SFR SCCA Board of Directors Minutes -- FINAL June 25, 2003 -- 6:00 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 Sandra Florstedt - Consultant M J Dunlap - Solo II Guest Brian Nemy - Solo II Chief ---- Visitors' Reports ---- Vintage Update -- Goronsky via Gordy 800 packets given to the office for mailing. Talking with Infineon regarding a spring event. ---- Solo II Update -- Nemy School scheduled at Oakland Coliseum on June 28 with an event on June 29. Site fund committee has had first meeting, next scheduled for July 2. Plan to document goals, who we are, where we are going. Solo II annual tech will be a national program next year. SFR led a 2 year pilot. ---- Sideshows -- M J Dunlap Column in SF Chronicle by Chip Johnson this past Monday. By way of history, an elected Oakland city official, who is also a club member, had contacted Gordy a month ago asking for assistance because of the problems caused by the sideshows in Oakland. Harriman attended meetings and Dunlap, who has been working on this for the last year, came to the last one. SFR assistance would be viewed as a community service outreach. While making no commitment, our interest is to separate the motor sports enthusiasts from those who want to run from the police, who do not want the program in Oakland. Potential sites are available thought the Port of Oakland; Solo II might obtain a new site through this program. BoD agrees that if we become involved, it would be using our rules, our safety stewards, and our routes with a goal of a safe and sane program. Won't take responsibility for lawlessness, policing, security. Concern expressed for the safety of volunteers. Suggest that K&K provide input. Do not want to put our club at risk. Although it has been stated verbally by Risk Management that it was OK (not as a Solo program, but as a “drifting event�), we really don't know their support. Harriman views us as the consultant/trainer. Action: Nemy, Dunlap, and Harriman to continue working on a plan. A City Council member has been invited to the Sun. Solo II event. ---- National BoD Update -- Pitts No report available. ---- Rally Update -- Montgomery via Smith and Harriman Smith stated that he has tried talking with Montgomery about what is needed. He wants to have Properties give a quote of what it would cost to do what they need. What is the end result? We know Rally is looking for a place to play. Gordy suggests a continual dialogue. Action: Members from Rally community and TH to determine what is needed. Action: Smith, Harriman, Montgomery to meet to design a course. ---- Recycling Champions -- Vodden via E-mail Race to Recycle Oil is officially ended and the final check has arrived. The “Oil Recycling Champions� program is still at the initial phase. We will continue to use the RtoROil material in the interim. ---- Region Report -- Vodden via E-mail Western States Shootout Championship continues to be developed. Goal is to make it bigger and better than the former event. Tatum has material regarding the vintage vee program. Will need assistance from Archer on developing the Supps and schedule. ---- Thunderhill Report -- Vodden via E-mail Construction work in progress includes the following: kitchen, finishing touches on the building, cleanup, and the water program. The well pump and line are installed and this looks promising. Hopefully this issue will be resolved by the time the kitchen is ready for use, hopefully in September. Building has been OK'ed for second floor occupancy, but to-date no permits have been signed off. McClellan questioned the exact plans for the kitchen. Does not think SFR should be in the restaurant business. Smith predicts that Vodden agrees and is looking at the kitchen as a support for food services and not as a restaurant. ---- Region Administrators Report -- Gordy Has been very hectic with the June race schedule since there were regional events with CART and NASCAR along with the Double Regional this coming week-end. The Regional office and Properties office have been separated with Sherry Grantz and Colleen Worthington remaining in the old site and David Vodden, Terry Taylor, Shannon El and other Properties employees moving to the new building. ---- Secretary's Report -- McClellan Motion (Smith/Allen): To approve minutes from 5/22/03 BoD Meeting. Passed--Unanimous. ---- Treasurer's Report -- Nosler Profit and Loss Statement (Year to Date) as of May 31, 2003: 1. Club Administration Income (dues, etc.) $ 59,944 Expenses (payroll, overhead, etc.) (66,665) ($ 6,721) ($ 6,721) 2. Road Racing a. 19 Event Income - Net Drivers School $ (3,199) 3 Race Events 52,663 $ 49,464 b. General Racing Income (Race to Recycle Oil) $ 30,158 Expenses (awards, vehicles, etc.) (69,852) ($ 39,694) Road Racing Total $ 9,770 3. Solo II Income $ 2,023 $ 2,023 4. Misc. Income and Expenses Expenses The Wheel ($ 28,687) Banquet (17,947) ($ 46,634) ($ 46,634) Total Yearly Profit through 5/31/03 ($ 41,562) May Activity Total $ 3,652 Motion (McClellan/Harriman): To approve Treasurers Report as of May 31, 2003. Passed--Unanimous. ---- Old Business ---- CART Event Recap -- Gordy/McClellan CART-SCCA worked well together. High compliments from CART for our Race Officials. ---- Golf Cart Incident -- Friday evening there was a report of a Park Rangers golf cart being taken for a joy ride and afterwards, run over a big drop off, trashing the cart and probably causing injury to the rider. Since this occurred in the Pistol Range near the SCCA Camping area, it was assumed by the ranger and Sheriff to have been caused by one of our members or a guest of SCCA. Gordy asked Pitts to investigate. After following up in great detail, it was determined that the rider belonged to another group which was in the vicinity. BoD wishes to thank Pitts for his efforts and for the depth of the investigation which showed the rangers that we took something like this very seriously. ---- SM Support Race -- There were 53 entries, of which 51 ran. Event went well. As part of the tech process, SFR had a portable chassis dyno delivered Sat. afternoon. The top 10 qualifiers plus 5 random competitors were evaluated for compliance. Only one had a problem with excess hp. Competitors liked the