I.M.A.A. BOARD OF DIRECTORS MEETING
Crowne Plaza Reading Hotel, Wyomissing, Pennsylvania
June 18, 2009
President Bill Hamby called the IMAA Summer Board Meeting to order at 8:15am. The Vice-President, Secretary/Treasurer, High Flight Editor, Safety Officer and all 12 directors were present. Guests present were William D. Unghire, Jr., along with his father, William Unghire, Sr., and Ron Shonk’s grandson, Mike Gross.
Motion by David Oates, second by Josh Bunn: To approve January 9, 2009, Board Meeting minutes after amending the motion by Randy Butts to read: “That 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. Then the President will direct that the members of the district be notified and request that anyone interested in the position should mail a resume to the nominating committee.” Motion carried unanimously.
The Secretary/Treasurer reported that the membership is 6,480, an increase of 41 members since January 1, 2009. Cash in the bank as of June 18 is $54,384.00. Former member, Lee Taylor, who was the very first member of IMAA, wanted to renew with his original IMAA number 00001. The request was gladly granted. The Secretary/Treasurer recommended that Chapters would be automatically rechartered unless he was notified otherwise by the appropriate District Director. The board agreed unanimously.
High Flight Editor, Taylor Collins made his usual great report with the aid of screen and computer. Taylor reported that his 30th issue of High Flight is going well. AMA is impressed with the editor’s ability to put out a great magazine with such a small organization, and will continue to do so with the help of Electric City Printing.
Motion by Josh Bunn, second by Tim Adams: That Ken Shapiro serve as the Youth Program Committee chairman. Motion carried unanimously.
Advertising Report by Taylor Collins: Electric City has a DVD of how to put together a magazine. A copy of this will be given to the President. A copy of the advertisers and the advertising budget are also available. Taylor recommended that he receive per/diem to cover the trips to several events for the magazine and to encourage advertising for the IMAA. Taylor also gave a presentation on a possible future digital magazine format that would allow internet access, archiving and reduced mailing costs.
Motion by Tim Adams, second by Josh Bunn: To create a separate operating budget and financial statement for High Flight, but attached (stapled) to the budget. Motion passed unanimously.
Charles Spencer, the new safety officer, was welcomed to the Board and expressed his excitement and pride to be a part of IMAA.
The Vice-President reported for the sanction coordinator that there are 90 sanctions to this date, down from 107 in 2008. He already has two sanctions for 2010.
The Vice-President reported for Web-Master. Current conditions and upgrades were reported. The applications for on-line memberships/renewals are ready for implementation.
The Vice-President reported on trade shows, budgets and balances. He is concerned that the accessories are not selling well and maybe should just be limited to hats. Mugs and pencils are reasonable sellers that people seem to like. The jackets and shirts are too expensive and are not selling in these economic times. It has also been suggested that no more “Stuff” be purchased until the present inventory has been sold. The Directors expressed an interest in purchasing items with the IMAA logo, dealing with vendors in their own areas, and that no exclusive license would be given to any one sole vendor.
Brian Wattie, chairman of the Nominations Committee that includes Pete Melin and Ron Shonk, reported that the committee is monitoring electronic elections and will look into this as a possibility as election time draws nearer. There are 3 applications for the position of Webmaster. They are Randy Teague, Jay Gulledge and Roy Barrow whose resumes have been reviewed by the Board prior to this meeting. After the Board selected Roy Barrow, Brian Wattie made the following motion, seconded by Josh Bunn: That Roy Barrow be accepted as the IMAA’s Webmaster and that the Web Committee be responsible for negotiating, for Board approval, his contract to start July 1, 2009. Motion passed unanimously.
Frank Fels, chairman of the IMAA Training Activity Committee reported that the committee intends to develop and distribute both technical and general information on the design and construction of large scale R/C models.
Each district director reported summations of activities and expenses to date.
Motion by Josh Bunn, second by David Oates: For an executive session. Motion passed unanimously.
Return from executive session with the situation resolved.
OLD BUSINESS:
E-mail motions on the Membership Development Plan submitted by District 1 Director, Tim Adams, and seconded by Frank Fels, were voted upon May 20, 2009, however, all of these motions were readdressed and/or amended at this Board meeting. The final version is as follows:
Manufacturer and Distributor Discount Benefits: Set up simple agreements with major manufacturers to insert IMAA membership applications in kit, engine, radio and accessory boxes/packages and print IMAA Legal on box/packages. Provide artwork for product catalogs. Note: A considerable amount of this work has already been done by Jim Repp. Jim has contacted many manufacturers and obtained approval for IMAA application insertions in product packages. Timetable to be announced. Budget: $1500 travel to WRAM, Toledo, and Nall. Motion passed.
