SFR SCCA Board of Directors Minutes -- FINAL
December 18, 2004 -- 9:04 AM

Mike Smith's Office, Saratoga

¢ Call to Order -- Gordy

Attendees: Board of Directors
R J Gordy - Regional Executive
David Allen - Director
Barbara McClellan - Secretary
Bryan Nemy - Director
Peter Nosler - Treasurer
Michael Smith - Director
Blake Tatum - Director

Guests
Sherry Grantz - SFR Manager

¢ Visitors' Reports

¢ Vintage Update -- Goronsky
No report at this time.

¢ Solo II Update -- Nemy
Tentative schedule with 17 dates has been set by the Bay Area Chapter for 2005. Couple of weekends will be at Crows Landing. Still trying to rent the Fremont site since the property remains on the market. Nosler thinks finding a site should be a higher priority and urges Anthony Tobias to take a more active role. Ed Runnion is the new Bay Area Solo II Chief, Jeff Leper is Asst. Chief. Action: Nemy to follow up with Fresno and Sacramento Chapters for dates.

¢ Rally Update -- Grantz
Awards banquet is this evening at the Round Table Pizza in Fremont. Nemy, Gordy, and Grantz to attend. Rally made $1800 profit this year and will use some of it for trophies. No awards will be made at the Annual Banquet.

¢ Concours Update -- Gordy
Hillsborough Concours poster for 2005 displayed at the Moscone Car Show had SCCA logo on it. Gordy states we will participate.

¢ Competition Director Update -- All
No report from Archer at this time. BoD agrees to 7 run groups for 2005. No information is available on the SJ Grand Prix CHAMP Car event (July 29-31) nor is there a confirmation of the LS CHAMP Car event (Sept. 9-11). BoD is concerned of pressure on workers if SCCA is asked to work the SJ event which is likely because of the agreement at the National level that SCCA will support CHAMP Car events. BoD agrees to keep our hat in the ring to furnish a limited number of workers. Tatum thinks we should get Chiefs' input at next months meeting.

No discussion at this time on a Regional spec tire for SM. Nosler sees an ethical conflict if we accept money to designate a spec tire. Gordy says if we strike a deal with Toyo, then we're committed to put on a series for them. Nosler doesn't think taking $10,000 is in the members' best interest. Grantz indicated that SFR put up $10,000 and Toyo $5000 for the SMC purse. Gordy noted that SFR paid LS $15,000 and Mazda paid $10,000 to run the SMC at LS ALMS. For 2005, BoD wants what is best for our members and wants to designate Toyo as a spec tire. Will ask Toyo to put up $5000 for a cash purse that is not paid directly to SFR. Action: Archer to negotiate. Gordy points out that SM will become a National class in 2006.

¢ National BoD Update -- Pitts via Gordy
Meeting is scheduled for tomorrow. Gordy has requested that a fuel and tire seminar be led by a representative from National Sat. AM in Reno. Jeremy Thoennes is unable to attend. Fuel rules may be expanded as pump gas is tested and approved. BoD points out that decisions are being made at the National level which are driving up costs at the Regional level.

¢ Thunderhill Report -- Vodden via Email
Net income was $542,871 though Oct., which was an increase of $16,138 over 2003 for the same period. Some big pluses occurred in food and beverage sales, gas station sales, film shoots, building and garage rentals, sales of used assets and advertising. Down in revenue were street schools and open testing. There will be a free test day for SCCA members on Jan. 2, 2005. One area of financial concern remains with the strategy of giving a large number of dates to a few customers. Hope is that none of these big renters call with a big cancellation order. Annual Stockholders meeting is scheduled for Fri. Jan. 14, 2005 at San Ramon Marriott. Gordy would like to reduce the size of the Properties BoD by attrition. Dave Harriman will not be replaced and Gordy asked if any SFR BoD member would like to step off. Nosler suggests some working task forces, i.e., Compensation Board, Business Opportunities.

¢ Oil Recycling Champions Report -- Vodden via Email
The program is moving towards conclusion in early April. One more billing cycle remains and then the ultimate settlement involving the 10% holdback of grant funding that is part of every grant cycle. Bill Schooley has corresponded with BoD concerning questions he has with the ORC grant and possible conflict of interest. Nosler is reviewing the grant; will hold a performance meeting with Ross Campbell, Vodden, and Smith to ensure we have met our commitments. A summary of the program will be available by the end of Jan. and all questions expect to be resolved.

