SFR SCCA Board of Directors Minutes -- FINAL September 25, 2003 -- 6:10 PM Mike Smith's Office -- Saratoga ---- 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 Guest Sandra Florstedt - Consultant ---- Visitors' Reports ---- Vintage Update -- Goronsky via Gordy Entries slight down this year. Estimate ~200. Smith needs transponder rental needs by next week. Harriman estimate about 60 transponders are available between TH and SFR. ---- Solo II Update -- Nemy via Harriman Brought home 6 National Championships from Topeka (Katie Elder, StSL; Tom Ellam, CSP; Chris Cox, FP; Pilar Miranda, FPL; Jeff Reitmeir, SM; Bill Fleig, EM). Steering Committee has been working with David Ray on a business plan. Moving in the right direction. ---- Sacramento Chapter Update Ballot format submitted with 9 names along with a list of ~200 chapter members eligible to vote. Ballots were reproduced and mailed. Counting will be Sept. 30 in SFR office by Sherry Grantz. New officers will take office third Wed. in Oct. ---- National BoD Update -- Pitts via Gordy Per FasTrack, SM National rules were accepted. Regions may opt to have spec tires. ---- Rally Update -- Montgomery via Smith Rally School and Rally Cross, Sept. 27 and 28, respectively, are both sold out. Only location available for the school skid pad is on the well side of the entrance to TH. Well site will be protected and nothing else will be allowed except the skid pad. Smith states Rally Cross needs better long range planning. ---- Competition Director Report -- Archer 2004 Schedule -- LS and Infineon race dates availability are still tentative. A draft schedule was discussed in Executive Session. ---- Recycling Champions -- Vodden via E-mail Grant is up and running. List of deliverables has some flexibility but is essentially accurate. One of the key reason we were able to get refunded under various grants is because our Club has always given more deliverables than are required. Of the $275,776 committed to this grant, the Club should realize approximately $159,625 less the money needed to finance necessary expenses. ---- Region Report -- Vodden via E-mail Western States Shootout Championship Followup -- Supps have been sent to National. Race packets have dual entry discount information as well as entry fees which are $285 for the three featured races (SM, SRF, and FV) and $249 for the other restricted regional events. Promotion of the Shootout needs to be pushed. Action: Gordy will pass on to Vodden the BoD's desire to promote more on what prizes will be available. Set up of the paddock for club events is a top priority which needs to be resolved. The track is not set up to handle this and does not have the authority. Vodden recommends this best be handled by SFR. ---- Thunderhill Report -- Vodden via E-mail Per Smith, earlier this week, we received another good report on the water/well. Filters are working; will not need reverse osmosis. This has been verified by the state. Nosler indicated some specific track maintenance issues which need attention. The kitchen will be up and running for the next event. It will be a Pepsi facility and TH will receive $15,000 in promotion money over the next six years for signing with them. Electrical service down the center of the paddock has been well received. The old T&S/Race Control and Race Central trailer buildings are gone. Have received confirmation that before the end of the year Pacific Raceways in WA will buy the remaining bridge we got from SP. Infineon will give us two more bridges for future use to back-fill behind this one. TH staff is fine and working hard. They appreciate the thanks they have received from members who have personally praised them in various e-mails and letters. ---- Strategic Planning -- Sandra Florstedt Questioned whether we are on schedule? Refer to 8/25 minutes regarding goals and action plans. Make sure we have defined our goals, how they are measured, and our timelines. Smith showed binder he has developed for our planning sessions. Suggested that everyone have a similar binder. Tatum suggeste d distributing rough drafts to each BoD member prior to our 10/16 meeting to make sure each one is on track. Action: Outline to all by 10/3; respond by 10/10; finalize process for 10/16 presentations. Sandra requested that she be copied on e-mails. Harriman feels the real challenge is to become proactive, not remain reactive. ---- Region Administrators Report -- Grantz via Gordy Region business: Working to eliminate multiple copies of The Wheel being sent to the same address. Working with Blakemore on the special edition of The Wheel. Applied for and received sanction/insurance for 50 + 5 Anniversary party. Updated SFR vehicle insurance to include designated drivers for all vehicles. Received petitions from 5 BoD/RE candidates and verified nomination signatures. Club Racing and Pro Events: Distributed vouchers to chiefs for LS ALMS to allow pre-registration. Interfaced with SM competitors and coordinated with T&S for the LS event. Ongoing updating of vintage database; had Vintage Supps approved by National. Working with Vodden on Supps for Western States Championship Shootout. Rally Program: Applied for and received sanction for Sept. 27-28 Rally School and Cross. No longer requires Divisional Steward John Forespring's signature since Grantz is now a licensed Regional Rally Cross Steward. Handling registration for the Sept. school and coordinating with new Rally web master to keep updated entry lists and info on the web page. Coordinating with TH and Rally program to select best date, a weekend in October, for final event of 2003. ---- Secretary's Report -- McClellan Motion (Smith/Allen): To approve minutes from 8/28/03 BoD Meeting. Passed--Unanimous. ---- Treasurer's Report -- Nosler Profit and Loss Statement (Year to Date) through August 31, 2003: 1. Club Administration Income (dues, etc.) $ 82, 212 Expenses (payroll, overhead, etc.) (109, 174) ( $26,962) ($26,962) 2. Road Racing a. 19 Event Income - Net DriversSchool $ (4,713) 7 Race Events 194,537 3 Pro Events 82,771 $272,595 b. General Racing