Executive Council Meeting
Muncie IN
October 20, 2012
Official

Introductions
President's Report

Executive Vice President's Report

Executive Director's Report

Committee Reports

Old Business
New Business

Note: Vice Presidents from District IV and VII were not in attendance.

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


1. Opening Business
a. Introductions: President Bob Brown, Bradford, PA; Executive Vice President Gary Fitch, Franklinville, NY; District Vice Presidents: I-Andy Argenio, Smithfield, RI; Interim II-Eric Williams, Schenectady, NY; Interim III-Mark Radcliff, St. Marys, WV; V-Jose Soto, Apopka, FL; VI-Charlie Bauer, Norridge, IL; VIII-Jim Rice, San Antonio, TX; IX-Jim Wallen, Arvada, CO; X-Lawrence Tougas, Fairfield, CA; XI-Mike Mosbrooker, Oak Harbor, WA; NAA Rep Jonathan Gaffney; Executive Director Dave Mathewson and AMA Legal Counsel Felix Gora, Rendigs Fry Kiely & Dennis. Marc Shelstrom, AVP for District VII sat in for VP Tim Jesky.
 
Attending from AMA HQ staff were Ilona Maine; Jeff Nance; Greg Hahn; Michael Smith; Rob Kurek; Chad Budreau; Bill Pritchett; Emily Loy and Jessy Symmes. Others in attendance were Paul Bretsen, Harry A. Koch Co.; Randy Adams, Dist. III AVP; Juan Cortes, Dist. V AVP; Albert Kanser, Dist. II Safety Coordinator; Reid Condon, Dist. II AVP; Rusty Kennedy, Chairman Leader Member Committee; Rich Hanson, AMA GRA; Chuck Bower, Dist. XI AVP; Dale P. Arvin, Dist. VI and Frank Fels, President IMAA.
 
b. Final Flight Recognition (Appendix I): Additions to the list: Daryl Hall, Al Hutchinson and Billy O’Donnel. Attendees observed a moment of silence.

c. Additions to the agenda
No additions; the President reported the Finance Committee will give their report immediately following the Consent Agenda.
 
2. Consent Agenda: 

It was moved and seconded to approve the Consent Agenda. Consent Agenda items:
 Approval of the July 21, 2012 Executive Council meeting minutes.
 Approval of the August 22, 2012 Conference Call minutes.
Approved by consensus

Finance Committee Report (Appendix III)

The Executive Director reported that Finance Committee chairman Russ Miller was unable to attend the meeting; the report was given by Dave Mathewson and Lawrence Tougas.

This year the budget was built around membership acquisition and development; and non-dues revenue development including the AMA brand coupled with the SLRP. The initial budget reflected a deficit however after much collaborative work and effort by staff, the budget presented showed a $41,527 surplus. Everyone is aware that things happen during the year where Council is approached with a program or concept that they feel is very important to AMA but no funding had been budgeted. The ED noted the 2013 budget contained a line item for contingencies that can be used for such programs during the year.

The budget has become increasingly difficult to balance. In 2005 AMA had operating expenditures of about 10.8 mil dollars. This year the approved expense budget is in the 9.6 mil dollar range. Operation expenses have been reduced over that time period however the costs of doing business have increased. Insurance costs and salaries increased, and HQ built true marketing and public relations/development departments and created a government relations position. The Foundation is an incredible opportunity to generate non-dues revenue and will be discussed later in the day. The Marketing & Membership committee has developed plans to grow the membership. A motion was made and seconded which allowed for discussion of the budget.

L. Tougas stated it is significant that we have a contingency in the budget; however he felt it necessary to have offsets to balance these items. He thought it was significant (in the area of insurance claims) that we had shifted our methodology (using 15 year average of claims with the high and low years being excluded). Tougas would like to secure the unused insurance funds in good years for use during rough years, in a way to avoid going into the reserves; he does not want any excess to be used for operating expenses.  J. Wallen reported that there were differences of opinion among the committee (no consensus) relative to putting unused funds into a restricted or semi-restricted account for future insurance expenditures. Mathewson stated if the (insurance) money is not spent it remains in the cash reserves and it can either be put in an account that would be restricted or semi-restricted for insurance claims or the other option is to leave it in cash reserves; either way, the money is still there. Wallen’s concern was in the years we are more fortunate and don’t have those dollars, he doesn’t want to tie those funds up to go into a future insurance fund at the cost of potentially sacrificing existing programs.

Tougas stated it was important that Council understand funding for the foundation is a significant cost and AMA will be required to partially fund through a loan, the foundation the first two years. Mathewson indicated that there was 25k in the 2012 capital budget and 7,500 in the 2013 budget for foundation start-up expenses; there is also monies from two bequests which are expected to offset some of the start up expenses. It should be understood that the AMA entity is not giving money to the foundation, but loaning it and expects to be paid back as the foundation is developed and grows.  Wallen and Mathewson felt the foundation income is understated and both are confident that AMA can generate funds for the foundation.

At the October 2011 council meeting a motion was approved to assign a dedicated line item in the budget for donations made for a west coast flying site. As a courtesy to the District VP’s who will no longer be on Council, L. Tougas was requested to present an update on the funds. It was reported that there have been minimal donations generated, less than $1,000.

MOTION I: It was moved by C. Bauer (VI) and seconded by J. Soto (V) to accept the 2013 Operating/Capital Budgets and the Foundation Budget as presented.
MOTION passed unanimously.

