2009 Annual Meeting Minutes
January 23rd, 2010Hi guys,
Please take a look and let me know if you have any additions, corrections or changes. Thanks!
National Woodie Club Annual Board Meeting
September 20, 2009
Encinitas, CA
September 20, 2009
Call to Order:
President Jerry Witt called the meeting to order at 11:10 AM at the Best western, Encinitas Hotel.
In attendance were:
Jerry Witt – President
Michael Grajcar – Vice President, Eastern Director
Bob Stevens – Treasurer
George Beebe – Secretary, Eastern Director
Mark Bruce – Eastern Director
Dave Kuffel – Central Director
Mark Cursio – Central Director
Mike Byrne – Central Director
Mickey Christiason – Western Director
John Lee - Woodie Times Editor
Craig Johnson – Immediate Past President
Bill Sampson – Western Director
Stopping by through the meeting:
Harold Mermel – Member
John Blachowski - Past President
President Witt welcomed and greeted those new and continuing members of the Board along with guests in attendance.
All officers and directors and guests introduced themselves and gave a brief update of their Chapter activities through the year.
OLD BUSINESS:
I. Website – see OB-1 and OB-1a
A. Dave Kuffel gave a brief overview of the website issues that Dave Kagan deals with during the year as percentages (OB-1-A) for Dave Kagan who was not present. Kagan also prepared a handout showing the hits, and how the site handles unique visitors, number of visits etc. Kuffel also spoke of the Committee being down to two members with Bob Solheim being gone this year from the Board which Dave and George are OK with.
II. Treasurer’s Report – Bob Stevens
A. See enclosures OB-2, OB-3 and OB-4)
B. Bob distributed and explained the Balance Sheet Comparison (OB-2) and the P & L Previous Year Comparison (OB-2) through 08/09 for the Board’s review and acceptance noting that they are reviewed each year by a Certified Public Accountant.
He also provided an Investments and Banking Report (OB-3) showing bank account balances and investments totaling just over $120,000. Investments are handled through Charles Schwab with varying rates and maturities. All things considered, there is nothing to note or be concerned about in connection with the financial stability of the club. He also handed out a draft budget for 2010 (OB-4)
Motion by Mike Grajcar to accept the Treasurer’s Report as presented, second by Bill Sampson. Passed unanimously
III. Secretary’s Report – 2008 Board Meeting Minutes – George Beebe
A. George Beebe previously presented the Minutes of the 2008 Board of Director’s meeting for the Board’s approval. These Minutes had been previously sent to all Board members in December of 2007 for review and correction/acceptance with no corrections being noted at that time and were approved via email at that time.
B. George also informed the group of his progress on the chapter roster reconciliation to the national roster. He also informed the group that he will be coming up with a system to deal with this process in the future. Discussion ensued.
C. Jerry Witt (filling in for George in this year’s election) gave the final vote count for the 2009 Director election as follows:
Eastern Director – George Beebe, 36 - Ted Holtz, 24 - Jeff Yeagle, 10
Central Director – David Kuffel - 27
Western Director – Jim Vickery - 68
Motion by Bill Sampson to accept the Secretary’s Report as presented, second by Mike Grajcar . Passed unanimously.
IV. Insurance Report – Bob Stevens
A. See OB–5 and OB-6
B. Bob gave an overview of the policies in force (see OB-5) and the benefits of said policies. He also handed out the Benefits of Club Insurance provided to you by the NWC (see OB-6) and explained it.
Motion by Mike Grajcar to accept the Insurance Report as presented. Second by Bill Sampson. Passed unanimously
V. Woodie Goodies Report – Jay Butterfield/Jerry Witt
A. Mike Grajcar spoke to Jay last week who was to send his report via email to George Beebe. No report received as of the meeting. Mike gave an overview of his work with Jay over the year. Discussion ensued.
VI. Scholarship Report 2009 – Craig Johnson
A. Craig gave a brief overview and his thoughts of this year’s essays and candidates. Discussion ensued.
VII. Membership Report – John Lee
A. See OB-7
B. John Lee spoke about his Report and pointed out that we are down exactly 100 members from this time last year. Mike Grajcar suggested that we contact RM and ask them to forward applications to the Nick Alexander auction winners. Discussion ensued. Applications should be given in all Chapter goodie bags at the various events. It was suggested that there be an incentive to members to recommend new members. It was also suggested that the chapter membership reconciliation be put at the top of the list.
Motion by Mike Grajcar to accept the Membership Report as submitted. Second by Dave Kuffel. Passed unanimously.
VIII. Woodie Times Report – John Lee
A. See OB-8
B. John briefly explained the report with the good news being that the advertising revenue is up by $9,000 mostly due to the Alexander auction. John also asked that Chapters appoint one person to be the Woodie Times contact for each article submitted so that one person coordinates the effort.(even if different parts are written by others) He also asked that individual photos be sent with the articles and not to ask John Lee to pick photos from an album of many.
