MMSCC Board of Directors Meeting        October 21, 2025

The meeting was brought to order by President Silvio Calabi at 2:01 pm in the upstairs conference room at OHTM. In attendance: Silvio Calabi, Ed Schultz, Ed Avis, Sarah Rheault, Ian Marshal, Albert Aniel, Bob McKay, John Freeman and George Silvestri. Absent: Sam Surprise.

 

Minutes of 9/16

The minutes of the BoD meeting on 9/16/2025 were unanimously approved.

 

Quick recap

The meeting covered financial updates including dues collection and administrative matters, with discussions about transferring funds, training additional members for financial roles, and implementing new payment reminder processes. The group addressed website and event management concerns, including declining traffic, guest visibility settings, and potential scams, while also exploring membership growth strategies and logistics for managing larger groups. Plans were discussed for upcoming trips and events, including museum programs and tech talks, along with board member transitions and the need to increase female representation in leadership roles.

 

Financial Updates and Membership Dues

The meeting focused on financial updates and administrative matters. John reported that 51 members had paid their dues for the next year, totaling $2,040, but noted that only 24% of the membership had responded. The group discussed the need to transfer funds from Cheddar Up to the MMSCC checking account, with Ian expressing concern about interest rates and the importance of having a backup person trained on financial management and the duties of Treasurer.

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Financial Oversight and Audit Proposals

John Freeman proposed conducting a board review of financials every 1-2 years, rather than full accounting-firm audits every 3 years, and suggested forming a committee including a CPA to conduct these reviews. Also discussed was the club's insurance coverage, including officers and directors liability policies. John committed to researching the club's legal requirements for non-profit financial audits and reporting.

 

Membership Payment Process Improvements

John discussed the payment reminder process for dues, suggesting a two-email approach with a formal statement from the treasurer following a preliminary email from Silvio. Thereafter, only members with outstanding payments to be contacted. Silvio mentioned he would be away in early November but would schedule the emails in advance.

 

Website Traffic and Event Trends

George discussed the decline in web traffic and event RSVPs, attributing it to the end of the driving season. He noted that while the website still receives 200-300 monthly visitors, Google and AI bots contribute to this traffic. George also mentioned the popularity of event registration, fall foliage tours, and other website features. He shared experiences with marketplace ads, including a potential scam involving a spoof buyer, and suggested informing members about common scams.

 

Guest Visibility and Event Registration

George explained the process for guest visibility on the club's website, emphasizing the need for members to sign in and set their profiles to public to ensure their names appear when checking event attendees. He noted that while it might be beneficial to default profiles to public, it should remain an individual choice. George also discussed the possibility of forcing a sign-in before event registration, which he will investigate further. Silvio shared insights from another club's sponsorship model, suggesting it could be a future consideration for the club, though he noted potential challenges with tax-exempt status.

 

Club Membership and Event Planning

The focus was on managing growth and logistics. It was agreed to maintain organic membership growth rather than actively recruiting. A membership cap of 250-300 may become necessary to address practical challenges like restaurant capacity and parking. The discussion also covered strategies for managing large group events, including splitting participants  into smaller groups and Silvio mentioned restaurant sponsorships to cover venue costs. 

 

Club Events Logistics Planning

This included the need for re-gathering points, larger venues to accommodate growing membership, communication devices such as walkie-talkies (Ian pointed out that two-way radios helped keep the group together on the recent club reconnaissance trip to Quebec) and options for managing larger groups, such as renting tents for outdoor gatherings. Ian shared his experience with a new fire extinguisher that offers long-lasting protection and discussed its potential benefits for club events and personal vehicles.

 

Fall Luncheon Venue 

John suggested a list of restaurants that can accommodate larger groups, including the Montsweag Roadhouse, Reunion Station, and various seafood restaurants, evaluating factors such as parking, seating capacity, and previous experiences. It was agreed to create a formal list with restaurant names, contact information, and details about their event spaces, which would help committees plan future gatherings. The BoD also discussed offering buffet menus or limited menu options for large parties, with a suggested price point of around $30 per person.

