BoD Minutes – November 15, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting
November 15, 2017

Present:  Heather Clark, Anna Crissman, Rex Deffenbaugh, Bruce Dover, Sam Fouse, Buddy Matthews, Heather Powers, Mark Senior, James Shanks, and via conference call, Eric Danielsen, Matt Decker, and Ben Tyler. Morgan Mehler and Blair Deffenbaugh did not attend.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Wednesday, November 15th 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC.
  1. Eric Danielsen and Ben Tyler attended as guests via telephone.
  1. Motion to approve the October minutes, as corrected and posted on the Google drive (Senior / Fouse).

Order of items below reflects the order of discussion; not as they appeared on the published agenda.

Financial Report.

Treasurer Heather Powers reported that we have about $112K in the money market savings account, and just shy of $56K in checking at his time, with most of our outstanding bills paid, except for worker credits and the 25% deposit due VIR for next season. That deposit is about $36K, since the basic track rental bill for our four events next season is $143K. The deposit must be paid by December 1st. Solo, Heather said, has about $11.2K in their account at this time. Sam added that his preliminary figures show that we lost approximately $10K on the Harvest Moon Hot Laps PDX.  We needed more than 100 entries at $200 a head, but only got 62, resulting in a significant drop in projected revenue. Some of those present questioned his figures and Sam promised to circulate the spread sheet he had developed to the Board.

Old Business:

  1. Awards Banquet Update. Buddy reported that plans for the annual meeting and dinner were coming along well for the date of Saturday, January 13th at the Vailtree Center in Burlington. The event budget is based on 150 people attending. 141 people attended last year, 57 couples and 27 singles. The room will cost $20 a person ($3000), and the food $24 per person ($3600) with that number attending. As this is higher than last year, discussion of the price resulted in a consensus that it would have to cost attendees more. Motion: To set the annual awards dinner price at $35 for singles and $60 per couple (Senior / Deffenbaugh). Passed.  The menu will feature beef, chicken, and fish, potatoes, a couple of vegetable sides, and dessert. A cash bar with beer or wine will be available, but hard liquor will not be, due to the increased cost of setting that up. A live 5-piece band, headed by local musician Chris Turner, will perform. Buddy added that the SCCA’s Heywood Wagner, Director of Experiential Programs, will be our guest speaker. On the question of how to avoid the rather long line we had last year, with people registering and paying at the front table, Bruce suggested that we urge people to pay in advance via credit card.  The fee would only be about a $1.50 per transaction and the benefit would be worth it. The Board informally agreed to this. After much discussion, it was further agreed that the doors (and the bar) should open at 5:00 PM, followed by dinner at 6:00, a 15-minute business meeting (as required by the Bylaws) at 7:00, then Heywood Wagner and the awards presentation after that.  The plan is to wrap up by 10:30. Buddy agreed to publish a schedule.
  1. 2018 Schedule. As announced last month, our schedule for next year at VIR is as follows:

March 10 – 11             March into Spring

April 13 – 15              VIR Spring Sprints Majors

May 12-13                  SARRC / MARRS Challenge

October 13-14             Goblins Go

It was noted that puts the SARRC / MARRS back on Mother’s Day weekend again (where it has been many, many times in the past). This was dismissed by some as business as usual, but Sam noted that we should have increased attendance, since the Formula 1000 group had indicated to him that they wanted to come both in May and October, with October being their finale, and they said that we should plan on 15 cars each time. Their participation is predicated on them getting their own race group at least once during each weekend, and Sam said he thought we could work that out, despite it being be troublesome to schedule. Since we no longer have a stand-alone date for a PDX, the idea was proposed that we hold one on the Friday before the March event. Mark Senior agreed to talk to VIR about that possibility, since it would probably mean that they would lose their test day. It might also be difficult to staff, but that discussion was postponed in favor of determining its feasibility first.

