BOARD MEETING MINUTES February 19, 2020
ATTENDING: Carl Wulfestieg, Al Iuppa, Sandy Gilmour, Duffy Miller, David Whitthall, Christina McCaffrey and Peggy Larson
WELCOME; Chatted about our lives and the new year. Meeting took place on ZOOM.
SECRETARY’S REPORT: Approved and accepted. Al moved and David seconded.
TREASURER’S REPORT: Balance is $14,046.88. The cost of the tablecloth and tent was $630.89. Treasurer’s report accepted. Carl moved and Sandi seconded.
ZONE 1 UPDATE:
a) Spring Zone President’s Meeting (27th to 29th March) – agenda not yet available. A handbook is available for new incoming presidents. Discussion is expected to focus on communication and how to bring members, regions, etc. together. Carl plans to attend and the meeting is open to other directors interested in attending. The other GMR directors to give some thought to any comments, complaints, etc. they might wish to convey at the Zone Presidents. Any comments will be discussed at our March Board meeting.
b) Carl noted the recent PCA Driver’s Ed webinar discusses updated DE rules and related items; the reality is that participation has decreased. David stated that there are likely a number of reasons including the lack of driving instructors, track availability, insurance and the attendant costs. The level of interest in DE events among GMR members is speculative and the hope is that the upcoming member survey will serve as a gauge for measuring interest. Al suggested we post information in the Mountaineer, the webpage and the new Facebook group page. David Whitthall stated that we need more instructors and more places to hold events. There is a club track in northern New Hampshire that can be rented. Also a track in Lebanon, NH area that rents for $250 for the weekend. These need to be listed on our website or on our Facebook page or in the newsletter.
MEMBERSHIP REPORT: Brad was not present to present the report.
SURVEY MONKEY STATUS: Mailing to members should have a due date. Gives members perspective. Best to do in the Newsletter and not on Facebook. Will discuss further at the May meeting.
a) Tours: For the spring meeting and tour in May, the Capital Plaza hotel in Montpelier is the best option. The Montpelier room holds 140 people and has two levels one of which could be used to hold the meeting and the other for the banquet.
There will be two tours, one from north to south and one from south to north, meeting in the middle – Montpelier. Routes are still being determined.
The June tour will focus on southern Vermont. The Grey Ghost Inn in West Dover costs $102 per night. The July and August tours are being planned by David Kynor. October 10, 2020 is the date for the fall meeting.
b) The holiday party is planned to be held in Hotel Vermont on December 5, 2020. Still in the planning stage.
c) Chester is basically designed for motorcycles but older cars and Porsches are shown there also. Could be part of a future tour.
COMMUNICATIONS AND SOCIAL MEDIA: Al provided a summary of the actions taken to date for the GMR to assume oversight of the region’s social media activities including the GMR Facebook page.
- Stephen Restelli agreed to have the GMR Board assume management of the GMR Facebook page.
- Decision Items
- Should the Facebook page be set up as a private or public page? A public page allows anyone to view and post on the page. A private page allows for anyone to view the landing page but only approved members are able to post and view posts to the page. Membership to the FB page will require approval by the GMR moderator. A scan of other PCA regions indicated that most seem to go with the private option.
- Al explained that he used the PCA template for the GMR’s proposed social media guidelines. As drafted and circulated to the Board they do not allow for classified ads, the rationale for doing so is the added workload for the moderator. This issue can be revisited by the Board at a later time after we have some experience using the Facebook page. The Board had a robust discussion on the use of Facebook generally and the prohibited items listed in the guidelines. Sandy raised a concern that some of the prohibitions might raise “free speech” concerns. Al noted that the PCA template reflects significant work and the experience gained by the PCA regions; as an authorized region GMR has a duty to limit potential liability risks to PCA and GMR and that the guidelines provide a roadmap for the site moderator.
- Al moved that the GMR Facebook page be managed as a private page. The motion was seconded by Sandy and passed unanimously.