¢ Region Report -- Vodden via Email
Highly recommends that the Club immediately get serious about press and promotion. Would recommend hiring a person to promote our regional race series, drivers, events, specialty activities, etc., though key media outlet. This effort would add value to the marketing and member satisfaction levels of the club and would attract new members.

¢ Region Administrators Report -- Grantz
Database furnished by National is still a major problem; taking over 20% of her time to make sure it is correct before it can be used. They are sending incomplete information, changing fields and formats from month to month. Gordy indicated that Duck Allen has stated that OR is also having database problems as well as the rest of NorPac. Comments on the Supps from Competition Director, Deputy Executive Steward, and BoD have been coordinated for a final decision at today's meeting. Spec Miata Series prize money checks have been mailed. Preparations started for Drivers School.

¢ Secretary's Report -- McClellan
Motion (Smith/Tatum): To approve minutes from 11/20/04 BoD Meeting. Passed--Unanimous

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

1. Club Administration

Income (dues, etc.) $ 98,579
Expenses (payroll, overhead, etc.) (158,397)
Total $(59,818) $(59,818)

2. Road Racing
a. 20 Event Income “ Net

Drivers School $ 4,861
Double Natl. TH 18,453
Regl. Opener Inf. 14,089
Regl. 2, TH 9,856
Regl. 3, LS 18,855
Regl. (Dbl.) LS 50,970
Regl. (Dbl.) TH 26,909
Regl./Natl. LS 34,030
Regl. 4 Inf. 22,474
Regl. 5 TH 3,993
Regl. 6 TH 4,962
Vintage LS 6,695
WSC/Enduro TH 1,337
R & T Inv. LS 34,933
Wine Country Historics 11,287
NASCAR, Inf. 14,108
ALMS, Inf. 11,855
Monterey Historics 17,577
CART, LS 32,044
ALMS, LS 40,808
Total $380,096

b. General Racing
Income
(novice permits, transponders) $ 6,053
Expenses 121,053)
($115,000)

Road Racing Total $ 265,096 $265,096

3. General Income and Expenses
Income: Thunderhill dividend $50,000
Oil Recycling Program 74,716
Rally Cross 1,884
$126,600

Expenses: The Wheel ($57,864)
Banquet (13,068)
($70,932)

General Total $55,668 $55,668

Total Yearly Profit through 11/30/04 $260,946

Adjustments to Actual:
Thunderhill dividend ($50,000)
ORC paid ahead of schedule ($40,710)
Total Adjustments ($90,710)

Adjusted Income $170,236

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

¢ Old Business

¢ 2005 NorPac Update -- Gordy
All BoD plan to attend except Allen and Tatum. The following Chiefs qualify for free registration: Karen Lamm, Pete Soper, Laura Stich, Anna Coturri, and Dan Kenber. Since SFR will host 2006 meeting, Nosler wants to start planning now. McClellan volunteered to help. NorPac Executive Committee will set the site. Nemy suggests more Solo II and Rally sessions. Motion (McClellan/Smith): Moved to pay 10 Chief Registrations for 2006 Meeting. Passed--Unanimous. Drawing will be held at Jan. 2005 Chiefs Meeting.

¢ Western States Championship/Enduro Recap -- All
Not a great financial success. Nosler thinks we should have an agreement with RDC that they share in Enduro profit/expenses similar to Reno agreement. Since SFR is primarily a Regional racing region, Smith suggests changing the Oct. 1-2 Double Points to a 3 day event, making it the season final and having Champions announced that evening at a banquet at TH. Both WSC and Regional Champion could be crowned that evening with a highly promoted Enduro to be held on Sunday. Currently don't know if Sept. 29 and 30 are available. Much discussion followed about this plan and BoD has not definitely agreed to give up the Oct. 21-23 weekend. Nosler states this would require a financial investment to promote such an event; Gordy would like to see a sponsor and/or tow money to attract out of region drivers. Action: Smith to follow up with Vodden on this plan while Gordy discusses with Archer. If we were to proceed with this plan, the Annual Banquet as it currently stands would change significantly. If Regional Champions were crowned at a TH banquet, we could plan to have a Nov. Annual Membership Meeting followed that evening with a Worker Awards Banquet. National and Divisional Champions would be recognized at that time. Solo II would have a separate awards banquet in conjunction with Rally. Action: To be discussed further at the Jan. Chiefs Meeting. Allen talked about shared Regional points between SFR and Cal Club at a future time.

