March 29, 2008 at Becky's Diner, Portland, Me

Members attending meeting: Scott Gibson (Pres.), Greg Apraham(V-Pres.), Joe Saunders (Secretary), Bob Collin (Membership), Shawn Blair (Web master), Paul Medeiros (Club member), Bill Parker (Club member), Don Lockhart (club member).

The By-Laws
There was much discussion about the existence of By-Laws for the club. Apparently, Mike Cocks (a former member) was working on that project using a template designed by BMWMOA. Greg and Shawn volunteered to pursue the matter and submit to the club a draft set of By-Laws at our November 2008 club meeting. Paul, our former secretary, agreed to forward all his secretary reports to them for research on the matter.

Concerning other matters, Scott suggested the secretary try to locate and post missing Board and Club minutes. It was also suggested that the Board should receive more detailed Treasurer and Downeast Rally reports.

Board of Directors Membership
It was generally agreed that the size and duties of the Board needed updating. Currently there are eleven board members with various duties. Those positions are: President, Vice President, Treasurer, Secretary, Ride Boss, Safety Officer, Webmaster/Membership, Rally Chair and three At Large members.

The new board will consist of nine members: President, Vice President, Treasurer, Secretary, Communications Director (formerly Webmaster) Membership Director, Rally Chair and two At Large members. The important positions of Safety Officer and Ride Boss still exist but will no longer be board members. This leaner Board will be more agile and will require only five members to form a quorum. All board positions are currently filled with the exception of one At Large seat. Paul Medieros has expressed interest in the position, was nominated by those present and will be voted on at our next regular club meeting.

The Maine 400 Endurance Rally
This rally will be held on Saturday, May 31, 2008. Reynolds Motor Sports would like to be associated with the event this year and will be the starting point. Bob Collin, the prime mover behind the event, said that Reynolds will provide breakfast, snacks, flags, etc. There was considerable discussion as to the position the club should take in regard to this rally. Bob Collin asked if the Club would be interested in sponsoring this rally next year. On one hand, most felt that we should be supportive of this kind of motorcycle event. We all were also cognizant of the legal liabilities of the situation. It was mentioned that a two million dollar liability policy through MOA would cost roughly $ 250.00 for the day. It was agreed that the issue needed further consideration and legal advice to see if this policy would be adequate before the issue is reconsidered by the board. The board did agree to donate $200.00 to help cover general rally expenses.

Website Issues
Shawn expressed concerns over website security and privacy matters. He is currently using Microsoft Office programs to run the website. He would like to incorporate a "Content Management System" that would make the site easier to manage and wouldn't require external programs for future webmasters. He also suggested the creation of a "Members only" section of the web site for secure information. This would require a password to enter sensitive or private information areas on the website. These areas would include club financial data, board reports, membership lists, member's personal information etc. All club members would know the password, which would change annually or as needed. Also suggested was a "Members Only" forum be set up.

Miscellaneous Issues
The board agreed to send flowers to the Riemann family due to the death of John's father. John was a pivotal member of our club and was Downeast Rally chair for a number of years.

All board members were encouraged to effusively welcome potential new members at our club meetings and to have club membership applications at the ready.

Tech Days should be encouraged as on-going club activities .
Interesting speakers should be solicited to spice up our regular club meetings, particularly during the off season.

Report submitted 3/29/08
Joe Saunders, Secretary BMWRSM