Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
Apologies
Rohan Holtkamp, Mark Thompson, Bill Moyes, Stewart Dennis
Present
Rohan Grant (Chair)
Carla Pierce (Secretary)
Kathy Little
Andrew Polidano
Hakim Mentes
Chris Fogg (GM)
Minutes last meeting
Accepted as read
Action Items from Last meeting
Renew HGFA insurances
Approval from the Board to renew the current insurances.
Action 04:13
GM to
progress renewal of the Professional Indemnity and Directors & Officers
insurances.
Action Status - Complete with renewal continued to 2006.
Insurance – Informing the membership of what we have and why we have it
A great many questions are made from the membership concerning insurance.
Action 04: 14
Carla to
 write Insurance article for the magazine highlighting the current insurance
situation from the member perspective and
 provide some guidelines to members on what insurances a member should
seek for their personal protection (eg ambulance, loss of income etc).
Action Status – Carla is currently reviewing the insurance legislations in
each state so as to make a correct & informed approach to the article.
Old Office Computers to be put up for tender in Soaring Mag.
The office recently upgraded its PC suite. Old computers could be sold to bidders
from the membership. Suggestion to advertise the computers through the magazine.
Action 4:02
GM to
Review the value of the PC’s and whether they would be viable to on
sell.
Action Status – The asset is not viable to sell
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
Operations Manual Amendments
With the coming air reforms & CASR’s the operations manual will need a full rewrite.
Action 4.04
GM to
Update the Operations Manual with amendments as they are passed.
Action Status –A formal project needs to be developed to capture the
new regs and simplify the manual overall. Ongoing to be reported via
project report
Safety Forums, Accident DB and Web Stats
The Accident DB has been in development for publishing stats over the web. At
present it is in demo trial status. There is also suggestion that the development be held
off until the FAI accident DB is finalised so that we can link directly into their
system.
Action 4:05
GM to
progress development of the HGFA Accident DB with Mark
Thompson.
Action Status – No further action has been undertaken on this as there
is no clear specification on the development that is required.
Investigation has been made to incorporate the Accident DB into the
Membership DB. A quote has been sought and returned as cost of
+$5000. Further investigation is being made into other quotes.
Restricted Certification through Towing Instruction and Tandem Ops
To review the pilot certification syllabus so that pilots can be endorsed to fly through
tow instruction but will require further training to foot launch. Similar endorsements
to be reviewed where pilots learn to fly from coastal sites and be endorsed for that
form of flying but need to be further endorsed for inland thermal flying. Rohan
Holtkamp has been working on a draft syllabus
Action 4:06
GM to
follow up with Rohan H.
Action Status –. This will be come under the ops manual update
and certification review. Further discussion to be undertaken within
the Safety and Operations committee.
Issue: Newly trained pilots receiving only a tow launch certification will likely be tempted to fly coastal
or inland sites without having undergone any further training in foot launch techniques which can
lead to a launch accident.
MPG; MHG endorsement & training syllabus / MPG trike syllabus and certification
Motorised gliders are not currently covered particularly well within our ops manual.
Action 4:07
GM to
Commence development of a training syllabus and an identification of
the types of gliders and motors that need to be drafted into our ops
manual to legitimise the operations with these aircraft
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
Action Status – GM and Andrew P to continue work on the syllabus
with respect to the new CASR parts (103, 149 etc) coming in.
Syllabus to be included in the Ops Manual update project.
Once the syllabus has been drafted it will be reviewed by the
Operations and Safety committee before being implemented
through the Operations Manual updates.
HGFA Trust, PTY LTD Company
Recommendation for a Trust to be set up to protect HGFA Assets from any litigation
caused by its members.
Action 4.08
Carla to
investigate and recommend steps to establish a Trust for the HGFA
Action Status - Carla gave an update on the progress with the Trust,
indicating that the trust will need to be set up in NSW as this is the
state under which the HGFA is incorporated. The HGFA will also need
to select managers of the Trust.
 Need to incorporate a company – need to purchase a shelf company.
 Need to change assets to the new company (Asset transfer to new
company)
 Needs to get stamped in NSW
New Action 04:20
Carla to
write article to the magazine once the Trust has been established to
communicate to the membership the reason for the Trust and noting
the need for the special resolution required by the membership.
Andrew P to liaise with Carla in regard to locating NSW solicitor who
can assist in setting the Trust up in NSW.
Lapsed members and check flight Requirements
Membership lapses when the membership fee is not paid by the required date.
The validity of the pilot’s certification is directly linked to the validity of membership.
Once membership expires the pilot’s certification also effectively expires.
