General Membership Meeting: October 2013

12 October 2013

Opening Matters

The meeting was called to order by President Jeffers at 1700. All present stood and recited the Pledge of Allegiance. President Jeffers then introduced the Board of Directors (BoD) and club officers present.

Secretary James Lindner read the meeting minutes from the 2012 General Membership meeting. Tom Jeffers then moved to accept the 2012 General Membership Meeting Minutes. The motion was seconded by Al Geschke. The motion to accept the meeting minutes was approved.

Old Business

Budget Report: President Jeffers read the Treasurer’s report in the absence of Gary Moss, Treasure, who provided the following information via email:

2013 Starting Balance  $10,215.03
Credits Debits
Membership Income $13,078.67 Newsletter -$9,807.10
Interest $0.00 Club Administration -$1,052.70
Regalia Sales $160.00 Miscellaneous Reimbursements $0.00
Remaining past United $0.00 Remaining past United $0.00
Current United Deposits $15,932.67 Current United withdrawals -$1,411.50
Future United Deposits $0.00 Future United withdrawals -$500.00
Gain/(Loss) $16,400.04
2013 Year End Balance $26,615.07

A motion to accept the Budget Report was made by Barb Geshke and was seconded by Bob Sharkey. The motion to accept was carried.

Membership Report:  Curt Hoffman, Membership Chairman gave an update on the club membership. Currently, the club has 506 paid members, 4 lifetime members and 7 courtesy members. Other statistics include: 137 members receive electronic newsletters; 171 cars in the VIN database; and 725 cars are listed as owned by club members although this number is likely inaccurate since regular updates from members are rarely received. The club adds about three members each month, but loses about the same.

Chairman Hoffman then reviewed the VIN Registry Project. He explained the registry is located in the Members Only section of the website and individuals need a separate User ID/password which is assigned by the Membership Chairman. The VIN Registry serves as an excellent historical resource and provides details on cars to include color, engine, modifications etc. Members were encouraged to post their car’s information or update old information.

Chairman Hoffman then reviewed the Electronic roster. He started by stating that the hard copy roster is only updated every two years and is the clubs largest expense. The club is therefore trying to move to an electronic roster, which would be available online and always up to date. Members were encouraged to use the electronic roster.

Curt Hoffman then advised that due to expected travel in the coming year, he would be unable to continue as membership chairman and solicited a replacement from the membership. He then provided a brief overview of the duties, responsibilities and effort required for the position.

Regional Representatives: President Jeffers introduced the Regional Representatives present and publicly acknowledged their efforts.

                Joe Parlanti: Chesapeake

                Curt Bowland: Midwest

                Steve Halbrook: Florida

                Tom Ehrhart: Pennsylvania

                Bill Mounce: New Jersey

                Doug Jennings: Ohio

                Russ Eschelman: Virginia

                Eric Gibeaut: Carolinas

New Business

Nominations for club officers and board members: President Jeffers then reviewed the nominations for the upcoming elections for club officers and BoD.

The following individuals have volunteered to serve another term as club officers:

                Pam Jeffers: President

                John Logan Jr.: Vice President

                James Lindner: Secretary

                Gary Moss: Treasurer

Gary Moss is completing his 4th term as treasurer and cannot run for this position again. Barb Geshke offered her name as nominee to fill the position.

Robert Jaarsma will step down from his position on the BoD. The following individuals have volunteered to serve another term on the BoD.

                Judy Sharkey

                Dave Reina

President Jeffers solicited other nominations from the membership. Tom Ehrhart nominated Joe Parlanti to replace Robert Jaarsma on the BoD.

A motion to accept the above nominations was made by Dave Kellog and seconded by Curt Bowland. The motion to accept the nominations was carried. Nominations will be posted in a forthcoming club newsletter no later than Dec 2013.

SUNI VI: President Jeffers announced that SUNI VI was scheduled for June 29 – July 4 2014 in Colorado Springs, CO. President Jeffers explained the history of SUNI and added that it had not evolved as originally envisioned—a collaborative event involving all Sunbeam Clubs. Currently, the planning, organization, and staging of SUNI events are dominated by a single person. Consequently, TE/AE has decided to hold United gatherings during SUNI years. The 4 year Plan for upcoming TE/AE United gatherings is as follows:

                2014       Boyne Mountain, MI

                2015       Midwest

                2016       South

                2017       Mid-Atlantic

United XXXIII: John Logan Jr. gave an overview of United XXXIII scheduled for Boyne Mtn, MI on 11-14 September 2014. He stated that planning has already started and he solicited volunteers for anybody wanting to help organize and run the event.

President Jeffers then solicited volunteers to begin planning the 2015 Midwest United. Anyone with ideas for that event should contact Midwest Regional Representatives Curt Bowland and Doug Jennings.

Website and Forum Update: President Jeffers introduced Kerch McConlogue the club Webmaster. Ms. McConlogue solicited any questions the membership might have about the website. She then went on to solicit photos from this event. She also solicited feedback from the membership as to what they want from their website.

Eric Smyder, the TE/AE Forum Moderator then reviewed the status of the TE/AE Forum. He stated how features were being added and he solicited feedback from the membership. He also said he is working with moderators for the different sub-forums to promote interaction with visitors to the forum.

