SFR SCCA Board of Directors Minutes -- FINAL 5:00 PM April 24, 2003 Peter Nosler's Office -- Pleasanton ---- Call to Order -- Gordy Attendees: Board of Directors R J Gordy - Regional Executive David Allen - Director David Harriman - Director Barbara McClellan - Secretary Peter Nosler - Treasurer Michael Smith - Director Blake Tatum - Director Guests Steve Archer - Competition Director Bruce Goronsky - Vintage Chief Sherry Grantz - Region Administrator Gary Pitts - National Director Brian Nemy - Solo II Chief David Vodden - Properties, Consultant ---- Race Groups -- All Executive Steward will not OK exceeding car rate dictated by GCR (which is 25/mile, or 55 at LS). Reminder, once a sanction number is granted from National, BoD cannot change schedule, can only be done by SOM. FVs feel strongly about not combining with FFs or SRFs. Allen stated “that the BoD must take care of majority, while looking out for the minority.†Nosler wants very much to stay with 7 run groups. Thinks we should set a lower limit with 20 entries/run group “on the bubble.†Also, we should not make changes without education/information from drivers. Archer would like to see 30-33 as a minimum/run group. However, speed differential has to be considered. Would want to see a maximum of 50 entries for Groups 2 and 3. Tatum would not find 20 FFs with 20 FVs a fun race since FFs run 10 sec/lap faster than FVs and is totally against 6 run groups. McClellan stated that she was comfortable with 8 run groups and reducing the number of bonus races/group in order to fit the schedule. Harriman thinks we should do what Archer recommends since he is our appointed Competition Director. Gordy recommends that BoD is the policy making group. We have an obligation of educating our customers of why we made the scheduling decision we did for LS (i.e., 8 run groups, eliminate 2 bonus races). Archer recommends FF/FV combine for practice and qualifying for June Dbl. Regl at LS. Won't be a problem at TH. Other problem events will be the July SP and Aug. LS Regl/Natl. Archer tries to be apolitical and feels he can take the heat for scheduling changes he must do as Comp Director. Motion (Harriman/Smith): To continue having Archer make decisions on all schedules with input from the BoD. Passed--Unanimous. Groups 4 and 7 will have a Drivers Meeting at the upcoming LS event to discuss scheduling. Nosler states that Group 4 has committed to having group meetings every 3 race week-ends for discussion of general issues. Would like to see other groups do the same. As a policy, BoD would encourage informal run group meetings every 3 race events. Groups 1, 4, 5, 6 & 7 are represented by BoD members. Action: Gordy to approach Groups 2 & 3 with the idea. ---- Adjourn at 6:00 for Properties Meeting (McClellan/Allen made motion); Resumed BoD Meeting at 8:20 PM ---- Visitors' Reports ---- Vintage Update -- Goronsky Oct. Vintage at LS is on Schedule. Action: Goronsky to work with Archer to schedule Spring event at SP. Note; Chris Vandergrief has bought HMSA, including Wine Country, from Earle. Per Vodden, SFR is committed to staffing this pro event on 5/31-6/2 for a trade out date. At an earlier meeting, Goronsky had committed to putting together a SFR SCCA Video Proposal. This was presented to the BoD. Purpose would be to provide instructional material for drivers at all three tracks and to encourage recruitment of new members. He has access to a video production crew along with support from his own film production specialists from Los Angeles. Cost of the project, which is estimated to be under $50,000, would be limited to travel and lodging for the LA personnel, some gear rental, and videotape purchase. Editing time would be donated. Additional costs would include pressing and distribution of the DVDs. BoD felt that this is a lot of money to be spent and wondered if we could focus strictly on a TH instructional video. Motion (Nosler/McClellan): Have Goronsky provide a more definitive instruction video for a drivers school TH only at a reduced cost. Passed--Unanimous. Action: Goronsky to provide revised proposal at next meeting. ---- Solo II Update -- Nemy Solo II school for novices recently held at Candlestick Park. Attendees had to have run 3 events last year. Alan Perucho, from the Celica Club, is the new dean of the school. Several Celica Club members helped put on the school. Because of the weather, 70 students were given free entry to the Solo II event held the next day. Approximately 40 accepted the offer. Reminder that