Review of Open Action Items – All BoD:

Action Item … Berry … Recap the contract between SFR with Properties for office services highlighting former costs to future costs and provide a copy to the Wheel for publication.

Complete.

Action Item … Eandi … Check on the possibility of using the Turn 12 of Thunderhill’s track (other than Start/Finish) for restarting SCCA races to ensure more quality race time.

	Open.
	Note: This process will be tested during the two RDC Enduros on November 20th and 21st.

Action Item … Cook … Advertise in the Wheel $1200 or Best Offer for the old Ford Emergency Truck (4 door with utility bed) so any member has the opportunity to bid on the truck.

	Open.
	The vehicle will be advertised "as is".

Action item … Cook … Work with Solo II to ensure the Thunderhill is sanctioned for Solo II events.

Open.

 

Action Item … Gordy/Vodden … Contact the GTA driver that hit the T&S Van at NASCAR, and collect for the damage repairs. Vodden received some information from the Driver that disputes the claim. Still need to resolve issue after reviewing all the facts. Vodden has made secondary contact with the Driver.

	Open.
	Gordy will handle. Gordy needs the name of the individual.

Action Item … Archer … Provide details to Gordy on a band that plays 60’s – 90’s music, for the possibility of performing at the Annual Banquet.

Open. In progress.

Action Item … Cook/Gordy … Gather the details of what awards (Road Racing and Solo II) need to be named and/or information collected in conjunction of the January 2000 Banquet. Identify all Road Racing awards to be presented.

	Open. In progress.
	Working with Jim Keane (Road Racing) and Sherry Grantz (Solo II).

Action Item … Vodden … Provide the list of last year’s Awards and give to all BoD Members.

Complete.

Action Item … Versaggi … Provide list of Awards to each BoD member to be issued during the 1999 Annual Awards banquet on 01/22/2000.

Complete.

Action Item … Gordy/Versaggi … Meet with banquet representatives from Road Racing (Jim Keane) and Solo II (Sherry Grantz) to finalize the format for presenting awards. Select what "grand" awards should be presented with both groups present.

Open. In progress.

Action Item … All BoD … Solicit from Chiefs and others ideas for who should receive awards.

	Open. In progress.
	New … Action Item … Versaggi … Create a memo to the Chiefs asking their input for possible Awards for outstanding service during 1999.

Action Item … Archer … Contact Peter Brand and ensure all requirements are met and the approval is documented for the running the NASCAR Chute at Sears Point (needed for the PCRRC).

Complete.

Action Item … Berry … Solicit the key Driver School instructors for their ideas as a possible Chief Instructor for Year 2000.

Complete.

Action Item … Cook … Write the Solo II Chapters about providing information required for the compilation review at the end of the year.

Open.

Action Item … Gordy … Coordinate with Emergency Chiefs the Region’s radio needs with options, and determine the cost to lease versus purchase.

	Open. In progress.
	Motion to purchase radio battery analyzer to clean up existing radios until we start to replace them. – Gordy; Second – Cook; Passed.

Action Item … Gordy … Coordinate with Emergency Chiefs and determine the options and associated costs of building/buying a truck box for a rescue truck.

	Complete
	Emergency Chiefs recommend having the "utility truck bed" so all rescue trucks are similar in set-up.

Action Item … Jenkins … Prepare a draft financials, budget and guidelines as to what should take place next year with goals and identify the capital improvements while still building the capital reserves.

Open.

Due Date January 2000 … Action Item … Gordy … Ensure Membership Booths and associated materials about SCCA are available for Solo II events.

Open.

Due Date January 2000 … Action Item … Archer … Ensure the criteria for year 2000 Points Dashes is documented and become part of the acceptance letter after it is reviewed by the Points Keeper, Race Central, and other impacted areas.

	Open.
	Archer will complete once the supps are written.

Due Date January 2000 … Action Item … Vodden … Create a list of requirements (staffing, equipment, vehicles, etc.) to use to plan needs for test days. This information can be used by the Office, Board, Chiefs and others. Note if requirements are different depending on the track or for 1/2 day or a full test day.

Open.

 Schedule Updates and Associated Issues – Archer

	Archer reports that Laguna Seca only wants one sound weekend a month.
	An updated road racing schedule for Year 2000 was presented and is still subject to change. The only change from October’s Proposed Schedule is moving the PCRRC date to October. A copy of the schedule will be published in The Wheel.
	Berry reports that some drivers are asking to run more races at Thunderhill.
	Gordy discussed the changes to the Schedule for the RDC Enduro. It will be changed to start at 9:00 AM, but final approval by the Stewards will take place on Saturday. This process follows the GCR criteria, which states the schedule, cannot be changed via a phone call nor till 12:01 AM the day of the event. Gordy suggests always contacting the Chief Steward to get informal approval, so others can be updated of suggested changes and the approval process will be expedited when formally approved.