The Ops Manual infers that an expired pilot certification requires a check flight for
reinstatement of the certification.
Should lapsed members be required to undergo a check flight to reinstate their
certifications.
Action 4.10
GM to
Draft a policy statement to clarify whether members who have lapsed
their membership and are now rejoining require a Check Flight.
Action Status – A review is being done of the constitution regarding
reinstatement of membership following expiry of membership. A
review is also being undertaken of requirements for check flights.
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
The preference is to provide incentive to renew before expiry date and
to provide clear requirements for check flights on a safety basis.
Also - A requirement of biennial check flights for WM’s is now
implemented into the Ops Manual. This has caused a few issues in
regard to distance and availability of instructors to provide the check
flights. The policy will need to include exceptions and provide a means
of how check flights can be catered for in remote areas.
Matching aircraft type with certification level
Incidents and accidents continue to arise from pilots with low or intermediate
certifications and airtime hours who acquire and pilot advanced aircraft. Concern is
expressed on whether the HGFA should stipulate some criteria governing the aircraft
which a certain level of certified pilot can fly.
Action 4.11
Safety and Ops Committee to
Review and if necessary recommend a set of license requirements that
will align certification to glider performance. The review should look
at pilots who are making Aircraft upgrades and if they should undergo
a check flight or instruction program that will match pilot skill level to
the skill required to safely fly the aircraft.
Action Status –
 To be tabled again at the next safety and Operations Committee
meeting.
 Suggestion has been made in the past of registering all aircraft to allow
for validation on sale to suitable pilot
 Suggestion has also been made in the past of establishing a certificate
of airworthiness which can be done by ‘authorised’ instructors or sales
persons who can test a glider and verify at time some stamped point in
time that the aircraft was airworthy. The aircraft can then be on-sold
with the certificate. There will need to be more discussion had about
how this would be implemented.
Airspace and ASBD.
New regulations have come into play and impact on our activities. The HGFA needs
to respond to the new requirements and state its opposition to their implementation.
Action 04:16
Rohan G to
provide brief article for magazine on Airspace and ASBD.
Action Status – As yet the airspace ruling is not clear. A letter is to be
forwarded to Airservices from ASAC (Rob Hall) on behalf of the
HGFA. Awaiting response on the developments of ASDB and of
further information regards the letter from Rob Hall.
CASA Deed of Agreement - Schedules A and B
Progress the CASA Deed of Agreement
Action Status
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
Agreement has now been signed and sent to CASA. The GM will to finalise
the report and invoice for the fee of services.
CASA is reviewing the Agreement and a request is to be made to CASA for
more realistic payment for the services which the HGFA performs on their
behalf.
HGFA Operations Manual and RAAus interoperation for WM endorsements
Owing to the lack of instructor numbers, remote operators find it difficult to arrange
for check flights and endorsements with HGFA instructors. Since WM’s are
administered by HGFA and RAAus is it possible to have RAAus approve HGFA
member endorsements and visa versa. Issues need to be covered off in terms of
training syllabus and equivalent endorsements.
Action 04:18
Hakim to
look into cost to have independent review of operational requirements
and the license matching between the RAA and HGFA operations
manuals with a view to approving quote to the value of $2000 dollars
if RAA is agreeable to meet half the cost.
Action Status – Hakim has provided information to a collegue who
has done a brief review of the requirements and made an estimate that
the GAP Analysis could be done for around $2000.
GM has queried the RAAus in regard to the issue of cross instructor
recognition. The RAAus is opposed to the idea. RAAus has however
indicated the continuation of providing check flights for HGFA
members that are not able to access HGFA instructors for that purpose.
Strategic Planning
The HGFA Strategic Plan requires updating and a plan for future developments made
easier to manage and more realistic in terms of performance matching.
Action 04:22
GM to
draft a proposed strategic plan for the HGFA that covers the next five
years.
Action Status – Time has not been available to produce a documented
plan as yet. Getting to know the job, the added workload of the air law
reforms now in full motion, the active summer program have all
contributed to daily priorities which have slipped this task. It is hoped
that the quieter winter period will allow greater concentration on this
important aspect of managing the organisations direction.
WM Instructor Program – Southern Microlights
A proposed accelerated instructor course for training of suitable WM pilots to
instructor status was tabled. The course provides comprehensive condensed training
programme.
Action 04:23
Carla to
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
Present Mark White with written approval to progress and will follow
up on candidates undergoing the plan.
Action Status – Chris has written to Southern Microlights on behalf of
the Board to approve go ahead of the fast track training plan, indicating
that a quality audit would be made on the first few candidates that
progress through the program before final approval is given for the
ongoing program.
