Hang Gliding and Paragliding Association of Canada
Annual Directors Meeting 2008 – Executive Summary of Minutes
April 26, 27, 28 2008 – Saskatoon, SK
Present: Cas Wolan, Michael Fuller, Dom Juretic, Sam Jeyes, Steve Younger, Quinn Cornwell, Amir Izadi, Charles Matheson
Regrets: Bruce Busby
Convened: 1200 pm.
Review of 2007 minute items
Letter and Certificate of Appreciation for services rendered – to be discussed on forum
Translations – Dom to look for government, $1000 approved for translations in budget
Enroute Article – Michael and Sam to continue to pursue as well as contacting Westjet
Café Press – Sam to repatriate all of Café Press info from Gerry and give summary
Old Air Mags – to end up in BM’s possession
Corporate Advertising – BM responsible, to be discussed by BOD.
Colour Content – President to look at and get best pricing
AIR on line - .pdf version free on website, optional hard copy for $40/yr AQVL members
SurVol Report - Discuss exchange of articles between Survol and AIR – BM responsible
Safety Report – Article submitted by Safety Officer, Quinn
Badges and Records – nothing to add
Competition Report – to be discussed
Insurance Report – Report submitted by Gregg Humphreys
Directors outside of policy – need to discuss
Gregg’s replacement – not followed up on by Gregg
Validity of Waivers
IAC – nothing to add
WEB – PRDs need updating. Webmaster to complete.
Archives of past recipients need updating by webmaster
Responsibility of regional director - $150 for award, article in AIR, letter of recognition on letterhead
Radio Frequency – discussion of various ham bands vs. air band vs. FRS. Add to agenda for further discussion.
First Aid – discussion regarding various levels of first AID and which are most useful. CPR, basic 1st aid, advanced, Wilderness. Agree to exempt trauma personnel and ER docs. Add to agenda for further discussion.
Charitable Status - update in Troy’s report
Volunteer Compensation Program – Add to agenda for discussion
Minutes – no errors or omissions
Motion: to accept 2007 minutes. Passed Unanimously
Website failure – needs vital attendance
AGM sometime in June
Review of financial statements – must be ready in June 2008
Role of president and directors – to set policy not micro-manage.
Objectives for 2008
Administrators (AIR editor, Webmaster, BM) need to be more independent
Redefine Role of directors – to be bridge between provincial associations
Directors need discipline and code of conduct
Board to discuss vision
New website – create virtual community, marketing tool, membership services
Marketing – new logo for HPAC
Environmental Impact Assessment – to be widened to have national relevance and presented by new national site preservation committee
Translations – to be done
Welcome to new board members.
Vice-Presidents Report –
covered under president’s report
Business Managers’ Report –
Sam Jeyes read former BM’s report, Troy Whitmore
a. Recommend web team and air team – added to agenda
b. Contact info and schedule presented
c. Laptop and external HD recommended
d. Email correspondence – need for junk mail filter
Strategic Planning and 5 year Vision – presented by Michael Fuller
HPAC Goal: to promote the sport of hang gliding and paragliding in Canada on a nationwide basis
Basic Foundations: instruction; information on hang gliding and paragliding; legal entity; standardization (not policing); policy setting; uniformity; regional diversification; sustainability; insurance; direction; safety; volunteerism.
Board Members Ideas:
Communication: every member should know their rep is and what HPAC does
Standardizing instruction nationwide
Simplicity and efficiency
Recognizing regional variances
Volunteer Friendly – succession planning. Place on website to check if you want to volunteer
Increase membership – bringing back old members and limiting attrition
Legal entity – but unanswered questions remain
AIR – no report. Discussed items.
