motions and take part in all discussions, however, they are not allowed to vote. The VPs could be contacted if the need arises.

PRESIDENT’S REPORT

  • The President introduced the new NAA President/CEO David Ivey who will represent NAA at this and future Council meetings.

  • At the recent Chicago tradeshow, two manufacturers were showing spread spectrum 2.4 gigahertz equipment for model cars. The President indicated that there is no doubt this equipment is on the horizon for model aircraft. AMA’s FCC attorney informed the President that this is legal. The Academy’s legal counsel was asked to review the language in the Safety Code which refers to the use of legal frequencies as would pertain to the 2.4 gigahertz equipment use.

  • The President and District VIII VP are in conversation regarding a replacement for a Contest Board Chairman who is very ill.

  • The President may attend the NAA awards dinner November 8, 2004. Admiral Wes McDonald who is the chairman of the NAA will be receiving the Henderson Award.

  • As the rules dictate, a date for the Annual General Membership Meeting must be determined. It was moved, seconded and approved by acclamation to hold the Annual General Membership Meeting at the 2005 Joe Nall Fly In. Additional membership meetings may be held at various venues if the opportunity arises and is deemed warranted.

  • An issue was brought to light with regard to paint ball guns being attached to RC helicopters and airplanes. It is unclear whether the participants shoot at each other or each others planes. Council needs to determine whether this activity should be permitted. Due to liability implications the President is of the opinion this activity should not be allowed.
    The Safety Committee is charged with investigating the issue.

  • It was determined that the AMA needs a mechanism for the reporting of incidents that occur, even when there is no intention of filing a claim. Currently, JPO has created a risk management initiative where they track incidents and regularly review the data to determine if an issue needs to be addressed. AMA could include an incident form with all sanction packages, or include this form in club charter packages for the club safety officers to use. (Safety officer mandated for each club starting in 2005.)
    The Safety Committee and Special Services Department will develop a form and mechanism for its use.

  • The District V Vice President has requested additional district funding ($2,000) to assist her for the remainder of 2004; when she inherited the position, the funds were nearly depleted. No clear consensus was formed; the President may provide the funds from his 2004 budget, up to $2,000.

  • There was a brief discussion on lithium batteries. Discussion included recommending clubs have a pail of sand close by in case of a fire; developing guidelines for charging and storage of these batteries; and having safety officers present education programs regarding their use. AMA must be vigilant in educating the membership on this issue.
    Headquarters staff is charged with determining a way to inform/educate clubs on the issue of lithium batteries. Something can be included in the mailing that will soon go to clubs. Council will see a copy of what will be sent, prior to its mailing.

  • All in attendance observed a moment of silence for Gene Hempel.

  • The dates for the 2005 Executive Council meetings were established. They are:

    January 29/30, 2005
    April 23/24, 2005
    July 9/10, 2005
    October 15/16, 2005
    Budget Meeting – September 30, 2005

    Orientation for new VPs will be a day or two before or after the January meeting date. The Strategic/Long Range Planning meeting is scheduled for February 12/13, 2005 in Indianapolis IN. Facilitator to be determined.

    EXECUTIVE VICE PRESIDENT'S REPORT 
     

  • No report.

    EXECUTIVE DIRECTOR'S REPORT 
     

  • T. Schwyn in contact with various VISA credit card companies regarding the program offered to AMA members. He has negotiated royalties from US Bank in the total amount (over 7 years) of $900,000.

  • Maroney has changed wording on facts about insurance-highlighted in red the fact that all incidents need to be reported immediately; and a phone number is provided that can be called at anytime.

  • Keller & Heckman (FCC representatives in Washington, D.C.) have asked for increase in their retainer from $500/month currently, to $600/month. They have not had an adjustment in over 12 years.

  • Membership stats: on 11/3 plan to mail over 42,000 cards (everything that has been processed through 10/18); on 11/5 will make a mailing of everything processed through 10/26. Received 2,446 automated online renewals; have processed almost 1,600 in the trial membership program, of which 318 have upgraded to a full membership; and the Ambassador Program for 2004 has brought in 3,435 memberships; 308 people earned credit in connection with the program (sign 3, fly for free).

  • The John Pond Plan area is almost ready to begin operation. Hoping for start up in February 2005, although this is not definite.

