October 1999 Board Meeting Minutes

Location: Barry Tarr's house.
Date: October 19, 1999
Present: Bruce Augenstein, Fred Beck, Will Farnsworth, Joe Marko, John Sullivan Jr., Barry Tarr, Ann Marie Weber.

1. Call to Order (Fred Beck):

• Fred called the meeting to order and handed out a copy of the agenda for this evening's discussion.

2. Purpose/Goals (Mission Statement) (Fred Beck):

• Discussion of putting a letter in the next BIMMER asking for input to what members want from, and want in the club to assist in the formation of the Mission Statement.
• The Boston Chapter Mission Statement will reaffirm the National statement.
• Joe Marko made a motion to adopt the BMW CCA National Mission Statement into the Boston Chapter. Fred Beck seconded this motion, members voted on the motion, a vote was taken and the motion was passed.

3. Roles/Relationship (Structure) (Fred Beck):

• Organizational Chart
  • Discussion that organization is more flat than chart depicts.
  • Voting Board are essentially all equals - one voice one vote.
  • The President is the one single person who represents the club.
  • Organizational chart should be changed to make the voting board one box.
  • Operationally, the V.P. assists.
  • A suggestion was made to put the event chair people under the Activities Director.
  • "Team" environment very important to contributors.
  • Discussion on having a 2-3 page document identifying responsibilities of each individual on staff to maintain and pass on the knowledge of each position.
  • Action item: Develop 10 or so questions asking staff members what you do to help identify your roles and use this information to develop the operation manual.
  • Discussion then led to doing away with the organization chart.
• Vice President/Activities Director Roles
  • Amount of work this role is responsible for is primarily for activities and not much as V.P. role.
  • John Sullivan suggested that the Directors take up more of an active role with the dealerships, and utilize the directors more. We need a responsible person in the V.P./AD role. Work more on "community relations".
  • Board all agrees that the current V.P./AD position is too much for one person to handle. Need to utilize the resources of others available on the board to get the job done. Must do something to lighten the load: 1.Split position, 2. Develop a committee for this position or 3. Make each director have a portfolio to support role.
  • Discussion of making V.P. main point of contact with Dealerships, Make V.P. responsible for General Meetings, make one of the Directors positions a next position of "Activity Director".
  • Discussion of making each Directors role more specific, Activities Director, Public Relatios Director and Driving Events Director - proposed by Joe Marko.
  • Discussion of presenting the above bullet to the rest of the board at that the next meeting for approval and then develop these positions within the next year for voting in year 2000.
  • Bruce Augenstein still proposes the "Member at Large" position because this position would not be swayed by one or another special issue within the club, therefore promoting the Driving Events Director, Activities Director, Public Relations Director and Member at Large.
  • It was then discussed for all of the board to think about Bruce's proposal and this will be discussed at the next board meeting.
• Directors Roles/Special Functions
  • This was discussed in the above (b) section.
• Operations Manual
  • This was discussed in the above (a) section.
  • Board next moved to topic 6(a) on the agenda -

6. Chapter Issues (Fred Beck):

• BIMMER/Web site
  • Greg Scott - Workload, deadline problems, consequences. Issue needs resolution, committee needs to work this issue to calm, clear the air. Can't let personnel issues get in the way of "club" direction. Fred Beck to use board staff as sounding board for issue resolution.
  • Split BIMMER and Webmaster roles? Issue not discussed
  • Suzin - requests a layout stipend increase of $50/issue. Joe Marko made a motion to increase Suzin's pay to $225.00 per issue. Motion was seconded, members voted on the motion, a vote was taken and the motion was passed.
  • Letters to Editor - This issue was stricken from the agenda.
  • Suggestions to increase member participation in BIMMER (points, coupons) Issues brought up about a point system and how to control - issue dropped. Formulate plan to tap resources for "Help".
• Size/Cost/Effectiveness of Chapter Board Meetings
  • $285 was spent for last food bill - How are effective are our meetings. - suggestion of ordering pizza for all, period.
  • Don't want to exclude members coming to meetings.
  • Pizza meal as appreciation for services offered by volunteers.
  • Agreed to have pizza/meal first, then start meeting
• O'Fest 2001 Status
  • Joe Marko stated that Wynne Smith wants this done as a regional event that Nation would coordinate.
  • Joe Marko will take notes in regards to National stipulations about O'Fest delligating how O'Fest will run. Joe will bring the Boston's board take on how the Boston Chapter suggests it would be run and defend the Boston Chapters position.
• Next Board Meeting Date (RVP will attend)
  • Next meeting will be on 11/11/99 at Uno's in Newton.
• Board next moved to topic 5 on the agenda -

5. Regional Issues (Fred Beck):

• Board decided to not discuss these topics tonight.
• Board next moved to topic 3 on the agenda -

3. Bylaws (Process) (Fred Beck):

• Board decided to not discuss these topics tonight, Need Legal advisor to review.
• Board next moved to topic 4 on the agenda -

4. National Issues (Fred Beck):

• Top 3 Priorities for RVP support
• Discussion that there should be better communication with National - at a minimum with all chapter board's. Top down communication should/must be enhanced.
• Luckman Issue - response required?
• Discussion that the non-disclosure agreement may/will prevent us from learning/knowing about what happened.

It was discussed with the board that these minutes will be used as a tool for bringing up these items in board meetings for further discussion. These minutes will only be distributed to those on the voting board, the people at this meeting.

Motion to end meeting - Motion was voted on, vote was taken, motion was passed.

Minutes prepared by
William Farnsworth
Secretary
Boston Chapter BMW CCA

November/December 1999 BIMMER

Behind the Wheel: Kudos All Around by Fred Beck

Under the Hood: Aught Aught? by Greg Scott

Crushing The Cones: Autocross 7 runs at 110% efficiency! by Fred Beck and Justin Hughes

November/December 1999 New Members by Barry Tarr

Turns To Take: Watch The Sign by Maria Anggraeni

1999 Boston Chapter Concours: Fit To Be Tied by Dan Mull

1999 Boston Chapter Concours: Fit To Be Tied Photo Gallery by Dan Mull and Kathy Mull

Dinan Tech Session at BMW Gallery Norwood: Performance Without Sacrifice by John Sullivan

1999 New England Grand Prix Chapter Challenge: Four For Four by Fred Beck

BMW CCA 30th Anniversary Model Cars by Wynne Smith

2000 Boston Chapter Elections by Greg Scott

October 1999 Board Meeting Minutes: Special Voting Board Only Meeting by Will Farnsworth

More Boston Bimmer articles by Will Farnsworth

January 2002 Board Meeting Minutes March 2002 Bimmer

December 2001 Special Board Meeting Minutes January/February 2002 Bimmer

May 2001 Board Meeting Minutes July 2001 Bimmer

January 2001 Board Meeting Minutes March 2001 Bimmer

August 2000 Special Board Meeting Minutes October 2000 Bimmer

There are 13 more Boston Bimmer articles by Will Farnsworth