SFR SCCA Board of Directors Minutes -- FINAL
November 22, 2003 -- 7:12 AM
Radisson Hotel, Sunnyvale
• 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
Guests
Bruce Goronsky - Vintage Chief
Sherry Grantz - SFR Manager
David Vodden - Properties, Consultant
Solo II Site Committee -- MJ Dunlap
Bryan Nemy
David Ray
Anthony Tabacco
• Secretary’s Report -- McClellan
Motion (Allen/Nosler): To approve minutes from 10/16/03 BoD Meeting.
Passed--Unanimous.
• Treasurer’s Report -- Nosler
Profit and Loss Statement (Year to Date) through October 31, 2003:
1. Club Administration
Income (dues, etc.) $ 85,612
Expenses (payroll, overhead, etc.) (130,772)
( $45,160) ($45,160)
2. Road Racing
a. 19 Event Income - Net
Drivers School $ (4,713)
9 Race Events 203,317
7 Pro Events 137,867
Vintage (3,926)
$332,545
b. General Racing
Income (State of CA, etc.) $ 71,818
Expenses (148,976)
($ 77,158)
Road Racing Total $255,387
3. Solo II
Income $ 14,523 $ 14,523
4. Misc. Income and Expenses
Expenses The Wheel ($ 58,501)
Banquet (17,981)
Anniversary Party (22,499)
($ 98,981) ($ 98,981)
Total Yearly Profit through 10/31/03 $125,769
Motion (Harriman/Allen): To approve Treasurers Report as of October 31,
2003. Passed--Unanimous. Smith will take data from Quick Books and export to
Excel so that within the next 60 days, Smith and Nosler can work with Blythe on
the data.
Nosler stated that we are financially secure, but the BoD needs to remain
mindful of 2004 expenditures. Further stated that financial contracts with
detail are needed and must be more formal. Track negotiations will be done by
Gordy, Smith, Nosler, and Tatum.
• Old Business
• Western States Championship Recap -- All
Good job. BoD compliments David Vodden on his effort. Weather was
not always cooperative. Formula Vee anniversary highlighted the event. Could
we build on this for the future? Noted that out of region entrants were
fewer--perhaps promotion could have been greater. Nosler noted that this was not
the signature event he pictures for SFR. If it were moved to Oct. or earlier,
would require regional scheduling adjustments. Regional points chase might
preclude some entries if event is earlier in the year.
• NorPac Convention -- All
BoD members are urged to attend. Several are on the schedule for
presentations. Action: Gordy to follow up with Deborde to confirm speakers.
Five chiefs from last year received free registration fee for this year’s event.
Even though three will not be chiefs, all are expected to remain in
leadership roles. They may choose to attend or to give the free registration fees to
their replacements only. Action: A similar drawing to be held at the next
Chiefs Meeting for the 2005 Mini Convention.
• Legal Review of SFR and TH Status -- Smith/Nosler
Have met with Peter Whitman, an attorney with experience with not for
profit organizations. Memo documenting legal standards which apply to the
relationship between the Club (SFR) and the corporation (Properties) was
distributed and discussed.
• Visitors’ Reports
• Oil Recycling Champions -- Vodden
On target; one billing to date. May receive an income in December.
Will be in Auto Show with banners.
• Region Report -- Vodden
BoD discussed need for Directors and RE to be bonded. We currently
have Directors and Officers liability. Action: Vodden to follow up.
• Thunderhill Report -- Vodden
Presented at Properties Meeting, Nov. 21.
• Vintage Update -- Goronsky
Event went well; detailed report will be available in January. BoD
compliments him on how well it went. Parties were enjoyed by all; great social
time. LS charged more for the test day than expected resulting in a net
loss. Goronsky is currently working with the Oregon Vintage community for a 2005
Spring event in Northern CA and a later one in OR. Smith has asked Grantz to
pull data to help with grouping concepts.
• Solo II -- Nemy/Site Committee
Potential Bay Area Solo II site discussed in Executive Session.
• National BoD Update -- Pitts via Gordy
A possible sanction for Reno/SFR Double Regional will be discussed at
the Dec. 10 meeting. There will be significant changes on the National BoD
with the election of five new members.
• Rally Update -- Montgomery via Gordy
Last year’s program had an overall profit of $1093 after necessary
purchases. Still working on an agreement with TH. Looking for more formality.
• 2004 Schedule and Supps -- Grantz
Tentative schedule distributed. Would be difficult to change the WCS
to earlier in the fall in 2004. Copies are available for Annual Membership
meeting. Still waiting on National approval for Double National. Nosler
indicated that Racer Magazine is interested in sponsoring a Formula Ford event at
either LS or Infineon. Would bring 100 cars and require two extra run groups
since FF, SF, and CF would have to run separately instead of combined. BoD
suggested that either the Aug. Regl at Infineon or Apr 30 - May 1 be considered.
