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

¢ Visitors' Reports

¢ Vintage Update via Smith/Gordy
The fall vintage event has been changed from Oct. 22-24 to Oct. 29-31 due to a miscommunication between LS and SFR. Goronsky has been made aware of the change and is working with other sanctioning groups where there is a conflict. Action: Gordy to request that Grantz notify Chiefs of date change. All Day BoD Meeting changed to Oct. 23. Smith has been reviewing the previous years budgets and expenses. Goronsky is aware that the car count has decreased and the expenses have increased. BoD recommends that advertising expenses could be reduced by concentrating on specific groups. Nosler suggests that entry form include the notice that entry fee does not include the Monterey County park fee for non-SCCA members.

¢ Solo II Update via Harriman
Site Acquisition Update -- process is still moving forward. Pro Solo II and Pro Tour events are scheduled for Castle Air force Base, Atwater, on 4/24-25 and 5/1-2, respectively.

¢ National BoD Update
No report available.

¢ Rally Update via Harriman
April Rally School has been canceled. Handout distributed for contract structure and rates; looks good to the BoD. Action: Harriman to follow up with Montgomery. Pete Soper wants to run a two day TSD Rally in Yreka this summer. Interested in SFR purchasing sanction and insurance.

¢ Thunderhill Report -- Vodden via Email
Double National event spoke well for the track; many, many compliments. New food service is working well. Current projects underway include: worker picnic area, completing final two garages, fog sealing and striping the paddock, adjusting the west side crash wall, and cosmetic enhancements like the new entrance sign. As of this date, there are 15 days available from now to Dec. 1 and 26 days available in Dec., for a total of 41 unbooked days in 2004. Mini Grandstand for South Hill -- Nosler wants to design and donate a grandstand with cover for spectators. TH will need to keep path clear and additional fencing. BoD expresses appreciation to Nosler for this donation. Properties President, Mike Smith, presented a $50,000 check to SFR. BoD thanks Properties and extends appreciation to David Vodden for making it happen.

¢ Oil Recycling Champions Report -- Vodden
ORC banners in place at the Double National. Yet to receive the first payment, which is overdue, but it has been promised within a couple of weeks. Vodden suggests ORC sponsor a dinner for Pro Rally event in 2005.

¢ Region Report -- Vodden
Two of the Worker Trans vehicles from Infineon have been moved to TH. There is still a wagon, a tan truck, and the 280ZX jaws car which are bound for TH. Marriott Courtyard is partially sponsoring the upcoming Infineon event by providing some rooms. BoD wants to know how these rooms are being used? Action: Gordy to follow up.

¢ Region Administrators Report
No report available. Grantz had directed several questions to McClellan for BoD response. They are as follows: 1) Several drivers dual enter into classes which are not listed in the Supps and wish to be eligible for dual entry fees. Essentially any driver entering the same car in two classes writes down the second entry as dual entry price of $130. Does the BoD want to allow this? BoD states to qualify as dual entry, it must be in the Supps. The process to correct this would be to petition Comp Director for change. 2) Late entry deadline has been changed to the Fri., week before an upcoming race. Many late entries were received for the Regional Opener. Region office was lenient this first time. Is it OK to start charging late fees in the future? BoD sees no problem with this approach and thanks the office for the way it was handled for the first event. 3) Northwest Region has requested our mailing list of drivers from the Double National. Is it OK to provide another region with our drivers' mailing address? BoD thinks it is fairly common and is OK to provide to NW Region.

¢ Secretary's Report -- McClellan
Motion (Smith/Allen): To approve minutes from 2/16/04 BoD Meeting. Passed--Unanimous.

¢ Treasurer's Report -- Nosler
Profit and Loss Statement (Year to Date) through February 29, 2004:

1. Club Administration
Income (dues, etc.) $ 22,919
Expenses (payroll, overhead, etc.) (22,252)
$ 667 $667

2. Road Racing
a. 19 Event Income - Net None to date

b. General Racing
Income (State of CA, etc.) $ 430
Expenses (24,201)
($ 23,771)
Road Racing Total ($ 23,771)

3. Solo II
Income ($54) ($54)

4. Misc. Income and Expenses
Income (Thunderhill) See Note 1 $50,000
Expenses The Wheel (10,480)
Banquet (13,028)
$26,492 $26,492

Total Yearly Profit through 2/29/04 $ 3,334

Note 1: Thunderhill payment due by 3/31/04

Motion (McClellan/Smith): To approve Treasurers Report as of February 29,
2004. Passed--Unanimous.

