Without making any judgements (at this time), I just want to let the club know about the difficulty we've been having renewing our Torrey Hawks Chapter status with USHPA this year.
As background, we became a USHPA Chapter in September of 2007. We have maintained our Chapter status ever since that time. We have renewed every year and have met every requirement that USHPA has placed on us. We have applied for site insurance (and paid the fee), but it was never granted. So our Chapter does not currently purchase site insurance through USHPA.
As further background, on February 27th of 2015 (last year), we completed our Chapter renewal with this email message:
Quote:
Subject: Re: Chapter 270 renewal
Date: Fri, 27 Feb 2015 12:08:09 -0800
Hello Ashley and USHPA (cc Brian McMahon),
Thanks for sending the forms. I have attached the following documents which should complete our 2015 renewal for the Torrey Hawks Hang Gliding Club:
- Renewal_Form_2015.pdf
- RiskMgmt_front.pdf
- Flying_Sites.pdf
- Chp270Rpt.pdf
- Bylaws.pdf
- Roster.pdf
- MembApp2008.pdf
Since we do not have any insured sites, we have not included a late fee applicable to insured sites as we have discussed recently and in the past.
Please call both myself (858-204-7499) and our Club President Brian McMahon (phone number removed) immediately if we've missed any requirements for renewal.
Sincerely,
Bob Kuczewski
Club Secretary - Torrey Hawks Hang Gliding Club
On February 25th of this year (2016), I called USHPA and spoke with Ashley about our 2016 renewal. I was told that due to insurance changes, Chapter renewals would not be done until June. I followed up with this email message to confirm that communication:
Quote:
From: Bob Kuczewski
To: Ashley Miller
Cc: USHPA: US Hang Gliding & Paragliding Assn. <info@ushpa.aero>, Brian
Subject: Re: Chapter 270 renewal
Date: Thu, 25 Feb 2016 09:59:10 -0800
Hello Ashely (cc Brian McMahon),
Thanks for your time on the phone this morning.
I'm just writing to include our Chapter President Brian McMahon in the discussion and to confirm that the 2016 Chapter renewal deadline for the Torrey Hawks (and all other Chapters) is currently extended until some time in June due to the changes in insurance.
As I mentioned on the phone, the Torrey Hawks does not currently purchase insurance, and we would be happy to renew before then, but we are also willing to wait along with other chapters as well.
Please keep us (both Brian and myself) informed as to when we might be able to renew our Chapter status.
Thanks,
Bob Kuczewski
Club Secretary - Torrey Hawks, USHPA Chapter #270
I got a nice reply that same day:
Quote:
From: Ashley Miller
To: Bob Kuczewski
Cc: Brian
Subject: RE: Chapter 270 renewal
Date: Thu, 25 Feb 2016 19:36:17 +0000
Sure thing, will do!
Ashley Miller
Membership Coordinator
United States Hang Gliding & Paragliding Association, Inc.
719-632-8300 | 800-616-6888
http://www.ushpa.aero |
http://www.ushpa.orgWe didn't hear a thing from USHPA for months, but we had been hearing of other chapters being renewed. So on May 25th, I wrote to USHPA Regional Director Ken Andrews:
Quote:
From: Bob Kuczewski
To: Kenneth Andrews
Cc: Brian, Joe, Frank
Subject: Torrey Hawks Club Renewal Help Request
Date: Wed, 25 May 2016 10:40:03
Hello Ken (cc Torrey Hawks President Brian McMahon, and others),
The Torrey Hawks Hang Gliding Club has been a USHPA Chapter since the fall of 2007. We are USHPA Chapter #270. We have paid all of the fees to be a Chapter and we would like to continue to be a Chapter.
However, we have not yet received our Chapter renewal packet or any other renewal information this year. This is inconsistent with USHPA's process in the past, and I am concerned that USHPA may be trying to essentially remove our Chapter status by simply not giving us the access to renewal information.
Ken, can you let us know what we need to do to renew our Chapter status this year?
Thanks,
Bob Kuczewski
Club Secretary, Torrey Hawks Hang Gliding Club
858-204-7499
Ken replied that same day and included an email message that appears to have been sent to all chapters on April 21st, 2016 ... but NOT to the Torrey Hawks:
Quote:
From: Kenneth Andrews
To: Bob Kuczewski
Cc: Brian, Joe, Frank
Subject: Re: Torrey Hawks Club Renewal Help Request
Date: Wed, 25 May 2016 14:18:47 -0700
Bob,
So far as I know, the Torrey Hawks officers should have received the following chapter renewal information on April 21, and the USHPA Chapter Newsletter on April 15. These provide the information needed for chapter renewal. If you did not get these email messages, I presume you could contact the USHPA office (
info@ushpa.aero) to get that corrected.