  1. Speed Suite Loan. Sam thought it prudent to explain to the Board more thoroughly the terms of our loan on the Speed Suite. As a 501c(4) non-profit with no credit history, we could not get a standard 15-year mortgage. Instead, BB&T gave us the best deal they could, which is a 7-year note with a balloon payment at the end, common for commercial ventures, which assumes that we will apply for an extension or a new loan when the balloon payment comes due. Our current payment is about $741 / month, which amortizes the loan over 15 years, assuming we apply for an extension when our seven-year term is up. To pay off the note more quickly would take a lot more money each month, an additional $606 per month to pay the loan off in 7 years, and about $300 per month to pay it off in ten. But there is no need to put ourselves on so tight a budget in order to do that. Since there is no pre-payment penalty, we can pay an extra amount on the principal whenever we have extra cash, such as after the Majors, and not have to worry about getting additional revenue from the our “regional” races, which are run on much tighter budgets. Sam’s recommendation therefore is to do just that, make the minimum payment until after the Majors in 2018, and then see where we stand. The rest of the Board agreed by consensus. The point, Sam emphasized, was that the going rate for similar rental property was about $10/sq. ft. per year, so our 1200 sq. ft. space would likely cost us about $1,000 per month, and would be likely to go up in the future. In addition, we would never build any equity. So even if it takes us more than ten years to pay it off, we are still way ahead of renting.

New Business:

  1. Refund for Goblins Go Driver. Bruce circulated a printed copy of the e-mail exchange between an entrant from the Goblins Go and himself, in which the driver says he was so despondent after his car’s transmission failed after the Saturday race that he withdrew and that he forgot to notify us of that fact. As his sanction and insurance fees were covered by his Saturday racing, Bruce calculated that, once his multi-race discount was backed out, that the most he could expect would be $210 of the $445 he had paid.  Since he had paid by credit card, and we had already paid nearly $30 in credit card fees and could not recover those after this much time had elapsed, the Board voted to retain those. Motion: To refund this driver $180, $210 less $30, (Senior / Crissman).
  1. 2018 VIR Contract. Mark had circulated the VIR contract for 2018 via e-mail several days before the meeting and some concerns had been raised by the Board members. Sam pointed out that there are several places where it makes us, as renter, responsible for things that are very hard to police, such as how much fuel a competitor may bring to the track (no more than 20 gallons), and yet it imposes a financial penalty for each breach. Additionally, it now specifies which stations must be staffed for various kinds of events, and provides that a Controller (a VIR employee) to manage the corner works is included in the basic track rental. No one has any idea what this person would do if we are not also renting corner workers from VIR. The Flag Chiefs would like to have a face-to-face discussion with Kerrigan and show him how we conduct events because they believe that he does not know how we operate. Several people were also unhappy that the contract no longer specifies any specific VIR policies in detail, but instead just points to a web link and makes the renter responsible for checking that link up to the day of the event. Sam and Eric pointed out that this conflicts with the statement that only what is spelled out in the contract shall be considered as part of it. Sam asked Mark Senior as track liaison to pursue these questions with Kerrigan.  Mark agreed, but suggested that we send in our deposit as soon as possible as a gesture of good faith. The Board agreed by consensus that should happen. Bruce will hand-deliver it in a few days. Anyone with additional issues not covered in the e-mail exchange should send them to Mark.  
  1. 2018 Majors Letter of Agreement (LOA). Sam reported that he had received from the National Office the LOA for our Majors event to be signed and returned by us. He promised to circulate it before he signs it so that we might address any concerns. The gist of it, he said was that there will be 8 race groups, but a bit different from last year. Only SRF3 cars will be included; SRF will be gone. Open wheel is to be split into a big-bore group and a small-bore group to address their vastly differing performance potential. B-Spec will be combined with small bore production cars.  Express Tech and Express Registration are gone, as those did not work well. And compliance fees will be collected only from Spec Miata (SM), Formula Enterprise (FE), and SRF3. A provision for allowing the use of a virtual safety car (which VIR implements as Code 35) may be in the GCR by then.
  1. Post-event Reconciliation on MSR. Sam, Bruce, and Anna, are having difficulty getting their numbers to match using the reports in Motorsportreg.com (MSR). Anna indicated that she is using a set of reports set up by someone in SEDIV, called the SEDIV Group Report. This apparently doesn’t match what Bruce and Sam have been using, and that creates a problem because there are fees assessed per car. They discussed this briefly and then decided to pursue it offline among themselves.
  1. SEDIV Annual Meeting. The SEDIV annual meeting is to be held on St. Simons Island again, February 2 – 4, 2018. Since this will follow the elections and the annual dinner, it was agreed that we should postpone discussion of who should go and how much reimbursement would be provided by the Region until a future meeting. 
  1. Annual Awards. Per the Bylaws, the Awards Committee is composed of the Chapter Coordinators and the Members-at-Large. They are to elect a chair person among themselves. As before, since Buddy was handling the arrangements for the dinner personally, he asked that someone else take his place. James Shanks agreed to do that, and later, he agreed to be the chairman when no one else volunteered. Eric Danielsen agreed to produce the awards via his business All-Star Impressions, as he had done in years past. Sam also asked him to produce the Tarheel Cup year-end awards and he agreed. Eric further agreed to produce a slide show for the annual dinner, similar to the one he made last year, which was so very well-received.
  1. Nominations for 2018 Election of Officers. As Secretary, James announced that he and Sam were running unopposed. There were three nominees for the two open Member-at-Large seats. Incumbents Heather Clark and Morgan Mehler both submitted nominations, as did William J. Pennington II, or “Joedy” as we know him. Bruce Dover will prepare a ballot to be mailed no later than Wednesday, December 6th. He asked that those running send him short biographies that he might put on the web site, as is his usual practice. Sam pointed out that Mark Senior had announced his intention not to run again for Triangle Chapter Coordinator, so that seat would be vacant until the Chapter elected someone for 2018. Board might be short a voting member until that happened. It would depend on what the Triangle Chapter members did at their next meeting, scheduled for December 6th. 

