Valley Flyers Board Meeting of November 3, 2009
As Recorded by Scott Ramos, Secretary
The meeting was called to order at 7:40 PM by Jason Pakfar, President.
Members Present: Jason Pakfar, Chuck Thompson, Mario Sweet, Pat Ziliak, Bob Smith, Sam Gengo, Jeff Tolomeo, Dave Sweany, Gary Stevens, Ricc Bieber, Benny Elkouby, Bob Joyce, Cliff Sonnentag, Gene Haban, Tony Di Leo, Adam Gelbart, and Scott Ramos. Members Absent: Patrick Ashour and Bert Magbanua.
Jason announced that 2010 will be his last year on the Board of Directors. He wants to make our 60th anniversary year special. The club is special and has been an integral part of the community for a long time. Most clubs do not last as long as the Valley Flyers and it's important to emphasize and promote just how special our club is. Whatever we do this year can make a difference and will leave a lasting legacy. Jason thanked the Board for our hard work and inspiration. He discussed the 2010 event schedule.
Some events including the Warbird Race and the 3 Day Scale Event have not been well attended, in spite of our efforts and trying for several years, the events have not been successful. The problem is the participation level is low, last year 13 participants for a three day event that had more workers than participants. The impression we had about the creation of the Warbird race is that we anticipated better participation from the Warbird flyers. With a lack of participation, it is an event that we have decided to discontinue
Sam has transferred the Events Schedule from 2009 to 2010. The schedule needs to be set. If you have any new ideas for events, now is the time to discuss it. Chuck was having a discussion with Cory Dale about the scale event. Chuck was wondering if the scale sport event and the giant scale event can be switched.
Adam suggested that the sport scale be held on the 29th , on one day rather than a 3 day Scale Masters qualifier. Jason motioned for the Giant Scale event to be moved from July 4th weekend to Sunday July 11th. Motion passed unanimously. Chuck asked if the event should be made a scale event. Jason Responded that generally, we have run 1 day Giant Scale events. Locally, there are not a lot of GS flyers, but in the larger community there are. We may be able to generate more interest with a 2 day GS event. We may even seek sponsor donations. The GSS is the only group that has not been growing. We have been just continuing with the same style of events without any growth. We need to change our approach to grow the GSS. A two day event may work toward that goal.
Bob Joyce This is Bob's last board meeting. Bob thinks that this has been the most energetic and progressive Board that he has been a part of. Bob finds that at his age, he wants to slow down. He wished to express his pleasure in having been a Member of the Board and wanted to recognize Jason for building an active organization.
Ricc Bieber Ricc asked if combining the BBQ and the 60th Anniversary Celebration should be considered. Jason had in mind, inviting local clubs free of charge to the Anniversary Celebration. The BBQ is for the club members. Jason also had been considering the possibility of the Celebration being a 2 day event. Ricc asks about the heat factor and logistics factor for the Celebration. There is still question about when the event occurs. Jason prefers finding an earlier date.
Jeff Tolomeo Jeff asked how we know the date of the forming of the club. The AMA has the date of 1950 for our first Charter. We do not have the original Charter and the AMA does not either. The earliest newsletter found is from 1961. The Reed Packard award is named after a member that photographed all the early events. We cannot find many of the old photo archives. Bob Smith has several old scrapbooks. We need to contact the general members to trace down old club archives. Gene suggests that we put a request up online and in the newsletter. Bob Smith pointed out that some of the older members may not use email or go online. We need to send mail requests for historical materials to club members.
We need to work on the schedule and have it finalized by next meeting. We will do this via email over the next couple of weeks so it can be posted after the Toys for Tots event. We need to contact BSS and Circle Burners. If they don't respond in time, we should proceed with the schedule.
Clifford Sonnentag asked if there are any events happening on that weekend such as the Israeli event. Jason thinks that this is a critical question that needs to be answered as soon as possible. We need to avoid any overlapping events during the Israeli festival.
Jason is not seeing responses to club business related emails. There are 2 ways of conducting club business. The first and preferred approach is to have active participation from all board members, especially during motions and the voting process. The second and dysfunctional choice is for Jason to make club related decisions when board members do not reply to emails.
A Board email group has been created for all board communication and business. To insure quality of service, all board members are encouraged to use this email group strictly for club business only. If you send an email to the group mail account please send only board-related business. Do not send jokes or spam. If you get double emails, let Jason know. Jason sent out a motion to add nominees to the this group email account.
Last month we spent about $600 on electronics for the club trainers. One battery and one charger are defective and need to be replaced. We have 4 containers and the sheds have become very cluttered. The office space is not usable. Gene recommends that any non club planes be removed. Jason suggests that each shed be emptied, cleaned and painted and eliminate all non club materials sold or thrown away. We need to reorganize them to be more functional. Non Board members should not have access to the club office. We store legal papers in the office and we cannot allow non board members to enter. We need to have a comprehensive process of cleaning and organizing the sheds. Jason has two 8' x 2' tables that can be used for the East shed. The current table needs to be removed. Chuck suggests a committee to be set up to plan and organize the sheds. Jason suggests that the office needs to be extended. No one person can come up with the solution than the ones that use the sheds on a daily basis, such as Dave, Tony, Ben, Willie, and Ricc to name several.