 

 

Discussion Topics:

Assign BoD Responsibilities (Treas., Sectr., etc.) – Versaggi Versaggi asked to consider Roger Eandi to be a consultant to the Board (non-voting) which is only by appointment. The title could be "Consultant Emeritus" or "Senior Advisor". This role will help the Board guard against making the same mistakes done in years past and avoid people taking advantage of the Region. Motion to have Versaggi ask Eandi if he will continue to attend the BoD meetings as a Consultant Emeritus to bring in history and be a consultant to the BoD on a standing basis. – Gordy; Second – Cook; Passed. Action Item … Versaggi … Ask Eandi if he will accept the non-voting Consultant to the BoD and attend future BoD meetings. 11/18/99 Note to File: This position will be titled "Senior Advisor" and Eandi accepted the position. Versaggi asked for the following appointments and they were accepted: Secretary – McClellan Treasurer – Berry Assistant R.E. – To be determined by the 11/19/99 Annual Meeting. Both Gordy and Cook are willing to take on the role, and support each other. They will determine the role. (Note to file: Cook was selected.) Competition Director – Archer as a Non-Board Member.

 

Propose BoD Liaison contacts (decision to be finalize in December) – Versaggi

Versaggi suggested some liaison duties with some discussion from the Board. Some of these positions are new. Liaison positions discussed were:

	Competition Director – Gordy
	Keeping up with technology – Smith
	Membership, recruitment and retention – McClellan

Smith stated that we need to have an overall marketing plan with metrics to measure results and ensure successes (for membership and road racing).

Archer stated that increasing membership for the sake of membership does not buy the Region anything, and actually it is more costly (publications). Key areas to focus on are Worker recruitment and Street Schools advancement to Drivers School, etc. Each market is different. Try to balance weekends. Look at what we should do and measure results. How do we promote ourselves (TV? Ads in auto shops? What’s the niche in a specialty and how do we target people?) Balance the cost benefits.

Finalizing the Liaison positions will be at the December BoD meeting.

 

Agenda and Planning the Annual Meeting – Berry

	Berry presented the draft agenda. Topics were agreed to. Smith suggested placing time frames around the topics to keep the meeting on track.
	All BoD members to meet at Cook’s Motorhome at 4:00 PM on 11/19/99 to finalize the presentation. Berry will bring updated copies of the Agenda.

 

Update on November’s Car Show at Moscone in San Francisco – Cook

	Cook suggests announcing during the RDC enduro, that the BoD would like workers for the show.
	Cook suggested having an article on Alison Duncan available to show her efforts with SCCA and pro-racing activities.
	The show runs from Thanksgiving through December 5th.
	The benefit of the auto show is for name recognition not recruitment.

 

PCRRC Recap – Cook

	Approximately the same number of entries for 1999 as in 1998.
	Cal Club was late getting information out to their Drivers.
	This year’s PCRRC had a minimal turnout for the RX7 group due to competitive events on surrounding weekends.
	Contingencies were handled promptly.
	Archer states the formula use to invite Drivers promotes the Championship event and that is what the drivers want, even if at a loss of revenue, which means subsidizing this through Regional racing.
	Group 8 (Formula V) had not been declared a rain tire race by the Chief Steward. There were some cars that went out on rain tires, hence non-spec tires. Participants must follow the time frame for filing protests (within 30 minutes) in order for the protests to be considered. Efforts will continue to ensure Grid and Announce are linked into the Chief Steward in the event races are determined rain races or not.
	DeWitt recommends promoting the event more strongly before and during the event, including the sponsorship(s).
	Suggest promoting the 2000 PCRRC at the NORPAC Round Table in January.

AMB System and Transponders – Versaggi

	Tests at PCRRC on Spec Racer Fords were successful.
	John Hughes coordinated the system and was enthusiastic about the system and the ease of getting results.
	Gordy suggests a designated spot for the transponder for a car class be determined for ease in removal of rented systems.
	Archer suggests some things to consider while testing or using the Transponders: Line up training for the April 2000 race. Get head phones with volume adjustments. Keep a log of positive and negative driver comments and specifications required. Specialties needed to be aware and work together are: Scrutineers (Tech/Impound), Registration and Timing and Scoring. Appoint an assistant chief within Timing and Scoring for the Transponder system.
	It was suggested to incur a stiff penalty if a rented transponder is not returned to the Region. Tech should be made aware of any car renting a system so they can be pulled at the end of the race and remove the system to minimize systems not being returned. This reinforces the need to ensure Registration, Scrutineers, and T&S know who rent transponders.

 

January 2000 Banquet Format & Awards Presentation – Gordy

Gordy will bring an outline of the event to the next Board meeting.

Action Item … Gordy … Bring an outline of the Annual Awards presentation to the 12/99 BoD Meeting.

