EAA 105 Board of Directors

 

Board Meeting Minutes for the month of January, 2011.

The meeting began promptly at 9:00 AM, Saturday morning, at the home of VP Bruce Rose.

Attending this day were: John Jessen, Ron Singh, Rion Bourgeois, Joe Miller, Michelle Smith, Ton Louris, Dick VanGrunsven, Roy Thoma, Bruce Rose, Kim Vermelya, Len Kauffman, Jerry VanGrunsven, Bob Duncan, Benton Holzwarth, Jenny Hickman, Sandra Bes and Ron Poe. In addition Steve Rosenstock, Patrick Willis (OSU ext svc) and Joey Vermelya also attended.

We started with introductions, everyone saying their name and summarizing their tasks and activities within the chapter and whether they're a chapter director or not.  

  • A sincere thanks to Bob Duncan for opening his home to the chapter for our holiday party in December, and an especially big thanks to his wife, Mary, for producing so much of the food for us. A thank-you card for Mary was routed around the table for everyone to sign.
  • Next up was approval of the November board meeting minutes, which was granted without further correction. (There was no board meeting in December.)
  • Jenny provided a quick summary of our chapter assets, with a brief P&L statement and Balance sheets.
  • RonS suggested that we consider moving some of the money from the checking account to somewhere that it would earn some interest, he suggested perhaps a couple interested people get together to investigate some alternatives. Further discussion of shifting money around was tabled until after consideration of the upcoming year's plans (and spending.)
  • Michelle asked that the Young Eagles scholarships line item be separated from the specific expenses associated with our YE program. The Bogardus Trust sponsored four $1000 scholarships for a few of our young eagles to begin their flight training. About $3500 was spent -- one student stopped their training when their instructor left the area and they declined to continue with a different instructor.
  • Next up was review of the past year's 'pre-approved' spending categories and consideration of what will be needed in 2011. Len further suggested that the people with pre-approvals provide a year-end report of where they spent their money; RoyT suggests reports consolodated into spread-sheet format would be his preference. Jenny will try to pull the detailed information together for the next board meeting. Recap: last year, for the first time, the board 'pre approved' spending by several people for their chapter responsibility areas, where we could reasonably anticipate the year's expenses. The goal was to avoid delays and extra effort of coming to the board for individual approvals for every little expense. The members still need to submit receipts for reimbursement, so there is tracking. We just short-circuit the board review and approval. The system seemed to work well enough in 2010, so new authorizations were agreed for 2011:
    • Len Kauffman - Breakfast Op - $500 (not including direct consumables, not including hood steam cleaning) o Rion Bourgeois - Facilities - ??
    • Kim Vermelya - Young Eagles - $600 o Bruce Eicher - B-17 Tour - $1500
    • Jenny Hickman + Michelle Smith - Poker Run + Dinner - $800 ??
    • Bruce Rose - Tool Crib - $300
    • Jim Mitchell - Librarian - $0
    • Norm Durrell - Historian - $0
    • Sandra Bes - Newsletter - $600
    • NL Printing + Postage - $400
    • John Jessen - Website - $200
    • Jenny Hickman - Finances - $750
    • Steve Payne - NW RV Fly-In - $1200
    • Bob Duncan + Jerry VanGrunsven + Ron Poe - Fly-Out - $1500
    • Roy Thoma - Meeting Provisioning - $100
    • Bruce Rose - Prop Balancing - $0
    • Michelle Smith - Youth Activities - $500
    • Ron Singh - Hangar Events - $200
    • ?? - Holiday Party Expenses - $1000
    • ?? - 50th Anniversary Expenses - Leave open for now
  • The above amounts were moved, seconded and voted approved, as a starting place for the 2011 cycle. Additional notes on pre-approvals:
    • Breakfast: In the past our Quartermaster has paid for breakfast consumables and provided receipts for reimburesement. We briefly discussed pushing some money to our new Quartermaster, so at least he's net 'in the black' for shopping - supplies run up to a few hundred dollars per month. Another suggestion was to provide him a debit card to use for shopping on the chapter's behalf. We'll talk with him, see if he wants any changes. The costs of past years for steam-cleaning the grill hood will be going up. We'll be directing them to do a more extensive job, in an effort to head off any issues with health and sanitation inspections.
    • Facilities: In 2010 there were several expenses (tires for the golf cart, furnace repair) that should not recur.
    • Young Eagles: Spent $650 last year. A few expenses won't repeat. This amount was above and beyond the 'credits' provided by nat'l for our Young Eagles flown. Kim suggests one of the ideas from the nat'l YE site is providing activities for the kids while they wait for their turn. She and Michelle will sort through some ideas.
    • B-17 Visit: Rion handles the paperwork, in the past Dunstan has handled the promotion and volunteer organization. Dunstan is stepping down, and we believe Bruce Eicher is willing to step into Dunstan's duties. Need to confirm w/ Bruce. If not, Tom L says he can cover the duties.
    • Tool Crib: The airplane scales will be due for cal this year, but the Prop Balancer should be okay, barring the unforseen. Rion asked that we consider adding a bore-scope to our inventory.
    • Newsletter: Sandra has proposed spending $600 on a copy of Adobe InDesign for Mac, to assist with the newsletter task. This expenditure was individually considered and voted, approved. Additionally, we continue to mail out a dozen or so paper copies of the newsletter and designated money to cover this expense.