President Jeffers asked the membership if anyone could take on a project to make the website’s historical pdf files searchable. Jennifer Arters volunteered.

Newsletter Editor and Webmaster Succession: President Jeffers expressed the need for a succession plan for the newsletter editor and Webmaster, two critical positions within the club. President Jeffers added that the club needs to identify qualified individuals for these positions in advance. She solicited volunteers from the membership.

Open Membership Comments: President Jeffers opened the floor to comments from the membership. Dave Reina, who was responsible for organizing the nominees for the Historic Vehicle Association “This Car Matters Award” reviewed the criteria for the award.

Eric Gibeaut reminded the membership that Club Regalia and Sunbeam Survivor Manuals are available for purchase. Moreover, the club was switching to an online ordering system.

John Logan Sr. moved that the meeting be adjourned. The motion was seconded by John Logan Jr. The motion was carried and the meeting was adjourned at 1900.

Submitted by Jim Lindner, Secretary

Date posted here does not necessarily match the date minutes were submitted.

Latest United Info

Date posted here does not necessarily match the date minutes were submitted.


January 31, 2011 at 2:37 am
Eric and Bonnie Gibeaut

I posted this note from Pat here so everyone can see my reply. Pat can you please post United info here for the board to read versus email? Thank-you.

I think a combined show would be interesting and work well-we did the same at the United this last year in Maine. It looks like you are really putting together a great United weekend and everything is falling in place. I think a train ride/dinner would be a nice addition if you can get it lined up. Curt what did you think of the hotel and the area?
Thanks again for your hard work!
Eric

To the board,

As you guys are well aware of,Sunbeams United 30 will be in French Lick Indiana.We have made some great connections in the town to accomodate us Sunbeam folk in October..I would like to keep all the board involved in what our team has been doing and what our general plans have been up to now.The hotel Is called French Lick Springs Resort as some may already be aware of and Is located in Southern Indiana.I know most say and wonder why Indiana?Southern Indiana is A great area,rollings hills, amazing views,and just generally a perfect area to bring a Sunbeam and enjoy some great driving and great people.The town itself backs up to the Hoosier National Forest as well.

Below is kinda a general rundown of what we have going on.It is not fully detailed by any means and that will come in the next few months.

I guess I can start with featured guests and what it will mean to make United 30 standout.
We have confirmed Larry Mayfield as a featured guest and speaker at the banquet dinner,He will be around and would like to be involved with everyone at united for the entire weekend.We feel this be something different and many would love to hear him talk about racing on the salts and building a Sunbeam to do that with.Some may not know that he also is original owner of tiger,and still has it.another guest we have that we have attending is John Clegg,He was designer and engineer for Rootes Group and designed agmonst many things for Rootes,the 1725cc Alpine motor.I personally cannot take the credit for roping John into going to United though,that was Tiger Toms smooth talking.we think about doing some q&a with him or maybe some tech tips,,not to sure yet but I like said the fine details can be provided in the next few months.Barry Schomberger,and Tom Patton will be attending as well,maybe to speak at the banquet and more so just to mingle,The race tigers will be with them as well so that should be something cool that not everyone gets to see often.Dennis Gage has also confimed that he will be at the car show with his crew since its located about 30 miles away from his home office.I actually just recieved his email to confirm it.

Car Show
RARE ROOTES,I want to see more of them and that has been my main focus as of lately,we all know the Tiger and Alpine guys will show but Rare Rootes is my target.Originally I had wanted to host the car show at the hotel on one of there many golf courses,Im leaning on going with something different now,,and here is why.A car show in a parking lot to me gets somewhat boring after some time,and after thinking long and hard about it,I have came to realize that this is what it would be at the golf course,not to mention it would bring the general public in as much,it would basically just be us in a parking lot 20 feet away from where we would park our cars at night..Nothing sounds standoutish about that..So we are working with the Town Of French Lick to move our car show into the Historical district,which has many small shops and other things to do while at a the car show,,plus its puts is in a public area which I think is good on many levels.One thing I would like everyones opion on though is town wants host a vintage only car show attracting british cars and a few other makes..I had clearly said That Tigers East and Rootes America are the featured car and to give us exclusive first rights over how we do things and parking of our cars.anything else including trophys and judging and whatnot like that would solely be on the town and not us..Do you guys feel This would work?

Road rally
pretty straight forward
Rally through hoosier national forest and maybe,What we have planned as far as that goes is still being created by one of staffers and should be set in the next few weeks,we have some cool features I guess I could leak out though,,Jasper race enginens is located on our road rally and the owner has a personal car musuem that he loves showing off and would love us to stop by,another feature will be the lunch in the forest that i think most will enjoy,,with that said im still waiting on fine details.However I am sure it will be another standout feature of United 30

Autocross,
The autocross is for sure going to be a standout experience for the novice to the advanced racer.It will be at Salem Speedway which features a Fresh paved autocross track in the infield,Barry Schomberger will be running that part along with Doug Jennings and they both feel it work just fine for our needs.It is also the first time we have used a actuall speedway since the Suni in Lake Geneva Wisconsin..another nice feature about this we are not tying in any other clubs so it solely be a Tigers East event to give more drivers more runs,With Barrys race history im sure this again will also make United standout.