 

Quebec and Vermont Tour Plans

Albert discussed plans for two upcoming tours, to Quebec tour and Vermont. For Quebec, he suggested a 4-day itinerary departing from Bethel, Maine, with accommodations at the Clarendon Hotel in Quebec City, where underground parking is available. The group agreed to propose this trip to members by December 15th, with a potential cost of $800-$1200. For Vermont, Albert proposed a springtime 2-3 day tour departing from North Conway, avoiding the Kancamagus Highway traffic, with potential stops including Simon Pierce glass studio. 

 

Tech Talks

Silvio reported that Bud Woodworth (OHTM board member) and  John Botero (OHTM Director) support the Tech Talks series but details need to be worked out.

 

Museum Program and Board Planning

The board discussed plans for a museum program, with Silvio expressing concern about the museum's timeline and suggesting they might need to take a more proactive role. They explored the possibility of hosting events at Squire Motors, with Silvio and Albert planning to visit soon to discuss logistics and topics. 

 

Ed Avis announced he would be taking a break from the board due to his new role with a historical society, and the board discussed potential new members to fill the vacancy and the need to increase female representation on the board and in committees.

 

There being no additional business, Ed Schultz moved to adjourn at 4:00pm. Ian seconded the motion which passed unanimously. The next meeting will be on November 18.

 

Next steps

        • Silvio to send out a reminder email to members about dues renewal in the first week of November.

        • John as Treasurer to follow-up with formal reminder email about dues.

        • George to update the website with instructions on how to sign in for events.

        • Silvio and Albert to visit Squire Motors on October 26 to discuss hosting a Tech Talk in January.

        • John to send Silvio the login information for the Chedder Up account.

        • John to train someone as a backup for the treasurer role.

        • Silvio to send out an email to members about board openings and committee opportunities.

        • John to check if the club’s checking account earns interest.

        • John to find out if non-profits have a legal requirement for outside CPA reviews.

        • Event Committee to call Kennebec Tavern about hosting the November lunch.

        • Events Committee to compile a formal list of restaurant venues with contact information and capacity details.

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MMSCC Board of Directors Meeting August 28, 2025

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The meeting was brought to order by Vice President Bob McKay at 2:10pm in the upstairs conference room at OHTM. In attendance: John Freeman, Albert Aniel, Sam Surprise, Ed Schultz, Ed Avis, Sarah Rheault and George Silvestri. Absent: Silvio Calabi and Ian Marshall.

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Approval of Minutes

The first order of business was approval of the minutes from the BOD meeting on 7/24/2025. The minutes were unanimously approved.

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Quick recap

The meeting covered financial updates and membership status, including discussions about the Camden Car Show expenses and registration fees, as well as plans to increase dues and handle new memberships. The group discussed upcoming events including the Camden Car Show and parking, with volunteers assigned to judge and organize activities. Technical discussions focused on car maintenance topics, website analytics and potential partnerships with local businesses and how to promote them.

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Financial and Membership Updates

John Freeman reported on financial updates, membership status and the Camden Car Show expenses, noting an increase in police support costs but remaining within expectations. The club's available balance was $2,337, with anticipated offsets from registration fees. Membership increased to 209 paid members, with some applications lacking completed forms or payments. There was discussion about updating the website to reflect the upcoming increase in dues to $40 after January 1st, and the group discussed how to handle memberships and dues for new joiners, with a decision that current dues of $25 would apply to any new members this year and would for the remainder of 2025.

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Camden Car Show Planning Meeting

Ed Schultz reported on the upcoming Camden car show, which has 44 pre-registered attendees. Sarah offered to work at the registration table and Ed S will bring necessary equipment like name tags, and a bullhorn, supplied by Sam. John will bring table, placards, hi-vis vests, waivers and registration lists. The group decided to charge $10 for entry and potentially $20 for additional unreserved spaces if available. They also discussed the need for judges, with Albert and Ian volunteering. Ed Avis will bring a cooler with drinks and a flag for the event. The next event after Camden is the Owls Head Museum Foreign Car Show, 9/20.