¢ Old Business

¢ Drivers School Recap -- All
BoD received a letter from Kevin Rogers recapping the school. Thinks it went well and attributes this to the outstanding effort of everyone who worked to make the school possible. There were 98 entrants. All agree that about 100 students is a good number to give all plenty of instruction and track time. Kevin Rogers and Michele Hemus, as project managers, coordinated the event and Jon Becker was the Chief Driver Instructor. BoD thanks them for their hard work. Feedback has been very positive and BoD acknowledges that we had happy customers. The Observers Report, by Roger Eandi, Chairman of Stewards of the Meet, was very positive and complimentary. There were 65 instructors--perhaps more than needed. BoD would like to have more quality instructors. Action: Nosler to Request Becker to develop an Instruct the Instructor agenda. Suggestion that Rogers, Hemus, and Becker be invited to a BoD meeting to discuss their plans and impressions. Action: Nosler to develop an Executive Overview to include a plan and structure desired. Nosler asked if we should consider holding two Drivers Schools per year. BoD does not think we have the demand and there were be problems having enough volunteers.Gordy has nominated Jon Becker to be on a national task force, being led by the RE of the DC Region. Goal is consistency across the nation of SCCA Drivers Schools.

¢ Double National Recap -- All
First time we have done a Double National in a long time and BoD thinks it was very successful. Car counts were good, weather was wonderful and everyone had a lot of enthusiasm. Financials are not yet available. Lot of out of region drivers. Gordy likes the title "Gathering of Champions" for this event and recommends the same weekend next year. Reno Region was very happy with the program; they were able to bring 10 volunteers for the event. Chairman of the Stewards of the Meet, Costa Dunias, was very positive in his Observers Report. There were problems with the scales with inconsistencies in measurements. Action: Nosler to follow up. Smith also noted that, for certain individuals, radios need to be available until everything has been completed for the day. Until Stewards hearings were complete and issues resolved, T&S was unable to complete the results. Action: Gordy to follow up with Radio Tech Chief.

¢ Grid Location at Infineon -- All
Co-Chiefs of Tech, Karen and Paul Lamm, have requested that Grid be relocated across from Race Central which would allow them to use the ramp at the Media Center and avoid some of the problems experienced by low cars at the center ramp. Nosler stated that the center ramp drive can be repaired relatively easily. McClellan reported that both Registration and Race Central have expressed concerns regarding the congestion, safety, and the noise. Gordy stated that the communications box at the bottom of the ramp will need to be operational or Grid will have to depend on the radios to communicate with Race Control. BoD is willing to try this location and obtain in put from drivers and Race Officials during the weekend. Action: Allen to contact Paddock Marshal to ensure space is allocated. Harriman to check with Registration about moving to another garage area.

¢ Infineon and Laguna Seca Contracts -- Gordy/Nosler
LS contract is in the final draft. Still waiting for input from Infineon and Steve Earle before those contracts can be finalized.

¢ Strategic Planning -- All
Extensive discussion on status of reaching our goals. McClellan stated that she has worked with Chiefs to obtain training manuals. Action: At the 2004 Annual Meeting, Chiefs will be asked to update all manuals for the 2005 season. Copies will be retained in Region office and will possibly be available on the Web site. Harriman would like to see us further along in decisions about volunteer recruitment and incentives. Smith reported that TH is moving in the direction we have indicated. Leadership of track is being developed to lead. Allen stated that the BoD needs to give further direction to the Driving School on where we want to go. Drive arounds are being arranged for new and out-of-region drivers for the first morning of each Regional event. In Tatum's absence, it was reported that we have reached our 2004 goal of a detailed operating and capital budget. An outside auditor is in place. Nosler is obtaining input on schedule expansion. We reached the goal of a Double National for 2004 and added one Regional. Next year we will attempt to add the Regional/National at Infineon back to the schedule instead of a Double Regional as well as adding a Spring Vintage event. Harriman suggests that we discuss 1 goal per BoD meeting. Action: McClellan, after discussion each month with Gordy, to place on agenda. Nosler is working on a single sheet graphic of the mission, values, and goals.