Filler
I understand some people dont want to do the rally or autocross or special dinners or whatever,,for that I have made several other features and contacts in town for everyone to go out and do,,wine tours,historical tours,outside food locations and whatnot like that,so literally therwe is something for everyone.
I have two options for the dinner cruise so please feel free to comment
1- we did find another historic train ride with dinner,it is located about 20 miles from the hotel,most seemed to like the idea of a train dinner through hoosier national forest,and would definatly be a first for a United,the drawbacks though to this is the 20 mile ride,and lets face it, in the woods in Southern Indiana is dark at night and those of us like me still run Lucas lights might have a bit of a hard time..However the hotel has offered a shuttle bus to transport us in smaller groups.
2-a boat ride on Pakota Lake,,Ive been on this ride and they do have good dinner cruises,but seemed they hard time filling the cruise time,,not to mention it seems we find ourselves on a boat ride more often than not.that ride. however it is only 13 miles away,but hotel cannot shuttle to pakota lake.
It seems no matter what there is small details to attract or disattract some people so comments or suggestions are welcome

As of now I have a few other trick and Plans but nothing set in stone so when I get that in the next week I will send out some emails

On thursday the 27 we had invited some people down to see the hotel,and all the rooms such as our banquet rooms,hospitality rooms,and parts and board meeting rooms,tech session rooms and stuff of that nature,,Our group consisted of Curt Hoffman,Doug Jennings,Myself and Barry Schomberger..We had a nice catered dinner by the chefs for our banquet,and I must say it was very good.I feel our guests felt the same..They were also very impressed with hotel and all rooms we chose for the United(hospitality,board,parts rooms)and just how much stuff there is to do in general at the hotel.The hotel also put everyone up for the night so we could really get a feel for French Lick..Im sure Curt or doug will all say the same.

thats about it for now and more to come in the next few weeks.just wanted to keep everyone in the loop

Thanks
Pat


February 1, 2011 at 3:24 pm
Curt & Linda Hoffman

To Eric’s question on the hotel- this is one of those hotels you say “Holy sh**” when you first see it. I had never been there until this weekend and it is truly an amazing place. We saw the West Baden hotel first and then the French Lick. Both are grand old hotels that have been extensively restored. We ate at West Baden.they are both amazing and the rooms are wonderful. Of course there is the French Lick Winery across the street (sort of) that we couldn’t pass up either.

Biggest problem we will have is getting people home after they lose all their money in the casino attached : )


February 4, 2011 at 6:46 pm
David Reina and Donna Koretsky

Hi Pat,
Your descriptions of everything sound great. I could handle the 20 mile drive to the dinner train if you decide to go this way. I also always enjoy being on the water so either way works for Donna and me. I like that you are pushing for more Rare Rootes and I will aim to bring a Talbot. Thank you for all your great work.
Regards,
Dave Reina


February 4, 2011 at 8:08 pm
pjmotorsports

Dave,
The train ride is a very fun time,and unique..It has a very historic look to it and the inside of the train cars are all refurbished and more than able to provide a great dinner cruise.It wraps through hoosier national forest as well..
I am pushing the rare rootes as hard as I can and making some good headway,,If any one has contacts to attract more rare rootes that would help me out also..

I will keep everyone in the loop as more events unfold
pat


February 9, 2011 at 9:39 pm
pjmotorsports

UPDATE Feb 9 2011

We locked in the train in Jasper for our dinner cruise on saturday night..The Train itself holds 88 people for dinning and another 32 people in the bar area.Unfortunatly the people sitting in the bar will not be able to eat as part of the dinner cruise but still will be able to enjoy the train ride and cash bar.

The car show is going to be in The town of French Lick in the historical district area..At the time of our car show the town also has a antique craft show,and the taste of town art fair which includes bands,food,air show, art fair..I think we will fit in nicely with this venue and am working closely with the city to host our show.

And of course the autocross is locked in at Salem Speedway,which is going to be super fun as well,Barry from Team Tiger is putting together the autocross and im sure it will be fun for everyone..

All for now
Pat

Off to French Lick again

Date posted here does not necessarily match the date minutes were submitted.


December 27, 2010 at 7:16 pm
pjmotorsports

hello everybody

well im off again to french lick to negotiate our contract some more.I am working my hardest to lower room rates from 139.00 to 129.00 a night.I feel with tigers east being ready to sign on dotted line we might have a little more leverage to negotiate.If we get a lower rate of 129 a night this brings us right around the cost of owls head.but once tax is included this brings the rates back to around 139.00 a night total,,instead of 149.00 with the old rate and tax..Another issue that just came up was our dinner cruise on the railway cars,it seems they booked up for our weekend so I found TWO more options,The first is another railway cruise in a neighboring county(about 20 miles drive)I was thinking this may be alittle further than what we would like to travel.(its dark at night in the woods so with lucas guiding our way that might not work out so well)My second pick is a lake tour,I know its been done over and over again but that is located in french lick and minimal drive time required..just wanted to keep everybody informed on our happenings..

thanks
Pat Johnson


December 27, 2010 at 10:32 pm
Eric and Bonnie Gibeaut

Thanks for keeping us posted Pat! Sorry to hear the train trip and dinner is off. I like trains too and that would have been great fun and a United first as far as I know. It is good to see you talking up the United on the Alpine club’s website too. Keep spreading the word! Eric


December 28, 2010 at 1:33 am
pjmotorsports

Confirmed as of 5 minutes ago—Landspeed Record Holder Larry Mayfield will be attending as a featured guest and banquet speaker.some talks have been made about his Alpine being at United as well..Along with some other Sunbeam racers this is really looking up to be a great United and it hasnt even started yet.

