SFR SCCA Board of Directors Meeting Minutes May 23, 2005
Mike Smith's Office, Saratoga
Call to Order -- Gordy1:05 pm
Attendees: Board of Directors
R J Gordy - Regional Executive
David Allen - Director
Barbara McClellan - Secretary
Bryan Nemy - Director
Peter Nosler - Director
Michael Smith - Treasurer
Guests
Sherry Grantz - SFR Regional Administrator
George Ott - RDC President
Visitors' Reports
Vintage Update -- Goronsky via Gordy
Confirmed that Fri. Oct. 29 is an SCCA Vintage Test Day and not available to another venue. Smith wants to confirm that vintage licensing via National has been resolved.
Solo II Update -- Nemy
Tour and Pro events had record turn outs of 345 and 185, respectively. Biggest Tour ever on West Coast and at a National Tour event. High compliments from National staff in attendance. Bay Area Chapter schedule moving along; school set for June 11. Nothing new on site acquisition. Still hasn't
been to Sacramento or Fresno meetings.
Memo of Understanding distributed. Changes involved defining the voting quorum and two (instead of three) signatures required for withdrawal from Escrow account. BoD questions the number on the Steering Committee. Secretary needs to designate who is eligible to vote on Steering Committee and maintain on a monthly basis. Nemy stated attendance lists are recorded at meetings. Motion (McClellan/Nosler): To enter into Memo of Understanding for Bay Area Chapter for Solo II Site Fund. Passed--Unanimous.
Rally Cross Update -- Nemy
Chris Reno is trying to schedule a July 31 date at Altamont. Has good safety control and plan. There were 53 entrants at the May 14 TH event, which ran quite efficiently. Watching expenses closely--water truck and driver were $400, which was more expensive than expected. Rally Cross may have to increase entry fees to cover costs. There were two ponds in the area, but no one sank. Aug. 13 will be replacement for April rain date.
Concours Update -- Gordy
Hillsborough Concours, run the first weekend in May, was successful. Palo Alto Concours is scheduled for the same weekend as NASCAR. Location on the Stanford campus has been changed.
Competition Director Update -- Archer via Gordy
Draft Regl/Nat Schedule for LS was distributed. Smith pointed out that combined groups in practice may cause transponder issues. Office needs to make sure there are no duplicate numbers. BoD made one combination change.
National BoD Update -- Pitts via Gordy
Eric Skirmants, a National Director, has been hired as the new President of Enterprises; his BoD position will be replaced. Gordy has relayed tire and fuel issues to Pitts; understands that three additional brands of tires are being tested this week. Could replace the Yokohama if performance issues are resolved. Nosler very concerned that SRF not be adversely affected.
Continue to have licensing renewal problems. Per Grantz, database format looks correct. Nemy continues working with Colan Arnold to resolve problems. Grantz reports that money for renewals appear to be in the right range and expired licensing data are correct; however, we have no way to verify this.
Daimler-Chrysler SRT Vehicles are now the official vehicles of SCCA. New owners will be offered SCCA membership. Nosler wants to know what financial return SFR will receive. Action: Grantz to review what Subaru memberships brought us.
Club Racing Board continues to cause compliance problems by backdating car specs. This information has been forwarded to Pitts.
Thunderhill Report -- Smith
May recap distributed. Sales for first 4 months are down about 6% from budget with profits at budget. Garages and paddock cover have been delayed due to rain, but the good weather should help. Paddock cover is targeted to be up by the next SFR event. Installation of light/speaker poles has been delayed due to drilling problems and rocks; another vendor has been selected. Problem with the permit for the track/region office; building square footage exceeds that of our use permit. Will require new approval; completion could be delayed to the end of the year. Fri. night track BBQ was very popular; had request for something similar for Sat. Post weekend some drivers brought in gas barrels and a left couple plus there was a significant spill. Office will address in Acceptance Letter; McClellan will ask Announcers to give recycle locations and remind about no tires or barrels left behind and to contact Paddock Marshal for spills.
Oil Recycling Champions -- Nosler
Auditors are scheduled for June 1; will most likely last one day. Terry Taylor is preparing for the audit and Nosler will be there. Vodden is arranging to have SUV returned to Nosler. BoD thanks Nosler for its use.
