BMW CCA, Puget Sound Region
Board Meeting Minutes
February 6, 2003

BMW CCA Puget Sound Board Members, Coordinators and Chairs:

- Tom Cox, President
- Ken Hill, Vice President
- David Lightfoot, Treasurer
- Ken Olsen, Secretary
- Lance Richert, Past President, Concours Chairman
- Lucetta Lightfoot, Zundfolge Editor-in-Chief
- Wes Hill, Driving Events Chairman
- Doug Adams, Roster Coordinator
- Rick Gulstrom, Membership Chairman
- Miki Haraguchi, Web Site Coordinator
- Doug Haussler, Tour Coordinator
- Tom Olsson, Technical Service Coordinator
- Chris Chow, SIG Coordinator, E30 SIG

Members in attendance:

- Joni Candey
- Walt Conley
- Alan James
- Shawn Wurster
- Mark Tyson
- Reid Sargent
- Don Robesh

Opening Comments

The meeting was called to order by President Tom Cox at 7:05

President's Report

Driving Events Congress
Tom Cox asked Wes Hill to report on the upcoming congress in Atlanta on Feb 22-23. Wes reports that he will be attending. We apparently have two seats at the congress; Wes will select a second delegate for possible attendance. Wes will report back to the Board at the March meeting.

Banquet Report
Kevin Chow was unable to attend this meeting, David Lightfoot reported that we had 234 members and guests at the banquet, making it the biggest ever. Further, in spite of our expectations not to make any money at the event, we came out with $1,678.01 in net proceeds. This was in no small measure due to Lance Richerts skills as an auctioneer. The silent auction, together with his live efforts brought in $3,149.00. In summary we had income of $11,309.00 against expenses of $9,630.99. There are still some checks to be deposited and expenses to pay related to the Banquet, so this is not a final accounting.

Bill Anderson Transplant Fund
The President invited member Walt Conley to make a proposal to the Board. Walt is involved in a charitable fund-raising effort to assist a family facing extraordinary financial burdens in a fight against leukemia. Walt proposes that the charitable contribution this year be directed to the Bill Anderson Transplant Fund (the Fund). This can be accomplished either by direct contribution to the fund or by contribution to the Kiwanis Club of Tacoma Mall Foundation. Several individual members are making donations of various kinds as well. Walt distributed printed information on the background of this effort. Walt had also e-mailed to the President a synopsis of the proposal prior to this Board meeting. This was distributed by Tom to the Board, which allowed the Board members time to review and consider the proposal prior to the Board meeting. The Board would like to thank Walt for this preview opportunity as it allowed time to consider the question.

Walt requested two things: 1. that the Board approve a charitable contribution to the Fund, and 2. that Walt be allowed access to the club’s bulk e-mail distribution list to distribute information about the Fund.

Walt thanked the Board for considering the proposal and left in order to allow the Board to discuss the proposal. The Board decided to consider the proposal in two parts: 1. the contribution; 2. the e-mail policy, each of which was discussed later in the agenda (see below).

General Meetings and Events

Bradley's Detail Session
Feb 15. Proceeding as planned. 47 reservations to date, will be capped at 75

Karting Enduro
March 23. Proceeding as planned. Proceeds will be donated to Multiple Sclerosis Society.

BMW Book Fair
Feb 22 to be held in conjunction with visit to Hart racing. Good response to date.

Speedware Tech Session
March 8, proceeding as planned.

New Members Meeting
March 15, proceeding as planned.

Haury's Auto Body Tech Session
March 29, proceeding as planned.

Bimmerfest Tour
Tour to Santa Barbara, contact Doug Haussler.

6 Series Tech Session
At Strictly BMW, in planning stages.

Track Tech Session
Car Tender May 10th, in planning.

Tours/Rallies
LeMay, Mt Vernon, Mt. Rainier, Pt. Townsend, proceeding as planned.

Griot's Detailing Session
June 14, proceeding as planned.

E30 Picnic
Newcastle Beach Park, proceeding as planned.

Worker's Appreciation Event
In planning.

Website

Photographic display on home page is available to members. Send *high quality* images to Miki. She will retain authority to accept or reject offerings.

Zundfolge

Search underway for alternative printers as we have had some difficulty with existing suppliers. Regarding the page count relative to the amount of content and the cost of production; it has been noted that we occasionally have more material than we can fit in the magazine. ZF needs guidance from Board regarding the size of the magazine. Lucetta will research costs involved in incremental increases in page count. The Board will develop a sustainable plan for the production of ZF, considering among other things the cost to produce, the benefit to members, the possible seasonality of content overloads. The objective is to develop a yearly budget and plan of execution that is predictable and effective.

