Executive Board Meeting – March 2016

Beth Costa on Mar 28, 2016

Executive Board Meeting Minutes

March 10, 2016  9:00

Wine Road Office

In Attendance:  Robin, Sue, Robert, Beth, Stacy

Absent:  Renae, Julia


9:10  Meeting Called to Order by Robin


9:12    January Minutes

  • Motion to approve – Sue / Seconded – Robert


9:15    Treasurer’s Report

  • Checking – $212,172.90
  • Savings – $160,229.98
  • Beth working on creating spreadsheets for expenses for 40th events


9:20    Events

  • Barrel Tasting
    • Approximately 7,000 tickets sold for first weekend and 4,000 thus far for second weekend
    • Issues
      • Most issues reported are mostly from large groups coming in on buses – WR clearly states no buses, but certain wineries keep accepting
      • Beth response to angry complaint
    • Proposed format for pre-event meetings
      • 23 people did not make it to the pre-event meeting.
        • Discussion on how to create an alternative to physically attending meetings
        • Robin motion to approve an online meeting as alternative which would include interactive questions requiring responses throughout (to begin with WFA)
          • Seconded – Robert
          • Unanimously passed


9:55    40th Anniversary

  • Alexander Valley Tasting – chaotic/unorganized but Beth helped get everything set up and attendees were happy
  • Sonoma Chat – Twitter chat that happens every Wednesday – WR was featured 2 weeks ago and reported 1.2 million impressions within 1hr / great exposure
  • Art of Oak – all barrels were successfully delivered to their location / still have 11 left to sell
    • Instagram contest – have a map of where barrels are and people snap pics with #s which would enter them into drawing for prize
    • May pick up some or all barrels to be at the Ruby Affair – cost estimated to be about $3k
  • Mystery Tours – some tickets have sold / expected to sell out
  • Ruby Affair
    • Working on auction items
    • Ticket sales are not great – usually tickets to events sell out right before event is to happen
  • Movie Screening – May 7th
    • Beth scouting out Coppola today for the movie screening – estimates about 100-150 people
    • Want to have 5 founding members pour at the screening – multiple screenings at different times
    • Funding – have raised $6,500 so far


10:10    PRMD Update & ABC licensing update

  • PRMD still having weekly meetings every Monday
  • Licensing for events – resolved – do not have to pay 🙂


10:20    Public Relations

  • LA with SF Travel March 30th – grapevine gifts completed
  • VinDiego April 1st-2nd – Debbie going and 20 wineries are pouring
  • Rancho Palos Verdes Trump Golf Course – will be sending out to members to see if any interest
  • Contract for Wagstaff due April
    • WR does a lot of publicity in-house through Jolene
    • Bringing up to full board if WR would be better off letting contract expire and promoting Jolene to do more publicity


10:30    Old Business

  • AVA groups meeting monthly at Wine Road – a social media person will be brought on board to promote the AVAs


10:40    New Business

  • Looking for new office/warehouse space by April/May
  • Members in good standing per bylaws
    • Sunce Winery – discussion on termination due to repeated problems with not turning in money.  Bringing this info to full board meeting
  • Retreat
    • Location:  Geyserville Inn / Dinner at Coppola
    • Date: April 28th
    • Topics:
      • Add sonoma Coast or expand AVAs
      • Ad space for Breweries


  • Ballot – nominees
    • John Vislay
    • Jonathan Demichael
    • Nancy Beeken
    • Bruce Thomas
    • Jim Connell
    • Mike Salinas (Geyserville Inn / lodging representative)
  • Articles re: 40th anniversary
    • Healdsburg Tribune/Sonoma Discoveries/Northbay Biz
  • New Maps – still about 3-4 weeks out from printing


11:15  Meeting Adjourned

  • Motion to adjourn – Robin / Seconded – Sue

Posted by Beth Costa