Board of Directors Meetings

Board Meeting Minutes

January 13th, 2004

Offices of Otis Atwell & Timberlake

Previous BOD Meeting Minutes

Present:  Glenn Hill, Sally Sprafka, Linc Avery, Teri Omatick (Newsletter). Guests: Ned Vadakin.

Meeting convened 7:00 p.m.

Minutes approved: Approval of "notes" from November and December.

 Membership: None.  Rod Carr was not able to join us.

Old Business:  Annual banquet:  Date is March 27.  Location is Marriott at Sable Oaks.  Terri brought sample designs for invitations.  One was selected after some editing.  It was suggested that the presentation(s) at the banquet focus on the Zone 1 concours and rally events.  If possible one presentation could be in relation to the 2004 event in Saratoga Springs, and a second presentation would relate to the 2005 event to be hosted by DER here in Maine.  Hudson Valley presented a good film about the 2004 event at the recent presidents' meeting.  The 2004 Zone 1 event will be the weekend of May 16 and 17.  Kyle, Steve, Terri and Doug are actively planning the 2005 event.  Steve and Terri will prepare a list of volunteer needs for 2005 and present them at the banquet.  Terri will contact someone in Hudson Valley Region regarding a possible presentation on the 2004 Zone 1 Concours for our banquet.  Steve has agreed to contact Morong regarding providing for the hors d'oeuvres at the banquet as they have done in the past. He will also ask about door prizes.  Glen will contact Joe Thrift regarding the availability of track videos similar to those he was able to provide last year.  Linc will provide a revolving slide show. 

It was agreed that between now and March 27 we need to come up with an agenda (since the banquet will also be the March Board meeting), a presentation, plans for elections including a slate of officers, awards (especially Member of the Year which is a tradition with our region) and door prizes. 

Planning for 2005 Zone 1 Concours and Rally:  See above.  Also, it was suggested that we plan to have the concours at the Marriott.  However, Steve Atwell is still following up with Fort Williams to see whether the park is available on that date.  Currently the event is scheduled for June 3 -5, 2005.  The PCA Parade is in Hershey PA the week of June 18 or thereabouts.  A contract has been sent to our Zone 1 rep, we are preparing a contract with the Marriott for lodging and meal service, and a letter has gone out to the Cape Elizabeth town manager regarding the availability of the Fort Williams park on the dates we requested.  On the plus side, the town manager is the same person as was town manager in 1984, when we used the park for the PCA Parade concours.  We hope he remembers PCA in a positive light. 

We were reminded that DER is responsible for the rally route for this event.  We ha discussed earlier using all or part  of the rally from the 1984 Parade.  However, that route was quite a bit farther north, and might be inconvenient since our center of operations is planned for the Portland area.  We will need to revisit that.  Sally Sprafka noted there are some good roads in York County if we would like to plan a route in southern Maine.

New Business:  We need to start thinking about events for the upcoming year.  It was agreed that socially oriented gentle driving events (non-competitive, at moderate speeds, on good roads, that include opportunities for socializing) seem to be the most popular with our members. So we need to take that into consideration in our planning.   

Spring Fling will start off the new season at Morong's on Sunday, April 25 from 10 a.m. to noon.  The dealership manager will be sure the doors are open.  Joe Thrift has agreed to coordinate coffee and doughnuts.

Glenn brought materials from Maine Indoor Karting in Portland.  He and Karen visited there recently and had a great time.  He thinks we should consider doing an informal club event there.  Several options were discussed.  Glenn will follow up with Maine Indoor Karting to learn when good times might be for a PCA group

Web Page review: Continues to look good.  Need to add new names to the BOD section of the site. Linc noted that there is a great Powerpoint on websites on the Zone 1 website, and that according to Alan Kendall PCA region websites have improved since the competition.

Newsletter update:  Terri and Doug are looking to put out a newsletter in mid February.  There will be an article on the 2005 Zone 1 concours and rally.  There will also be an article on "what is a rally?" or equivalent to encourage people who have not driven in a rally (either ever or in a long time) to consider participating.

Financial:  The treasury is currently quite healthy, to the extent that we may be able to help subsidize the spring banquet, to help keep costs down for attendees.

Other:  It was brought to our attention that our DER logo on our letterhead is out of spec with PCA requirements.  That will be remedied.

Next Meeting:     February 10, 2004 at 7:00 at IEA Associates offices, Gannett Rd.

 Adjourned at 8:30 p.m.

Sally Sprafka

Top of Page