December 2001 Special Board Meeting Minutes

Location: HMS Motorsport, Peabody, MA
Date: Tuesday, December 18, 2001
Present: Joe Marko, Bruce Augenstein, John Sullivan, Barry Tarr, Steve Goldstein, Ann Marie Weber, Luka Serdar, Denis Friedman and Amee Reveno.

Motion to call to order.

1. Call to Order (Joe Marko)

2. New Business (Joe Marko)

• Projector - We have the new projector now. This will be stored at HMS. Joe to get a hard case for the projector.
• O'Fest - Not reconciled yet - Wynne.
• Van - Autocross is all set for another year. They have storage on site for supplies for another year.
• Helmets - Liability is not an issue, just take normal care of helmet and be responsible for fit of helmet. Borrowed Helmet waver - Trish to draft. Manage helmets like radios are managed.

3. Driving Events (Luka Serdar)

• Have dates for next year. Boston has Lime Rock 4/2, 4/19. NHIS has offered 4/16, 8/23, 5/2, 10/18-21.
• Financials - Got done but had more expenses. About $40,000 in account. Still shooting for about $29,000 after disbursements of two items. We received the owed Canadian money. Similar financials from O'Fest, $14,000 income. We made 5,900 profit but this is inflated because some costs haven't been paid. Wait till Wynne comes after us for those. Suggest that we send $3,000 to Club Racing to help out with the BMW CCA of Boston recognized for the credit.
• Safety School - Is Mike Cox still interested? Where will they hold these sessions now? Weymouth?
• We will need to think about if we need anything else like radios or a megaphone. Make a motion to allocate $4,000 for new radios and sound equipment, electronic billboard and communicators. Motion seconded, voted, vote counted, motion passed.
• Discussion about BMW of Peabody not completely against holding quarterly meeting. Boston Chapter may help subsidize event.

2. New Business (Joe Marko)

• Van vehicle discussion - There is too much equipment for one vehicle to take to the Autocross schools. The request is not totally unrealistic based on the need and the money they are making. One alternative is to purchase a used vehicle. Car insurance, liability insurance - we will address next year as necessary.
• Payment for services - Need to draft for by-laws compensation for services based on what? Value for services, where do we draw the line? Web site and newsletter are timely. Compensate based on need for chapter timeliness for newsletter or other items? Where do we draw the line? Luka - There is a universe of people who have skills to do web master and layout. Suggest we handle on a case-by-case basis. Denis - We need the ability to be flexible. Rules may cause fracturing. Pay where individual is going out of pocket to perform task. Make this the operating policy for the chapter.
• Paying for events - Driving School has an issue that Autocross committee doesn't pay for schools. Recommend that they should. Keep it consistent throughout all events. There is a threshold of doing a lot of work and being compensated. Freebee's - do we want to invoke a policy? We need to change the policy for this. Entry fees - Bring in Fred or Steve and get agreement about generic policy. The registration fee was made an exception a few years ago because we couldn't get any volunteers. There are other ways to compensate for the efforts of these people. From now on, everybody needs to pay for events in order to be fair to all. Those individuals who help run events will be compensated by say jackets, coffee, water, lunch or caterer. We don't want the appearance imperial leadership.
• Funds - We should take some extra money and put it into something secure and available. A CD will assure liquidity within 6 months. Bruce will review and make suggestion as to how much and where we will put it. $15,000 would be a good amount. Make a motion to allocate $15,000 into a government faculty for 6 months. Motion seconded, vote taken, vote counted, motion passed.
• Charity - We should plan on giving $2,000 to Lahey, and some money to the Charlie fund. FMW will match monies going to the Charlie fund. Motion made to give $500 to the Charlie fund. Motion seconded, vote taken, vote counted, motion passed. Motion to give $500 to Museum of Transportation and $500 to Food Bank. Motion seconded, vote taken, vote counted, motion passed.
• BIMMER - Is it at the printer? Arturo doesn't know what he doesn't know. Get Arturo to the meeting that Ann Marie is having in January. Get Mitch at this meeting too. Susan to verify Articles before the BIMMER goes out.

Motion to close.

Minutes prepared by
William Farnsworth,
Secretary BMW CCA Boston Chapter

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