Technical Information and Mentoring Benefit: Develop and implement 1-to-1 mentoring program for new members who are stepping up to the larger size models. Every new member is told that a “mentor” member will be available, geographically close (by district.) All requests for technical information and mentoring program would be implemented by a volunteer Director or AD. This is not to be confused with a flight trainer relationship, rather an IMAA member that can answer questions by phone or email, or where practical “hands-on” assistance. The “mentor” can also refer questions to other IMAA members with particular skill sets or knowledge of particular airframes. Timetable to be determined. Budget: $400 IMAA process information, literature for DD’s and AD’s and literature sheet for new members. Motion passed.
Anniversaries and Recognition on the IMAA Website: Create a web page on the IMAA website that shows 3,5,10, 15, 20, 25, etc. year anniversaries with pictures of the members. Develop an annual IMAA Build-Off selection for one model that is bigger, better, prettier (not specifically more scale—no rivet counting) than any other entered that year. Announce and show this model at the Toledo Show and offer a $1000 prize for the winner. In order to apply you must be an IMAA member and bring in one new member with your Build-Off application. Promote this effort as PR in all available media and the IMAA website. This is not a contest, rather a promotion that looks like a contest. Promote the winner in HIGHflight, MA and other magazines and the IMAA website. Timetable, venue and contest details to be determined. Brian Wattie and Pete Melin were volunteered to organize the contest. Budget: $500 travel to Toledo, $1000 for cash prize, $300 promotional literature. Motion passed.
New Member “Meet and Greet”: Motion was withdrawn.
Ask for Longer Term Membership Renewals: At events and trade shows, ask new members and renewal for 2-3 year memberships. Also, after agreement to join or to renew, invite to consider lifetime membership. Often potential and existing members will increase their membership term by simply asking them. Many members do not like the annual headache of redoing the membership. Discount 2 year membership to $48 and 3 year membership to $70. Timetable: Start immediately. Budget: Not applicable. Motion passed.
Establish an IMAA Speaker Bureau: Directors would contact AD’s and other IMAA members to speak at club meetings representing IMAA as part of the IMAA Speaker Bureau. New members would be solicited at these speaking events. IMAA speakers would address topics including “The New IMAA”, technical and safety topics, and more. These talks would be developed by IMAA Directors, AD’s, and appropriate IMAA members. The talks would be documented and databased for others IMAA speakers to use. IMAA speakers would also give talks at trade show events and appropriate fly-in events. This effort will be started with “the New IMAA” talk given by Directors. Free manufacturer gifts will be provided to the IMAA speakers with 4 talks per year. A volunteer Director will be requested to head up this project and database. Timetable: Start immediately. Budget: District expense budget. Motion passed
Additional benefits offering package: Motion was withdrawn;
Public Relations Specialist: Motion was withdrawn.
Promotional Effort: A series of membership development promotions will be developed and distributed to the IMAA District Directors for district implementation. These will include: Free IMAA hat with new 1 year membership. Free IMAA memory stick with technical articles and other information with new 3 year membership. Free IMAA, IMAA belt buckle and IMAA memory stick with lifetime membership. New membership advertisement with new IMAA positioning and offerings. Free entrance for all new members in IMAA annual raffle for large scale airplane. New banners and tent cards with new IMAA positioning for events and trade show. $5.00 IMAA “try us” event pass for all fliers wanting to fly at sanctioned event and willing to fill out contact information. Timetable: Start immediately—finish to be announced. Budget: $3000 (offset $5.00 fee). Motion passed.
Item arising from the BOD meeting in Ontario, CA, January 9, 2009:
Brian Wattie, Director District XII, raised the topic regarding the IMAA Articles of Incorporation. We currently are not in possession of these documents. They could very well have requirements that require Board action and terms and conditions governing IMAA operations. Since the IMAA is incorporated in the state of New York, Tim Adams and Frank Fels volunteered to obtain copies of the documents and make them available to the Board. Tim Adams will contact and get a copy from them.
NEW MOTIONS PRESENTED TO THE BOARD:
Motion by Brian Wattie, second by Pete Melin: That the Safety Officer be paid an amount of $1,000.00 per year. This amount is to be paid in two semi-annual installments of $500.00 each. Motion failed.
