Eboard & Staff Quarterly Meeting

Call to Order

The meeting was called to order on July 20th, 2025 at 7:00pm EST by Phil Peterson.

Staff Reports

NKH – Setting up processes for Zelle, looking at refund policy for 2026. Per distributed report to the board:

• Current and pending renewals put membership at 5,573
• Continuing to assist members with registration and other convention related issues.
• PO Box issues continue to improve as people update to the new address
• Continuing to send out Journal Issues that were lost in the mail. Also continuing to send out membership cards that had been requested was current on this as of July 17th.
• Closed out Pre-Registration for the National Convention at 729 IPMS Members registered and 414 guests. Continuing to update with changes as they occur.
• Assisted with 2025 Vendor Event – 102 Vendors purchased tables, 145 Guests
• Prepared 2025 Social event for chapter officers currently 54 registered.
• Finding some chapter contacts not being managed working with Eric and Bob Delaney to correct.
• Started working on 2026 Vendor Event

 

EA – 2025 site continues to stay updated, has begun working on the 2026 website. Wants to work on getting the photo gallery up faster this convention. Also would like a banner picture of the top prizes to post on the website, will work with ETR and RA on photos.

 

Roundtable/Action Item Updates

PP – Nothing new to report other than Bases by Bill sent a box of award plaques. Will double check on room reservation for board meeting at Convention.

JN – Nothing new to report aside from the following distributed report:

• Need to do one last big giveaway to get rid of the remaining stock of 60th anniversary donated items.  ETR to pull list of 25 names.
• Thanks to Eric and Bill O'Malley's help, we have flushed the Reviewers Corps' roster and removed any dormant reviewers who have not been active in the past 18 months, reducing our active roster to 67 members.
• The Industry Appreciation Dinner in Tidewater is set up with about 40 confirmed attendees, leaving room for some unplanned guests. Is preparing name tags for IAD attendees.
• Reviewers Corps gathering and participation in the Tiger Meet is confirmed and about 18 review models will be displayed.
• Eduard, MiG and AMMO will be rejoining the list of companies supplying review samples to IPMS.

SH – Things are moving along well. Per distributed report:

• Workshops, Banquet, and BBQ are sold out.
• Banners have arrived in Hampton.
• Have not seen updates on Convention Journal being shipped and needs to be looked into.
• Awards script is out for people to add their remarks, awaiting responses from said people.
• Atlantis is sending 400 kits to Hampton for the Make and Take event.
• Judges only have the contest room until 9pm due to the hotel closing the area. Something to look out for next year.

PhP – Conducted a zoom meeting with the judges and went over the judging process and making sure there were backup judges. Has completed calculating judges time in service judging and will be printing out certificates for those due. Sheets will be put out for people to fill out so that members can be contacted to move their models if they need to be moved so that the judges don’t have to.

MO – Everything continues to go well and is moving along fine.

BD – Completed his slide for the Annual Meeting at the National Convention. Per distributed report:

• The National Convention’s Chapter Leadership Social is all set, with final approval given on refreshments. Nancy Kennedy-Hackney sent an email blast to the chapter.
• Central Arkansas Scale Modelers (R6C41) has been restored to the list of active chapters, after the matter of their charter payment to us earlier this year was resolved. This brings us up to 215 active chapters.
• Currently working with three potential new chapters to help them get started.
• IPMS Santa Rosa requested a name change to Wine Country Model Club, the change has been made in WA but needs to be made on the website still.

RA – Latest issue of Journal is done on time. Has several interesting articles in it and designers continue to excel. Is working on getting caught up with advertisers.

ETR – Just returned from France and attending the World Model Expo. Learned a lot about how they do things. Will work with JT on updating the look of the National Convention slides for the meeting. Continuing to build list of volunteers for the photo team for Nationals. Photo team will meet up at the judges meeting and will receive identification as a member of the photo team. Per report distributed; have developed a system for the photo team to ensure quick and organized photos to be taken and ready of the models. Due to Facebook’s use of AI some posts are getting flagged as inappropriate so have had to check and refute as necessary. Admin team continues to excel on managing the page. Have removed the AI Assistant from both the IPMS and Nationals pages to prevent unwanted and unnecessary AI posts. Working on establishing social media templates to allow for more regular posts and updates across all platforms.

Nothing Further the meeting was adjourned at 7:56pm EST.

The next meeting is scheduled for August 9th, 2025 at 9am at the National Convention.