April - GGC BMW CCA

Golden Gate Chapter - BMW CCA Board Meeting Minutes
By Peter Guagenti
Secretary, GGC BMW CCA
BMW CCA Golden Gate Chapter
Notes from Monthly Board Meeting
February 14, 2004
Meeting Location: BMW of San Francisco, 1675 Howard St.
San Francisco
Board in Aendance: Mike Mills, Juan Bruce, Bob Lenarcik,
Tammi Hull, Peter Guagenti
Topics Covered:
I.Pacific SharkFest – Paul DiMauro
a.Paul provided background on the history of the
SharkFest and event plans for this year. There are 135
registrants to date.
b.BMW NA will be joining the event for ’04, and will be
bringing the new Six.
c.The SharkFest is now associated with the Dream
Foundation—a charity serving foster children.
d.SharkFest is requesting the GGC to provide: Advertising
in the Bombe. Insurance coverage for the event - coverage
is required for the following event activities: Friday
Night Wine Tasting & Dinner; Saturday Show & Shine
in downtown Paso Robles, Dinner at winery; Sunday
Breakfast @ Paso Robles Inn, Drive up PCH. Borrow BMW
paraphernalia, although GGC does not have any flags or
signage. Flags can be obtained from our RVP. Help locating
a concours judge for show & shine - GGC agreed to help.
Tammi to contact Concours judges and facilitate with Paul
DiMauro. Paul DiMauro to fill out insurance form, Tammi
will arrange insurance coverage for the event. Paul DiMauro
to download waiver forms and have participants sign up in
order to protect the club.
II.Discussion of Membership Database
a.Goals: Have a clear picture of who our members
are. Understand both the behaviors and desires of the
membership. Drive more active involvement with members.
b.What it will take to achieve this:
i.Single database of member information. Create a single
resource and shut down all other resources. Learn behaviors
and desires.
1.Merge member data with actual sign-ups from events
2.Create a mandate for any GGC sanctioned events to
have sign-ups to track event usage
a.Develop a general survey to be blanketed to members
b.Develop event registration specific surveys to develop
deeper insight
ii.Drive more involvement
1.Develop standard reporting and report-out schedule
based on data
2.Institutionalize our use of member information in
how we run the chapter
iii.Next steps (to be completed in 1-2 months):
1.Create a data architecture
2.Create application requirements
3.Source a developer
III.Follow-up on creating regional membership — National
Board ruled that regional memberships are illegal according
to the national by-laws. Our concept of wanting a “trial
membership” created to give prospective members a chance
to try out the club is still valid—we will bring it back in front
of the executive commiee.
IV.Follow-up on Mini owners — Mike has reached out
to Norcal Mini Owner Club—no response at all. We will
continue to follow-up. Mike will logon to Mini forums
and try to drum up interest. If the GGC does not hear
back from Mini owners, we will make direct contact with
Mini owners. Follow-up on trying to involve younger
enthusiasts—no action as of yet, more to follow.
Board meetings are open to all members. Meetings
are every month unless otherwise noted.
Contact president@ggc-bmw-cca.org for details.
V.Area Reps Discussion — We need to develop a job
description for the area rep role and make sure the existing
area reps can handle the revised role. Need to make it easier
to contact area reps—provide e-mail addresses in all of our
materials.
VI.Driving Events Coordinator position — Mike Mills
contacted Tom Escover and Mark Dadgar regarding
the positions. Mike to continue following-up. Once a
Driving Events Coordinator is selected, a meeting is to be
scheduled with the total Driving Events Commiee. Mike
also negotiated low-cost vinyl contract for Driving Schools
with Gogogear.
VII.Rally Program - We have connected with The Rallye Club
(TRC)—they are excited to have us involved and we will
encourage cross-over. Board is interested in seeing a GGCspecific
TSD rally created (akin to the POC events TRC hosts).
VIII.Members at Large — No decision yet on the three
member at large positions. The board will ask the new DEC
to become a member at large, providing him a board vote
and requiring him to aend all board meetings.
IX.Job Descriptions
a.Board to complete Job Descriptions for each chapter role
b.Will flesh out tasks for each role once approved
c.Need to discuss some sort of larger technology role
within the chapter
X.BMW CCA Congress May 22nd & 23rd — Mike requests
that chapter vice president, membership chair, and secretary
aend. GGC to present some of the new programs we are
puing into place as a best practice from which other clubs
may learn. Board discussed need for overarching technology
role—general discussion around technology needs & tools
for next meeting’s agenda (web hosting, secure file storage,
chapter address book, etc)
XI.Chapter mailbox — Mail had accumulated and then
basically stopped for past 6 months. Mail has been rerouted
to individuals within the club—this needs to be corrected
back to the central mail drop. Our rented mail box is paid
up through June, as is mail forwarding. Need a more costeffective
solution.
XII.Insurance
a.Insurance for the truck and trailer for one year is being
raised to $2,799. Need to find a more cost effective solution
b.There are no correct drivers on the account as of right
now. Need to find out who is certified to drive the trailer
and make sure they are on the insurance
XIII.Treasury Update
a.The chapter lost approximately $47,000 on driving
schools in 2003
b.Approximately $13,000 was spent in 2003 to cover 2004
events
c.National Club racing owes us approximately $3,000
which we are pursuing
d.Cash flow is poor—we have approximately $10,600 in
our regular account and approximately $11,000 in a separate
account
Continued on page 17
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