BMW CCA, Puget Sound Region
Board Meeting Minutes
April 4, 2002

The meeting was called to order by President Karl Seeger at 6:59 PM at Round Table Pizza in Redmond. Those in attendance were:

• Karl Seeger, President
• Lance Richert, Past President, Concours Chairman
• Lucetta Lightfoot, Zundfolge Editor
• Tom Cox, Treasurer
• Alan James, Member
• Jacqueline Kahn, Track Events Director
• Rick Gulstrom, Membership Chairman
• Greg Mierz, Roster Manager
• Ken Hill, Vice President
• Ken Wear, 02 Special Interest Group
• Miki Haraguchi, Web Meister
• Jim Millet, Zundfolge Advertising Manager
• David Lightfoot, Secretary

Opening Comments
Karl welcomed everyone. Introductions were skipped because there were no new people in attendance.

News from National

Karl reported there was not much news from National this month. ZF is sponsoring a public service award but it isn’t applicable to us.

Insurance
The biggest news from national was a new insurance carrier and contract. BMW CCA national was quoted huge increases in premium amounts from the old carrier, K&K. Wynne Smith, Executive Director, did some shopping around and a new source for insurance was found.

The event charges are still quite a bit higher than in the past and some events that used to be free now have a charge. For example, a concours d’elegance used to be free but now costs $100. Pricing has been sent to the chapter by email. The rebate program has not been finalized.

Bill Spornitz has applied for coverage on our April events. Jacqueline bumped the driving school entry fee based on the increased insurance cost. The Board decided to ask Bill Spornitz to contact K&K to see whether we might get better rates using our own policy rather than using national’s insurance. The general feeling was this wasn’t likely but it was worth a phone call.

Member Survey
Ken Hill reported that the summary of the members’ surveys is completed but the copies weren’t ready from Kinko’s. He will pick them up and mail them to Board members.

Tee Shirts
Lance reported that the initial order of tee shirts has been received and sales have begun. About 40 have already been sold. He presented a handout of the number ordered and sold for both long and short-sleeved. There was also a small batch of sweatshirts printed on a pre-sold basis.

When all the shirts are sold we will potentially make $800. However, we are likely to use some as door prizes so the profit will be less. The goal is to cover our costs plus a little bit. Additional shirts may be printed if there is sufficient demand.

Sponsorship Package
Lance brought some samples of the completed Sponsorship Package. The Package explains the background on the chapter, the number of members, our activities, etc. Lance is currently using it to try and find a concours site. It will be used in the future for its primary purpose, soliciting sponsorship.

Special Interest Group Policy
An extensive discussion was held regarding setting a policy for dealing with Special Interest Groups (SIGs). The most active SIG currently is the 02 group led by Ken Wear and Brian Capp. The chapter has already committed to support of the 02 SIG event in July, the day before our Concours.

Other SIGs locally, with varying degrees of formality or organization, include Chris Chow’s E30 group, Ken Olsen’s Classic Coupe Group, the Z3 group, the E30 M3 group and an 02 group in Portland. Ken Hill pointed out that the Club racers could also be considered a SIG. The Board felt that we needed to set a policy for our future interactions with these SIGs.

It was recognized that SIGs provide many opportunities:

1) They are a way to get more people involved
2) They support a special interest, by definition, and are especially useful for technical support
3) They may provide a means of recruiting new members, and
4) They are likely the way of the future as BMWs become more diverse.

It was also recognized that there is a basic problem with SIGs: The use of Club resources to benefit non-members. These resources include money, insurance coverage, access to Zundfolge, access to our website and use of our bulk email system. Other concerns include: potential liability, the impact on the Club’s image and reputation, and financial risk.

One area of discussion involved how to define a SIG. Another had to do with what percentage of the SIG’s members would need to also be members of the chapter in order for the Board to consider financial or other support of the SIG. Still another area of discussion had to do with event guidelines that we would be willing to support.

Finding solutions to these issues proved difficult. David presented a “Discussion Draft” with his thoughts and a proposed policy. David had also spoken with Regional VP Keith Wollenberg about what had been done at the national level and at other chapters regarding SIGs. The Draft included some of the ideas gleaned from Keith.

The basic thrust of the proposed policy is to avoid the issues of trying to define SIGs or the percentage of common members or to define event guidelines. Instead, SIG support would be considered by the chapter Board on a case-by-case basis. The Board would consider support for a SIG event based on a judgment of cost/benefit. That is, weighing the cost to the chapter against the benefit to chapter members. It was thought that this pragmatic approach would avoid most of the difficult issues while facilitating these SIGs.