3. President’s Report 

a. Travel

• Attended EAA Air Venture and Young Eagles Awards Dinner (where AMA was recognized for their educational efforts); as well as the electric event Watts Over Owatonna in MN
• During the IRCHA Jamboree, the AMA President and AMA HQ hosted meetings with FAI President Dr. John Grubbstrom and FAI Executive Director Robert Henderson. The FAI has formed an organization that will have the ability to work outside the FAI regulations relative to competition in an effort to engage the media and general public
• The President, D. Mathewson and R. Hanson met with James Williams (FAA) in Washington, D.C. The next day Brown and Hanson met with members of the AUVSI (Association for Unmanned Vehicle Systems International) President Michael Toscano, VP Gretchen West and Senior Communications Director Melanie Hinton
• Attended the Horizon Hobby Air Meet 2012 in Sanford, ME; Fly for Tots in Raleigh, NC and the Rice Memorial in Seguin, TX (the President thanked J. Symmes for her presentation to the Dist. VIII AVP meeting)
• Presented an FAA update and additional AMA information during the HMA RC Board gathering at the IHobby Expo in Cleveland, OH. The President stated he felt there was low attendance during Thursday/Friday industry days, but attendance picked up when open to the public on Saturday/Sunday

b. 2013 Council Meeting Dates
It was moved and seconded to approve the dates for the 2013 Executive Council meetings. Dates are: January 14 (Ontario, CA); April 27-28 (Muncie, IN); July 20-21 (Muncie, IN) and October 19-20 (Muncie, IN). The Finance Committee meeting will be held Friday September 20. The annual General Membership Meeting will be held during the 2013 Joe Nall event.
Approved by consensus.

It was suggested that a membership meeting be held during the AMA Expo. As an incentive to attend, allow the meeting attendees first entrance into the show Saturday morning (or whichever day the meeting is held). It was also suggested that a membership meeting be held during the Toledo Expo.

c. Goldberg Vital People Award (Appendix IV)
It was moved and seconded to approve the 2012 Goldberg Award Recipients.
Approved by consensus.

d. CFO
The President reported that according to the bylaws, the CFO must be appointed at the January meeting; qualifications are listed in the bylaws. There was a brief discussion on the requirements for the position; Council needs to address whether they want changes to the bylaws relative to the position/requirements. Recommendations for the position should be forwarded to the President and Executive Director.

4. Executive Vice President's Report

Flying Events
Attended 7 flying events and had the opportunity to talk with members about current AMA events. Many members felt that because of the passage of the FAA Reauthorization Bill, our concerns over government regulations were over. He informed them that was not the case and when the NPRM is released they may be called upon to act. Also attended the NEAT Fair and a small EAA type/AMA flying event; the EVP sees an opportunity for AMA clubs to interact at EAA type events.

Marketing/Membership Committee
The EVP worked with committee members to develop ideas for the 2013 Membership Drive program.

VP, AVP, LM Duties Ad hoc Committee
The EVP worked with committee to define written duties and responsibilities for VP’s; this was first leg of three of the committee’s charge.

2013 Budget
Developed a series of questions in an effort to better understand how the budget was developed.

Horizon Hobby Air Meet 2012
Attended this event located at the Sanford Seacoast Regional Airport in Maine and worked the booth with B. Brown, D. Mathewson, A. Argenio, J. Symmes and G. Schimmel. Close to 20,000 spectators attended the jet rally over the weekend.  Full scale pilots put on flying demonstrations and there was CL flying as well as an RC car track. It appeared the event was successful and Argenio reported it will probably be held again in 2013.

5. Executive Director’s Report

 • The ED reported that I. Maine has been working on the settlements for the education trailer, van and the contents. AMA received full dollar settlements on the education trailer and van; the contents settlement is ongoing. HQ believes there is a huge opportunity both from a branding issue and a non-dues revenue perspective for the trailer, and will get it back in business as soon as possible.
• It took about 2 months to create the budget; started the first of July and by the first of September they had something to present to the Finance Committee. It was a collaborative effort by all departments; weekly meetings, working weekends and evenings. The ED congratulated staff on their effort.
• Membership renewal process launched; changed the renewal package to include incentives and marketing material. This change was a result of Council action at the July meeting. S. Grubbs, J. Nance, C. Brooks and R. Kurek were recognized for their efforts.
• C. Bauer asked why members cannot use a Discover credit card when renewing; it is a fairly popular card. C. Schroeder was charged with investigating the use of  Discover credit cards.
• Had a company and consultant in a couple weeks ago that HQ hopes will guide them with membership growth and marketing programs; G. Fitch will talk about in his committee report.
• Began the discovery process on the AMS system updates; this will be finalized within the next six weeks. Council will have the opportunity to relate their thoughts on features they would included in the system.
• Non-dues development committee has been working hard since July meeting. Wallen reported the Foundation application had not been submitted to the IRS yet; waiting for the auditors and legal counsel to agree on some of the issues. Began preliminary work on creating the Foundation website.
• VP Orientation for new members coming on Council in January 2013 is scheduled for Dec. 10-11, 2012; any Council member is invited to attend.
• There was discussion about what type of AMA membership an RC car operator must hold if using a track on an AMA chartered club flying site; could they be a PP member or must they be full Open members? The ED reported that the language in our insurance policy is specific relative to what defines a PP member and the insurance provided PP members, does not cover RC cars or RC boats. The ED is looking for guidance on whether Council wants P. Bretson to investigate modifying the language in the policy. J. Rice pointed out that if Council decides to allow PP membership for car/boat operators, the definition of a PP member would need to be changed. Council agreed a car/boat operator must be a full Open AMA member to operate on a chartered club flying site. E. Williams would like to see some form of outreach to the group; G. Fitch will explore the issue of RC car/boat operators on chartered club sites. P. Bretson reported that the language in the policy currently limits cars to 3 feet and boats to 55 lbs; if Council wants to expand that definition, the language in the policy must be modified.
• EAA will be at HQ next week to discuss the AMA/EAA relationship and outreach opportunities relative to youth and Young Eagles program.
• The ED wanted to recognize C. Savage (publications) for the work he did on the proposed safety package that was presented to the FAA in August; he also recognized the staff that volunteered to finish scanning 20,000 pages of MA into a searchable database for the MA archives. They worked nights and weekends and accomplished this in 1 ½ weeks.
• Council received an update on the AMA Flight School website and how it benefits members. Some things the site would eventually like to offer included templates for clubs to update and maintain their website and newsletters, and the ability to have a learning management system which would enable members to earn their certification online (CD, LM, turbine waivers, etc.). The design for the AMA Flight School website has won both a gold and silver Addy Award.  There will be an interactive aspect to the website and content will continually be added to keep it fresh. The program is expected to be announced at the 2013 AMA Expo.
• Headquarters has created a model airplane training program; there are about 15 staff members learning to fly; B. Pritchett, J. Smith and D. Mathewson are volunteering as instructors.

