SFR SCCA Board of Directors Minutes--FINAL
May 17, 2004 -- 1:07 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

Guests
Sherry Grantz - Region Manager

¢ Visitors' Reports

¢ Vintage Update -- Goronsky via Gordy
Fall Vintage event plans on schedule. Pitts has worked with Bryan Cohn from National regarding VMC licensing standards. Vintage groups not noted in GCR need to send a letter to National who will then license them.

¢ Solo II Update -- Nemy via Harriman
Site Acquisition Committee meeting tomorrow at prospective site. Pro events went well. Gordy has been notified of a change in leadership in the Fresno Chapter. Action: Tatum to follow up with Gary McDaniel, past president.

¢ National BoD Update -- Pitts via Gordy
Progress on vintage licensing status (see Vintage Report). Smith states there are no new SRF transmissions. What is Enterprises doing? Action: Gordy to follow up. National Convention date has been changed to Jan. 27-30 which is the same date as our Annual Banquet. Keane is working on changing banquet date. Grantz states that she has still not received a current membership file from National. This is causing major problems with The Wheel mailings since our software kicks out members if they are 45 days overdue in renewed their membership. No new members, renewed members, or address changes are available. Additional problems are caused at Registration with drivers and Race Officials not having current licenses. Smith and Grantz will cut and paste for the May issue of The Wheel. BoD feels that top officials in National need to be aware of this problem. Action: Gordy to follow up with Pitts and Johnson ASAP. Need a drop dead date when the database is up and working.

¢ Rally Update -- Montgomery via Grantz
Rally Cross held this past weekend. Event, which is low key, went well. Only had 45 entries, although more were expected. Skyler Stein and Lewis Young coordinated. Another event is scheduled for next weekend. Another volunteer is being trained to be licensed as a Safety Steward since neither Grantz nor Stein will be there. Montgomery is now on the National Safety Board. Harriman has been trying to talk with Pete Soper regarding the TSD Rally in July.

¢ Competition Director Update -- Archer
Gordy and Archer have been communicating on a regular basis. McClellan again stated her concerns about heat on volunteers and drivers during the July Double Regional at TH and urged a schedule change. BoD did not want to reduce all races to 25 minutes but recommends to Archer to start Sat. session at 8:00 AM and move one of the Sun. qualifying sessions to the end of Sat. which will make for a longer day but will allow everyone to be finished by 3:45 PM on Sun.

¢ Thunderhill Report -- Vodden via emailPreliminary financial results look to be as good or better than the same period in 2003. As expected, expenses are higher than before with most of the increases tied to utilities and the use of the new kitchen and building. The track west wall is in the final stages of conversion to the new safer location. The new turn 11 F&C station was blessed by SCCA. Smith reported that he and Vodden have met with several motorcycle riders who have raced at Fernley. They especially liked the smooth track surface there as well as the new surface at Infineon. Fog sealing of TH has been postponed until after the meeting in early June with Art Siri, track consultant. A bid has been received to add asphalt for run off areas, but BoD is concerned that this will be used by drivers to "extend" the track. Gordy suggests berms or alligator curbs, such as LS has, to slow the cars. Action: Smith to take BoD recommendation to
Vodden.

¢ Oil Recycling Champions Report -- Vodden via email
Check for $69,910 arrived from the State; Ross Campbell will receive $14,650 and Rio Media $17,303. The ORC wrap van, driven by Sherry Grantz, went though the Willows Lamb Derby parade. This and other special efforts will help meet the sponsorship commitment to show off this van as much as possible.

¢ Region Report -- Vodden via email
In the planning stages for the Western States Championship race. Will need everyone's help building up the event. Tony Jimenez and Airtech, which provided AC units for T&S for the R & T event as well as future LS events, will receive a sponsorship trade-out at the LS May Regional event for value received by the club.

¢ Region Administrators Report -- Grantz
Dual Entry Draft for 2005 Supps to state: Dual entries: The dual entry fee will be charged for a driver entering the same car in an additional race group under a single sanction number. Car must meet class specs for each race class entered. Acceptance letters are now being sent in window envelopes which notes class, membership, car and transponder numbers. This allows drivers to review and correct prior to arriving at the track. Drivers are recognizing the late entry dates and there were fewer late fees imposed. As of Fri., there were 268 entries for the LS event. Since Vodden will be out of town this next weekend, Robby Hatcher will be bringing everything to the track. BoD expresses appreciation. Region has received the contracts for membership booths at Infineon.