Karl led a discussion of the proposed draft that was surprising uncontroversial. There were a few additions to the draft. The Board decided to think about this draft policy over the next month. At the May Board meeting, the policy will be discussed again with the intention of formal adoption of a SIG policy. The proposed policy follows:

Proposed SIG Policy

1. SIG must be devoted to a particular BMW auto-related interest.

2. SIG must have a liaison to the Board so that there is a means of communication.

     a. For event proposals, the liaison must attend the Board meetings leading
         up to and immediately after the event.
     b. The liaison must be a member in good standing of the chapter

1. Definition of BMW CCA, PSR involvement and co-sponsorship:

a. “Involved” is defined as financial support or providing of insurance.
b. Involvement means we will be a co-sponsor.
c. Mere event promotion does not constitute “involvement” or co-sponsorship.

1. The conditions for our involvement/co-sponsorship include:

a. Specific approval of involvement in the event by the Board.
b. Promotions must mention BMW CCA, PSR as the co-sponsor.
c. SIG must be officially supportive of BMW CCA.

1) The Board will not co-sponsor an event by a SIG that is hostile to the chapter or BMW CCA.

2) It is preferable, but not essential, that membership in CCA is encouraged by the SIG.

a. The Board would prefer a written proposal, presented in person by the SIG liaison, to include:

1) The place, date, time.
2) Description of the event.
3) The number expected to attend.
4) The financial arrangements.
5) Who will be managing the event.
6) What the SIG is asking from BMW CCA, PSR.

1. We do not need (or want) “control” as long as our other concerns are met:

a. Financial commitment is limited.
b. Liability exposure is controlled.
c. Image/reputation of the Club is not likely to be tarnished.
d. The cost/benefit test for our membership is met.
e. No one involved is getting a personal financial benefit.

1. If BMW CCA, PSR is not involved, then use of the chapter name is not permitted.

2. Event management should be by the SIG.

a. As stated above, we do not want or need control.
b. The event should be run by the SIG.
c. Event chairperson in a co-sponsored event must be a chapter member.

After spending a lot of time on the SIG policy issue, we moved on the General Meetings and Events, of which there are many this time of year. However, before that, one loose end was taken care of. The Board previously approved co-sponsoring the 02 Fest in July. This co-sponsorship meant providing insurance and promotion. However, at that time, the insurance coverage was at no cost. With the new national insurance scheme, the cost will be $100 for providing event insurance. The Board approved spending the $100 to provide insurance for the 02 Fest sponsored by the 02 SIG.

General Meetings and Events

Vintage Racing Motors
Lance reported that about 120 people attended this event on March 16th, despite snow at the time of the event.

Karting Enduro
Miki said that the event was a big success. Sy-kart did a great job and President Karl proved to be a good race steward. The event filled up in four to five days and Miki had to turn away three teams and three additional individuals. It was noted that there may be potential for a Club karting series, especially during the winter months.

Get to Know Your Club Meeting
Rick reported that he had 84 people made reservations and 108 showed up. This was about 15 or 20 above the capacity of the restaurant. The turnout may force us to go to a meeting hall next year rather than a restaurant. We also need a public address system for making presentations to a group this size. Despite these issues, the event was a great success.

Griot’s Garage
This event is scheduled for this Saturday, April 6th. Event chairman, Doug Haussler, was not present. However, in another case of “too much of a good thing,” Doug has had to suspend taking reservations because he already has 120 people confirmed. This is about the capacity of the meeting location. A bulk email has been sent to discourage walk-ins. The Board discussed possibly having two sessions, morning and afternoon, in the future to accommodate demand.

Safety Seminar/Pacific Raceways
The Safety Seminar and Pacific Raceways informational session are scheduled back-to-back this coming Sunday, April 7th. Jacqueline noted that the promotional article kind of got lost in the Zundfolge and the bulk email also kind of got lost with the Griot’s message. She only has about 20 reservations so far. This may be good since the Pacific Raceways general manager, Jason Fiorito, has also scheduled drag racing the day of our events. In order to get our members through the gate without a charge, Jason has asked for a list of members attending. Since there is no charge for the events, we usually accommodate walk-ins. In this case, this probably won’t be possible. A bulk email will be sent asking people to make reservations. This won’t reach all members but it’s all we can do.

Portland Historic Races
David reported he had been contacted by Larry Kneiss of the Portland BMW ACA. They will be hosting a car corral at the Zupan’s Historic Races at PIR. Our chapter members are invited. David will do a short promotion. Members will contact Larry directly to make arrangements so our chapter will have no involvement other than spreading the word.

E36 Tech Session
Jim Millet said that the E36 Technical Session, previously schedule for May 11th at Car Tender, will have to be delayed. Car Tender is doing remodeling and the event will be rescheduled for this fall.

Mini Meeting
David said that MINI Northwest will not complete their building until the end of April at best. They will host a Club meeting in May, most likely the first half of May.

Hornet Race
The Club’s Hornet race car will compete at Evergreen Speedway on May 26th, Sunday night of the Memorial Day weekend. Wes Hill has volunteered to do the driving. We will have block seating in the stands. Lance will handle pre-ordered discount tickets but members can also buy tickets at the gate.