Action: Nosler to work with Archer on schedule. Also to run tentative event
schedule by McClellan for Steward review.
Go ahead given for sending out tentative event schedules for review
by Gordy/McClellan/Rogaski. Once OK’ed by them and forwarded to Archer, the
plan is to post the first half year schedules on the Web site as tentative.
Then as Grantz receives sanction number from National, they will be posted as
final. Grantz asked if the entry deadline could be moved back to the Friday two
weeks prior to an event. This would facilitate office work. BoD agreed.
McClellan indicated that the Chief Announcer has stated that the worker hotline
has received very little use this past year. Motion (McClellan/Smith): Move
to discontinue use of the hot line.
Meeting with Steve Page of Infineon to discuss Race Officials working
pro events is scheduled for the week of December 8.
Preliminary supps distributed. Smith and McClellan had already given
input. Action: BoD to review individually and distribute comments. Need
next draft for Dec. meeting. Supps need to be completed and approved by
National early in Jan. if we hold a Double National.
• Region Administrators Report -- Grantz
Region Business: Hired ballot stuffing staff, oversaw ballot
preparation; and mailed ballots on schedule. Kept Hot Topics on web page updated as
requested by Region Board, Chiefs, special project leaders, and TH, and with
additional upcoming subjects.
Membership: Conducted Ambassador tours at Oct. Regl at TH for 5
attendees. Acquired 2 new members who have joined Scrutineering crew. Recruited
a new volunteer who attended Vintage as part of the Emergency crew and will
continue to volunteer. Met Diamond Brothers at Moscone to see proposed SCCA
display space. Worked with Anna Coturri to organize the Moscone Auto Show;
helped to find volunteers and display cars. Wrote text for Special Edition of The
Wheel. Worked with John Blakemore on schedule and layout so that the final
product meets our goals. Progress is very good!
Club Racing & Pro Events: Coordinated with Sharon Molinari of RDC to
ensure all areas of Registration, entry, and fee collection went smoothly for
the Enduro. Helped plan schedule and system to eliminate potential problems.
Goal was to improve overall relations between RDC/SCCA for this year and
beyond. Did entry for the RDC Enduro which allowed Colleen to focus on the WSC
and ensured all the drivers got memberships, licenses, and RDC memberships
(many entrants are not our usual Regional drivers and are not familiar with all
our rules). Worked with Blake Tatum on FV 40th Anniversary events, contingency
awards, purse, points, etc., to ensure their WSC weekend was a success. Had
2004 Driver’s School packets available on October 30 for all those who are
already inquiring about the school.
Rally Program: Helped prepare for October 25 Rally cross. Set up
season-end awards party at Downtown Pizza. Continued to provide Rally program
financial information to Blythe for Region financial reports.
• New Business
• Drivers School -- All
Les Berry, who has coordinated the Drivers School for the past
several years, has been promoted and will be moving out of the area. BoD wishes to
continue with the current Chief Instructors, but wants to appoint someone to
coordinate the many issues. Suggestions were that Michele Hemus and Kevin
Rogers be asked to assume that position. Action: Smith to follow up with Hemus
and Rogers; Gordy to retrieve files and forward to Grantz. BoD to provide
support staff as needed. McClellan volunteered to coordinate with Social and
Stewards as needed.
• Annual Awards Banquet -- All
Grantz noted that we are not scheduled to send out a reservation form
for the banquet, which will be held Jan. 24. BoD suggested that a
reservation form be included as an insert in the next issue of the Wheel as well as
having a form on the Web site which can be printed out and sent into Jim Keane.
• Annual Membership Meeting -- All
Reviewed agenda for meeting which follows BoD meeting and verified
that everyone is prepared to cover their sections.
• Liaison Reports -- All
• Announce: McClellan indicated that Mary Lou Robson has decided to
step aside as Chief. Suggestion is that Bob Stegall and Jack Chisum be appointed
Co-chiefs.
• Flagging: Gordy indicated that Alan Mertens has decided to step aside
as Chief. Mike Neff to assume position.
• Emergency: Gordy indicated that Earl French has moved out of the
area. Mike Short and Dan Kenber will be appointed as Co-chiefs.
• Registration: McClellan suggested that after every event,
Registration should have an audit conducted. Action: Vodden to follow up.
• Executive Session (provided to BoD under separate cover)
• Correspondence
None
• Adjournment
Motion (Smith/Allen): To adjourn meeting at 11:00 AM.
Passed--Unanimous. Next meeting scheduled for Saturday, December 13, at 9:00 AM at
Mike
Smith’s Home, Saratoga.
