IMAA Standing Orders

IMAA Standing Orders
Revised 8 Jan 2010

1. ADMINISTRATIVE

1.0 ORGANIZATION RESPONSIBILITIES and REPORTING (5/21/2006)

The IMAA Board of Directors is ultimately responsible for the actions and conduct of the IMAA. The Board shall be the final authority for resolution of any matter not covered in the Constitution, ByLaws or Standing Orders. The organizational relationship of the Board and Officers of the board is as follows:

1.The Board is responsible to and reports to the members through its official media and directly to each District membership through its appropriate Director.
2. The President and Legal Advisor report to the Board of Directors.
3. The Vice President, Secretary, Treasurer, and Safety Officer report to the President.
4. The High Flight Editor reports to the President.
5. The Sanction Coordinator, Trade Show Directors and Webmaster report to the Vice President. The Vice President is also responsible for the Trade Shows budgets.(1/09/2009)

6. All non-elected Officers are appointed by the Board of Directors and can only be replaced by the Board.
7. Paid contractors are hired by the Board and can only be replaced by the Board.

1.1 All office supplies that require printing must be purchased by the IMAA Secretary. (2/1/92)

1.2 All Officer as listed in Article V of the Constitution as well as all Directors as stated in article IV of the Constitution, or any new positions that may be authorized under these Articles, shall have e-mail receiving and sending capability at their location during their term of office at no cost to the IMAA. Said capability will be installed within 60 days of their election or appointment. (1/13/2001)

1.3 Election ballots – All notations indicating the incumbent to be deleted on all future ballots. (1/31/98)

1.4 Telephone Ballots: A second will be required on all telephone ballots. (1/15/2000)

1.5 IMAA President, or if needed, a designated representative be the liaison to the AMA officers and Executive Council. (6/11/99)

1.6 Established September 1, each year, as the date for determining the official IMAA membership. (01/17/04)

1.7 All official motions to be published on website within 5 days (7/21/2000)

1.8 During an election year, the current directors and elected officers are required to declare their candidacy, for the next term sixty days in advance of the close of nominations. If they do not so declare to the nomination chairman, then the nominating committee will assume they are not running and will pursue other candidates in the relevant districts.( 6/27/2008)

1.9 All IMAA elections results will be published in High Flight and the IMAA web site for all elected positions, by districts, starting with the results of the 2008 elections. (1/09/2009)

1.10 Further to ByLaw Article VII, Section 3. Should a director desire to resign from his/her position then that person will notify the President in writing 60 days prior to leaving office, indicating his/her intention, and request that anyone interested in the position mail a resume to the president. (1/09/2009)

2. FINANCIAL

2.1 President authorized discretionary spending approval of funds up to $500 each occurrence with a limit of $1500 per quarter. (2/13/93)

2.2 Trade show budget will be established annually with the Vice-President allocating the funds. Expenses for each trade show will be sent to the Secretary/Treasurer for reimbursement with copies to the Vice-President upon completion of the show. (1/09/2009)

2.3 Secretary/Treasurer salary set at $1.50 per member, to be adjusted semi-annually, for a period of two years, effective 1/1/94. (1/15/94) Fee increased to $1.75 per member effective July 1, 1996 (6/14/96)

2.4 Directors and officers in attendance at Board meetings to receive $40 per diem per day for all days that IMAA pays for the lodging rooms plus one travel day. No per diem will be paid for days not in attendance. Travel expenses will include travel to and from the airport plus any airport parking fees. Amended (01/13/2001) also should a board member, officer, or other individual, who has been invited by the board, wishes to bring a spouse or other person, they will be responsible for the difference between the negotiated single rate by IMAA, and the double rate charged by the hotel. (01/31/2003)

2.5 Allowable mileage reimbursement, or coach airfare, whichever is less, will be accepted for legitimate IMAA business. Reimbursement will be increased to the federally accepted guideline. The Secretary will update the amount when it is changed by the government. Amended to add . (1/09/2009)

2.6 Members of the Board of Directors shall be allowed discretionary spending of up to $1.75 per member, per year. No funding will be allowed for any communication that is political in nature. The President and Secretary must approve all payments supported by receipts. Directors will follow the posted Guidelines for Director Discretionary Expenses (1/09/2009)

2.7 Anytime the checking account exceeds $50,000, the Treasurer is authorized to transfer $10,000 of this into a 2 year C.D. (2/8/97)