Region Administrators April Report -- Grantz
Has transferred funds from BofA Maximizer account into a BofA CD earning 2.4% interest. ORC grant check has been deposited and payments made to all vendors. Shredder has been purchased for increased security of credit card info. Continues to work with Colan Arnold to advise of problems with the National database. Sanctions for June and July TH Regionals have been obtained and schedules posted on the web site. Continue to work with Dan Kenber for prospective volunteer tours and to develop a tracking spreadsheet. Distributed new SM Challenge brochure which will be mailed to all SM competitors.
Secretary's Report -- McClellan
Motion (Allen/Nemy): To approve minutes as corrected from 4/18/05 BoD
Meeting. Passed--Unanimous
Treasurer's Report -- Smith
Operations P & L Statement (Year to Date) through April 30, 2005
ActualBudget
1 Club Administration
Income (dues,etc.)$40,189 $39,126
Expenses (payroll, overhead, etc.)( $54,219)($50,859)
Total Club Admin.($14,030)($11,733)
2 Road Racing Program
Event Net Income$9,287$30,455
Income (transponders, etc.1,2191,495
Total Event Income$10,506$31,950
Road Racing Non Event Expenses ($65,211)($54,338)
Road Racing Total($54,705)($22,388)
3Other Income and Expenses
Oil Recycling Program$43,659$16,920
Wheel(13,604)($22,120)
Banquet($9,892) ($13,064)
Total Other$20,163($18,264)
Total YTD profit through 4/30/05($48,572)($52,385)
Adjustments to actual due to timing($23,239)
Adjusted income($71,811)($52,385)
Motion (Nosler/Nemy): To approve Treasurers Report as of April 30, 2005.
Passed--Unanimous.
Note: $50,000 TH Properties dividend was placed in an Asset Replacement Fund CD.
Old Business
Grand Am Recap -- All
Great Race Official turnout; Grand Am officials very complimentary of our officials. SCRAMP was very happy with results.Pro SM had 40+ competitors and local drivers did well. Traffic was light for the membership booth, but interest was high for those who stopped.
TH Regional May 21-22 Recap -- All
Originally had 265 entries, but 235 was actual number after withdrawal. McClellan was Chief Steward and was very pleased with the event although one concern was sparse number of T&S crew which made it difficult to run a second T&S system, as required by the GCR. BoD recognizes the need for further recruiting in this area. Smith states that we need 7 trained T&S people so we have ability to provide what drivers expect. Eagle Trophy had confirmed presence but indicated they would be late. However, no one showed up and Allen states that nobody is answering phones today to provide an explanation. Motion (McClellan/Smith): Move that Eagle mail at their expense trophies for all winners for this weekend and those due from previous weekend. Passed--Unanimous.Action: Allen to follow up with Eagle and report back to BoD. Office may need to furnish mailing labels. Chuck Koehler will be doing trophies next event. Allen asked how competitors who blew starts were dealt with--this is an Operating Steward decision based on information from Starters. McClellan indicated she would ask Rogaski to schedule this as a discussion point at the next Stewards' Training Meeting.
Infineon Contract -- Gordy/Nosler
Gordy has received final contract and will pass on for signature.
San Jose Grand Prix -- Gordy
Solo II will do pass checking; will require SCCA membership to work event and we will need confirmed number of people available. New volunteers should be put in contact with Nemy.Gordy states the organizers will be setting up for the GP during the 21 day interval between the Toronto date and the SJ event. Worker parking will be at the Convention Center (no in and out during the day) and camping will most likely be at a city owned lot by SJ airport. Shuttle buses will be provided. Crowne Plaza Hotel has set aside a block of 35 rooms available for workers at a reduced rate. A 20' x 20' tent will be available for Social and they are in the process of finding a vendor. Registration will be at the St. Francis Hotel and pre-registration will be at TH or ALMS. There will be a Thurs. night worker party at Rock Bottom Brewery in Campbell, SFR Social will provide Fri. night dinner, and the organizers will provide Sat. night dinner (both for workers only). Race Operations and T&S are tentatively set for the second floor of the Convention Center.
Scheduling Drivers Meetings -- All
Archer provided Smith the schedule of which groups to do when. Smith will give schedule to Grantz to include in acceptance letter and will conduct meetings. Group 3 had a good meeting at TH Regional.
Group 7 Permanent Numbers T & S Followup-- Smith
Office has gotten back three numbers which will help prevent going to a 0 digit set of numbers. The AMB system would accept an 0, but the office software would have to be changed.
SFR Hall of Fame -- Gordy
Bruce Brunner has agreed to head a committee and has selected several individuals to participate. Goal is to pattern after the National program. More information will be forthcoming as the program is developed.
