Monthly Board Meeting
Minutes
October 7, 1999

The meeting was called to order at 7:25 PM by President Steve Niver at his respective home.

Present at the meeting:

Opening Comments:

The next meeting will be held at the home of Sandra Suzuki on November 4.

December 2 meeting: - Karl Seeger

Club ideas will be kept recorded together in each of the meetings minutes.  Club members will e-mail Sandra with any ideas that have been brought up previously but that do not appear under the “Ideas” section of the minutes.  The “Idea” section will appear at the end of each months minutes.

Committees:

Election Committee:

The election committee reports that it has some ideas for possible candidates and will attempt to make some decisions by the next board meeting.

By-law committee:

This discussion will be held at the next board meeting.

ACA/CCA Committee:

This committee will meet on the evening of Tuesday, November 2^nd, before the next board meeting.  They will meet at Red Robin in Bellevue.

Miscellaneous:

A discussion of the minutes being edited took place.  It was decided as follows…

Only official club business will be recorded in the minutes.

All discussions will remain private.

All decisions will be made public.

E-mail discussions between board members will not be forwarded outside of board members.

Treasurer:

*Roger reports that we are $4,500.00 - $6,000.00 ahead of last year.  There is no need to be concerned about lack of finances.  Including the $2,500.00 needed for new radios (for track), we will still break even for the year.

*Lance has Discount list on Word program.

*Discussed purchase of scanner for editors.  No decision was made.

*Emerald Downs event lost $170.00

*A bill was submitted by someone who was casually asked to take photos at the Concours.  The bill was much higher than anticipated and we must be aware to have clear communications with anyone taking photos for the club.

*Roger now has e-mail and can be reached at Rogerw47@cs.com.

Roster/Membership:

*We currently have 1029 members plus 9 life time members for a total of 1032 members.

*There has been a slight drop in the number of comp cards received.

*Only two members have expressed interest in the ACA club merging with the CCA.

*350 members are currently on the e-mail list.

*The web page team will meet next Saturday.  The web site is not costly so it will not be necessary, from a financial standpoint, to solicit advertisers to support the page.  There will be a banner across the top of the page.                                                Goals of the web page are:

                                                Make it easier for people to join the club.

                                                Promote events/Calendar.

                                                Tell people who we are and what we are about.

*Web committee will brainstorm ideas and the board will vote on these objectives.

*It was decided that someone on the web committee must be a board member.

Lucetta gave Exeter permission to link to our web page.

Membership:

*We are currently out of comp cards.

*There was a vote, all in favor, to order 4000 of the cards with white background and the color print.

*Lucetta can get digital art from Paulette and make black and white copies to send out for renewals.

*We voted not to ask the question on our membership renewal form regarding the raising of dues.

Banquet:

*Rick passed out banquet plans.  Banquet date is January 29^th, 2000.  Cost is $55.00 per person.  Proposed speaker is Phil Smart.  Mr. Smart will speak for free if funds are donated to Children’s Hospital.  Rick or David will speak to Mr. Smart regarding the topic that we would like him to speak on.  NW Harvest will provide a food basket and will pick it up following the event.  Bar (alcohol) issue:  No host bar is not allowed any longer.  Rick is not certain if the banquet proposal included alcohol or not.

*Committees will be set up for duties such as clean up, welcome table, etc.

*E-mail Rick with any additions for donations.  Pitch hard to members for auction items.

*Need to secure covered parking.

*Would be nice to play videos of track events as members enter.

*Rick will guarantee 80 people for the banquet.

*Roger will give Rick a check for $1,500.00 for the deposit and Rick will hold it until the board reviews the contract.

*Possible donators were discussed and board members were given responsibility for contacting several.

Track:

*The October 17^th driving school is full.  Teching will take place on Wednesday October 13^th at Bellevue BMW.

*Jacqueline is waiting to hear from SIR regarding the requested dates for lapping in 2000.  Sunday dates only were requested.

*Date for Laguna Seca lapping day is in late June on a Wednesday.  Exact date to follow.