  • Ready to launch the other affinity program. (A select number of members will receive a DVD for free and if they so choose they can pay for it. If they pay they will receive a second DVD, if they do not want to pay, they keep the DVD and will not receive a second one.) If a minimum is not received with the first mailings, the program will not proceed. Between 1,500-2,500 will be included in the sample run; VPs will be included in this number. The cover letter to be sent with the DVD indicates that member is a part of a ‘selected group’ to take part in this program.

  • Continue to receive good reports on Sport Aviator; the ED shared an email from a person in Australia relative to the site.

  • Headquarters continues to receive ballots; there was a brief discussion on ways to minimize or alleviate this problem.

  • The ED and legal counsel developed wording to be used for signage that can be posted at flying fields; WARNING: Aeromodeling may cause serious injury - proceed at your own risk. Discussion included that AMA can make all the rules they want, however, there is no way to enforce them; some clubs are not allowed to post signs at their flying site; AMA should post this information on the Web site in order to glean feedback from the members; try to create a situation where the club has to proactively decide either to put up the sign or send to letter to AMA that states they cannot put up the sign; AMA could require posting this sign as part of the insurance or have a reduction in limits if the sign is not posted, however this would have to be coordinated with the insurance people; requiring this sign creates a more defensible scenario when it comes to liability coverage.

  • Headquarters was contacted by a gentleman who wanted to have an on-line chartered club. Under the present rules this is not possible; consensus by Council is no, he cannot charter an on-line club.

  • There was a brief discussion on non US citizens vying for a spot on an AMA FAI team. Different countries have different requirements; the President explained what the rules are for representation in FAI competitions as they pertain to the US.

  • C. Maroney spoke to the affinity program in which T. Schwyn has brought about significant revenue to the organization through the offered credit card program. He is of the opinion that AMA should not let this money go into the general operating fund, but be placed in a dedicated account. Council should give serious consideration on what to do with this revenue. A commitment to this type of program requires a board resolution.

    MOTION I: Moved and seconded to accept the Affinity Program.
    MOTION passed unanimously.

    The Finance Committee was charged with considering where this money could be appropriated and come to the Executive Council with recommendation(s).

    NAA REPORT
     

  • D. Koranda informed Council that after a long search, NAA has secured a new President/CEO. He then introduced David Ivey as this individual; he comes to the NAA with 30 years of association management. Koranda encouraged D. Ivey to serve as the NAA representative on AMA Council. (At this point in the meeting Ivey took over that position.) David Ivey thanked Don Koranda for his long service to the NAA and then presented a plaque to the AMA for their generous and continued support of NAA and the aviation community. President Brown accepted the award on behalf of the Academy.

    COMMITTEE REPORTS

    Education (Appendix I)

    G. Schimmel reported that the committee is entering its’ tenth year. The committee has found they are most effective, most efficient and best perceived in their support of other’s work. He then reviewed the committee’s areas of focus: Formal Education, Informal Education Program, Local Outreach and future projects.

    In a discussion on career education Schimmel noted that there is an untapped source of talent within the membership that could assist within classrooms with career education. The committee did a push email contacting 60,000 members asking current and retired teachers/educators to contact them. They received 1,400 responses and as of now have 500 people who are interested in being involved in the education committee. Half of the 500 respondents were not educators but wished to assist in the committee’s activities. It was noted that non-teachers would not be excluded from consideration, in their offer of assistance. Schimmel requested that during the Council’s strategic planning meeting, they consider a third staff member who could assist the committee with what needs to be done at Headquarters while the other two staffers are on the road. He also suggested Council consider in the long range, looking at the Education Committee as evolving into a department.

    Budget

    Late changes to the budget were noted: line item 4310-000 Comm & Royalties Inc – increase to $240,000; under EXPENSES – put in $35,000 (approximately) for Assistant Editor position; item 6010-000 Salaries – increase by $35,000 (due to additional position noted above); item 6590-004 Special Events – increase to $12,000 (same as 2004 budget); item 6630-004 Advertising/Market Res – increase to $123,000 (same as 2004 budget). As a result of these changes the 2005 Budget Total for NET INCOME (LOSS) will read $167,381.
    A motion was made and seconded to accept the budget as presented, which then allowed for discussion of the budget.
    Concern was expressed over the $50k for frequency control boards at the National Flying Site. It should be understood that this amount was just a guess and was posed as a starting point and does not necessarily mean this amount will be spent or purchase of said item(s) would even take place. The allocation for Air Show Teams was reduced since some teams had been lost; the amount reflects the allotment for those teams that have qualified for the year 2005. The ED explained the increase to Advertising/Marketing (AMA Convention Ads, new member promo and marketplace survey.) Council must be cautious of major expenditures outside the budget.

