Minutes of 2009 HPAC Annual Directors’ Meeting taken by Charles Mathieson
Friday 24 April 2009 9:30 a.m. at Sports Manitoba Building, Winnipeg, MB.
Charles agreed to take minutes today.
Discussion of tools required at future ADM meetings. Michael Fuller prepared list of requirements for holding ADM.
9:35: Domagoj called meeting to order.
Directors present: Dom, Gilles, Bruce, Michael, Cas, Amir.
9:50: Discussed and decided changes to planned agenda.
Sam Jeyes made notes of necessary actions and people to do them in separate document.
1 a) item action not done. “Letter and Certifcicate of Appreciation for services rendered – to be discussed on forum”
Michael Fuller and Amir put forward motion to approve ADM 2008 Minutes. Voted unanimous in favour.
1a) Letter and Certificate of Appreciation for services rendered: Bruce Busby to do action item
1b) Government Funding for Translations: Sam Jeyes to do.
1c) Enroute Article: Sam Jeyes ongoing.
1d) Café Press – Sam to repatriate all of Café Press info from Gerry and give summary.
2 ii: Corporate Advertising – BM responsible, to be discussed by BOD. Sam – business in our sport for free advertising.
2 iv) AIR on line - .pdf version free on website, optional hard copy for $40/yr AQVL members. – James to re-explore.
7 a) Directors outside of policy – need to discuss – Sam will look into it and consult Gerry Humphreys.
9) Validity of Waivers - Dom in progress
12 a) Sam to update – Archives of past recipients need updating by webmaster.
12 b) Responsibility of regional director - $150 for award, article in AIR, letter of recognition on letterhead (Sam to send a copy of the letterhead to Directors) (Note budget should plan for $150 award, how many such awards per year).
16 Volunteer Compensation Program – Sam to get definition from BOD on who are Volunteers in November 2009.
4 ii) “Eagle of the month”. Discuss at time AIR issues discussed.
5 iii) safety officer need to be removed from Officers of HPAC (see SOP 240-1 passed unanimously at ADM 2008). Sam will check in by-laws if it is in there, special motion to get it removed.)
CIVL Report – Decide to add $500/year, compoundable, for CIVL delegate to attend meetings once in 3 years (Charles to revisit during budget discussion.) Budget 2008-2009 has a CIVL Travel expense item budget amount $500.00. No amount in 2007-2008 budget for CIVL Travel.
Airspace Defence Strategy to be discussed
Motion: As of 1 May 2009, new members must be HPAC/ACVL rated or have recognized equivalency as per SOP 410-0. This policy does not apply to past or current HPAC/ACVL members. Bruce and Cas put forward motion. Voted passed unanimously.
Motion: Approve to include course evaluation in welcome package as presented by Amir on the HPAC BOD Forum. Amir and Bruce put forward motion. Motion passed unanimous
Business Manager Report
Michael Fuller raised request that web site should automatically send out membership renewal reminders one month before expiry. This would relieve BM of manually using BM admin page to produce list of e-mail and paste into an e-mail.
Motion: Eliminate instructor rebate program. Michael and Amir put forward motion. All in favour except Cas voted against. 5 in favour 1 declined. Motion passed.
Motion: Establish credit card account for use by the Business Manager. Michael and Cas. Passed unanimously.
Motion: Terminate email@example.com PayPal account. Passed unanimously. Its administrative overhead disadvantage seen to out weigh its advantage of few potential fee savings (in case only appropriate people (i.e. PayPal members send money from their PayPal account) use it).
Charles, Garry and Sam to setup primary PayPal account login accessible to BM and Treasurer so that they can download detailed spreadsheet transaction history reports from PayPal. (PayPal only offers this ability to primary login of PayPal account. (not to secondary “multi-user” PayPal logins).
Quarterly reports to be produced by BM to BOD: Membership numbers (2 weeks prior to AIR publications), Balance Sheet, Evaluations Received, Special Project Status, Office problems and successes.
Calendar sales promotion successful. Should separate out calendar expenses in financial statements. Currently calendar expenses are included with other office and shipping costs. Sam plan to place call for photo submissions into next AIR.
Saturday 25 April 2009 9:45 a.m. at Sports Manitoba Building, Winnipeg, MB.
Directors present: Dom, Gilles, Bruce, Michael, Cas, Amir
Web Site overhaul RFP
Amir presentation Web Site Committee report results.
