SFR SCCA Board of Directors Minutes--FINAL May 22, 2003 -- 6:15 PM Mike Smith's Office -- San Jose ---- 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 Brian Nemy - Solo II Chief David Vodden - Properties, Consultant ---- Visitors' Reports ---- Vintage Update -- Goronsky via Gordy Vintage going well. Advertising has started. Video proposal has been revised. Estimate of $10,000 to produce training video for TH Drivers School and Course Workers. BoD felt it was not appropriate to proceed with this expenditure now. ---- Solo II Update -- Nemy Bay Area season going well. Two big events (Tour and Pro) were very successful. National gave high compliments. Record attendance, cars were fully prepped. Currently negotiating with member in Tenn. for timing equipment. Site Fund Task Force, consisting of David Ray, David Harriman, and four members of the Steering Committee, are looking at options and putting together a plan. Sacramento Chapter has lost Cal Expo as a site. Bill Fleig has contacted Nemy about using Stockton. Harriman recommends committee made up of representatives from each of the three chapters address site issues. Action: All site and safety plans to be reviewed by Nemy as Gordy's representative. ---- National Director's Report -- Pitts via Gordy Pro SRF is dead. All events have been canceled. See Old Business, NASCAR, regarding Regional - Semi Pro SRF support race. ---- Rally Update -- Montgomery via Harriman All Club Rally and Rally Sprints have been temporarily suspended for the summer due to two fatalities of observers back East. Waiting for a completed waiver signature/course control plan. Pro Rally is still being run. Rally X is not effected. Rally X people want to talk with Vodden regarding grading for the event which will be run May 31. Action: Harriman to follow up. Sherry Grantz is the Safety Steward and has made recommendations regarding the course. Montgomery says he will take care of them. BoD gave Harriman the authority to pull plug on Rally X if recommendations are not addressed. Action: Harriman/Smith to meet at TH on 5/31 to discuss Rally issues. ---- Competition Directors Report -- All ---- Group 4 & 7 Track Time and Bonus Races Per Nosler, Group 4 met at TH with 29 of 30 entrants attending. They thought the TH schedule did not accomplish what was expected. Did not want to penalize any drivers because they have small run groups. Archer has stated that he feels the 30/group is the key number which should be met. McClellan distributed a historic comparison of Groups 4 & 7 entries from 1999 through 2003 for SFR, Cal Club, Oregon Region for review. BoD wants run groups in the range of 20 cars to be aware they need to increase their numbers to maintain separate groups. Motion (Nosler/McClellan): To maintain 8 race groups for the remainder of this season, all groups to receive equal track time, and, if necessary, eliminate bonus races to meet this objective. Passed--Unanimous. ---- Dual Entries Provides bargain track time to drivers. BoD directs Archer to consider dual entries as a last priority for scheduling in the future. Action: At Sept. All Day Meeting, BoD to provide guidelines to Comp Director regarding dual entries and numbers for run groups for the 2004 schedule. ---- June 27-29 Double Regional Schedule Original and new proposed schedule to meet above motion distributed for review. All groups would receive equal time: 25 minutes practice, two 20 minute qualifying sessions, one 25 minute race and one 30 minute race. BoD likes the new schedule. Action: Since the Sanction Number has already been issued, Gordy will ask Chief Steward Rogaski to submit a Referral for Action for a proposed schedule change to the Stewards of the Meet. ---- Race to Recycle Oil -- Vodden Final Report, prepared by Ross Campbell, distributed. Action: Vodden to provide cumulative cash information to SFR from this grant. New grant has been awarded. "Oil Recycling Champions" is the name and was funded for a total of $275,776.55 over three years. Extensive discussion regarding "wrapped pace car." Action: Vodden to present proposal/discussion at next meeting. ---- Region Report -- Vodden Western States Shootout Championship ad in Sports Car, promotion on Web; getting the word out. Action: Archer will do Supps. Allen pointed out that the 4 Hour Enduro needs to reference RDC and noted that it would no longer be called the Illgen Enduro, but the Illgen perpetual trophy will be awarded. ---- Thunderhill Report -- Vodden Building received a 2-day occupancy permit so that SFR might use it for the Regional race. Final touches are now being completed. Smith and Vodden are taking the TH staff to dinner in appreciation for their hard work to get it finished. Compliments from the BoD for all the staff. BoD expresses heartfelt thanks to Smith for the extra work he has done. Well drilling has located water that is deep enough and appears to be good. A field test showed ppm impurities below legal levels. State Board reminds us to obtain independent testing to verify these results. Gordy recommends a reverse osmosis system to purify the water. ---- Region Administrators Report -- Gordy Contract for Grantz' service agreement had a couple of changes. Smith and Gordy will finalize and sign. TH event Race recap payment report was distributed for review. ---- Secretary's Report -- McClellan Motion (Smith/Allen): To approve minutes from 4/24/03 BoD Meeting. Passed--Unanimous. ---- Treasurer's Report -- Nosler Profit and Loss Statement (Year to Date) as of April 30, 2003: 1. Club Administration Income (dues, etc.) $ 33,104 Expenses (payroll, overhead, etc.) (58,272) ($25,168) ($25,168) 2. Road Racing a. 19 Event Income - Net Drivers School $ (3,149) 2 Race Events 53,276 $ 50,027 b. General Racing Income (Race to Recycle Oil) $ 29,553 Expenses (awards, vehicles, etc.) (56,477) ($ 26,924) Road Racing Total $ 23,103 3. Solo II Income $ (2,274) $ (2,274) 4. Misc. Income and Expenses Income (ThunderHill) 0 Expenses The Wheel ($ 22,928) Banquet (17,947) ($ 40,875) ($ 40,875) Total Yearly Profit through 4/30/03 ($ 45,214) April Activity Total $31,003 Motion (Harriman/Allen): To approve Treasurers Report as of April 30, 2003. Passed--Unanimous. ---- Old Business ---- ITS Spec Tires -- All BoD had received numerous calls and e-mails from drivers regarding the spec tire rule. Group 5 drivers met with BoD at TH on May 17 to provide input. They agreed to abide by the BoD's decision on how to proceed for the rest of the year. Allen reviewed the results of two previous votes from Group 5 drivers and was against changing the rules mid-season. Motion (McClellan/Harriman): To rescind the ITS Spec Tire rule in the 2003 Supps. For: Harriman, McClellan, Nosler, Smith, Tatum. Against: Allen. Motion Passed. Action: Gordy to request National approval of Supps change. Steve Borlik had called McClellan requesting a spec tire for ITA. She informed him that would not be considered in 2003. ITA drivers should provide input to Comp Director. ---- NASCAR -- Gordy ---- Support Race -- All In order to have SCCA insurance coverage, an SCCA race is needed. BoD agreed that we should promote a Regional Semi-Pro SRF race. Harriman thinks we could get 35 entries even with the late notice. Fees could be used for a nice dinner for Race Officials on Thursday evening plus top 10 drivers could receive prize money. Overhead of $1800 would be for sanction and insurance. Additional impact on regional T&S and Tech crews. Motion (Allen/Smith): To move forward with a SRF event at NASCAR. Passed--Unanimous. Harriman agreed to coordinate. ---- Helmets Per Gordy, helmets will not be required by Infineon this year for our Race Officials in the Hot Pits. If the time comes, recommends we go with Bell helmets. ---- Request for Radios -- Gordy Kevin Cullen had submitted a proposal for additional radios, chargers, and a repeater. These are needed for use by Race Officials. Cost will be approximately $700/radio and $460/charger. Cost of repeater is unknown. Motion (Nosler/McClellan): To approve Cullen proposal to purchase 12 radios, 2 chargers, and a repeater. ---- Garages -- All Rental of garages may be done by individual drivers with the tracks. Infineon agrees to let us use one garage for Grid and one for Registration, since the Drivers Lounge is no longer available. ---- 50th Anniversary Party Update -- Gordy Members will be asked if they have any cars from early years of SCCA racing available for display in the court yard. Prefer to have them as