10/30/2021 EC Minutes
Executive Council Meeting
October 30, 2021
Muncie, Indiana/teleconference
The meeting was called to order at 8:06 a.m.
1. Opening Business
In attendance: President Rich Hanson, Scottsdale AZ, Fishers IN; EVP Randy Cameron, Springfield MO; CFO Keith Sessions, Burlington KY; Executive Director Chad Budreau, Parker City IN; District I Andy Argenio, Smithfield RI; District III Mark Radcliff, St. Marys WV; District V Andrew Griffith, Jacksonville FL; District VI Gary Himes, Kansas City MO; District VII Randy Gibson, Lansing MI; District IX Jim Tiller, Custer SD; District X Lawrence Tougas, Riverside CA; District XI Phil Tallman, Medical Lake WA.
Appearing virtually: District II Eric Williams, Schenectady NY; District IV Jay Marsh, High Point NC; District VIII Lawrence Harville, Hurst NY; Greg Principato, NAA.
Others in attendance: Vicki Barkdull, AMA Accounting; Eric Bachmann, Randy Batchelor, AMA Information Systems; Ilona Maine, AMA Clubs; Tyler Dobbs, AMA Government Affairs; Rusty Kennedy, AMA Foundation Chairman; Felix Gora, AMA legal counsel; District XI AVP Mark Ingram; District III AVP Randy Adams; Paul Bretsen FNIC insurance representative; Rachelle Haughn, recording secretary.
Appearing virtually: District III AVP Jeff Black AVP; District X AVP Barry Mattison; District X Greg Stone; Chrystal Pearson, AMA Government Affairs; Rob Kurek, AMA Communications; Kelsie Walker, AMA Foundation.
Additions to Final Flight list: None.
2. Consent agenda
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a. Approval of August 1, 2021, minutes.
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b. Mark Radcliff nominated/moved and Phil Tallman seconded a motion to award the AMA Award of Excellence to the Lancaster County RC Club in PA in recognition of the club's 65th year anniversary. The Executive Council approved the awarding of the AMA Award of Excellence to the Lancaster County RC Club with a vote of 13 affirmative votes. There were no votes in opposition and no abstentions.
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c. Gary Himes moved and Mark Radcliff seconded a motion to expend $8,000 in capital reserves to remove and store the sod from Site 4 as the ground is reworked to level the site. The motion received 12 votes in favor of approving the capital reserve funds to remove and store the sod from Site 4 as the ground is reworked. There were no votes in opposition and one abstention.
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d. Randy Cameron moved and Andrew Griffith seconded a motion to accept and approve the 2022 NATs schedule as proposed by staff. The motion received 12 votes in favor of accepting and approving the 2022 NATs schedule as proposed by staff. There were no votes in opposition or abstention with one EC member not responding to the issue.
Motion to approve consent agenda.
Approved by consensus.
3. President’s Report (Rich Hanson)
Most of Rich Hanson's (President) work has been virtual and he hopes to start doing more traveling. He had the opportunity to recognize two inductees of the 2021 AMA Model Aviation Hall of Fame class on October 29, 2021. Rich hopes to travel to District VIII for the Warbird Thunder Expo in Round Top, Texas. He mentioned that Rusty Kennedy, AMA Foundation chairman, was invited to sit with the rest of the EC. Rusty is not a member of the council, and he does not have voting rights.
4. Executive Vice President’s Report (Randy Cameron)
Randy Cameron (EVP) attended some virtual meetings, including government relations and IT meetings. He also attended the first half of Nall in the Fall.
Randy recommended the minutes should be officially approved before being released to membership. Rich reminded the council that this topic has been discussed before and the minutes need to be approved, but the minutes also need to be released to membership in a timely manner before the next EC meeting. The council meets quarterly, so if the minutes were to be formally approved, the minutes may not be available to membership for four or five months after a meeting. Currently staff provides the minutes for EC to review and to submit changes, and then the minutes are posted online, typically the month following an EC meeting. The council then formally votes on the minutes during the next EC meeting. Rich and Randy recommended that the minutes continue to be released to EC for review, but be posted online as a draft until there is an official vote. Eric Williams and others expressed concerns with this recommendation fearing members may misinterpret draft minutes as official minutes causing confusion.
Chad Budreau (ED) stated that members should know in a timely manner information and motions from an EC meeting. Chad suggested if the EC is not comfortable with AMA posting draft minutes, AMA should establish a formal and timely process, such as 30 to 45 days for staff to edit and council to approve the minutes through electronic voting. Mark Radcliff agreed with Chad. Rich noted that the minutes would still have to be included in the consent agenda in the following EC meeting.