Motion by Dave Kuffel to accept the Woodie Times Report as presented. Second by Mickey Christiason . Passed Unanimously.
IX. Advertising for 2009 in the Woodie Times – John Lee
A. As reported in the Woodie Times Report.
X. Chapter Report – Jerry Witt
A. See OB-9
B. Jerry handed out the updated NWC Regions Directors Guidelines and asked the Directors how their liaison chapters were doing.
Motion by Mark Cursio to accept the Chapter Report as presented.
Second by Mike Grajcar. Passed unanimously.
XI. Event Kits – Jay Butterfield/Mike Grajcar
A. Nothing to report
XII. Library Report – Bill Bergstrom
A. No Report. Bob Stevens had talked to Bill a few weeks ago and there has been very little activity
XIII. Woodie Times Index Report – Mark Cursio
A. Mark reported that he will be updating it every 6 months and sending it to Dave Kagan.
XIV. Woodie Times Back Issue Report – Bob Stevens
A. Requests are way off this year. Bob Brelsford donated 1977 to 2003 issues to the Scholarship fund which sold for $100 at Wavecrest.
XV. Historian’s Report – John Blachowski
B. Reported that he has worked a lot on this project this year and will be sending a prototype out this year to us for review.
Motion by Mike Grajcar to accept the Historian’s report. Second by Bill Sampson. Unanimously approved.
XVI. Constitution/By-laws/Policy Manual Update Report – Bill Sampson
A. Bill reports we are in good shape with the current by-laws and doesn’t see the need for any updates at this time.
XVII. 2009 National Drive your Woodie Day– Bill Sampson/John Lee
A. It was a great success. Discussion ensued.
XVIII. 2009 Contracts for John Lee - Bill Sampson
A. Contract for John Lee ends October 31, 2009 and renews automatically each year with a 3% increase. No notice was given to terminate so we are good for another year.
XIX. NWC Endowment Program – John Lee/ Bob Stevens
A. After a discussion it was decided that we will deal with this as it comes up.
B. John Lee spoke a bit about why we might want to have something in place prior to the need.
XX. Report on Craig Johnson Will O’Neil Banquet – Mickey Christiason and Bill Sampson, Bob Solheim, Jerry Witt
A. Mickey expressed his thanks to the San Diego Woodie Chapter for being so helpful and cooperative. Jerry was given kudos for his MC’ing and setting up the speakers as were the Western Directors for planning the event.
XXI - 35th Anniversary Celebration – Mickey Christiason
A. Windshield plaques, name badges, banners, decals etc. It was a great promotion. Many thanks to Wayne Yada and Jay for their help. It was a nice job by Mickey to promote this special anniversary year.
XXII - Any Other Old Business for the Board
A. Jerry requested that all motions made through the year be made through the President and he will act upon it as needed. Some may be able to be done by the Executive Committee; others may be done by motion. If motions are needed – emails should be responded “Reply to All” and please – everyone needs to reply.
NEW BUSINESS:
I. Election of NWC Officers: Jerry Witt
Motion by Mike Grajcar to appoint/retain Bob Stevens for another year as Treasurer. Second by Mark Cursio . Passed Unanimously.
Motion by Mike Grajcar to appoint/retain George Beebe for another year as Secretary. Second by Bill Sampson
Passed Unaniomously.
Motion by George Beebe to appoint Jerry Witt as President, second by Mike Grajcar. Passed Unanimously.
Motion by Bill Sampson to appoint Michael Grajcar as Vice-President, second by George Beebe . Passed Unanimously.
I. Woodie Times – John Lee
A. John asked for our support to order boxes for organizing the back issues of Woodie Times he has in his possession. Bill Sampson suggested the USPS flat rate boxes which could then be labeled and mailed out. John will get costs and discuss with the Executive Committee.
II. Budget Report – Bob Stevens
A. See OB-4
B. Bob walked us through the various line items and Bill Sampson asked about raising the insurance limit to $2 million. Bob Stevens will also check on the deductibles.
Motion by Mike Grajcar to approve the budget report with an additional $1,000 for the MacPherson expense, second by Mark Cursio. Approved unanimously.
III. Chapter Issues, Concerns, Ideas, Suggestions and Reports (not previously covered) – Jerry Witt
A. Jerry then gave the Directors their Chapter assignments as follows:
Bill Sampson: Central Valley and Santa Cruz
Jim Vickery: Southwest Woodies, Up The Hill and Santa
Barbara
Mickey Christiason: San Diego Woodies, Southern Cal and South Bay Woodies
Mike Grajcar: Southeast Woodies and Capital District
Mark Bruce: Yankee Wood
George Beebe: Penn’s Wood and Nor’Easter
Mark Cursio: High Country and Northwest
Dave Kuffel: Log Riders
Mike Byrne: Great Plains
B. Bob Stevens suggested that we reward chapters that send their rosters by 12/31 with some Woodie Goodies that are in stock.