Thanks
Pat


December 28, 2010 at 1:36 am
pjmotorsports

Eric,
Is there any more info on your Harrington meet in March?It would be kinda neat to get something like this at our United as well.Or at least attract more rare rootes.


December 28, 2010 at 2:22 am
Eric and Bonnie Gibeaut

Pat there is not going to be any special Harrington gathering this year for several reasons-mainly that I just organized the last Sunbeam Alpine club’s Invasion this last May and I don’t relish doing another large event anytime soon! Also the reality is that only a handful of Harringtons would show up anyway. In the last 30 years of attending Uniteds the most Harringtons that ever showed up at a United was at Covington, Kentucky when 4 of them were there. 2011- besides being the United XXX- is also the 50th anniversary of the Harrington Alpine. I plan on driving my Harrington to the United. Maybe Harrington cars could be the “featured Marque” of the United? Eric

Attachments:


December 29, 2010 at 4:45 am
pjmotorsports

eric,
I understand on not wanting to assemble another meet.It is without a doubt not an easy task.I would love to have the Harringtons as a featured mark.If 4 showed up at Covington we might be able to get that crowd in French Lick.I really liked that harrington race car,D class maybe.my knowledge is rusty on alpines.There has been talk about some talbots showing up as well so maybe we could feature multiple rare Rootes?

Board members,
Today I signed my life away,on the hotel contract that is.It kills me to say this but I was NOT able to get the rates of rooms negotiated down,Since the hotel already went down in price so much for our group.Just as a comparison the shelby group had contacted french lick last year as new location for our spring fling,They would fill up all 443 rooms at the hotel and the lowest rate they recieved was 190 a night.I understand this is the most we have payed to date but feel it is within reason for most attendants,however they are willing to amend some items if we go over our block numbers.so getting the word out early will be crucial to us.
The speedway is also confirmed for our autocross,but have several question id like to ask the board

Thanks
Pat

TEAE toDo list

Date posted here does not necessarily match the date minutes were submitted.

april 13 2008
curt hoffman

I have compiled what I believe to be the club’s work list. I have included, as near as I can determine from the various spots on the forum, an update for each. Some are done, some are being worked, and some appear to be lost in space.

My recommendation:
Each owner supply an update to the area you own on this site. I will compile an update once I hear from most of you.
At the next BOD meeting make a decision on the key items-
– where to spend the money
– any remaining elections process items
– artwork approval
– whether to buy name tags
– others

Curt

1. Election process revision to ensure proper elections – A. DiBattista

2. Name recognition (banners, paid advertising, etc.) ?

3. Marque Business plan T. Ehrhart

4. Name Tags F. Baum

5. Banners (taken from #2 above) T. Ehrhart

6. Review and refine draft of WJS award ?

7. Web Host Job description Jim D’Amelio

8. Publicity initiative Dave Kellogg

9. United photo DVD T. Ehrhart

10. How to spend our money – ?

Status as near as I can tell from the variety of locations things are discussed:

1. Elections process

Combined October/November edition. Then we don’t have to include it in a December issue which would be out too late to satisfy the by-laws. This gives editor time to feature the United while it’s still fresh in members’ minds and allow for an early profile/ballot edition. This could also, depending on timing, be placed in the December issue.

This would alleviate any conflict with proper accounting and membership issues, since we have done the combined issue before.

Profiles could be deadlined at October 15. Profiles not received would be given general description. That is to report the name of the candidate and where they live (city and state).

I got away from the backside address thing on the ballot because it took up a page of valuable space. Giving the members the three ways to vote (electronic, fax, snail mail) should allow everyone at least one method by which to cast their ballot.

I suggest that we do a special email to all the Electronic RR recipients containing the ballot after we publish it in the RR. We can reference the bios in the RR they get electronically. I think this additional step will get more interest from the ERR folks where not having a paper ballot would be less motivation to vote.

2. Name recognition (banners, paid advertising, etc.) ?

Other than for the banners I can not find an owner for this or what it really means. We will need someone to speak up on this.

3. Marque Business plan T. Ehrhart

Still on burner. Tom states still working but is not on original track.

4. Name Tags F. Baum

Two versions of artwork were proposed with some critique of both. No further discussion. General agreement to buy for list of officers and BOD but some controversy. Was to be put to vote by Anthony. Needs vote on artwork and whether to do at all.

5. Banners (taken from #2 above) T. Ehrhart

Agreement to make new banners for use at events. Last status was artwork was being developed by a vendor and getting ready. Not sure if artwork for banners was to be same as for name tags which has not yet been decided. BOD approved artwork. Labor intensive Vector Artwork being generated

6. Review and refine draft of WJS award ? C. Hoffman did some work in this area and views this as done.

Not sure what this really means. I published criteria for use in United and received no other input so I am assuming criteria is set. I have given criteria to Joe for United this year. Here is what I pulled off forum.

Wally Swift award criteria:
A south Jersey trophy shop designed the Wally Swift Memorial plaque and has the artwork on file. Judy Sharkey volunteered to keep record of the annual winners and secure the plaques as needed.