Motion by Josh Bunn, second by David Oates: To have meetings as required or needed by use of phone and/or internet. Motion passed.
Motion by Josh Bunn, second by David Oates: That IMAA sponsor one of the flight lines at the 2010 Joe Nall. Motion was withdrawn by Josh.
Motion by Josh Bunn, second by David Oates: To develop a new IMAA website with new format, content and program. Motion passed.
Motion by David Oates, second by Josh Bunn: To increase the High Flight Editor’s travel expense for additional event coverage, the amount to be approved annually by the Board. Motion passed.
Motion by David Oates, second by Josh Bunn: To remove the remove the word “non-competitiveness” from Article III section 1 of the IMAA by-laws and to remove section 2 in its entirety. Motion withdrawn
Motion to Change by-laws in article 3 section 2 to read: “The term competition does not apply to awards given where the host chapter has set informal categories/events to recognize individuals or aircraft, provided no guidelines/score sheets are given.” For example, spectator/pilot choice award would be permitted. Motion passed.
Motion by Josh Bunn, second by Tom Griffith: To include the 55 pound weight limit in the definition of “Giant Scale” in Article IV Section 1 of the By-Laws. In section 1, right after the phrase “……..potential of carrying a human being.” Insert the following: “Giant Scale IMAA qualification also requires the RC model be a maximum weight of 55 pounds, with fuel – ready to fly. Models over this weight up to 100 pounds, with fuel – ready to fly (known as Experimental Radio Controlled Aircraft) may also qualify as IMAA giant scale provided they have a Permit To Fly signed by an AMA certified “Experimental Inspector”. These certified experimental models are listed on the AMA website under AMA documents, Permit To Fly list. Motion passed.
NEW BUSINESS
Board discussed the following items: more frequent and regular (monthly—minimum quarterly) financial accounting of IMAA; operate High Flight as a separate Profit Center (will be done in next financial statement); produce a list of Director and AD volunteers as committee chairpersons and folks to help them conduct these committee activities (unresolved after much pro and con discussion); review of Director and Officer roles and behaviors in IMAA (Resolved during Executive Session); membership Review Board headed up by a Director; more effective and timely way to get membership application on website; most effective way to get IMAA voting on website (under Nomination Committee action); by board consensus, all chapters will be re-chartered this year but notices will not be sent out.
Motion by Jeff Stremick, second by Tim Adams: To increase the overseas membership dues to $55 to cover the increase cost of postage. Motion passed--the current costs are $49 to ship HIGHflight per year per overseas member.
Jeff Stemick wants distance protection for all our events of 100 miles. At the moment, we have very little protection. He also wants the words Big Bird banned from other groups that are not IMAA. Ron Shonk indicated that this is not possible. Bill Hamby suggested an IMAA presence at these events.
Proposal for 2010 Summer Rally of Giants at Bomber Field Texas--Motion by David Oates, second by Jim Repp: That we have the Summer Rally of Giants at Bomber field for 2010. Motion passed.
Motion by Ken Shapiro, second by Pete Melin: To hold the winter BOD meeting in Ontario CA during the AMA model convention, 2010. Motion passed.
The meeting was adjourned at 5:20pm.
Note: Jim Repp wants to have the 2011 Rally at Muncie. We would run the event but have a local club do much of the work but we would be there to do Big Help. The Director in this area is Tom Griffith.
During the period from January 10, 2009, to June 18, 2009, the following e-mail motions were acted upon:
Motion by Brian Wattie, second by Pete Melin: That the Safety Officer be paid an amount of $1,000.00 per year. This amount is to be paid in two semi-annual installments of $500.00 each. Motion was deferred to June 19, 2009 board meeting.
Motion by Brian Wattie, second by Pete Melin: That the attached Safety Officer Terms of Reference (Attachment #1, 27 Feb 2009) be approved. Motion passed.
Motion by Tim Adams, second by Josh Bunn: To confirm the appointment of a new Training Activity Committee Chairperson regarding developing and documenting training approaches for building, assembling and flying IMAA large scale models. The chairperson will come up with a training plan and budget. Motion passed. (The President has sought a director volunteer to chair this committee, and has appointed volunteer Director Frank Fels.)
