April 24, 1999
SHERATON CIVIC CENTER, POUGHKEEPSIE, NY
This is a summary of the minutes, which are subject to approval at the next board meeting.
CALL TO ORDER - Jeff Dean, President
Jeff Dean called the meeting to order. All board members were present with the exception of Robert Beeman and Ted Verrill. Others in attendance were Barb Zingre, Association Manager; Marilyn Roberts, recording secretary and staff member; Sandy Cohen, BMW Owners News Managing Editor; Ray Monroe, Advertising Manager; Sue Rihn-Manke, Ambassador Liaison; Greg Hutchinson, Club Coordinator; Michael Friedle, Rhinebeck '99 rally co-chairman; Court Fisher, Global Touring editor; and members DJ Douglass, Jeff Melcher, Bill Hamilton, Clark Luster, Tom Smith, Matt and Susanna Parkhouse.
The meeting agenda was approved.
APPROVAL OF MINUTES - MOTION (Paul Glaves/Jim Shaw): Approve the minutes of the last meeting. Vote (Voice): 6 yes, motion carried.
APPROVAL OF THE MOTION ON THE FLOOR FROM JANUARY, 1999 BOARD MEETING - Paul Glaves
Paul reminded the board that this motion is to make legal the filing of nominations for this election only and that the bylaws change should be an attachment to be removed from the bylaws in June of this year. Vote (Voice): 6 yes, motion carried.
TREASURER'S REPORT - Rob Lentini
Rob indicated that his position is one in which he tracks BMW MOA's investments and expenses. The bookkeeper keeps the books. Rob has confidence in the Association Manager and bookkeeper to keep tabs on the finances.
Rob reported good financial management in the 1998 audit done by Wolf Nilges Nahorski. Changes from the last audit are based on investment posture and membership growth.
Investment Report: Rob distributed a quarterly report and discussed the progress of each investment. BMW MOA is realizing about 5% overall on the portfolio and overall gain is expected to be around 10% - 12%.
In keeping with strategic planning, Barb began a search for property suitable for "building our own home." A 5 acre parcel of property ($928,688 for all 5 acres) in a fast-growing area southeast of Chesterfield, MO was discussed. Rob suggested investigating the property for a) investment, b) investment plus building. Jeff Dean recommended Paul Glaves, Rob Lentini, Pam Dempster and himself investigate the property relative to suitability and costs, and report back to the board.
Staff retirement plans: Simplified Employee Pension (SEP) and Savings Incentive Match Plans for Employees (SIMPLE) were presented for board consideration. No action was taken.
ASSOCIATION MANAGER'S REPORT - Barb Zingre
Barb has compiled policies into a general policy manual, and compiled available information into a volunteer staff job description manual, an ambassador programs manual, and an employee policy & procedures manual.
Barb discussed the SASE School of Association Management, which she attended. Jeff Dean related that Ted Verrill indicated that he is pleased with his dealings with Barb during the past two months and has full confidence in her management of the association. Jeff endorsed Ted's comments.
A few long-time members have requested pro-rated Life Memberships. The consensus of the board was to not change the Life Membership program.
New benefits: Paul Glaves was concerned about using Towbusters as BMW MOA's new towing service because BMW MOA could get a "black eye" if service is poor. Up to ten towing companies were investigated before Towbusters was selected. It was noted that AMA has used Towbusters without reported problems.
PUBLICATIONS REPORT - Sandy Cohen and Ray Monroe
Managing Editor Report - Sandy presented a written report and noted that she can always use more submitted material, especially technical articles.
Sue Rihn-Manke requested the record show her disappointment that the Ambassador list would not make the May issue of the BMW Owners News.
The board requested publication, at least quarterly, of the Distinguished Service Award and Meritorious Award winners in the BMW Owners News.
Advertising Manager Report - Ray Monroe
Advertising is up over 35% from 1997 to 1998 and so far in 1999 is about 12% over 1998.
Club Coordinator Report - Greg Hutchinson
Although he was a month late getting renewals out, club renewals are essentially done. Over 160 clubs have renewed. While he was in Australia on business, Greg visited the Victoria club and the NSW club. Motorcycle and car clubs are combined and subsidized by BMW Australia. Greg asked the strategic plan Outreach committee to investigate this kind of relationship for U.S. clubs and BMW NA.
Ambassador Liaison Report - Sue Rihn-Manke
Sue will send Ambassador dinner invitations to the ambassadors, the office staff and board of directors. The dinner will be held at the Culinary Institute of America.