Motion I: Moved by Eric Williams (II), seconded by Mark Radcliff (III) for staff to submit the EC meeting minutes to the EC for review within 30 days after the previous EC meeting. The EC then receives 15 days to review and vote on the minutes prior to posting the minutes to the membership.
Motion passed , with 1 absent
Randy Cameron proposed the following 2022 schedule of EC meetings: January 22 (virtual), April 9 (hybrid), June 26 (in person during the National Fun Fly), and October 15 (hybrid)
Rich noted that June 26, 2022 is the deadline for officer nominations for the 2022 election. That would make the closing of nominations in May. Chad added this schedule shortens the 2022 budget and POW planning period, but the staff and finance committees should be able to meet this timeline. Vicki Barkdull (staff) stated that the auditors might have to expedite their schedules to have an audit completed by June 26, which may cost AMA dollars. Rich stated that a special council meeting could be held if the auditors would not be ready for the June 26, 2022, meeting.
Gary Himes (VI) proposed and Andrew Griffith (V) seconded that the 2022 EC meeting schedule to be January 22 (Virtual) April 9 (Hybrid), June 26 (In Person) and October 15 (Hybrid) pending the auditor's schedule. Passed by acclimation.
Phil Tallman (XI) proposed and Randy Cameron (EVP) seconded that the 2022 Membership Meeting take place on June 25 during the National Fun Fly. Passed by acclamation.
5. Chief Financial Officer’s Report (Keith Sessions)
Keith Sessions (CFO) reported that the membership numbers are looking good and AMA is in a much better state financially than it has been in years.
During the July EC meeting, the AMA’s auditors recommended AMA establish a replacement reserve strategy to cover the anticipated cost of non-routine maintenance and the possible replacement of its long-lived assets. Following up on the auditor’s recommendation, Chad presented to the AMA Finance Committee and then to the council a five-year plan to fund depreciation expenses through the operating budget and build a replacement reserve. In 2022, AMA will make repairs to rental properties, camp sites, event equipment, and technology. In 2023, the replacement reserve will fund to replace or repair 20 to 30 year-old office furniture and vehicles. For 2024, AMA will fix leaking roofs at headquarters and 30 year-old flooring in the museum. In 2025, AMA will mill and repave the sites 1 and 3 runways. By 2026, after most major repairs are conducted, AMA will earmark an annual commitment based on recommendations by the auditors for ongoing maintenance and future repairs. Rich clarified that AMA is not actually adding capital expenses to the budget, but conducting overdue repairs as directed by the auditors.
Motion II: Moved by Randy Cameron (EVP), seconded by Phil Tallman (DXI) to accept the 2022 budget and depreciation plan as presented by the staff and Finance Committee.
Motion passed with 1 absent
6. Executive Director’s Report (Chad Budreau)
Chad and Rich invited Tyler Dobbs (staff) to share government affairs updates. Tyler shared that the government department has been busy and continues to have safety risk management panels, with roughly five taking place in the last two months. AMA is still receiving approval from the FAA for the altitudes that clubs are requesting. A couple more panels are scheduled, and AMA anticipates that the requests will be approved.
AMA was asked to participate in the FAA Symposium. Kyle Jaracz (staff) and Tyler participated and talked about TRUST.
AMA is working on Know Before You Fly educational campaign for the general public to include print and digital messaging. AMA will submit proposals to the FAA on Monday, November 1. Tyler has been working with staff on these efforts.
Congressional meetings have continued with a focus on Advisory Circular 91-57 C. There were several issues that AMA felt would cause a burden on the industry or were inconsistent with Congress’ intent of a community-based organization.
AMA and the FAA are moving forward with an authorization process for altitude requests in uncontrolled and controlled airspace. AMA officials have been working with the FAA for two years to get official clarity on altitudes for our operations. For sanctioned events, originally the FAA wanted 90 days’ notice to submit for waivers, but AMA worked with the FAA to reduce that requirement to only 30 days notice. The gov team is working with staff and IT to assist Contest Directors in securing altitudes during the sanctioning process. Andy Argenio commended the Government Affairs team for its hard work.
Chad stated that at least one pilot from nearby Reese Airport, located south of the International Aeromodeling Center, has occasionally flown over AMA property. Tyler and Tony Stillman (staff) met with the airport staff and pilots and all agreed to create a better line of communication with the airport and its pilots. AMA will notify Reese Airport when events are taking place at the IAC that require higher altitudes. Mark Radcliff added that the full-scale pilots are required to fly at least 1,000 feet AGL above AMA’s flying site while in a landing pattern.