6. NAA REPORT

No report was presented.

7. Committee Reports

Advanced Flight Systems
Argenio briefed Council on the revisions made to the document following the last EC meeting/conference call and input from the FPV community. Changes:
• Argenio noted that as a result of the conference call, a Privacy Protection Safeguard item was added as item 6 to Documents 550 and 560
• Pg 2, item 3 Membership Education: removed the words “video or” from the last bulleted item
• Doc 550, item 4 c): for clarification change to read: “Model aircraft flown FPV are limited to a weight (including fuel, batteries, and onboard FPV equipment) of 15lbs. and a speed of 70mph”
• Doc 560, item 3 e): added “Fencing/autopilot programmed to display site unique boundaries on the video monitor/goggles”
• Doc 560, item 4 c): second sentence changed to read: “These lower weight and speed limits are not required for model aircraft using failsafe and/or stabilization systems.”
• Doc 560, item 5 a): add sentence “In the event of a radio signal failure these components will activate desired safe servo settings or an autopilot for return to base/launch (RTL)
• Doc 560, item 5 c): now reads: “The use of stabilization systems is recommended when flying FPV to improve flight stability and video quality.”
• Doc 560, item 5 d): add the words “of the model aircraft” after “correct bad tendencies”
• Doc 550 and Doc 560, items 6 Privacy Protection Safeguards: add the word “written” after “expressed prior”. This is the only change that still needs to be integrated into the documents

MOTION II: It was moved by G. Fitch (EVP) and seconded by J. Rice (VIII) to accept Documents 550 and 560 presented October 20, 2012 as modified.
MOTION passed unanimously.

J. Rice expressed concern about the spotter determining when a pilot is capable to be a full-fledged FPV pilot, siting the insurance implications. P. Bretson pointed out that when a pilot is actively participating in the flying of a model, that pilot (in this case the spotter) is subject to the same insurance progression as any other pilot would be.

The Advanced Flight Systems Committee was thanked for their work putting this document together. Argenio is of the opinion that when these documents are released to the general public there will be a multitude of questions; responses from HQ, Council, AVPs, etc. must be the same. The next step for the committee will be to create a FAQ section, create an introduction and publish them on the website and in the magazine. The general membership must be introduced to this new discipline of model aviation, perhaps with articles in the magazine on building and setting up FPV aircraft. Marketing will also be important; Argenio suggested a way to incentivize this would be to hold a challenge competition (similar to those held by NASA).

Publications

Advertising disclaimer
R. Kurek's concern is what to do when the technology gets ahead of our ability to determine where it (technology) fits into our AMA parameters. R. Kurek passed around copies of two advertisements for FPV equipment from the magazine. One ad showed the AMA disclaimer re: using FPV equipment in accordance with AMA guidelines. Kurek's concern is how to deal with those advertisers who won’t allow the disclaimer in their ad; he doesn’t want to risk losing them as advertisers if we deny the ad based on its implicative content. It was suggested that every time we put an ad like that in the magazine, AMA puts the disclaimer underneath the ad. Fitch says our magazine is for our association members and the advertisers are looking to take advantage of the fact that we have a captive audience. AMA has an obligation to include the disclaimer on advertisements for things that could be used against our rules/guidelines. The disclaimer reads “Please Note: FPV equipment should only be used in accordance with AMA guidelines. Contact AMA at www.modelaircraft.org for more information.”  The disclaimer could help advertisers as much as it helps AMA.

A motion was made that the disclaimer be listed in all FPV advertisements in Model Aviation. The motion did not receive a second and was withdrawn.
It was the decision of Council that all advertisers be informed that we will run their ads but they should expect to see our disclaimer in front of or behind the ad (Rob says this can be done graphically). In telling them upfront they can decide whether they wish to advertise with us.

Tablet App
The Adobe platform was the option chosen to build the app; cost is about 8-10k/year. They built a return on investment strategy – August they gave it for free, and by December they were expecting enough downloads to break even. In August when given for free, almost 3,000 people downloaded it, after August, downloads dropped dramatically. At this point they are only 30-40 shy of their projected numbers. Chad feels it will be March before they reach the break even point. He noted that members seem to understand the cost involved for the app but they stated they were willing to give up the printed version in exchange for the app. (That is a discussion for another time.) Rob said there is no way we are near the demise of the printed version of Model Aviation given our demographic. He does admit however they are moving into the digital era and will continue to progress with it. The learning curve is huge and mistakes will be made but they will learn from those and continue to develop it. It is important that Council get feedback from members when at trade shows and flying fields; how many people are walking around with tablets? Kurek reported that a survey can be done, but first there needs to be awareness on the part of our members that a digital form (with exclusive content) of the magazine is available. Council received guidelines for submitting bonus content for their column. Chad cautioned Council to be aware of infringement rights when submitting music.