Chapter and Committee Reports: As of this writing there were no Chapter reports for November 2017 posted on the Google drive.

Motion to adjourn at 9:07 PM (Clark / R. Deffenbaugh). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – October 18, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting
October 18, 2017

Present:  Heather Clark, Anna Crissman, Rex Deffenbaugh, Bruce Dover, Sam Fouse, Buddy Matthews, Joedy Pennington, Heather Powers, Mark Senior, James Shanks, and via conference call, Eric Danielsen, Matt Decker, and Ben Tyler. Morgan Mehler and Blair Deffenbaugh did not attend.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Wednesday, October 18th 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC.
  1. On the phone, Eric Danielsen and Ben Tyler, and Joedy Pennington in person, attended as guests.
  1. Motion to approve the September minutes, as posted on the Google drive (Clark / Senior).

Order of items below reflects the order of discussion; not as they appeared on the published agenda.

Financial Report.

 Treasurer Heather Powers reported that we have about $112K in the money market account, and about $85K in checking at his time, fat with the Goblins Go income but before the bills are paid. Solo, she said, has about $15K in their account after the NCAC event. Sam projected that the Goblins Go, held just a few days ago, would return between $10K and $20K to the Club once all the bills were paid. Sam added that he had not been able to contact the parent company of Appalachian Tire about our plans to discontinue paying their $225 vendor fee at our events, so we had paid it one last time, he hoped, at the Goblins Go.

Old Business:

  1. Staffing at Harvest Moon Hot Laps PDX. Mark Senior brought up staffing for the upcoming Harvest Moon Hot Laps PDX, and indicated that more workers had signed up than had been anticipated last month, and that he would like to compensate all of them equally, at $100 each. Motion to add $500 to the PDX worker allocation, raising the total from $2500 to $3000, which would cover 30 workers (Powers / Shanks). Passed.
  1. Awards Banquet Update. Buddy reported that plans for the annual meeting and dinner were coming along well for the date of Saturday, January 13th.  While Vailtree venue we had last year was the same, a new caterer would be handling the food, which should solve some of the complaints from last year. In fact, there were two caterers vying for our business, and that in either case, we would be eating off real plates with real silverware, not paper and plastic.  One of the caterers was the Village Grill in Burlington, where we used to have Board meeting some years back. Buddy proposed that we could hold the November meeting there if we wanted to sample some of their fare before making a decision. This idea was generally accepted and Sam asked Buddy to look into the possibility of holding our meeting there on November 15th.  If we can do that, then we will meet there rather than at Pipers. Buddy also indicated that he had asked Lee Hill, Chairman of the SCCA Board of Directors, to speak, but that Lee would be at Sebring for the opening Majors of 2018 that weekend.  Lee offered to ask Mike Cobb, the new President of SCCA to come in his stead, so that was in the works. Buddy also indicated that we would have live music in lieu of the DJ we had had last time. He had approached local musician Chris Turner, and they were still deciding whether it would be a trio or a quartet. There was some discussion about how to avoid the rather long line we had with people registering and paying at the front table, and Bruce agreed to work on that.
  1. Speed Suite Configuration and Transfer of Contents. Sam announced that he had spent Tuesday and Wednesday prior to the Goblins Go up at the new Speed Suite, preparing it for occupancy. He had cut up a bunch of engine crates that Mr. Siegel had left behind and taken then a load of miscellaneous trash to the dumpster in the South Paddock. There remain two huge racks, made of square-section steel tubing bolted to the wall, that will have to modified for our use (they formerly held the engine crates). One will have to be removed and relocated entirely, as it blocks the plumbing stub where our new bathroom would go. After finishing cleaning out the Speed Suite on Wednesday, Sam, with Bruce’s help, transferred almost all of the contents of Garage 34 to the Speed Suite to fulfill F&C’s needs for Goblin’s Go. There are a few non-essential items remaining in Garage 34, along with the full contents of Garage 36. So while things had gone well using it for the morning meeting that Saturday, there still remains a lot of stuff to move. Sam said that we should schedule a work day in November so that we can be out of Garage 36 by the end of that month. As for future remodeling, Sam discussed adding a shower to the proposed bathroom, but this was informally rejected by he Board as too costly for the benefit it provided. The kitchenette he proposed was well received, however. Heather Powers had already donated some cabinets for that and had delivered them to the suite, where they were awaiting installation. Motion: that Sam prepare an estimate for adding the bathroom and kitchenette to the Speed Suite for the Board to consider, and for us to vacate Garage 34 by October 31st and Garage 36 by November 30th (Shanks / Senior). Passed.