Annual Banquet -- McClellan
Solo II will hold a separate banquet later in Dec. or Jan., but Rally Cross will join the Road Racing banquet. McClellan confirmed that annual worker awards will not be presented at the banquet, but will be at the Chiefs Meeting in January. The 2005 banquet will be RJ Gordy's last year to lead as RE.Smith and Tatum have been brainstorming on format changes, especially on how to handle National awards. To be discussed further at future BoD meetings.
NorPac Convention -- Nosler
Handout distributed and schedule discussed. BoD members volunteered to work with specific groups. Food issues need decision. To be discussed in detail at next BoD meeting.
New Business
Upcoming Pro Events -- All
Wine Country pre-registration was held at TH Regional; weekend registration will be in worker camping on Fri. and at the Gate 1 entrance on Sat. NASCAR pre-registration will be held at TH June Regional; weekend registration will be in worker camping on Thurs. and at the Gate 7 entrance on Fri. and Sat. Worker camping for Wine Country and ALMS will be at the RV Terrace behind turn 3 and at Lot 10 for NASCAR and IRL. Social for NASCAR will be at the bottom of the Turn 6 carousel and at the Turn 4 Terrace for the other pro events.
Group 4 Qualifying -- Nosler
FF and FV drivers have some safety concerns with combined qualifying, especially since there have been more entrants in both classes. FF finding it hard to get clear laps with the speed differentials. Asked if qualifying time could be split--they would be willing to cut practice time to increase time available for qualifying. Nosler to ask Chief Steward for next event for a schedule change.
VIP -- McClellan
Gordy had heard a rumor than some Race Officials had been told that they could receive VIP for working with other venues. This is not true and only Chiefs can award points for participation at SCCA sponsored events. Also the BoD confirmed that all workers receive full credit for a day even if they work part of it; no half points are to be awarded. Brookmans are in the process of cleaning up the database.
TH Improvements -- Gordy
At the previous event, a suggestion was made that the Tech Stewards could use a building that would butt up against the Tech building which is being moved. They currently work out of the Corbitt motorhome, but we are actually taking advantage of their generosity. Gordy sees it as an SFR expense. Smith states it would cost $7,000 to 10,000 for a travel trailer. Nosler wants to table until problem really exists.
Radio Equipment -- Gordy
Defer until next meeting.
Open House at TH -- Smith
An open house, organized by Kevin Rogers, was held last Fri. at TH.There were 105 students from five schools and some students came back for the Regional racing. This was a good PR program for both TH and SCCA. Nosler to give feedback about Solo II, Rally Cross, and maybe Drifting in the future. Motion (Allen/Nosler): Move to have SFR cover the expense of the lunches for the students. Passed--Unanimous.
Liaison Reports -- All
Moscone Car Show -- Nosler
Needs a budget. Schedule for next month's BoD meeting.
Web Master -- Smith
Harry Iha has resigned. Bob Stegall is looking for a replacement.
WAP -- Smith
Funds are being used for some volunteers. Chiefs may need to be reminded that individual members should not abuse.
Paddock Marshals -- Allen
Worked well and the expanded space was good.
RDC -- Allen
Trophy case has been installed at TH. Was bought in Willows and looks quite nice. George Ott is working with the Region office on how RDC might assist with the Enduro event. Ott stated that SCCA has taken over many RDC concerns over the years. Will be talking with SFR about the entry fee. RDC will design the entry package which will accommodate drivers who drive more than one car. Entry fee to be discussed at next BoD meeting.
Membership -- Nemy
Has information available for both Wine Country and Monterey Historics. Also will have a booth next year at the DeAnza Autocross which is held mid May.
Drifting -- Nemy
Rules from No. Cal. Drifting Academy have been sent to Grantz. She will try to combine with Solo safety rules. Howard Duncan, from National, is very interested in written rules. We could probably schedule an event at Candlestick around the end of July or Aug. Nemy willing to train a Safety Steward.
Executive Session (provided under separate cover)
Correspondence
Gordy distributed three Jumbo Region publications for review. NE has a great recruitment issue.
Remarks for the Good of the Order
Great article on Gordy in last issue of Sports Car. Donation in memory of Mike Moore, former Flag Chief, has been made to SCCA Foundation.
Adjournment
Motion (Allen): To adjourn meeting at 7:00 PM. Passed--Unanimous. Next meeting scheduled for Saturday, June 18, 2005 at 9:00 AM at Mike Smith's Office, Saratoga.
Respectfully Submitted,
Barbara McClellan, Secretary
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