BOARD MEETING MINUTES
November 20, 2019
ATTENDING: Carl Wulfestieg, Al Iuppa, Sandy Gilmour, Christina McCaffrey, Duffy Miller, Brad Kennison, David Whitthall and Peggy Larson
WELCOME: We met on ZOOM because of the inclement weather. Carl called the meeting to order.
SECRETARY’S REPORT: Minutes included the October Board Meeting on October 16, 2019 and the GMR Annual meeting on October 5, 2019. Approved and accepted. Duffy moved and Sandy seconded. Consistent with the recent bylaw change, the minutes will be posted on the GMR website.
TREASURER’S REPORT: We have $14,025.35 in our account as of the end of October. Checks have been sent to people who sponsored events. We have received no PCA funds this month. Some of this money will be allotted for Christmas party expenses. Approved and accepted. Sandy moved and David seconded.
FACE TO FACE BOARD MEETING: Cancelled due to the weather. We will re-schedule when the weather is more predictable.
2019 EVENTS REMAINING ON CALENDAR: The Holiday Party is scheduled for December 7, 2019 at the Capitol Plaza in Montpelier, pricing being $50 exclusive of MSR charge. No charge for wine and beer at the mixed drink bar. The $225.00 set-up charge will be discounted if more than $250.00 is paid by the guests. Chips, dips and veggies will be served prior to the dinner. The time for the event is still under consideration. We may have a Board meeting prior to the festivities.
Additional events, multi-day events, winter gatherings and other get-togethers need to be planned for the new year. Carl mentioned the possibility of a Board “retreat” to discuss the best way to achieve these events.
COMMITTEE MAKE-UP AND ASSISTANCE FOR CHAIRS: Duffy Miller is Chairman of the Events Committee and he stated that the best help has come from volunteers, not members of any committee. He posed the question that perhaps committees build participants for future Board positions, tours and events. The Events Committee and other Committees should work together to organize these activities. Perhaps a new Committee – a Social Committee – should be organized. Larger clubs have more committees. Duffy will need assistance this summer as he is working. He will also need more assistance if more events or event changes occur.
Brad Kennison, Chair of the Membership Committee, will discuss more on membership recruitment at the next meeting. He has also engaged with PCA’s Membership chair and has received insights on best practices for attracting new members. For example, PCA National has found that membership referral is the best way to recruit new members.
SURVEY MONKEY: Duffy explained the current status of the membership survey and noted that he will review and update the questions before sending them to the Board for final approval. He emphasized the need for short turn around time for the Board review. Sandy indicated that he can generate a data file that Duffy can use to incorporate into the Survey Monkey process for distributing the survey to members. Al expressed support for the survey project and the need to gather data soon to inform 2020 planning.
SPONSORSHIP OR USE OF EXCESS FUNDS: Carl posed a query about the Board considering making contributions to other non-profit groups. For example, he suggested that Board members check out the UVM Alternative Energy Racing Organization. The AERO is a student-run club at the University of Vermont that designs and builds electric and hybrid vehicles to compete at Formula Hybrid, an international collegiate competition. Christina noted that the Vermont Auto Enthusiasts organization has a program with the Vermont Tech Centers that also works with young people interested in the automobile trades. Al mentioned that we may want to consider donating to some “more social” organizations such as food banks, etc. Carl mentioned that the Club has previously contributed to the Vermont Food Bank. No actions were taken but Carl asked that the Board to come back with thoughts and other ideas.
OTHER BUSINESS: Carl will work with the Capitol Plaza Hotel to finalize the details for the Christmas Party.
Respectfully submitted, Peggy Larson, Secretary
BOARD MEETING MINUTES – October 16, 2019
ATTENDING VIA Zoom: Directors attending were Carl Wulfestieg, Christian, McCaffrey, David Whitthall, Duffy Miller, Don Jones, Sandy Gilmour and Peggy Larson
WELCOME: Carl called the meeting to order.
SECRETARY’S REPORT: Approved and accepted. Duffy moved and Sandy seconded.
TREASURER’S REPORT: Two reimbursement checks have been received. Waiting for two more to cover Dave Kynor and Stu Friedman.
