April 11, 2000 7:00 Ian Cook's Home, Danville

Attendees:
Board of Directors
Sal Versaggi - RE
Leslie Berry - Treasurer
Ian Cook - Asst. RE
R J Gordy - Director
Tom McCarthy - Director
Barbara McClellan - Secretary
Mike Smith - Director

Guests:
Steve Archer - Competition Director
John Bass - Co-Chief Emergency
Gary Pitts - National BOD
David Vodden - Consultant, Thunderhill

. Call to Order and Welcome to all - Versaggi

. Visitors' Topics

a. Update from National - Pitts--Enterprises knows they are behind in responding to SRF engines because of low staff numbers; they are trying to hire staff. The National BOD is in favor of standardizing location of transponders--SFR BOD suggest that we be leaders in this area. Transponders will NOT be used at the Runoffs. National BOD continues to support regional fuel testing (although it is not mandatory); testing will be done at the Runoffs. Gary will continue to push for a change because of the difficulty with additives in many California gasolines. Two local CSRs have been named for SFR: John Cerini at Sears Point and Bill Todd in San Mateo.

b. Update from Solo II - Nemy (via email report)--Nothing new

c. Update from Competition Director - Archer--Still working with Steve Barber on the BG specs. He is also still working on a solution for the anticipated sound problem with the BG cars at LS. Drivers have been told that if running in Group 1 (90 db) does not work, they can run with the SP Group and their points will be transferred. Transponders have been working very well with the SRF Group. It is anticipated that Group 4 will be the next to install transponders. Steve pointed out that there have been some problems with people in the hot pits without the correct passes and asked that this be closely monitored.

d. Update from Properties - Vodden/McCarthy (Summarized)--Track is enjoying a very busy April. The schedule is full including most weekdays. The office is learning the permanent number process; David recommends that this be moved to Jan. rather than in the middle of spring to avoid confusion (no action taken). TH now has the State water permit for hand washing which will allow them to proceed with building the permanent bathroom. Tom has given TH a tractor with a disk. Mowing is now a full time process which will continue through mid-June. The April 29 Street School has 90 students enrolled and needs a full compliment of instructors. The April 30 Advanced School has 60 entries and will be the biggest Advanced School to date. This week-end will generate close to $27,000 in track revenue, which is much more than a week-end rental. A student intern from Chico State will work on the new track tabloid, promotion of the July week-end events, billboards, SCCA membership in the area, and a neighborhood party. David is working on getting a second intern for the summer for similar projects.

e. Consultant Report/Report to Recycle - Vodden Little new to report on Race to Recycle. Tech and Registration managed the patch and decal requirements and Dave put out banners. Announcers read the important sponsor information over the PA. We believe that we stand an opportunity to renew this contract. In keeping with our plan to upgrade the club equipment, we have added a second new Emergency truck and set it up for about $4500. Financials on the SP Season Opener and the TH National will be presented later. Follow-up on Drivers School continues to be positive. The cost to SFR remains zero while the profit to TH went down from 1999 about $7500. The majority of the cost increase from 1999 to 2000 was for the additional third day of school. To-date, 57 transponders have been sold, mostly to SRF drivers. Since we are selling the transponders at cost (which is cheaper than what other regions are doing), we agreed to charge a surcharge to non-region members.

f. Emergency Report - Bass--Written Emergency Procedures have been formalized for all three tracks. Copies will be given to each track managemen t. Thanks from the BOD for this work. John had brought to RJ's attention that the Jaws of Life motor is 20 years old and very unreliable. Motion was passed by Gordy by telephone contact of each BOD and a replacement, more powerful motor was purchased. The new motor will be will be in the Jaws cars at LS and SP and on Rescue 2 at TH.

. Treasurer's Report - Berry Reimbursement for regional expenses is delayed if office has to send to Blythe. Motion (Berry/Cook): BOD authorized routine reimbursement from Petty Cash for Directors and Chiefs for out of pocket regional expenses. Passed--Unanimous. We will continue to encourage purchase order usage. 2000 GCR availability: Motion (Berry/McCarthy): To make 2000 GCRs available to BOD members who request them from the office. Passed--Unanimous. The $44,000 loan to TH from SFR was paid to off by end of March. The TH National/Vintage had a loss of approximately $576. Year-to-date net loss for SFR is approximately $64,000. The paid in capital bathrooms at TH will be confirmed assets on SFR books. Preliminary Treasurers report presented from the consultant. Motion (Gordy/Smith): To accept preliminary report. Passed--Unanimous. Action: The BOD will hold an all day long-term budget planning meeting to be held on Saturday, August 5, at Sal's home.

