MEMBERSHIP & EVENT REGISTRATION |
MEETING MINUTES
Minutes for the January 11,
2024 TMGR Board Meeting:
President Nick Pappas called the meeting to order at 7:30pm
In Attendance:
Marilyn Fitch
Bruce McQuaid
Tom Luin
Ralph Ratta
Eric Olsen
Wayne Kube
Frank Kopec
Minutes of the November 9, 2023 were accepted without exception. The Treasures report was read and questioned by the math regarding the PayPal account for December. The discrepancy was $28.46, Tom agreed and sent a revised report.
Old Business:
Website: Nick received another invoice from Wild Apricot for $62.00+ and expects to get another invoice of a few hundred more after Lisa spending time with Marilyn and Russell getting them up to speed. Russell called Nick regarding Wild Apricot. He spent about 3 weeks in their school learning everything that they had to offer. Russell decided that Wild Apricot was the best thing since sliced bread.
He suggested that he take over everything except building new pages that Lisa would continue. He said that sometime in the future he could load all of the Backroads issues that are digitized on the website for member after login. He fully understands that Lisa would still be the main contact. It would save the club money and Nick did not have a problem with it and opened the subject for discussion: Ralph: can we think about this subject and not make a decision tonight? Nick: no problem although Russell would like to be able to use this for dues coming up and also to login everyone in at GOFs, whoever was in registration would be able to keep track of costs at the event. Do you have a concern? Ralph: concerned that we have a member of the club responsible and not a third party? Nick: Lisa would still be able to have full ability to go in and pick up where Russell left off if there were any interruption. Tom: would like to request to see a list of items under Russell’s prevue. What would he do, what changes, what improvements, what contents and a scope of what he covers. Nick: Russell can’t do any more than what Lisa does. He would have to take direction from the board. Nick has no problem with it as we have someone in the club willing to take this on. Tom: just want to understand the scope and hopes it would establish guidelines for if and when the next person would take over. Marilyn: I will be still be working on the website, and it would be beneficial for everyone knowing who is doing what. Lisa would also benefit as she would know what Russell was doing and what she was doing and have documentation for a backup. Bruce: where would this document be kept? Nick: Lisa would have a copy as she would and we as a board we could hold on to it. Tom: is there the possibility that a page could be added to the website where this could be kept for administration purposes only? Nick: Should be no problem. It was agreed that the subject be tabled until all items were addressed.
Marilyn: Is into the events, editing the events and email reminders for Natter this weekend that Frank and Debbie are hosting. Working on Resource List that Bruce was working on. She asked for the excel spreadsheet, but thought the screenshot was easier. She was having trouble re-naming. Bruce: last board meeting we discussed putting the Resource List in a PDF format so no one could modify it. I could not get it into a PDF that would allow the entire spreadsheet to transfer. Wayne suggested that I call him and he would walk me through that process. Is there any way to separate header for Resource List and not be able to include in Tool Pool List.
Spring GOF: Nick sent a copy of proposed budget to everyone. Have had a couple of meetings in Corsicana, and they were going back on Tuesday the 16th. He asked Marilyn to give an overview of where were at. They will be presenting to the Corsicana Visitors Bureau, we have a full blown application package that they presented with a W-9 and several different pages of questions they were asked in order to apply for a grant application. They requested $3,000.00 with anticipation of receiving $2,000.00. Have Power Point ready to go for the city. Response should be within a week or sooner. Also, a lot of scheduling has been done, have lined up a winery for Thursday night, Friday: a Collin Street Bakery tour, and has another Friday possibility, Friday lunch location on the lake, Wayne working on a drive after lunch, Friday night pizza party. Saturday: Nick submitted blocking off downtown street closing approval, downtown coffee shop will cater lunch after car show. Church downtown agreed to hold lunch there. They have a Nick sandwich (no comments please!) Secured banquet location at Corsicana Opry that has everything we need including a bar. Hotel is set and already have 40 rooms booked. Eric: question on cost of $4,000.00 for Corsicana Opry? Marilyn: had to estimate for dinner for application.
Frank: Several questions, what is the $850.00 for event promotion? Marilyn: Budget was put together to submit to Visitor Bureau for consideration for the grant. All these items are mostly estimates for that application. Also, wine tasting, club can’t buy alcohol. Club not sponsoring any events. Soliciting donations to cover costs of social events. Most estimates based on approximately 100 people. Nick reviewed each item on budget line by line to explain each one and the estimate. Discussion on the table clothes resulted in TMGR donating the linens because of the logistics of cleaning, storing and who is taking care of these items. Moose has tablecloths, Vick has napkins. All approved donating. Nick will update budget in another month or two and we should see a more correct budget. Bruce: any county money? Nick & Marilyn: only Corsicana in this case. Tom: once we find out what the grant money will be, will the expenses be firmed up and it will be determined what the registration fees and further donations will be needed? Marilyn: Already recruiting donations and if anyone feels the need to contribute, contributions will be welcome. Eric and Bruce have already contributed to the winery event. Ralph: are you going to send out requests for donations? Marilyn: have been sending out little by little. Ralph, asked to be sent an email. Marilyn reported that there will be an option of a tasting or a glass of wine and after that it will be at members expense. Winery owner has a 1979 MGB that hasn’t run in 9 years. A suggestion was made to have a tech session to get it running. Tom suggested a detailing, but no one has seen the car. Nick will check it out when they are down there. Wayne: will be doing a rally, not a drive and Andy Brown will be doing a drive. Car show flags are missing the Variant flag. Nick will ask Russell and Moose and if it can’t be found will order another one. A motion was made to just buy another one.
Elections: Received 2 nominations, one for president and one for open board position. Andy Woods nominated for open board and Moose for president. Some folks interested in running against Moose. Nick moved nominations until the 28th when he gets back from Greece. Wayne: people can nominate themselves to run.
Frank: Ballots will go out in February or March Backroads. Technically ballots to be counted at Spring GOF, but the Langford’s handle that. Ralph will donate another set of door sills.
Natters: Marilyn reported that January already mentioned, February will be a Tech Session on the 17th at the Welty Garage. Eric also reported there will be a Chilly Willy on March 9th at 2:00pm. Details to follow. Frank reported that Mike and Cheryl Mann would be attending. It depends on how Mike is feeling as he has had brain tumors removed.
New Business:
Only new business is Chilly Willy and that has been discussed. Frank reminded everyone that Houston is looking for volunteers.
A motion was made to adjourn. It was seconded and passed unanimously.
Meeting was adjourned at 8:30pm