¢ New Business

¢ Laguna Seca Fees -- McClellan/Gordy
Monterey County Parks will be changing $6/car for all non SCCA members to enter the track for SFR events. This is not negotiable with LS since it is a county action. Action: This information will be provided in Acceptance Letters for all LS events. Nosler asked if there is a way we can do revenue sharing with the County for the Vintage "spectator" event?

¢ Race Official Incentive Programs and Recommendations-- Harriman
BoD has agreed that Race Officials will receive 3 points for each day worked, regardless of day or event type. Fifty-one percent or greater participation will provide reimbursement of National and Regional dues. Goal will be to have one place to keep track of where and when Race Officials work. Job descriptions are being developed. John and Dorothy Brookman will be keepers of the numbers. Jane Newbury will audit the numbers and R J Gordy will continue to handle Race Officials merchandise. Nosler reported that the Group 4 drivers will again provide gas cards and Smith stated that M&L racing will provide grocery cards for the Thumbs Up program. One drawing will be held at the Sunday lunch break at all regional events for 5 each gas and grocery cards. Social chief will provide double tickets to the chiefs each Sat.

¢ Tech Trailer at Thunderhill -- Nosler
Tech Chief has indicated a major need for a larger trailer for the Tech area. This serves as a spot for Tech landline communications during an event and storage space the rest of the time. They need a space that is at least 10' X 20' and has AC capabilities. A temporary building would cost $5,000 to 10,000. Smith indicated plans to refurbish the current trailer, the same as was done with the Sound trailer. Action: Smith will try to find a larger trailer and have it refurbished for Tech.

¢ Sunday Schedules at Thunderhill -- Nosler
Stressed the importance of all events being completed by 4 PM on Sunday; this is a promise made early in the days of TH and is supported by the current BoD. Action: Gordy to follow up with Archer. McClellan pointed out that the preliminary schedule for the Double Regional in July at TH has 25 minute races on Sat. and 30 minute races on Sun. Because of the heat, she feels very strongly that 25 minute races both days is better, but in lieu of that, the 30 minute races should be on Sat. and 25 minute races on Sun. This allows drivers and Race Officials to be headed home earlier. Action: Gordy to follow up with Archer.

¢ Timing and Scoring Request -- Smith
Replacement tires for T&S Van were approved off line by the BoD. Smith had sent a memo to BoD on Feb. 26 for approval to purchase T&S hardware and software equipment for approximately $5000. This will allow a complete conversion to the AMB system. This equipment has been purchased and put into use. Motion (McClellan/Nosler): To approve payment for the T&S equipment. Passed--Unanimous.

¢ A and L Awnings -- Gordy
These are awnings similar to Easy Up and this vendor wishes to sell at our events. BoD suggests that they be designated to non-prime paddock space. It was suggested they might wish to make a donation of an awning to the Tech crew.

¢ Emergency Request -- Gordy
The older of the two new Rescue Trucks needs new tires which will cost about $1200. Motion (Harriman/Smith): To approve purchase of new tires. Passed--Unanimous. Co-Chiefs wish to purchase helmets for the Emergency crew. The NFPA is recommending head protection for all rescue and tow truck personnel. (Nosler points out that NFPA does not always make sound recommendations.) Cost for 30 helmets, eye protection, and balaclavas would be about $3800. Plan would be to provide for current, qualified crew members and have future members purchase equipment initially and then be reimbursed based on commitment and tenure. BoD wishes to support the plan but suggests that the larger number of helmets not be initially purchased. Motion (Smith/Harriman): To authorize the request, but suggest purchasing what they need now, but not to overbuy. Passed--Unanimous.