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Website Updates for Non-Club Events

The group discussed creating a separate page for non-club events on the website. George suggested listing them on the regular Events Page with color coding or typeface changes to differentiate club and non-club events, possibly a reverse band of color separating it from sanctioned events. The group agreed to list a "Cars and Coffee" event at the Maine Classic Car Museum on September 13th, with George offering to set up the listing. The group also planned to send an email to members about upcoming events, including the Camden Car Show, the Maine Classic Car Museum and the Foreign Car Festival. The group discussed the need to balance email frequency to avoid overwhelming members, and mentioned working on a Leaf Peeper Event for October.

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Event Planning and Analytics Review

The meeting covered website analytics, event planning, and technical seminars. George reported a 13% decrease in web traffic but noted an increase in RSVPs. The group discussed upcoming events, including the Camden Show. They explored ideas for winter technical events, such as car-care presentations and insurance. Albert suggested partnering with local businesses like Squire Motors for these events. The conversation ended with a discussion about car insurance for classic vehicles and the challenges of obtaining proper coverage.

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Catalytic Converter Replacement and Tech Sessions

Bob discussed his experience with replacing a catalytic converter on his Mercedes, highlighting the challenges of shipping and welding the part. He mentioned that California, Colorado and Maine restrict the shipping of catalytic converters, and he had to go through multiple companies to get the correct part. Bob also proposed the idea of organizing tech sessions at the museum to engage members and provide educational content on car maintenance topics like carburetor tuning and brake adjustments. He suggested drafting a proposal for the museum to consider and potentially involving knowledgeable members to lead these sessions.

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Plug Replacement and Lift Safety

Bob discussed the differences between cold and race plugs, suggesting that John Shepherd or Philip Reinhart could host a program to demonstrate plug replacement. He also considered the safety and functionality of 2-post and 4-post car lifts, expressing concerns about the weight capacity and stability of different lift types. Bob also shared updates on his barn addition, mentioning that excavation work was in progress and concrete pouring was expected the following week.

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Tech Session Planning with MG Expert

Ed Schultz brought up the possibility of a tech session with John Twist, an expert on MGs, who charges $100 per person for his services. He suggested considering local resources for mechanics and car inspections, as well as hosting a session on how to inspect cars for purchase. Someone also mentioned attending the Owl’s Head auction where several nice cars were sold, including a Jaguar that went for $150,000.

Tech Session Planning Subcommittee

The group discussed organizing a tech session and agreed to form a subcommittee to plan and execute it. They considered contacting museums and experts for participation, with suggestions to compensate speakers through stipends or donations based on their potential business gain. The nonprofit status was briefly addressed, confirming plans to self-declare tax exemption and file taxes when due. The conversation ended with a plan to adjourn and a brief discussion about car storage.

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Next steps

•  Silvio to send an email to the membership after the Camden Car Show highlighting the event and upcoming non-club events .

•  George to update the website events page to clearly differentiate between club and non-club events using color coding or visual indicators.

•  Ed Schultz to work with Lucy Harrington to finalize the route for the leaf peeper drive in October.

•  Ed Schultz to contact Ports of Italy restaurant in Camden about accommodating the group after the leaf peeper drive.

•  Silvio to send over the updated membership information to George for updating the website regarding the $40 dues.

•  Sam to ask his insurance agent about finding a Hagerty representative who could give a presentation on classic car insurance.

•  Ed Avis or Albert to contact Squire Motors about potentially hosting a tech session on car detailing/maintenance.

•  John to follow up with members who paid dues but didn't fill out applications and those who applied without paying dues.

•  Ed Avis to bring the table, signs, and merchandise to the Camden Car Show.

•  There being no further business, Ed Schultz moved, Sam seconded the motion to adjourn. The motion was passed unanimously and the meeting was adjourned at 3:25 pm.

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 Respectfully submitted,

 Sam Surprise

Secretary