SFR SCCA Board of Directors Minutes -- FINAL November 22, 2003 -- 7:12 AM Radisson Hotel, Sunnyvale ¢ 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 Bruce Goronsky - Vintage Chief Sherry Grantz - SFR Manager David Vodden - Properties, Consultant Solo II Site Committee -- MJ Dunlap Bryan Nemy David Ray Anthony Tabacco ¢ Secretary's Report -- McClellan Motion (Allen/Nosler): To approve minutes from 10/16/03 BoD Meeting. Passed--Unanimous. ¢ Treasurer's Report -- Nosler Profit and Loss Statement (Year to Date) through October 31, 2003: 1. Club Administration Income (dues, etc.) $ 85,612 Expenses (payroll, overhead, etc.) (130,772) ( $45,160) ($45,160) 2. Road Racing a. 19 Event Income - Net Drivers School $ (4,713) 9 Race Events 203,317 7 Pro Events 137,867 Vintage (3,926) $332,545 b. General Racing Income (State of CA, etc.) $ 71,818 Expenses (148,976) ($ 77,158) Road Racing Total $255,387 3. Solo II Income $ 14,523 $ 14,523 4. Misc. Income and Expenses Expenses The Wheel ($ 58,501) Banquet (17,981) Anniversary Party (22,499) ($ 98,981) ($ 98,981) Total Yearly Profit through 10/31/03 $125,769 Motion (Harriman/Allen): To approve Treasurers Report as of October 31, 2003. Passed--Unanimous. Smith will take data from Quick Books and export to Excel so that within the next 60 days, Smith and Nosler can work with Blythe on the data. Nosler stated that we are financially secure, but the BoD needs to remain mindful of 2004 expenditures. Further stated that financial contracts with detail are needed and must be more formal. Track negotiations will be done by Gordy, Smith, Nosler, and Tatum. ¢ Old Business ¢ Western States Championship Recap -- All Good job. BoD compliments David Vodden on his effort. Weather was not always cooperative. Formula Vee anniversary highlighted the event. Could we build on this for the future? Noted that out of region entrants were fewer--perhaps promotion could have been greater. Nosler noted that this was not the signature event he pictures for SFR. If it were moved to Oct. or earlier, would require regional scheduling adjustments. Regional points chase might preclude some entries if event is earlier in the year. ¢ NorPac Convention -- All BoD members are urged to attend. Several are on the schedule for presentations. Action: Gordy to follow up with Deborde to confirm speakers. Five chiefs from last year received free registration fee for this year's event. Even though three will not be chiefs, all are expected to remain in leadership roles. They may choose to attend or to give the free registration fees to their replacements only. Action: A similar drawing to be held at the next Chiefs Meeting for the 2005 Mini Convention. ¢ Legal Review of SFR and TH Status -- Smith/Nosler Have met with Peter Whitman, an attorney with experience with not for profit organizations. Memo documenting legal standards which apply to the relationship between the Club (SFR) and the corporation (Properties) was distributed and discussed. ¢ Visitors' Reports ¢ Oil Recycling Champions -- Vodden On target; one billing to date. May receive an income in December. Will be in Auto Show with banners. ¢ Region Report -- Vodden BoD discussed need for Directors and RE to be bonded. We currently have Directors and Officers liability. Action: Vodden to follow up. ¢ Thunderhill Report -- Vodden Presented at Properties Meeting, Nov. 21. ¢ Vintage Update -- Goronsky Event went well; detailed report will be available in January. BoD compliments him on how well it went. Parties were enjoyed by all; great social time. LS charged more for the test day than expected resulting in a net loss. Goronsky is currently working with the Oregon Vintage community for a 2005 Spring event in Northern CA and a later one in OR. Smith has asked Grantz to pull data to help with grouping concepts. ¢ Solo II -- Nemy/Site Committee Potential Bay Area Solo II site discussed in Executive Session. ¢ National BoD Update -- Pitts via Gordy A possible sanction for Reno/SFR Double Regional will be discussed at the Dec. 10 meeting. There will be significant changes on the National BoD with the election of five new members. ¢ Rally Update -- Montgomery via Gordy Last year's program had an overall profit of $1093 after necessary purchases. Still working on an agreement with TH. Looking for more formality. ¢ 2004 Schedule and Supps -- Grantz Tentative schedule distributed. Would be difficult to change the WCS to earlier in the fall in 2004. Copies are available for Annual Membership meeting. Still waiting on National approval for Double National. Nosler indicated that Racer Magazine is interested in sponsoring a Formula Ford event at either LS or Infineon. Would bring 100 cars and require two extra run groups since FF, SF, and CF would have to run separately instead of combined. BoD suggested that either the Aug. Regl at Infineon or Apr 30 - May 1 be considered. Action: