HPAC/ACVL
Annual Directors Meeting - 2006
Mont Ste. Anne, QC
April 29-30
Meeting Place –Chateau Mont Ste. Anne, Etes meeting room.
AGENDA Saturday April 29
- 1.0830 Convene meeting
- a.Introduction
- b.Establish Time Line
- c.Additions/ deletions from Agenda
- d.Minutes of the last meeting
- e.Business arising from the minutes
- f.Presidents report Michael Fuller and discussion
- g.Break
- h.Business managers report Troy Whitmore (Troy Whitmore (BM)) (Troy Whitmore (BM)) Whitmore. and discussion
- i.Presentation of Year End actuals - Charles Mathiason
- LUNCH 1200- 1300
- 1.1300 the 06/07 Operating Budget - Discussion of Budget and approval
- 2.1530 Air Editor report - discussion
- 3.1600 Safety report
- 4.1800 End of Session
- 1810 Dinner and relief
AGENDA Sunday April 30
- 1.0900 Reports and discussion
- a. CIVL - submitted by Stewart Midwinter
- b. Badges - submitted by Vincene Muller
- c. Competition - submitted by Doug Keller
- d. Insurance - submitted by Gregg Humphries
- e. Transport Canada Liason - submitted by Andre Nadeau
- f. IAC Chairmans report Peter Darien-Varzeiotis and discussion
- g. Diciplinary
- 2.1030 Web Team report – submitted by Judith Newman presented by Gerry Grossnegger
- 3.1100 Awards
- i. Solid Ground
- ii. Jamie Christensen
- iii. Cliff Kakish
- iv. Performance awards in HG and PG - recommendation of comp chair Bernard Winkleman
- 4.1200 LUNCH This may be “lunch in” depending on the press of business and the time available
- 5.1300 Board Development
- 6.1430 New Business
- (1) appointment of auditors
- (2) ADM 2007
- (3) Instructor defence Fund Prd
- (4) IAC Committee Chair
- (5) Marketing
- (6) National Site Development
- (7) BCHPA proposal
- (8) Additional Funds to Endowment Fund for Competition.
- (9) Conflict Resolution – Mike Miller
- (10) Election of Executive Officers for 2006-07
- 7.1700 Adjournment of Meeting
Minutes
08:45 Convene meeting
Michael Fuller
Michael Fullers opening remarks, request for new business.
09:00 Review of 2005 minutes from Meeting in Nova Scotia
Presented by Mike Miller
Call for nominations for provincial representatives for: Manitoba, Quebec and Alberta by Sept. 1st, 2006.
Master Plan
- Action - Need to automate deadlines with universal BOD input
- Gerry Grossnegger and Charles will implement.
Instructor Ratings
Conflict Resolution
Minutes of 2006 meeting completed by end of May
Document of Expenses PRD needed.
- AGM before end of June- 90 days after end of fiscal year.
09:40 Annual Presidents Report for 2006
Presented by Michael Fuller
Non-crises year
Highlights:
- Competitor Endowment Fund
- IAC Chair-Rating review, Instructional standards
- Administration is all under one roof with AQVL/HPAC
- Insurance maintained and improved
- New Competition Rule book created
- New Business Manager appointed
- New, highly qualified Safety officer appointed
- Site Preservation committee established
- PayPal fully implemented
Shortfalls:
- No marketing plan - need demographic data, support for schools
- Instructor defense fund PRD
- Rating review incomplete.
To Do
- Marketing
- New IAC Chair
- National Instructional Standard
- Develop Site Preservation Committee
- Install a new IAC Chair
- Administration-Thanks very much for a job well done to John
- Michael Fuller Fuller is stepping down as President-thanks to: Gerry Grossnegger, John, Charles, Judith Newman, Doug Keller
10:30 Business Managers Report
Presented by Troy Whitmore (BM)
Submitted by John Burk
- Needed hardware?
- Possible to sign HPAC waiver by computer?
- 800 number or Skype-in?
- Posted new addresses
- Quebec translation
- Change of addresses and names on all forms
- All BOD change to OPEN Office program
- Look into official government translation service-Troy Whitmore (BM)
- Action -Price for translation, especially IAC –Jacques Blanchet
11:15 Budget clarifications for year end presentation
Submitted by Charles Matheson
- FAI Sporting licenses
- Vincene Muller takes care of all licenses now
- Should Troy Whitmore (BM) take care of it?