¢ Moscone Car Show Recap -- Gordy
Unqualified success. Exotic cars drew heavy traffic though the great SCCA display which was organized by Herman Ip. BoD appreciates all the work by Wayne Coturri and family. Nosler thinks videos need to be better organized. Solo II has a good video available; need one for Road Racing, Rally Cross and Concours. Currently don't know about 2005 space availability nor about Coturri's involvement.

¢ 1992 - 2004 Schedule Comparison -- Smith
Handout distributed. No big changes over time.

¢ Volunteer Response Position -- Smith
Dan Kenber has expressed an interest in becoming the new Volunteer Recruiter. He currently works at home and has available time; may have him start in Jan.

¢ Surveys for Drivers/Volunteers -- Smith
Delayed until next month.

¢ 2005 Supps -- All
Distributed and all changes confirmed. Action: Grantz to send final version to Terry Ozment for National approval. As soon as that is received, Supps will be posted on SFR web site. Article in The Wheel will state the availability and also indicate that the office will send the Supps to anyone who requests them.

¢ Budgeting Process -- Smith
Using model based on last year expenses, handed out a worse case--best likely case scenario which BoD discussed. Action: Smith and Grantz will make changes based on BoD input, distribute, and schedule a conference call to finalize prior to next meeting. Nosler thinks we should spend more on promoting road racing and cut expenses on The Wheel and on trophies.

¢ Worker Incentives Policy -- All
BoD agrees that workers will be awarded 3 points/day for all Regional/National events. Those who have earned 51% or more of the total available points will be reimbursed for their 2006 Regiona/National dues. Those earning 70% of total available points will be designated Dedicated Workers and given a jacket the first year with year bars for subsequent years. No bonus points will be awarded for any meetings. All workers will earn 3 VIP points per day for all Regional/National and Pro events

¢ Haney Tire Seminar -- Tatum
Would like to consider a 2-4 hr. session, perhaps at Drivers School. BoD is generally in favor of bringing Haney to SFR but question if time is available at DS. Suggest it be held during off season at a central location and to charge a minimal fee to attend. Motion (Tatum/Nosler): To have a Haney Tire Seminar on March 12, to pay him $2000 plus expenses, not to exceed a total of $3200, and to charge $10/attendee. Action: Tatum to follow up with Haney.

¢ Track Variety -- Allen
Since we use TH so much, Allen questions why we do not run the track clockwise? We are aware if some T1 safety concerns and the location of pit entrance which would have to be addressed before it would be SCCA sanctioned. BoD agrees we would not want to have to build additional berms. Action: Smith to follow up with Vodden regarding feasibility.

¢ Communication with Members -- All
Once meeting dates have been set, this information will go on the web site. Meetings are open to members, but BoD would appreciate advance notice if a member wishes to attend. BoD also welcomes topics from members.

¢ New Business

¢ 2005 Officers -- Gordy
Peter Nosler, who has done a fine job as Treasurer this past year, to be designated Assistant RE. Mike Smith, who has been instrumental in setting up the budget, to be Treasurer. Barbara McClellan will continue as Secretary. Action: Grantz to notify National of officers.

¢ 2005 Event Pins -- All
Plan to continue with event pins this year. Grantz will work on design.

¢ Trophies -- Nosler
Put forth the idea of presenting race winners with certificates which could be used to redeem a trophy from a catalogue. BoD has not been pleased with the quality of trophies but didn't particularly agree on this idea. Smith suggests using same design trophy and then just add plaque which identifies the specific event. Allen and Nosler are both doing designs for Eagle Trophies. Will use Koehler for three events using photos which he has taken. Tatum suggest a checkered flag with first place and car class as part of the design. Action: Nosler and Allen to form a trophy task force. They are to determine if Eagle Awards is the appropriate vendor or if another vendor should be chosen.

¢ Drivers School Scholarship Award -- All
Usually SFR awards one tuition fee and two scholarships to RDC which furnishes the cars. Jack Daniels, a flagger, has requested the SCCA sponsorship. Motion (McClellan/Smith): To award Jack Daniels the Dave Arken tuition fee scholarship. Passed--Unanimous. Motion (Tatum/Nemy): To provide RDC up to two fee waivers. Passed--Unanimous. Action: Allen to inform RDC.

¢ National Convention -- All
Gordy, Nemy, Nosler (maybe) and McClellan (maybe) plan to attend. Motion (Tatum/Nemy): To cover up to $1000 for expenses of each BoD member attending the National Convention. Passed--Unanimous

¢ 2005 Meeting Dates -- All
BoD agreed on the following dates for 2006 which need to be after the 15th of each month in order to have current financials.

