Date: 15 Nov 2011

Location: Café Racer, U-district,Seattle

Time: approx.  7:30 to 8: 30 PM

Attending Officers   Secretary: Ed Rhine; Treasurer: Don Milgate; Membership: Randy Agnew

Officers not present: President: Rob Hodge; Vice President: Victor Voris; IT: Andrew Saturn;  Rides: Kelly Ward; PR: Bob Brown; Historian: Bill Metteer

Topics Discussed:

It was a bit of an unofficial meeting, considering the lack of attendance. The following were discussions that need the full complement of the officers to discuss.

Secretary Ed Rhine had stated at the last meeting that he was concerned about any old business that still needed to be addressed.  He reported the following:

• The 10 year patch had been in work  and monies allocated.  Status is needed.
• A $30 check was written to GoDaddy in May.  What that provided needs to be clarified.
• A Fallen Riders fund was discussed, but no concrete actions and decisions were made.
• The ride liability waiver was discussed on several occasions.

Treasurer Don Milgate said he would check into the status of the 10 year patch.

With discussing the GoDaddy payment, it seemed a good idea to have the IT Officer, Andrew Saturn, investigate and provide the officers the details on the websites, servers, domains, etc. to better understand if we need to change things.

Randy Agnew, Membership Officer, reported he had obtained the Club swag and that we had an ample supply of VCOS stickers and patches.

It was discussed that a new members packet should be created that has nominally 2 small stickers, one large, a patch, some information on the Club.  Don said he would put together a sample information sheet for the officers to review.  Randy suggested we start with using a simple ziplock baggy for the packet, but investigate what better options were available for minimal or no cost.  Possibly contact the scooter businesses for ideas.

Ed Rhine, Secretary, continued the discussion for the previous meeting of having a Chase bank account and what fees were involved.  If so, should we move the account to some
other institution that had fewer fees.  Don had been investigation this. It seemed that everyone required a tax ID number to set up the account. Don would continue to investigate.

At the November members meeting, it was discussed about having a VCOS Christmas party in December. Randy volunteered to make a contact or two.

The following were discussed at the previous officers meeting.  Further discussion and decisions need to occur.

• Each officer should have access to post information to the vespaclubofseattle.info website. Andrew requested the new officers send him an e-mail with an account name and password.
• Establish an alias e-mail link on the website for each officer.  Standardize it by listing the office, with the links diverting to the officers’ real e-mail.
• Re-energize the yahoo groups account for better communication amongst the officers. Follow up with Victor on re-establishing our apparent existing one.
• Ways to reinvigorate the club meetings, get new members and retain the current members. Possibly have a membership signup form on the website.
• Setup a means to accept online dues paying. Don Milgate is checking.
• Work with the scooter selling sponsors to provide information about the Club to scooter buyers.
• Complete the review of Don Milgate’s suggested VCOS club information brochure and get it out to the scooter businesses.
• Request the sponsors to ask a scooter buyer if it was ok that the Club contacted them about the Club. Investigate the need for a signed release form. Possibly give each scooter buyer a coupon for a free year’s VCOS membership, which could be redeemed if they came to the members meeting.
• Follow up with Victor and Rob on their suggestion to review their businesses previous year’s scooter sales for potentially contacting those people about the Club.
• Re-establish the free raffle at the members meetings.  Follow up with assigning someone to contact scooter businesses for possible prizes.
• Discuss creating new VCOS memorabilia.
• Club liability form for someone having an accident on a VCOS ride.
• Follow up with Victor checking into liability insurance for the officers through the AMA.
•  Follow up with Bob Brown, Public Relations Officer, about contacting Tom Mehren of Sound Rider magazine, to see about having our brochure (see above paragraph) at the Sound Rider booth for the December 16-18 Motorcycle Show.

Written by Ed Rhine, Secretary.