MINUTES

OF THE

SLAC BOARD MEETING

Date of Meeting: January 20, 2004

A Board Meeting of the Sun Lakes Aero Club was held in the Ocotillo Room in the Arts and Crafts Building at Oakwood Country Club, Sun Lakes, Arizona.

Present at the meeting:

Vern Nelson, President and Web Manager

Jim Boone, Vice President

Ray Schrecengost, Treasurer

Bob Earl, Secretary

Dick Vaughn, Activities Officer

Ziggi Wirganowicz, Provost

Al Galvi, Member at Large

Sam Doria, Member at Large

Absent from this meeting:

Elton Dyal, Programs Officer

Jim Parish, Member at Large

The meeting was called to order at 9:15 a.m. by President Vern Nelson.

Business Agenda Discussed

The minutes of the December 16, 2003 meeting were reviewed and approved.

Vern announced that Elton Dyal has tentatively arranged for Bill Yoakey, former Director of the Champlin Museum, to speak at the February General Meeting.

Vern briefed members of the board on the medical condition of three of our members, Stan Aronoff, Michael Boylan, and Jim Caldbeck.

Vern asked the Board to take action to clarify the policy of the Club giving contributions to museums visited during a Fly-In or a Field Activity. The Board agreed to a motion presented by Ray Schrecengost that SLAC would contribute $50.00 to an organization, such as a museum, that is not a commercial business and does not charge admission fees for a visit by SLAC members during a SLAC sponsored Fly-In or Field Activity. This action clarifies a policy approved during the February 25, 2003 Board Meeting. The policy of the President sending a “thank you” letter, or letter of appreciation was reaffirmed during the discussion at this meeting. The discussion turned to the Commemorative Air Force (CAF) tour. The Board agreed that even though the CAF normally requires an admission fee, it was waived for the SLAC tour and therefore a contribution to the CAF is in order.

Vern recognized Ziggi to show the Board a condolence card he made up as a template for recurring use by the Club. The sample, however, had been used and Ziggi was not able to show it. This action was tabled until the February meeting.

Vern asked for Board input regarding the purchase of a microphone with a 20 ft. cord for use at the meetings. The Board asked Vern to test it at the January meeting, action was tabled.

Vern asked the Board to view the meeting rooms offered by the Oakwood Club. A viewing was conducted following the meeting.

Vern recognized Ray Schrecengost for a report of funds. Ray said there is $441.24 in the bank account and he has some checks that had not been deposited. Ray expects to receive 2004 dues payments at the meeting tomorrow. Ray reported that C. B. Peterson, Certified Internal Auditor, audited the Treasure’s records for the years 2002 and 2003 and certified their accuracy. Mr. Peterson also made recommendations during the annual audit that he conducted on January 2, 2004, such as: the Treasurer should track all checks assigned to other Club officials, and issue receipts and retain receipts for all transactions.

Vern asked the Board to take action to identify a vendor of choice for the pens that the Club gives to those who provide programs at the General Meetings. The Board approved Marty’s Trophy’s, Chandler, to be the sole source for the pens.

Vern recognized Dick Vaughn, Activities Officer, who reported on the Fly-In 1/8/04 to Flagstaff, the Fly-In 1/15/04 to Pew Field and the upcoming plans for the Honeywell Field Trip. Dick said a Fly-In to Palm Springs is scheduled for February 10, 2004. Vern noted that random selection of days for Fly-In activity causes problems with some members who need to plan sooner than information is made available. It was decided by the Board that, normally, Fly-Ins will be scheduled for the second Tuesday each month. It was also noted that there may be exceptions and there may be additional Fly-In activity, but normally, the 2^nd Tuesday each month will be the day for a Fly-In.

Vern asked the Board to consider the formula used to reimburse pilots for expenses incurred during a Fly-In. After considerable discussion, it was decided to leave the current formula “as is”, but for the Activities Officer to include a statement on the letters to participants that the current formula does not always defray the costs to operate the aircraft and that participants should recognize, in a tangible way, the costs incurred by the aircraft operator.

Vern recognized Jim Boone to report on the SLAC banquet. Jim reported that there was not enough interest in the event to make it viable. Jim cancelled arrangements and is returning the deposits.

Vern asked Ziggi to make name tags for the speakers for January and February General Meetings.

Vern requested the Board to review some of the records and properties that are accumulating and assign their oversight and care to an appropriate officer of the Board. The Board decided that: the President shall retain the Contracts; the Treasurer shall retain the records of all monies; the Secretary shall retain the By-Laws, the Board Meeting Notes, and the Newsletters; the Provost shall retain any properties, such as the Karaoke Amplifier, and to retain records of all such properties; the Activities Officer shall retain all of the current Release from Liability forms.

Vern closed the meeting at 10:30 and the Board members viewed the rooms at Oakwood that are available for use.

Respectfully submitted by

Robert D. Earl, January 20, 2004