Chad shared trends and stories of more competition, youth involvement, and building among our members. AMA had its second celebration of AMA Build Month in October 2021. This included plans discounts, online video tutorials, and build articles in the October issue of Model Aviation.
Chad shared updates to the autorenewal program, which currently has about 10% participation. Eric Williams suggested that at the next AMA Membership and Marketing Committee meeting should discuss promoting the program.
The path of totality for the 2024 eclipse is in AMA’s backyard at the IAC. Staff are looking at ways to use the event to promote the hobby and AMA.
Due to Canadian UAS regulations, in July MAAC had to require AMA members to pay for MAAC membership when flying in Canada. This nullified the AMA and MAACs reciprocal MOU. The council continued to discuss whether to continue to allow Canadians to fly in the US for free or to charge them an Affiliate member rate to fly in the US.
Motion III: Moved by Randy Cameron (EVP) seconded by Andy Argenio (DI) to officially withdraw from the MAAC MOU and to require MAAC members to join the AMA as an Affiliate member effective January 1, 2022.
Motion passed with 1 absent.
Chad provided an overview of AMA’s Program of Work (POW) as staff created quarterly goals based on direction from the EC and committees. The POW included numerous new initiatives with a focus to invest in our volunteer members, fixed flying sites, and clubs. 2022 projects include new digital membership cards, improving online services such as club search, and more resources for club officers. The POW also adopts project management tools such as the RACI matrix to set milestones and provide clarity on staff and council roles. Rich thanked staff for their hard work and asked the council to provide feedback and objections during the meeting. There was some discussion about the RACI matrix and roles. The council gave their support to the POW.
Chad stated that AMA is in a much healthier position as an organization than a few years ago. Membership and revenue are exceeding 2021 goals, expenses are down, and we’re gaining advocacy victories. AMA is ending the year again in the black. Chad, Rich Hanson, and Andy Argenio briefly discussed the need to invest in a strategic long-range plan.
7. NAA Report (Greg Principato joined the meeting via Zoom)
Greg reported that the NAA is getting back to having regular events, such as the Collier Trophy Dinner, scheduled for November 4. The NAA will have a fall awards dinner on December 6, and another event on December 16. The NAA and the National Aviation Hall of Fame hopes to resume having webinars in early 2022.
The 2021 FAI general conference will be virtual. It is scheduled to take place in person in 2022 in Wuhan, China. NAA has put in a bid to hold the 2023 general conference in Dayton, Ohio. Chad added that AMA has been asked by FAI to help with the world games in Birmingham in July 2022. FAI and the World Games Committee asked that AMA help with setup and to find a male and female drone pilot to compete.
8. Committee Reports
Insurance Committee (Paul Bretsen of FNIC)
The insurance industry is in its third year of a hard market, which is unusual. Paul stated that several factors can cause a hard market, including natural disasters. The last true hard market was 1986. Right now, the hard market isn’t affecting AMA.
In April, a formal insurance review was conducted. It is usually done every other year. Rich added that in the last 5-10 years, AMA has seen its best claims history and it has been 2-3 years since there was a major insurance claim.
Education Committee (Jim Tiller)
Camp AMA 2021 was successful and will take place again in 2022. Jim sent two kids in his district to camp. AMA Jr. Camp is permanent and will take place again in March 2022.
The UAS4STEM finals took place at EAA AirVenture in Oshkosh, Wisconsin, this year and went well. The winners were introduced at the afternoon air show in front of a crowd of roughly 100,000 people.
AMA member Rob Romash is looking at ways to convert AMA’s Alpha and Beta airplanes to RC.
The Education department has selected a learning management system for AMA Flight School, which was included in the 2022 POW. Chad and Jim demonstrated the learning management system to the council for feedback.
PADCOM (Randy Cameron)
Randy spoke with Free Flight (FF) competitor Bob Sifleet and David Lindley, president of the National Free Flight Society, about FF pilots’ concerns with adding a permanent pavilion to Site 4 and 3. The FF community seemed to be okay with having a permanent structure on Site 4, but not Site 3. Keith Sessions suggested that the North East quadrant at the IAC be created for FF pilots by reducing the amount of crops. It was noted the FF community would not like that because of how often the wind direction changes and the limited space.
Motion IV: Moved by Gary Himes (VI), seconded by Phil Tallman (DXI) to not put a permanent structure on Site 3, but continue to investigate and seek input from the National Free Flight Society about a permanent structure on Site 4.
