SFR SCCA Board of Directors Minutes--FINAL August 28, 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 Lolita Adrian - Solo II Steve Archer - Competition Director Rick Brown - Sacramento Chapter, Solo II M J Dunlap - Solo II Bill Fleig - Sacramento Chapter Executive, Solo II Ray Miller - Sacramento Chapter, Solo II Brian Nemy - Solo II Chief Harold Olsen - Sacramento Chapter, Solo II ---- Visitors' Reports ---- Vintage Update -- Goronsky via E-mail Many requests for entry packets, although entries are a little slower than this time last year. Usually get about 50 last minute entries. Planning meetings for parties and features going well. Ford Model A and Ts are joining us and there will be a Sunday parade lap at lunch time. BoD recommends that they be parked in the infield area between Turns 2 and 5. Two Orange County Mini shows are organizing a Mini Event. May have as many as 20 cars. ---- Solo II Update -- Nemy No new meetings or discussions on Side Shows. Harriman talks up our Solo II events as an alternative to the Oakland City Auditor who is a member of SFR. Nemy reports that environment programs in SF will be setting up booths at some events. ---- Sacramento Chapter (included under Executive Session) ---- National BoD Update -- Pitts via Gordy Carried forth our vote against SM being a National class. No additional report. ---- Rally Update -- Montgomery via Smith Still need to schedule a meeting and formulate a plan for the future. Rally Cross school is scheduled for Sept. 27 and an event for the 28th. Previously, the front right side of the entry area had been used as a school "skid pad." This is no longer available because it is too close to the new well and the BoD does not want a chance of well contamination. Action: Smith to meet with Montgomery for an alternative. SFR is co-sanctioning a T&D Road Rally (ad is in the current issue of The Wheel). All participants sign normal SCCA releases. Harriman reported that the Performance Rally moratorium has been lifted. ---- Competition Director Report -- Archer Tracking 2003 compared to 2002 is good. Car count is slightly decreased, but revenue is increased. Three week break between events is working to our advantage since it gives drivers extra time to prep cars for next event. McClellan stated that she spoke with many drivers in National Group 5 and most were against the combination of SRF with the SS cars, especially the T2. Even though lap times are similar, there is too much weight differential and too much differential between cornering and straight-away speeds. Archer agreed not to combine them in the future. Harriman stated that the Regl/Natl schedule was very difficult from a T&S standpoint. Combined practice sessions caused many number duplications. They would prefer not to have bonus races at these events. Planning for the 2004 Schedule is starting. BoD questions whether to stay with the current 8 groups. If yes, then there will be no changes in groupings; if no, then we have to acknowledge that both SRF and FV numbers are down. Do we need to starting thinking/educating drivers about the need to combine some groups? Currently the BoD thinks that 8 groups solve more problems than it creates; however we agree that we'll need to talk with drivers about the consequences if numbers continue to decrease in specific groups. Archer currently planning the same number of Regl and Natl events as this year with an additional Vintage event in the spring. Gordy stated that he has had several discussions with the Reno RE about the possibility of a co-sanctioned Dbl. Natl. which would be held at TH. Pitts is requesting dispensation for 4 Nationals in our Region. Since 2004 Drivers School is scheduled for March 5-6-7, BoD recommends the Dbl. Natl. be run March 20-21. We would like to plan for this event but Gordy will need to confirm that Reno workers are on board and the BoD will have to be OK with the additional worker load. ---- Oil Recycling Champions (ORC) -- Vodden via E-mail Still in the start up phase with Ross Campbell who is developing patches, decals, banners and brochures. They will be running a series of ads on this program in The Wheel. The highway marquee at Infineon event reflected the ORC identity. Two announcements were also made to the attendees. Vodden requests that the BoD arrange for the decals and new patches be a requirement of participation in the Club road racing program. BoD thinks it is important that drivers understand the financial benefit this grant provides to SFR's drivers in the form of reduced entry fees. McClellan agrees with the importance, but does not agree that patches and decals become a requirement to receive Regional points. Motion (Nosler/Harriman): To include in next year's supps that ORC patches be required on drivers suits and decals on cars. For: Nosler, Allen, Harriman, Smith, Tatum. Against: McClellan. Motion passed. BoD agreed that it was appropriate for a grant brochure to be included in the Oct. ballot mailing. This can be done at no additional costs. TH was able to purchase a kiosk trailer from the AA Chico ball team as a vehicle for handling merchandise. Excess funding from the Race to Recycle Oil program was available for RtoROIL sponsorship on the kiosk, so SFR benefited from the purchase. ---- Region Report -- Vodden via E-mail Western States Shootout Championship Update Allen is concerned that there is an increased emphasis on making money instead of building numbers. Points out Vodden's latest column in The Wheel states all entries are $300, meaning no discount for dual entries. Tatum and others thought only featured events (SM and FV) were $300 and all others were $250. BoD to follow up with Vodden. ---- Thunderhill Report -- Vodden via E-mail E-mail from Water District today requests results from bacteriologic testing when available. Water District relationship has been quite favorable. The new well filled up the 12,000 gallon tank in a matter of hours. The tank was then drained, cleaned, flushed and refilled. Kitchen completion is moving along at a reasonable pace. In the process of negotiating with Pepsi and Coke for the fountain business. Two old trailer buildings will be gone soon. They will be used at the new Reno Fernley Raceway track. Infineon has shared much information regarding their recent repaving job. Their input will prove helpful when our time comes for repaving. ---- Region Administrators Report -- Gordy Working with Sacramento Chapter to ensure their annual election process conforms to their Chapter Bylaws. Sent request to TH to reimburse SFR for T & S platforms purchased for new building. Assisting Membership Chief with planning for SCCA displays at upcoming auto shows. Also working with Pilar Miranda to aid in the direction for prospective volunteers. Assists with race entry for Regl/Natl events. Tracking Frequent Racer Program usage for accounting purposes. Vouchers for upcoming pro events have been distributed to chiefs. Working with Goronsky on the Vintage database. Has become one of the first licensed SFR SCCA Rally Cross Safety Steward and have trained an individual in safety procedures. Handling registration for the Performance Rally School and coordinating with the new Rally webmaster to keep updated entry lists on the web page. Sanction for August 24 Road Rally has been obtain. Will work with rally master to file all appropriate SCCA forms after the rally. ---- Secretary's Report -- McClellan None available for month of July due to All Day Planning Meeting. Correction to June minutes: Tatum reported that Grid purchased a new Easy Up frame only, not a complete Easy Up, for $300. ---- Treasurer's Report -- Nosler Profit and Loss Summary for June and July (Year to Date) as of July 31, 2003: 1. Club Administration Income (dues, etc.) $ 76,492 Expenses (payroll, overhead, etc.) (100,196) ($ 23,704) ($23,704) 2. Road Racing a. 19 Event Income - Net Drivers School $ (4,713) 5 Race Events 136,878 4 Pro Events 69,192 $201,357 b. General Racing Income (Race to Recycle Oil) $ 66,785 Expenses (152,597) ($ 85,812) Road Racing Total $115,545 3. Solo II Net Income $ 7,343 $ 7,343 4. Misc. Income and Expenses Income (ThunderHill) 0 Expenses The Wheel ($ 40,704) Banquet (17,981) ($ 58,685) ($ 58,685) Total Yearly Profit through 7/31/03 $ 40,499 Note: Unredeemed Freq Racer Certificates of $39,389 not included in Profit to date. Motion (Allen/Tatum): To approve Treasurers Report as of July 31, 2003. Passed--Unanimous. ---- Old Business ---- 50 + 5 Celebration Update -- Gordy Flyers advertising the celebration were available the past weekend. The Wheel gave good coverage. Nosler thinks he will get a total of $5000 in sponsorship money; Gordy thinks he'll get the same. Gordy also has some cars lined up for display. Cost for the evening will be approximately $70/person, of which guests will pay $40. SFR will bear the remaining cost of the celebration. ---- July All Day Strategic Planning Meeting -- All Nosler provided brief descriptions of each of our goals along with a flyer listing both values and goals. BoD agreed that two separate flyers would be appropriate. Action: Nosler to provide each Director with all notes from the meeting. Action: Each Director chose a goal and is to develop an action plan, with a focus on the process. The goals and Directors are as follows: Volunteers - Harriman; Training - McClellan; Thunderhill - Smith; Driving School - Allen; Road Racing - Nosler; Finances - Tatum. Each will make a presentation at the Oct. 16, 1 PM meeting with Sandra Florstedt. ---- Child Care Update -- Tatum Media Center at LS was used at last event on Sat. and Sun. Open for a total of 8 hours and had 8 different children, with 5 being the most there at any one time. Facility was fantastic. Race Official couples would like full day coverage. BoD thinks this is a needed service. Should we hire someone? We may have to provide the service before we get volunteers to help. Costs are estimated at $400/week-end since two people would be needed. Motion (Nosler/Allen): Hire two people for child care for the next TH event to see what demand is. Passed--Unanimous. Nosler stated that this would need publicizing. Action: Tatum to write article for The Wheel. ---- Software Contract Status -- Smith Deferred to next meeting. Harrington will provide input. ---- Marketing Activity Update -- Smith Membership Recruitment Program Status handed out. There are a total of 56 new participating volunteers this year. Mike: Do you want more information here? If so, please let me know what. ---- New Business ---- Upcoming BoD/RE Election -- All Petitions and Candidate Statements need to be into the Region Office by Sept. 1. Known candidates are Gordy for RE and Morris Hamm, Barbara McClellan, Mike Smith, and Blake Tatum for BoD. Action: McClellan to confirm with the Post Office when Veterans Day will be observed since this will affect the date the votes are counted. ---- Special Edition of The Wheel -- Smith The Membership Chief has recommended that a special issue of The Wheel be published for distribution at the upcoming auto shows and for recruiting at the Pro events. The special issue would include some history pieces to support the theme of SFR's 50th anniversary, the auto show, and volunteer recruitment text, driver information, and car classes. A schedule and costs were presented. Motion (McClellan/Allen): To authorize a budget of $3000 to publish a special issue of The Wheel. Passed--Unanimous. ---- Status of Legal Review of SFR and TH -- All Deferred to next meeting. ---- iCard Program -- All This is a Game Boy device which is run off the AMB system and allows competitors to see qualifying lap times of competitors. BoD saw demonstration at Infineon event. Other regions are making it available. Cost would be $200 for each card and $60 for each Game Boy if SFR is willing to make an exclusive 5-year commitment. Technical services are not provided. BoD is not interested in purchasing the system. ---- Porsche Club Parade -- Gordy Steve Hendrix has approached SFR about a Porsche Speedster Events which is occurring next year and their wishing to being part of the June 2004 Double at LS. They are requesting 1 lap around the track at lunch time on Sun. June 27. They anticipate about 325 cars. McClellan recommended that they be staged behind T5, led from there by our Safety Car, and returned. BoD has no problems philosophically with this plan, but they will have to adapt to our schedule, not vice versa. Action: Gordy to follow up with Hendrix. ---- Liaison Reports -- All Smith - T & S: No one has volunteered to be chief next year. Tatum - Radio Tech: Charging unit had to be replaced. McClellan - Social: Trailer for Infineon can be fixed for $500. This is now being done. Repairman will tow old trailer away. Allen - DOs: Working on a proposal for headsets. Harriman - The Wheel: Blakemore has requested that Larry Thompson, who writes for him, be listed as a volunteer and be awarded VIP points. BoD agrees. Gordy noted that some BoD members are still receiving duplicate issues. Office needs to correct. Blakemore needs to be told to discontinue sending The Wheel first class to BoD. Nosler - Trophies: Continue to be "cheap" looking. McClellan stated that Eagle Trophies told one driver the BoD said only plaques were to be given for the rest of the year. This is not a BoD directive. Motion (Nosler/McClellan): Request a proposal from Eagle Trophies plus two alternate vendors. Passed--Unanimous. ---- Executive Session (provided to BoD under separate cover) ---- Correspondence ---- Remarks for the Good of the Order Rick and Karla Bynum's son was killed this week in an industrial accident. BoD sends condolences and a $200 donation to a trust fund for his children. ---- Adjournment Motion (McClellan/Smith): To adjourn meeting at 12:03 AM. Passed--Unanimous. Next meeting scheduled for Thursday, Sept. 25 at 6:00 PM at Mike Smith's office, San Jose. Note: All Day Planning meeting of Sept. 27 changed to an evening meeting on the 25th. Respectfully submitted, Barbara McClellan, Secretary