2.8 IMAA Liaison to be reimbursed for travel, lodging, and per Diem expenses for attendance at AMA meetings. (1/31/98)

2.9 The website hosting and maintenance fee will be $300.00 per month to be paid quarterly.(8/01/10)

2.10 Operating fund set up for Sanction Coordinator at $1,000. Funds reimbursable as bills are submitted. (2/1/92)

2.11 Sanction Coordinator Fee to be raised to $2,000. (1/7/2005)

2.12 The Financial Report will show Director’s Discretionary Expenses by District. (1/13/2006)

2.13 The current secretary/treasurer is authorized to sign checks up to $1,500.00 but no structured payments will be condoned. This policy would be subject to review by the board for any new incoming secretary/treasurer. (6/23/2006)

3. MEETINGS

3.1 All business, old or new, to be acted upon by the Board of Directors at any regular or special meeting must be received by the President in writing no later than 45 days prior to that meeting. The president must in turn present the complete detailed agenda in writing to the Board of Directors postmarked no later than 30 days prior to that meeting. Any item not on the agenda must be discussed after all agenda items are completed. Should any one Director need time to be more informed on any non-agenda item, he may request that the item in question be placed on the agenda for the next Board of Directors meeting. (2/10/96)

3.2 Board Meetings. Unless otherwise directed by the board the following rules shall apply for travel, hotel, and per-diem expenses:

Jan/Feb Board Meeting – Payment of expenses as outlined under the current standing rules will be paid for the following officers – President, Vice-President, Secretary Legal Advisor and Directors. The Sanction coordinator, Accessories Manager, Safety Officer, H-F Editor, and Web Master should file a report to the Board prior the Jan/Feb meeting.

Festival Board Meeting – All Officers, Directors, and paid employees.  All other Travel expenses not covered under the current standing orders, unless in the case of emergency, must be approved in advance.  Expenses not approved in advance will not be considered by the Board.  (10/5/98)

3.3 A voting record will be used to record all votes taken at Board meetings.  All votes taken by the Board of Directors will be recorded by District, NO secret ballots will be allowed. (6/19/98)

3.4 Any Director or the Legal Advisor may ask the President for Executive Session. The President will call for a vote of at least two-thirds of the Board at start of session to remain in Executive Session.  (6/19/98)

3.5 District Director to be responsible for any Board of Directors meeting to be held in his district to determine that the facilities are adequate and satisfactory. (6/11/99)

3.6 All agenda motions must have a second when presented. (6/8/2001)

3.7 The intent shall be for all board meetings to be scheduled and held coincidently with the Rally of Giants or a major trade show event (6/23/2006)

4. MEMBERSHIP

4.1 Mailing of renewal notices set at 60 days and cancellation notices 30 days prior to expiration date.  No High-Flight after expiration date.   (2/1/92)

4.2 Membership dues increased from $20.00 to $25.00 per year starting January 1, 2007. Family/Junior membership will be raised to $10.00 (6/23/2006)

4.3 A National Youth Chapter be established for youth 17 years and under, with the fee for membership to be $7.00.  The mottos for this chapter shall be “The size of the aircraft has nothing to do with the age of the flyer” and  “IMAA is not JUST for Geezers anymore”. (6/23/2006)

4.4 Overseas membership dues increased to $55.00 per year to cover mailing costs (6/18/2009)

4.5 Multi year membership rates: 2 year memberships @ $48.00 and, 3 year memberships @ 70.00 (6/18/09)

5. EVENTS /SANCTIONS

5.1 Sanction protection of 500 miles to be given to national “Rally of Giants”. (2/10/96)

5.2 The area of protect has been reduced from 250 miles to 100 miles for all IMAA events except the “Rally of Giants”. (1/15/2000)

5.3 Sanction/Event Coordinator has discretion to alter 100 mileage protection limit based upon review of facts at that time. (2/10/96)

5.6 Sanction Coordinator should take sanction problems to Directors involved, but the final decision rests with the Sanction/Event Coordinator.   (2/10/96)

5.7 AMA sanction required for the annual “Rally of Giants”. (6/24/95)

5.8 A grant up to $500 authorized to each Director, to be used at his discretion per Mini-Fest Guidelines, for one District Festival per year.  (amended 06/25/03) (2/8/97)

5.9 IMAA to grant $2,000 to the chapter hosting the Rally of Giants, retroactive to June 1, 1997.  (6/20/97 Ammended 6/182004)

5.10 Only events sanctioned by IMAA will be published in the calendar of events in High-Flight, and NO chapter reports will be published for events that have not been IMAA sanctioned. (9/3/93)

