SFR SCCA Board of Directors Minutes -- FINAL
June 19, 2004 -- 9:00 AM
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:
Tony Jimenez - Driver
¢ Visitors' Reports
¢ Vintage Update -- Goronsky via Gordy
Continuing to work with National on reciprocal licenses. Happy with way things are going. Has identified a potential sponsor.
¢ Solo II Update -- Nemy via Harriman
Trying to get a rental day to run an event at the prospective site. David Ray and Brian Nemy are working with Peter Whitman (Solo II is covering the legal expenses). Tatum is still waiting to hear from Gary McDaniel regarding the Fresno Chapter update; has not returned phone calls, will try email.
¢ National BoD Update -- Pitts via Gordy
New IT system is not compatible with our Region database. Pitts and Gordy have talked with Steve Johnson and Sandy Abrams. Commitment from National to do whatever it takes to correct. Mike Smith has been invited to come to Topeka to assist. A conference call with National and IT consultant is scheduled for June 23. Action: Smith to inform Gordy results of phone call and will handle the technical aspects of the problem. Gordy to keep Pitts and Johnson updated from a Region standpoint. A major problem is no roll up of data and failure of tables to relate to each other. Counts do not match membership numbers. Grantz and Smith are having to manually add SFR data. Do we maintain a parallel database? Can we get copies of renewals and new memberships sent to SFR office? National may have to give us data another way and we have to "fix it." Action: Smith to put information together in the event we need a special brainstorming session.
¢ Rally Update -- Montgomery via Harriman
A fully subscribed Rally Cross event is scheduled for June 26. May be a problem with the Oct. date; they want to move a week earlier. Action: Lewis to work with Shannon. TSD Rally is scheduled for July; they are hoping for a 30 car field.
¢ Competition Director Update -- Archer via Gordy
Group 8 drivers meeting at LS went well; sound issues were well handled. Currently working on the LS Regional/National schedule. Some small bore drivers are indicating they prefer running with Group 3 to Group 6. Will need full group input before changing next year. Nosler reports that Group 4 has discussed split starts and wants to know how it is done. Supps provide this information. Plans are to eliminate the CF group after this year and combine them with SF. Reminder to Group 7 drivers that their numbers are continuing to decrease and they need to think about which group with which they wish to race. Smith thinks that Group 6 SRF and Group 7 FV might be a better mix than Groups 4 and 7. Either way, FB would be eliminated. No discussion on where F500 would go.
¢ Thunderhill Report -- Vodden
Working on Tech/Sound trailer switch; scheduled prior to Sept. event. Properties BoD meeting has been changed to Aug. 16 after the SFR BoD meeting. Smith will locate a restaurant close to his office for the meeting. Stewards have asked about a TV for the SOM room so that the VCR can be utilized when competitors bring videos for evidence. Action: Smith will purchase a TV from Walmart. Speed Channel will be available since that is the same as the downstairs TV. Plans to relocate the original track office outside the second entrance gate to gain much needed security regarding access to the property and additional paddock space for club racers is pending more data.
¢ Recycling Champions Report -- Vodden
This grant program is starting another billing cycle. The ORC SUV has made appearances at several events. Plans are being developed for focus group meetings at the Infineon event the end of Aug. to discuss the ORC programs impact and effect.
¢ Region Report -- Vodden
Working with Steve Archer on the schedule and format for the Western States Championships and will begin promotion in earnest this June. Tatum suggests there be three featured groups with a purse for this event. Sponsors are lined up for the June LS event and the Aug. Infineon event.
¢ Region Administrators Report -- Grantz via Gordy (or email)
Continues to spend a lot of time working with the membership database from National (see report above). Paul Morel is building a ride sharing site for our web site. Currently working on web site design. Distributed a sample about Concours which was designed by Grantz. Coordinating volunteer efforts with Ambassadors, Membership, and Moscone Auto Show. Other activities include publicity for numerous events.
¢ Secretary's Report -- McClellan
Motion (Nosler/Allen): To approve minutes as corrected from 5/17/04 BoD Meeting. Passed--Unanimous.
¢ Treasurer's Report -- Nosler
Profit and Loss Statement (Year to Date) through May 31, 2004
1. Club Administration
Income (dues, etc.) $ 53,644
Expenses (payroll, overhead, etc.) (78,058)
$(24,414)
2. Road Racing
a. 20 Event Income - Net
Drivers School $ 4,861
Double Natl. TH 18,396
Regl. Opener Inf. 17,223
Regl. 2, TH 10,444
Regl. 3, LS 19,024
R & T Inv. LS 37,500
$ 107,448
b. General Racing
Income
(novice permits, transponders) $ 3,092
Expenses (60,137)
($ 57,045)
Road Racing Total $ 50,403
3. Misc. Income and Expenses
Income: Thunderhill dividend $50,000
Oil Recycling Program 30,906
Solo II Program (9,306)
$71,600
Expenses: The Wheel ($27,293)
Banquet (13,068)
Rally Cross 367
($39,994)
Misc. Total $31,606
Total Yearly Profit through 5/31/04 $57,595
Motion (Allen/McClellan): To approve Treasurers Report as of May 31, 2004.