Adopted by TEAE BOD, 2006

1) The award is presented at each United to the owner of the car or cars who does the best in the Popular Vote and the Autocross, combined

2) He/She must own the car(s) that is in the Popular Vote and must own and drive the car(s) in the autocross. The car(s) receiving the Popular Votes and car(s) being Autocrossed does not have to be the same car.

3) The person must have been a member of TE/AE prior to the participation in the Autocross or the Popular Vote, whichever is held first.

4) Eligible Alpines and Tigers shall possess the original engine type, i.e. Alpines: Rootes four cylinder engines, Tigers: Small block Ford Engine. Modifications are acceptable.

5) The award is based on the combined finishing positions in the Popular Vote and Autocross events, using the finishing position (e.g. 1, 2, 3, 4…) as the points assigned. The award goes to the person with the lowest total points. In the Popular Vote, the points will be determined by where the car ranks in the Most Popular Alpine or Most Popular Tiger vote. In the Autocross, it will be based on the overall finishing position of the car in the Autocross (not by class).

6) Example: An Alpine that the person owns gets third place in the Most Popular Alpine vote. This would be three points. The person drives a Tiger that he owns to the fourth fastest overall time in the Autocross. This would be four points. His point total for the Wally Swift Award would be 7 points.

7) If there is a tie in points, the award goes to the fastest autocross time. If there is no one meeting these criteria, the award is not made for that year.

The award is open to the owners of Tigers and Alpines only. Tigers must have a Ford engine based on the 260-289-302 small block and Alpines must have an Alpine engine. No conversions are eligible. A person must participate in both the Autocross and the Popular Vote to be eligible.

9) There will be a perpetual trophy and a personal trophy given to the winner. There will be one perpetual trophy that has a plaque containing all previous winners’ names and will pass from winner-to-winner at each United. The personal trophy will remain with the winner.

10) Any criteria not covered here will be the decision of the Board and that decision will add to these criteria for future awards.

7. Web Host Job description Jim D’Amelio

No status given that I can find. Two different versions of who owns- one is Anthony DiBattista would contact Jim Morrison for a job description to provide to the newsletter editor for publishing. Not sure if this is a typo given the other place I could find stated J. D’Amelio owns. In any case, no status anywhere I could find.l

8. Publicity initiative Dave Kellogg
No status anywhere on forum.

9. United photo DVD T. Ehrhart
I believe this is now done

10. How to spend our money – ?

After a plethora of comments on spending recommending everything from doing nothing to buying a Lexus for all members, this is the final reco from Anthony.

) Get quality cases for the Keith Porter awards and get the awards themselves returned to like new condition to show respect for Keith and the recipient.
2) By our new banners
3) Advertise in a national car enthusiast’s magazine so that we appeal to other car buffs and expose our unique interests to others.
4) Name badges for the officers, BOD, and the Regional Representatives. Did we not vote on this very issue at the United XXVII BOD meeting?
5) Keep the rest of the cash in the bank for future asset allocations / bad times.

In addition this was a final note on possibility for money. No further action taken since this comment was made.

I propose that we set the ERR dues equal to the cost of the mailed RR price of $33 minus the costs savings we get by not having to print and mail them. The best info I have says it is about $.60 per issue to mail and $.25 per issue or print (the marginal cost per issue). So $.85 per issue total. Let’s say we do 11 issues per year and that gives us $9.35 per year. So I would propose a $24 per year rate for the ERR folks. This larger difference (than the current $3) between the RR and the ERR price would encourage more folks to change over and maybe a few more to join in the first place. We have always said we wanted to have more folks do the ERR and this is a way to do it that costs us nothing.

Tom  Ehrhart
4/17/08

Curt, First, thanks for such a comprehensive overview of club action items. They concur with my notes and are as I remember them. And your observations of progress appear to be right on too, little that there is. I concur with your recommendations for ERR. Thanks too for telling me (us) to check in here. I plead guilty for not being on attentive on line.

Here is a status report for the TT action items.

2. Name recognition.
No progress. This could be merged with Item # 3 Marque Business Plan.

3. Marque Business Plan.
I have not made sufficient progress to present anything yet.

5. Banners
The design is as you noted, a derivative of the proposed name badge presented at the last United. Fred was the primary designer. We just received notice this week from the vendor that banners can be available for the BASH. You were correct in noting there was controversy about design. This design was agreed on at the last United for the name badge and possible use for a banner. It’s rather generic and promotes TEAE and its website. with the general consensus that we really do need banners, Fred and I went ahead with this project. I can’t send banner illustratin because I have dial up Intermittent Internet

6 WJS award. Your WJS recommendations are what we placed with the trophy at the last United, I believe. Might want to confirm with Carl Moon who presently has trophy.

7 Web host. My notes state Jim D. was asked to draft a description which could be used to recruit a successor. Anthony was going to consult with Jim M for assistance. I am not aware of any progress either.

8. David Kellogg has been making PR overtures as of late however I am not aware of any results.

9. DVD’s are out and done. Extras made are for sale. $9.00

10. How to spend $
1. Cases for KP awards. Carl Moon and I have talked about working on this. I have identified a case. I’ll make it an action item for our discussion at the BASH.
4. We agreed to make name badges for officers/BOD/Reps to be warn at United. The problem was what type badge. Fred and TT were to work out options. Both Fred and I have come up with types of badges but have not resolved a final recommendation.