-Ken
Quote:
-------- Forwarded Message --------
Subject: 2016 Chapter Renewal
Date: Thu, 21 Apr 2016 19:40:53 +0000
From: Ashley Miller <ashley@ushpa.aero>
To:
Greetings Presidents, Vice-Presidents, and Secretaries:
With the new RRG insurance in place, USHPA is now ready to proceed with the 2016 Chapter and Site Insurance renewals. To minimize “lost deliveries”, this notice is going out to all chapter presidents, vice-presidents, and secretaries. Please be sure to co-ordinate the renewal process with your fellow officers to avoid confusion and duplicate work.
·
Online Renewal: This year USHPA has implemented an online renewal process. Using this online system, you will be able to complete your chapter renewal and upload any required paperwork. The system also offers a “Save & Return” feature so that you can save your partial work and return to complete it at another time.
·
Chapter Report: Attached you will find a pdf of your current chapter report. Please review this report and notate any changes (using a pdf editor or simply by printing and marking it up) to have handy for use during the online renewal process. If you are making any changes to sites or landowners for your site insurance, you will be asked to upload a copy of these mark-ups.
·
Site Insurance Payment: Standard per-site rates for the annual site insurance have not changed. At the end of the renewal process, you will be asked to pay your site insurance fees to complete the process. You will have the option of choosing to pay by mail-in check or by credit card.
o
Excess Limits Sites: Excess Limits fees will be evaluated on a case-by-case basis by the underwriters. Your chapter will be contacted by USHPA or the RRG with more information on what the fees are and how to make payment.
An Important Note on Shared SitesIdeally, all flight activities at any given site will be managed and insured by a single chapter. That chapter will be the one responsible for ensuring proper pilot and safety procedures are being followed. If multiple chapters regularly use a site, and each requires its own set of insurance certificates, then each will have to pay the full price of the insurance to insure their activities at the site. Risk management plans at sites insured by multiple chapters must be coordinated to ensure all chapters agree on site protocol.
Chapters who choose to cooperate on managing a site can elect to have one chapter pay the full cost of the insurance and have the other chapters pitch in to reimburse them. However the insuring chapter will be the only one named on the certificates and will be the one ultimately responsible for all pilot activities and safety in the event of an incident.
If you have any questions regarding the chapter renewal process, please contact us (719-632-8300 or
info@ushpa.aero) at the USHPA office.
Best Regards,
The USHPA Office Team
On May 25th, 2016 I wrote to Ashley at USHPA with a CC to Ken, Brian, and other observers:
Quote:
From: Bob Kuczewski
Sent: Wednesday, May 25, 2016 10:46 PM
To: Ashley Miller
Cc: Brian; Kenneth Andrews; Joe, Frank
Subject: RE: Chapter 270 renewal (Torrey Hawks)
Hello Ashley (cc Brian, Ken, Joe, and Frank),
I'm writing to find out about the procedure for renewing our Torrey Hawks USHPA status (Chapter #270).
I've included the discussion below (from February of 2016). At that time, you were anticipating that the renewals would be due in June. But I just inquired about it with Ken and he sent me an example letter that appears to have been sent on April 21st. As far as I can tell, none of our officers got a copy of that letter.
We would like to continue our Chapter status that we have had since 2007. Please let us know what we have to do to renew this year.
Thanks in advance,
Bob Kuczewski
858-204-7499
As confirmation, our Club President replied as well:
Quote:
From: Brian
To: 'Bob Kuczewski' , 'Ashley Miller'
Cc: 'Kenneth Andrews' , Joe, Frank
Subject: RE: Chapter 270 renewal (Torrey Hawks)
Date: Thu, 26 May 2016 11:39:18 -0700
I looked through my emails and deleted items from late April; I don’t see anything about Chapter Renewal.
Brian
I confirmed that I hadn't gotten anything either and I voiced my concerns to Ken and the group
Quote:
From: Bob Kuczewski <bobkuczewski@gmail.com>
To: Brian, Kenneth Andrews
Cc: Joe, Frank
Subject: RE: Chapter 270 renewal (Torrey Hawks)
Date: Thu, 26 May 2016 11:52:28 -0700
Thanks Brian. I checked my deleted and junk items as well and didn't find anything.
Ken, it's quite possible that USHPA will try to avoid renewing our Chapter status out of spite. They got away with expelling me for no reason, and they may do the same with our club's renewal. If that ends up being the case, will you help us with our renewal?
Thanks,
Bob Kuczewski
Ken wrote back on May 27th with a bit of reassurance:
Quote:
From: Kenneth Andrews
To: Bob Kuczewski
Cc: Brian, Joe, Frank
Subject: Re: Chapter 270 renewal (Torrey Hawks)
Date: Fri, 27 May 2016 09:54:52 -0700
Bob and all,
I expect that the USHPA office will process your chapter renewal without problem. If you encounter any further difficulty, let me know, and I’ll do what I can to help.