5.11 Each show-related director shall determine the quantity and inventory of accessories to be stocked for his up-coming show. These items will be procured from the official IMAA accessory vendor. (Sew Busy and Cutting Edge Graphics.)  The Vice President will be the accessories coordinator.  The directors shall make their purchases and submit a bill to the IMAA treasurer in amounts not to exceed $750.00.  This motion shall be reviewed at the expiration of the license to the official vendor. (6/23/2006) (Ammended1/09/2009)

5.12  N/A

5.13 (Deleted 1/09/2009)

5.14 District Directors for the IMS show, WRAM show, and the Toledo show should be responsible for setting up a booth which includes aviation related items.  Expenses to be reimbursed.  (6/11/99)

5.15 That IMAA hold a “Winter Rally of Giants”. The event to be held at a winter-favorable location, ideally during the month of January. The location to be chosen to alternate East- West. Financial considerations for this event would be $2,000. (1/13/2001)

5.16 The trademark or logo ‘Rally of Giants’ is for use only for those events as authorized by the IMAA Board of Directors. (2/10/96) Amended (02/02/2002).

5.17 IMAA will have a yearly presence at the Joe Nall Giant Scale Fly In. The Board will determine at the Winter Board Meeting who will attend. (01-17-04)

6. HIGH FLIGHT

6.1  No political advertising will be accepted for publication in High-Flight.  (4/10/86)

6.2 Limit on percentage of Magazine content set at no more than 50% advertising.   (4/10/86)

6.3 Editor empowered to reject any High-Flight ad that isn’t in the spirit of IMAA or that is conflicting with IMAA and AMA guidelines for safety.   (amended4/6/90)

6.4 High Flight will be sent to the AMA EC, Pres., VP, and Exec. VP and Sanction Coordinators at no charge. (01/13/2001)

6.5 High Flight Editor authorized $1,500. for direct marketing budget (1/13/2006)

6.6 All chapter reports and sanction events will take precedence over advertising and will be included at the earliest issue. (02/02/2002)

6.7 High Flight to have a separate operating budget and financial statement attached to the normal budget report (06/18/2009)

6.8 District Mini-Fest (one per year per district) to receive 1/2 page ad free in one issue to advertise the event.   (4/6/90; correction 1/9/2009)

6.9 All chapters to be listed in every other issue of High-Flight.   (2/8/97)

6.10 The High Flight Editor’s travel expense will be increased to cover additional events and be approved annually by the Board (18/06/09)

6.11 Operating fund set up for the Editor at $1,000.  Funds reimbursable as bills are submitted. (2/2/91)(amended 1/17/04)

6.12 HIGH FLIGHT editor print two more issues on time and then increase advertising rates by 15% beginning with the spring issue, 2003. (06/14/2002)

6.13 Contributing writers in High-Flight to receive up to $100 per page and $150 per cover photo  Amended (01/13/2001)

6.14 Reduction of number of copies of High Flight: Directors will each receive 10 copies and not their individual mailed copies. The numbers required for trade shows and event purposes will be reduced to meet appropriate needs and reviewed annually. (08/01/10)

7. ETHICS/CONFLICTS of INTEREST

7.1 Any person in an official capacity representing the IMAA, whether elected, appointed or hired must conduct themselves with high ethical standards. In determining ethical standards the following tenets are to be used for definition.1. Is it the TRUTH?  2. Is it FAIR to all concerned? 3. Will it build GOOD WILL and BETTER FRIENDSHIPS?   4. Will it be BENEFICIAL to all concerned? (Amended 6/19/98)

7.2 Conflict of Interest. Any time a paid employee of the IMAA should concomitantly hold elective office and an issue should arise before the Board wherein such member would have a serious and irreparable conflict of interest then the Board shall require said member to choose at that time which position they wish to retain.   (6/24/95)Amended to add the words “or Director” after the words “paid employee”. (2/10/96)

7.3 No elected person shall, during the term of his/her elected office, hold any paid position in the IMAA that is under the jurisdiction of the Board of Directors. Should an elected person desire to seek a paid position as defined herein, then that individual must first resign the current position held and declare their interest to seek a paid position. Furthermore, no assistant director who also receives pays for services as a contractor or otherwise shall act as proxy for his or her director.  This standing rule is to apply to all elections from the effective date of this rule, and shall not apply to persons that might otherwise currently be affected.   (6/14/96) Amended (06/14/2002)

AMENDMENT LIST