Agenda Additions/Deletions/Changes None.

Arizona Airports Association Board of Directors Meeting Minutes May 2 nd, 2015 08:30am to 4pm Nautical Beachfront Resort 1000 McCulloch Boulevard North Lake Havasu, Arizona 86043 BOARD OF DIRECTORS Barney Helmick AAE President Gladys D. Brown-Wiggins, CM 1st Vice President Daniel T. Rauscher, CM 2nd Vice President Vacant Immediate Past President Carmen Williams, CM Steve Johnston, CM. CAE Bradley Hagen, AAE Vacant Michael Hotaling Corporate Director Rick Crossman Associate Director Cathy Herring, KCA Administrative Director Board Members Present Barney Helmick President Gladys Wiggins First Vice President Daniel Rauscher Second Vice President Brad Hagen Steve Johnston Carmen Williams Membership Committee Chair Rick Crosman Associate Director Cathy Herring Administrative Director Call to Order Opening Remarks President Helmick called the meeting to order at 9:04 a.m. Johnston passed out an updated memorandum from the Scholarship Committee. Agenda Additions/Deletions/Changes None. Required Actions Minutes of the Board of Directors Meeting held at the Nautical Beachfront Resort in Lake Havasu City, Arizona on January 9, 2015. o ACTION: First Vice President Wiggins made a motion to approve the minutes. Executive Committee Johnston seconded the motion, which passed unanimously. Financial Statements o Administrative Director Herring referenced three Q3 reports; the balance sheet and two profit and loss statements. Balance Sheet Administrative Director Herring reported the current checking and savings account balances and noted the accounts payable amount is a KCA invoice for office expenses and conference registration. Profit and Loss Statements Administrative Director Herring referenced the first statement and reported that current membership dues collected are less than what had been collected this time last year by about $2,000. She noted that since membership renewals for 2015-2016 will begin right after the Spring Conference, no additional membership dues are expected to be collected for this fiscal year. Herring reported that almost $9,600 more has been collected in registration fees this year compared to last year, as well as $6,550 more in sponsorships and $3,750 more in exhibitor 107 S. Southgate Drive Chandler, AZ 85226 t 480-893-6110 www.azairports.org

fees. She also noted the decrease in many of the expense line items this year compared to last year. Administrative Director Herring referenced the second statement presented by class. She noted not all of the Spring Conference expenses are included since the report was as of March 31 but will be in Q4 reports. o It was noted that the goal of the Fall Conference and Aviation Day is not to make money but to break even. Audit Report o First Vice President Wiggins reported that the audit is complete and a report is included in the handout packet. Second Vice President Rauscher will report on the outcome at the General Membership meeting. A discussion took place on who in the association can conduct the annual audit. ACTION: Administrative Director Herring is to confirm what is stated in the bylaws and report at the next Board meeting. Budget o Second Vice President Rauscher referenced the proposed budget draft included in the handout packet. He reported the budget draft proposes a deficit of $3,860 but membership dues and conference registration fees will not be increased and the deficit will be covered by reserve funds. First Vice President Wiggins reported that the goal is not to raise fees to allow members to budget to attend events and renew their AzAA membership. Hagen noted policy decision #15-07 which states the Board should maintain a reserve fund balance of at least twelve (12) months of the total operating costs, by membership approval. o Second Vice President Rauscher noted the several increased line items which included lobbyist fees, credit card fees, professional fees and website. The line item for scholarships will remain the same as last year. o First Vice President Wiggins noted the proposed budget is based on actuals from years past, the income estimated to collect is conservative, and it includes covering additional KCA services. President Helmick reported that an ad hoc committee will be formed to focus on contract negotiations with KCA for additional services. President Helmick noted the transition to hire KCA was a result of AzAA having to buy out of and cancel many different contracts which lead to additional unnecessary expenses. A discussion took place on budgeting for additional KCA services and increasing the professional fees line item by $2,800. ACTION: Hagen made a motion to approve the budget as amended. First Vice President Wiggins seconded the motion, which passed unanimously. Discussion and Possible Action items Board Operating Procedures and Guidelines o First Vice President Wiggins referenced her report included in the handout packet and reported those returning on the Board will receive a binder including all updated governing documents. First Vice President Wiggins noted all future revisions to the Board Operating Procedures and Guidelines document will need to be approved by the Board at the Winter Board meeting and posted to the website. By-laws, Policy Decisions & SBP o Bylaws

