DRAFT
Academy of Mechanical and Aerospace Engineers
Board of Directors Quarterly Teleconference
August 18, 2015
The meeting was called to order at 12:03pm by Academy President, Patrick Davidson.
Attendees: Patrick Davidson, John Eash, Paul Niewald, Randall Wood, Steve Moss, Lisa Sombart, Dale Pitt, Travis Durand, Steve Bass, Barton Moenster, Randy Foster, Gerry Kettler, Dr. Drallmeier, Lila Kolker, Kimber Crull, Cathy Williams and Nolan Brunnworth.
Agenda: There were no changes to the draft Agenda. There will be a presentation on the display issue which will be presented under Other Business. Randall Wood and Randy Foster had indicated that they had to leave the meeting early. Paul Niewald made the motion to approve the Agenda, Barton Moenster 2nd the motion. All were in favor. There were no opposed. The motion carried.
Minutes: The draft minutes of the June 23, 2015 Board of Directors Bi-Monthly teleconference were reviewed. There were no changes to the minutes. Randall Wood made the motion to approve the minutes, Lisa Sombart 2nd the motion. All were in favor. There were no opposed. The motion carried.
Treasurers Report: Randall Wood reviewed the Approved Budget for 2014-2015, year end:
AMAE 2014/ 2015 BUDGET(07/01/2014 - 06/30/2015) APPROVED BUDGET
6/30/2015
Planned Expenses / Final Actual 2013/2014 Expenses / 2014 - 2015 Approved Budget / YTD Actual 2014/2015 Expenses / Actual to Budget Variance / % of total '13/'14 budget
General Expenses
Induction Costs October / $ 7,414 / $ 10,000 / $ 9,234 / $766
AMAE Misc. Operating Costs / $ 671 / $ 2,000 / $ 744 / $1,256
Total General Expenses / $ 8,085 / $ 12,000 / $ 9,979 / $2,021 / 83.2%
Awards
AMAE Graduate Seminar Series / $ 3,000 / $ 3,000 / $ 3,000 / $0 / 100.0%
Dept Chairman Discretionary Funds / $ 2,000 / $ 2,000 / $ 2,000 / $0 / 100.0%
Department Publication Support / $ 5,000 / $ 5,000 / $ 5,000 / $0 / 100.0%
Departmental Support Awards / $ 10,115 / $ 10,000 / $ 10,000 / $0 / 100.0%
Formula SAE Car / $ 6,000 / $ 6,000 / $ 6,000 / $0 / 100.0%
Human Powered Vehicle / $ 5,000 / $ 5,000 / $ 5,000 / $0 / 100.0%
SAE Aero Project (Eversman) / $ 2,400 / $ 2,400 / $ 2,400 / $0 / 100.0%
Solar Car Project / $ 2,500 / $ 2,500 / $ 2,500 / $0 / 100.0%
Advanced Aero Lift (Eversman) / $ 4,000 / $ 4,000 / $ 4,000 / $0 / 100.0%
Robotics Competition / $ 1,000 / $ 1,000 / $ 1,000 / $0 / 100.0%
Solar House (Competition) / $ - / $ 1,000 / $ 1,000 / $0 / 100.0%
Miners in Space / $ 2,000 / $ 2,000 / $ 2,000 / $0 / 100.0%
MRSAT / $ 3,000 / $ 3,000 / $ 3,000 / $0 / 100.0%
Miner Baja / $ 1,000 / $ 1,000 / $ 1,000 / $0 / 100.0%
Mars Rover / $ 1,500 / $ 2,500 / $ 2,500 / $0 / 100.0%
Concrete Canoe / $ - / $ 500 / $ - / $500 / 0.0%
Formula Electric / $ 4,000 / $ 3,000 / $ 3,000 / $0 / 100.0%
Total Awards Expenses / $ 32,400 / $ 33,900 / $ 33,400 / $500 / 98.5%
Scholarship Cmte
Scholarships FS2014 & SP2015 / $ 10,000 / $ 11,000 / $ 9,000 / $2,000 / 81.8%
Graduate Teaching Award / $ 1,000 / $ 1,000 / $ 1,000 / $0 / 100.0%
Total Scholarship Expenses / $ 11,000 / $ 12,000 / $ 10,000 / $2,000 / 83.3%
Senior Design Cmte
Total Senior Design Expenses
Facilities / Renovation Cmte
DTBW / $ - / $ 25,000 / $ 21,385 / $3,615 / 85.5%
Instructional Labs / $ 100,000 / $ 10,000 / $ - / $10,000 / 0.0%
Total Facilities / Renovation Cmte*** / $ 100,000 / $ 35,000 / $ 21,385 / $13,615 / 61.1%
Research Promotion Cmte
Bi-Annual Review Publication
Total Research Promotion Cmte
Membership Cmte
Nominating Cmte
Strategic Planning / ABET Cmte
Communications Cmte / $ 315 / $ 1,000 / $ 598 / $402 / 59.8%
Graduate Seminar Cmte
Total Other Cmtes / $ 634 / $ 1,000 / $ 598 / $402 / 59.8%
Not Used This Year - Scholarship
TOTAL BUDGET / $ 162,233 / $ 103,900 / $ 85,361 / $18,539 / 82.2%
Summary: The Academy has spent 82.2% of their budget, there is $18,539 left in the spendable.