Chris noted to the Board that another instructor, Cole Evans, was
currently developing a program oriented to the business side of running
a WM school. This program also includes in its syllabus training for
flying with floats. The will need to review and approve this syllabus
before it can be implemented.
Risk Analysis
Risk management was discussed last meeting and a proposal tabled for the
development of a risk management tool which could be used at the local club level.
The development of the risk tool was considered to be too expensive and not likely to
be adopted by the clubs unless made and presented in simple to understand and simple
to use terms. Further discussion in the last meeting resulted in acknowledgement that
and approach to risk management was required and needs investigation.
Action 04:24
Rohan G to
Look into other existing risk management methodologies for outdoor
activities.
Carla to
Review risk management methodologies for corporate activities.
Both to report and make recommendations to the Board on which way
to progress the Risk Management for each area of concern.
Action Status – Rohan and Carla to discuss further in this meeting.
Action 04:25
Carla to
Enter an article into the Magazine concerning Risks to the HGFA and
why a risk management plan is required at Club level - what is it, why
needed, where needed.
Action Status – Carla looking into the relevant risk issues within each
state before finalising this article.
Conflict of Interest
Posting on the HGFA Board forum has raised concern over a conflict of interest with
the newly appointed GM retaining the presidency of the Stanwell Park Club.
Action 04:26
Carla to
reply to the notice on the Board Forum indicating that the Board do not
find there to be a concern of conflicting interest.
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
Action Status – Carla is yet to comment on the forum in response to
the posting.
GM Report was tabled
The GM gave a power point report of recent activity and issues
HG Worlds 2005
GM provided a review on the Worlds HG Championship event.
CIVL minutes presented from Guatemala criticising the organisation and running of
the event.
A Report from the organiser is outstanding as per the contract between HGFA and the
organiser. It was noted in the apologies that Rohan H was unable to attend this
meeting and would have, if he were attending, would have provided a report on the
event.
Action 04:27
Rohan G to
Request a report from the Organiser and to include a response to the
criticisms of the event as stated in the CIVL report
CIVL meeting Guatemala
Stewart Dennis the CIVL delegate was not present to provide a report on this meeting.
In the report to comment on remarks made at the Guatemala meeting in reference to
the HG Worlds and the Bid for the 2007 PG Worlds.
Action 04:28
Rohan G to
Request a report from Stewart as the Australian CIVL delegate who
attended the meeting and to give mention as to what was presented and
stated at the meeting.
PG Worlds 2007
Discussion was held regarding the bid for the PG Worlds in 2007 and the effects that
Godfrey’s actions regarding banned pilots from his site at Mt Borah were having on
the views toward the Worlds event. While recognising Godfrey’s reputation for
organising excellent competitions there is particular concern and a view of potential
risk to the competition from this action as well as potentially having the comp
organiser competing in the competition.
It was agreed that there should be a contractual agreement established between the
HGFA as host to the event and Godfrey as landowner that provides access to his lands
for the term of the competition and associated pre worlds competition.
It was also discussed that the GM should promote other ideas on how to assure a
smooth running comp and lead up to the comp.
Action 04:29
GM to
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
advise Godfrey of the Board's concerns and that a contractual
agreement between the landowner, Manilla committee and the HGFA
will need to be established
If this is agreed then
Carla to
draft an agreement or Lease for signature from Godfrey
GM to
Confirm the signatures on the contract with CIVL in order to establish
the responsibilities of the HGFA Event host and overseer and Godfrey
as organiser.
After discussion the Board concluded that for the HGFA to continue supporting the
bid, a contract with Godfrey is required and the organising team must be willing to
participate in reasonable request from the HGFA for its terms of hosting the event
then the HGFA. Otherwise HGFA should notify CIVL that Australia will withdraw
the bid and not be conducting the 2007 Worlds. Such terms would include the
satisfactory resolution of the dispute that led to the ban that has been placed on the
Brazil Competition Selection Committee members.
Member Fatal Accident Policy
The HGFA Management Procedures Policy states that a refund of unused portion of
membership or insurance fees will be given if requested by deceased family/estate.
The question was posed as to whether the HGFA should make the refunds as a matter
of course when learning of the death of any of its members.
The decision was to rest with the current policy reasoned that the families grief may
be aggravated if the HGFA intrudes on the grieving time for something fairly trivial
like this refund, whereas the HGFA is always able to make the refund upon request
when the family is ready to make such a request.