Pursue colour for future issues
“Eagle of the month” article
Profiles of new pilots article
“There I was…” article
Default to be online vs. hard-copy
Best article award
Translation and cross-reference with Survol
Safety committee - Quinn
15 reports came in – should be 3x that
On-line reports require too much info – needs to be condensed to serious vs. minor
Safety officer needs to be removed from Officers of HPAC
Motion: Removal of Safety Officer from “Officers of HPAC” Amendment to SOP 240-1 Passed Unanimously
Need for anonymity in reporting incidents and accidents on website
CIVL Report – none
Decide to add $500/year, compoundable, for CIVL delegate to attend meetings
Account closed. All badge related stuff to go to CIVL delegate, Stewart Midwinter
Stewart to write report in AIR about badges and purpose they serve. Who has what, what they mean, how to get them.
Committee needs to come up with recommendations on how to make competitions work within Canada
Promote competitions with $1000/year budget and $250/comp to be used for infrastructure, not prizes etc.
Discuss comp organizers use of goflyxc.com, Mark Dowsett’s website for scoring and registration.
Approved for the first time PG Nats to be held abroad in Chelan, WA. But not to become a regular occurrence.
Doug Keller retires, Mark Dowsett in his place
Insurance – see Greg’s Humphrey’s report
World wide coverage
Land owners now protected against participant actions as well as 3rd party actions
Discussion about compensating insurance liaison.
Need info about directors’ liability and Investigate Dishonesty bond to protect assets of HPAC from fraud, embezzlement, failure to pay invoices, etc. – website information available at www.volunteeralberta.ab.ca/insurance/general_info/types_of_insurance.html
Transport Canada liaison report
TC and NavCanada hold meetings all over country – info on website. Push for all pilots to be aware and attend these meetings
Push for non-mode C transponders only to be turned on above 5000ft
Andre Nadeau to find problem areas. Steve and Margit to work with Andre.
Disciplinary – no issues at this time
Steve attended meeting in Brampton, Ontario.
~$150k available to “promote aviation” in Canada – Steve to investigate
HPAC’s yearly dues = $4495/year
35 licenses granted to PG and HG last year
Legal report (Mark Kowalsky)
No formal report submitted
Board reviewed email exchange
Membership Criteria – big loophole exists as anyone can become a member without a rating
Mark Kowalsky’s recommendation – to change “certification” in favour of “rating” and no change to status quo as regulation implies liability
Disclaimer needed – that insurance not tied to rating
HAGAR recommended to be removed from intermediate rating for reasons relating to:
Cost and accessibility differences between different regions of the country
Lack of need, as many pilots in different regions don’t ever fly in controlled airspace eg. Nova scotia
HAGAR preventing people from progressing past novice rating.
Recommendation to incorporate HAGAR like questions into all levels of the exams for the ratings
Motion: To reinstate HAGAR into the intermediate rating – defeated
Instructor Re-certification – recommendations of IAC
Keep re-certification at 3 years – no grace period
Instructors are automatically notified in the spring of the year in which their certification runs out that a re-certification is in order within the next 12 months
An instructor doing a re-certification within the four-month period before expiry to complete an out-of-region re-certification clinic gets to re-qualify as if the re-certification had been done on the last day of the initial validity period
A grace period or extension may be granted by the IAC upon application by an instructor when that instructor has been forced to wait beyond the normal re-certification period due to circumstances beyond his/her control.
That the hpac/acvl policy of assisting long distance instructors to attend re-certification courses be honoured and made more publicly known
Motion: To accept IAC recommendation on instructor re-certification – passed.
Annual Reports – Currently not submitted regularly
Motion: For every instructor, either individually or from a school, submission of an annual report is voluntary. Remove mandatory requirement from PRD. Passed unanimously.
Miscellaneous instructor issues:
Need to differentiate between T1 and a regular Instructor – need for different level of instructors
Identifying instructor-student relationship. Ie. Who signed who off
Put info on website about which instructors have submitted annual reports
Need for student feedback on instructors
Web Team Report – Quinn
Brief History provided of history of web site and its development.
Current state: 250 English pages and matching French pages – could have over 400 pages. Pages are dynamic pages – e.g. renewing online, adding events, updating your info, adding a club/association. Lots of outdated stuff needs to be updated.
