Meeting Minutes –Officers’ Meeting

Date: 25 October 2011   Location: Don & Nancy Milgate’s home – 8030 21st Avenue NW, Seattle

Time: approx.  8 PM to 9 PM

Attending:

2010-2011 Officers

President: Brandon Ortiz                      Vice President: VictorVoris
Secretary: Nancy Milgate                     Treasurer: Don Milgate
Membership Angelika Niewierkowicz – not present
IT: Kelly Ward
Rides: Chuck Pefley – present; Paul Felix & Randy Hicks – not present
PR: Frank Cardoza – not present       Historian: Bill Metteer
Newsletter: Vacant

2011-2012 Officers

President: Rob Hodge              Vice President: Victor Voris
Secretary: Ed Rhine                  Treasurer: Don Milgate
Membership: Randy Agnew    IT: Andrew Saturn
Rides: Kelly Ward                      PR: Bob Brown
Historian: Bill Metteer                Newsletter: Vacant

Others: None

Topics Discussed:

Andrew, the new IT officer, revised the website [www.vespaclubofseattle.info] and had it up and running on 18 Oct 2011.  He sent out an e-mail requesting suggestions and comments. Victor said he would get the VCOS logo artwork e-file and send it to Andrew.

It was discussed that each officer should have access to post information to the website. Andrew requested the new officers send him an e-mail with an account name and password.

A suggestion was made to 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.  The e-mail Don Milgate sent out for this officers’ meeting had the new officers’ e-mail addresses, so Andrew wouldn’t need to request them.

 For better communication amongst the officers, it was suggested that we set up a yahoo groups account. Victor stated that we had one and he would re-establish it.

 The discussion moved to how to reinvigorate the club meetings, and get new members and retain the current members. It was suggested to we put a membership signup form on the website. Also, setup a PayPal account to accept online dues paying. It was given to Don Milgate to check into the PayPal details.

 To gain more members, it was suggested that we work with the scooter selling sponsors to provide information about the Club to scooter buyers.  Don Milgate suggested that we create a VCOS club information brochure and get it out to the scooter businesses.  He volunteered to create the artwork. It was requested that the brochure include that the club is open to all scooterist.

Another idea was to request the sponsors to ask a scooter buyer, if it was ok that the Club contacted them about the Club. A signed release form of some sort may be needed.

 A suggestion was made that we give each scooter buyer a coupon for a free year’s VCOS membership, which could be redeemed if they came to the members meeting.

 Victor (owner of Vespa Seattle) and Rob (employee at Ducati Seattle) said they would review their previous year’s scooter sales for potentially contacting those people about the Club.

 To re-invigorate the club meetings, it was suggested we reinstitute the free raffle and its prize(s).  Victor suggested that the sponsors should be approach for the prizes – Vespa Seattle,
Ducati Seattle, Scoot About, Vespa Lynnwood, etc.

Randy Agnew was concerned about what was to be given to the new members, besides just the membership card.  Previously, a VCOS patch, sticker and a metal lapel pin was provided.  It was stated the residual VCOS swag is in containers in the Café Racer office.  It was suggested Randy get the containers, do an inventory and report back.

The discussion turned to doing VCOS swag. Several ideas were suggested – a large VCOS patch for the back of a jacket, scarves, beer mugs, leg shield banners, metal VCOS badges.   It was recommended that we discuss prioritizing the list – starting with the inexpensive items, especially the new member items.

 Several times during the history of the Club, Club liability for someone having an accident on a VCOS ride was discussed, but it never “went too far”.  Don said he had worked with a lawyer on this issue and already had a disclaimer. It was suggested we post the disclaimer to the web site as a legal item.  It was peripherally discussed about needing to have a copy of the disclaimer available or read at the rides. This was not decided one way or the other. Victor stated that the Vintage Motorcycle Enthusiasts have liability insurance for their
officers through the AMA.  We would need to become members of the AMA to get the insurance. Victor said he’d check into the details.

 A question was raised about VCOS involvement with the Motorcycle show, Dec 16-18.  It was tentatively decided that Bob Brown would contact Tom Mehren of Sound Rider magazine, to see about having our brochure (see above paragraph) at the Sound Rider booth.

 Ed was concerned about any outstanding old business that should be addressed.  He volunteered to review the previous meeting minutes and added them to the next meeting’s agenda.

 As a reminder, Club dues are due in October.