First Vice President Wiggins referenced her report included in the handout packet. A discussion took place about student membership requirements. ACTION: It was motioned to amend the student membership requirements to state applicants must submit their transcripts or a class schedule to complete their application. The motioned was seconded, which passed unanimously. o Policy Decisions First Vice President Wiggins noted the two new policy decisions approved at the last Board meeting, policy decision #15-07 and #15-08. o SBP First Vice President Wiggins reported all suggested modifications received at the Fall General Membership meeting have been included in the revised SBP. Public Relations o Associate Director Crosman reported he has not received much content to include in the newsletters and encouraged those in attendance to send him information. Crosman thanked the Board for their efforts in assisting in the design of the Spring Conference program and suggested in the future to allow more time for design and print. Johnston suggested archiving bios of conference speakers for future use. Ethics o First Vice President Wiggins reported she will report on the ethics complaint received during last year s Spring Conference at the General Membership meeting. President Helmick reported that an ad hoc committee has been created to finalize the code of ethics and make revisions in the future, if necessary. Aviation Day o President Helmick referenced his report included in the handout packet. He reported a total of 279 attendees, three legislators and five legislative staff members attended the 10 th Annual Arizona Aviation Day. A total of $1,740 was collected in luncheon tickets and $13,350 in sponsorship income. o President Helmick noted the committee s goal is to start planning earlier for 2016 and the date will be either January 19 or February 2. o First Vice President Wiggins noted the importance of writing to legislators throughout the year and offered to share her email template with the Board. Awards, Promotions, AzAA Store o Hagen referenced his report included in the handout packet. Hagen reported orders take about 10 days to receive and suggested sending out an email blast 6-8 weeks before a conference to promote ordering items to wear during the conference. He noted the Board has the option to pre-order items as well. o Hagen suggested the Board look into adding AzAA and sponsor logos to other store items. o Hagen reported all of the awards and sponsor gifts are ready to distribute for the Spring Conference. Fall 14 Conference o First Vice President Wiggins reported the conference was a success with a total income of $17,687.50. Sponsors of the Spring Conference will be recognized as sponsors of the Fall Conference as well. o President Helmick suggested Hagen start looking for volunteers and build a conference committee as soon as possible.

o First Vice President Wiggins reported that she and Membership Committee Chair Williams both visited SoHo63 in downtown Chandler, Arizona as a possible venue for the 2015 Fall Conference. Audio visual is included and there is not a caterer onsite which allows the association to bring in their own caterer to save money. First Vice President Wiggins noted the space is very unique and there is a hotel in walking distance for conference attendees to stay. Spring 16 Conference o First Vice President Wiggins reported that Flagstaff will host the 2016 Spring Conference. Tentative dates are April 24-26. President Helmick noted he has two hotels in mind to host the conference; both are close to restaurants and a pool hall for the tournament. o First Vice President Wiggins noted Second Vice President Rauscher will be responsible for planning the 2017 Spring Conference in Southern Arizona. o It was reported that the Navajo Nation is interested in hosting a Spring Conference in the future. Scholarships & Professional Development o Johnston referenced his report included in the handout packet. He reported that five applications were received and two will be awarded scholarships at the Spring Conference. o First Vice President Wiggins noted that no one applied for the Spring Conference scholarship and suggested the committee focus on building awareness of the scholarship. o President Helmick noted that AzAA has, and will continue to budget to support Board members attending industry events. Legislative Affairs o President Helmick referenced the report included in the handout packet. Membership Committee Chair Williams reported on legislative issues concerning Phoenix-Mesa Gateway Airport. President Helmick noted General Aviation Appreciation month is October. First Vice President Wiggins reported that in the future, a driver s license may not suffice as a valid form of I.D. to board airplanes because it does not meet TSA standards. Website/KCA o Administrative Director Herring reported website updates that had been made since the last meeting which included adding rotating corporate member logos to the home and subpages and activating the membership directory which is private to members only. A discussion took place on additional website edits. ACTION: KCA is to update the website to add an Association Documents tab to list all public governing documents, meeting minutes and financial reports. ACTION: KCA is to review the website to confirm the correct contact information is included on the member sign-in page. ACTION: President Helmick will prompt the Historical Committee to send memoriam page edits to KCA. o A discussion took place about adding past conference information to website. ACTION: KCA is to ask Kevin Shirer for past website files. Nominations o President Helmick referenced his report included in the handout packet and noted one missing Corporate Director candidate. A discussion took place on candidate presentations at General Membership meetings, application requirements and absentee ballots. ACTION: Candidates are to speak for a maximum of one minute at future General Membership meetings and are required to update their membership account to ensure all information is current.