Archives
1975 through the Nov. 2013 issue are on the archives; there is a basic search option as well as an advanced search.  Will now be looking at adding the issues before 1975 and there is discussion about possibly adding Cloud 9 and Nats News.

Growing operating expenses continue to be a concern. All departments are constantly looking at ways to make adjustments without reducing member benefits. Kurek solicited guidance from Council on what magazine content could be migrated to the website to help offset expenses. He would like to investigate moving the contest calendar to the website; it is there now but the functionality is limited. Need to look at the various ways it could be searched (event #’s; event names; disciplines CL, FF, RC, etc.). Will have failures in new endeavors but we can’t lose sight of the fact that this really is the way of the future. Kurek will develop a thirty day operating plan and notify the President for a conference call.

Lunch 12:30pm – 1:15pm

Marketing/Membership

The committee has been discussing long term strategic ideas for marketing and membership. These include promotion, partnering with Young Eagles; partnering with military bases; increasing touch with the membership for retention, value, flight training, etc; and providing annual membership drive ideas. The committee has received a copy of the report by MCA (Membership Corporation of America) and once that information is analyzed they will report to Council.

J. Nance reported the launch of the new hobby shop incentive program; it has been well received. Through the first three-quarters of the year revenue from hobby shops is up by $9,700 which equates to 217 new members (compared to last year). They will continue to promote the program by offering incentives and ways AMA can help them generate business. The three month trial membership consumer experience program was launched in July this year; this week Nance will go through the numbers and evaluate the program. EAA continues to be a good opportunity for AMA, particularly the Young Eagles program. At Air Venture this year Nance gave two presentations on how EAA and AMA can work together and he was impressed with the number of people that attended; looking for good things when EAA visits HQ next week.

Nance will provide to all VPs and AVPs a “talking paper” re: the hobby shop program that could be used when they approach a shop that is not currently part of the program.

Museum Steering

The museum department is working on updates to the website in terms of the collection. M. Smith and C. Budreau did a photo study of the reproduction of the Miss Shirley (first CL plane) and developed a “turntable” view of the plane. This process will be further developed so it can be applied to virtual tours of the museum letting visitors manipulate the views. Additional gallery space was gained when the plans department moved to a different location within the building; this past summer the space housed the travelling exhibit “Take Flight.” Currently all of the hands-on exhibits are being relocated to this area. Michael noted that with the additional space including the McCullough room, they have a make-and-fly section, tours of the main gallery, tours of the miniature aircraft at work gallery (NASA models), the theater and the hands-on gallery. Other highlights noted: E. Loy developed a program dealing with the forces of flight; the Mothership, X33 and Moth (that were loaned to us from NASA) have been returned and will be on display along with the X38 and the Spacewedge which are on loan to us; the Space Shuttle and 747 test aircraft (loaned to NASA) have been returned. The shuttle and 747 sat in the nose section of the actual 747 shuttle carrier aircraft as it delivered the Endeavor from Florida to California. On November 17 AMA will host a “Landing Party” which will be a three day event with hands-on activities for families, local astronomy and model rocket clubs, the local hobby shop will participate and guest speakers are expected to be on hand via Skype.

Museum Steering committees planning for the future of the museum – The committee has recognized that this will be a trying process as they go through the discovery phase as they try to learn and develop something that gives them direction for the future. The consultants report confirmed some concerns, highlighted a number of positives and offered suggestions, some of which have already been implemented (development of museums outdoor flight demo area, temporary exhibit gallery, improved lighting, and the hiring of museum educator Emily Loy.) The report also raised additional ideas and questions that in the discovery phase the committee needs to address. To that end, the committee is working on a list of questions they would like Council to review and provide honest opinions and ideas. In addition to creating a path for the future of the museum, information obtained will be used to work with C. Brooks on the Foundation.

Nats

The planning meeting was held a couple of weeks ago at HQ. Bauer reported that all those in attendance wanted to express their appreciation of the headquarters staff. The Johnson City indoor site that has been used for many years is not available due to banners that have been hung. Last year there were a few banners hanging and donations were taken from the indoor free flight people to cover the cost of taking them down and putting them back up when the event was finished ($1,300). This year the number of banners has doubled and covering that cost is not feasible. J. Hager was tasked with investigating indoor sites; cost for the new site should be within $1,000 of what we are currently paying. Tentative Nats schedules have been worked out for the next few years. The new Nats Manager Dave Guerin is attempting to cut down the number of weeks it takes to hold the Nats. Participation in the Nats has gone from 1,200 15-20 years ago, to just around 800 now with the biggest events being FF and sailplane. Bauer explained that for years sailplane couldn’t use 2.4 because the receivers would not work through the carbon fiber fuselage; there are now receivers on the market that will.

It was moved and seconded to assign 5A status to the 2013 Nationals and accept the dates. Indoor June 19-23, 2013 (tentative dates/site TBD); Outdoor June 25-July 30, 2013 Muncie Indiana.
Approved by consensus.

M. Radcliff asked for clarification on why IRCHA was given the dates they were in 2013 for their jamboree; this was done by Executive Council action last year.  Mathewson explained that the issue that developed between the Nats and IRCHA for 2013 (IRCHA runs the first weekend of August which requires set-up the last few days of July), will not be an issue in 2014 and beyond. (Guerin and Milner have worked this out.)

The PADCOM chairman is requesting that two new control line grass circles be added just to the west of Site 5. The circles will be grass with a 4 meter concrete center to be used for CL Combat. In the event of rain and heavy fog, the grass circles become muddy and almost unfit to use. He is in the process of obtaining bids for the project and is asking Council to approve the installation of the pads if within bid price; Council approved.