- Ask Vincene if she wants to continue to administrate this
- Endowment Fund-track interest-invest in higher income vehicle-invest 5% +$5000
- Separate Defense and Endowment Fund into individual GIC’s or other income vehicles
- Make payments to all Provincial regions annually on January 5.
- Quebec possibly bi-monthly to allow publishing of Sur-Vol
- HOLC account shows differences
- Schools paying insurance
- Family memberships
- Paraglider magazine subscriptions
- Translation costs-Presently a HPAC member provides services in exchange for HPAC credit. Needs to be tracked by Troy Whitmore (BM)
MOTION 1 - To accept Balance Sheet with Amendment + 5% of $10 000 of Endowment Fund
Moved by: Mike Miller
Seconded: Gerry Grossnegger
Vote: unanimous
Result: Passed
MOTION 2 - To accept Operating Budget for 2006-2007
Moved: Kevin Thompson
Seconded: Cas Wolan
Vote: unanimous
Result: Passed
? Action - Investment beyond GIC- 3 people with signing authority-President, treasurer,
Troy Whitmore (BM)
- General Funds into GIC
- Defense fund into GIC
- Endowment fund into higher interest vehicle
16:00 Air Editor Report
Submitted by James Keller -accepted
- Exchange articles with Sur-Vol. Translate one article per issue into/ from French
- AIR must be out in June for announcement of AGM, provincial representative elections
- Seek advertising sources out of flying community
- Demographics need to be defined
- Do we want a regular correspondent
- Present AIR free to Landowners
- Other Surplus AIR to libraries
MOTION 3 - Give AIR free to Landowners, administered by Provincial Representatives Annual review of mailing list
Vote: Unanimous
Result: Passed
Increase revenue to allow to start paying for articles
• Provincial Reps. will submit names by June 30
MOTION 4 - AIR Editor awards free HPAC membership for Editors Choice of best submitted article of Year
Moved: Kevin Thompson
Seconded: Jacques Blanchet
Vote: 6 for, 1 decline
Result: Passed
MOTION 5 - Editors award for Survol awarding free HPAC membership
Moved: Jacques Blanchet
Seconded: Gerry Grossnegger
Vote: Unanimous
Result: Passed
16:00 Safety
- Process for Fatality investigation
- Development of Safety Committee-deal with: what, how,
- Reports to BOD
- PRD for committee needed
• Action -Anonymous on line accident reporting- Gerry Grossnegger
16:45 Merchandising
Positives of a Merchandising Program
- + Fund Raising
- +Group co-hesionising
- +Advertisingising
- +Awareness of HPAC/AQVL
Negatives of a merchandising program
- -Long payback on stock
- -Overstock losses
- -unhappy membership spending their money
- -Cost
? Action - Use CAFÉ PRESS for merchandising products - Gerry Grossnegger
- Do a test run
- Time line by end of May
- 5-6 ideas submitted to BOD and/or membership (possible AGM topic)
- SPAM membership for ideas
- Troy Whitmore (BM) to research ideas
- Possibly stickers to members
- Must be bilingual or with language options Sunday April 30
09:20 Reports Badges Submitted by Vincene Muller
accepted
09:30 Competition Submitted by Doug Keller
accepted
- need to automate the competition points system in data base
- Review of Rulebook
- Get rulebook on line, translated
• Domagoj Juretic will look into translation costs
09:35 Insurance Submitted by Gregg Humphreys
accepted
- Looking at improved market, thus lower rate this year
- Look into re-instituting US coverage
- Need to follow-up on Insurance committee reappointment
• Ask Gregg to interview applicant: Brad Shank, member #3409
Brad A. Shank, CIP3409
Aviation Specialty Group3409
Aon Reed Stenhouse Inc.3409
Vancouver3409
Direct Line 604-443-2498 ext.3409
Fax 604-443-3342 ext.3409
Email brad.shank@aon.ca
09:40 Transport Canada Liason
Submitted by Andre Nadeau - accepted
- Need to clarify HAGAR validity
- Transport Canada (TC) will stop giving HAGAR exams
- Problem with members submitting false HAGAR
• Troy Whitmore (BM) will verify HAGAR numbers with TC
• verify medical certificate requirement
