Rolls-Royce Owners Club - Northern California

Board of Directors Meeting Minutes

April13,2002

Time and place of meeting

The regularly scheduled meeting of the Board of Directors was held at the home of Greg and Marilyn Smith. Chairman Greg Smith called the meeting to order at 10:12 am. Board members present were: Greg Smith, Carlen Colgett, Austin and Barbara Kilburn, Jim Weager, Ivan Gallo, Michael Brown, Kay Rutherford, Larry Clarke, Tony Mitchell, and Dennis Byron. Absentee board members were: Brent Heath, Gordon Johnson, Neil Robinson, Irv Cretan, Charlie Arenson, John and Anne Bottomley Other club members present: Drew Rutherford, John Carey, Richard Murray, and Peter Lind 

Approval of minutes

Minutes of the January 2002 meeting were approved. 

Old business

none 

New Business 

Chairman ‑ Greg Smith

1. The Keller museum event was overbooked and 55 people could not attend.

2. Greg has reserved a block of rooms at the Angels Inn in Angels Camp for the

Ironstone concours in September.

3. National wants 50 copies of our newsletter but their reimbursement amount

($1 /copy) does not cover our production cost ($2/copy) for our newsletter. It was IVISC

to provide National with one printed copy of our newsletter and the address of our web

site where others can view or print our newsletter. Greg will follow up with John

Bottomley on the number of newsletters to ship. Greg wrote at letter to Robin James at

National and the response was if you send only one copy to National, then you cannot

compete for the McFarlane award.

4. Larry needs a job description for each position and a picture of each board member.

5. It was MSC: to fill the two additional positions as listed below:

Awards Chair (awards not banquet) ‑ Kay Rutherford

Nomination Chair ‑ Jerry Coy.

6. Even though one of our Tech Advisors, Clyde Cassady in no longer active and

working in the business it was Wt his name should remain on the list of advisors until

he asks to be removed.

7. The following clarification to the spending policy was MSC:

Any single expenditure over the budget for that office or activity greater than $250 but

less than or equal to $1000 needs to be approved by 3 people: the responsible officer

or member running the event, the treasurer, and the chairman. If these 3 people cannot

is required. If the amount is greater than $1000 the entire board needs to vote on the expenditure and a simple majority is required. 

Activities ‑ Dennis Byron A list of planned events was discussed. Potential events include visiting military tanks (by Brent Heath), The Riverside Classic in Sacramento is June 30th. an event in Sacramento by (Clyde Cassidy, Bob Nost & Bob Cottom), the holiday/awards banquet (Missy Coy doing the banquet, Kay Rutherford doing awards) followed by a board meeting. 

Treasurer ‑ Carlen Colgett

The advertisers have all paid their bills except one thanks to Brent Heath's efforts. We

are on target because our expenses are less than our budget.

National Director ‑ Tony Mitchell

1. It was proposed at the Florida board meeting to nominate 2 people for each office.

This was rejected because people's feelings would be hurt if they did not get elected.

As a result only 10% if the ballots are returned to National.

2. The RROC Foundation is trying to purchase land in Harrisburg, PA. National is

planning to rent space from the RROC Foundation.

3. National is upgrading their computers. CDs are available for chassis. In the future

the Flying Lady magazine will be on CD.

4. National membership is about 8000 people. 

Newsletter ‑ John Bottomley not present 

Advertising ‑ Brent Heath not present 

Tech Chainnan ‑ Ivan Gallo

1. Engine Maintenance in April

~. SU carbs in July

3. Prewar meet has been requested 

Chief Judge ‑ Austin Kilburn

Sanctioned concours are:

‑ Hillsborough on May 5, 2002

‑ Silverado at Mare Island on June 2, 2002

‑ Santa Rosa on September 8, 2002

For sanctioned concours we will try to encourage a party atmosphere for participants. 