the National Solo II Tour and Pro Solo II will be held at Castle Air Base in Atwater the first two weekends in May, respectively. Harriman reported that McCarthy stated during the break between Properties and SFR BoD meetings that he is willing to head up a task force to find a site within an hour of the Bay Area. ---- National BoD Update -- Pitts Pitts stated that he had spoken with Jim Dickson, who heads Enterprises. Car chassis is manufactured in England, shipped to Denver where engines are installed. While a running car has not yet been delivered to an owner, as of this date, 41 cars have been sold. There are 12 in US getting engines, 8 in containers on a boat due to arrive mid May, and 5 being air freighted next week. All cars on order should be shipped by May 15. Transit times is 4 weeks; air freight costs a little more. Intake manifold problem has now been solved. Enterprises is taking orders to ship in late May after the first 41 have been shipped to owners. Supps for the Runoffs was distributed. These have been published in Fast Track as well. National participation rates for 2002 by Division for National and Regional races were also distributed. ---- Rally Update -- Montgomery (via Harriman) First Rally X event at TH was canceled due to bad weather. Has been rescheduled for late May. Three more events scheduled. Montgomery has sent a long term plan to Harriman and Gordy. Would have a financial impact on Willows. Feels we would break even on Rally X and Rally Sprint programs. Rally Sprint is a “stretched out Rally X†over a 5-10 mile course on dirt and/or grass. More safety issues to be considered; cars can become airborne. Stu Helfer from San Rafael is running a Road Rally in July would like SFR to co-sanction with BMW Club. Montgomery supports this program, which would be part of the CA Rally Series. ---- Race to Recycle Oil -- Vodden Program will end April 30th. Final billing will be completed in May. New grant is still pending; hope to know by end of April. ---- Region Report -- Vodden Infineon event was very successful. Total car count was 265 compared to 241 the year before. Smith noted that a Leased Employee agreement for Grantz is being reviewed between SFR and TH. ---- Thunderhill Report -- Vodden Presented at Properties Meeting ---- Region Administrators Report -- Grantz Follow up packets have been sent to all Drivers School students. Dues reimbursement checks have been sent to eligible Race Officials. Club Ford rules have been approved by National. Credit card billing for LS will be done by hand to avoid the dial up computer linking problems. ---- Secretary's Report -- McClellan Motion (Harriman/Allen): To approve minutes from 3/22/03 BoD Meeting. Passed--Unanimous. ---- Treasurer's Report -- Nosler Profit and Loss Statement (Year to Date) as of March 31, 2003: 1. Club Administration Income (dues, etc.) $ 32,952 Expenses (payroll, overhead, etc.) (47,386) ($14,434) ($14,434) 2. Road Racing a. 19 Event Income Drivers School $ (3,149) b. General Racing Income (Race to Recycle Oil) $ 24,656 Expenses (awards, vehicles, etc.) (47,304) ($ 22,648) Road Racing Total ($ 25,797) 3. Solo II Income $ (1,539) $ (1,539) 4. Misc. Income and Expenses Income (ThunderHill) 0 Expenses The Wheel ($ 16,503) Banquet (17,947) ($ 34,450) ($ 34,450) Total Yearly Profit through 3/31/03 ($ 76,220) Motion (Smith/Allen): To approve Treasurers Report as of March 31, 2003. Passed--Unanimous. ---- Old Business ---- 50th Anniversary Party -- All Planning committee is made up of Nosler, Harriman, Gordy, Tatum and Vodden. Gordy is responsible for the program, Tatum the silent auction, and Vodden, Harriman, and Nosler fund raising. There will be $3K, 2K and 1K sponsorships. Committee needs to determine cost/person. There will be a limit to 500 attendees. Action: SFR Office to obtain sanction (provides SCCA insurance coverage) and be prepared to accept reservations by credit card. Drivers will be encouraged to sponsor “Take a Race Official†to the banquet. ---- Garages at Infineon, Laguna, Thunderhill -- All Because Infineon notified SFR of garage availability at such a late date, rentals were an economic bust. Hot line tells Drivers that is they wish a garage at LS, need to deal with the track. TH will evaluate if a second garage needs to be built once we see how the first set of garages are used. ---- Ducks at Infineon -- All Different versions of what actually happened caused a great deal of misinformation to be distributed. Action: Gordy to publish letter in The Wheel about