Passed--Unanimous.
¢ Old Business
¢ NorPac Update -- Gordy
2006 Meeting -- Still waiting for a volunteer to chair. Want to have something for the drivers.
¢ LS Regional, Wine Country and Road & Track Recap -- All
Road and Track ran smoothly with relatively few problems. There were 127 workers for Wine Country although Infineon had only contracted for 80. Any worker who wanted to attend received a pass. HMSA complained about no pit fire personal, however, Infineon did not want SCCA volunteers, but they failed to staff the pit lane. McClellan reported that the Regional had a shortage of volunteers especially on Fri. in Tech. One volunteer worked Express Registration, leaving only one Scrutineer and the Tech Steward to tech cars. Smith reported that T&S needs to put a person at Tech to bag cars during the first practice sessions for transponder and number issues. Action: Nosler to work with Tech chief regarding enlarging crew. McClellan reported that there was pre-pre gridding of cars in the fire lane (i.e., one group of cars was on track, a second waiting on Grid, a third group waiting at the end of Grid, and a fourth group in the fire lane). While not a safety issue because there was plenty of space, our Supps state that no one should park in the fire lane. Maybe group drivers should discuss this amongst themselves. Gordy reported that the Jaws of Life, which were required during the Bernstein incident at Turn 9, were slow to start because there was air in the hydraulic line. Emergency is now filling the reservoir completely to ensure this doesn't occur in the future. Allen reported that during the weekend, there were a couple of cars which went through the tires into the concrete at Turn 9. Do we need more tires at the right apex? Allen noted we only had 20 out of region drivers amongst the 273 entrants. Action: Gordy to discuss with Bo.
¢ Infineon Contract Update -- Gordy/Nosler
Contract is now in our hands for signature although they was some question about the overtime rate. Gordy has answers to their insurance questions. Infineon chose staffing numbers below our recommended minimum but SCCA workers will be given passes to attend and may work if their crew is working. Smith thinks we are where we need to be contract wise; the BoD recognizes this is still a very sensitive subject with certain crews.
¢ Vouchers for Pro Events -- Harriman
Registration still has a problem not using vouchers since the tracks are limiting the numbers of passes. Both LS and Infineon will be limiting SCCA to 200 worker credentials and 200 guest passes. Gordy stated that it has been a long time since we have exceeded 200 workers on a Pro weekend. Harriman still working with Registration about the possibility of Chiefs providing a list of crew names to them. Action: BoD to talk with liaisons about their needs for SCCA supported Pro events. Perhaps have a Chiefs meeting at TH July Double Regional.
¢ Strategic Planning -- All
¢ Training Plans -- McClellan
Volunteer Training handout which summarized the History, Future, Needs, and Timelines for a Training Day was distributed. BoD agrees that the Training Day for 2004 did not provide the opportunity to recruit new members for the various crews. Plan to resume a format similar to previous years which was called Fire and Safety Preparedness School. This will now be known as All Club Orientation and Training Day. Harriman suggested we might use this as an opportunity to provide CPR training (cost would be a donation to the Burn Center at Santa Clara Valley Medical Center). The Wheel would publicize this day in Dec. and Jan. issues and invite all workers, drivers, and interested persons to attend. Action: McClellan to schedule a Chiefs meeting for Fri. July 30 at LS during Social. Talk with them about updating all training manuals and determine what they need for the Orientation Training Day. Action: Harriman to discuss with Donna Harriman about CPR training.
Next month, Nosler will discuss scheduling.
¢ New Business
¢ Entry Forms -- McClellan/Gordy
Current forms are not GCR compliant (3.7.1.a & .e). Office will start stamping entry forms with the Sanction number (3.7.1.a). Forms will be revised next year to include space for entrant membership number and address (3.7.1.e). Also 3.7.1.f states that medical information needs to be on a separate form. Since we have a legal opinion that our entry form is HIPPA compliant, there are no current plans to change that section. BoD agrees that Region Office may make changes to an incomplete form (may choose to initial the change) but drivers must sign the form. Action: Gordy to work with office on the change in procedure. Entry forms will be revised for 2005 Supps.
¢ SM Sound Levels at LS -- McClellan
Several drivers were concerned that Supps required the SM to maintain a 90 db sound reading, regardless of which sound window in which they were running. Archer addressed this issue at a Drivers Meeting. Goal was to have SM adhere to a single level for the entire weekend which would save drivers from having to make changes during the weekend. He has indicated a willingness to change Supps for next year. It was pointed out that the SFR sound meter is calibrated at least once and sometimes twice a year and we use it at all tracks to provide consistency from track to track.