He then reviewed the Balance Sheet for 2014-2015 year end:
AMAE 2014/2015 BUDGET(07/01/2014 - 06/30/2015)
APPROVED BUDGET BALANCE SHEET / as of
6/30/2015
Account Balances: / 2014 - 2015 Approved Budget / YTD Current
Balance Sheet
Spendable Account Beginning Balance* / $ 30,137 / $ 30,137
Quasi Endowment Account Beginning Balance / $ 59,561 / $ 59,561
Total AMAE Balances / $89,698 / $89,698
Expenses:
Budgeted Expenses / $ (93,900.00) / $ (85,861)
Instructional Labs / $ (10,000.00)
Total AMAE Expenses / $(103,900.00) / $ (85,861)
Income:
Membership donations (est 70 K) / $ 75,000.00 / $ 73,205
Membershp donations Instructional Labs / $ 25,000.00 / $ 26,273
Investment Gain/Loss Spendable / $ 751.00 / $ 439
Investment Gain/Loss Quasi Endowment / $ 5,795.00 / $ 634
Annual Distribution - Quasi Endowment / $ (2,355.00) / ($2,402)
Annual Distribution - Spendable / $ 2,355.00 / $ 2,402
Transfer from Quasi to Clear Deficit / $0 / $0
Transfer to Spending to Clear Deficit / $0 / $0
Induction Dinner / $ 2,610.00 / $2,245
Total AMAE Income / $ 109,156.00 / $ 102,795
Spendable Account Ending Balance / $31,953 / $ 48,840
Quasi Endowment Account Ending Balance / $ 63,001 / $ 57,792
YE Balance / $94,954 / $ 106,632
*Includes donations directed for instructional labs / $ 8,912.31
Summary: Member donations came up a bit short this year. Instructional lab donations exceeded expectations. Investment losses were unexpected. The net balance exceeds the budget, however $35,184 of this net is earmarked for instructional labs.
After reviewing the Comparison from the last meeting, Randall stated that it has been a good year if not for the investment losses and that the Academy is in good shape for funding the next instructional lab if needed.
John Eash questioned how the investments are made. Missouri S&T is in charge of the investments.
Dr. Drallmeier noted that there is $3,600 encumbered on the DTBW list for a window for the Wind Tunnel lab that has been ordered but not yet delivered.
Randall will work with Lila on the interim budget and will ask for email approval. He recommended that the 2015-2016 budget to look much the same as the 2014-2015 budget. The only change may be to eliminate the investment earnings/losses since they are not under the Academy control.
Pat Davidson will set up a call of the Executive Board to approve an interim budget and review the final budget for 2015-2016 for the meetings in October. He later included approval of a slate of officers for 2015-2016 and a discussion of the By Law changes to be made regarding the Past Presidents portrait display in Toomey Hall and the instituting of membership annual dues.
President Update: Pat has emailed the 19 charter members of the Academy urging them to come to the Induction dinner to celebrate the 20th anniversary of the Academy. 4 are deceased. Looking for contact information on Lloyd Reuss. He has received 2 responses, from Gary Schumacher and Bob Freeland, both stating that they cannot come to the dinner.
Pat is accepting nomination for the 2nd Vice President position. The Nominating Committee will convene during the September call to discuss this item.
Committee Updates:
SDELC Report: Steve Moss did not have much to report at this time. He plans to attend the Advisory Board Meeting next month and will have more to report at that time.
Membership Update: Steve Bass reviewed his report. The nomination process is nearly completed. He thanked Ed Gerding, Cathy Williams and Bart Moenster for their help this year. There are 7 inductees this year. Cathy has received nearly all photos and bios from the inductees. The Chair and Vice Chair will now mentor all inductees. This committee met to discuss Mentor Guidelines/Talking Points. The goal is to be consistent in the message being delivered to the inductees regarding what to expect and what is expected of the new member. They will also introduce Cathy as a point of contact for all information regarding the events and will ask each inductee if they have any questions about the Academy.