PAX Medicals
The issue of medical certificates for passenger carrying pilots has been raised by a
number of members, especially WM members. Kathy L made note that WM pilots
regularly make the comment to her that the RAAus only requires a medical to the
level required to obtain a drivers license and that the level of fitness is accepted by a
signed statement by the pilot that they are fit to fly. The HGFA requirement for all
passenger carrying pilots is that of an equivalent medical to a PPL. This involves a
medical check up and cost associated with it. Kathy went on to state that there has
been a number of members making the change to the RAAus and that others were
indicating that they are prepared to move over to the RAAus because of this cost and
requirement.
Discussion was entered into regarding the requirement for informed consent of
passengers and the duty of care the organisation has for a passenger in aircraft
administered by the organisation. The question was raised - “Is the organisation liable
for a pilot certificated by the organisation if an accident is deemed to be caused by a
medical condition that could have been foreseen as preventable by the organisation.”
What is the organisations standing if a pilot that has been rejected by another
administering body on medical grounds, accepts and certifies that pilot within their
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
organisation. After some considerable discussion the following motions were put to
vote.
Motion: effective immediately to upgrade PAX Instructional to be upgraded to Class
2 Medical requirement.
Moved RG, Second HM – motion carried unanimously.
Motion: to upgrade PAX Sport to be upgraded to Class 2 Medical requirement
Moved AP, Second CP – motion carried unanimously.
Action 04:30
GM to
Implement the requirement for Instructional and Sport passenger
carrying certifications to require a level 2 medical.
International Instruction
Following advertisements passed on the email and over the web inviting students and
would-be pilots to learn during our winter season on overseas courses, the query was
raised as to what the HGFA can recognise and endorse in terms of certifying students
at these foreign facilities. Rohan G noted that past motions have been moved to allow
Australian endorsed instructors in other countries to train to Australian standards, but
are only able to offer a placard to identify that the student has been trained to
Australian standard. This is not an Australian certification and some conversion
would be required to confirm the Australian certification. The GM noted that he had
been in contact with CASA in this regard and they had indicated that the HGFA was
able to provide what ever it wished for overseas pilots but any pilot wanting to be
endorsed in Australia must be conversant with Australian regulations and
requirements.
Action 04:31
GM to
Draft a policy by which the HGFA might recognise a student who has
been trained by an Australian endorsed instructor when the training
was not provided within Australia. The policy should include how the
HGFA will verify the training provided as being in accordance with
and be equivalent to the Australian standards.
Pilot & Instructor Certification Conversion
The issue was raised on policy that concerns pilots, and particularly instructors, who
have been certified in a foreign country that wish to have their rating recognised by
the HGFA for the purpose of conversion to the Australian certification.
The Board agreed that:
 for any international flyer making request to have their pilot
certification converted to an Australian pilot certificate should provide
the office with evidence of passing the 1st 20 pilot certification exam
questions which relate to air law and regulations within Australia.
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005

For a person with a foreign instructor certification to convert in order
to teach in Australia, the instructor workbook should be completed
and submitted to the Operations Manager and a season working under
an Australian school should be completed before being eligible for a
conversion to an Australian Instructor rating.

Where a person with a foreign instructor certification wishes to
acquire a CFI rating within Australia they must fulfil the first year as
stated then qualify their facility as per the Ops Manual.
Action 04:32
Operations & Safety Committee to
further discuss and draft final recommendation concerning the above
requirements into a policy statement that will be included in the
Operations Manual to cover this type of concern.
Printed Copy Operations Manual to be Supplied to all New Pilots
Concern was raised on the extent to which newly certified pilots are informed on
content of the Operations Manual. Several cases had been raised to the GM where
newly certified pilots did not have a personal copy of the operations manual.
The Board agreed that it is essential for members to be properly informed of the
regulations and procedures governing our sport and that the duty of care beholden to
the organisation is to ensure that the new member is equipped with a current copy of
those regulations and procedures by way of having procession of the Operations
Manual.
Action 04:33
GM to
Advise all instructors that it is a mandatory requirement for any new
student pilot to have procession of a printed version of the Operations
Manual.
GM to
Advise the office that a printed version of the operations manual
should be promoted to new pilots that intend to reside in the country.
Risk Management & Strategic Plan
During the course of the meeting a risk identification document was developed noting
some of the major categories of risk that affect the organisation. A risk identification
session was held listing certain risk elements within each of the categories. The
resulting document will be used to develop a plan of risk management that is intended
to help direct the organisation to manage and mitigate these organisational risks.
Action 04:34
GM to
build out of the Risk Identification document and present back to the
board for review via email – estimated time to prepare initial document
by end June 04.
Insurance
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
During the last hours of renewal negotiations for the 2005/06 member liability
insurance several alternative options were provided for consideration that included
passenger and instruction indemnity clauses. A review was made of these options.