Membership ‑ Michael Brown

Michael reported a total of 440 members: 281 members, and 159 spouse/partners. This is decrease of 60 members‑ aftepAmewals. If a member dies or moves away, someone needs to notify Michael to remove their name from the list of members. Michael gets the car data from national f6r new members. National does not send incremental changes for car data to the regions. 

Welcoming Committee ‑ Charles Arenson not present 

Legislative ‑ Gordon Johnson not present 

Awards Chair ‑ Kay Rutherford

Looking for suggestions for awards. She is checking with RREC and England for award ideas.

 2004 meet ‑ Peter Lind Peter provided a large handout. I have included this in the hard copy minutes. There is a pre‑RROC National event sponsored by the NCR including Pebble Beach Concours and Laguna Seca Historic Races. Peter is looking into a 3 hour driving class at Laguna Seca costing about $600/person. Peter is reminding us as the host region for the 2004 National Meet that everyone in our region is a host. Everyone in our region will be needed to provide some type of support are they are needed to volunteer for some aspect of the meet. 

Webmaster ‑ Larry Clarke & John Carey The web site is: RROCNCR.ORG The members only section requires the ID=Royce and password=Shadow (capital S is required with lowercase for the other characters). Larry continues to accept any technical or general information for the Web site via e‑mail in any format. Larry wants each officer to write an article about the our office functions for the web site. We should have 3 levels of access to oursite which should be protected. At level 1, the general public should be able to view our club purpose, information about joining our club, a link to the National site, a calendar of event with phone numbers (like in the newsletter), and some pictures. The second level would be for National RROC members who are not NCR members. This level would have a list of officers and the complete newsletter. The third level would be for NCR members only. This level would list the members names and addresses (an online directory), a detailed description of all the activities with the sign up flyers, and a link to the National site for service suppliers with a disclaimer about not endorsing these suppliers. 

Next meeting will be on July 13, 2002 at 10 am at Frank Gabrielli's play area at 1224 1 Oth St., Berkeley, CA. (next to Larry Anderson's 

The Activities committee will meet at 9:30 am at Frank's place prior to the board meeting. Board meeting starts at 10 am. 

Rolls-Royce Owners Club - Northern California Board of Directors Meeting Minutes October 6, 2001 

Approval of minutes Minutes of the Last meeting were approved as read.
Old business
none