We will have a face to face Board meeting on November 20, 2019 at 6:30 pm at Sarducci’s restaurant, 3 Main Street, Montpelier, VT.
The Holiday Party will be held on December 7, 2019 at the Capital Plaza Hotel in Montpelier, VT. The cost will be approximately $54.07 excluding the MSR charges. Excess money in the treasury account may be used to pay about $5.00 per person, bringing the total down to around $50 each. David made a motion to use this money for the meal and Sandy seconded it.
The formalization of the selection of Brad Kennison as Membership Chairman was formalized. National will be contacted so that Brad will receive their reports. Moved by Carl and seconded by Sandy.
A motion to have Brad as an at large Board member was proposed. David moved and Peggy seconded and all agreed that Brad will be selected.
Events planning was discussed. We need more people from different areas of Vermont with different experiences to assist with the events planning. It was suggested that we put out a letter asking for volunteers. Expanding road trips to include overnights was also discussed. Dave Whitthall volunteered to help Duffy with planning the road trips. We discussed pre-planning the events with dates and times for each months in 2020. Knowing the dates might help get more people interested in planning these tours.
Driving events such as autocross and driver training events were also discussed. Depending on the event, additional insurance will be needed. Zone 1 does Watkins Glenn annually. Rallies would be another possibility to increase the interest in the Club. Rallies do not need extra insurance.
Sandy brought up the question of what to do with the extra money in the treasury. The Club has donated to the Food Bank and the Senior Center in Woodstock in the past. We could also sponsor a car show. We could cover a driving event. The Club has few expenses – communication and the President’s meeting (travel expenses and 2 nights at a motel) which is sometimes covered by Zone 1. It would be better to have two people attend the President’s meeting as the agenda is diverse. Discussed are happenings in the Club, Bylaws, driving events, webinars and membership drives. Based on the agenda, other Board members could attend. A resolution was proposed to pay for the motel, one meal and mileage. Motion to fund was moved by Duffy and seconded by David.
Peggy Larson, Secretary
GREEN MOUNTAIN REGION ANNUAL MEETING MINUTES – October 5, 2019
ATTENDING: Directors attending were Carl Wulfestieg, Christina McCaffrey, Sandy Gilmour, Duffy Miller, and Peggy Larson. Additionally, over 50 GMR members were in attendance.
WELCOME: Carl welcomed everyone to the FALL FOLIAGE TOUR AND ANNUAL MEETING at the Public House Restaurant in Quechee, VT. The day was beautiful and the fall foliage was colorful.
SECRETARY’S REPORT: Approved and accepted.
TREASURER’S REPORT: The balance in the Club account is $14,645.35. Total deposits were $4,393.50 and total expenses were $2,983. Sources of income were the PCA and events. Expenses were communications and events.
- Carl remarked that our membership numbers are at an all time high and he would like to be sure we are engaging the broad membership spectrum. As an example he suggested the possibility of having shorter tours but doing so more frequently. Each tour would have a different leader and would arrive at different restaurants and would be limited to a manageable 20 cars.
- Duffy Miller, Chair of the Events Committee to the opportunity to note that the Committee hopes to have dates for the 2020 tours set by early 2020 to allow for as much notice as possible. He also asked for tour leader volunteers and provided a high level explanation of what is involved.
- Carl also took the opportunity to acknowledge your 2019 tour leaders (Duffy Miller, Al Iuppa, Stu Friedman, Dave Kynor and Pete Arnold) as well as hosting a BBQ in September.
- Brad Kennison has agreed to serve as the Chair of the Membership Committee. Approval by the Board is the final step.
- Carl explained the recent effort to revise the GMR Bylaws. This initiative was prompted by the need to better align with the PCA bylaws. The proposed changes were provided to all GMR members via the Mountaineer newsletter as well as the GMR website. No questions were forthcoming and adoption of the revised bylaws was moved by Al Iuppa and Bob Costella. The motion was approved by voice vote of the members present. No negative votes were expressed. The Bylaws are available the GMR website.
- There was no further business and a motion to adjourn was made, seconded and approved
Respectfully submitted, Peggy Larson, Secretary