• will require copy of HAGAR certificate as proof
10:25 - IAC Report
tabled
10:25 - Disciplinary
tabled for new business
10:30 Web Team Report
Submitted by Judith Newman - accepted
- Change hosting to Gerry Grossnegger and save money, give BOD access to data
- Check addresses on all forms for currency
- Access to regional e-mails for clubs/provincial associations
- Charge $18 for AIR/SURVOL, needs AQVL approval
- Synchronize HOLC payment with OLC
- Set up a phphh community talk page instead of the Yahoo page
- Action - Gerry Grossnegger set up web for regional access to web addresses
- Action - Gerry Grossnegger Make one page access for membership with all functions
11:30 IAC Committee
Submitted by Peter Darien-Varzeiotis
- appoint new IAC chair-Eric Olivier proposed
- create new committee
- west-Mike Miller
- Quebec-Jacques Blanchet
- central-Gerry Grossnegger
- east-Michael Fuller
- time line-ratings ready for Sept.30
Motion 6 - Appoint Eric Olivier to chair of IAC
Moved: Jacques Blanchet
Seconded: Mike Miller
Vote: Unanimous
Result: Passed
- Thank Peter Darien-Varzeiotis for a job well done
13:50 Legal Committee
Submitted by Mark Kowalsky - accepted
-Waiver law questions
14:00 Instructor Defense Fund PRD
Submitted by Mike Miller
- Need to contact legal committee about ramifications
- Require evidence of a bill or invoice for access to monies
- School insurance pays for fund with HPAC topping up to $5000 until target $30,000 met.
- Will be allowed to grow beyond $30,000 by interest accumulation.
- Ability of HPAC to deny request or demand repayment in event of gross negligence
- To be completed by May 30/06
14:30 Awards
Solid Ground Award
- tabled for 1 month to await submissions
Jamie Christensen Award
- Nominee (Votes)
- Fred Wilson (1)
- Barry Morwick (2)
- Rene Marion (4)
Cliff Kakish Award
- Nominee (Votes)
- John McIsaac & Cathy Ann-Davidson (7)
- Armand Accioni (0)
Motion 7 - Provide $100 for award plaques for Jamie/Cliff awards
Moved: Kevin Thompson
Seconded: Jacques Blanchet
Vote: Unanimous
Result: Passed
15:30 - Auditors
- retain Evalyn Carruthers as auditor
- will be for AGM
15:40 - ADM 2007
- Pemberton BC and Winnipeg Man offered
- Expand meeting to 3 days
- Early in April.
Motion 8 - To hold the 2007 Adm in BC
Moved: Mike Miller
Seconded: Kevin Thompson
Vote: 4 for, 2 against
Result: Passed
16:00 Marketing
Presented by Troy Whitmore (BM)
Goals for marketing
- create ownership
- create growth
Tools
- merchandising
- demographics
- communication
- assistance from National Sporting Organization, Tourism boards
Method
- Celebrate heroes
- Cover events, ie. Nationals, Lumby Days, Miles for a Cure etc..
- Promote schools=more members
- Merchandise
16:50 Site Preservation
Submitted by Phil D eon
- PRD not ready
- needs to consider national committee membership to lend credibility
- Possible new chair Rob Samplonius, Margit Nance
- Domagoj Juretic can address marketing assistance if needed
17:00 BCHPA Request
Submitted by Margit Nance BCHPA
- Full access for HPAC
- Needs more input from local people-Peter Bowle-Evans
- Legal options
- Is it applicable country-wide
- Does it meet Federal Impact Assessment guidelines?
- Can HPAC afford $7000
- Can the scope of the study be broadened to cover the rest of the country
Motion 8 - To support the BCHPA to $4000, $2500 from general and $1500 from marketing
Moved: Gerry Grossnegger
Seconded: Mike Miller
Vote: 4 for, 1 against
Result: Passed
18:00 Develop policy for special needs
Domagoj Juretic committees-Look at under IAC, Safety committees -Deferred
18:20 Conflict Resolution
Submitted by Mike Miller
- Post to all directors
- Have legal committee look it over
Motion 9 - Appoint Gerry Grossnegger president, Mike Miller vice-president, Domagoj Juretic secretary
Moved: Kevin Thompson
Seconded: Cas Wolan
Vote: Unanimous
Result: Passed
18:40 Meeting Adjourned
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