May 10, 2011

The Alamo Chapter AIR FORCE ASSOCIATION
P.O. Box 34261 San Antonio TX 78265-4261
www.alamoafa.org
AN INDEPENDENT NONPROFIT AEROSPACE ORGANIZATION

ALAMO AFA
EXECUTIVE COUNCIL MEETING
May 10, 2011
MINUTES

CALL TO ORDER
The meeting was called to order by Alamo AFA Chapter President Randy Coggins. This month’s meeting was held at the Sushihana Restaurant.

ATTENDANCE
The following individuals signed in as attending: Randy Coggins, Al Swaim, Douglas Nelson, Dave Pope, Terry Ross, Chip Caprez, Paul Weseloh, Brent Boller, Gary Copsey, Annie Howell, Don Taylor, John Shroyer, Ray Cornish, Bill Croom, and Tom Peterson.

SECRETARY REPORT
The minutes from last meeting were presented. A motion to approve was seconded and approved.

TREASURER'S REPORT
There was no treasurer’s report available for the month’s meeting.

ALAMO AFA EXPOSITION UPDATE
Randy Coggins reported on the effects of a recent decision by AETC on future Symposiums. AETC has changed this event from an annual event to a bi-annual event starting in 2013. The symposiums for 2013 and 2015 have been removed from the schedule. The major effect this has on the chapter is that the chapter made yearly reservations for blocks of hotel rooms with the Grand Hyatt hotel through 2015 with contractual penalties for cancellation. These reservations were made to satisfy the San Antonio Convention Center requirement that sufficient hotel rooms are available to the sponsoring organization. The Grand Hyatt has agreed to roll the 2015 reservation into 2016 so we are only responsible for cancelling one year (2013) of the contract. We can cancel the reservations for the rooms at a set penalty price through the end of June 2011. Failure to do so would cause the cancellation fee to increase substantially after June 30, 2011. After much discussion of options, a motion was made and seconded to generate a letter to the Grand Hyatt formally releasing the rooms for 2013 and 2015. The cancellation fee will be paid at the current penalty rate. The letter will also request that the Grand Hyatt consider extending the payment period in three incremental payments over 18 months. The motion was passed by those present. Efforts will continue to determine possible methods to recapture some of the penalty cost.

Al Swaim reported on the AETC kick-off meeting for the 2012 Symposium. The meeting addressed three areas: symposium, exhibition, and banquet. The former AF Ball at the symposium has been renamed to a banquet at the request of AETC. The AETC website will go active this week to list POCs for the symposium. The uniform of the day for next year will be service dress verses battle dress.

AEROSPACE EDUCATION
Dave Pope made a recommendation that the chapter and the chapter AEF explore the possibility of obtaining legal consultant services for reviewing any chapter or chapter AEF actions which involve the commitment resources. Dave will report options to future council meeting.

The current chapter Aerospace Education representative, Meghan McCormick, has tendered her resignation from that position due to duty commitments. The chapter and AEF will explore combining the chapter Aerospace Education and AEF VP Scholarships positions under AEF as there are several overlapping duties in both positions.


CHAPTER CALENDAR REVIEW
The on-line calendar is available on the chapter web-site at alamoafa.org. If anyone has activities to be posted to the calendar, please forward the information to Douglas Nelson by email at dnelson004@satx.rr.com .

TEXAS STATE AFA SUMMER CONVENTION - 22 – 23 JULY 2011
Annie Howell reported that most preparations for this meeting, which our chapter is sponsoring this year, are finalized and in place. A venue for the golf tournament has been set. The guest speaker for the meeting has not been announced yet. We will be seeking chapter members to volunteer to help provide on-site support as needed.

CYBER PATRIOT IV
Last year 21 teams signed up with a shortened registration period. For next year we have nine teams signed up already with the current school year not finished. 24th AF has recruited Bonita Torres as the chapter POC for Cyber Patriot activities.

COMMUNITY PARTNERS
Paul Weseloh has accepted the position of VP for Community Partners. The chapter requests that all members assist in recruiting new Community Partners. We have a minimal market penetration level for a city of our size.

NATIONAL AFA OFFICE NOMINEES

Two of our chapter members have been nominated for positions in the national AFA organization. Ed Garland has been nominated to run for National Secretary. Don Taylor is one of four individuals nominated to run for two open positions as National Director at Large. Elections for these positions will be conducted at the National AFA convention to be held in September 2011.

UPCOMING EVENTS

TEXAS STATE AFA SUMMER CONVENTION
In Fredericksburg Texas 22 – 23 July 2011


The meeting was adjourned by Alamo AFA Chapter President Randy Coggins.

Next meeting is planned for 5:00 PM, June 14, at the Sushihana Restaurant at 1810 NW Military Highway.




Tom Peterson
Alamo AFA Chapter 234 Secretary
June 8, 2011