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BMW CC National Directors' Meeting
Vancouver, BC
February 9-10, 2002
Present: Rolf Drommer, BMW CCBC; Chris Pawlowicz, Ottawa;
David Saville-Peck, BACVI; Ivo Hula, Southern Alberta; Jim Robson,
Northern Alberta; Gerry Low, Trillium; Richard Bureau, Bluenose;
Phil Abrami, Quebec
Guest: Murray Bradley, President, BACVI
Saturday, 9:00 am 5:30 pm; Sunday, 9:00 am 1:00pm.
1. Introductions and Welcome
a. The Directors were welcomed to Vancouver by the President
of the BMW CCBC, Jim Westmacott. Self introductions followed.
b. We thanked the founders, members, and executive of the Trillium
Chapter for their role in establishing and maintaining the BMW
CC since its inception in 1974. Their contributions laid the
groundwork for the new national structure we have today.
2. International Council Guidelines
a. When they are received copies of the latest materials, including
the newest guidelines, will be distributed to all national directors.
b. We will strive to abide by the Guidelines as we develop policies
and procedures for the new national structure and to make recommendations
to the regional chapters.
3. New Bylaws
a. We reviewed the feedback on the bylaws from Industry Canada.
b. Issues raised were technical and not substantive. They require
only minor rewording of the text plus the submission of a letter
of explanation and a proper letter of transmission.
c. Motion: Richard Bureau is appointed to undertake the technical
changes to the bylaws and prepare the materials for signature
by club officials by March 1. Carried: 8-0.
4. Chapter naming conventions
a. BACVI raised concerns over the chapter names and related issues
of identity, territory, and membership with particular reference
to BMW CCBC.
b. We reviewed the history of this debate on the chapter development
listserv, the terms set out in the bylaws, the complications
and costs of changing logos, websites, etc. We also recognized
that, especially in the long run, regional identities need to
be clear. At the same we are obligated to actively promote chapter
activities across regional boundaries to allow equal access to
all club members regardless of their local affiliation.
c. Motion: The BMW CCBC and BACVI should discuss and resolve
issues of identity, territory and membership to the mutual benefit
of both clubs. Carried: 7-1.
5. Insurance
a. We held an extensive discussion concerning club Directors
and Officers insurance and general liability insurance to review
the existing policy (which costs approximately $5500 per year
in 2001) and in light of the expected substantial increase in
2002 due to the World Trade Center destruction.
b. In anticipation of this discussion, Craig Tilford has been
working with us as insurance advisor. He has reviewed the policies
from K & K and gathered information from all the regions
concerning activities in 2002. We thank Craig for continuing
to lend his time and expertise to the club especially under the
current circumstances.
c. Every member, every club executive member, and every national
director is covered by the national insurance policies. Additional
local coverage is not required except for track and timed events
as described fully in the policies.
d. The Directors and Officers policy is in effect for $5M for
the year; there is no problem with this policy.
e. There may be additional problems for timed or TSD rallies,
go-karting, and autocrosses but Craig Tilford hopes this will
not be the case.
f. The track and driving school event insurance fee will be set
by around April 1. This must be purchased separately per event.
g. There is a problem with general liability coverage; we may
have to pick up a new policy at extra cost.
h. We will examine several options: a) canceling policy until
April 1; b) paying extra premium; c) exploring alternatives including
ASN-FIA and Canadian Automobile Car Clubs (CACC). David Saville-Peck
will provide Craig Tilford with these other policies for examination.
i. Craig will discuss the situation with Kevin Besta from K &
K and advise us.
j. All the Directors agreed that this is national insurance from
which individual chapters cannot opt out.
k. For 2002, the D & O and liability will be covered from
the chapter membership fee transfer payments (which is a max
of 25% of chapter fees).
l. We will explore alternatives for the future including separate
national insurance fees per chapter, possibly not as part membership
transfer payments.