The Nats equipment list will be turned over to the Maintenance Department.

7. Old Business

Online Sanction
M. Mosbrooker reported that the online sanction process was implemented on August 1 this year; since that time HQ has received 275 requests for sanctions, of which 162 were sent online. He discovered that some CDs don’t know where to get the GPS coordinates; E. Bachman will include in the CD instructions where a CD can find the coordinates. Some of the hyperlinks didn’t work correctly and Bachman is correcting this as well. The system is in the process of being corrected so a credit card is not charged until a sanction number has been issued. Mosbrooker reported that currently traditional events involve AA - AAAA events only. He noted that in his district C events are considered for traditional event status and he thinks they are in other districts as well. He would like Council to consider A and C events in appropriate order, be considered as candidates for traditional events. The protected drawing area will be the same for a C event as an A event (100 miles) and they must meet the other criteria for traditional events. The contest coordinators must use common sense in determining if events are in conflict. If approved, changes would need to be made to the rule book, membership manual and any other document(s) speaking to traditional events/protected drawing areas. Action is pending on removing the zip code distance reference and references to prizes in the online sanction application. Prize references will remain in the advertisement and text.

Mosbrooker stated that the system looks good now if you’re a CD or CC; however many things on this end (HQ) still have to be done manually. He is not sure what needs to be done with that right now but he feels there are things that could be automated; he will continue to investigate the options. G. Hahn did a push email to all CD’s he had an email address for, informing them of the automated sanction process and providing a link.

MOTION III: It was moved by M. Mosbrooker (XI) and seconded by C. Bauer (VI) that Contest Coordinators should consider ‘C’ and ‘A’ events as candidates in determining traditional event status.
MOTION passed unanimously.

AMA Foundation Update
Wallen reported the committee met via conference call and reviewed items that they thought were significant to keep Council updated on; this report will also include information on the direction the committee will go in the next couple of quarters.

M. Mikulski reported that there was a 26% increase in donations from Jan. – Oct.1, 2012 compared to the same time in 2011; much of this change is attributed to new programs and advertising. Each issue of the magazine contains an advertisement/donation page; it’s also on the website www.modelaircraft.org/supportama. There has been a significant increase in Walk of Fame bricks purchased; 2012 represents a 115% increase over 2011. Signage will be installed in 2013 and they are looking at creating a virtual option that will let people find their brick on the walk. Slipsheets promoting giving were placed in with the renewal bills/ballots, these include scholarships and bequests. Wallen expects that in the early spring of 2013 the foundation will be set up to accept stock, real estate, annuities, etc. C. Brooks spoke to the need of creating a policy on restricted funds; there are restricted gifts, temporarily restricted gifts and unrestricted gifts.

AMA will be filing with the IRS as a 509a3; this status assures donors they are giving to an organization that is totally devoted to charitable exercise. The Development Committee has become the initial incorporators and interim Foundation Board (D. Mathewson has been named as the contact person in transfer of information and paperwork with the IRS). The committee expects to grow the board slowly and deliberately by seeking representation from key stakeholder groups (aero modeling industry, general aviation, media, technology, government, education).

Recommendations for 2013 – Hard promotion of the foundation will begin in the first quarter of 2013 after the determination letter is received from the IRS and the website is created. The committee is considering a “Heritage Society” (name not set in stone) for those that name AMA in their wills; an online auction; and an annual awards dinner/fundraiser (to be held in conjunction with the July EC meeting). Council was in agreement with the committee’s recommendations.

AMA EC Discussion Forum
Argenio reported that the message board created in an effort to improve collaborative efforts was not well received since only a few responded. It is imperative that information on a myriad of topics including the bylaws, sanctioning, advanced flight systems, electronic voting, etc. is housed in an area where it can be referred to and shared; there must be a trail and record of what has been done.

He also looked at how we can better address improving communication; part of it involved looking into a management committee that would provide oversight transparency. He and E. Williams discussed this and how they would function to look and oversee what a number of committees are doing and be able to know what needs to be shared and what doesn’t and how to improve that. He suggested having more GoToMeetings prior to a Council meeting where review and discussion of agenda items would take place.

He suggested the ED set up an area with a drop box and documents that we use and agendas we have can be placed there so they are private but Council can look at them when they need. We don’t needs as much of the communication side as much as we need the storage and sharing capabilities. Folders would be identified and indexed and the content available through a good search criteria.

The President encouraged all Council members to develop the skills for using drop box. Argenio will produce a document explaining what drop box is and the methodology for using it. The ED will establish a drop box account; will use what is free until there is the need for more. R. Hanson suggested creating a chain (have one person add other people).

FAA Update
Hanson reviewed what has transpired over the last 9 months that led to the conference call with the FAA Oct. 19th. This included a meeting in September with James Williams, Bill Crozier, James Sizemore and Stephen Golwacki, at which copies of AMA Safety Program were left for their review. Eventually the conference call of October 19th was set up.

Starting off the call Hanson asked for an update from the FAA regarding the issues raised at the September meeting and their observations of AMA’s draft Safety Program.  FAA responded that they thought that their internal follow-up on the issues went well. They also have asked AMA to write a letter requesting that AMA be recognized as a Community Based Organization (CBO) as identified in the law and validate how we meet the criteria. They will acknowledge receipt of that letter pretty quickly but it will have to be reviewed by lawyers, terminology will be scrutinized, and we should expect some modifications; it will not happen quickly and is not a done deal.

Hanson had discussion with headquarters about how to release this to the membership without raising hopes and expectations; he is going to write an article for the December issue of the magazine. Council will review the press release before it is printed. We don’t want people to misread it, or believe it is something it isn’t. Council and AVP’s should use this press release as their talking point; we must speak in a unified voice. Hanson reiterated that there is nothing new in the Safety Program. Its’ entire contents can be pulled from documents from the website right now; it was just put into a single package.  The President stated it is still a “working document” and should not be distributed outside of Council at this time.