¢ Secretary's Report -- McClellan
Motion (Harriman/Smith): To approve minutes from 4/19/04 BoD Meeting.
Passed--Unanimous.

¢ Treasurer's Report -- Nosler
Profit and Loss Statement (Year to Date) through April 30, 2004

1. Club Administration
Income (dues, etc.) $ 33,612
Expenses (payroll, overhead, etc.) (63,658)
$(30,046)

2. Road Racing
a. 20 Event Income - Net
Drivers School $ 5,257
Double Natl. TH 20,520
Regl. Opener Inf. 31,335
Regl. 2, TH 41,414 See Note 1
$ 98,526

b. General Racing
Income (State of CA, etc.) $ 2,412
Expenses (47,233)
($ 44,821)
Road Racing Total $53,705

3. Misc. Income and Expenses
Income: Thunderhill dividend $50,000
Oil Recycling Program (61) $49,939 See Note 2

Expenses: The Wheel (18,593)
Banquet (13,068)
Rally Cross (198)
$31,859

Misc. Total $18,080

Total Yearly Profit through 4/30/04 $41,739

Note 1: All expenses not in yet
Note 2: ORC payment of approx. $38,000 received, but not posted

Motion (McClellan/Tatum): To approve Treasurers Report as of April 30, 2004.
Passed--Unanimous.

¢ Old Business

¢ NorPac Update -- Gordy
2006 Meeting--still looking for a Chairperson. SFR, as host, will be responsible for workshops, program speakers, and the silent auction.

¢ TH Regional and Road & Track Recap -- All
TH Regional went well. No major issues. Drivers liked getting their lap times at all sessions. R & T a relatively low key event. Obtaining information for T&S tended to be a problem with some of the pro groups. T&S have some thoughts on how to deal with this issue. McClellan felt that staffing the Lola drive-arounds at noon was out of contract and should be refused in the future. SuperKarts contributed $200 to WAP--thanks from the BoD. Also a thanks to Tony Jimenez, SCCA FF driver, who brought in a portable AC unit for T&S. This was greatly appreciated. Gordy has recapped the drifting event in his REflections column. Emergency crew showed once again they could do the job even without tow points on the cars.

¢ Infineon and Laguna Seca Contracts -- Gordy/Nosler
LS contract has been signed. Waiting for a return response from Infineon track management. Nosler still has not heard from Steve Earle regarding the Monterey Historics. Gordy suggests going though Debbie Earle. We realize that there has to be negotiations, but Smith just wants us to start the evolution of getting things down on paper to start the culture change.

¢ Paddock Issues -- All
Allen has met with Bill Schooley who provided assistance and ideas to help with paddock organization. Lee Ellis will be at LS this weekend. Allen will be taking a map to the snail staging area on Fri. with designated lanes outlined. Reminder to drivers that open trailers should be moved out of the paddock. Discussion about coning off space for late arrivals. Smith had prepared a paddock responsibility handout which was discussed.

¢ Strategic Planning -- All

¢ Volunteer Efforts -- Harriman
Handout distributed which listed accomplishments and proposed goals for incentive programs, recruiting, training, communications and metrics/measurements. Jane Newbury will be the overseer of the points program. Database which was maintained by Laura Stitch has been handed over to John and Dorothy Brookman. They will maintain parallel programs for a few months to ensure points the same. McClellan clarified that since crew jackets were not part of the VIP points, that responsibility will remain with Cornelia Bell, Awards Chief. Reminder that it is crew chiefs' responsibility to notify Cornelia when a volunteer is due a crew jacket. Smith discussed the closed loop marketing data base program. Since we have not received leads from National until last week, it has been difficult to make calls. Paul and Sheri are splitting up the calls. National database file doesn't differentiate Solo II members from volunteers. Dave Allen, Mike, Pilar, Paul and Sheri are working together on the program. There will be an Ambassador tour at LS at 11:00 AM on Sat.