Rhinebeck Rally Report - Michael Friedle
Demos rides will be available from BMWNA, Moto Guzzi, and Triumph. Support from the local communities and tourism boards has been phenomenal. Early arrivals doing set-up should get their names to the committee chairs. Dealer servicing will be handled via triage center instead of on-site. There are only two MSF ranges, not three as previously stated. Three nationally known bands will provide entertainment. The rally on-site phone number is 914-876-1912, which will ring in the Communications Center. Shipping address for members and vendors is Dutchess County Fairgrounds, Springbrook Rd., Rt. 9, Rhinebeck, NY 12572. There will a shipper on-site to mail items back home. A flyer advertising the rally is being distributed through parts houses at no cost to BMW MOA. The board took a walking tour of the rally site on Sunday morning. Michael modeled the official rally T-shirt for the board and visitors. MasterCard will sponsor an on-site cyber cafe.
Rally Handbook Report -Susanna Parkhouse
The rally handbook is going slower than Susanna anticipated. She requested direction and advice on various topics, including but not limited to, removal of disruptive attendees from the rally, BMW NA's role at the rally, how the rally chair selects committee chair people, the bidding for large ticket items, choosing a shipper, whether paid staff/board members/rally chair should pay entry fees and/or be eligible for grand prizes, local giveaways versus paid advertising in the rally program, and the rally treasurer's duties and responsibilities.
Future Rally Sites Report - Pam Dempster
Pam is investigating sites in Wyoming, northern Georgia, and Iowa. No site has been chosen for the year 2001 but Pam will visit a couple of sites before the July board meeting.
Midland Rally Report - Sue Rihn-Manke
Sue expressed a desire to move the Midland rally to mid-week. MOTION Rob Lentini/Betsy Dow): Move to change the Midland rally to mid-week if it is contractually feasible. Vote (Voice): 1 yes, 5 no, motion failed.
Charitable Foundation Report - Clark Luster
The committee is looking at issues of incorporation and it hopes to be structured by the national rally. Clark will have information about the foundation available to the membership at the Rhinebeck rally. An eight-member board of directors was established. The Ambassadors will be asked to recommend 11 regional trustees. The next foundation meeting will be on the rally grounds Monday, July 12 at 10 a.m.
Consumer Liaison Proposal - Rob Lentini
Because it is a member service, the position wouldn't be limited only to products and services advertised in the BMW Owners News. Rob will handle situations on a case-by-case basis in order to make sure they are appropriate to be handled by the BMW MOA Consumer Liaison.
Headquarters Operations Report - Barb Zingre
Barb will consult with Tom Harbrecht and bring the report into the proper strategic plan form.
Election Policy Proposals - Betsy Dow
Betsy, Barb Zingre and Sandy Cohen each presented proposals for consideration. The purpose is to clarify responsibilities and accountability. MOTION (Paul Glaves/Jim Shaw): Move the board request the association manager, board secretary to work with Publications and provide to the board a recommended policy. Vote (Voice): 6 yes, motion carried.
DJ Douglass requested permission from the board to have access to addresses and phone numbers in the database for the purpose of contacting recently widowed members to any support and assistance they may need. MOTION (Jim Shaw/Paul Glaves): Move the board give permission for the Association Manager to give contact information for the purpose of providing support to recent widows and widowers. Vote (Voice): 6 yes, motion carried.
Printing Contract - Barb Zingre
Barb and Sandy Cohen are satisfied with Color-Art's performance. Barb recommended that BMW MOA contract with Color-Art for two years. The issue was turned over to the Publications Board for decision.
Ex-Officio Member of the Board - Barb Zingre
Because Rob Lentini is knowledgeable in the area of investing, Barb would like to see him appointed as an ex-officio member of the board so that he may continue that function after his term expires. Paul Glaves noted BMW MOA's bylaws don't allow for current members of the board to be appointed as ex-officio members.
Consultants and Volunteers - Barb Zingre
Barb presented written guidelines for contracting with volunteers and consultants as requested at the January board meeting.
The next board meeting will be Tuesday, July 13 at 10 a.m. on the rally grounds in Rhinebeck, NY. The Rhinebeck Town Hall meeting will be Tuesday, July 13 at noon.
MOTION (Rob Lentini/Betsy Dow): Move the board enter into Executive Session. Vote (Voice): 6 yes, motion carried.
Marilyn Roberts, Recording Secretary
Approved by Betsy Dow, BMW MOA Secretary