    MOTION II: Moved and seconded to accept the 2005 Budget as presented.
    MOTION passed unanimously.

    Ad hoc Disaster Relief Fund (Appendix II)
    The chairman would like to have the committee disbanded as they are unable to come to an agreement on what to do. There was philosophical disagreement over whether this fund should be a grant or a loan; should you make funds available in the case of a disaster, when those disasters don’t exists in other areas (such disasters as floods, wildfires and hurricanes).

    The President is of the opinion that there should be a way to provide disaster relief whether by grant, loan or a combination thereof. It was noted that clubs who seek disaster relief can apply to the Flying Site Assistance Program, which provides 10% of the cost or $5,000 maximum. Under the Disaster Relief Fund program, funds available should be to get the club up and flying again and not for replacing such amenities as concession stands and control towers.

    The President appointed a new Ad hoc Disaster Relief Fund Committee. The chairman is Bruce Nelson and he along with the President will determine the other members. The previous committee was disbanded.


    Nationals
    The committee met last week; the schedule for 2005 has been shortened by four days from previous years. The Indoor portion of the Nationals will start on June 1 and end June 5. The Outdoor portion of the Nationals begins July 5 with RC Combat and ends on August 7 with RC/CL Scale.

    MOTION III: Moved and seconded to approve a 5A Sanction for the 2005 Nationals scheduled as June 1-5, 2005 Johnson City TN and July 5-August 7, 2005 in Muncie IN.
    MOTION passed unanimously.

    The Nationals Committee determined that any flying of FF, CL, or RC for a non-Nationals participant will be on a case-by-case basis dependant on a system of frequency control. The FF people have requested a new road with parking lot be constructed straight east from the new CL circles. This would add about 30% to the length of the FF field and be a significant benefit when the wind direction changes. Gravel costs for this project are estimated at $8,000 - $10,000. Currently there is no money allocated in the capital budget for this project.

    The program will continue where every Junior and Senior Nationals entrant will receive a small participant item. This is great PR!
    The Nationals Committee felt very strongly and eliminated event 627 (RC Duration) from the Indoor FF Nationals. The FF people are trying to raise funds to assist in offsetting the cost of the Johnson City facility; this includes trying to increase the number of participants in indoor activity.

    There has been a change to the policy regarding unofficial events and those participants flying in them. Starting in 2005, in order to be eligible to enter unofficial events during the Nationals you must be registered either as a contestant or a mechanic at the regular Nationals. This new rule is not so much to generate income as it is to know who is on the field. This new rule will also be in affect for Indoor at Johnson City.

    Muncie Site Usage (Appendix III)
    The Chairman reviewed the recommendations of the committee. He also indicated that a commercial vendor for a computerized (frequency) system has been located and dialogue has been established.

    The ED will investigate whether these recommendations were previously in place. If not, acceptance of this report will be done at the next Council meeting.

    When the Nationals was started in Muncie, there were three distinct set of frequencies assigned to various events (Sets A, B, and C). Over the years those sets have become tainted. Starting in 2005 the three pure sets of frequencies will be utilized; this will help significantly in determining when and where an individual can go for open flying.

    There was a brief discussion on usage of the AMA National Flying Site for non modeling activities. Requests would be considered on a case-by-case basis and consideration must be given to how an event would make AMA appear to the general public.

    Air Show Team (Appendix IV)
    At a previous meeting, Council approved an effort by the AST Advisory Committee for program assessment and a strategic planning process. Council received copy of a questionnaire sent to all teams and published in the Showgram, a Logic Model for the AST program and an AMA AST Program Assessment and Planning Update. He then reviewed the responses as illustrated in the Program Assessment and Planning Update. The responses led to the development of a “Discussion Draft” (program revision). This revision includes developing a Vision and Mission Statement, a program logo, a revision in the new team approval and renewal process, and team assistance.

    One of the problems anticipated is that as the program is currently envisioned, the managers must approve any changes in the guidelines. This may pose a problem as some people absolutely resist change.