New Business
Chairman - Greg Smith
1. Ironstone Winery meet was a great weekend event.
Beautiful people, nice party, great (new format concours... not RROC sanctioned, not RROC judging).
2. Larry Clarke (Web Manager) not present due to serious illness in family.
3. Activities Function. We must have enough activities to keep the club going. This year, attendance is down, number of events is down, (typically 13 to 16 events per year). No activities in February or March. Gordon did the wine tour in April (great event), Nothing in May. June was Holbrooks Picnic. Rich Murray Train event in July, nothing in August. Gordon and Gregg saw that there is nothing scheduled. Tom has say that people won't run anything. In October, Gordon J will do John Mozart collection tour. In November there is nothing scheduled. Christmas party is in December at the Candy Store (Dennis). Unfortunately, the NCRROC Christmas party was scheduled on the same day as the BDC Christmas party which was scheduled a year in advance. We must avoid this in the future as many members are involved with both clubs.
THE ISSUE IS THAT WE MUST HAVE ACTIVITIES to be successful as a club. Greg formed a committee: Gordon, Greg, Rich Murray and Jim Weager to fill the gap. Greg wrote a note to Tom Purcell informing him of the new committee. Tom was very upset and sent an angry letter of resignation which Greg saw fit to pass around to everyone at the meeting. Gordon and Michael asked what a new person in a job is given to know what he/she is supposed to do. e.g. Activities Chairman. Jim Weager pointed out that we need to support the activities chairman with activities and help on setting up events.
We might need a committee to support this person (especially in the beginning) to get things rolling.
(Dennis' comments). Jim moved that we want to accept the resignation of Tom Purcell. Gordon 2nd. 5 for it., 3 against (others not legal voters)..motion carried.
John Bottomley and Austin commented that there should be a cooling off period and offer Tom P. a position on the committee.
Motion: Carlen that we accept the 4 person committee... All in favor. MSC.
Peter Lind warned that there must be policy guidance for (1) Concours, (2) Social, (3) Tech Meets, (4) Tours,.
Technical events have always been run by the technical chairman.
5. Tony Mitchell not present. (no NATIONAL DIRECTOR REPORT)
6. Peter Lind: 2004 meet: The meet is on schedule. Australians have put together a beautiful flyer for the Flying Lady and the RREC Bulletin. Australia and New Zealand are in full support. England still organizing their tours. India tour is on... 9-11. Hertz working with Peter to get a worldwide discount so no drop-off charge. Pre meet stuff in Monterey - races, auction, etc. all organized. Our meet Tuesday.... Sunday Calendar is fixed. Tech Sessions (very important). Austin and Barbara running Vendors Market. Peter - Promotion, Bonny - Social.. Paulette M. Registration... Tony Treasurer, Gordon will do Technical Seminars.
LOGO: There is artist in Carmel has done a drawing... (for badges, T-shirts, Logo, etc.
7, NEW RR and BENTLEY COMPANIES: Peter: BMW has built a new factory in Goodwood. Peter has written to Rolls Royce and has had no response. Bentley and VW / Audi has sent a cool response. (cooler?). We need to get support (financial) from both Rolls Royce and Bentley (BMW and Volkswagen). Peter thought that BMW would be for sale soon.. possible takers... Ford, Toyota or ?....
8. WEBSITE: (PETER LIND). Peter suggested that web manager should be able to delegate authority for functions. e.g. History of Region, (Regional Chairman), List of tech consultants :(tech Chair), officers list (Chairman), etc. The web master should be fed this information. past events should be written up with pictures, current an new events with schedules and people to contact, etc. Also we should have the 12 month calendar with all appropriate folks, a list of tech articles that are current and validated... photos of cars, advertising, national directors, etc. Larry cannot do this all without help . We could solicit ads for the web site as well as the newsletter. There are 3 regional web sites that are alive and well. See the St. Lawrence Valley Region, British Central and Australia. We should be able to be successful. Larry paid for this out of his own pocket. RROCNCR is the web address. After a discussion of the costs involved, Dennis moved that we reimburse Larry for his costs in setting up the web site... Domain registration fee ($350) yearly fees., etc. John B. Seconded, Discussion. Jim W.: How long is Larry prepared to run this? Peter: Webmaster is responsible to recruit and train a new webmaster.
The Web site is to augment, and NOT REPLACE , the primary information of our region... our newsletter.

BUDGET: - Carlen:
Budget passed out: ... Down $1119 because newsletter more expensive, less income from advertisers. Proposed Budget; discussion of mailing: total of 360 newsletters going out. MSC to accept budget as written.

NEWSLETTER: JOHN B.
Interesting point is that all work in handling the newsletter mailings are now done by handicapped individuals. They are more careful, and take pride in what they do... and it is cheaper. No additional information to report.

Advertising - Dick Newton
Ferrari of Los Gatos is in arrears paying their advertising bill. Greg has spoken to Bentley of Los Gatos. (Owned by Symbolic motors). Graham Pike is owner/operator. Carlen Moved that we not print advertisements for those who have not paid. If Bentley of Los Gatos is not paid, cut them off. Greg will take care of this.

Tech Chairman:- Ivan Gallo.
1. Cad Plating tech meet by Steve Szabo was excellent. Few attended but those who did were amazed and happy to learn the techniques aptly presented.
2. Possible Tech Meet. SU Fuel Pump rebuild - Neal Kirkham
3. Bob Cole has offered for us to see his nice collection.
4. Richard Miller collection: Strongly vetoed by the board due to past info. Directory is not correct per cars owned. Michael B. will send a 3rd letter- "correct your car list:. Would Carlen and George like to do this? They are too busy now. Carlen said absolute gridlock in their shop! Bob Nost- October 20. fell through... ?? Lee Garoyan - possible meet next year. . . .