¢ Passing Under Yellow Flag Penalties -- Nosler
Nosler distributed a handout proposing that minimum penalties be imposed on drivers who pass under the yellow flag. McClellan pointed out that this is an issue which the Stewards organization has recently addressed and instructions have been distributed to all Stewards with the goal of dealing with this consistently across the country. She further added that it is the role of the Stewards to deal with driver infractions. Gordy proposed a full pull after practice sessions to hold a drivers meeting to discuss the issue. Nosler and Smith to hold meeting; McClellan is Tech Steward for this event and will be there to discuss directives to Stewards.

¢ Express Registration Request -- All
Rhonda Corbitt sent a letter to BoD and Region office requesting that schedule show that Express Registration will only be from 7 to 10 AM the first day only of any event. BoD supports.

¢ Liaison Reports -- All

¢ Communications -- McClellan
Grace Katagiri has decided to step aside as Asst. Chief of Communications. BoD appreciates all she has done for the crew and club. There are no plans to name a replacement Asst. Chief at this time.

¢ Child Care at TH -- McClellan
A child fell in the play yard during the last event. This was quickly taken care of due to the close proximity of Child Care facility, medical personnel, Race Central, Race Control and Announcer. Initial thought was to call 911, but this was prevented by Race Control. McClellan pointed out that this worked because of the cooperation of all concerned, but emphasized that only TH has the ideal location and reinforced the plan to only have child care available at TH.

¢ RDC -- Allen
Annual banquet has been scheduled for Nov. 20 at the Sunnyvale Radisson. SFR Annual Meeting will be held at the same location on that day. RDC has indicated the plan to continue the No Contact Challenge.

¢ Membership -- Allen
iMax theater in San Jose will have two cars on display for the NASCAR and Top Speed movies Sat. April 17. Art Muncheryan and Dave Harriman have agreed to loan their cars. A discount ticket will be published in The Wheel.

¢ Worker Trans at TH -- Harriman
Tim Linerud will not be available at the April event. Could a couple of Race Officials drive cars as Worker Trans? Action: McClellan to contact Chiefs of F&C for drivers. Harriman to follow up who to contact at TH for the vehicles.

¢ The Wheel -- Harriman
Production count is down to 4500. Working with Blakemore on photo captions. Working on finalizing contract.

¢ Membership -- Smith
Paul Morel is now doing data follow up for membership database. Currently looking for another individual to take over. May have to consider as a future Region office staff position.

¢ Course Marshals -- Nosler
Doing well.

¢ Tech -- Nosler
See comments above regarding trailer at TH. Smith suggests there be more compliance checks. Scales are being evaluated by Morris Hamm. Tech provided friendly information at Drivers School.

¢ Paddock Marshal -- Allen
Bill Jones is now less available, especially prior to an event, due to job responsibilities.

¢ Sound -- Allen
Donna Duffy is set for Infineon sound station. Information on the sound requirements at Infineon will be part of the acceptance letter.

¢ Social
BoD requests Chief to purchase fruit for the lunches. Suggests a dozen apples, oranges, and bananas as a trial and adjust according to use.

¢ Emergency -- Gordy
Third rescue truck is sitting at TH, but E crew doesn't have the personnel to staff. Action: Smith to arrange for SFR to loan to TH for their use. It will be available for the few weekends SFR needs.

¢ Executive Session (provided under separate cover)

¢ Correspondence
Region has received a letter of thanks for the hospitality at the Double National from Bryan Cohn and Jeremy Thoennes. McClellan has sent a letter to Kenneth Ruthenberg, an attorney specializing in HIPPA privacy rules, to ensure that medical information obtained on the entry forms is not in violation of HIPPA. Response will be available shortly.

¢ Remarks for the Good of the Order
Bill Bass, former Chief of Emergency, died recently. Sympathy is expressed to Bill's family. Motion (Harriman/Smith): To make a donation to the SCCA Foundation in Bill's name. Passed--Unanimous.

¢ Adjournment
Motion (Smith/Allen): To adjourn meeting at 3:40 PM. Passed--Unanimous. Next meeting scheduled for Monday, April 19, at 1:00 PM at Mike Smith's Office, Saratoga.

Respectfully Submitted,
Barbara McClellan, Secretary