New Business:

  1. Goblins Go Debrief.
    1. VIR corner staffing requirements. Out of the blue on Friday, October 12th, we heard that VIR was insisting that we staff corners 2, 7, and 16, though in the past we had never done that on any regular basis. They were so insistent that Tommy Webb, who was in charge for the weekend, was told he was to shut us down if we did not comply. The rather flimsy rationale for this was an ambiguous section in the contract which said that if someone were to hire VIR workers to staff the track, they would provide 19 of them, 17 to staff all the corner stations (at one per station), plus one for control and one for pit out. Regardless of the ambiguity, since we provide our own workers and share the same insurance company as VIR, we were forced to comply. The Board thanked Ben Tyler for scrambling on Saturday morning and providing observers at those stations to keep VIR happy.  This caused us a delay of just under 20 minutes on Saturday morning but did not significantly impact our track rental. Mark Senior said that he had contacted Kerrigan Smith, VIR General Manager, about this issue after the weekend, and that Kerrigan took the blame for both not contacting Mark beforehand and for not telling us sooner that he had decided to enforce this policy. It seems he made this decision because of his recent involvement in lawsuits against the track and had decided that he could not defend having all the stations staffed on some occasions but not others. He apologized for the trouble he caused us, but he made it clear that this would be the policy going forward and that the new 2018 contract would be more specific. However, he then switched topics and told Mark that he was very unhappy about how we had left the track on Sunday following a big oil spill, so big that it required power washing of parts of the track on Tuesday after complaints from the motorcycle group who was the next renter.
    2. Oil spill and Clean Up. This prompted Sam to ask Ben and others for a synopsis of this big oil incident. Apparently, a car in the Big Bore Group (Group 5) laid down a lot of oil or gear lube between Start and Turn 4 early in the race and was allowed to continue when Start was unable to successfully meatball him the first time.  David “Cowboy” Crumpton, Track Safety Director and head of EV for the event, wanted to halt the race, and both Eric and Ben asked operating steward Toni Creighton to do that, but she declined. She also declined to continue the meatball procedure, so the errant car continued to leak for the rest of the race. Many cars went off at Turn 1, Ben said, perhaps as many as 20, but not all of these were called in by the personnel at Station 1, as they caused little disruption and the persons on station did not perceive that they were related. Another car also oiled turns 6 through 9, but not as severely, or so it was thought. After the race, the EV crew laid down oil dry. They charged us for 6 bags, Ben said, so it is unclear why, if VIR’s crew handled the cleanup, that Kerrigan should be blaming us for residual oil issues. Sam has asked for a copy of the logs from that race be sent to him, as he wants to review them with an eye towards asking the stewards to be more vigilant about pulling in cars which make the track hazardous and mindful of the fact that North Carolina Region takes the blame if they are not.
    3. Trophy Issues. James Shanks indicated that as a consequence of delayed results, seemingly due to wi-fi issues at the track, F&S got behind in producing trophies, and over 26 of them were not picked up. These would have to be mailed at the cost of $7.20 apiece, or about $188. James said he had already talked to Bridgette Sinnott about avoiding this problem in the future by letting the staff at the Hospitality tent know when F&S is seeing trophies pile up unclaimed, so that the Hospitality folks can see about tracking some of these winners down while they are still at the track. The Board informally asked James to e-mail the owners of the unclaimed trophies before he mailed them, in order to make sure that they still wanted them, in an effort to control this cost. James agreed to do so.
  1. 2018 Election of Officers. The RE’s and the Secretary’s terms of office at up in January, as are those of two Members at Large. Sam, James, Morgan, and Heather Clark, are all affected. James read aloud the nomination procedure from the Bylaws. Nominations must be in writing, signed by the nominee and three other members in good standing. No candidate may declare for more than one office at a time. And all nominations must be in the Secretary’s hands by the close of the November Board meeting.  It was suggested that Bruce send out an e-mail to the Region in general announcing that nominations were open subject to these requirements. Sam also appointed an elections committee to count the ballots, which must be mailed no later than the first Wednesday in December and received by the last day of that month. Anna, Bruce, and Heather Powers, agreed to serve on that committee.
  1. Possible Formula 1000 running with a Regional Race. Sam reported that he had been contact by the organizer/driver of a Formula 1000 group of drivers who want to come to VIR next March, or perhaps next October, and be part of our event that month by having their own race group. He claimed to be able to bring as many as 18 to 20 cars, though this seems optimistic. Ben suggested we set a minimum number for them to have their own group and put them in with the rest of “Wings and Things” if they do not have that many show. Sam promised more details at the next meeting after he talks with this fellow in detail.
  1. 2018 Schedule Reduced to 4 Events at VIR. This item was not discussed at the meeting but via e-mail in the week prior to the meeting and a vote was taken that way. VIR indicated that the dates they had given us before (shown below) were firm and that if we wanted the Saturday after the Goblins Go, October 20th, we would have to take the Friday before it, October 19th as well, at the full rental rate of about $35K for the two days. Since we could not have a traditional race on that weekend, having just had one the weekend before, and that we would have to have half of whatever we did on Friday rather than Sunday, a majority of the Board felt that we could not make this work and voted to drop the date, knowing full well that we would not get it back. Thus, our schedule for next year at VIR is as follows:

March 10 – 11             March into Spring

April 13 – 15               VIR Spring Sprints Majors

May 12-13                   SARRC/MARRS Challenge

October 13-14             Goblins Go

Should a date open up in November for a PDX or date in June for a race, we might pursue those. 

Chapter and Committee Reports: As of this writing there were no Chapter reports for October 2017 posted on the Google drive.

Motion to adjourn at 8:59 PM (Clark / Senior). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – September 20, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting

September 20, 2017

Present:  Heather Clark, Anna Crissman, Bruce Dover, Sam Fouse, Heather Powers, Mark Senior, James Shanks, and via conference call, Eric Danielsen, Matt Decker, Blair Deffenbaugh, Morgan Mehler, and Ben Tyler. Buddy Matthews and Rex Deffenbaugh did not attend.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:31 PM, on Wednesday, September 20th 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  1. On the phone, Eric Danielsen and Ben Tyler, attended as guests.
  1. Motion to approve the July minutes, omitted from last month’s proceedings, as posted on the Google drive (Crissman / Senior).
  1. Motion to approve the August minutes as posted on the Google drive (Clark / Crissman).

Financial Report.

 Treasurer Heather Powers reported that we have about $111.8K in the money market account, and about $6800 in checking after the purchase of the Speed Suite. She will be moving money into checking in anticipation of expenses for the Goblins Go and Harvest Moon Hot Laps PDX. Solo, she said, has just under $10.8K in their account at this time.

Order of items below reflects the order of discussion; not as they appeared on the published agenda.