6. National Directors' Responsibilities
a. We spent time reviewing the bylaws and considering the nature
of the new national structure. All the Directors are committed
to achieving the seven objectives set out in the new bylaws including:
"to foster communication among the Chapters and their members"
and "to assist Chapters and regional clubs with member recruitment
and regional activities".
b. To initiate this process, we set as a general mandate to first
gather information, communicate with chapters, and then report
back within three months with suggestions and a business-like
plan for the short and long terms. In that regard, we established
four areas which need attention.
7. Communication issues to explore
a. Websites; Newsletter database; Listserv; National articles
in regional newsletters.
b. The chapter newsletters may have a blend of local and national
articles.
c. We may eventually return to a national magazine in addition
to the regional newsletters but at no cost.
d. The National Director responsible for Communication will find
ways to insure there is a regular national voice, on a quarterly
basis, in chapter newsletters.
e. The Directors received a plan for the BMW CC website from
the webmaster, Blake Nancarrow, whose support for the club is
appreciated. The plan will be discussed with the National Director
responsible for Communication. Some immediate changes and updates
should be made ASAP.
8. Motorsport issues to explore
a. Driving schools; Karting; Club racing; Autocrosses &
Rallying
b. The National Director responsible for Motorsport will find
ways to assist the local chapters and clubs develop their motorsport
activities.
9. Insurance issues to explore
a. National D & O; Liability; Track, driving school &
competition events
b. The National Director responsible for insurance will work
with an insurance advisor to insure BMW CC has appropriate and
cost effective coverage.
10. Marketing & promotion issues to explore
a. Membership; Promotion & Advertising
b. Motion: The National Marketing Director should liaise and
coordinate with regional chapters regarding local advertising,
the former National advertisers in Contact, and potential new
national advertisers. Carried: 8-0.
11. National Congress
a. We will attempt to hold the next national congress in Toronto
(at BMW Canada headquarters if possible) on Friday & Saturday,
February 7 & 8, 2003.
12. Membership lists
a. We discussed the importance of having up-to-date and accurate
membership lists from all the chapters and concerns about the
use of this information by others.
b. Motion: Chapter membership lists, or any information therein,
shall remain the property of the chapter and cannot be released
to any third party by the National organization or its officers.
Carried 8-0.
13. Budget Update
a. We discussed the rights and responsibilities of the Directors
under the old and new bylaws. We determined that we hold responsibility
for budget surpluses and also need to review and determine the
rightful ownership of capital equipment.
b. The existing national budget surplus remains part of the BMW
CC.
c. We then reviewed the budget information for 2000 and 2001
received to date.
d. Bills for advertising revenue have been sent for 2000 ($10k)
and 2001 ($20K). There is an expectation that about 75% of that
revenue will be recovered.
e. There is money owed for travel to International Council; for
2000 $1549; for 2001 $3205.
f. The old budgets need to be completed and then reviewed.
g. The new budget needs to detail expenditures so that particular
expenditures and revenue are clear.
h. Motion: Per capita membership fees transferred to National
in 2002 will be $9.00. Carried 7-0; Abstentions: 1.
i. The new Treasurer needs to examine monies owed to chapters
and monies owed to National. The Treasurer needs to look at the
ownership of capital equipment and recommend a fair resolution.
14. Conflict of interest and other matters
a. Concern was expressed about:
i. the use of the national and chapter logos and name of the
BMW CC and its member chapters
ii. potential liability for said use
iii. for profit ventures from our non-profit status
iv. supporting our advertisers
v. chapter and individual use of the national logo
vi. poor quality or offensive material bearing the club logo(s)
vii. about the potential (mis)use of club procedures and techniques.
b. Richard Bureau will look at the International Council Guidelines,
CCA guidelines and elsewhere to make a policy recommendation.
15. Elections & responsibilities
a. President (International Council & BMW Canada rep) &
Insurance-Phil Abrami
b. Vice-President & Motorsport-Gerry Low
c. Secretary & Membership-Rolf Drommer
d. Treasurer-Ivo Hula
e. Communications-Chris Pawlowicz
f. Bylaws & conflict guidelines-Richard Bureau
The meeting adjourned at approximately 1:00pm. Sunday.
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