Jan. 15 8 AM Sat. San Ramon Marriott
Feb. 21 1 PM Mon. Mike Smith's Office
Mar. 26 9 AM Sat. Mike Smith's Office
Apr. 18 1 PM Mon. Mike Smith's Office
May 23 1 PM Mon. Mike Smith's Office
Jun. 18 9 AM Sat. Mike Smith's Office
Jul. 18 1 PM Mon. Mike Smith's Office
Aug. 22 1 PM Mon. Mike Smith's Office
Sep. 27 1 PM Tues. Mike Smith's Office
Oct. 22 9 AM Sat. Mike Smith's Office
Nov. 19 8 AM Sat. Site TBD
Dec. 17 9 AM Sat. Mike Smith's Office

¢ SFR Open House -- McClellan
Scheduled for Feb. 12 at Infineon. Registration will be at 8 AM and rotating sessions at 9. Goal is to introduce everyone to the various specialties and to recruit new volunteers. Sessions will be "F & C" given by Barbara Baldwin and Mike Neff, "Your Safety" by Ralph Baldwin, "Car Safety and Handling" by Bob Missbach and Derry O'Donovan, "The Burn" by Rick Bynum, and a final session to include recruiting talks by the Chiefs of Grid, T&S, Tech, and Sound. Each session will be 40 minutes in length and attendees will be divided into 4 groups which will rotate through the sessions. Dave and Donna Harriman are hoping to present a morning of CPR training. Social will provide lunch for attendees. Action: McClellan to write an article for The Wheel to publicize.

¢ 2005 Board Liaisons -- All
Liaison agreed upon. Action: McClellan to provide list to The Wheel and office for Annual Directory.

¢ Chiefs Meeting and Banquet -- All
Chiefs Meeting is scheduled to begin with a lunch on Sat. Jan. 15. Office will send out invitations. McClellan and Gordy to develop agenda. BoD photo will be taken at 6 PM.

¢ Registration Requirements -- Grantz
Discussion of the need for photo IDs for all participants at all events per the GCR. Expired photo ID with current membership and license will work until the new ID can be produced. Action: Grantz and Gordy will work with Claire Kelly on this program for 2005.

¢ T & S Purchase Recommendations -- Smith
Smith had emailed BoD of T & S needs of a new printer clock ($1800) and a new laser light ($1100). Motion (Nosler/Allen): To approve equipment purchase. Passed--Unanimous.

¢ Track Dates -- Gordy
Still trying to set up dates with LS and Infineon to discuss contracts and finalize 2005 plans.

¢ Liaison Reports -- All

¢ Race Administration -- Gordy
Race Central and Registration have combined into one crew to be called Race Administration. See below for Chief info. Gordy will be liaison.

¢ T & S -- Smith
Still pursing ability to transmit T & S data to laptop/hand held devices.

¢ Child Care -- Tatum
Costs at TH average ~$200/weekend or $10/child/day. Do we continue? BoD agrees to continue.

¢ New Chiefs -- All
The following have been named chiefs beginning in 2005:
Tech -- Kathy Johnson
Emergency -- Dan Kenber/Mike Short, Asst. Chief
Race Administration -- Claire Kelly
Race Central -- Nadine Casini, Asst. Chief
Registration -- Linda Rogaski, Asst. Chief

Pending -- Allen is still looking for a Sound Chief and a Paddock Marshal. Nemy to determine Rally Chief. Smith to confirm T & S Chief.

¢ Executive Session (provided under separate cover)

¢ Correspondence
Pyrotect Offer (formerly Bell Motor Sports) has ultra-thin inner wear to be worn under Nomex. Will make available to workers at half price. Action: Grantz to write an article for The Wheel.

Richard McClosky FF/FV emails to BoD have been answered by Nosler. These groups have been combined to one run group because of dwindling entries. FB class has been eliminated.

Pinewood Derby Challenge sent a letter of thanks for participation.

Jack Chisum, Announcer Co-Chief, has requested a platform at T9 to provide on the spot announcing. Smith states this will go into TH planning.

¢ Remarks for the Good of the Order

¢ Adjournment
Motion (McClellan): To adjourn meeting at 5:15 PM. Passed--Unanimous.
Next meeting scheduled for Saturday, Jan. 15, 2005 at 8:00 AM at San Ramon
Marriott

Respectfully Submitted,
Barbara McClellan, Secretary