IV. Scholarships for the 2008/2009 Year – Craig Johnson
A. Bob Stevens asked Craig Johnson to reach out to MacPherson to see if we can work with them to come up with a scholarship contribution in connection with a student or students with interest in automobile woodworking.
Motion by Mike Grajcar for the NWC to allocate up to a $1,000 for a MacPherson College contribution and to authorize Craig Johnson to explore the possibilities at MacPherson and return to the Executive Committee with some scenarios.
V. Long Term Vision for the NWC Library – Bill Bergstrom/John Lee
A. No Report
VI. Select a Nominating Committee for Recruiting and Election of 2010 Board Members
A. It was agreed that the nominating committee for 2010 will be: Mike Grajcar (Chairman), Mickey Christiason and Mike Byrne.
VII. NWC Website – George Beebe/Dave Kuffel
A. Dave Kuffel suggested that the Insurance policy specs, information form etc. be placed on the Director’s Page, and the history of the club that John Blachowski is working on could also be on the site. Directors page will be back in business soon and we hope it can be utilized to alleviate the annual meeting time line. Bob Stevens thought it would be beneficial to contact members via email and wondered if we have the ability to put blast emails out to members and how best to capture the email addresses of our members. Discussion ensued.
Motion by Bill Sampson to allow the website committee with John Lee to come up with a plan to establish an email list for exclusive NWC club use to communicate with their members. Dave Kuffel second. Passed unanimously.
VIII. Silkscreen/New Woodie Goodies - Jay Butterfirld
A. Discussion ensued about the NWC account. Bob Stevens will talk to Jay about our concerns.
IX. NWC Endowment Program
A. Covered under Scholarship. Keep it on the radar.
X. Will O’Neil Award – All Will O’Neil Recipients
A. Bob Stevens will get together with the other recipients and get back to us at a later date.
XI. Selection of Location for 2010 Board Meeting – Eastern Directors
A. The annual meeting will be held during Hershey on Sunday October 10th starting at 9:00 AM with the hope of being finished by days end.
XII. Additional New Business Not Yet Covered by Agenda – NB-1
A. Mark Bruce suggested that I back up my computer on a remote hard drive.
B. George asked that we take a look at what needs to be voted on as a motion and when. Discussion ensued.
C. John Lee passed out an outline of a contingency plan in the event of his going missing, etc. NB-1 and discussed same. Bob Stevens mentioned that his wife Linda is able to get into the account to get John paid etc.
XIII. Points of Emphasis for the coming year for each Director:
Mike Grajcar – plans to keep active in the SE Woodies chapter, work on the nominating committee and be involved in the Woodie Goodies.
Bill Sampson – Will try to become the third member of the South Bay Woodie club, work the roster for Santa Cruz, make the 3rd Saturday of May (15th) National Drive your Woodie Day and will write a Woodies on the Beach article.
Mickey Christiason – wants to try to do half as much as last year, wants to get on the Directors’ page and on the nominating committee and work to hit all the events in CA with the other Directors and help with the chapter rosters.
Jim Vickery – not present
Mark Bruce – going to work with the Eastern directors to organize the 2010 meeting, work with Mike Grajcar on the nominations, try to arrange the Garden City, NY trip and work with the Yankee Wood Chapter on their membership nlist.
Mark Cursio – He’s going to get on the Directors’page! Get his roster done, get the chapter going with John Blachowski, get the Old Cars Weekly letter out, will join the NW Woodie chapter and maintain the indexing.
Dave Kuffel – Keep Log Riders going, promote woodies with the younger generation etc., get the website more user friendly and the directors page working for us all, think out of the box.
Mike Byrne – continue with the booths at car shows, volunteered to help sell old Woodie Times and/or woodie goodie stuff on eBay, get involved with High Country chapter and work on the nominating committee.
George Beebe – get Penns’ Wood up and running, work with Dave on the Directors’ page, get the chapter rosters reconciled and keep working on the Bulletin Board administration
John Lee – job one is to get a Woodie Times out every month, work on a new application form/brochure, try to increase membership, clean out the garage.
Craig Johnson - to keep scholarship contest up and running, work with MacPherson and anything else he can do.
Bob Stevens – wants to look at other car club websites to see what they are doing that will work for us and continue paying the bills.
Jerry Witt – stay abreast of the Directors’ page and try to get to the next level of the website; he just appreciates the group.
XIV. Final Thoughts – Goodbyes or Mahalos
There being no further business to transact:
Jerry Witt declared the 2009 National Woodie Club annual meeting adjourned at 6:40 PM.
Respectfully submitted for your approval by:
George Beebe
Secretary