SUN LAKES AERO CLUB

Minutes of the Board Meeting

Date of Meeting: Tuesday, May 15, 2007

Present at the Meeting:

Al Galvi, Vice President

Ben Thompson, Treasurer

Elton Dyal, Program Officer

Bill Johnson. Web Administrator

Larry Lathom, Member-At-Large

Absent from the Meeting

Bob Walch, President

Tom Malthaner, Secretary

Dick Vaughan Activities Officer

Gary Vacin, Provost Marshal

Call to Order:

Al Galvi opened the meeting at 09:35 AM.

The Minutes of the last meeting on April 17, 2007 were approved by the Board.

Reports:

Web Administrator's Report:

Bill Johnson reported that he is continuing to work with Vern in transferring control of the website, and Vern has agreed to work with Bill as long as needed.

Treasurer's Report

Ben Thompson reported a closing balance of $757.34, as of May 15, 2007.

2007 paid members – 67

The website shows 12 members who have not paid their dues. Why? (Our Policies and Procedures Manual states: “Membership shall be cancelled when a member fails to pay the annual dues by April 1”)

SLAC has been credited $0.03/yr for each domain name we registered or renewed dating back to July 1, 2006* -- $0.03 has been placed into our GoDaddy account with our customer number: 1243896. Our in-store credit has been applied to our purchases at GoDaddy.com until it’s gone or for up to 12 months, whichever comes sooner.

Publicity has been submitted to both the “Splash” and the “Sun Laker” for their June issues.

Activities Report:

In Dick Vaughn’s absence, Al Galvi requested to discuss the next activity, which is the Fly-In scheduled for May 29th with 2 planes currently scheduled. Al proposed that trip to Prescott to visit the FSS be postponed since the sign-up is low, and that it be rescheduled in the fall when more members have returned to the area to take advantage of what should be a very interesting visit. All agreed. In Dick’s absence Bill Johnson agreed to send a message on behalf of the Board to notify members that the Fly-In is cancelled and postponed until the fall due to the low response from pilots and members.

Program Officer's Report:

For the Wednesday evening programs, Ben Thompson agreed to define the hardware and software tools required and available to meet the needs for presentations. Ben will submit the report to the Board at the next meeting.

Elton reported that Tom Malthaner is scheduled to speak at the next General Meeting in October. His presentation will be on World War II History.

He also is working on lining-up a couple of other speakers for the fall. One of those being discussed is a presentation by Patricia Parks about the Flying Samaritans.

Tom Malthaner is also available and has material for additional presentations if needed for some of the meetings.

Provost Marshall’s Report: No report.

The Board approved the reports.

Old Business:

Last month the Board decided to review each officer’s duties and job descriptions that are contained in the By Laws, and for each officer to document their duties as they are currently performing them.

There was further discussion at this meeting, and the documented duties were submitted for the positions of Treasurer, Secretary, and Website Administrator. These are included following the Minutes of this meeting as Addendum A: Officers Duties – Proposed

Al Galvi also submitted a recommendation for revising the Vice-President position description, and that is documented under New Business.

It was agreed that each officer should review the descriptions of their office carefully during the summer hiatus, and be prepared to discuss them at the next Board meeting in October. It will be determined at the October Board meeting whether the By Laws should be revised.

Larry Lathom is currently a Member-at-Large and he pointed out that the position description in the By-Laws is very general. After discussion, Larry agreed to document responsibilities for the Member-at-Large position for the October meeting.

There was more discussion about Fly-In’s, and what additional ways we can encourage pilots to participate in order to have more planes on the Fly-In’s. It was agreed that we could eliminate the Membership Fee of $10.00 for pilots, but it was also recognized that this is a small incentive. The Board will continue to look for ways to encourage more pilot participation.

New Business:

Al Galvi proposed the following revision to the SLAC By-Laws Article I. Purpose

• 1.01 The purpose of the Sun Lakes Aero Club (SLAC) is to foster camaraderie through General Aviation related activities including participation in active Fly-In’s, monthly presentations, and visits to relevant facilities.
• 1.02 A further purpose is to share General Aviation activities that serve the members of widely varying interests, such as: powered flight, sailplanes, homebuilt aircraft, and radio controlled and rubber band powered model aircraft.

NOTE: The last sentence of the current 1.02 is deleted.

The Board agreed and accepted the proposal.

Al Galvi proposed the following revision to the SLAC By-Laws Article VII. Officers’ Duties

• 7.03 Vice-President: The Vice-President shall assist the President and assume all of the responsibilities of the President in the absence of the President.
• He shall offer suggestions and assistance to the Board consistent with the general organizational structure and purpose of the club.

NOTE: The second sentence is added.

The Board agreed and accepted the proposal.

The Board discussed the current Policy and Procedures:

• DUES

Membership shall be cancelled when a member fails to pay the annual dues by April 1.

It was agreed that the Membership Dues delinquency date will be set to June 1, in consideration of the summer hiatus when many members leave the area.

Current policy is to accept new members after September 1 with no dues until the first of the year. It was suggested that since there are no meetings or activities from June through September we should extend the dues free period to new members joining after June 1.

The Board agreed and accepted the proposal.

The next Board meeting will be on Tuesday, October 16, 2007.

The meeting was adjourned at 11:05 AM.

Submitted by: Bill Johnson, Recording Secretary appointed for this meeting

Addendum A: Officers Duties – Proposed

Sun Lakes Aero Club – By Laws

Article VII. Officers’ Duties

7.03 Vice-President

• The Vice-President shall assist the President and assume all of the responsibilities of the President in the absence of the President.

• He shall offer suggestions and assistance to the Board consistent with the general organizational structure and purpose of the club.

7.04 Treasurer

• Collect and disburse Club funds as requested by the President, Vice-President, or Board.

• Deposit and maintain Club funds to the credit of the Club.

• Maintain records of all transactions, including the receipt of members’ dues.

• Provide members’ dues data to the Website Administrator for use in the membership roster.

• Issue reminder notices to members in arrears until 60 days after dues or fees are due.

• Develop a report for presentation to the Board at the November Board meeting.

• Provide a year-end report for distribution and publication to the Website Administrator.

• Provide other such services as directed by the President, Vice-President, or Board.

7.05 Secretary

• Ensure the names of the Club's President and Vice-President are kept current with the publisher of the Robson Source Book. This will be accomplished by publishing the website address in the Source Book, so that at any time the current officers are available upon inquiry.
• Record the minutes of the General meetings, Board meetings, and special meetings that may be called by the President.
• Distribute meeting notices through a newsletter at least one week prior to a General meeting.
• Submit monthly articles to the Sun Lakes Splash and submit articles to other periodicals and newspapers when the opportunity arises.

7.09 Web Administrator

• Maintain the www.sunlakesaeroclub.org website with the latest information of interest to the members and the general public.
  
  
• Review and execute necessary system maintenance to the website to ensure that it remains operational, and seek support from the website vendor (GoDaddy) when needed.
  
  
• Issue the “Update Memorandum” to members on a monthly basis.
• This will primarily include items related to aviation, and as time permits, other items of general interest to club members.
• The content of the articles will be reviewed for publication based on the suitability for all age groups.
• Discretion will be exercised and generally articles will not be published that contain political and religious overtones and explicit language.
  
  
• Post the Treasurer's Year-End Report on the website by January 15th.
  
  
• Follow instructions and guidelines issued by the Board, i.e., posting information on the website that supports the purpose of the Club.

End of Report