July 12, 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
July 12, 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 Omni Hotel.
ATTENDANCE
The following individuals signed in as attending: Randy Coggins, Al Swaim, Alan Beaty, Douglas Nelson, Bill Croom, Dave POPE, John Shroyer, Chip Caprez, Paul Weseloh, Gary Copsey, Don Taylor, Ed Garland, Joan Lopez, Annie Howell, Sean Habina, and Tom Peterson. Guest: Keith Casey.

TREASURER'S REPORT
Alan Beaty presented the treasurer’s report. Options were discussed to make the format of the report easier to understand by members who do not have accounting backgrounds. This month’s was approved as presented.

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
Ed Garland reported that preparations for this meeting, which our chapter is sponsoring this year, are finalized and in place. As of this date, 59 individuals have registered to attend representing 11 of the 12 AFA chapters in the state.

NATIONAL AFA CONVENTION UPDATE
The following chapter members have registered to attending the national AFA convention in September: Don Taylor, Randy Coggins, Al Swaim, Bill Combs, Ed Garland, and Thomas Arco. Changes to the format of the National Convention were discussed.

ALAMO AFA EXPOSITION SCHEDULE CHANGE UPDATE
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 were able to cancel the reservations for the rooms at a set penalty price through the end of June 2011. Failure to do so would have caused the cancellation fee to increase substantially after June 30, 2011. The Grand Hyatt has agreed to extend the payment period in three incremental payments over 18 months. The chapter has informed the Grand Hyatt of our intention to pay in this manner. Efforts will continue to determine possible methods to recapture some of the penalty cost. Following the status update a general discussion was held on the remaining possible contractual implications if any further changes in schedule through 2016 are made by AETC. It was moved, seconded and approved that any requests by AETC for monetary support of the symposium be closely reviewed for level of support in light of these potential liabilities.


COMBAT BREAKFAST AND CHAMBER OF COMMERCE CHAPTER REPRESENTATIVE
Exact date for this year’s Combat Breakfast has yet to be confirmed. We have the option of selecting either
November 1 or 8. We are looking for a full time volunteer VP to represent the chapter to the San Antonio Chamber of Commerce. Sean Habina has agreed to act as an interim Chamber of Commerce representative until the position is filled.

2012 AETC SYMPOSIUM AND ALAMO AFA EXPOSITION UPDATE
Al Swaim reported on the latest information on next years’ symposium and exposition planning. Our contactor, MC2, is working with us to review our requirements and develop the brochure for the exposition.

CHAPTER MEMBERSHIP VP
Tom “Bullet” Arco has accepted the position of membership VP for the chapter. He is already working with National AFA on possible involvement in membership development at the local level.

AWARDS AND PRESENTATIONS
Randy Coggins made an award presentation to John Shroyer for his continued support of chapter and chapter AEF activities. A photo of the presentation is on the home page of the chapter website: www.alamoafa.org

Randy Coggins also reported on a recent ceremony to inform Dr. Kaye H. Biggar of the establishment of an annual Cyber Patriot Award and monetary award to be presented each year, in his name, to the members of the top team from San Antonio in the national Cyber Patriot competition. A copy of the certificate is attached to these minutes.

CHAPTER STRATEGIC PLANNING
Randy Coggins held a general discussion of the chapter efforts to conduct long term strategic planning meetings to help establish the long term goals for chapter activity. These sessions, possible starting as soon as October, will be formatted to allow for discussions of future plans and goals in a format not constricted by the time frames of the monthly Executive Council meetings. As the meeting structure is formalized the scope and location will be announced.

2012 AWARDS BANQUET
Randy Coggins introduced Keith Casey who will be working with Manny Ramirez and the Randolph Company Grade Offices Council to host our awards banquet for next year. Exact date yet to be set.

ALAMO HONOR FLIGHT
Sean Habina briefed on her involvement with the local Alamo Honor Flight program. This organization provides transportation and support for WWII veterans, at no cost to them, to visit the new National WWII Memorial in Washington D.C. (www.wwiimemorial.com ) As part of our strategic planning initiative we will look at opportunities for our chapter to participate in this program.

MEETING LOCATION CHANGE
The August 2011 Executive Council meeting will be held at The Lackland Gateway Club at 1700 hours on August 9. The possibility of conducting these monthly meetings alternating between the Lackland and Randolph clubs, as well as other venues, was discussed. We will address this again at the next meeting.

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

Next meeting is planned for 5:00 PM, August 9, at the Lackland AFB Gateway Club.

Tom Peterson
Alamo AFA Chapter 234 Secretary
August 7, 2011