Board Meeting Minutes – 8-22-16

[Shannon Whitehead]

#24888

Thanks for everyone who joined the board call, we had wonderful turnout and we hammered through a pretty long agenda. Great job on the mute button and on the lively and efficient discussion. We got a lot done in a short time!

I’m providing the minutes and attachments to everyone, and while we don’t make anything confidential, I ask you don’t share documents outside of our leadership group. I’m following up with the minutes and other items from the meeting so I can close the loop on items that required circling back.

• Minutes – Attached are the completed meeting minutes. My hats off to Sandi who does a great job with the content. It’s more detail than you’d typically see for a board meeting but it serves us well for those who miss meetings or need to look back at something in particular.

• Bylaws – I’ve also implemented the approved change to the bylaws relative to implementing a physical meeting every other year. The new version is also attached.

• Club Events Director – I’ve moved forward and implanted Debbie Ruckert as our new Club Events Director. We’ll make formal announcement in the newsletter and forums. She’ll be a good resource for national and regional clubs as a one stop shop to help get forms, processes, and advice for events. And if she doesn’t know the answer, she’ll know where to go get it.

• NVE2 Survey – As I mentioned, we’ve completed the NVE2 survey and we got a killer response. I was finally able to work the export so that all responses could be exported to an individual cell so it’s easily sortable via spreadsheet. Look it over. The ratings were amazing, we had a 4-5 rating with 80+% of people. That’s great. And the specific event-type rankings also helped us tell what people like to do when at the event. The comments also provide some incredible insight. Keep in mind MANY ideas can’t be implemented because they often don’t consider other impacts, but so much of it useful. Some comments (only a handful) can even be rude or name specific people or places, just take it with a grain of salt – you can’t make everyone happy. Overall it shows that we did pretty well (and we will plan to do even better next time!). And the NVE3&4 ideas are very helpful too for the next ones. I didn’t include the names of people as I wanted to keep things anonymous. I didn’t spellcheck or clean up things (including any odd language), I figure everyone knows it’s whatever people typed. I tried attaching the spreadsheet here but kept getting an “invalid file” message. I’ve sent it to the presidents directly and they are free to share with you.

• NVE3 Hotel – More good news since we talked:

[INDENT]o In the last throws of our negotiation this week, I had 5 large meetings rooms that I wanted on the very floor most of our rooms will be on – and we’ve been given them for FREE now, assuming we host 2 of our parties there (expected). Those will be our spaces for registration area, store, vendors, and auction marketplace. EXTREMELY convenient for our members and they’re very slick/high end rooms.
o Also, with regard to the small less expensive room block, I’m attempting to add so that we can appease all budgets. I’m again seeing if they can simply just give us a small room block within Mandalay Bay (rather than Luxor) so that the entire event is at the same hotel (Delano is the higher end, Mandalay has the standard stuff). They say Mandalay rooms are reserved for another event but I’ve asked if they can somehow find 50 for us so I can avoid using Luxor. The per-room cost will be more than Luxor, but it’ll put us in the same hotel (with better rooms) and relieve many complicated logistics and of course avoid long walks for members. If the Mandalay rooms aren’t much cheaper then Delano, then I’ll use plan B at Luxor for a block of cheaper rooms.
o Also good news (and untypical for large events), for the Delano rooms @ Mandalay we have the killer rate I mentioned, but they have agreed that if there is any published rate drop for Delano (outside of their club member privileges), they will reduce our rate to match. This means members won’t simply be able to find a cheaper rate by going on line. I know everyone thinks you typically get a massive discount when you book large events, it’s not always true. But at least in this case we have that guarantee – as I know it confuses folks at times.
o Keep in mind, we want to make sure we encourage our members to use the rooms in our block, as we do need to satisfy the commitment (but we’ll keep our commitment conservative) and of course it keeps our group together and helps many aspects of the event (including attendee satisfaction).[/INDENT]

And a reminder on a few things that could benefit from your attention:

• NVE Volunteers – Think about it and also encourage others who may be willing to help the club. We seem to have enough event planners in the core team (we can fit more if someone wants though), but we’ll definitely need event volunteers to work during the event. Just be sure they understand it’ll require more than a few moments of commitment… we need real bodies. There are flexibilities and choices they can make so they help in the way they want to help (registration, racing, cruises, etc…).

• Regional Development Director – This is another position I’d like to fill as it’s a one stop shop for regions to get help with issues within their region, bylaws, templates, processes, advice, etc… If you, or anyone you think, would be a good fit, let me know.

• 2017 Bucket List Events – Reminder that we’ll continue to pursue some (or all) of these Bucket List events. For those responsible, keep us in the loop. I think we have a REALLY good set of events, I added a suggestion I got for a Westerly event that would indeed fill a gap in the west:

[INDENT]o Dodge 25th Anniversary/Last Viper Celebration (TBD) (Midwest)
o Lobster Roll (June) (East)
o Tail of the Dragon (Last weekend in May? Memorial weekend) (Southeast)
o Italy & Automobiles Tour (July) (Europe)
o Vipers Invade the Midwest Nationals (August) (Midwest)
o Texas Viper Roundup (Fall) (South)
o Monterey Car Show? (West)[/INDENT]

That’s it! Once again thanks for the good input, participation, and especially the spirit. We’re killing it.

Thanks guys

Attachments:

Board-Meeting-Minutes-8-22-16.pdf
VOA-Bylaws-v3.pdf

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