- Al moved that the proposed guidelines be adopted as drafted. The motion was seconded by David and passed on a 7-1 vote. The no vote was cast by Sandy.
Carl adjourned the meeting.
Respectfully Submitted, Peggy Larson, Secretary
Board Meeting Minutes January 15, 2020
ATTENDING: Carl Wulfestieg, Al Iuppa, Sandy Gilmour, Duffy Miller, Brad Kennison, Don Jones and Peggy Larson
WELCOME: Chatted about the Christmas party and the upcoming new year. Met on ZOOM.
SECRETARY’S REPORT: Minutes included the November 2019 Board Meeting and the 2019 Christmas Party informal meeting. Approved and accepted. Al moved and Sandy seconded.
TREASURER’S REPORT: Christina was absent due to a conflict.
ZONE 1 UPDATE: Prior to the meeting, Carl circulated the Zone 1 Fall meeting minutes. Among the highlights was a discussion of the Zone 1 Driver Education program and how to counter declining participation; membership attraction and retention; Autocross and other Zone 1 activities. Al noted a reference to the Haggerty Drive Share Program. The program is designed as a way for PCA members to rent another member’s Porsche for a short period, enabling members to have a Porsche to drive upon reading a travel destination.There will be a driver’s education course at Watkin’s Glen from June 12 to June 14, 2020.
Carl reminded the Board that he had forwarded the invitation for an upcoming PCA webinar to be held on January 21st; the webinar is “RegionFocus Webinar #23 PCA New Region Presidents 101”. The program will cover a range of issues of concern to Region Presidents. Carl noted that participation is open to all Region Board members.
MEMBERSHIP REPORT: Brad stated in a monthly summary report that the previous month’s activity showed we acquired 4 new members in December and there were 2 lapsed member. There are a total of 186 members at the end of December with associates and affiliates bringing the total to 303. Regional newsletter tracking revealed a growth of 12% in 2019.
Sandy asked where these new members were coming from and why are they joining. He suggested surveying these members. Brad calls most new members because member referral is so important. There are 600 Porsches in Vermont. 70% of the new Porsches are 4-doors. We have 180 in our Club which is 30% of the total owners. 60% do not belong to the Club. Where are these Porsches in Vermont? They could be reached by buying a mailing list from the DMV, advertising for new members, contacting dealers, or using social media such as FaceBook. Al offered to use FaceBook.
Clubs can win awards for growth. Primary members can add family and friend members. Events for PCA Juniors include families. These events could include having cars to look and learn about. Porsche Corrals events include grouping together other makes of cars cars along with Porsches. Porsche decorated tablecloths and a canopy tent at Porsche and other car events would alert visitors to the Porsche brand. Brad suggested that GRM purchase a tablecloth and canopy tent with the Porsche logos. Al made a motion to purchase these items if the cost does not exceed $500 and Don Jones seconded it. The motion was adopted by the Board.
As a follow-on to the membership discussion, Al agreed to look into incorporating social media tools into the Region’s membership initiatives. The first step is to determine if the responsibility for an existing GMR Facebook groups page an be transferred from current group leader to official GMR oversight.
SURVEY MONKEY: Still being processed.
2020 EVENTS: The 2020 spring meeting will be held on May 2 at the Capital Plaza in the Ethan Allen Room from noon until 4:00 pm. A deli lunch is planned. The meeting will be preceded by two tours, with one beginning in Southern Vermont (for example, Bennington) and one from a northern location.
June 13, 2020, a tour of southern Vermont is being planned by Rob Rubin. Rob is working with the Grey Ghost Inn in W. Dover for breakfast and the tour. Overnight stays will cost $102 per room.
July and August are still being planned.
September 8, 2020, Dave Kynor will host a picnic at his house and a tour will take place. More information will follow at a later date.
October 10, 2020 will be the date of our fall meeting. The place and time are still being planned. Sugarbush is being considered.
November and December are still in the planning stage.
Peggy Larson, Secretary
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