    • Website: John proposes that the chapter buy five years of website service, to avoid scrambling every year or two when the period runs out. $400 will cover the one-time expense. This expenditure was individually moved, seconded and approved by vote. An additional $200 was requested to cover additional SW.
    • Finances: Rion reports our accountant will require ~ $750 this year to file our taxes.
    • NW RV Fly-In: Last year $1200 was required up front to pay for porta-potties and shirt printing. Some of the money will be returned through shirt sales.
    • Fly-Outs: When reserving blocks of hotel rooms, the chapter sometimes needs to put down up-front money, released back as members register for rooms. $1500 will be set aside for this expense.
    • Monthly Meetings: Bruce suggests the chapter step up support of the hosts, to bring the victuals up to a dinner standard. RoyT volunteers to coordinate upgraded food. We expect donations back for the food to cover the costs. $100 will be provided to Roy to 'prime the pump' so he's not buying food out of his own pocket and waiting for reimbursement.
    • Chapter Insurance: RonS brought up the issue of chapter liability insurance, previously tabled. We currently carry $1M on our two club hangars plus the breakfast hangar at a cost of just over $500 / yr. We've considered raising the coverage to $2M or $3M. The cost would about (slightly more than) double for 2x the insurance. The board's decision is to remain at our current $1M. Ron also raised the question of adding 'Hangarkeepers' insurance to cover our members projects while in our hangars. Our contract with our sub-leasees is that they maintain insurance on their projects and add the chapter as 'named insured's. Our decision is to not add Hangarkeeper's insurance.
  • Ron briefly summarized another form nat'l has us (him) sign and return, listing several items that we agree to as a chapter. Having informed us of what he's attesting to on our behalf, he'll sign and return the form.
  • Next topic of discussion was consideration of our chapter's overall direction and objectives for the new year.
    • Steve Rosenstock and Patrick Willis joined us to talk about Youth Activities. (Patrick is with OSU Ext Svc -- 4-H)
    • Dick V had suggested perhaps organizing a youth RV-12 build with chapter involvement. Scott McDaniels' group will soon be finished with theirs, and that program has been a success. The group of chapter members building their -12 in our hangar G-3 will also be done soon. Dick suggests we leverage those successes in a youth project. We can't go too far with the project today, but perhaps could begin to gauge interest with the members. The other idea is to come up with a 'broad continuum' of activities, perhaps ending, not starting, with an airplane build project.
    • Tom L asks, "What are the five big hurdles?" Dick answers, Expenses (buying a kit,) mentors, an answer to whether the kids will be able to fly the plane when it's finished and how much. (There is some hope nat'l will change their stance on chapters owning 'flying airplanes.')
    • Pat offers some background: 4-H is for kids K-12, with programs helping kids to become good adults. There are about 700 kids in 100 different clubs in Washington county. The nat'l organization is pushing for additional science programs -- programs in aviation, aeronautics, and the YE tie in with the Sporty's ground-school program seem like a great fit. He notes that it takes about 50 hours of solid 'content' to make a lasting change in the kids.
    • John asks how much of the curriculum would be developed by 4-H and how much by us? Pat will look into what resources are already avalable. Bruce suggests Pat also talk to EAA 292, as they also have an active youth program.
    • Roy asks whether a first step might be to invite prospective kids to a YE rally. Pat answers that that could be an interesting way to start, but since the program is driven by the kids, it's hard to say what direction the kids will take it. He adds there is also some opportunity for grants.
    • Rion asks if the goal is to start a new 'club' at our hangar? That would be terrific, the club has to meet somewhere.
    • Michelle suggests the chapter decide whether this is a direction we want to go, and if so, make a committment, but also start small.
    • Dick asks whether the chapter wants to be a part of the next 'teen build' session. Also asked, how does this affect our involvement with CAS (Centers for Airway Science, another program for youth.) Dick answers not really at all, since CAS is mostly a money deal, not mentors or time. Bruce points out that Hill High also has a great vocational program.
  • General Event Discussion
    • Van's Homecoming is being hosted by 292 again on Aug 26 - 28. They're asking for our help in staging a poker run. Jenny says she'd share what she knows about putting one on, but it wasn't clear whether 292 is just asking for advice, or someone to run the whole thing for them.
    • Poker Run: Settled on Sept 10, but we're a little uncertain how this date would relate do to a 292 run in late August.
    • Holiday Party: Dec 10 picked, but subject to change (host's discretion.)
    • Hangar Events: Ron will schedule Friday and Saturday events according to when he can coordinate with presenters. Has lots of events planned. Bruce also has some ideas.
    • Dick suggests we try to get more 'advertising value' out of our gatherings. Leverage our av- opportunities at our breakfasts, for instance, to folks that might not know all the things we've got going on. Perhaps hand-outs, or a bulletin board, showing what's currently going on in G-3. Sandy suggests her sailing club has a regular 'marketing package' that they use when attending boat shows.
