MINUTES

OF THE

BOARD MEETING

 

Date of Meeting: January 18, 2005

 

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

 

Present at the meeting:

Dick Vaughn, President

Vern Nelson, Vice President

Bob Earl, Secretary

Ray Schrecengost, Treasurer

Bill Johnson, Activities Officer

Elton Dyal, Programs Officer

Bernie Peterson, Provost

 

Absent fro this meeting:

Al Galvi, Member at Large

Jim Boone, Member at Large

 

Dick Vaughn opened the meeting at 9:03 am.  Vern Nelson, in the absence of Past-President Jim Boone, handed a gavel to Dick Vaughn in a symbolic gesture of installing Dick as the President of the Sun Lakes Aero Club.

 

The Board Meeting notes of the December 14, 2004 meeting were approved.

 

Dick made the following appointments to the Board for 2005: Activities Officer – Bill Johnson; Programs Officer – Elton Dyal; Provost – Bernie Peterson; Member at Large - Al Galvi; and Member at Large - Jim Boone. 

 

Ray Schrecengost reported that the bank account balance is $732.35 and that he has dues payments of $20.00 in cash and a check to deposit.  Ray was asked to provide a copy of the audit report which Ray said he would forward to Vern.

 

Elton Dyal reported that Dan Fulgham is prepared to provide the program at the General Meeting January 19, 2005.  The other speakers committed for a presentation are: Tim Brown (February) and Mike Halloran (March).  He is going to try to get an aerobatics pilot to speak at the April meeting and invite Andy Billick a pilot, Oakwood resident and former FAA Alaska Regional Director to speak at the May meeting.

 

Bill Johnson reported that plans are developing for the Kitt Peak Fly-In and Field Trip.  Currently, there are 3 aircraft, 2 vehicles and 14 persons signed up to go.  There is a need for another vehicle.  This is a complicated activity because those who fly are dependent upon vehicles used in the Field Trip to pick them up at Ryan Field for a 38-mile ride to Kitt Peak.  The next Fly-In, end of February or first of March, is planned to Tucson International Airport to tour the Titan Silo south of Tucson.  Another attempt to tour the USS Midway in conjunction with a Fly-In to Brown Field, San Diego is in the planning for April or May.  A Field Trip is being organized to the Boeing-Apache Helicopter plant at Mesa Falcon Field.  Other Field Trips are being considered in an effort to enhance local area tours involving a different cadre of club members.

 

Vern Nelson reported that maintaining the SLAC Web Site is a full time job and that he is always looking for assistance.  He said there are revisions under development.

 

Old Business

 

The subject of identifying a source for jackets, tabled from the November 16, 2004 and December 14, 2004 Board meetings, was briefly reviewed and tabled again until February. 

New Business

 

A motion was made to add the following statement to the Policy and Procedures Handbook, “Annual Dues are $10 per year payable on January 1st.  If joining after September, dues will be credited through the following year”.   This has historically been displayed on the Application Form.  It will also be reflected on the SLAC Web Site.  Approved by the Board.

 

A motion was made to add the following process to the Policy and Procedures Handbook, “Following the election of officers at the December General Meeting, and prior to the end of December, the President-elect shall identify the names of the members appointed to the offices in accordance with By Laws Article 5.04 and Article 6.02”.  An error was noted in Article 6.02 that will be addressed at the next Board Meeting, as required by Article 9.01. The error indicated certain offices (Activities Officer, Provost, Programs Officer and Web Manager) would be elected on a two year basis.  Approved by the Board.

 

A motion was made to delete the requirement for a witness to sign the Release from Liability Form.  Approved by the Board. 

 

NOTE: The Board determined that members who have already signed an earlier version of the Release from Liability Form should NOT be required to sign a newer version of the form. 

 

In accordance with By Laws, Article 7.01, the annual review of job descriptions and/or duties of each office was conducted in the order listed below:

·           Treasurer – okay, as is.

·           Secretary - okay as is.

·           Vice President – okay as is.

·           Web Manager – added responsibilities to include: the maintenance of a list of the club’s physical assets, and a repository of all *exterior correspondence

·           Programs – recommended gathering promo info from speaker to be used to advertise
program and inviting Jim Space to participate in writing assignments

·           Activities – recommended use of additional individuals in ad hoc committee.

·           Provost – changed to: assign physical assets to other offices as the repository of the asset.  Maintains a close alliance with and assists the Web Manager who will maintain the inventory of club assets.  Coordinate and negotiate arrangements for the President to contract for meeting rooms.  Prepare
 the meeting rooms for club uses. The Provost is integral to the order of General Meetings by preparing and distributing name tags, posting the Sign-In Sheet or Attendance Sheet and ensuring that individuals sign it.  Forward the Attendance Sheet to the Treasurer.

·           Members-at-Large – The Board feels that Members-at-Large should be asked to participate in actions   necessary to support other offices, as necessary
                   

*All officers who write an external letter shall use the SLAC letterhead and furnish a copy of the letter to the Web Manager.

 

Respectfully Submitted

Robert D. Earl, Secretary                                                                              January 18, 2005