Executive Council Meeting
October 27, 2007
Muncie IN

Official

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

The meeting was called to order at 8:03 a.m.

1. Opening Business

Introductions: 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, Brunswick, GA; 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 Jonathan Gaffney and AMA legal counsel Felix Gora.

Attending HQ staff were Joyce Hager, Sheila Tweedy, Tom Schwyn, Jay Mealy, Diana Garza, Colleen Pierce, Rob Kurek, John Hawley, Greg Minch, Jack Frost and Michael Smith. Others in attendance were Travis McGinnis, Finance Committee Chairman; Joe Vislay, District III AVP; Paul Bretsen, Larry Johnson, and Larry Neppl from Harry A. Koch; Shirley Teague and Ginger Mathewson.

Additions to Agenda: Report on Show Teams

2. Consent Agenda

a. Approval of August 12, 2007 Executive Council meeting minutes.

It was moved by C. Bauer (VI), seconded by B. Teague (IV) and approved by unanimous acclamation to accept the minutes of the August 12, 2007 Executive Council meeting.

3. President’s Report

a. 2008 Executive Council meeting schedule: Dates for the 2008 meetings will be January 26-27, 2008; April 19-20, 2008; July 26-27, 2008; October 25-26, 2008. A strategic planning meeting will be held on Friday January 25, 2008 and the Finance Committee meeting will be Friday October 3, 2008.

b. 2008 Committees: It is the President’s intent to vacate all committees and chairmanships at the end of the year (Dec. 31st) so the new President can assign as they see fit.

c. 2008 Annual Membership Meeting: The official AMA Annual Membership Meeting will be held on Thursday May 15, 2008 during the Joe Nall event. It is expected that a membership meeting will also be held during the IRCHA event.

d. The results of the election are typically received during the week of Thanksgiving; Council will be notified of the results via email (as has been done in the past).

e. The President was in NJ recently to do some filming for a video that will be put out by the Superfund Program; it addresses converting Superfund sites and reclaimed EPA sites, to model airplane flying fields. It was suggested that Model Aviation magazine do more to publicize this program to show the membership that AMA is pro active in trying to acquire flying sites. Joe Beshar should be commended for doing a great job with this program.

f. The President went to Florida to attend Art Schroeder’s funeral.

g. Will attend the FAI meeting in Switzerland at the end of November.

4. Executive Vice President’s Report

a. Budget: The chairman thanked the committee, the ED and staff for the considerable amount of time spent on preparing the budget (approximately 250-300 hours). One VP indicated he did not receive a copy of the budget prior to the meeting. It is recommended that in the future, the budget be sent to Council via Priority Mail w/delivery confirmation; staff can then verify delivery.
Amendments to the budget: Upon further review by the Insurance Comm. and legal counsel, the changes made in the travel/accident insurance for people traveling overseas was not acceptable; add $9,000 to line item 6370-006 General Insurance. The Business Interruption Insurance was increased to 2 million; add $3,300 to line item 6370-006 General Insurance. Line item 6560-004 Air Show Teams should read $15,280. Line item 6610-004 Flying Site Expense is reduced to $82,000.

Next year, the budget will show the previous year’s total budget for comparison purposes and show August 30 actuals instead of June 30 actuals. This has been a huge transitional year; there is more responsibility within each department to stay within their budget.

MOTION I: Moved by C. Bauer (VI) and seconded by B. Teague (IV) to accept the 2008 Budget as amended.
MOTION passed: 12-Y; 1-N (X)

5. Executive Director’s Report

a. da Vinci Vision – 5-year strategic plan: The ED reviewed what has been done to date; if Council approves the 5-year plan, they will receive a detailed Draft Program of Work for 2008. Following discussion it was decided that Council will review the 5-year plan prior to the January meeting and forward suggestions/changes to the ED for incorporation into the document. The intent of the strategic planning meeting will be to review the 5-year plan item by item and prioritize the items contained therein so headquarters can move forward. The ED thanked headquarters staff for their efforts in developing this 5-year plan.

b. Since Christmas falls on a Tuesday this year and attendance on the Monday prior will be extremely light, the ED is requesting permission to shut down the building on Monday December 24; there were no objections.