New Business:

  1. Speed Suite Purchase Completion and Additional Items. Sam announced that we had closed on the Speed Suite at VIR on September 5th. The official purchase price was $125K, in order to keep the appraised value high, but Harvey Siegel, the previous owner, made a $3000 donation to the Region immediately after the purchase, making the effective price $122K, which is less than the original sales price of the unit. Our monthly mortgage will be about $741 per month, and our owner association dues to cover water, sewer, and maintenance, are only $65 /month. Electricity is our responsibility and Bruce has opened an account for the Region with the utility in Danville. After getting some very high quotes for insurance, Sam was able to obtain coverage from K&K, the SCCA insurer, for $950 a year, which is much less than some other owners are paying. Bruce has visited the suite since Mr. Siegel had moved out, and he circulated photographs of the interior. There were some items left behind, particularly some industrial shelving, which Mr. Siegel might want. Sam will contact him about those. Bruce also needs to contact VIR maintenance about a very large wasp nest nearby which will have to be removed. The current plans call for the flag meeting on Saturday morning, October 14th, , for the Goblins Go, to be at that location, with Bob Brookfield registering workers there that morning because of the early start time. We may also hold a worker party there on the Friday night before the Harvest Moon PDX as well. Sam directed Bruce to tell VIR hat we would be vacating our rental garages on October 15th, at the conclusion of the Goblins Go.
  1. Goblins Go Revisions. Anna announced that after consultation with Sam she had added Legends cars and GT Pinto to the groupings in the Goblins Go Supps, as these had been requested by MARRS drivers. Sam indicated that the V8 Super Series drivers wanted a lap race versus a timed race on Sunday, but that this was actually a good thing for us, since their 16 laps would easily fit within the allotted 45-minute window.  As for Code 35, it was observed that if Cowboy were to be in charge of EV that weekend, we would not likely have any problems, as he well understands how our events flow.  
  1. PDX Event Progress. Mark Senior announced that he had had a discussion with VIR’s Kerrigan Smith, and that he has been told that VIR has much stricter regulations than SCCA does for PDX-type events. In particular, VIR requires that all convertibles have a roll bar with four points of attachment made to the sanctioning body’s specifications and a Snell SA-rated helmet no more than one certification level back (2010). Hard tops and targa tops for convertibles are not enough and M-rated motorcycle helmets are not allowed. There was considerable discussion by the Board about the arbitrariness of these rules, but Mark indicated that Kerrigan was firm on this matter and no further discussion would be forthcoming. We will have to enforce these regulations at our PDX, despite the fact that they will likely reduce our number of entries. Several suggestions were made about how we might obtain more loaner helmets and Mark said he would look into those. There was also considerable discussion about how many volunteers would be needed to staff this event, and in what capacity. For example, no EV volunteers are needed, and only one starter and steward are required, as are at least 3 people on grid; and all corner stations which are usually staffed for a race (15 of them) must have at least one person on each. The discussion centered around how to attract and compensate these people, since many of our usual volunteers considered a PDX too boring to attend. Motion (Senior / Crissman) that we offer the first 25 volunteers who will accept assignment where we need them $100 per diem, plus a free weekend membership if required, and free camping on Friday, as well as a free social Friday night. Passed.
  1. 2018 Schedule. Mark relayed that he had received an unexpected call from Kevin Massey-Shaw at VIR regarding our dates for next year. He indicated that VIR has us down for these dates:

March 10 – 11             March into Spring

April 13 – 15               VIR Sprint Sprints Majors

May 12-13                   SARRC / MARRS Challenge

October 13-14             Goblins Go

This is not the schedule Sam gave to SEDIV in July.  The SARRC / MARRS challenge has been pushed forward to Mother’s Day weekend again, and the October stand-alone Saturday is missing altogether. Sam consulted the SEDIV calendar and determined that there is nothing going on the weekend of May 12-13, so we can live with that if we must, but he directed Mark to ask Kevin if we could have the earlier date of May 5-6 as requested before instead.  Mark will also ask about our missing Saturday in October. 

Old Business:

  1. Awards Banquet Update. As Buddy was unable to make the meeting, this item was tabled until next month. 

Chapter and Committee Reports: As of this writing there were no Chapter reports for September posted on the Google drive under September for 2017.

Motion to adjourn at 8:52 PM (Clark / Senior). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – July 19, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting

July 19, 2017

Present:  Anna Crissman, Heather Clark, Rex Deffenbaugh, Bruce Dover, Buddy Matthews, Joedy Pennington, Mark Senior, James Shanks, and via conference call, Sam Fouse, Blair Deffenbaugh, Eric Danielsen, John Lindquist, Morgan Mehler, and Ben Tyler. Heather Powers and Matt Decker did not join.