Gordy states a need for a wine sponsor, approximately $2000. There will be a Chiefs and Assistant Chiefs meeting prior to the Banquet. Lunch will be paid for by the Club for Chiefs and Assistant Chiefs. Others in attendance must pay for lunch. Price to be determined.

Action Item …Vodden … Create a memo to the Chiefs and Assistant Chiefs inviting them to attend the Year 2000 Kick Off Meeting at the Marriott in San Ramon on 01/22/2000 at Noon. Lunch will be included. RSVP required by 01/14/2000 noon to allow time to update Jim Keane and the Hotel.

 

Replacement for Drivers School Instructor – Berry

Berry recapped conversations with key driver instructors on their recommendation for a Driver School Chief. All interviews aligned to create the following motion:

Motion to accept Jon Becker and Bruce Sevier as Co-Chiefs and Scott Rubin and Ron Chuck as Assistant Chiefs for the Year 2000 Drivers School – Berry; Second – Archer; Passed.

Berry will inform the individuals of the motion and coordinate a meeting to start planning the School and include the ideas Mike Smith has to enhance the school. Vodden reports that there will be a test day the Friday before the Drivers School and a Street School the weekend before Drivers School.

 

Fire & Safety School – Berry

	Invite and include all specialties.
	Have Chiefs promote the school.
	Emergency Services will also have their extrication training.
	Action Item … Versaggi … Ask Sears Point for a Saturday or Sunday between mid January and mid February to hold Fire & Safety School with use of the Driver’s Lounge, Steward’s Office and/or all Timing and Scoring areas.

 

 

Update on "Race to Recycle" Program – Vodden

A short report was presented by Vodden:

	It is billing cycle, which requires significant amounts of time. Completion should be in November with payment received in December. A rough guess on the billing amount is $20,000 .
	All reports from the Agency are positive and we should recognize the key personnel with the State Integrated Waste Management at the banquet.

 

 

Report from Thunderhill Park – Vodden

A recap from the report was presented by Vodden:

	The Raceway is above objective levels with earning at $370,000 and cash of $560,000 before reductions in November down to $460,000 for debt service.
	The recent Street School had 83 participants for the regular school plus 49 for the advanced school. Customer responses are exemplary.
	A copy of the year 2000 Thunderhill schedule was presented.
	The Track Committee has reviewed the facility and devised a plan for reverse (clockwise) direction operation. The estimated cost of necessary track change for the clockwise direction is $40,000. The Committee believes the Region should fund this.

The BoD discussed who should pay for this. It was suggested Thunderhill pay for it since the SCCA Drivers have already determined where surplus regional funds should go (improvements such as bathrooms, etc.). This information was provided from the Driver Surveys throughout the 1999 year.

 

 

Consultants Report - Vodden

	The Club is dong well.
	The Region Office is proceeding smoothly. The functions were acquired at a peak time with the magnitude of the workload exceeding what the deemed average level would be so that it could be compatible with the Thunderhill office functions. The BoD has been helpful by not adding workloads to the Office.
	Smith asked if procedures were in place for recovery or smooth transition, in the event we lose a key office member.

 

 

Other – All BoD:

Archer reminded existing and new BoD members the financial responsibilities the BoD has to the members.

The race entry system (a DOS format) is not Y2K compliant and is being re-written in DOS. It was suggested that a more advanced and compatible system be written or purchased.

Action Item … Vodden/Archer/Smith … Review the Race Entry system and determine what the new program should be. Ensure links to handling entries, registration, Timing and Scoring issues, and be able to load the data on the WEB .

 

Discussion on protocol for trophies and the possibility of oversubscribed trophies for Regional, National, or PCRRC events.

Action Item … Gordy … Check on the procedures for requesting and making trophies for Regional, National, and PCRRC events, to avoid extra trophies being made for classes with no entries.

Versaggi – Tech requests the scales be repaired.

	Discussion around having a set of scales at each track and the type of scales.
	Early in the year, one set of scales was approved for purchase.
	It was suggested Vodden research the types of scales to help determine what to purchase.
	Existing scales can be repaired if cost effective.
	Nemy states that Solo II may be willing to purchase the existing Road Racing scales.
	Motion to buy a maximum number of two sets of scales for Tech and have Tech decide how to handle the existing scales. – Gordy; Second – Berry; Passed.

Versaggi suggested we spend more time with NORPAC versus National to help spread our allegiance throughout the West Coast.

 

 

Agenda Topics for the December BoD Meeting – All BoD

	Assign BoD Members to Liaison Activities
	Select awards for 1999
	Finalize Chiefs Meeting
	Finalize Preparation of the 1999 Awards Banquet
	Update on Drivers School
	BMW additions to PE or Vintage
	Review of Open Action Items
	Visitor Topics
	Other

 

 

Adjourn:

	Motion to adjourn – Berry; Second – Cook; Passed
	Adjourned at 12:15 AM 11/18/99.

 

 

Respectfully Submitted,

Leslie A. Berry, Secretary

            

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