Bulk E-Mail Policy

Draft policies were distributed and discussed. They were amended by eliminating points 2 and 3. Doug Adams will finalize the Policy for adoption at the next Board meeting. The draft policies (as amended) will guide actions during the intervening period. When adopted, they will be published in the Zundfolge and be available on the Web Site to guide the members’ use of the system.

RE: Walt Conley’s Charitable Contribution proposal item 2 only, his use of the Club’s bulk e-mail system. After review and discussion, it was found that the proposal does not fit within the Bulk E-mail Policy guidelines. His efforts may be presented to the membership through the “Member Profiles” process within the Zundfolge. Ken Hill has volunteered to be the Board contact for this process.

Track Events

The Monroe track days have been dropped from the schedule due to a variety of difficulties with the venue. The following payments have been made in support of the Track program: $15,000 to Pacific Raceways; $950 to Bremerton Raceways; $1,650 to Thunderhill.

We are waiting for a contract from Laguna Seca. Nov 4th is confirmed for Monterey.

Tours/Rally

Tours; as reported earlier tours are proceeding as planned. Rally; proceeding as planned.

Concours

Proceeding as planned. Revisions to the scoring process are underway in Committee. They will be finalized by the March meeting in order that they can be published in time for members to understand them prior to the Concours. In essence, no bonus points will be awarded, each item will be scored on a scale of 10 points, there will be some reorganization of categories, engine bays will receive fewer points.

SIG Groups

2002 leadership now with Brian Capp, by vote of the SIG members.

E-24 SIG starting up. E-28 SIG starting up. There was discussion of the relationship of the SIG’s to the Club with an emphasis on the perceived and actual connection. There is some concern that the actions of SIG groups do reflect on the Club even though SIG’s are not “officially” part of the club. We will create a disclaimer (similar to that used by National) to protect the Club from potential SIG actions/issues. We offer the Tour Guidelines for use by the SIG’s, and encourage their application to SIG tours.

Shawn Wurster expressed interest in forming an E-39 SIG, expressing that the Club does not currently meet the needs of this group. A good discussion of the intent and current functions of SIG’s ensued. The Club supports the formation of SIGs and encourages SIG members to also become Club members. The diversity of interest due to the wide range of car types is both a strength and weakness of the Club. By delegating coordination of SIGs the Club hopes to allow groups to focus on their interests within the umbrella of the Club. The Club remains open to all ideas about how to better serve the membership. We encourage Shawn to form the E-39 SIG.

Treasurer's Report

Current Balance $46,530 in checking. $6,339 in CD. Financial Overview: One half of our 2002 “income” is due to a one-time “bonus” from national relating to the merger into CCA. We therefore need to project carefully based on actual expected income without this “bonus”. Most events pay for themselves, with enough left to cover administrative costs. Membership fees will cover production costs for Zundfolge. The treasurer will work up a projected annual budget, with input from ZF as regards projected costs for expansion of the ZF, and based on current income/expenses from events. Doug Haussler noted that Tour participants sometimes offer payment for tours, which are currently not charged for. David Lightfoot noted that most non-track events require about $100 for incidental expenses, and that the budget can support this. No one disagreed with his idea that any event chair should be able to request $100 for event-related expenses.

Roundabout

Wes Hill – Track events seem capable of generating enough income to cover Club administration expenses.

Doug Haussler – Has turned Forty, and can no longer remember anything.

Tom Olsson – Congratulates Team Seattle on their outstanding showing in the 24 Hours of Daytona.

Kim Burgess – Asks if we have any Korman Tech events planned. He has volunteered to investigate the possibility.

Rick Gulstrom – Can MINI owners be club members? Answer: You don’t need to own a BMW to be a member. BMW cars have priority at club events.

Walt Conley Proposal for Charitable Contribution: Discussion of the charitable contribution touched on several issues. BMW CCA Puget Sound, with the approval of the Board, has regularly contributed some portion of the auction proceeds to various charities and causes. These are identified from time to time by proposal from the membership. Any member may propose a charity for consideration by the Board. The Board may act on such proposals on behalf of the Club. No target charity has been identified for 2003. No income was expected from the auction.

This Proposal is congruent with past Board actions as regards charitable giving.

After discussion a MOTION was made by Ken Hill to accept the Proposal to donate $1,500 to the Kiwanis Club of Tacoma Mall Foundation.
The motion was SECONDED by Wes Hill. The motion was VOTED and PASSED with 8 votes in favor, 1 against and 1 abstention. The Treasurer will act on the Board’s decision.

The meeting was adjourned at 9:50 PM.

Respectfully submitted,
Ken Olsen
Secretary