January 2006 United Meeting Update

Date posted here does not necessarily match the date minutes were submitted.

January 23, 2006 at 1:04 am
Curt & Linda Hoffman

Steering Team notes January 21, 2006

Great turnout for the meeting. I am including the contact list and responsibility list again for reference. Please let me know if there are any errors.

Status of United:
Hotel is booked
Riverboat contract is in hand and will be signed once budget is forwarded. Boat will include buffet dinner and will run approximately $35/person prior to any addl charge we might include for the club
Logo is set
Permits are in hand and will be submitted for parks and street

New business
Banquet-
We agreed to have a three option dinner versus a buffet. We will have a prime rib, chicken and pasta dish available. Cash bar will be provided. Costs are approximately #30/ person before 20% service charge and taxes. I will determine where the hotel will allow us to split off a children’s menu for our pricing.
We will need to arrange for podium, microphone and other supplies. Curt will see what we can get from the hotel before seeking donations from others. We will not have a reception before hand.

Concours
Dave Tiettmeyer and Dave Cherry own Concourse. Bob Sharkey has offered to coordinate judging and help with overall process. DaveTiettmeyer was asked to contact Bob to coordinate the activities and prework. I will send contact information to Dave and Dave’s information to Bob.
George and I are working the concours lunch so will have that detail not included in the work Dave will need to complete.

Parts Room- Ron Seeholzer will coordinate and work up space requirements and layout. He will work with Bill on determining the best tables to use, e.g. rectangle of round. I believe the hotel could do either but they will discuss with hotel. I will place a request in the newsletter and forum asking people interested in parts space to contact Ron for needs. We agreed to restrict space to reasonable sized and relatively clean parts. Very large and or very greasy parts will need to remain in garage and can be shown separately. Ron will coordinate with Bill Kaufman the split of space with hospitality, hour requirements, when to close independently, etc.

We agreed to do a damage assessment ahead of the opening of the parts area so we had a benchmark in case there was any damage due to parts that the hotel might want us to be responsible for.

Hospitality- Bill Kaufman coordinating- Bill will budget to approximately $15 per person based on previous Uniteds. We discussed likely hours, menu items, etc. I will discuss coffee maker with hotel but likely we will have hospitality look to borrow makers and go with that. In addition we will need coolers for the beer, soda, etc. The room has a wet bar so water shouldn’t be a problem. Bill will contact hotel for ice location. We agreed to not, at least at this point, install a VCR / TV. Didn’t seem to be much interest in that lately.

Thursday Evening. Curt will continue to pursue possibility of group dinner on Thursday evening but try to either run it separately or informally to avoid complexity. Worst case we will include on registration as separate unbudgeted item if we can get a fixed price from the restaurant.

Directions and such. I will get maps and such from the Northern KY Visitor’s Bureau. Mike will also include notations on where everything is and how to get there in the in the registration booklet.

Publicity- I will continue to send in newsletter items. We are now on the web site as well. Today I sent a note to the Tiger list. Mike will coordinate notifying the Alpine group. I will send Mike the note I used with the Tiger list and plan to use with CAT and STOA. I will also drop a small ad, hopefully free, in as many places as I can find as we get closer including Hemmings, Classic Car and others.

Registration- Mike is coordinating with Jack Sawyer. We discussed methods of identifying who has signed up for what, name tags, split of costs etc. I will provide the ultimate costs, once established to Registration for building the form. The registration fee will include all costs not separately signed up for, e.g. the boat cruise, and some allowance for the club. We agreed to have a daily fee for those coming in who only want parts and hospitality. This will likely be around $10. Last minute registrations will likely not be accommodated for the boat or the banquet due to the need to give longer notice to both on final numbers.

Autocross- Doug is still working this item. He and Hugh discussed and will continue to work to line up a group for our Sunday. We will need the cost for this event as well for our registration form.

Rally- Dave Cherry is coordinating. I drove the Augusta route we discussed last time. It is about 40 miles. If we do this route we will likely need to get out of the main area before heading East since it is a little busy getting through Newport, but doable. If we do this people would be left in Augusta and have the option to come back the same way or take the ferry over to Ohio and come back on the north side of the river. We would have to supply directions for this. Dave was not at the meeting but he had mentioned he had some other ideas for a rally so we will leave this to Dave to finalize. I will contact Dave later to ensure he is ok with this.

Security- given we have a locked garage we are not planning on security at this time. We will establish a lock up time for the garage that everyone using will need to honor. Likely we will do something like lock up at 11:00 and open up at 7:00 or similar.

We did agree the Concours group may have to look at a volunteer team to patrol the cars to protect them given we will be along a public street and could have families walking around unfamiliar with collector cars protocol.

Trophies – I am working this and received some ideas from George. I also have the other United info and some local places as well. I will visit a couple before deciding. We agreed to go with etched plaques containing our logo for our trophies matching our dash plaques. We will make the first place slightly larger then the 2nd and 3rd.

Shirts – I am working this area. For shirts we agreed to go with a polo shirt with a small logo on the front “pocket” area. The shirt may not actually have a pocket. We will go with a colored shirt versus white.

TAC process- I discussed with Tom Calvert and he is prepared to do TAC sessions at the united. I will solicit interest ahead of time through the newsletter so we have an idea of the number.