Bruce Busby to do call for bids for image marketing image consultant for the sport.
Amir Izadi work to get RFP out for Web Site Revamp. Planning asking Bernard whether he willing be key contact for bidders to ask/answer questions.
Final 3 short listed bidders will do tele/video conference interviews with BOD before BOD decides the winning bidder.
Charles to provide 1-pager list of technical features that current Web site is using. This information will provide bidders with necessary info to get key idea of scope and size of work required.
Non-disclosure agreement will be needed for final 3 short listed bidders to have option to review current code-base of web site design (without …?
Take out fluff. Sam to summarise over next three months.
Back to goals and mission (/pub/?pid=69)
Structure / Regional Representation
Amir, Ask members at AGM what representation they want? Status quo, purely membership based, amalgamate some regions.
Amir suggesting option 1: BC, Alta, Ont/MB/Sask, Quebec, Atlantic.
Amir suggesting option 2: BC, Alta/Sask, MB/Ont, Que, Atlantic.
Amir suggesting option 3: BC, Alta, Sask/MB, Ont., Que., Atlantic.
Options considering putting forward to AGM:
- Status Quo
- 7 to 6 (SHPA + MHGA) with president as tie breaker
- BC, AHPA+SHPA, MHGA, OHPA, AQVL, HPAAC.
BOD decided to accept Cas Wolan’s offer to transfer responsibility of Sask HPAC director to another SHGA member to be named.
Sam will prepare Cas Wolan announcement – “Transfer of responsibility” to alternate SHPA representative. Will be on Safety Committee and IAC Committee. Committee chair to review who is on committee.
Motion: The board accepts that the Director from Saskatchewan will step down from his position and will be replaced by another director from his region for a minimum of two years effective 27 April 2009. Moved: Cas Wolan, Second: Bruce Busby. Unanimous.
Rating Review Implementation
Tabled for later on-line BOD discussion.
Need vote on reviewed financial actuals from reviewer
Vote in reviewer for coming fiscal year 2009-2010
Vote for changing fiscal year.
Vote to modify the notification requirements for AGM and Special Meetings.
Motion: Hold vote at AGM to modify notification requirements for AGM and Special Meetings to not less than 15 days. Put forward by Michael. Seconded Amir. Passed unanimously.
(Motion: Hold vote at upcoming AGM to modify fiscal year end to 31-Dec requiring AGM to be held by 31-Mar each year. Tabled for later.)
Funding for competitions and vote
Motion: First 10 registered Canadian competitions, up to $250 each. $25 amount per participating competitor up to the maximum amount of $250. Effective from 1 May 2009 to 31 December 2009. To be applied to Business Manager by Event Organiser. Put forward motion: Bruce Busby, Cas Wolan seconded. Unanimous vote.
Rename Defence Fund to Instructors Defence Fund
Rename Endowment Fund to Competition Endowment Fund.
Arrange Bank Stmts be sent to BM.
Check when buying office equipment, check for discounts for not-for-profit organizations.
Motion: Approve the presented Actual Financial Statements. Michael and Bruce put forward motion. Passed unanimously.
Budget $3000 for Programming for 2009-2010.
Sunday 26 April 2009 9:45 a.m. at Sports Manitoba Building, Winnipeg, MB.
Directors present: Dom, Gilles, Bruce, Michael, Cas.
Review of compensation package for webteam and vote
Discussion of compensation contracts for paid web team members, i.e. Quinn, Gerry, Serge.
Quinn Role: 1 year agreement, $20/hr, summarized quarterly bill, stay within budget., $1500 cap in contract.
Web Team and Translation Contracts. Compensation Package
Motion: Add Quinn Cornwell to Web site compensation package with a cap of $1500 per year at a rate of $20/hr. Contract from 1-Apr-2009 to 31-Mar-2010. Michael Fuller and Cas Wolan put forward motion. Passed unanimously.
Review of compensation for AIR Editor compensation
Take action for 2009 to investigate Cross Country outsourcing of magazine and potential to produce a XC Canada Magazine (see sample of XC Africa – as per Bruce Busby’s information).
Motion: All new advertising.
- one page product info
- change contract
- article -> BM to send James.
- encourage different regions.