Senior Design and Technical Resource Update: Randy Foster reported that there are plenty of projects for Senior Design this year. Dr. Midha has submitted a power point from a former student regarding possible funding from the Academy for a Not-For-Profit Organization’s Senior Design Project, Wheelchair Lift Project. The department is supporting this project for part of the fee, the organization is asking for the remaining portion from the Academy, $3,000.
Dr. Drallmeier suggested that his should be treated as a Senior Design Team proposal and a prototype from one of Dr. Midha’s Senior Design Groups should be presented at the Academy Membership Meeting for possible funding. He stated that this should be treated much in the same way as the Aerospace Senior Design. Most of the Board present were in favor of helping to fund such a project. After much discussion is was determined to invite the Senior Design team to the October meeting to submit their proposal and make their presentation for funding. Dr. Drallmeier will inform Dr. Midha of this decision. Randy Foster will also discuss this with Dr. Midha.
Scholarships Update: Barton Moenster was present to report. The Graduate Teaching Awards have been determined although the voting was very close and took 3 attempts to find a 2nd awardee. He asked if the Board would approve a 3rd GTA award at an additional $500. Paul Niewald agreed with others that there should be only 2 awardees each year and that a precedence should not be set for 3 awardees in case of a tie. The GTA awardees will be Abdulaziz Abutunis for the Fall Semester 2014 and Benjamin Gruenwald for the Spring Semester 2015. All other scholarships have been awarded.
Special Events Update: Dale Pitt was present to report. He reviewed all draft agendas. Everything is coming together. Travis Durand addressed the question on the report regarding inviting 2 members of each student design team to the dinner to accept their presentation awards. This was acceptable. Mr. Pitt stated that more people attend the dinner than the Open House. Lisa would like to see more students at the dinner.
Dr. Drallmeier stated that Dean Ferguson would like the opportunity to address the Academy. This will be added to the Annual Business Meeting agenda.
Strategic Planning Update: Paul Niewald conducted a meeting on August 10th to reassess the strategic plan. Some considerations were to a) work with the Development Office to ensure that the AMAE is casting a broad net for candidate members and b) if there should be a ready pool of candidate members for an ad hoc committee to support ABET, and if industry perspective and guidance be defined in advance of this meeting.
The draft Strategic Plan will go out to the board for comments on Sept. 8th and these comments will be due back by Sept. 22nd. Also, Mr. Niewald is looking for any by-law changes. Dr. Davidson indicated that there are 2 items that may be changes to the by-laws: First, the possible institution of a membership dues requirement and second, the portrait display issue in the department. This presentation will be given later in this meeting. After reviewing the current By-Laws, Dr. Davidson quoted “The bylaws may be amended at any annual meeting at which such intentions has been a part of the notice of the meeting…” This would mean to note the bylaw changes on the annual membership meeting agenda. Mr. Niewald added to also post it to the website.
Communications Update: Steve Thies and Jim Berkel were unavailable to report. Cathy mentioned that this committee is working on a mentorship program with the students and the initiation of a LinkedIN page and requirements for this to connect students with AMAE members.
Facilities Update: Gerry Kettler has not spoken with Russel Flye so he had nothing to add to the report that had been submitted.
Past Presidents Council Update: Lisa Sombart had nothing to report. She will seek the opinion of the Past Presidents on the portrait display in Toomey Hall and hope to have this input by the October meeting.
MAE Department Update: Dr. Drallmeier reported that the department has 4 new faculty to start in the fall semester bringing the total number of department faculty to 40. There are 36 Tenure – Tenure/Tenure track faculty and 4 teaching faculty. The semester starts next week with enrollment going up. The Faculty annual retreat is later this week. This is a review of the Department Tactical and Strategic Plans.
The department is receiving a gift from Phillips 66 for the formation of a lending library in conjunction with the instructional labs. This library will provide various instrumentation for checking out by the students for laboratory and design projects. It will cost approximately $10,000 per year for 5 years to build up this library.
Dr. Ming Leu and faculty in Computer Science are undergoing a large endeavor involving an additive manufacturing project with Honeywell in Kansas City that will require additional research laboratory space. Significant renovations in 1 or 2 labs in Toomey Hall are planned and may also involve use of space in the old power plant located in back of Toomey Hall. He is hoping that we will expand into the power plant with more lab space in the future. This is no more office space in Toomey Hall.