-Ken
On June 2nd, 2016, we got this message from USHPA:
Quote:
From: USHPA: US Hang Gliding & Paragliding Assn. <info@ushpa.aero>
To: Bob Kuczewski
Subject: Chapter Exipration Notice
Date: Thu, 2 Jun 2016 10:31:52 -0400 (EDT)
Your chapter and site insurance have expired!
Chapter Expiration Notice
Dear Chapter Officer,
This message is being sent to all email addresses associated with your chapter, in order to increase the likelihood it will be received. Please coordinate with all current chapter officers to ensure that appropriate action will be taken.
1 - Your chapter is currently inactive. We have not received a completed chapter renewal application for your chapter. This year the process happens completely online via the Chapter Application/Renewal Form (click here for online form). Please submit only one form for your chapter. Note you will also need your Chapter Report in order to review the current information on file for your chapter.
Your Chapter Report was sent as a PDF to the President, Vice President and Secretary on file for your chapter. There was no paper packet sent. If you can not locate your Chapter Report please email the USHPA Office with your name, your chapter's name, your chapter number, and the note "Please send Chapter Report" and it will be emailed to you.
NOTE: There is an error in all Chapter Reports. They list the Chapter Expiration Date as 6/30/2016 - this is incorrect. Your Chapter Expiration Date is 5/31/2016.
If your chapter renewal has already been submitted and you are receiving this message that means there was information missing (such as a payment). You should have already been notified about the information still needed - please contact the USHPA Office if you have any questions.
2 - Your sites are currently uninsured. The extension for the previous USHPA insurance expired on 5/31/2016. You must submit your Chapter Renewal Form (including payment) in order for your site insurance request to be sent to the RRG for processing. As soon as the RRG has issued the Certificate of Insurance for your site it will appear on the USHPA website (click here to check - requires Members Only login) and the certificates will be sent to the primary contact indicated for your chapter.
Due to the large number of chapters who have not yet submitted their paperwork the office is experiencing high call volumes. If possible, please make any inquiries via email so your questions can be answered as quickly as possible. Don't forget to provide your chapter name and number in your correspondence to expedite a response.
Thank you for your patience while we work through this new process!
Best Regards,
Ashley Miller
USHPA Membership Services
USHPA,
1685 W. Uintah Street, Colorado Springs, CO 80904
Brian responded that same day:
Quote:
From: Brian
To:
info@ushpa.aeroCc: 'Bob Kuczewski'
Subject: RE: Chapter Exipration Notice
Date: Thu, 2 Jun 2016 07:55:11 -0700
There has been some mistake, we never got the renewal information until now. I’m pretty positive I never got the “Chapter Report” that is being referred to here, although you don’t state when it would have been sent. I looked back through all emails from April and I don’t see anything from the USHPA at all. Can you mail the chapter report to me now?
Brian McMahon
I followed up:
Quote:
From: Bob Kuczewski
To: Ashley Miller
Cc: Kenneth Andrews,
info@ushpa.aero, Brian McMahon
Subject: Re: Chapter Exipration Notice
Date: Sun, 05 Jun 2016 12:38:09 -0700
Hello Ashley (cc Brian and Ken, bcc observers),
I agree with Brian's comments below. I have checked my email and I have not received any "Chapter Report" from USHPA. We were also not informed of the May 31st deadline - even though we've been inquiring about our Chapter renewal since February (see email evidence below).
Furthermore, since our Chapter does not purchase site insurance, there has been no need to delay our renewal at all. Yet it has been delayed. The last information that we had gotten was that the renewal would be due in June, and yet we suddenly find that our chapter is no longer listed on the USHPA web site.
Please send the renewal information that Brian has requested to all club officers as currently listed. Thank you.
Sincerely,
Bob Kuczewski
There was no response from USHPA. I followed up again on June 8th:
Quote:
From: Bob Kuczewski <bobkuczewski@gmail.com>
To: Ashley Miller
Cc: Kenneth Andrews,
info@ushpa.aero, Brian
Subject: Re: Chapter Exipration Notice
Date: Wed, 08 Jun 2016 10:02:01 -0700
Hello Ashley,
This is Brian's first year doing the Chapter renewal, and I am helping him with the process. Brian has sent me the verified membership roster that he received from USHPA showing the following information:
Thank you! Your roster has been sent to the USHPA office,
no further action is necessary.
Chapter Number: 270
Chapter Name: Torrey Hawks
Percent Current: 74%
Does that complete the renewal or are there any other items neeeded? Also, when will our Chapter be restored to the USHPA Chapter listing?