6. NAA Report

NAA President J. Gaffney made a presentation (approved by the NAA BOD) on how NAA plans to move toward solvency in the future. Immediate steps that will be taken include freezing the number of staff; reducing the leasing costs and temporarily halting the magazine. To create a financially stable organization, a solid line must be drawn between the work NAA does and those who benefit from that work. Future initiatives include replacing the magazine, working on staffing, and working on relationships with the air sport organizations. NAA will hold a conference with the air sport organizations in the coming year.

Ways AMA benefits from NAA membership include the NAA being the liaison for international competition; for as much as AMA is willing to participate, NAA will incorporate AMA into the aviation community at large (other air sport organizations); and NAA can provide Washington DC representatives and help with FAA issues, licensing, etc.

10:05 a.m. Break/Executive Session Following Executive Session the following motion was made:

MOTION II: Moved by M. Smith (IX) and seconded by B. Teague (IV) to approve the Park Flyer Program and publication to be officially launched at the January 2008 AMA Convention in Ontario CA.
MOTION passed: 11-Y; 2-N (VI, VII)

7. Committee Reports

a. Insurance: The representatives from Harry A. Koch worked with staff most of the day Thursday. The committee met on Friday to review AMA’s current position relative to insurance and looked at a strategic plan going forward. P. Bretson gave an overview of Friday morning’s presentation. A park flyer endorsement was approved by Westchester for the Park Flyer program that will be launched in January 2008. Other items reported on include the Business Interruption Insurance was increased to 2 million (as mentioned earlier during budget discussion); the committee is investigating a way to streamline the on-line membership applications to allow for electronic signature; and an item relative to language in the Experimental Aircraft Program will be referred back to the Safety Committee. The committee has found that Ilona Maine has stepped into the position vacated by C. Maroney and has done an exemplary job; the transition has been almost seamless, and the committee expressed their appreciation for the work she has done for all of them.

b. Safety – Appendix I

MOTION III: Moved by M. Smith (IX) and seconded by T. Stillman (V) to approve the modified Safety Regulations for Model Aircraft Powered by Gas Turbines as presented at the October 27, 2007 Executive Council meeting.
MOTION passed unanimously

c. Nats Planning Meeting: The Nats Committee reduced the duration of the Nats to 35 (thirty-five) days; this was as tight as could be done. However, they were unable to satisfy a previous motion mandated by Council.

MOTION IV: Moved by C. Bauer (VI) and seconded by B. Brown (III) to rescind Motion IX of the August 12, 2007 Executive Council meeting.
(Motion IX – Moved by C. Bauer (VI) and seconded by M. Smith (IX) that the 2009 will be run in two week segments spread over eight weeks during the summer of 2009; no Nats events will be run on Mondays.)
MOTION passed unanimously

MOTION V: Moved by C. Bauer (VI) and seconded by T. Stillman (V) to approve the 2008 Nats as a 5A sanctioned event; dates will be Indoor May 28 – June 1, 2008 in Johnson City TN and Outdoor July 7 – August 10, 2008 in Muncie IN.
MOTION passed unanimously

Trophy policy as voted on and approved by the Nats Committee: The Nats Committee realizes the cost of trophies is a large expense and voted that the medallions will appear only on 1st, 2nd, and 3rd place trophies; any trophies beyond that will be an engraved plate. AMA (Nats) will furnish only up to three trophies; any trophies wanted beyond that must be purchased by the SIG (Special Interest Group). The trophy policy breakdown is as follows: 1-3 entries in an event, only one trophy given by AMA; 4-6 entries in an event, only two trophies given by AMA; 7-9 entries in an event, only three trophies given by AMA. Important Note: all numbers are based on pre-registration.

Headquarters will send Council copies of the 2008 Nats schedule (and any tentative future schedules developed by the Nats committee).