. Secretary's Report - McClellan Motion (Smith/Berry): To accept 3/15/00 Minutes. Passed--Unanimous.

. Review of Open Action Items (Old Business): a. Action Item - Cook--Write Solo II Chapter. Status--Open. Will attend 4/20 meeting. b. Action Item - Gordy--Leasing 10 UHF radios. Status--Open. Have given up the idea of leasing radios. Because of the continual cross talk on the VHF channels, it has become a safety issue at each track. Emergency was unable to talk to their tow truck operators the last race at SP. Region presently has 2 bids for 50 radios, base station, and repeater and will seek a third bid. This will probably become our next large expenditure. It will also necessitate that Race Officials who wish to have their own radios purchase them. We can probably sell at cost because of the size of our order. Action: Gordy to explore further. We'll wait until the June financials before the decision to purchase is made. c. Action Item - Vodden--Create a list of requirements (staffing, equipment, vehicles, etc.) to use to plan needs for SCCA and non-SCCA test days. Status--Open. Still working with Steve Archer for schedule. d. Action Item - Berry--Worker Incentive Points. Status--Closed. Working with the Brookmans, Co-chiefs of the Worker Points program, who recap the information which will be mailed to the office for distribution to the chiefs. The bonus points for crew meetings remain as it did last year. There will not be any bonus points issued for extra time spent for set-up since every crew has something unique. We will want to remember these people for recognition and awards. Points per type of event and day are similar to previous years. The BOD agrees with the plan for points. e. Action Item - Berry--Worker Incentive Merchandise. Status--Open. Workers will continue to accumulate $2/day worked over the year. The first $35 will apply to the Annual Awards Banquet. Bucks for 2000 may also be spent on registration for the 2001 NorPac Round table. Additional ideas for use of bucks are still being considered. Action: Work with David Vodden on possible merchandise plan. Action: Smith to develop and circulate a workers survey to obtain feedback to ensure this is a meaningful program. f. Action Item - Gordy--2001 NORPAC Round Table Update. Status--Open. Dick Grundy will head the planning committee. Primary focus of meeting will be on Divisional Administrator Chief interaction. Goal is to increase worker attendance. g. Action Item - Cook--PCRRC 2000. Status--Open. Clint deWitt is working on finding a sponsor. h. Action Item - Gordy/Versaggi--Status of LS fire and safety school. Status--Open. Bo has no immediate plans. i. Action Item - Gordy/Eandi/Versaggi--Equipment needs for LS NASCAR and SP Wine Country Classics. Done. Action: Gordy to follow up with Rob Brown regarding worker camping, parking and length of Wine Country event. Ensure BOD representation at the two events. Action: Cook, Gordy, and McClellan will be at SP; Berry, McCarthy, and Smith will be at LS. j. Action Item - Gordy--GCR Fuel Regs Testing Update: Sven Pruett and an assistant from National were at SP to teach the procedure. All Tech crew and about a dozen stewards observed the testing. Gas from both pumps at SP passed the test. At the LS Regional, Tech will be able to test gas for competitors on a voluntary, confidential, non-protestable basis. A nominal fee of $5.00 will be charged to cover the cost of the reagents and testing containers. Action: Gordy to follow up on disposal containers for the three tracks. k. Action Item - McClellan--John Blakemore is now using a new printer for The Wheel. The new printer has agreed to set firm dates for publication, which was a constant problem with the previous printer. John will provide all contributors deadline dates. Paper costs have increased about $400 per month. John asked to present a new budget proposal to the BOD. There were a couple of BOD suggestions regarding placement of articles. Action: Versaggi will follow up with Blakemore. l. Action Item - McClellan/Gordy--Schedule review by stewards process is now in place. Fax copies of preliminary schedules are sent to McClellan, Gordy and Rogaski for review prior to submitting to Denver for sanction number. Schedules need to be in Denver 45 days before a race. m. Action Item - Smith--First version of office administration software will be completed and reviewed at the TH office the week of May 1. It looks like the software will streamline the office processes, saving time and money.