Nosler to work with Archer on schedule. Also to run tentative event schedule by McClellan for Steward review. Go ahead given for sending out tentative event schedules for review by Gordy/McClellan/Rogaski. Once OK'ed by them and forwarded to Archer, the plan is to post the first half year schedules on the Web site as tentative. Then as Grantz receives sanction number from National, they will be posted as final. Grantz asked if the entry deadline could be moved back to the Friday two weeks prior to an event. This would facilitate office work. BoD agreed. McClellan indicated that the Chief Announcer has stated that the worker hotline has received very little use this past year. Motion (McClellan/Smith): Move to discontinue use of the hot line. Meeting with Steve Page of Infineon to discuss Race Officials working pro events is scheduled for the week of December 8. Preliminary supps distributed. Smith and McClellan had already given input. Action: BoD to review individually and distribute comments. Need next draft for Dec. meeting. Supps need to be completed and approved by National early in Jan. if we hold a Double National. ¢ Region Administrators Report -- Grantz Region Business: Hired ballot stuffing staff, oversaw ballot preparation; and mailed ballots on schedule. Kept Hot Topics on web page updated as requested by Region Board, Chiefs, special project leaders, and TH, and with additional upcoming subjects. Membership: Conducted Ambassador tours at Oct. Regl at TH for 5 attendees. Acquired 2 new members who have joined Scrutineering crew. Recruited a new volunteer who attended Vintage as part of the Emergency crew and will continue to volunteer. Met Diamond Brothers at Moscone to see proposed SCCA display space. Worked with Anna Coturri to organize the Moscone Auto Show; helped to find volunteers and display cars. Wrote text for Special Edition of The Wheel. Worked with John Blakemore on schedule and layout so that the final product meets our goals. Progress is very good! Club Racing & Pro Events: Coordinated with Sharon Molinari of RDC to ensure all areas of Registration, entry, and fee collection went smoothly for the Enduro. Helped plan schedule and system to eliminate potential problems. Goal was to improve overall relations between RDC/SCCA for this year and beyond. Did entry for the RDC Enduro which allowed Colleen to focus on the WSC and ensured all the drivers got memberships, licenses, and RDC memberships (many entrants are not our usual Regional drivers and are not familiar with all our rules). Worked with Blake Tatum on FV 40th Anniversary events, contingency awards, purse, points, etc., to ensure their WSC weekend was a success. Had 2004 Driver's School packets available on October 30 for all those who are already inquiring about the school. Rally Program: Helped prepare for October 25 Rally cross. Set up season-end awards party at Downtown Pizza. Continued to provide Rally program financial information to Blythe for Region financial reports. ¢ New Business ¢ Drivers School -- All Les Berry, who has coordinated the Drivers School for the past several years, has been promoted and will be moving out of the area. BoD wishes to continue with the current Chief Instructors, but wants to appoint someone to coordinate the many issues. Suggestions were that Michele Hemus and Kevin Rogers be asked to assume that position. Action: Smith to follow up with Hemus and Rogers; Gordy to retrieve files and forward to Grantz. BoD to provide support staff as needed. McClellan volunteered to coordinate with Social and Stewards as needed. ¢ Annual Awards Banquet -- All Grantz noted that we are not scheduled to send out a reservation form for the banquet, which will be held Jan. 24. BoD suggested that a reservation form be included as an insert in the next issue of the Wheel as well as having a form on the Web site which can be printed out and sent into Jim Keane. ¢ Annual Membership Meeting -- All Reviewed agenda for meeting which follows BoD meeting and verified that everyone is prepared to cover their sections. ¢ Liaison Reports -- All ¢ Announce: McClellan indicated that Mary Lou Robson has decided to step aside as Chief. Suggestion is that Bob Stegall and Jack Chisum be appointed Co-chiefs. ¢ Flagging: Gordy indicated that Alan Mertens has decided to step aside as Chief. Mike Neff to assume position. ¢ Emergency: Gordy indicated that Earl French has moved out of the area. Mike Short and Dan Kenber will be appointed as Co-chiefs. ¢ Registration: McClellan suggested that after every event, Registration should have an audit conducted. Action: Vodden to follow up. ¢ Executive Session (provided to BoD under separate cover) ¢ Correspondence None ¢ Adjournment Motion (Smith/Allen): To adjourn meeting at 11:00 AM. Passed--Unanimous. Next meeting scheduled for Saturday, December 13, at 9:00 AM at Mike Smith's Home, Saratoga.