NWACC Board of Directors Meeting
President Jim Duschel called the meeting to order at 9:00AM at the Rib Eye Restaurant, Chehalis, Washington. Other officers present were: vice president, George Schwartz; secretary, Lona Hyatt and treasurer, Dave Kaiser.
Roll Call
Clubs present were:
Corvettes D Olympia
Classical Glass Corvette Club
Columbia River Corvettes
Corvette Marque Club
Mason County Corvettes
Mt. Hood Corvettes
Rose City Corvettes
Clubs not present were:
Capital City Corvette Club
Glass Odyssey Corvette Club
Northwest Corvette Association
R-Vettes Northwest
Willamette Valley Corvette Association
A quorum was established.
Minutes:
Lona Hyatt passed out minutes from the February 12, 2005 meeting. Minutes were previously emailed to all clubs. Jim asked for questions or modifications to the minutes. Tim Cox noted that he had not made the suggestion, as noted in paragraph 5, page 2 of the minutes, to structure the budget to allow 1 “free” car show. The name “Tim” will be replaced with the words ”It was”. There being no other corrections or modifications, a motion were made, seconded and passed to accept the minutes as amended.
Treasurer’s Report:
Dave Kaiser verbally presented the treasurers report through April 9, 2005. Hard copies will be emailed to all club reps. There are two transactions pending for the purchase of insurance certificates.
Dave was asked how much lead time he needs for the issuance of an insurance certificate. He noted that although he can turn them around rather quickly if you’re up against the wall, he would appreciate receiving a club’s request 3-4 weeks prior to the event. It was suggested that a check in payment of any additional certificate costs be mailed within a few days of submitting the certificate request so that non-payment does not delay the certificate. Dave reminded the Board that each club receives one “insurance free” certificate this year. The free certificate need not be used for a club’s first event of the season. He also noted that if all 12 clubs hold their “free” car show this year, we will need to closely monitor our costs to be assured that needed funds are available.
Dave reported that all but one club has paid their 2005 insurance fee of $6 per member. Rose City is owed a refund of $6 for on overpayment of 1 member. Northwest Corvette Association has submitted a check for payment of only portion of their members. Dave has spoken to them in regard to the shortage and has written a letter requesting payment for the omitted members prior to April 15, 2005.
During the 2005 review of all club rosters, it was determined that NWCA’S payment was short by several members. Dave’s conversations with NWCA Board members confirmed this. NWCA explained that they had not remitted fees for members that they considered to be “inactive” due to that member’s lack of participation at club events. Dave explained to NWCA that NWACC insurance fee calculations do not differentiate between “active” and “inactive” members.
A discussion was held in regard to the situation with NWCA’S contribution. It was unanimously agreed that all members who have paid their annual club dues are considered to be members. As members, they must be included in insurance fee calculations. To this end, a copy of the club’s membership roster is to be sent, along with the payment, to the NWACC treasurer, between February 1st and March 20th each year. This is not a new procedure, but rather, has always been the process for remitting annual insurance fees.
A motion was made, seconded and unanimously passed, that NWACC accept NWCA’S check in partial payment of their insurance fees and if, after the April 15th deadline has passed, payment for the remaining members has not been received, NWACC will decline all NWCA insurance certificate requests.
Everyone in attendance was hopeful that NWCA would pay the remaining fees prior to the deadline. It was agreed that if this did not happened, Jim Duschel would write to the NWCA Board of directors to further explain NWACC’S policy and in hope of securing payment.
Further to the insurance fee issue, it was suggested that a By-Laws change be submitted to add additional language which further clarifies the insurance fee policy. This change will specifically spell out that that there is no “active” or “inactive” classification of members. All persons remitting annual membership dues to a club are considered a “member” for all NWACC purposes.
Dave reviewed the 2005 insurance premium changes. The basic fees have gone down. However, individual certificate fees have either increased or decreased depending upon the type of event. Additionally, there are new fees based on participation in excess of 250 persons per event. Please see the attached schedule for details of the changes. Remember, certificates are not required for week-end tours. However, if a club is sanctioning (organizing & having a sign-up sheet) a longer (300+ miles) drive, with overnight stays, this might be considered a caravan and could require a certificate. Any club having questions on the new requirements should contact Dave before requesting a certificate.
OLD BUSINESS
George Schwartz reported that the NWACC autocross scheduled for June 11th & 12th has been canceled due to the lack of a venue. When they consented to the autocross, the Port of Shelton was unaware that the dates were taken by the model airplane club. George is researching alternate dates and will report back in June.
NEW BUSINESS
George presented an emergency amendment to the competition code that would suspend the issuance of NWACC member numbers for the remainder of 2005. The proposal allows that any member of an NWACC club is automatically eligible for NWACC seasonal championship awards. Also, Canadian entrants possessing a current CCCC rulebook will be eligible for NWACC seasonal championship awards. The purpose of this proposal is to reduce the administration of tracking member numbers and to eliminate paperwork requirements. Please see attached. A motion was made, seconded and passed to adopt the proposal as submitted.
If the proposal is successful in 2005, it can be made permanent by any member club submitting rules changes proposal at the November meeting.
Tim Cox reported that he has assumed the position of club representative and Kayla Main is now the vice president of CMCS. Tim is committed to marketing and advertising on behalf of NWACC events this year. To this end, CMCS has designated their annual Christa Car show as a special event at which they would like to see increased NWACC member participation. Additionally, Tim suggested that NWACC member clubs consider putting together an annual joint car show similar in nature to the way the Montana clubs host the Big Sky event each year. Board members in attendance thought this was a great idea.
There are several events coming up this season. The reps were encouraged to visit the web site for details and to encourage all club members to do the same. Several reps passed out event flyers which will be taken back to the individual clubs for distribution.
Tony Hyatt, president of CGCC, advised that CGCC will no longer be mailing hard copies of its monthly newsletter. The newsletter is available on the CGCC web site in PDF form. Tony will be writing to all NWACC club presidents to notify them of this change.
George spoke about the National Corvette Museum’s ambassador program. He encouraged all reps to view NCM’s web site and to consider becoming ambassador’s so that their clubs become a part of the national organization.
Jim thanked all club reps and Board members for their attendance at today’s meeting. He expressed the importance of working together in support of NWACC and recognized the commitment of all member clubs.
The next meeting will be held in June with the date and time to be announced at a later date.
Meeting was adjourned at approximately 10:20 AM.
Respectfully Submitted by,
Lona R. Hyatt, NWACC Secretary