MOTION VI: Moved by C. Bauer (VI) and seconded by J. Rice (VIII) to approve the Trophy Policy as recommended by the Nats management committee.
MOTION passed unanimously

d. Nats Review – Deferred to January 2008 meeting

e. Membership Growth: The PR Incentive Program for clubs was released at the IHobby Expo last week; this is the program that rewards clubs for involvement in their community in a non-aviation manner. Future advertisement for this program will underscore that clubs can earn money. Completed projects are the Newcomers Guide to Model Aviation and the Guide to Member Services. While there is nothing official yet, work continues with XFC and Summer Heat to host those events in 2008.

f. Scholarship Endowment: The Scholarship Committee proposed the establishment of the AMA Scholarship Endowment Fund, utilizing monies currently available from the Charles H. Grant Scholarship Fund and any other donations. The committee is working towards creating a self generated fund (and away from dues generated fund).

MOTION VII: Moved by R. Hanson (X) and seconded by C. Bauer (VI) that 25% of the Scholarship Fund will be appropriated to the Endowment Fund; interest earned from the previous year will be added to the Scholarship Fund for dispersal annually.
MOTION passed unanimously

g. Bylaws – Deferred to January 2008 meeting

8. Old Business

a. Camping Policy: Currently AMA has a no-reservation policy for camping sites. A policy needs to be established so headquarters can accommodate camping needs for large groups that wish to hold events on site. Headquarters would like large events (such as IRCHA and XFC) to have first choice on camping sites during their events at the particular site.

Council was in agreement that events held at the IAC that have at least 50 contestants have the ability to reserve the camping area for that event. Reservations should be limited to participants, vendors and officials. Individuals who are vendors, participants and officials would need to place a non-refundable deposit for their camp site, prior to the date of the event. Spectators would go through the normal process of requesting a camp site when they arrive.

b. Equipment Rental – Appendix II 
Council received copy of headquarters policy on equipment rental. The costs shown are below market value; the piece will be re-done to show the pricing for AMA members and non-AMA members. SIGs have been alerted that there will be a charge for equipment rental if they hold an event on site. This policy DOES NOT apply to SIGs during the AMA Nationals. Council was cautioned not to request that headquarters waive these rental fees for any group. Note: this policy is only available to official sanctioned event organizers and not individual members.

Council should review the prices listed and make any comments/suggestions to J. Hager. A note will be added on this policy to show it does not apply to SIGs during the Nationals.

9. New Business

a. Advertising Consultant Study: Headquarters brought in a third party to do a market analysis of Model Aviation. Council should consider this information confidential and was cautioned not to discuss the content outside of Council members. This study also looked at AMA’s other publications (Park Pilot magazine, Sport Aviator, etc.). Kurek noted a readership survey will be done that will be compared to the survey done in 2004; once a baseline has been determined, they will determine if changes are needed.

b. Standing rules/candidate acceptance: Wording needs to be clarified relative to the exact time a nominees campaign statement is required to be at headquarters. B. Teague was charged with re-writing the portion in question and submitting it for approval at the January 2008 meeting; hard dates can not be used, must base the date on the scheduled date of the nominating committee meeting.

c. Show Team Report: As of the last meeting, Council officially sunset the prior show team program. It is requested that AMA author a letter of appreciation to every show team that has been current for the last three years to thank them for their efforts and participation in the Air Show Team program; this letter will be authored by R. Hanson and signed by D. Brown.

As a result of discussion in Executive Session the following motion was made:

MOTION VIII: Moved by M. Smith (IX) and seconded by T. Stillman (V) that AMA enters into a working relationship with hobby businesses to develop marketing programs that will benefit both AMA and the hobby businesses.
MOTION passed unanimously

10. Awards 
Distinguished Service
Special Service
Award of Excellence
President’s Award
All awards were voted on and unanimously approved.

Dave Brown has served 28 years on Council as District VP, EVP, and AMA President. He made some final comments as he concluded his last Executive Council meeting as AMA President. He wished the new president well and pledged to support and help that person any way he can; he asked Council to support the new president in that position. He received a standing ovation.

The meeting adjourned at 5:20 p.m.

Next Meeting
Strategic Planning Jan. 25, 2008
EC meeting January 26-27, 2008