Executive Board Meeting Minutes, December 13, 2011

The meeting was called to order at 0900 AM by Blake. Attending: Barbara Fox, Sally Bishop, Blake Anderson, Dennis Even, Gaylord "Huey" Ward, and guest Camille Ward.

Recording Secretary: Barbara noted a correction to make on the minutes, online and hard copy, will do and initial. Board agreed to accept 11-15-11 minutes. Additional comments from Barb: is setting up Word files, will explore Coco’s restaurants with Dennis to look for a new meeting place with a quiet, private room.

Treasurer: Dennis
. General membership balance 12-1-11: $1,820.10.
CD’s as of 12-1-11: #0338: $14,055.09. #1180: $13,490.53.
Three Flags 2011 balance 12-1-11: $9,011.36.
USA Four Corners balance 12-1-11: $3,139.81. Returned check fee for$140 ($125 and $15 charge)
Treasury report is attached to file copy of minutes.
All in favor that SCMA pay $15 fee due to transition of treasurers.
Has done a property receipt to document SCMA belongings he has acquired.

Membership/corresponding secretary: Sally.
All membership cards up to date, has NO expenses. Submitted copy of letter to go with membership cards explaining new online newsletter, copy attached to file (hard) copy. New membership forms will be on 8.5 x 11 half sheet, will order a supply of these.
*New membership cards: Blake working with a vendor, Sally recommends AMA’s format.
*Membership item: Law Tigers are on board for membership for paid advertising. Sally will call, Brown’s, Cycle Giant, Wingstuff, Cycle Gear, Irv Seaver BMW, Fullerton HD, Vta Co BMW, Helmet house, (2011Three Flags Sponsors) to solicit the same offer.
* Aerostich, $100 for business card size ad for 1 year, include. Blake says stick with $400/yr, ½ page ad.
*Need announcement letter to inform advertisers. Sally will write, Blake will review.

Referee/Risk Management: Blake.
Brown-Jones promised an insurance package at mid-Nov. Blake will follow up. Directors/officers insurance as referred by Dennis: company sent full information by 12-12-11 including liability insurance, less complicated than directors/officers insurance. Liability is a priority due to first ride being 1-15-12. Applications are very similar. Per Blake: good timing, still in advance of the 1-15-12 Soup Run ride.

Old Business: Appreciation Banquet — Steve Howe is planning a morning ride for guests. Plaques: Kathy Bruneck and Jan Staws working on this. Planned tribute for various reasons of service: Joe Usatin, Joe Mandeville, Jan Staws, Dannie Fox, and Ken Hatke. Newspaper: from Jan, re: newsletter: had wanted to have a mock-up at meeting.
Blake intends that paper newsletter be stopped, is working on the website, there will be no more outside contractor. What do we tell Randy who had been the outside contractor. Membership and renewal can be done with form from online newsletter.

Three Flags: Huey.
Mentioned 1-15-12 drop dead date for online registration. Clair has resigned as Vice Chairman. Huey and Dennis will share the duty. Terry has set up link with navigation tips on the website to go online to register for 2012 Three Flags. Huey will be interim moderator for the forum; Randy Shull may be good candidate. After registration is handled the time line is in good shape.

2012 SCMA Calendar: Blake.
A couple of General Membership meetings have been shifted to accommodate club rides. May meeting eliminated due to late April meeting. Should we change back to original April date if one club changes a date? Unanimous vote: No. Calendar is set--print/publish as is. Late info can be in newsletter.

Insurance: already discussed.

2010 and 2011 tax filing: how to support accountant with info that is missing from these years/re: previous treasurer. Sally will get membership report documents to Dennis and Blake. Accountant should be able to work with membership deposit and ride deposit figures, and with General Account information as reconstructed by Dennis for administrative costs and ride expenses. Per accountant: we cannot claim loss for any materials, as IRS views those things as organization-related.

2012 Budget: Dennis.
Has done a skeleton budget based on past years for estimates and forecasting.
*Blake added office supplies, pre-ride costs, admin costs, mailing costs.
* Awards and plaques might be “buried” in operating expenses. Better to line-item these since they are a sizeable expense.
*Large ride venues should be noted separately, but not the day-rides.

15 Roads Challenge: Blake.
Modeled on 4 corners rules, roads and logo approved. Wants to develop a recording log for riders, possibly waterproof? Dennis: move to fund start up for 15 roads ride event, Blake as chairman, fund at $50 per rider, to include record book per rider, 2nd Huey, approved. (Blake requests motion to authorize increase in insurance costs to cover this ride. Was this 2nded? Approved?) Charter membership of affiliated clubs: Sally. Fee will be $25.00. Charter and sanctions: Sally will send charter apps for 2012. Everything is now in AMA’s hands, a ride can be sanctioned for $50 each, or $150 which is part of an AMA suite of grand tours. Motion by Huey to go with grand tours sanction. 2nd by barb and dennis, approved.

SCMA website: Blake wants systems so that anyone with a reasonable amount of talent can maintain them, and a system where everyone goes thru SCMA to view all our other rides/business.
*Learned from another newsletter editor of a service called Mail Chimp which can handle large mailings for free.
*Another service is called Word Press which allows content onto their templates.
*Another service option is Go Daddy. Wants to buy about 10 domain names around “4 Corners” for $150. (Barb questioned copyrighting the name, “Is Three Flags Classic” copyrighted? Blake explained copyright/patent info he and Jan Staws had done, turned out to be “not possible” per an attorney.) Go Daddy has a comprehensive list of all domain names, gives instant notification of a cancellation or expiration of a domain name. We could retain Terry Smith to service this.

Dennis, per his contact: re: on-line registration, our info is 20 yrs old, we should be using updated features including but not limited to appearances. Change to “click and return window” not a window within which causes user to lose origination point. Current website is on someone else’s site, with THEIR ads, NOT OURS. Indicated that social media could be tied in, change on website will kick over to facebook, or ???, would tally how many hits we get. Could capture their e-mail address, we would have e-mail addr to give updates. Mentioned the importance of “Brand Name.” Suggested putting meeting minutes, financial info on updated website so newsletter would just be news. Blake questioned costs. Dennis: Start-up cost: $3,885.00. Yearly service: $95.00.

Option: Mail Chimp.
2nd option: Go Daddy, Terry Smith to service.
3rd option: Word Press
4th option: continue to find other electronic savvy people.

Barbara suggested having Dennis’s contact come to our business/board’s next meeting, and give a presentation. Pleasure of board is to continue with the Anderson household performing the online newsletter and e-mailing task, but keep Dennis’s contact available.

Website issue will be revisited in Jan 2012.

Next meeting: Tuesday, Jan 17, 2012, 0930am, at Roady’s Restaurant, 160 W. Bonita Ave, San Gabriel, CA.

Respectfully submitted,

Barbara J. Fox, Recording Secretary