Motion by Ken Shapiro, second by Ron Shonk: that the IMAA Summer Board of Directors meeting be held on Thursday, June 18, 2009, in conjunction with the Summer Rally in Hamburg, PA. Said meeting shall commence at 8:00am, at the Hampton Inn, unless other arrangements are made to save motel costs. IMAA shall pay for mileage or coach airfare, whichever is cheaper. Attendees will receive per diem for three days and lodging for Wednesday and Thursday nights. Attendees shall share rooms when possible, and any attendee requesting a private room shall pay half the cost, unless unavoidable if an even number of attendees does not come up. Rental cars will only be reimbursed when absolutely necessary, and attendees are urged to arrange flight times to share cars. This motion only includes the President, Vice-President, Secretary-Treasurer and Twelve Board members. Motion passed.
Motion by Tim Adams, second by Josh Bunn: That the IMAA Board of Directors approve the general direction of the Membership Development Plan submitted by the Membership Development Committee. Approval of the Plan in no way obligates IMAA to spend any funds in implementing the Plan. After approval of the general direction of the Plan, the Membership Development Committee will submit a detailed action summary and budget to the Board for final approval. Motion passed.
Motion by Tim Adams, second by Frank Fels: To appoint Director Josh Bunn as the new IMAA Website Update Development Committee Chairperson to conduct the business of redesigning and updating the IMAA Website. The chairperson will build an update plan and budget and provide same to the Directors for consideration, approval and implementation. District 4 Director Josh Bunn has volunteered to chair this committee, and upon approval of this motion, will set up a committee to meet the website redesign needs. This committee chairperson will also provide recommendations on Internet advertising and other related Internet concerns to the Board. Motion passed.
Motion by Randy Butz, second by Josh Bunn: To allow District Directors to purchase promotional items from www.promopeddler.com or any other company that sells like items for a similar price that will be sold or presented to IMAA members as prizes or gifts. Funds for the purchase will come from the show budgets where the items are to be sold or from the district budgets. Motion passed.
Motion by Brian Wattie, second by Pete Melin: To appoint Charlie Spencer as IMAA Safety Officer in accordance with the results of the recent vote. The Safety Officer will follow the recently approved IMAA Safety Officer terms of reference. Motion passed.
Motion by Josh Bunn, second by David Oates: To give an Honorary Lifetime membership and Distinguished service award to Kirby T. McKinney. Motion passed.
Motion by David Oates, second by Pete Melin: To give Don Vineyard a Distinguished Service Award. Motion passed. (This motion was withheld from the Secretary-Treasurer until June 20, 2009.)
Motion by Brian Wattie, second by Josh Bunn: That the Vice-President, in cooperation with the Secretary-Treasurer, prepare an outline of the Secretary-Treasurer’s duties and responsibilities, including a list of critical resources, contacts, schedules and any other pertinent information related to that position. This outline will be presented to the Board at the next BOD meeting, and will form a “Contingency Plan: for the Secretary-Treasurer’s position that will allow the board to provide appropriate direction in the event of any emergency. Motion passed.
Motion by Josh Bunn, second by Tom Griffin: To bring Charlie Spencer, the new IMAA Safety Officer, to the BOD meeting at Hamburg, PA. Motion passed.
Don Vineyard, IMAA Secretary/Treasurer
Attachment #1, 27 Feb 2009
Terms of Reference: IMAA Safety Officer
Chain of Command: The IMAA Safety Officer is responsible to the Board of Directors for the conduct of his duties and responsibilities as defined herein. He reports directly to the IMAA President for all matters concerning IMAA safety.
Expenses: The IMAA Safety Officer is a voluntary, non-paid position. However, he will be compensated for all approved administrative, travel and lodging expenses.
Duties and Responsibilities: In general, the IMAA Safety Officer is responsible for providing advice so that the IMAA operates in a manner that ensures the maximum practical safety by its members. This includes all aspects of flying operations as well as control systems, hardware, construction, shop and environmental considerations. Specifically, the IMAA Safety Officer will:
1. Maintain the IMAA Safety Code and IMAA Safety Checklist and provide recommendations to the Board for updates and improvements as required;
2. Write a safety column for each issue of HIGHflight. This article should be instructive and increase safety awareness in the membership, addressing topical safety-related issues;
3. Provide current safety-oriented material for the IMAA website;
4. Build a source file of “best safety practices” for use by chapter/district newsletters/websites. These would be suggestions rather than rules, covering a wide range of safety issues, regarding use of servos, flying equipment, building materials, tools and flying practices.
5. Advise the Board of safety implications and changes anticipated in the event of an increased model weight allowance to 77 lbs; and
6. Provide the Board with appropriate recommendations as a result of a review of accidents/incidents involving IMAA aircraft on an ad hoc basis.