Motion passed with 1 absent.
Marketing/Membership Committee (Eric Williams/Chad Budreau)
Chad and Rob Kurek (staff) discussed the results of the membership survey conducted earlier this year. They discussed the demographics of the 6,000 members who chose to participate. While participant ages averaged slightly higher than the actual membership body, it represented was a good cross-section of member categories, roles, and disciplines.
A net promotor score is used commonly for businesses to see if members would recommend AMA. AMA’s net score was 55, which is a well-respected score since most members rated AMA as a 9 or 10. Yet this score did drop from 2013 with some members giving AMA negative remarks about membership dues and government relations. The Membership and Marketing Committee will continue to review the results.
Lunch/Executive Session
Safety Committee (Mark Radcliff)
Throughout the year the AMA Safety Committee, in partnership with the Jet Pilots Organization (JPO), recommended updates and sought council feedback to revisions on AMA’s turbine program, training procedures, and rules. The council reviewed the latest draft documents. The council discussed buddy boxing and the evolution of turbines since the rules were last updated.
Motion V: Andy Argenio (I) seconded by Andrew Griffith (V) to approve the Safety Committee’s proposed revisions to the turbine waiver rules.
Motion passed: 10 yes, 1 no, 2 absent
SIG Committee (Randy Cameron)
The Scale Warbird Racing Association and the World Miniature Warbird Association have not updated their paperwork for several years. Randy recommended that the council vote to remove them as SIGs. The council votes to make a club a SIG, so he felt it made sense to vote for inactive clubs to be removed, when necessary.
Motion VI: Moved by Randy Cameron (EVP), seconded by Andy Argenio (I) to remove Special Interest Group status from the Scale Warbird Racing Association (SWRA) and the World Miniature Warbird Association (WMWA) due to failure to provide renewal documentation.
Motion passed: 11 yes, 2 absent.
9. New Business
AMA Foundation (Kelsie Walker and Rusty Kennedy)
Kelsie Walker (staff) shared the AMA Foundation’s 2021 Quarter 3 Performance Report. Currently the Foundation has achieved 62% of the fundraising goal, ahead of pace for most fundraising firms entering Quarter 4. The year-end campaign is getting ready to start. Of the donations made this year, 36% were made online. The Foundation had more than 2,000 individual gifts from January to October, and averages 2,800 gifts per year. The foundation anticipates receiving three gifts in the near future from three estates. The Where Will You Land campaign had raised thousands in endowment contributions, and the Foundation will receive a financial gift to name Site 5 for one year.
Randy Cameron proposed that for the Flying Site Improvement Grant fund in 2023, 10¢ be added to the current contribution of 25¢ per member, for a total of 35¢ per member dues going to the grant fund. Rusty added that there wasn’t enough money in the budget to fund all of the projects in 2021 for which Flying Site Improvement Grant funds were requested. Rich said that would be a reallocation of the budget.
Motion VII: Moved by Randy Cameron (EVP), seconded by Andy Argenio (I) to increase the Flying Site Improvement Grant by $.10 per open member.
While there was support for the motion, it was suggested the EC also take into consideration all other funding requests from the IT committee, Education committee, and other EC members. Since this new funding request won’t go into effect for over a year, the EC should have more discussion to evaluate all needs and future expenses.
Motion VIII: Moved by Jim Tiller (IX), seconded by Randy Gibson (VII) to table Motion VII until April 2022 EC meeting.
Motion passed: 10 yes, 1 no, 2 absent.
Mark Radcliff stated that he’d like to rename Site 4 for one year in honor of Mike Barbee. Kelsie noted that naming that site for one year is $20,000, and added she has at least two prospective naming rights donors for AMA sites. Rich reminded the council that AMA presented Mike an award at a recent event for his contributions of materials and labor to add concrete slabs at Site 4. He suggested that if a pavilion is ever built at Site 4, that it be named after Mike instead. It was also recommended the council consult with the AMA Foundation Board.
Motion IX: Moved by Mark Radcliff (III), seconded by Gary Himes (VI) to give the naming rights to Site 4 for 2022 (name withheld until member can be notified)
10: Closing Business
Lawrence Tougas (X), outgoing EC member, was recognized for his 11 years on the EC.
Awards:
Carl and Beth Goldberg Vital People Awards:(names withheld until members can be notified) Superior Service: (names withheld until members can be notified)
Motion passed by acclimation.
11. Adjournment
at 2:37 p.m.
Release Date
Mon, 12/06/2021 - 09:00