¢ Haney Email -- Tatum
Tatum has been in contact with Paul Haney regarding the possibility of his speaking at a Region function about tires and how they interact with the car. Choices would be Annual Membership Meeting, Annual Banquet, All Club Training and Orientation Day, or a future NorPac mini convention. He would prefer to make a full day presentation with breaks and lunch. Cost, including expenses, would be approximately $3000. BoD likes the idea but did not make any decision. Action: Decision on whether to proceed at a future BoD meeting.
¢ Signature Road Racing Event -- Nosler
Long term goal is to have a June Sprints type of event within the next 6 - 8 years. Would like to have full grids and draw spectators. Smith wants to know if this is something our members really want. June Sprints is a major event at a TV track and pulls drivers and race officials from at least five Regions which support the program. Allen noted that we have the ability to make our SFR/Reno March Double National our signature event and draw many West Coast drivers. Other ideas include moving Western States Championship to a better date and reviving PCRRC to a TV track in a Sept.-0ct. timeframe. BoD recognizes that the early Nov. date for the Western States is not optimal. No decision was made.
¢ Race Chairman Replacement -- Gordy
BoD noted with sadness that our long time Race Chairman, Carl Mofield, had died suddenly last week. GCR qualifications for Race Chairman were distributed. Gordy is willing to be named in an interim basis until a new one is identified.
¢ B F Goodrich Workers of the Year -- Gordy
Nominations are currently being accepted for these honors which are announced and presented at the Runoffs. Three potential SFR members were identified. Action: Appropriate BoD member to summarize why they should be chosen and forward the resumes to Gordy.
¢ Safety DVD from 2004 Convention
What is status? Action: Gordy to follow up on availability and discuss next meeting.
¢ Liaison Reports -- All
¢ Timing and Scoring -- Smith
Reports there have been huge improvements with transponder issues. Actively working with drivers who have problems.
¢ Announce “ McClellan
There has been a request that Announcers take a lunch break along with everyone else and make only essential announcements during this time. A single sponsorship announcement would be considered the right number. Action: McClellan to discuss with Announce crew.
¢ Social -- McClellan
New hospital is being built at LS (past Turn 11). Social doesn't want the old medical building to go away. Matt said he would talk to Bo. Regional input requested. BoD feels this is a County decision.
¢ Concours -- Gordy
Has met with Steve Miller and will be attending the Palo Alto Concours June 17. Concours continues a loose affiliation with SCCA to meet their charter. Judges are SCCA trained and certified. This continued association is a source of Regional pride. Gordy is working with them to encourage SCCA memberships and to develop procedures of dues reimbursement. Four events are scheduled in 2004; results will be published in The Wheel. Nosler suggests a Concours in conjunction with the SCCA Vintage at LS. Action: Gordy to follow up.
¢ Emergency -- Gordy
Reports that a leaky hose, costing about $500, is being replaced.
¢ Pit Fire -- Tatum
ALMS has requested that anyone over the wall wear a helmet. Pit fire would need approximately 15 plus 4 extra. Infineon has contracted for no pit fire personnel. Contracts make tracks responsible for helmets. Action: Gordy to remind Bo and Tatum to inform Bynum.
¢ Registration -- Harriman
Reminder that Infineon must provide tables.
¢ Membership -- Allen
Booth will be above Turn 7 Fri. and Sat. of NASCAR, not on Sun.
¢ Trophies -- Allen
Really liked the plaques at the last event.
¢ Course Marshal -- Nosler
Need to purchase 5 additional fire extinguishers. BoD OK's.
¢ Executive Session (provided under separate cover)
¢ Correspondence
¢ Bass Donation -- Gordy
Thank you for donation in memory of Bill Bass received from John and
Sheila Bass.
¢ Pipal Request -- Tatum
Dan Pipal, driver and Scrutineer, requested that SFR donate a Drivers School package to be auctioned at a golf tournament which supports Oak Valley District Hospital in Oakdale, CA. Gordy points out the additional costs
associated with bidding on a tuition package which might surprise a bidder. Consider Street School as an alternative? Allen recommends two Street Schools so two buddies could attend together. Action: Tatum to tell Pipal if the Foundation is willing to do A through Z, then he would bring it back to the BoD for consideration.
¢ O'Donovan Email -- All
Had posted an email on sfr-issues, some details which were incorrect, regarding actions taken by Stewards at the LS Double Regional. BoD felt everything was handled appropriately by the Chairman and SOM.
¢ Remarks for the Good of the Order
Get well card passed for signature for Al Wechert, Grid, who is recovering from surgery and a sympathy card for Joy Meredith, widow of Dave Smith, SRF driver. Donations to SCCA Foundation were made in memory of Carl Mofield and Dave
Smith.
¢ Adjournment
Motion (Allen): To adjourn meeting at 3:40 PM. Passed--Unanimous. Next meeting scheduled for Monday, July 12 at 2:00 PM at Mike Smith's Office, Saratoga.
Respectfully Submitted,
Barbara McClellan, Secretary
