Attendance: Mike Clemens, Mustafa Emir, Darcy Yench, Mary Medo, Clarence Behrend, John Morgan, Dave Herr, Jay Schmidt, Chris Fredette, Will Duffy
Call to Order: The meeting was called to order at 7:10pm by Darcy. This meeting was on April 12th and was held at the Shorewood library.
Prior Meeting Minutes: March meeting minutes were approved without change.
Treasurer's Report: Will presented a report covering February 12th to April 12th. Deposits of $4,236.64 were made along with disbursements of $5,849.13. The balance in the checking account as of April 12th is $8,258.21. We also have CDs totals $8,500. Will reported that he now has internet access setup for the checking account. This will make it easier to manage the account in a timely manner. The board approved cashing in the $3,000 CD so that we have the necessary money in the checking account to manager the upcoming event. Will also provided copies of the 2000 statements of financial position and statement of activities. These reports are part of the tax forms that must be filed on a yearly basis. The tax forms were submitted on time. The board approved the reports presented by Will. The board also authorized the purchase of some additional checking account deposit stamps. These stamps will be used by people running events to deposit checks received from participants.
Membership: Darcy presented the current membership numbers. We now have 704 members. At the same time last year we had 682 members. We get $1.125/month/member from the national organization. At the current membership level this means we get $9,504 per year from national.
Old Business:
Meeting Location and Day – The next meeting will be help on May 10th and will be held again at the Shorewood library. This meeting room work great. Unfortunately we can't use it past the May meeting. Shorewood is going to remodel the library and during construction the meeting room won't be available. When construction is complete we will again be able to hold meetings at the library. Its not clear how long the meeting room won't be available. We are again looking for some place to hold the month board meetings. Dave will check with International Autos to see if they have a room we could use. Mustafa will check with Concours and Mike will check with the library in Mequon. Anyone else with a suggestion should let Mustafa know.
Wash and Polish – Will be held on the 21st at Kaliber Collision in Port Washington. We will have space in the shop and outside in the parking lot.
OctoberFast – The contract the event in October has been signed and given to Road America. We also increase our insurance coverage limits so that it is in line with what other clubs are using. The bill for insurance from Road America is $1,556. We had 2 questions about the contract. One was the naming rights being reserved by Road America. This is only important if we decide to charge admission to the public for our event. This isn't likely. The second issue covered photography during the event. This in only important if we were making a film to sell. Again this isn't likely. Our members can take as many pictures and as much video has they want.
Blackhawk– The contracts for the 2 events (7/14 and 8/17) have been signed. Mary presented a budget for both events. The estimated cost of each event is $4,325. his include track rental, insurance, EMTs and corner workers. Based on the estimated budget we decided to charge $150 for each event. We will include the gate fee sometimes charged by the track in our fee and page it directly to the track. Participants will not have to pay a gate fee. There will be four run groups – advanced and instructors, intermediate, experienced novice and novice. We will limit the size of the two novice groups so that each driver in these groups has an instructor.
Car Control Clinic – This clinic will be held on May 14th at the MGA proving grounds outside of Burlington. Chris will help Mike Dains with the event this year and will take over the event from Mike in future years. We decided on a fee of $25 for the event with an additional $6 per person for lunch. We will he ordering box lunches for those people that want them. The choices for food will be listed on the application. Last year we charged $40 for the event including lunch. The attendance at last years event was lower than in past years. We think that lowering the fee to $25 will encourage more members to attend.
Immer Advertising – Mustafa is handling getting the advertisers as well as billing. The last issue of the Immer contained adds from three companies (Little Car Shop, Knauz BMW and Midwest Motorsports).
Club Race – The board voted to cancel the club race. This had been discussed at previous meeting but this was the first time the board had actually voted to cancel the race.
Car Show – Clarence reported that things are going good with arrangements for the show. Registrations have been a little slow but they expect them to increase in the next fee weeks. The board voted to contribute attendance at the car control clinic to be used as a door prize at the car show.
New business
CCA Forms – Will reported that the CCA forms for requesting reimbursements for postage and printing have been forwarded to national.
Fund Raising – Mustafa presented some thoughts about getting businesses to sponsor some of our events in return for advertising at the event. This was done for the club race last year and for the tee shirts for both the car show and OctoberFast. We discussed the level of exposure the businesses would have. In addition to the actual event they would also have access to all the members who receive the Immer and to anyone who views the web site. We discussed having different levels of sponsorship such as gold, silver and bronze. Each level would require a specific level of contribution. The levels would also depend on the event. We all agreed this was a good idea and that Mustafa should continue to develop the idea and that we would discuss it at future meetings. Anyone have know of a company that would be interested? If so contactMustafa.
Adjournment:Darcy adjourned the meeting at 8:30. The next meeting will be held on May 10th at the Shorewood Library.
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