Rich stated that Mitch Rose (our lobbyist) has been a great asset to the Academy; he has the right personality, the right contacts and the right approach for making things work. Hanson remarked that Mitch was instrumental in helping AMA get this law passed and getting us where we are today.

TFR: Hanson received notification of two more TFR during this meeting today; this is expected with the upcoming election. He feels they will slack between now and the holidays however. There was a TFR issued for the Friday of the Horizon Jet event in Maine and Rich was encouraged when the event people were able to work something out to not have the event shut down. Mathewson noted that they would not waive the restriction of the TFR for Matt Chapman’s full scale flight, but they did for model aviation; so they themselves may have created a differentiation between full scale aviation and model aviation. 

Rich is hoping to set up a follow up meeting to the one they had two years ago with people from R. Hostettler’s office.

NPRM: Still no news on when it will be released. It hasn’t gone to the OMB and Rich’s impression is that it won’t be out until 2013. He notes however that the law they passed says they must implement it by September 2015.

8. New Business

IMAA
Frank Fels, the President of IMAA, thanked Council for letting him speak. He reported that they have had a good year this year and are trying to turn things around and be more inclusive. Fels noted that over the years there has not been much of a relationship between IMAA and AMA; his goal is to create new projects and have a more open relationship with AMA and the district Council members. Al Kanser took the lead on a new idea and has been holding Class C restricted events in District II, and opening them to AMA big bird flyers. Fels reported that this will continue and that these IMAA events will include an open invitation to AMA big bird flyers. A mini-fest was held in Jacksonville Florida this year and it turned out very well; 25 big bird flyers attended and 11 of those signed up with the IMAA. This is the direction Frank wants to go in 2013, he realizes they need to be able to work with Council to promote AMA and IMAA and make this work. He wanted Council to know that he has no approval from the IMAA board, but recognizes they need to move in this direction in order to survive. It is important to him that IMAA and AMA have a good relationship. He knows Council works hard and is willing to work just as hard to keep IMAA viable. At the beginning of this year IMAA had 3,100 members; it now has 4,400.

Wounded Warrior Discussion
J. Rice has had several requests from the same club, that AMA establish a policy to give wounded warriors a free membership. He had mixed emotions about how to address this being a former warrior himself, so he put a proposal on the agenda to get Councils feeling. The proposal doesn’t just recognize wounded warriors because there may be other deserving people that find it hard to come up with dues for AMA membership. It would allow the President, EVP, or District VP to waive all or part of a year’s dues for three members in a given year. This would cost AMA approximately $1,000/year in free or partial memberships. Rice noted that in some cases, a wounded warrior is looking for a purpose in life and direction to go; something to get them back to normalcy.  Some will not want help, not wanting to be held to a different standard than everyone else or be thought of as different.

Discussion uncovered numerous opinions on how to approach this: give all wounded warriors free members in addition to authorizing the District VP, EVP and Pres to waive the membership; give any WW a free three month membership; give any active duty service member a $10 discount like AMA gives to senior citizens; the club should pay for half and AMA pay half; and make a donation to the Wounded Warrior Project and let them administer it. There was no clear consensus. Following the discussion a motion was made:

MOTION IV: It was moved by J. Rice (VIII) and seconded by J. Soto (V) that the President, Executive Vice President or District VP may each waive all or part of a year’s dues for up to three members in a year’s time. This includes Park Pilot Program membership, 3 month Trial Membership, Open Membership or Senior Membership. Such action must be submitted to the Membership Director, the Executive Director and the President either electronically or in writing with a simple sentence describing the rationale for such action. Only under extreme circumstances should a member be provided consecutive years of free membership.
MOTION passed unanimously.

At this point in the meeting some awards were presented:
NAA President Jonathan Gaffney presented Charlie Bauer with the National Aeronautic Associations Certificate of Merit in recognition of his 50 years of service to the aero modeling community.
President Bob Brown presented Jim Wallen with the Exemplary Service Award for his 3 years of service to the AMA as District IX Vice President.
President Bob Brown presented Jim Rice with the Distinguished Service Award for his 6 years of service to the AMA as District VIII Vice President.

Request to revisit the budget

A motion was moved and seconded to reconsider specific line items in the 2013 budget. L. Tougas spoke to wanting to ensure that particular budget line items relating to financial categories, insurance administration and claims legal defense would be placed in a secure account and any unspent funds would be rolled forward and kept in reserve for future claims. There was a brief discussion and the question was called.

The ED noted that relative to Roberts Rules, before there can be any further discussion, the President must ask for a motion to reconsider the motion that was passed this morning.

MOTION V: It was moved by L. Tougas (X) and seconded by A. Argenio (I) to reconsider the previously approved MOTION I of the October 20, 2012 Executive Council meeting.
MOTION failed: 3-Y; 8-N (II, III, V, VI, VIII, IX, EVP and NAA)

AWARDS
Council will reconvene Sunday October 21, 2012 at 8:00 a.m.

Sunday Discussion re: Bylaws/Standing Rules
Bob Underwood reported that due to the fact the manual is created electronically in Headquarters, changes could be made that would be effective for the 2013 manual. Council received a 2012 version and a 2013 version of [portions of] the Membership Manual so they could see what was actually done and why. Individuals that worked with Bob include L. Helms, S. Grubbs, J. Shalberg, J. Brown; Bob also conferred with D. Mathewson and B. Brown. The changes were done to get the flow of information in order and keep it clean.