process and several others took advantage to check their engines. The Toyo tire contract has another year to run. ---- NASCAR Event Recap -- Gordy/McClellan/Harriman Thurs./Fri. schedules were difficult issues. On Thursday Infineon allowed SRFs on track from 8:00 - 8:45 AM and 2:00 - 3:00 PM only. GCR required that track be totally staffed. Race Officials had been pre warned, so there were few complaints about the down time. Friday was the opposite with officials on track from 9:00 AM until 7:45 PM with no time scheduled for lunch. A 10 minute break was used for delivering lunches to the turns. Again officials took it in stride with few complaints. New camping area in Lot 10 was well liked since it was designated for SCCA only. However, track was not prepared for workers. Porta Potties were not delivered until mid-day Thursday even though workers had arrived mid-day Wednesday. Garbage cans were also late in arriving. Gates were locked by 8:00 PM which prevented people from getting in and caused several to have to camp overnight in other lots. Gordy attended a 1 1/2 hour debrief at Infineon yesterday at which time he outlined scheduling and other problems. Smith suggests a written document of changes that need to be done before next year. Action: Gordy will write and send. ---- SRF Support Race -- There were 24 entrants, some from Texas, Oregon and So Cal. Competitors were very happy with the event. BoD thanks Harriman for all of his effort in organizing this on such short notice. Thanks was also given to the office, Social crew, and all the volunteers. ---- Radio Purchase -- Gordy Purchase was completed and radios delivered day before NASCAR. Received 1 repeater, 2 multi unit chargers, 12 radios, 6 batteries, 20 speaker mics, 12 belt clips, and 12 mic adapters. Cost was ~$12,000. ---- 50th Anniversary Party Update -- Gordy Vodden had provided a list of potential sponsors, but did not forward to Nosler and Harriman. Reminder that party, which is scheduled for Sept. 27 is only 11 weeks away. Action: Office to set up procedure to accept reservations. ---- July All Day Meeting, Sat. 19th -- Florstedt Has met individually with BoD members. Lot of agreement on the commitment needed. Gordy furnished SFR Mission Statement. Want to build on it. Action: Draft agenda and guidelines for meeting will sent to Nosler and Gordy, then to McClellan for distribution. Wants us to be able to address the following questions: What do you want the club to be in 5 - 10 years? and What values do we want to operate by? ---- Child Care Update -- Tatum Media Center has been rented for the Aug. Regl/Natl at LS. Fri. will be set up with facilities open Sat./Sun. Web site will ask for volunteers to assist. Looking for toys, activities. Will start publicizing this weekend. Nosler suggests a single individual be identified to be there all the time during the first event. ---- Membership Recruitment Program Status -- Smith Handout provided. There have been 311 leads, 283 call made, 126 connected, and 13 new volunteers have been recruited. Allen stated there had been over 30 interest cards filled at both NASCAR and CART. This included some paid memberships. Action: Pilar Miranda will contact those who filled out cards. ---- New Business ---- LS Security -- Gordy At the previous LS event, a bike rider from the camping area got onto the track after hours and was injured. LS insists that we have security at both gates (Turn 11 would be covered from 7 PM to 7 AM). Paddock gate would be full-time. Stated that everyone will have to sign the track release each time they leave and reenter the paddock. It was suggested that 3 color wristbands be handed out at Registration--one for drivers, one for members, one for non-members. It was further suggested that Registration be moved outside the paddock behind Turn 4. BoD felt that the need to go to Registration for wristbands defeated the goal of the Annual Registration, also would not verify that the track release had been signed. Also did not want to move Registration outside the gates since the class room provides much more space as well as being more convenient. Action: Registration to remain in classroom, only drivers will wear wristbands, and everyone will sign the track release each time they leave and reenter the paddock. ---- Trophies -- Nosler Felt that the trophies looked cheap and that Eagle Awards needed to provide more for the same money. Action: Gordy to approach Eagle Awards. It was suggested that they make a proposal to the BoD. Allen suggested that if Divisional winners do not pick up or arrange for someone to pick up their awards at the end of the year that they go into an automatic recycle. Same would be true for Regional awards which are given if a driver has entered 5 events and finished in the top group. ---- Liaison Reports -- All ---- Social -- McClellan Chief is interested in obtaining the twill shirts for crew. Action: McClellan to tell her to provide a list with choice, sizes, and names. Smith stated that the new Social trailer will be at SP before the mid July race. He will let them know when it is available to transfer material. BoD thanks David Anderson for donating the trailer. ---- Concours -- Nosler Has finally met Steve Miller. SCCA will be providing judges for the upcoming Palo Alto event. ---- Grid -- Tatum Wanted 8 headsets to plug into our radios; purchased 4 on a trial basis ($137 each). Had to purchase a new Easy-Up since theirs was damaged at TH. Mike McHugh is making the 10' x 10' available to any SCCA member for less than $300. ---- Pit Fire -- Gordy Infineon provided helmets for NASCAR event. ---- Tech -- Gordy Relayed incident where a FranAm 2000 car was given a logbook in OR. National stated this should not have happened since the car approved by our GCR. Need to make sure our Tech crew knows about proper credentials for the cars. ---- DO Headsets -- Allen Lois Leijdecker-Ott is obtaining specifics on what is needed. ---- Executive Session (provided to BoD under separate cover) ---- Correspondence None ---- Adjournment Motion (Allen/Smith): To adjourn meeting at 10:10 PM. Passed--Unanimous. Next meeting scheduled for Saturday, July 19, at 9:00 AM at Mike Smith's home, San Jose.