. Discussion Topics (New Business):

a. Courtesy and Responsibilities at all Tracks - Berry/Gordy There were reports from SP that a number of workers were impolite to the gate guards. There is a misconception that the green pass allows workers to enter without signing the SP release at the gate. We need to educate everyone that all of us must sign in at the gates even if we hold a green pass. Action: To be discussed at the upcoming Chiefs Meeting. We've also had requests from all three track managements that individuals need to observe all signs. We should be courteous and not smoke in any buildings. Even though not all building are labeled, we should treat them as public and no smoking is allowed.. Action: Chiefs will be asked to take responsibility of reminding anyone not observing signs to please smoke outside at all times. Fuel spill notification--it is important that drivers and crew take the responsibility to clean up all spills. Paddock Marshals need to be notified immediately when a spill is observed. Single point of contact with each track management. When problems arise at tracks, chiefs need to contact one individual only. Paddock Marshals are the most likely choice since they usually have track radios as well as being on SFR SCCA radio frequency. We also need to realize that all problems cannot be solved.

b. Sears $200 Single vs. $400 Double - Smith--A classic conflict of club vs. the business side since drivers do not receive double the number of minutes track time for the increased fee. Motion (Gordy/Smith): Based on input from the Competition Director, the BOD recommends keeping the entry fees as listed in Supps. Passed--Unanimous.

c. Vintage School/Instructor Program - Smith--Next meeting.

d. WEB Priority; Inside/Outside - Buy - Smith--Currently we are depending on volunteers to do the Web update. While it is important to note that the volunteers are doing a great job, there are two things at play here. One, the demands for the Web are growing as this becomes a method of communications, and two, the volunteers all have regular businesses to run. As the work load increases, this might present a problem. Smith and Berry suggested that we develop our Web plan so that we can better access the work loads. Then we can review if this should be supported by volunteers or to retain an outside source.

e. AMB Transponder Procedure Document; Update from Sears; Policy on Time Sheets - Smith--Mike spent time with John Hughes to review process. Overall, everything went well with a few startup problems. Because the transponder program is in the development stages, Smith recommends that we offer time sheets for qualifying and races only (as we do now). Once we get the program in place and have the procedural issues solved, then we can explore expanding time sheets for other sessions. Action: Smith to set expectations with RDC.

f. Follow up from Planning Meeting held Sunday, April 8 - BOD wishes to thank Lucy McCarthy for hosting breakfast and lunch at the Sunday BOD planning session. Action: Smith to arrange for flowers from the BOD be sent. Majority of planning meeting was spent in discussion of worker recruitment and retention. SFR sends out a new member packet. Action: Vodden to check with National to see if they send a packet to new members. Each month National sends to the office an SFR membership roster, sorted by Zip Code, of members who have not renewed annual membership. Suggest a procedure of follow up of those without a license. Discussion of use of a SFR Trial membership (as defined in the 2000 GCR) which would allow a worker to receive a license to work any crew. Cost to region is $15. How to proceed will be delayed until input from Chiefs.

g. Chiefs Meeting: Agenda, Notification, Dinner - Versaggi/Berry--Chiefs meeting with BOD to be held on Sat. May 6 at Franco's at 6:30. This will be for Chiefs and Assistant Chiefs only. Action: Berry making arrangements. Meeting will be opened at 7:30 for all workers, stewards, etc. Spaghetti dinner with trimmings will be served for $1.00.

h. Drivers Meeting Agenda - Gordy--Agenda complete. RJ will conduct the Group 2 and Group 3 Drivers Meetings. Along with discussion of transponders, insurance fees, etc., he will stress our need for recruiting workers and ask drivers for their help. Available BOD members are asked to attend these meetings.

i. Membership Plans for NASCAR - McClellan--Don Ryder has plans for SFR-SCCA signage at each turn Communication box. Communicators and Flaggers will have cards to hand out to spectators who request information. As last year, we'll have an airplane with trailing banner which says "Thanks Workers" and will also have Web site address. SFR-SCCA signs will also be on Worker Trans vehicles. Action: McClellan to request that Ryder have membership booths at both NASCAR West and Wine Country May 19-21.

j. Review of Each SCCA Road Racing Event - Cook--Suggests we have a BOD debrief after each event. Action: Cook to develop a plan.

k. Topless Enduro Financial RDC - Smith--Will be working with RDC on these plans.

l. Plaque honoring Art Perry - Action: Eandi to provide status.

. Liaison Reports and Other Topics - All BOD

Cook - Paddock/Security--Week-end at SP worked well. This will be our first week-end at LS without Art Perry. Because Russell School has paddock in use, SCCA cars and trailers cannot be in the paddock until after 5:30 per the LS contract. Action: Mike Smith will be there to help Paddock Security. Reminder to maintain adequate fire lanes.

Gordy - Sound--Still looking for a permanent chief.

Berry - "Social"--There will be an Easter Egg Hunt for the children on Sunday at LS.

. Next meeting scheduled for Wednesday, May 24, 6:30 pm, Comac, Fremont