    • Fly-Outs: BobD, JerryV, RonP -- BobD says Grants Pass is inviting us back down there for their event on June 25th. This also includes a Rogue river jet boat ride to dinner and back. GP will produce breakfast, lunch and provide shuttles into town. The people that attended last year said it was a lot of fun. The chapter would reserve a block of rooms for a group rate. Other fly-out ideas to research are:
      • (Ron P) San Juans, Nehalem, Joseph,
      • (Jerry V) Winthrop WA, Leavenworth.
      • (Tom L) Sun River, Port Townsend,
      • (Rion B) Land's End, Smiley/Johnson Ck.
  • Bogardus Trust: RonS suggests we approach the Bogardus Trust with a request to sponsor four $1k flight-training scholarships again this year. Last year, the time allowed for the kids to apply for the scholarships was quite short (three weeks?,) and the suggestion was made to extend the application period a bit longer this time around.
  • Membership Renewals:  There was a brief discussion regarding aligning chapter renewal dates to the turn of the calendar year. For some people it's easier to remember annual dues that are due Jan 1, but this is balanced against the effort to try to realign everyone that isn't on a particular renewal date.
  • Leadership Training:  Bruce noted that nat'l offers chapters 'leadership training.' A couple folks were lined up to attend at OSH last year, but it didn't work out. Benton thinks the sessions are sometimes offered at the other fly-ins (Arlington?) as well.
  • Rosters and e- distribution of member lists. In the past, the chapter has resisted the temptation to distribute the member roster information in electronic form, to avoid it falling into the hands of spammers and other abuse. Benton offered to provide to the board members only, an e-version of the roster information. This opened a discussion of why we don't provide it to the members in this form, and how we could move towards distributing an e- roster. Ideas ran around preserving member's privacy, by allowing an opt-out of any information, or their entry entirely. Idea to announce for three running months the plan to distribute and offer the opt-out? Share on a 'members only' area of the chapter website? Vote to approve, Benton distribute an e- form roster to the board members for now.
  • Backup of chapter email capability: Since RonS took over for Randy, Ron's been the only one in the chapter with access to the member database and bulk-email program. A change going forward, JohnJ will be the primary db/email keeper, with Ron as backup.
  • 'Safety Brief' meeting segment: BobD to coordinate. Len signed up for Feb, Rion May, RonP ?, JohnJ Sept.
  • TCs and FAs: Ron is required to endorse Tech Counselor and Flight Advisor applications. He receives paperwork from people he hardly knows, appeals to the board for thoughts. Board decision/suggestion that he contact the board for each application for 'advice.'
  • New chapter website: John will send out a link for the board to see a preview of the new site he's working up.
  • Logoware: Benton made a case for switching to zazzle.com for chapter logoware. More expensive to members (plain white tee- shirt with logo and custom reg-number $17 + $4 S&H) Accepted on the basis of not having to sink money into non-turning stock, and additional freedom for members to pick colors, sizes, styles. Tees, polos and hoodies! (Everything except pocket-tees.) Approved also, a minor expenditure ($15 estimated) to convert the chapter logo to a stitch-pattern for embroidered goods. Advice is that the chapter continue to use the local bulk printers for RV Fly-In and Poker Run shirts, where the artwork is uniform and no customization is needed. The price is better for us that way.
  • Hangar:
    • Rent is going up for the new year. Total going up from $468 to $510 / mo, for G-1/G-3 + breakfast hangar use. Rion will touch bases with the Starks to see if they're amenable to a year-up-front discount (as they offer to other tenants.) The increase/discount will be passed along our sub-tenants. o Internet: We've been piggy-backing on the Stark's connection. This has been problematic, with reception being unreliable and variable. We can get our own connection for $600 / yr. The connect price still seems too high for our benefit. Basic connectivity issues aside, setting up a 'hot spot' would be great for everyone with wireless-laptops. Meeting Coord: Bruce Rose volunteers to cover the duty until someone else agrees. Bruce's ideas run to museum/collection visits.
    • G1/G3 Utilization: The RV-12 build in G-3 is nearly complete. Will move the current project in G-1 to G-3 when they're finished. o 50th Anni - Bruce would like to order commerative pins that could be given out to members for participation in any chapter activity. About 75c in thousand quantities. Norm has suggested patches and brought samples from past events. In either case, the suggestion is that we move quickly so as to have the items to give out for as much of the year as we can, vs. just on the anniversary day or month.
    • Picnic tables: BobD is still trading emails with Bob Stark, everyone's agreed, just need to get together to do the lumber shopping.
    • Ron circulated the annual 'Conflict of Interest' statement around the table. He'll forward by email to the board with a signing party at the next board meeting.
  • As required by the Bogardus Trust agreement, Rion presented a 'State of the Trust' report to the 105 board. He summarized the trust's gifts for 2010, and account balances.
  • JohnJ has been adding chapter documents (e.g. hangar sublease forms, use policies, etc) to a collection on the chapter website.

The meeting was finaly ajourned at about 2:30 in the afternoon.