FORMATTING CHANGES TO BYLAWS FOR 2013
Bylaws #1: The Bylaws format is changed to classical style (not column style) for easier reading/following. Council agreed.
Bylaws #2: All references to ‘Adopted’ and ‘Amended’ dates for individual items were removed; the beginning of the bylaws will now reflect ‘Last Amended January 2009’ (this date should be changed when bylaws have been changed). Council agreed.
Bylaws #3: Council should understand that during this exercise no changes were made to the bylaws except moving the ‘NOTE: Article IX ’which is currently located on page 26 just before the beginning of the Standing Rules. This ‘NOTE’ was moved to the item it is referencing…ARTICLE IX Nominations and Elections. Council agreed.

RECOMMENDED CHANGES TO STANDING RULES FOR 2013
Standing Rules #1: The Standing Rules format is changed to classical style; the 2013 version removed reference to ‘Standing Committee’ in the Standing Rules header. Council agreed.
Standing Rules #2: All the Standing Rules were linked to their proper bylaw. Council agreed.
Standing Rules #3: Adopted and Amended dates removed. Council agreed.
Standing Rules #4: The Campaign Statement Information located on page 29 in the 2012 manual was removed from the 2013 version. This is information for candidates, not the entire membership. HQ should create a PDF document containing this information and make it available to EC members and anyone running for office each year. Council agreed.
Standing Rules #5: Underwood is of the opinion the section titled Officers on page 29 in the 2012 manual should be removed; this describes the rotation for which districts are up for election each year.
Standing Rules #6 and 8: The Conflict of Interest item on page 30 and The Code of Conduct/Ethics for the Academy of Model Aeronautics, Inc. including the Executive Council, AMA Staff and AMA Volunteers on page 32 were discussed. It was pointed out that these items are not part of the Standing Rules and Council should decide whether these are documents the average member needs. It is recommended they be kept as a sensitive document at HQ and made available to members upon request (Council agreed).  The ED reported that the Conflict of Interest document and Whistleblower document are required by the IRS and are kept on file at HQ.  Discussion on items #5, 6 and 8:

• M. Mosbrooker stated they don’t have to be in the manual but there should be a reference to where they can be found. Include a statement such as “documents pertaining to Conflict of Interest, Code of Conduct/Ethics….. and Whistleblower are available and may be found in the PDF section of the website. Council agreed.
• E. Williams stated outside parties perceive these items as a good thing about how we operate the organization; good in the eyes of the members as well.
• A. Argenio agreed the Officers, Conflict of Interest and Code of Conduct/Ethics items should be placed in a folder on the AMA website; include them as PDF documents.
• Underwood recommended the Bylaws and Standing Rules should be listed separately in the PDF files and be numbered 001 and 002 at the beginning of the list. Council agreed.
• Council agreed that items: Officers (pg 29); Conflict of Interest (pg 30) and Code of Conduct/Ethics….. (pg 32) will be removed from the Membership Manual and provided as PDF files on the website.

• Underwood reported the Conflict of Interest was adopted in 1989 and the Code of Conduct adopted much later; there could be some overlap in the content and asked whether the documents should be merged. It was noted that many states require these types of documents and if they are merged they should be reviewed by an attorney fluent in bylaw requirements for associations such as AMA. Underwood pointed out that these are not changes to the actual bylaws; these are changes to the Standing Rules which are the procedures on how we implement the Bylaws. Council to determine whether they want to merge the two documents.
• I. Maine will contact F. Gora to review all the recommended changes.


Standing Rules #7: There was a title change to the Chartered Clubs item on page 31 of the 2012 manual. This item refers to chartered clubs officers and was changed to read Chartered Club Officers in the 2013 version. Council agreed.

REVIEW OF RECOMMENDED CHANGES TO BYLAWS FOR 2014
These items are submitted and recommended for discussion and action between now and this time in 2013, for inclusion in the 2014 version of the Bylaws and Standing Rules. They will help bring those two documents more in line with our actual operations. The Bylaws changes would require a Leader Member vote. At least one of the Standing Rules items may require considerable discussion and may require action by other committees or boards, depending on how it is approached.

Bylaws #1: Recommend to change item (a), Article III – Membership – Section 1, to read “(a) Youth members – Those who are under 19 years of age as of 1 July. For AMA competition purposes, those who are under 15 years of age shall be classified as Junior; those from 15 years of age but under 19 years of age shall be classified as Senior.”  Discussion:

• Underwood noted AMA has no “Junior” or “Senior” membership category, just “Youth” membership category. It was pointed out that our terms Junior and Senior don’t jive with any other organization we are associated with (for example EAA and FAI).
• J. Rice noted that there is confusion when in competition there are Seniors (youths) and Seniors (Senior Citizens); more research will need to be done if differentiating the two is what Council desires.
• Possibly create a membership category named “Senior Citizen”; there would be no difference in membership privileges between Open and Senior Citizen.
• E. Williams would not like to see separate Open and Senior Citizen categories unless they have different member privileges.
No definitive action under this item.

Bylaws #2: Recommend to add item (j) Affiliate Members to the end of Section 1 – Membership, page 23; use the definition for Affiliate Members that is found on the membership application. Bylaws committee to review.
Bylaws #3: Add to Article X, Officers – Section 7, “Based on assigned duties, Associate Vice Presidents are required to hold the membership classification of Leader Member.” Council agreed; Bylaws committee to include in changes. NOTE: this could possibly be accomplished with an addition to the Standing Rules.
The EVP noted that in 2008 Council unanimously approved a change that allowed the district vp to appoint as many AVPs as they felt they needed. Council agreed to change the third sentence in Article X, Officers – Section 7 to read: In accordance with the Bylaws of the Academy, each District Vice President shall appoint as many Associate Vice Presidents as they deem appropriate; Bylaws committee to do. Also, in the Standing Rules pg 29 under Associate Vice Presidents, change the first item to read: A. In accordance with the Bylaws of the Academy, each District Vice President shall appoint as many Associate Vice Presidents as they deem appropriate. (The change approved in Jan. 2008 was never included in the Standing Rules text.)