    Comments/Discussion included: the advisory committee was complimented on a good program; it was suggested to allow AST to sign new members similar to what CD’s do at sanctioned events; Harrington is of the understanding that every AST event is treated as a sanctioned event; concern was noted regarding groups of modelers taking over where show teams use to perform; funding for AST travel expenses-try to maintain a 200 mile radius on where the AST performs and even the allotted $500 stipend for each team does not cover everything. In continued discussion it was questioned whether it was possible to incorporate FF, CL, and Soaring into the show teams. Depending on the proficiency and professionalism of the teams, other disciplines could be considered for incorporation into the program. Maroney suggested establishing criteria on which the show teams would be evaluated. L. Johnson addressed the issue of insurance coverage for trailers used by the show teams. (This was done in the event Council wished to explore a way to provide more comprehensive liability coverage for the show teams.) The Advisory Committee report will be sent to all show team members next week with the recommended changes.

    The ED was charged with having the staff develop a mechanism to allow Air Show Teams to sign up new members and file report with HQ after each event. A report will be presented at the January EC meeting.

    Prior to breaking for lunch the President wished to bring to the attention of Council a memo from Keller & Heckman (AMA’s FCC representatives). It states that FCC approved the BPL Document (the item AMA and others have been fighting against), however, it was approved with many but not all of our comments/input addressed. AMA is currently trying to determine its position regarding an appeal. The attorney feels it is not appropriate for AMA to appeal the decision but is of the opinion that ARRL will appeal. One item we received that will help AMA protect itself, is that certification of the BPL equipment is now mandatory; it is the BPL operator’s responsibility to change if there is an interference situation.

    Lunch 12:20 p.m. – 1:15 p.m.

    OLD BUSINESS

    Safety Video Report (Appendix V)
    Leader members and SIGs have been contacted to solicit input. B. Oberdieck noted that the SIGs are very much in favor of this project.
    The time span for the video would be approximately 30 minutes; any longer and you risk losing the attention of the viewers. It would be impossible to incorporate all the disciplines in one video. The first video will be geared toward addressing general radio control flying; portions of its’ content would also be applicable to other disciplines. It was suggested to intertwine audio/video input to exemplify some of the more important items in the Safety Code.

    NEW BUSINESS

    Create program to assist in getting flying sites for Indoor & Park Flyers
    The Academy has produced numerous pamphlet programs encouraging individuals flying park flyers to contact us; the AMA must do more to bring these people into the fold. S. Frank noted he has been involved with programs that have established park flyer fields. He feels AMA needs to develop a program to offer the indoor and park flyer a reason to join the AMA and is recommending an ad hoc committee be established. The committee should include younger member(s) currently flying indoor electric. Once the committee is in place and organized, they should get in contact with the Education Committee members involved with Parks and Recreation.

    The President appointed an Ad hoc committee on Attaining Indoor/Park Flier Flying Sites; the committee is S. Frank, Chairman; Tony Naccarato; Bob Aberle; Tom Krogle.

    Mandate all RC transmitters have AMA number, pilot’s name, address, phone, and frequency # visible at all times.
    This is being requested by one of the VPs who has been at contests where someone had either picked up the wrong transmitter, turned it on and knocked someone else out of the air; or found transmitters were left at a field with no one to claim them.

    It would be impossible for AMA to enforce such a rule; this is considered to be a local issue and should be handled as such through the clubs.

    Discussion: Develop a program to generate nondues revenue earmarked for Flying Site Assistance Program.
    This issue is being raised on behalf of Joe Beshar. It came about as a result of Kurek sending E-mail to flying site program people asking how to better utilize the space in the magazine that is allocated to the finding and keeping flying site articles.

    The concept is to take one or two pages of the magazine and sell those pages to companies, manufacturers, and industry-type people in block-ad type spaces. The funds generated from this would be allocated to some type of a flying site assistance program.

    The impression is that allotting one page in the magazine was doable; M. Lanternman would have to be involved in discussion as he is the person who would do the selling of these spaces. It is being recommended that this issue be investigated by a committee to see if there is a way to generate nondues revenue that can be targeted to flying sites. Beshar made contact with Home Depot (a building supply company) and they are interested in buying space in the magazine; so it appears the potential is there. It was suggested that if a page is dedicated to this, a statement should appear at the top of the page stating something along the lines of ‘THE COMPANIES BELOW GENEROUSLY SUPPORT THE AMA FLYING SITE ASSISTANCE PROGRAM’.

    The President appointed an Ad hoc committee of R. Kurek, J. Mealy, M. Lanternman and C. Bauer to investigate the concept of generating non-dues revenue earmarked for Flying Site Assistance Program, via block advertisements in Model Aviation.