regretting the incident, but to remind members that we need to treat each other with respect and avoid inflammatory comments. ---- Frequent Racer Program Certificates Update -- Smith A total of 1020 certificates are being generated (over 600 have already been sent out, with the remainder in the next 2 weeks) for a total of $60,000. Certificates which are good for 2003 only, cannot be transferred, and will be tracked when used. End of year will show total cost to SFR. ---- Update on Telemarketing Program -- Smith As of April 20, received 203 leads which resulted in 360 calls being made, connected with 118 (100 new members, 18 non members). Information on the 38 who expressed “interest†in volunteering as a Race Official was provided to the Ambassadors program. Several had already attended F&C/Fire School. A more complete report will be forth coming. We've ordered 2000 brochures each for those interested in driving or volunteering. Total cost is approximately $5,000 ($2300 for brochures, $2200 for 6000 four-color letterhead of two kinds and #10 envelopes, and $700 for 6â€x9†envelopes). ---- Drivers' Medical Data in Database -- Smith A number of drivers are failing to complete the entry forms with GCR required medical information. Blood type is the biggest problem. Plan to publicize in The Wheel, Web site, and flyers in the acceptance letter that this information must be on file by the end of June. Effective July, entries without this information will be considered incomplete, and returned to entrant. If this does not solve the issue, we may begin a processing fee for the incomplete forms. ---- SFR Goals -- Harriman Nosler/Smith have identified potential facilitators, but Nosler has not worked with the individual he has. Smith has worked with his facilitator and will invite him to attend the May meeting in preparation for the July All Day Meeting. Cost will be approximately $3000. Harriman provided BoD a copy of the Strategic Planning draft memo prepared last month. This outlined mission, objectives, approach, goals, and areas to address. ---- New Business -- All ---- Helmets at NASCAR -- Gordy Not yet sure if they are needed. Bell has a prototype for $68; will need approximately 50 (pit fire, safety crew, equipment). ---- CART -- All Question has been raised if SFR wants to feed workers on Sat. night. BoD chooses not to do so. Gordy reported Ian Cook is to be the contact person for out of region workers. ---- Oregon Region Track -- Gordy Want to build their own track on a site northeast of Portland in WA. Working with Vodden for input. Looking for investors. ---- Liaison Reports -- All ---- Harriman -- The Wheel: BoD stated that they rarely receive the first class mailing any sooner than the mass mailing. Action: Harriman to notify Blakemore to discontinue the first class mailing. ---- Harriman -- T&S: Has expressed an interest in returning to the T&S space in the Media Center at Infineon. Action: Harriman to follow up on this and McClellan to follow up with Race Control (Communications and Stewards) and Announce to see if they wish to return to the Race Control center across the track. ---- Harriman -- Registration: Could use someone from Membership to help with new members, particularly early morning the first day of each event. Plan on two Express Registration lines at LS. ---- McClellan -- Social: Chief Fran Perry continues with medical problems with her knee. Assistant Chiefs Ann Hall and Sheryl Streets are taking over responsibilities. BoD thanks them. Gordy recommends BoD look at the trailer being used at Infineon--it is in very bad shape. Action: Smith to look at what is available at TH. ---- Tatum -- Child Care: Distributed memo regarding SCCA child care Liaison. Action: BoD to discuss at next meeting. ---- Gordy -- Radios: May need to purchase a few more radios soon. Also need additional chargers. Eight additional sets of radios would cost $2800 and four chargers would be $1600. Action: Delay until more information is available. ---- Executive Session (provided to BoD under separate cover) ---- Correspondence BoD received a petition from the Group 3 drivers asking to move the small bore cars into Group 6. This will be done at the TH event in May. ---- Remarks for the Good of the Order Gordy reports that Carl Mofield is back in the hospital for his leg vein surgery to be redone. ---- Adjournment Motion (Smith/Allen): To adjourn meeting at 12:15 AM. Passed--Unanimous. Next meeting scheduled for Thurs., May 22 at 6:00 PM at Mike Smith's office, San Jose.