Bylaws #4: List the Bylaws as a PDF file in the online document listings. Council agreed.
Bylaws #5: Create a symbol to place in the margin to indicate any changes from the previous year. It was recommended to use a line drawn down the margin by the changed items. Council agreed.
Bylaws #6: Create a “living” dated document for use by the EC and HQ to document any changes. This would include the original text (if any), deletions, new text, etc. Also, this would include a brief synopsis of the rationale for the deletion, additions or changes. Subsequent changes would simply be added each year. Discussion:

• Should this “living” document be made available to the average member?
• Argenio recommends creating a separate legend for the document showing the dates of changes, explanations for changes and synopsis of changes, not available to all members.
• Wallen feels the legend should be part of the document available to all members.

No definitive action; Council to discuss and make decision by Oct. 2014 EC meeting. 

REVIEW OF RECOMMENDED CHANGES TO THE STANDING RULES FOR 2014
Standing Rules #1: List the Standing Rules as a PDF file in the online document listing. (Separate number from that used for the Bylaws.) Council agreed.
Standing Rules #2: Create a margin symbol to indicate changes from the previous year. Council agreed.
Standing Rule #3: Create new, “living” document for EC and HQ use. Council to discuss and make decision by Oct. 2014 EC meeting.
Standing Rule #4: Move the current “Awards” section on page 35 of current manual, to the Standing Rules. (At various times over the years that is where that information “lived”. Also consider what might be done with “Awards and Recognition” section found on page 36). Discussion:

• Currently the list of Awards is not part of the Standing Rules, although it has been at various time in the past.
• The awards are important to members and the EC as a show of recognition and reward. The section should be included in the Standing Rules. Council agreed.
• L. Tougas is of the opinion that the asterisked item beneath the list of awards should be removed. This references the awards presented to Council members following specific years of service.
• Argenio feels there should be two sections of award listings; one showing member/club awards and one showing EC awards. Another member of Council disagreed with this noting separating them will only highlight awards given to Council members.
• It was noted that there have been updates to this award list (as an example: Zaic Memorial Award is no longer). Executive Director to update the awards list.
• L. Tougas to chair ad hoc committee to review and clean up the awards (Remove third sentence in description of Fellowship Award referencing automatic awarding after nine years of service to non-salaried officers; remove asterisked item beneath list of awards on pg 39 of 2012 manual).

Standing Rules #5: Consideration of what to do with the item “National Aeromodeling Championship” found on page 31. Underwood referenced a few items that were incorrect from the way they are currently being done. Discussion:

• Bauer reported that in the 90s there were roughly 30 events that were run (all rule book events) and the current text (which Underwood wrote) was adhered to; there was even a section to cancel events for low turnout.
• In 2012 the Nationals had 106 official rule book events (run per the rule book); there were 89 unofficial events run.
• It was pointed out that the unofficial events are run in an effort to get members to attend the Nats; there are no AMA FF Scale events flown at the Nats, they are all FAC events.
• Council must decide what they want the Nationals to be; should it be the “best of the best” running only the top events in each category/discipline? Any changes would have to be discussed with the Nats contestants, contest boards, SIGs, etc.
• Leave Nationals section as is for 2013; between now and July 2013 Council should discuss what they desire the Nationals to be and if necessary generate a new description.
• Bauer feels that only the Purpose and Organization section for the Nationals should be listed in the Standing Rules.

It was moved and seconded that the description listed under NATIONAL AEROMODELING CHAMPIONSHIPS Relating to Article II on page 32 of the (2013 version) AMA Membership Manual include only the Purpose and Organization description. All other sections under NATIONAL AEROMODELING CHAMPIONSHIPS are removed.
Approved by consensus.

• Somehow, the reins slipped from Council during the early to mid 1990s; Council needs to take back the authority over the Nationals and develop the philosophy and the direction.
• L. Tougas felt Council should rethink holding the Nationals at Muncie every year; he says there are members who would like to hold some National events in his district.
• It was reported that a recommendation to rotate events to different places every three years was not well-received by the Nats planning committee.
• It was reported that SIG authority does not always represent its members desires.
• Underwood stated AMA has the authority to control the SIGs and monitor them to ensure they adhere to the AMA requirements (require AMA membership, provide copy of member-approved bylaws, provide membership list to AMA annually with renewal).
• Council members should talk with those that compete in the Nationals and understand their mindset; get a feel for what they think the Nationals are/should be.
• B. Underwood stated that his purpose with this is not to see the Nats changed, but to ensure that what is printed is how the Nats are actually run.

General discussion
It was recommended that Council appoint someone who would be responsible for keeping the bylaws and standing rules documents up-to-date. They would be responsible for ensuring that changes made during meetings were incorporated or deleted in all the necessary sections and documents.

Wallen feels a group/committee should be formed to develop a direction they want this group working on the bylaws/standing rules to go, and develop a process to keep these issues from happening again.

B. Underwood and A. Argenio will get together relative to the recommended bylaw changes; by mid-2013 the committee should have proposed bylaw changes ready to present to Council and go through the bylaws process. Argenio noted that over the years there have been various bylaws items brought to his attention.  He is of the opinion they should be passed through an attorney. D. Mathewson will contact F. Gora and obtain bylaw counsel; all contact with F. Gora will be done through I. Maine.

NEXT MEETING
January 14, 2013 
Ontario CA