Any board member who has a need for the locked area in the new shed should have a key, but no one else. This coming fun fly is a membership drive. We need help and we need a fun event. Last time we had a limbo line. If we have bomb drops and other games, we need to have rules and get it organized quickly. There are people who join the club and the AMA during a sanctioned event but they fail to disclose their AMA number to the club. As a result we end up with a hand full of pending members. We need to have in print a notice that states that new membership application is not activated and a VF membership card will not be issued without them providing their AMA number when they receive it. Bob will contact AMA to see if there is a way for them to notify us with new members.
Cliff is working on the artwork for the club card.
Jeff will contact Bob Wilcox to put an announcement of the jet event on his website. We need to make an announcement on the online communities. The food will be hot dogs and burgers. The jet events always draw a lot of spectators to the concession stand. The jet event is open to all jets regardless of the form of power.
Dave would like to see the runway and pit area repaired for the 60th anniversary. Jason thinks the helicopter area and park flyer area needs to be done first. This will also use a large amount of our budget. Jason's priority is to complete the projects that have been started. Sam suggests painting a 60th anniversary logo on the ends of the runway. Dave suggests that all fun flys include a swap meet in the schedule.
Gary Stevens: Membership is at 317 members and counting.
Pat Ziliak: Money from Chuck Thompson Snack bar made $54 at the Y-Fly
Helicopter event took in $1307, expenses were $622 net $685
Jason motion to waive Mr. Pat Ziliak's membership fees for 2010 since he has been assigned as an assistant board member to Ricc. Motion passed unanimously.
Ricc He was the only one to show up to the Halloween event at the Encino Community Center. It is an obligation for the club to have volunteers at the event. Ricc will be providing food during the day. Ben suggests pizza at the nite fly. We often get 60 pilots at the fun flys. Landing fee for non-members is $10. The date Ricc has for the holiday party is December 5 (Saturday evening). We are currently at the same church as last year's party. Ricc suggests the same menu. Ricc will finalize plans. It will include a can food drive.
Benny: There was a crash between Tony and another flyer when his foamy intruded into the main runway approach line and crashed into a scale P-47 . Tony is taking financial responsibility for the accident. Helicopter members are asking about when the helicopter area is going to be poured. The holdup is that the Recreation and Parks Department needs to approve both the helicopter area and the park flyer area. Ben is requesting more batteries. Ben has sent the paperwork to the DMV for the old trailer. Ben is requesting that if you open the shed, that you close it. They should remain closed when not in use.
Gene: purchased a couple of new first aid kits. Some already need some restocking.
Adam will talk to Darrel Martin to see if he needs anything for the Toys for Tots event on December 13th.
Chuck: The AMA show is coming up in two months. Our biggest problem is that cliff is stepping down. Cliff will be providing Chuck with the artwork he has developed. Time is now to decide what to do. Jason can go either way but thinks downsizing would be detrimental. We will need to do as well as the past or not do it at all. Some of the work over the past will simplify the process. It is a lot of work and costs about 1000. Sam suggests a better way to capture email addresses. Sam suggests one possibility is to have a spin the wheel for prize to capture email. Ben suggests raffle. This is the 60th anniversary too. The contest directors for major events need to be in attendance for promotion, otherwise, our effort is wasted, and we will not achieve any progress for our events. 5 vendors from the AMA show participated in Ben's events as a direct result. Sam needs to contact and work with the AMA's representatives. Chucks concerned with the shortness of time. Chuck would like to discontinue the Y-Fly in its current form and replace it with a more local focus with a slightly older group of kids.
Bob Smith: Next event is free so we need a good Membership roster. Jason will also have his laptop to verify membership. Membership needs to be published in the newsletter. Jason is also looking for a way to tie the membership to the website too. We need to tie previous members to the website so renewing members are not entered and charged as new members.
Bob received
$ 249 Adam
$ 1025 helicopter
$ 685 helicopter
$ 54 Y-Fly
$ 150 Common Sense RC
$14752 BAL
$ 2418 PayPal
Bob is working on the workers contest. Bob will make a mail blast of workers and Jason will put it up on the web.
Sam will pick up a receipt book and will come up with wording for non AMA confirmed members. He will rework the 2010 Club Membership application. Sam looked at eye sores in the pit area such as the old tabletops. Two tables need replacement, the old wood ones. They need to be refurbished or tossed. Once the concrete is in, we will look into new tables. Some of the other tables need freshening them up. Some of the signs need to cleaned up. Also the city park signs are faded. Sam will make a list of the items to be spruced up on and around the field, especially in and around the pit areas.
Scott: This being the 60th anniversary, Scott would like to see more focus on bringing in Press to cover our events.
A motion to adjourn was called for, made, and seconded.
Meeting adjourned at 9:50PM