Income (State of CA, etc.) $ 67,700 Expenses (126,579) ($ 58,879) Road Racing Total $213,716 3. Solo II Income $ 8,262 $ 8,262 4. Misc. Income and Expenses Expenses The Wheel ($ 46,998) Banquet (17,981) ($ 64,979) ($ 64,979) Total Yearly Profit through 8/31/03 $130,979 August Activity Total $ 50,141 Motion (McClellan/Allen): To approve Treasurers Report as of August 31, 2003. Passed--Unanimous. Nosler noted that to date, only about 40% of the Frequent Race Program credits have been used. ---- Old Business ---- 50 + 5 Celebration Update -- Gordy Not having luck on obtaining sponsorship. We are hoping for about 200 attendees. Have several good cars for viewing in the plaza. Tatum has organized a very good silent auction. BoD noted that Blakemore should do an article for The Wheel; we thank him for the publicity he has given the celebration. Action: Gordy will write an article for Sports Car. ---- Marketing Activity Update -- Smith Pilar Miranda is no longer going to be doing Club telemarketing. Now has too much to do. Smith states it will be difficult to find someone with the same skill sets. Best scenario would be to have Pilar supervise someone working out of Smith office. A specific individual was named and there will be follow up. ---- RDC Enduro Fee Schedule -- Gordy Greg Mercuro, from RDC, has submitted a proposed fee schedule to SFR which would provide RDC with additional funds. They are requesting $35 per entrant flat ate for entries before the deadline and 33% of all fees for late registration. Motion (Nosler/Tatum): To increase Enduro fees to RDC as proposed. Passed--Unanimous. However, BoD notes the a request for a more cooperative atmosphere between RDC and SFR which will benefit the Club as a whole. Action: Allen to address at and RDC meeting and also invite an RDC member to attend BoD meetings. ---- Childcare at TH -- Tatum Went well. Found someone in Willows area with child care experience. Had a total of 12 - 13 kids over the weekend. Was centrally located in the new building. Is set for the next two TH events. BoD will evaluate at Dec. meeting whether to continue program in 2004. TH may be the only track where it is feasible. ---- Status of Special Edition of The Wheel -- Smith Blakemore, Grantz, and others are working on this project which will be used as a recruiting tool at Auto shows. Will be 12 pages, 4 in color, on good quality paper. Needs to be completed the week before Thanksgiving. ---- Porsche Club Parade -- Gordy NASCAR is now on that date, so has become a non issue. ---- Upcoming BoD/RE Election -- All Draft cover letter has been reviewed. Candidate statements will be reproduced and ballots will be mailed around 10/24. They must be returned to the office by Nov. 10 and counting will take place on Nov. 11 at Valley Import Center in San Ramon. ---- New Business ---- NorPac Convention -- Gordy A panel discussion is planned on various volunteer worker specialties with emphasis on what each specialty does. Expecting experts from all venues, including Solo I, Solo II, Rally and Club Racing. Scheduled for Jan. 9 - 11, 2004 at the Atlantis Resort Casino in Reno. Action: Gordy to contact experts within SFR and solicit participants for the panel. ---- Status of Legal Review of SFR and TH -- All Nosler has not identified an individual. Smith has a business tax attorney whom he recommends. Has experience with non profit organizations. Action: Smith/Nosler to interview jointly. He will review operations of both organizations and ensure 501(4)c compliance. ---- Runoffs Update -- Gordy/McClellan Region was well represented by Roger Eandi, RJ Gordy, Barbara McClellan, Morris Hamm, and Dick Templeton who worked as Stewards, Barbara Baldwin who worked in the SCCA office, Lori Eandi in Racers Assistance Center, Jim Rogaski on the Comp Board, Marcy Crawford, Timing and Scoring and Gary Pitts for National Board meetings. National Champions included Rennie Clayton in FA and John Black in SRF. Workers of the Year included Michael Ryan Cantu, Starter, and John Schmale, Pit Marshal. BoD congratulates all. ---- Region Dues Report -- Gordy National has requested current information for regional dues. Current rate is $20/10/20 for individual/spouse/family, respectively, plus the $85 for National dues. Motion (Nosler/Allen): After review of other Region rates, to increase Regional dues to $25/10/30 for individual/spouse/family. For: Allen, McClellan, Nosler, Smith, Tatum. Opposed: Harriman. Motion Passed. ---- Supps for 2004 -- Gordy SFR has received a letter from Lynn Egan requesting that Baby Grand be allowed to run pump fuel. Need to survey all 5 BG drivers before decision. Need to ensure 2004 Supps specify Toyo tires for SM (since we are on the third year of our contract with them) and spec exhaust system for sound limits at LS. Motion (Harriman/Tatum): Spec tires for SM to be Toyo. Passed--Unanimous. ---- Liaison Reports -- All ---- Social -- McClellan/Smith Smith has met with TH and Social crew on use of kitchen in the new building. Logistical issues, which existed the weekend of Sept. 20-21, have been overcome. Social has made the move and the new facilities were enjoyed by all. ---- Emergency -- Gordy Safety/Pace car tires were replaced for $1000. Rollback has been ordered for US Sports Car. ---- The Wheel -- Harriman Grantz continues working on removing duplicate issues being sent to the same address. Number of issues have been cut from over 5500 to 4650 which will save almost $250/month. ---- Timing and Scoring -- Smith Still looking for a chief for 2004. ---- Sound -- Allen Chief raced at last event but had sufficient personnel to cover. ---- Paddock -- Allen Jones still needs to do track paddock layouts. ---- Worker Trans -- Harriman Doing a good job sharing vans with media at LS. Earl Leshmett wants a new truck for Infineon. ---- Executive Session (provided to BoD under separate cover) ---- Correspondence None ---- Adjournment Motion (Allen/Tatum): To adjourn meeting at 11:30 PM. Passed--Unanimous. Next meeting scheduled for Thursday, October 16, 1:00 PM at Mike Smith's office, Saratoga.