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Board of Directors Meeting Minutes
Thursday, March 19 2009
Location: Provista (Mike Smith's office)
Called to order at 6:15 p.m. Present: Sherry Grantz, Viet-Tam Luu, Peter Nosler, Ed Railton (late), Joe Riley, Mike Smith. Also present: Dave Allen (RDC), John Crevelt (Krefeld's Awards). Region Administrator's Report – Sherry Grantz
Sherry reported that Infineon entry count is looking okay, currently 190, probably will be around 220. She also noted that Group 3 only has 17 entries and this is their festival race weekend. The Double National had 115 entries for the first day, 100 for the second; cost-wise the event should about break even. The Board discussed costs savings measures that were undertaken, notably with regards to ambulance service. The Board noted concerns raised by Ian Cook about the latter. Sherry also added that larger crew expenses need to be approved by directors; she will send out a memo to the chiefs. Recruiting Report – Sherry Grantz
Sherry presented a progress report on recruiting from Samantha Corbin, and reviewed recruiting leads. Sherry noted we should monitor conversion rate as metric of success—we will see how many new volunteers come back on a regular basis this year. The Board received and considered a letter from Samantha Corbin summarizing her goals and progress. Thunderhill Report – Mike Smith
Mike reported that Thunderhill is currently slightly ahead of the budget, though behind last year's budget as expected. Cancellations remain a cause for concern, but the current economic climate does also present new opportunities. Mike said he had little to report with regards to Thunderhill's track expansion plans. The track will probably slow the pace on those plans for now. Secretary's Report – Morris Hamm
Morris Hamm was absent and therefore there was no secretary's report. The Board received and reviewed Morris's minutes for the February meeting. The minutes—as amended—were approved following a motion by Peter Nosler, seconded by Ed Railton. Treasurer's Report – Mike Smith and Sherry Grantz
Sherry presented the Profit & Loss Summary for the months of January and February. The Board discussed a number of items, and approved the Summary upon a motion by Viet-Tam Luu, seconded by Joe Riley. Peter suggested it might be worth investigating how to earn more money from The Wheel given its relative success. Updates 2009 Schedule Update – Sherry Grantz
Sherry asked the Board to consider options for Group 3 time slot at Regional #2 at Laguna Seca: for example, give the slot to other groups, use it for a PDX event, use it for worker drive-arounds. The Board decided to leave the schedule as is, and agreed that we should encourage other folks who can run in Group 3 to do so and thereby increase Group 3 participation. The Board further discussed the Regional #2 schedule, namely how to allocate the extra session available since there will not be a split qualifying for Group 4. With the aim of further encouraging participation in the Region's Sealed Spec Miata (SSM) program, the Board resolved to split the bonus Group 7 race into separate SMT and SSM races. 2009 Goals Rewrite – Mike Smith
The Board reviewed the revised and rewritten 2009 goals for the Region. Solo Site Update – Mike Smith
Mike met informally with the vice-mayor of Alameda and reported that prospects appear to be dimming for use of the Alameda site in the foreseeable future.
Mike will meet with the proponents of the potential new site in Tracy.
Tam mentioned another possible site in the South Bay, and will do some research as to who to contact about using the site. SCCA Sponsorships – Sherry Grantz
Sherry met with Geoff Pitts; based on that meeting, she recommended that the Board should start directing him towards some goals with regards to looking for sponsorships for SCCA events. Joe suggested the Board gather data about the Region's membership demographics to promote sales of targeted sponsorships.
New Items
Road Race Trophies – Peter Nosler
John Crevelt from Krefeld's Awards presented a wide array of different possible trophy designs and options to the Board. The Board examined trophy design samples, deliberated about the appeal and cost of different options, and selected the award designs to be used for this season's races. Drivers' School / Double National – Sherry Grantz
Sherry and the Board deliberated on ideas on how to better structure the Drivers' School and Double National events next year. Possibilities discussed included moving one or both events to a different time of the year, combining the events, shortening one or both events. Sherry presented various options for scheduling the School or Double National weekend and outlined pros and cons associated with each. The Board discussed scheduling PDX events in conjunction with events and schools in the future. 2009 Points System – Mike Smith
The Board discussed the possibility of allowing 2 drops and whether that would hurt or help participation. The Board will gather more feedback about the issue before taking further action. Liaison Check-In
At the Regional season opener, David Allen (RDC) will be giving familiarization laps around the track for new race drivers and drivers new to Infineon Raceway. Correspondence
The Board received an E-mail message from Bill Dormandy regarding group scheduling of FC, FF and World Speed. Adjournment
The meeting was adjourned at 10:03 p.m.
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