*Jacqueline had been working with a local company who provided lots of information on radios and provided several for testing purposes during the last lapping day at SIR. Jacqueline said the radios worked great but before going ahead and putting in an order she wants to see if she can negotiate with this

company. She had found the same radios from a Distributor off the Web for much cheaper. She would like to give the business to the local company for their work and for future customer service, repair etc., but it won't make sense if they can't bring their price to be more competitive with the other distributor.   She

will present the actual costs prior to purchasing the radios and fire extinguishers.

Zundfolge:

*September issue has been mailed.

*October issue will be mailed on Saturday.

*The October issue features BMW’s presence at the Frankfurt auto show and the Leavenworth tour.

*The November and December issues will be combined.  November 12^th is the deadline.  There is a notification in the October issue regarding the combined issue.

*November/December issue will feature track events, racing and BMW’s at the Enduro race in Portland.

*We need more advertisers.  There was one response to our ad for an ad manager in the previous month’s issue.

*Discussed and received a handout regarding ad rates.

Upcoming Events:

Griot’s Garages would like to do a February event.

Vintage Racing Motors would like to do a March event.  There will be a February Bimmer Bio to promote VRM (Vintage Racing Motors).

New member gathering event in April.

Exact dates have not yet been set for these events.

Karl will plan two tours for the upcoming year. Possibly a wine tour and a Karting event.

Lucetta would still like to see a Woman’s Tech event.  Possible mechanics for the event are Strictly BMW or Car Tenders.

Roundabout:

David:  Told us about the Autoweek 29 concept car.

Roger:  Pass

Lucetta:  ATT employee/club member still working on cell package proposal. 

               Club model specialists is tabled for now.

Sandra:  Please e-mail Sandra with any past ideas that you do not see listed in the following “Idea” record.

Jacqueline: Will write an article for recruiting a charity event manger and will submit it to David.

Greg:  Publicly apologized to Karl for not getting his tour on the web site.  Greg also let everyone know that he can get us all (each) the Office 2000 program for $40.00.  E-mail Greg to get your copy.  Also let him know if you have Window’s 95 and Word 7.0.

Lance:  Comp card display order will be placed shortly.  Enough for 20 businesses.

Karl:  Leavenworth tour went well.  There were 30 cars and 116 people at the banquet.  The porta-potties were NOT good.  There was a suggestion for future events to have a fast and a slow group of cars as some people found it difficult to keep up with the group and were not comfortable driving so fast.

Rick:  Pass

Steve:  Discussed stationary quantities.  Sandra will order stationary shortly.  Letter size envelopes are needed and also 9 x 12 envelopes.  We have about 5-6 boxes of letterhead in Sandra’s possession, not to mention what the other club members have.

Meeting adjourned at approximately 10:35 PM

Club Promotion Ideas Record:

Ideas discussed at August 1999 meeting:

Jacqueline: Charity.  1-2 people assigned to manage and coordinate charity events.  Coordinate directly with the charity its self and advertise in the magazine.  It was suggested that we run an article in the magazine to find someone who would be interested in this position.

David:  Wants Roger and Steve to head a committee for a BMW Club golf tournament.

Lucetta:  Discussed club T-shirts with BMW ACA logo.  Discussed changing the logo, color, size, and rules against certain changes.  Lucetta has someone who will present a proposal and Jacqueline will check with her “banner people” for a proposal also.  She gets 30% discount.  Steve will bring an in-flight magazine to compare those prices as well.  We can advertise the shirts in the magazine.

Ideas discussed at September 1999 meeting:

T-shirt costs/styles were discussed:                             White with blue silk screen.

                                                                                T-shirt                    $5.00

                                                                                Better T-shirt        $7-8.00

                                                                                Long Sleeve    $13.00

                                                                                Polo                        $15.00

There will be an additional $1.00 per shirt charge for a colored shirt.

Lucetta will look into the embroidery/single shirt company which will have the club pay set up fees and then members may come in themselves and buy shirts with club logo by showing their membership card.

Steve checked the In-Flight magazine for shirt prices but they were much higher.

Jacqueline will check with her banner company for pricing also.

 Minutes submitted by Sandra Suzuki, Secretary

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