Motion: (Cas, Gilles) Provide AIR editor $200 per article for a pilot profile.story in each AIR magazine up to a cap of $800 per year. Passed unanimously.
Motion: (Michael) Provide AIR editor 20% commission on all new advertisers (considered as new effective from 1-Apr-2008). Contract from 1-Apr-2009 to 31-Mar-2010. Payable on confirmation from AIR editor to BM each quarter. Seconded by Cas. Passed unanimously.
Review of Directors’ and Committees Reports to determine necessary actions
Motion: (Bruce, Michael): HPAC remove HAGAR as a requirement from advanced and lower rating levels, with the exception of the instructor ratings. 3 votes in favour, 2 against.
Motion: (Michael, Bruce): Withdraw previous motion due to absence of full board representation. Passed unanimously.
Motion: (Bruce, Michael) HPAC will refund up to $100 for any instructors HAGAR / Transport Canada invigilation written test fee. Instructor can only apply once for this rebate. Rebate will be paid on completion of Instructor Rating and a copy of the payment has a exam date from 1-Jan-2009 onwards. Passed unanimously.
SHPA report presented verbally by Cas Wolan.
HPAAC reported presented by Michael Fuller.
Report on Safety and Web by Quinn Cornwell
Safety Committee Chair. Cas Wolan willing to take it on. Quinn Cornwell willing to vacate the position.
Motion: Quinn Cornwell would like to vacate the Safety Committee chair. BOD to consider bids for replacement. Quinn to stay as Manitoba safety chair. Insurance claim during 2008-2009 concerning a dog on launch at Woodside. Take safety stats from the last two years and put up on web site.
Motion: Privacy question. Whether Membership form (on-line and hard-copy) should give applicant option to specify whether his/her information shall be published on on-line lists of members.
Format for documents in terms of numbering label on bottom of documents.
Michael Muller presented IAC report.
Aero Club of Canada, Sporting Licences
Discussion: Allow Mark Dowsett some lee-way in negotiations in best way possible to amend . HPAC pay ACC $1000 fee upon HPAC may issue sporting licences for year, HPAC charge $55 for member wants sporting licence, HPAC charge $55 for international competitor, HPAC charge $4 per (cat2 competition) event.
Motion: Approve Mark Dowsett’s proposal to manage sporting licences for 2009. Cas and Bruce put forward motion. Passed unanimously (5 directors mentioned above present).
Motion: Award Guy Leblanc the Cliff Kakish (best volunteer) award. Michael Fuller and Cas Wolan put forward motion. Passed unanimously. Bruce Busy to present award.
Motion: Michael Fuller suggests put request for proposals for Solid Ground Award recipients on HPAC Forum by 15-May-2009.
Motion: Award Jamie Christensen award to John Jansen. Michael and Bruce. Pass unanimously.
Motion: Award Master Rating to Micheal Fuller. Put forward by Cas and Bruce. Passed unanimously.
Motion: Award Master Rating to Gerry Grossnegger. Put forward by Gilles and Bruce. Passed unanimously.
Motion: Award Master Rating to Charles Mathieson . Put forward by Bruce and Michael. Passed unanimously.
Motion: Appointment of auditors: Approve Jorgensen & Bickerton to audit the accounts for fiscal year 2008-2009.
Election of president, vice-president, secretary
Motion: (Bruce, Gilles): Nominate Domagoj Juretic as President, Amir Izadi as Vice-President, Bruce Busby as Secretary. Voted in favour unanimously.
Budget for 2009-2010
Sam and Charles to track down World Team revenue transactions.
Sam and Charles to amend budget for Calendar expenses for coming year.
(Expenses: Sporting licence: $1000; Awards $300; AIR $5000 + $500; Programming $3000; HAGAR Incentive: $1000; Canadian XCXC Competition Incentive $2500. Added into FinancialStatements_RevC spreadsheet.)
Expense: Calendars in Welcome Package $20 * 200 = $6000.
Expense: New improved Conference Call system.
Expense: $20,000 for Web Site Overhaul project. (Question: Use Capital Cost allowance accounting for spreading expense over life-time of project. Need clarify whether this is acceptable under CRA and Constitution and By-laws etc.)
Meeting adjourned 16:32 Sunday 26 April 2009.
Transcribed from "Minutes_of_2009_HPAC_ADM_by_Charles.doc" emailed via BM 2009-06-18, by GG on 2009-07-24