Car Wash- I will buy the supplies for this small item

Tech Sessions- we have the dyno session at Paul’s on Friday PM. Hugh is coordinating. Mike will discuss with Ian and others to see if there would be an Alpine or other session that could be put on at the same time since the dyno session would be likely of more interest to the tiger folks. I will also solicit input from the club on a general interest one for Sunday. We will not conduct one on Saturday due to the likelihood of MainStrasse being popular enough that we wouldn’t get people back in for a session. There wasn’t much interest in donating a top to Curt and having someone install it on his car as a tech session.

I will continue to work through email and we will likely set up another live meeting is a few months to ensure we are on track.

Other volunteers- For those not specifically assigned as an owner of an area, our hospitality area and registration area will need a good deal of help, particularly as we get into registration and the actual event. Please forward your name to Ron or Bill if you would like to help there.

Thanks for coming and helping with the work.

Curt

Area of Responsibility Leader

Overall United Coordination Curt Hoffman
Budget Curt Hoffman
Publicity Curt Hoffman
Accommodations George Meinhardt
Concourse Location George Meinhardt
Autocross Doug Jennings
Trophies
Design and purchase
Classes and numbers
George Meinhardt
Doug Jennings
Registration
Pre-registration
United on-site registration
Mike Phillips / Jack & Jan Sawyer
Logo George Meinhardt / Curt Hoffman
T shirts, Dash Plaques (numbers to order with our logo) George Meinhardt / Curt Hoffman
Awards Banquet agenda Curt Hoffman
General and Board meetings Curt Hoffman
Concours Dave Tiettmeyer / Dave Cherry
Tech Sessions Hugh Guynes
Special Event (rally, etc) Dave Cherry
George Meinhardt / Curt Hoffman to help
Saturday special event George Meinhardt / Curt Hoffman
Hospitality William Kaufman
Parts Room Ron Seeholzer
Security None
Trinkets and Trash None

January 23, 2006 at 3:40 pm
Fred Baum

Wow, you certainly have your ducks in a row! ?

United Meeting Update

January 23, 2006 at 1:04 am
Curt & Linda Hoffman

Steering Team notes January 21, 2006

Great turnout for the meeting. I am including the contact list and responsibility list again for reference. Please let me know if there are any errors.

Status of United:
Hotel is booked
Riverboat contract is in hand and will be signed once budget is forwarded. Boat will include buffet dinner and will run approximately $35/person prior to any addl charge we might include for the club
Logo is set
Permits are in hand and will be submitted for parks and street

New business
Banquet-
We agreed to have a three option dinner versus a buffet. We will have a prime rib, chicken and pasta dish available. Cash bar will be provided. Costs are approximately #30/ person before 20% service charge and taxes. I will determine where the hotel will allow us to split off a children’s menu for our pricing.
We will need to arrange for podium, microphone and other supplies. Curt will see what we can get from the hotel before seeking donations from others. We will not have a reception before hand.

Concours
Dave Tiettmeyer and Dave Cherry own Concourse. Bob Sharkey has offered to coordinate judging and help with overall process. DaveTiettmeyer was asked to contact Bob to coordinate the activities and prework. I will send contact information to Dave and Dave’s information to Bob.
George and I are working the concours lunch so will have that detail not included in the work Dave will need to complete.

Parts Room- Ron Seeholzer will coordinate and work up space requirements and layout. He will work with Bill on determining the best tables to use, e.g. rectangle of round. I believe the hotel could do either but they will discuss with hotel. I will place a request in the newsletter and forum asking people interested in parts space to contact Ron for needs. We agreed to restrict space to reasonable sized and relatively clean parts. Very large and or very greasy parts will need to remain in garage and can be shown separately. Ron will coordinate with Bill Kaufman the split of space with hospitality, hour requirements, when to close independently, etc.

We agreed to do a damage assessment ahead of the opening of the parts area so we had a benchmark in case there was any damage due to parts that the hotel might want us to be responsible for.

Hospitality- Bill Kaufman coordinating- Bill will budget to approximately $15 per person based on previous Uniteds. We discussed likely hours, menu items, etc. I will discuss coffee maker with hotel but likely we will have hospitality look to borrow makers and go with that. In addition we will need coolers for the beer, soda, etc. The room has a wet bar so water shouldn’t be a problem. Bill will contact hotel for ice location. We agreed to not, at least at this point, install a VCR / TV. Didn’t seem to be much interest in that lately.

Thursday Evening. Curt will continue to pursue possibility of group dinner on Thursday evening but try to either run it separately or informally to avoid complexity. Worst case we will include on registration as separate unbudgeted item if we can get a fixed price from the restaurant.

Directions and such. I will get maps and such from the Northern KY Visitor’s Bureau. Mike will also include notations on where everything is and how to get there in the in the registration booklet.

Publicity- I will continue to send in newsletter items. We are now on the web site as well. Today I sent a note to the Tiger list. Mike will coordinate notifying the Alpine group. I will send Mike the note I used with the Tiger list and plan to use with CAT and STOA. I will also drop a small ad, hopefully free, in as many places as I can find as we get closer including Hemmings, Classic Car and others.