Chief Judge - Austin Kilburn
Austin passed out a review of current and past concours. Austin presented comments realtive to the events. We could maybe get back into Palo Alto with our pre/post war classes. Austin will prepare an article for the Newletter recapping the past years concours. Next Meeting: Austin will call for a vote on next seasons (2002) officially sanctioned events so that we can promote them early on. Be READY!!

MEMBERSHIP - Michael Brown.
Michael gave a report on Trends: 40 to 50 members join each year. non - paid members are dropped from the mailing list. Existing members take up to 6 months to pay up. Of new members, 25% renew, 35% site personal problems, ill health or sold car so don't renew. July Membership 1999; 323 _58 Spouse or sign. other. 2000. 322 + 61. 2001... 315 : + 62, (some are non paid spouses and partners). Presently: 389 + 116 for total of 505. We are keeping some new members. We have lost some older members due to deaths, illnesses. We do bill directly.. non-national paid members. Michael gets the car data from national. National does not send incremental changes to car data to Michael. note: Michael, Carlen, and Larry Henderson have a great data base. Carlen noted that it's much easier to get money order from national than the checks which piddle in over the months. !

Welcoming Committee: Charles Arenson.
Charles sends a welcoming letter to each new person in the club. The years Calendar as known is also sent to them... and the 2001 directory. Discussion of badge processing occurred...

Legislative: Gordon Johnson.
Nothing new to report.

RROC Awards and Holiday Parties: - Dennis Byron
Costs of Christmas party increased to $75 per person to cover Awards, food, service, wines, etc. Greg, Austin, Carlen Ivan and Dennis to get together to find out who has won the awards to be given out (activities, best car attendance at Concours, most done for region, etc.).

Activities: Greg Smith et al.
38 people have signed up to go to Dick Delunas'collection and to John Mozart's collection. March 16th: Jack Passey collection in Watsonville. This is a joint event with the classic car club of America.

State Legislative - Gordon Johnson
Not is attendance.

Awards - Dennis Byron
The Christmas party and awards banquet have been combined. On Dec. 16th we will meet at the Candy Store for a sit-down dinner.

New Business - Carlen:
It was MSC that the $500 deposit paid by Dennis for the Candy Store be paid back to him. (Dennis said thanks!). Jim Weager motioned: When we vote something into place... have a procedures manual with the secretary. The Secretary maintains this so that all policies and procedures will be known... especially to those new people who have volunteered to run something. Greg will get key operating procedures outlined. Greg S. Moved that the chairman can spend up to $500 to accommodate (e.g.) the deposit for the Candy Store caterer. Motion died as no 2nd.
CARLEN:
We need to have a policy on when to remove an ad for an unpaid Bill- almost 50% unpaid. Why advertise for them or send the mailings for free? We must decide this at the next meeting; DICK NEWTON WILL BRING THIS UP (and he is mad!).

Next meeting will be on January 5th at the Kilburn's (18531 Vessing Road, Saratoga, Ca. 95070).. 508-379-6887. Off Route 85 exit at Saratoga Avenue (not Saratoga-Los Gatos or Saratoga-Sunnyvale). Go East to 2nd traffic light (Cox). Make right on Cox go to 2nd stop sign. Make right on Quito. Continue on Quito until you pass Freeway, then pass two more lights, the turn right on Vessing Road which is right by a 21 Miles Per Hour sign. Watch out for Deer.. (just like at Gordon and Theo's). Newly elected people are invited and encouraged to attend the next meeting.

Meeting adjourned at 1:07 pm
Submitted by Austin Kilburn Acting Secretary.