Member vs. Public access – should we have this? Should this site be aesthetically different than the main site? Advantages – public access to the website will be clean; easy to locate information for prospective pilots; eye catching; no information overload. Disadvantages – some planning and development to create this; slow transition to get to this.
Content – currently have information overload. Need to streamline info. Add vision ideas to the website. Anonymous online polls. Regional forum links. Interactive – let users post – pictures, videos, stories, notices. Maintain contact with members through renewal forms, logging in, etc. Provide accurate, up to date information. Use of Google earth for flying sites. OLC link. XC contest links.
Dynamic pages. Allows us to get information from our users easily e.g. safety incident/accident reporting.
Restructuring the menu – rename menu items; make it easier to find info on the site. Revamp look. Brand new design layout or try to improve on the old one?
Regional Directors Reports
Maritimes – Michael Fuller
Generally no major issues except
Part time HG school needed
AIR recommended to be kept
Stable membership, though turnout a problem
BC – Amir Izadi
3 registered local clubs (WCSC, Island Soaring, OSA) and one provincial BCHPA all active and healthy
Tenures on crown land – mckenzie in pemberton, bridal falls, woodside, cawston, Timber West issue on Vancouver Island
HPAC concerns – relevancy, efficiency, expenses, voting structure, website, AIR, site preservation, succession planning
Quebec – Dom
Stable membership but issue of ghetto-ization – mostly around Montreal
3 year round schools with commercial presence, 2 HG (one fully, one does both PG and HG), one PG only.
Relationship between pilots and HPAC is good
Survol – new editor, enthusiastic and energetic
Trade show in Montreal well attended
Ontario – Steve
Communication issues between HPAC and members many of who feel HPAC’s only function is to provide insurance.
Recommend link on our website to regional sites and a web forum for communication of regional issues.
CDN Airspace changes – meetings need to be attended by regional rep
Propose HPAC accept equal or greater TC instructor ratings for Tugs as equivalent to of a re-certification when accompanied by proof of currency in a specific discipline.
Lifetime Jamie Christensen Award – Gregg Humphreys
Annual outstanding contribution – Clff Kakish Award – Rob Samplonius
Solid Ground – non-pilot – To do list on the Forum
Performance Awards – none
National Site Preservation and Committee – Margit Nance
Terms of reference
Expansion of EIA to make it national
Translation to French
T2 and Senior – started discussion on forum and should continue there
Needs to be community driven, not self-driven. Similar to Master’s Ratings.
Review actual relevance and necessity.
Currently Seniors/T2 are not subject to reviews or oversight.
Recommend feedback from instructors during re-certification course
Should be a BOD mandate, not an IAC mandate
No limit to number of Seniors in any PRD.
Need to be good instructors and representatives of the sport
Conflict of interest and political and economic rivalries need to be addressed.
Radio Frequencies – deferred until later
Volunteer Compensation Program – idea of free membership, Sam to look into other non-profit and see what they do and recommend
Senior Ratings – Jayson Biggins (PG) and Steven Milchak (HG). Approved unanimously
Appointment of auditors – Same auditor. Coordinate business and treasurer to get information in timely manner for AGM. Financials to auditor May 1st
Board Confidentiality and Solidarity
Role duties of directors : vision, communication, promotion of HPAC and speaking as unified voice
Conflict between bylaws and prd – 200-1.9 Bylaw states that only membership can remove a director with 75% of quorum
Motion: Should a Director fail to participate in the on-going deliberations of the BOD for a period of three months he/she may be asked to resign. BOD can ask the general membership to remove a director – passed unanimously
Motion: To publish an Executive Summary of the ADM on the website. Quinn seconded. Passed unanimously. Add to PRD 210-1
Discussion on need to balance regional vs. membership representation – to be taken up on directors forum
Election of BOD – unchanged
Motion: HPAC to support removal of PST in BC – passed unanimously
Motion: To accept budget – passed unanimously
New Timelines for next year
AGM has to be within 90 days of the ADM
Any special motion for membership vote have to go out with a notification of the AGM. AIR deadline is 15th May 2008.