Next month, McClellan will discuss Training.

¢ Scales and Tech Trailer at Thunderhill Update -- Gordy/Smith
Gordy working with Hamm and Mercurio to find a better ramp set up than currently available. Smith recommends a sign that states scales are + 1%. TH has found a construction trailer which would cost $6-7000. Another choice would be to build a small Sound building for about $1,500 including air conditioning and move the renovated Sound trailer to Tech. This could be available by Sept. BoD thinks this is the appropriate thing to do.

¢ New Business

¢ Annual Banquet Date Change -- Gordy
Jim Keane called during BoD meeting to say that the hotel is available on Sat. Jan. 15 for the Annual Awards Banquet. We recognize this is the weekend following the Reno mini convention and overlaps the National race at Phoenix, but it is the only date available. Confirmed the date of the 2004 Awards Banquet will be Jan. 15.
¢ Vouchers for Pro Events -- Smith
Vouchers are a major headache for the Office and Chiefs. The Official and Guest vouchers have already been sent to Chiefs for Wine County. BoD recommends not using them for NASCAR, especially if we can do pre-registration at the LS Double Regional. Action: Harriman to follow up with Registration.

¢ Fri. Social Dinner Costs -- McClellan
Grapes of Wrath, which caters the LS Fri. night worker dinners, has stated they cannot do them for less than $15/person. BoD wants the limit to be $13/head, including tax and gratuity. Action: McClellan to follow-up with Social Chief. If she cannot get them at the lower price, it was suggested that she contact Gordon at Gold Star Catering who has catered our tri-tip dinners for $12.00/person. Thai Orchid, owned by Allen Mertens and his wife, have submitted a proposal of $13.50, including tax and gratuity, for Fri., July 30. BoD accepts this proposal.

¢ NASA Ad -- All
They have asked that The Wheel accept an ad for their Dec. event only. Competition Director would not want us to give a competitor this opportunity. No motion made to accept the ad.

¢ Mini Cooper Race Cars -- Smith
Belief is that this group of cars will become very popular and eventually be available as a race group. Recommends that Vodden or Archer start laying the ground work for Spec Minis.

¢ Double National -- Gordy
This event, in which SFR took the financial risk, netted approximately $20,000 to the region. Reno Region contributed about 10 workers, which made up about 10% of the volunteers. Gordy suggests a $2000 contribution to Reno. BoD discussion followed with the conclusion that this was too much. Motion (Harriman/Smith): To make a one time contribution of $1000 to the Reno Region. For: Harriman, McClellan, Nosler, Smith. Against: Allen and Tatum. Motion -- Passed.

¢ Liaison Reports -- All

¢ Registration -- Harriman
Reported that OR Region now on-line registration and acceptance. The driver only has to sign release at Registration. Harriman to find out more information.

¢ Pit Fire -- Gordy
Still need resolution of involvement of Pit Fire at Infineon pro events.

¢ RDC -- Allen
Newcomers to LS will be driven around the track Sat. morning by RDC board members. Scheduled to start at 7:15 am with cars off course by 7:45. RDC drivers will lead the group together. Gordy has confirmed this is OK with LS.

¢ Concours -- Gordy
Has a meeting scheduled with Steve Miller on May 25.

¢ Communications -- Gordy
Stated we have received a billed from TH for damage to equipment. Have also been billed by Infineon from last event. McClellan suggests that a TH staff person explain and give an example of how damage is occurring at the next crew meeting. Action: Smith to follow up with TH

¢ Emergency -- Gordy
Rescue 2 blew a tire returning from LS R & T event. Now needs a replacement set. Motion (McClellan/Allen): To purchase a new set of tires for Rescue 2. Passed--Unanimous.

¢ Executive Session (provided under separate cover)

¢ Correspondence
SFR received a letter from SCCA Foundation for the donation in Bill Bass' memory.

¢ Remarks for the Good of the Order

¢ Adjournment
Motion (Allen): To adjourn meeting at 6:40 PM. Passed--Unanimous. Next meeting scheduled for Saturday, June 19, at 9:00 AM at Mike Smith's Home, Saratoga.

Respectfully Submitted,
Barbara McClellan, Secretary