Board of Directors Meetings

Board Meeting Minutes

April 10, 2001

Offices of Ledgewood, Inc.

Present: Don McGilvery, Steve Atwell, Don Michaud, Ned Vadakin, Dave Getchell, Rod Carr, Joe Thrift, Brian Poulin, Linc Avery, Russ Radcliffe, Sally Sprafka

Meeting convened 7:00 p.m.

Minutes approved as circulated.

Review of banquet: One of the best we have had. We got positive comments from guests. It was the largest turnout we have ever had at the banquet, or at any event for that matter. The space was appropriate for the function. It was nice to have the anteroom lobby area where the bar could be set up, as well as the videos, and people could socialize before the meal was served. People really enjoyed the videos. They enjoyed Ellen Beck’s presentation and her slides. The only down side was that apparently we didn’t charge enough to cover costs, once the contributed items (flowers, hors d’oeuvres) had been subtracted out. We lost about $500 on the event.

Membership update: 3 new members. 2 non-renewals. Net gain of 1. Still at about 140 members.

Upcoming event review: None specifically other than banquet. See below. Suggestion that we consider two driving events this year. One at Oxford Plains with Cumberland Club if it can be worked out, and another….either autocross or rally. Need to look into options for both of those.

Review of web page: Linc has counted about 30 – 35 sessions per day on our webpage. That’s not hits, which are more. But sessions, where there is evidence that someone accessed the site and looked at several aspects of it. The driver ed schedule needs to be updated. Brian will get Linc the necessary information.

Newsletter update: Spring issue is ready to go. Getch will add write-up of Morong event and mail. Getch noted that collecting for the ads is a pain in the neck. There are only 3 ads that are paid. The one for Morong is contributed. The others (Ayer, Foreign Intrigue, and Performance Plus) are paid. But it is difficult to get people to pay.

Also, there are clubs who charge for their newsletter. So, to receive the newsletter, members have to pay the equivalent of a subscription fee. There are pros and cons to that. On the one hand, it is a way to offset costs. On the other hand, every chapter receives money from National specifically to cover the costs of producing the newsletter. To charge members to receive it seems like double dipping.

Review of budget: There is a concern that our checkbook is not as healthy as it should be. We need to be concerned about costs and revenue, as revenue is falling behind costs. Our major ongoing costs are the newsletter and website registration. Also, we do not charge for events such as the tours, or the spring fling yet there are costs associated with some of those. For example when snacks and/or beverages are provided by the club. Over all, we receive about $2000 per year from National, and we seem to be losing about $1000 per year. Suggesting that we are spending about $3000 per year. There was discussion of periodic attempts at soliciting donations from event participants. However those have not been particularly successful. There was also discussion of how to effectively bill and collect for newsletter ads. It was decided that Getch will be more assertive about the newsletter ads, and that we will charge a minimal entry fee (say $5.00 per car) for events. And see how it goes.

A Motion to charge $5.00 per car for each event, to cover administrative costs of putting on the event was approved unanimously.

Upcoming events: Spring Fling at Morong on 4/22. Bill from Morong is expecting us and will give us access to the building. The club will provide coffee, donuts, and munchies. No more than $50.00 total. Downeast Ramble is 5/19, and Bonney Eagle car show is 5/20. Getch will send out a reminder postcard with all three. And they will be posted on the web page.

For the Camden event Getch suggested we consider adding a mini rally to the event, similar to the one we had at Der Volksfest in 1996. Simple instructions. Almost impossible to get lost. And things to find along the way, in no particular order. Or a picture rally. People seem to really enjoy the nose-to-tail tours, so perhaps do both. And end up at the Lobster Pound in Lincolnville. The mid-point stop is a good idea as well. Keep that.

Bonney Eagle: About the same as last year. We should have the Porsche car corral right inside the gate like we did last year. Remember to come early. Hope the weather cooperates more than it did last year. Getch will do an electronic mailing reminder of the event to everyone for whom he has addresses.

Northern Maine group: There is evidence they will become active again. We could ask them to subscribe to our newsletter.

President’s Meeting: Ned Vadakin attended in Don’s place. Bits and pieces of interest:

· If you want to sign up for the Zone 1 club race event at Watkins Glen, your application must be postmarked 4/16.

· Next year (2002) 1990 Snell helmets will no longer be accepted for driving events. All helmets must be 1995 or newer.

· For Zone 1 driving events, aftermarket seat belts cannot be more than 10 years old. Light degrades the material they are made of.

· Strong recommendation to replace brakelines every 3 years, including steel ones. Not a requirement.

· Specifications are being developed for group assignments in Driver Ed. Specification of minimum proficiencies required for assignment to each run group.

· Speculation about how the impending recession will impact participation in Driver Ed events. Probably negatively. It is somewhat of a luxury.

· Judy Hendrickson’s report on regional and overall membership is interesting and informative.

Participation in Driver Ed: Participation by our club in driver ed events has increased in the last few years. We should get more people interested. Figure out a way to get people to come with us to the track and watch. See what we do. Suggestion of a tour to NHIS on a driver ed day, to spectate. Spectators don’t need to get there at the crack of dawn like the drivers, but can come as part of a more leisurely tour later. One of the difficulties is that most of the NHIS events are on weekdays. And if people are going to spectate at the track, they will want to do so on a weekend. October is the first weekend event for us at NHIS

Autocrosses: This year we were going to try to have two. Don will talk to Jeff Smith.

Der Volksfest: Discussion of the evolution of this event, and why our club doesn’t do it any more. How about considering reviving the event or something similar, but perhaps not as much work for the organizers. Should definitely be an over night event. Example of NER’s New England Ramble. It has been noted that member non-renewal has increased about 20% in the last couple of years. Much of that is explained by the “glovebox” program. Many of those people don’t even know they are members. Also, the point has been made that there is not a major family element about PCA. It is all about cars and driving. The new driver ed program for young drivers is an effort to address this.