Each of the options was considered by the Board taking into account:
1. The total membership that would actually benefit from the insurance option
on offer
2. Those members who did benefit to be apportioned the additional cost of the
insurance
3. Comments received from the membership in regard to the type and cost of
insurance they felt to be reasonable.
4. Comments received from the membership that state any cost to insure
specialist activities should be borne by those engaged in the activity.
5. the options on offer did not include ground to air instruction cover
6. All options presented had a limit of liability for passenger and instructional
cover which would not likely cover total of a claim made.
It was decided not to engage either of the options being presented. Decision was
based on the number of members that would be benefit from, and be required to pay
for, the additional insurance cost – being those that engaged in passenger/ student
activity where students are not trained by ground to air instruction. It was agreed that
the additional cost would likely be considered too great by those who would have to
pay for it.
Action 04:35
GM to
respond to our insurance broker that the terms of the insurance were
not acceptable for the cost and that the broker should seek to improve
on the terms offered or a reduction in cost to those terms provided.
Reimbursement for Travel/ Expenses Policy
Queries were raised on the policy regarding Board members reimbursement for
Travel, food and other out of pocket expenses when attending meetings.
While there were some comments that this issue had been raised in past meetings
there was no definitive policy statement that could be tracked down to resolve the
query.
Action 04:36
GM to
Extract all policy statements from past minutes and actions to illustrate
what has been decided on previously. Collate these and submit to the
Board over the email for finalisation of a policy statement in the
coming months.
General Business
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
New Aircraft
Hakim M raised the question of what was being done to progress or/and administer
the new types of aircraft coming under use by our membership.
Discussion in response to this question included the development of CASR Parts
which will allow for the RAAO’s to review and extend (if desired) their range of
aircraft administration. This will require some work in the re-write of the Operations
Manual and submission to CASA for the approval for administration of these aircraft
types. No real obstacle is foreseen in this regard due to the likeness of aircraft types
that are already under the administration of the HGFA. There is no conflict
anticipated from other RAAO’s wanting to administer the same aircraft types. The
main principal governing the RAAO’s is that there should be a single administrator
for any particular aircraft type.
The ongoing administration of hang gliders, paragliders and weightshift microlights
incorporating the powered variations of these types of aircraft, whether foot launched
or non foot launched Plus the administration, training and certification of aircraft
types that associate themselves with these forms of aircraft for the purpose of towing.
Andrew P presented correspondence in regard to the types of three wheeled and four
wheeled under 70kg weight exemption for HGFA to operate and certificate these
aircraft.
Tandem trikes
Difference in duty of care responsibilities; Fit for standard.
Tandem Paramotoring.
Andrew P provided a brief overview of current practices in Australia.
There is no ruling or comment in the Ops Manual concerning tandem operations of
these aircraft types and therefore no standard or governance over this type of activity.
It was suggested that the HGFA adopt the DULV tandem paramotoring standard and
thereafter update the Ops Manual to reflect the standard.
It was further suggested to make the requirement that all operators (especially
commercial operators) currently practicing these sorts of operations undertake to meet
the DULV standard for pilot certification.
Action 04:37
GM to
report in the coming magazines the HGFA intention to legitimise the
motorised practices in to the operations manual
Action 04:38
AP to
draft article for Soaring to introduce the DULV and its implications for
implementation
Instruction for ParaMotoring
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Minutes Board Meeting April Planning Session
Tocumwal, NSW. April 16/17 2005
Discussion continued regarding the potential to endorse the DULV standard of
minimum requirements for a Paramotoring instructor and review instructors who are
currently providing paramotoring endorsements.
Action 04:39
GM to
Investigate and list all instructors (and other pilots) that are training
and or providing motorised endorsements
Safety & Operations Committee to
Review and Recommend whether a student can be introduced to a
paramotor during the later phases of ab initio training for paragliding
but not to the point of actual motorised flight until the student has
accomplished the restricted pilot certification.
Provide recommendations on how to amend paramotor endorsement in
the operations manual.
Guiding Principles – Updates in Part 103, 149, 115
A brief overview was presented of how the guiding principles to the new CASR’s
work in terms of governing the development of the CASR Parts (103, 115, 149 &
LSA).
General brief was also given on recent developments of the sub parts, indicating that
progress has been slowed by review of Part 149 due to the mis-interpretation of notes
taken from previous Sub Committee meetings and the absence of CASA
representatives on leave to finalise the drafted Part documents.
GM leave and stand-in – Rohan Grant to direct enquiries as they come in to the office.
Next Meeting: Tentatively 23/24/25 September 2005
Meeting closed 17/04 at 3:45 pm.
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