Registration- Mike is coordinating with Jack Sawyer. We discussed methods of identifying who has signed up for what, name tags, split of costs etc. I will provide the ultimate costs, once established to Registration for building the form. The registration fee will include all costs not separately signed up for, e.g. the boat cruise, and some allowance for the club. We agreed to have a daily fee for those coming in who only want parts and hospitality. This will likely be around $10. Last minute registrations will likely not be accommodated for the boat or the banquet due to the need to give longer notice to both on final numbers.

Autocross- Doug is still working this item. He and Hugh discussed and will continue to work to line up a group for our Sunday. We will need the cost for this event as well for our registration form.

Rally- Dave Cherry is coordinating. I drove the Augusta route we discussed last time. It is about 40 miles. If we do this route we will likely need to get out of the main area before heading East since it is a little busy getting through Newport, but doable. If we do this people would be left in Augusta and have the option to come back the same way or take the ferry over to Ohio and come back on the north side of the river. We would have to supply directions for this. Dave was not at the meeting but he had mentioned he had some other ideas for a rally so we will leave this to Dave to finalize. I will contact Dave later to ensure he is ok with this.

Security- given we have a locked garage we are not planning on security at this time. We will establish a lock up time for the garage that everyone using will need to honor. Likely we will do something like lock up at 11:00 and open up at 7:00 or similar.

We did agree the Concours group may have to look at a volunteer team to patrol the cars to protect them given we will be along a public street and could have families walking around unfamiliar with collector cars protocol.

Trophies – I am working this and received some ideas from George. I also have the other United info and some local places as well. I will visit a couple before deciding. We agreed to go with etched plaques containing our logo for our trophies matching our dash plaques. We will make the first place slightly larger then the 2nd and 3rd.

Shirts – I am working this area. For shirts we agreed to go with a polo shirt with a small logo on the front “pocket” area. The shirt may not actually have a pocket. We will go with a colored shirt versus white.

TAC process- I discussed with Tom Calvert and he is prepared to do TAC sessions at the united. I will solicit interest ahead of time through the newsletter so we have an idea of the number.

Car Wash- I will buy the supplies for this small item

Tech Sessions- we have the dyno session at Paul’s on Friday PM. Hugh is coordinating. Mike will discuss with Ian and others to see if there would be an Alpine or other session that could be put on at the same time since the dyno session would be likely of more interest to the tiger folks. I will also solicit input from the club on a general interest one for Sunday. We will not conduct one on Saturday due to the likelihood of MainStrasse being popular enough that we wouldn’t get people back in for a session. There wasn’t much interest in donating a top to Curt and having someone install it on his car as a tech session.

I will continue to work through email and we will likely set up another live meeting is a few months to ensure we are on track.

Other volunteers- For those not specifically assigned as an owner of an area, our hospitality area and registration area will need a good deal of help, particularly as we get into registration and the actual event. Please forward your name to Ron or Bill if you would like to help there.

Thanks for coming and helping with the work.

Curt

Area of Responsibility Leader

Overall United Coordination Curt Hoffman
Budget Curt Hoffman
Publicity Curt Hoffman
Accommodations George Meinhardt
Concourse Location George Meinhardt
Autocross Doug Jennings
Trophies
Design and purchase
Classes and numbers
George Meinhardt
Doug Jennings
Registration
Pre-registration
United on-site registration
Mike Phillips / Jack & Jan Sawyer
Logo George Meinhardt / Curt Hoffman
T shirts, Dash Plaques (numbers to order with our logo) George Meinhardt / Curt Hoffman
Awards Banquet agenda Curt Hoffman
General and Board meetings Curt Hoffman
Concours Dave Tiettmeyer / Dave Cherry
Tech Sessions Hugh Guynes
Special Event (rally, etc) Dave Cherry
George Meinhardt / Curt Hoffman to help
Saturday special event George Meinhardt / Curt Hoffman
Hospitality William Kaufman
Parts Room Ron Seeholzer
Security None
Trinkets and Trash None

January 23, 2006 at 1:31 am
Curt & Linda Hoffman

I sent this email as well- but just in case I missed someone

Board of Directors

There are a few items we do not have costs on yet, but there are a few items where I will need to spend some money.

I have to pay a $50 permit fee for the park where we will have our Concours. I will pay with a personal check for now but I cannot wait beyond this week to get it in or it expires. If there is an issue with this please let me know right away.

Another problem area may be the boat cruise. I have to work that this week. The contract they sent states to pay money now. I will see if I really have to do this and if so, how much. I am assuming some type of deposit should hold the boat.

Beyond that, it looks like our budget for known items now based on a preliminary look will be approximately:

Trophies: $12 – $15 each approx 30 total = $450
Dash plaques- 100 @ $1.00 = $100
Shirts: 100 @ $15 $1500
Banquet: approx $32/ meal + 20% service fee + tax approx $40 for 125 people = $5000
Dinner Cruise- 125 @ $37 = $4625
Concours lunch – 125 @ $25 = $3125 (don’t have any estimates yet- this was last year’s cost)
Hospitality- 125 @$15 = $1875 (last year’s cost)
Other supplies like printing, car wash, registration materials, etc. still need to be estimated.
Autocross-no idea yet- have seen numbers like $25 each for maybe 40 people= $1000
Publicity- maybe a few bucks if necessary for an event ad but hoping for all free

More to follow as things get final.

Curt