Thanks in advance,
Bob Kuczewski
858-204-7499
Again, no response. I followed up again on June 9th:
Quote:
From: Bob Kuczewski
To: Ashley Miller
Cc: Kenneth Andrews,
info@ushpa.aero, Brian McMahon
Subject: Re: Chapter Exipration Notice
Date: Thu, 09 Jun 2016 11:15:47 -0700
Hello again Ashley,
From yesterday ...
Does that complete the renewal or are there any other items neeeded?
Also, when will our Chapter be restored to the USHPA Chapter listing?
Thanks,
Bob Kuczewski
Club Secretary, Torrey Hawks Hang Gliding Club
Again, no response. I followed up on June 17th:
Quote:
From: Bob Kuczewski
Sent: Friday, June 17, 2016 12:24 PM
To: Ashley Miller
Cc: Kenneth Andrews; USHPA Information <info@ushpa.aero>; Brian McMahon
Subject: Re: Chapter Exipration Notice
Hello again Ashley (cc USHPA Director Andrews and others),
Can you tell me the status of our Torrey Hawks Chapter renewal?
I have been checking the USHPA web site and we are still not listed.
Please let me know what we must do to complete the renewal as
soon as possible.
Sincerely,
Bob Kuczewski
There has been no response until last night (June 28th, 2016) when I got this message from USHPA:
Quote:
From: Galen Anderson
To: Bob Kuczewski
Subject: RE: Chapter Exipration Notice
Date: Tue, 28 Jun 2016 22:04:48 +0000
Hi Bob,
Before we can complete your chapter renewal, please answer the questions below so we can complete the review.
How many members have been made inactive per your bylaws to comply with the 70% USHPA member requirement?
Who are the members that have been made inactive?
The bylaws don’t specify how members are made inactive? Can you elaborate on how that process occurs? What are the criteria used to make that determination?
Is the decision to go into inactive made by the member or chapter?
Best,
Galen Anderson
Membership Coordinator
United States Hang Gliding & Paragliding Association, Inc.
719-632-8300 | 800-616-6888
http://www.ushpa.aero |
http://www.ushpa.orgNow USHPA knows that we have completed all of the forms and complied with all of the membership requirements. They know that there is no requirement to list members that are no longer active members of a club. So why would USHPA be asking us for that information?
I consulted with our club President, Brian, and I replied with the following message which he approved in advance. I also blind-copied all members of the Torrey Hawks:
Quote:
From: Bob Kuczewski
To: Galen Anderson
Cc: Kenneth Andrews, USHPA Information, Ashley Miller , Brian McMahon
Subject: RE: Chapter Exipration Notice (Torrey Hawks)
Date: Wed, 29 Jun 2016 11:52:40 -0700
Hello Galen (BCC all members of the Torrey Hawks),
Let me start with an overview.
The Torrey Hawks Hang Gliding Club is dedicated to promoting and protecting the sport of hang gliding at Torrey Pines (as stated in our bylaws). We feel that free membership is consistent with that goal, and it helps us to be more inclusive of members who share that goal.
Our bylaws state:
Expired USHPA members may be placed on inactive status
as needed to maintain compliance with USHPA membership
requirements.
In order to remain compliant with USHPA's 70% membership rules, we implement that bylaw by honoring seniority in our club. In other words, members become inactive in reverse order of the date that they joined the Torrey Hawks.
Now I'll answer your specific questions:
Galen asked: How many members have been made inactive per
your bylaws to comply with the 70% USHPA member requirement?
There is no current USHPA requirement for clubs to provide a count of members that might be inactive for any reason. If you can provide a valid reason for needing that information, we will gladly provide it.
Galen asked: Who are the members that have been made inactive?
There is no current USHPA requirement for clubs to provide a list of members that might be inactive for any reason. If you can provide a valid reason for needing that information, we will gladly provide it.
Galen asked: The bylaws don’t specify how members are made inactive?
Can you elaborate on how that process occurs? What are the criteria
used to make that determination?
Our bylaws state:
Expired USHPA members may be placed on inactive status
as needed to maintain compliance with USHPA membership
requirements.
In order to remain compliant with USHPA's 70% membership rules, we implement that bylaw by honoring seniority in our club. In other words, members become inactive in reverse order of the date that they joined the Torrey Hawks.
Galen asked: Is the decision to go into inactive made by the
member or chapter?
Both. First, members may request being made inactive and their status request is honored. Second, in order to remain compliant with USHPA's 70% membership rules, we inactivate members in reverse order of their membership date in the Torrey Hawks.
The Torrey Hawks Hang Gliding Club has maintained compliance with USHPA's Chapter Requirements, and I look forward to our speedy renewal. Please also include our club President Brian McMahon in all future communications regarding our renewal.
Sincerely,
Bob Kuczewski
858-204-7499
That's where it stands right now.