ACTION: In the future, absentee ballots will be created and distributed electronically. Membership Committee o Membership Committee chair Williams referenced her report included in the handout packet and noted the numbers included are current and not reported quarterly. Williams reported there are 23 new members to approve. ACTION: First Vice President Wiggins made a motion to approve all new members. Johnston seconded the motion, which passed unanimously. o Membership Committee Chair Williams reported the committee plans to focus on increasing Executive members in the next year. The online membership database has been cleaned up and is now accurate. Administrative Director Herring noted multi-year memberships are possible within the current system. First Vice President Wiggins noted that multi-year memberships are difficult for accounting purposes and employees who leave the organization and/or industry. President Helmick suggested looking into offering group membership discounts. ACTION: Williams is to survey the membership on their interest in group membership discounts. o A discussion took place on why only one Corporate membership is allowed per corporation. ACTION: President Helmick is to follow up with Corporate Director Hotaling on the history as to why only one Corporate membership per corporation is allowed. Airport Leadership Program o President Helmick referenced his report included in the handout packet and reported that he had received an email from an organization who is interested in adding a separate airport leadership program onto an AzAA Conference. A discussion took place. Membership Committee Chair Williams noted that an additional day of training may be beneficial to the membership. It was agreed that if AzAA offered additional training, a fair RFP process should be required to offer the opportunity to all. The Board agreed that more information is required before a decision is made. Lobbyists o President Helmick reported that AzAA has two lobbyists, Triadvocates and Michael Racy. This was a requirement due to this year s Aviation issues. President Helmick noted both lobbyists have different advantages. First Vice President Wiggins agreed and noted that in the past, AzAA has had two lobbyists when necessary. Past Presidents o President Helmick reported that the Past President s dinner has not been coordinated for the past few years and suggested it be co-located to future Board meetings. ACTION: A discussion took place and the Board agreed to schedule the next Past President s dinner before the Summer Board meeting. How Long Should AzAA Retain Hard copies of Non-Historical Documents on File o A discussion took place. ACTION: Administrative Director Herring is to review the audit, tax and financial requirements and bring any documents in question to the next Board meeting for the Board to review. How AzAA Can Enhance Their Website to Become More of a Knowledge Resource o A discussion took place and it was suggested that the Membership Committee send out a survey to the membership to assess what additional information

would be beneficial to add to the website. Other Business Welcome new Board Members o President Helmick asked for suggestions from those in attendance on how AzAA can better help welcome new Board members. First Vice President Wiggins suggested pairing new Board members up with existing or previous members for guidance. Items for Summer Board Meeting o It was reported that the Summer Board meeting is tentatively scheduled for July 16, with the Past President s and Board of Directors dinner on July 15 at the Fall Conference location. Corporate Report o President Helmick reported on behalf of Corporate Director Hotaling and referenced the report included in the handout packet. It was suggested to upload videos of conferences and events with a call for new members to consider joining AzAA. First Vice President Wiggins agreed that it is a good idea and can be easily accomplished. It was suggested to offer an incentive for current members to submit testimonials to use to promote membership. Administrative Director Herring reported per the bylaws, AzAA is to pay for one hotel room per Board member per each Board meeting. The Nautical Inn made a mistake in January and Board members were charged for their hotel stay for the last Board meeting. ACTION: A discussion took place and Rauscher made a motion to approve AzAA to pay for two hotel room nights at The Nautical Inn for the May Board meeting for those who attended the January meeting. First Vice President Wiggins seconded the motion, which passed unanimously. A discussion took place in regards to offering ACRP a complimentary exhibit table at future conferences. First Vice President Wiggins noted the importance and benefit of ACRP exhibiting. ACTION: The Board agreed that ACRP will receive a complimentary exhibit table at future conferences, with the approval of the conference committee, based on space availability and advance coordination. Second Vice President Rauscher reported that he received an email about the importance of reaching out to previous sponsors to offer them the opportunity to sponsor again before reaching out to new sponsors. ACTION: A discussion took place and the Board agreed the committee is to first offer the same sponsorships to previous sponsors before the launch of conference registration. If they do not respond within one week, the sponsorship will become available to all. Summary o President Helmick thanked all Board members for their efforts, making his experience as President memorable, and for making the organization what it is today. President Helmick thanked all Board members individually. Adjournment ACTION: First Vice President Rauscher made a motion to adjourn the meeting at 3:30 p.m. Membership Committee Chair Williams seconded the motion, which passed unanimously.