    MODEL AVIATION Disclaimer
    Withdrawn.

    Accept and Implement Chartered Clubs/Model Industries Program for Supporting Charities.
    Maroney explained that the program would allow AMA chartered clubs to hold events to specifically raise money that would be donated to recognized charity organizations. A variation of the program would be used by the model industry.

    Discussion included AMA should consider a lesser amount (than presented) for recognition; there must be varying degrees of recognition to accommodate those clubs that have fewer members; it is in AMA’s best interest to encourage clubs to get involved in the program as it is this type of activity that gets AMA the positive recognition that is helpful in maintaining and keeping flying sites, as well as sustaining a good rapport with the community; consider recognition is various ways such as letter of appreciation, listing in a column in the magazine, etc. A variation of the program might be to ask all clubs to report what they are doing, and the top clubs on the basis of donations per capita of the club, will receive a plaque. (Number of clubs to be determined)

    The ED was charged with investigating this idea. A reporting system, incentives, recognition certificates, and plaques should be considered to determine what dollar amount(s) should be inserted into the program.

    Giant Scale Racing Diagram
    It was noted that there was an error made in posting the Giant Scale Racing Diagram on the Web site; it will be corrected. (The correction will reflect the accurate distance from the Deadline to the Rear Deadline as 1250’.)

    F3D World Championships-2007
    New Zealand had put in a bid to host the 2007 F3D World Championships; since that time they have lost the site and had to withdraw their bid. It is being proposed that the AMA host the 2007 F3D WC at the Muncie Indiana National Flying Site, based on the fact that it would be at least a break-even budget.

    The President noted that AMA has the Helicopter WC in 2007; there will be some discussion on the possibility of combining the two events.

    MOTION IV: Moved and seconded that the AMA President put in a firm bid at the December 2004 CIAM meeting to host the 2007 F3D World Championships in Muncie IN.
    MOTION passed unanimously.

    The Executive Council then went into Executive Session.

    The following actions are a result of discussion during the Executive Session.

    MOTION V: Moved and seconded that AMA drop the Right of First Refusal on Reese Airport.
    MOTION passed unanimously.

    MOTION VI: Moved and seconded to accept the request for reassignment by J. Hager to an alternate position within AMA HQ effective December 5, 2004.
    MOTION passed unanimously.

    (District I VP provided vote via letter to President; District V VP provided vote via phone)

    MOTION VII: Moved and seconded to hire Don Koranda as Executive Director effective December 6, 2004, subject to a contract to be developed by AMA attorneys and approved by AMA President and Executive Vice President.
    MOTION passed unanimously.

    (District I VP provided vote via letter to President; District V VP provided vote via phone)

    AWARDS
    All awards were moved, seconded, and approved by acclamation.

    NEXT MEETING
    January 29-30, 2005 Muncie IN.

    The meeting adjourned at 5:05 p.m.

    Action items from the October 30, 2004 Executive Council meeting

    1. The Safety Committee is charged with investigating the issue of paint ball guns being attached to model airplanes and helicopters. Ref: President’s Report.
    2. The Safety Committee and Special Services Dept. will develop an incident form and a mechanism for its use. Ref: President’s Report.
    3. Headquarters will develop information piece on lithium batteries that can be sent to clubs. Ref: President’s Report.
    4. The Finance Committee will consider options on where the revenues from the Affinity Program can be allocated and bring recommendations to Council. Ref: Executive Director’s Report.
    5. New Ad hoc committee on Disaster Relief Fund.
    6. The ED to investigate whether recommendations of Muncie Site Usage Committee were previously in place. If not, acceptance of their report to be done at January EC meeting. Ref: Muncie Site Usage Comm. Report.
    7. HQ staff to develop mechanism to allow Air Show Teams to sign up new members and send report to HQ following event. Ref: Air Show Team Report.
    8. New Ad hoc committee on attaining indoor/park flyer flying sites.
    9. New Ad hoc committee to investigate concept of generating non-dues revenue earmarked for Flying Site Assistance Program via block advertisements in Model Aviation.
    10. HQ to investigate recognition program for clubs donating proceeds to charities. Ref: Accept and Implement Chartered Clubs/Model Industries Program for Supporting Charities.

    Respectfully submitted by JoAnne Brown recording secretary for the October 30, 2004 Executive Council meeting.

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