they appeared when raced. Cost for evening will be $40/person. Action: Gordy working on a letter to potential sponsors. ---- SFR Goals for All Day Meeting -- All Mike Smith introduced Lance Descourauez and Peter Nosler introduced Sandra Florstedt as potential facilitators for the July 19 All Day Strategic Planning Meeting. Both gave 15 minute presentations and distributed their resumes. Gordy suggested we consider Barb Lundquest of SCCA University, but BoD felt the need of a personal presentation, so the choice was between Lance and Sandra. BoD felt that either would be good, but final decision was for Sandra. She will conduct individual interviews with BoD members as well as Vodden and Grantz prior to the meeting. Motion (Harriman/Smith): To hire Sandra Florstedt to facilitate All Day Strategic Planning Meeting on July 19 for a fee of $4000. Passed--Unanimous. ---- New Business ---- CART -- Gordy/McClellan ---- Schedule has been distributed. Jim Swintal will be the voice of Race Control for the CHAMP cars, Atlantics, and Barber Dodges. McClellan has been in touch with Swintal. ---- Support Races will be Spec Miata and Star Mazda; SCCA will run Race Control. SM Challenge Supps on the the Web. Star Mazda has requested a change in schedule. Gordy is negotiating. ---- WAP Fund Driver Recognition -- McClellan Some drivers have made contributions, but have received no recognition even though Registration has this information from the entry forms. Action: Harriman to request Registration to be sure to thank drivers when they register. ---- Requests from Membership -- Gordy Wayne Coturri attended a trade show in Las Vegas and came back with some ideas of prizes for new members, one of which was a trial of temporary tattoos. Action: Gordy to follow up. ---- Headsets for DOs -- Gordy Chief of DOs has requested that they have their own headsets for the v arious tracks. Since audio equipment may be incompatible, this is not a simple request. Action: Allen to follow-up with Chief DO. ---- Runoffs Worker of the Year Nominations -- All Nomination form is available in RE News. Action: BoD to liaison with their chiefs for nominations from their crews. Gordy will submit. ---- Liaison Reports -- All ---- Child Care Proposal -- Tatum Where could child care be set up at Infineon and LS? Tatum given names to contact. TH would not be a problem with the new building available. ---- Social -- McClellan Fran Perry in UCSF, had repeat knee surgery 5/19. In her absence, Ann Hall is in charge of Social at Infineon and Sheryl Streets at LS and TH. Action: Smith to follow-up on availability of trailers located at TH for use by Social at Infineon and for Tech at TH. ---- Communications/Stewards and Race Control at Infineon -- McClellan No plans to change location. ---- Timing and Scoring -- Smith Gordy to follow up with Infineon about using the dumb waiter for T&S equipment. ---- Paddock -- Allen Concerns have been expressed about vehicle speed in the paddock and children on any wheeled vehicle. Action: Allen to inform Chief Paddock Marshall of need to enforce speed regulations. ---- Competition Director -- Nosler Currently working with the Director to see if streamlining the scheduling process is possible. ---- Registration and Race Central -- Harriman Race Central has agreed to do registration of spectators and others not needing Hot Pit access after Registration has closed. However, a any driver who comes late, may receive a Paddock pass, but will have to return to Registration the next day for wrist band which allows Hot Pit and track access. Pointed out that someone from Membership needs to be at Registration at all times, especially Fri./Sat. mornings ---- Executive Session (provided to BoD under separate cover) ---- Correspondence Gordy reported that he had received a letter from Sports Car stating that Luis Aguayo should be provided photo credentials for track access. BoD has deemed that Chuck Koehler is the SFR credentialed photographer and the Sports Car request will be denied. Action: Smith to tell publisher our policy and position. ---- Adjournment Motion (Smith/Allen): To adjourn meeting at 11:56 PM. Passed--Unanimous. Next meeting scheduled for Wed., June 25 at 6:00 PM at Mike Smith's office, San Jose.