On December 29, 2001, the Executive scheduled and held the Annual General Meeting of the Bay State Rovers Owners Association. The meeting was held at 69 Washington Street in Norwell, MA. The original agenda is included in the minutes of this meeting. Text shown in Italics relates to the discussion at the meeting.

CALL MEETING TO ORDER
1:30 PM

The following individuals / members were in attendance:

Chris Laws - President BSROA; Greg Check - Treasurer BSROA; Jim Gilmour - Secretary BSROA; Adam Check; Gary Schroder; Dennis Nault; Brian Nelson; Greg Hren; Eric Solomon; Bill Mariano; Dan Johnson; Carolyn Somerville - Johnson

OPENING REMARKS BY PRESIDENT

Chris Laws

TREASURERS REPORT

Greg Check

The treasurer reported that the BSROA has +\- $4800.00 in the bank account with about $525.00 in the accounts receivable column. A detailed, year-end, financial report will be presented to the membership in the upcoming newsletter.

A suggestion was made by the treasurer that we review the timing of the AGM. The AGM usually occurs before the year-end financial analysis has been completed. It may be more beneficial to the membership to see accurate year end financials of the Club. This can only be done after the treasurer has closed out and audited the accounts of the BSROA. It was decided that the executive re-visit this issue and propose an option that will allow for presentation of completed year end financials and maybe increased AGM attendance.

CLUB STORE

Scott Preston - Manager Club Store

Scott was unable to attend this years meeting. However, the club President, Chris Laws, reported that many of the "outdated" items held by the club, have been sold / given away as a result of special sales / or incentives to the membership.

NEW BUSINESS

ANNUAL ELECTIONS

Tabulate and report the results of the annual election.

The official results are as follows:

President: Chris Laws - Twelve (12) vote(s)
Geoff Reynolds - One (1) vote(s)
Rick Hawkins - One (1) vote(s)
Mr. Hanky (sic) - One (1) vote(s)

Chris Laws Re- Elected as President

Treasurer: Greg Check - Fourteen (14) vote(s)
Peter Vollers - One (1) vote(s)

Greg Check Re - Elected as Treasurer

Secretary: Jim Gilmour - Fourteen (14) vote(s)
Grame Robinson - One (1) vote(s)

Jim Gilmour Re- Elected as Secretary

Administrative positions within the BSROA that have been filled:

Marketing - Bill Mariano

President Chris Laws and Bill Mariano have begun discussions about creating a database of vendors, both current and past. The database will be used by Bill to connect with current and past vendors past vendors who support the BSROA. It was decided that Bill will work with the president and membership director to create this database and reach out to new vendors who could support the BSROA. Bill will also work to create marketing package to be given to the Land Rover dealerships in the area. This is an effort build a stronger relationships between the BSROA and local Land Rover Dealerships. The following people have volunteered to be the liaison between the local dealerships and the BSROA:
Chris Browne; Bill Mariano; Greg Hren and Dennis Nault.

Trails Coordinator - Peter Janney

Peter was unable to attend the meeting, however, a lengthy discussion occurred around the issue of club sponsored events. Basically, what qualifies as a club sponsored event? Just because the event originates on the BSROA list, does not necessarily make it a club-sponsored event. The group decided that, because of liability issues, there needs to be a written procedure for club sponsored events. The Secretary will draft a document that will outline the procedure.
This document will include the name of the editor / event contact.
(See newsletter section below)
Much discussion occurred around the general issue of BSROA events.
Dennis Nault suggested the idea of finding an area to set up an RTV course. This land could be leased by the BSROA on a limited, per use, basis. An event could be organized around the RTV. Dennis Nault and Jim Gilmour will look into availability of land to do so.

Greg Hren suggested that an event be set up with Bill Burke, for interested BSROA. Although some members present thought the costs might be prohibitive, it was decided that it was an event that may draw enough interest to make it viable. Greg will look at the possibility of this event.

Many members present felt that monthly events, such as the social in Waltham, would be of interest. Some of the suggestions that were discussed were the use of high lift jacks, technical sessions, repair sessions, etc.

Membership - Gary Schroeder

Gary has begun and will continue working with the president and marketing director to create a current and accurate database of BSRAO members. Gary will also sort through the old records to create a database of past members who can be brought back to the BSROA.

Gary also spoke about the need to eliminate confusion around membership renewal. Each member now has a specific month / year for renewal. If there was a annual renewal date for all memberships, errors around member renewal could be reduced. The members present felt that there is the potential; of getting all of the club's revenue at one time. This may place a burden on the BSROA and it may be better to keep the system as it is. The executive feels that the membership director may be able to devote more time to the task keeping track of renewals and a change may not be required. of renewals and omissions conflicts could be avoided. at member renewal. The executive will look at the issue further. If there is a consensus about a change, the Secretary will draft a document for review by the membership.

Revise By Laws to Facilitate email voting and notification of events to membership.
How to implement? Who will direct?

There was unanimous support of this item. All members present believed that this the BSROA should utilize the group discussion list and the web site to the fullest advantage. Notification of events, newsletters, elections, general communication between the executive and membership, can all occur via the discussion list and or the web site. The membership director will lead the effort to create an accurate database that will include each member's preference for receipt of BSORA correspondence.

Newsletter

Revise By Laws to reduce the frequency of newsletters published each year?
Or
Create board to assist in gathering information, publishing, mailing, etc.

Any discussion about the newsletter has always stimulated a lively debate. The general consensus of the members present was that the best solution would be a combination of the two ideas placed on the agenda. It might be best to reduce the quantity of the newsletter to four times a year, each issue having more content. The Secretary will draft a revision to the bylaw for review by the membership. In conjunction with that, there should be a mechanism in place that will identify an individual(s) who would be responsible for ensuring that someone covers each BSROA event. More importantly, that individual(s) would be the contact with the editor about the particular event. It was decided that the secretary will incorporate this contact into the procedure for planning a BSROA sponsored event.

The members present commended editor Chris Laws on the high quality of the BSROA newsletter.

Tenth (10) anniversary of BSROA is this coming year. How do we address?
(Members have expressed interest in participating)

The tenth (10) anniversary of the BSROA is this year. The members present all felt that a special event in celebration of this milestone should occur. The idea will be presented to the membership for comment.

Should BSROA join the Northeast Association of 4WD Clubs?

The members present at the AGM agreed that the BSROA should join / participate in NE4WD. The secretary has the application, and will complete / forward to NE4WD.
The secretary will also forward the question to the BSROA discussion list to solicit further input from the membership.

ANARC - update by Chris Browne

The issue of the BSROA and ANARC came up again. The understanding of the members present was that the executive board needs to vote to formally end the BSROA's participation in ANARC. It appears that there is some confusion as to whether or not there is any money due to the BSROA. President Chris Laws will contact ANARC.

OTHER ITEMS

There have been some administrative issues that have arisen regarding the web site.
Chris Laws will clarify / resolve these administrative issues.

The software program that is used to create a current / past member database to afford flexibility in sharing the database information between membership and administration.

Meeting adjourned at 3:45PM