Detailing Session
Tom reported that Exeter Garage has agreed to host a Detailing Session on June 29th. While most Club events are drawing well, events at Exeter in the past have not. Tom will emphasize the central location and valet parking in order to ensure a good turnout. The event will run from 9:00 until noon.

SAE/WWU Visit
Ken Hill confirmed the date of June 8th. The event will be by reservation only because the college will not allow children in the shop.

02 Tech Session
Ken Wear said the 02 SIG would be having a Tech Session on April 13th. Brian Capp is the event chairperson. He will cover spring maintenance, tune-ups and other simple stuff. Fifteen people have already reserved.

02 Drive
The 02 SIG will have a group tour up Chuckanut Drive on May 4th.

02 Fest
Ken Wear reported that early registrations for the 02 Fest in July are going well.

Historic Races
Lucetta said that the Car Corral will be July 6th and 7th at Pacific Raceways. Friday, July 5th, will be for testing only. We will have space in our corral for 20 cars per day plus a tent. We may be in the same space both days but that is not certain. Lucetta is also trying to get more spaces but won’t know whether we can get more until all the clubs have made their commitments.

SAV Tour
Ken Hill confirmed the SAV Tour for September 14th.

Zundfolge
The deadline for the May issue is next Tuesday, April 9th. The April issue was delayed at the printer’s but has been mailed. Lucetta reported she is having a problem with the postal permit and the frequency of the Zundfolge. She asked Jim Millet for an updated Discount List to publish.

Roster/Membership
Greg reported that we have 2,844 members, including 262 associate members. We are the fifth largest chapter in BMW CCA. The chapter and club are both experiencing growth of about 4% annually. The bulk email system is also growing fast with almost 1,100 on it. The bulk email software may need to be upgraded to handle the load. Greg is to look into an upgrade and report back to the Board on what he thinks he needs.

Track Events
Jacqueline said that the May Novice School is full. She has a long waiting list for May 3rd and a shorter list for May 4th. Confirmations were sent this week.

The June event promotion has gone out. The paramedics have been lined up for all our events this year.

Pricing for our track events needs to be revisited in light of the higher insurance costs and increased rates for track rental. Jacqueline will gather information so this can be discussed at the next meeting. The issue of minors in cars needs to be clarified with the new insurance carrier.

Jacqueline said she is considering organizing a discussion group to meet and talk about various track-related issues. The web site has the full track program posted and this has been helpful in answering questions of members.

Jacqueline noted that the goals of the Instructor Clinic included consistent instruction and improving the skills of the Instructors. Outside observations of the Instructor began at the last Clinic.

Ken Hill asked for an inventory of track equipment to be made so that we could be sure we have all the necessary items on hand to conduct a track event.

It was noted that the trailer at Bremerton is owned by the Club but that all the other clubs have access and use the equipment. This has caused a lot of wear and tear on the equipment, especially the cones. Some of the other clubs have offered to help replace the worn out cones.

Banquet
Kevin Chow was not present. However, it was noted that not all of the banquet donors were given recognition in the Zundfolge. An effort will be made to give recognition in the April Zundfolge to all of the donors who were missed.

Tours/Rallys
Ken Olsen wasn’t present but reported to Karl that there is almost no demand for shirts for the upcoming Spring Rally. The event will go forward but shirts probably won’t be made.
The Oregon and Washington Wine Tours are going forward on the previously announced dates.

Concours d’Elegance
Lance reported that Bellevue Parks and Recreation has denied us use of Robinswood Park for this year’s Concours d’Elegance. Lance has another Bellevue park as a backup site but is also considering other locations. He asked for volunteers to scout locations. Lance passed out a Concours Site Selection handout to aid in finding a site.

Treasurer’s Report
Tom said we have a balance of $14, 663.13 in the account. We have a prepaid of $10,000 towards future track events at Pacific Raceways. All the reports due to National were filed in time. The IRS Form 990 still needs to be filed. Tom will give it a try before asking for help.

Karl asked for some historic information about track events and Zundfolge costs so that we could do some financial planning at the next few Board meetings.

Web Site
Miki said that most of the web site is in maintenance mode. She is putting up a lot of new photos and deleting a lot of old outdated stuff. She has found someone to take photos at most events. We are still on the old server.

Roundabout
Greg—said that Doug Adams is continuing to get up to speed on taking over the database management.

David—said that Bison Creek is hosting Formula 1 events and wants to open them up to more members. An informational email will be sent.

Rick—asked about distribution of membership applications. Several people volunteered to help get them to various businesses.

Lance—mentioned that tee shirts are available for sale.

The meeting was adjourned at 9:45 PM.

Respectfully submitted,
David Lightfoot
Secretary