  1. The NCR BoD meeting was called to order by Assistant RE Anna Crissman at 7:33 PM, on Wednesday, July 19th 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Joedy Pennington, in person, and on the phone, Eric Danielsen, John Lindquist, and Ben Tyler, attended as guests.
  3. Motion to approve the corrected June minutes as posted on the Google drive (Senior / Clark)

Financial Report.

Treasurer Heather Powers had informed Bruce Dover that she has no new information to present after the extensive reports that she had provided last month.

Old Business:

  1. IMSA Event August 24-27. Bruce reported that he had paid the VIR vendor fee and the insurance waiver. John Lindquist, who is heading up the event, reported that he had volunteers lined up to bring their cars to the track and others to staff the booth all three days. Load-in occurs the day before, on Thursday, August 24th, and those bringing cars may leave their trailers behind the Gallery for the duration of the event, which concludes at 4:00 pm Sunday, August 27th. John indicated that he could not be there himself, but Sam Fouse and Brian Hooper would be jointly responsible for running things at the track. He also said that he had cleared the membership discount with the SCCA National Office and that he was requesting that Bruce prepare some sample membership forms that would show the volunteers exactly how to prepare a regular, a family, a first gear or active military membership form properly, so that all they would have to do was copy the sample. Bruce agreed to provide those. Everything seems to be coming together well, John concluded.
  2. 2018 Schedule. Sam announced that he had participated in the SEDIV Mid-Year Meeting via phone, using South Carolina Region’s RE, Melanie Murray, as his vote proxy. He texted her “yea” or “nay” as appropriate during the meeting. Sam also sent a copy of the tentative 2018 SEDIV schedule via e-mail to all the Board members at the conclusion of that meeting. A copy of that document resides on the Google drive under July for 2017 of the Executive Board folder. As noted before, the annual Runoffs (to be held in Sonoma, California for 2018) have been moved forward from the end of September to the week of October 13- 21, which causes chaos with the traditional schedule for the end of the season in SEDIV. Our Goblins Go will remain the weekend of October 13-14, even though this is a conflict. Meanwhile. Jim Creighton, on behalf of SEDIV, is trying to move the SIC to Daytona, the last weekend in September (September 28 – October 1), but failing that it will occur on October 6-7 at Roebling Road as usual. Sam indicated that he was in favor of the move to Daytona, as that would give us a kind of mini-Runoffs in the Southeast, and the earlier date would be better for our car count at the Goblins Go. Only time will tell how all this plays out. NCR’s tentative 2018 schedule is
  • March 10 – 11             March into Spring
  • April 13 – 15               VIR Sprint Sprints Majors
  • May 5-6                       SARRC / MARRS Challenge
  • October 13-14             Goblins Go
  • October 21                  PDX

Sam said that he did not pursue the idea of dropping our March date in favor of trying to get one in June because CCR indicated that they were in negotiations with the SCCA National Office to host a Conference Majors at Charlotte Motor Speedway on June 8 – 10 of next year.

  1. SEDIV Meeting Highlights. Sam said that the only other noteworthy thing that happened at the SEDIV meeting, other than hammering out this tentative schedule, and discussing the possibility of having the SIC at Daytona, was a short, informal address by SCCA’s new president, Mike Cobb. There were also some minor SEDIV bylaws changes that were voted on as well.
  2. Annual Meeting. Buddy Matthews said that he had contacted the Vailtree Center and that we only had to pick the exact date in January that we wanted to have the annual meeting and awards dinner. After determining that the SCCA National Convention was the third weekend in January, January 18 – 20, and the SEDIV annual meeting was the first weekend in February, the Saturday of the second weekend in January, January 13, was chosen. This is our traditional date, but unfortunately it conflicts with the opening Super Tour Majors at Sebring, just as it has in the past. Buddy said he would confirm the date with the Vailtree Center and let them proceed with the arrangements.
  3. Code 35 Survey Update. Morgan Mehler had recently posted to the Google drive (under July 2017), and circulated to the Board members, the final results of the Code 35 survey. He produced several documents of complete responses to the questions, including the written comments, one for just Code 35 respondents, one for Full Course Yellow (FCY) respondents, one for respondents who had experienced both procedures, and a huge compilation of all the responses. More importantly, he produced a graphic summary of the results. The results so far indicate that Code 35 as currently implemented, is not popular among drivers, and that 55 to 60 percent of them prefer the FCY procedure. Accordingly, the Code 35 committee, Morgan said, recommended that the FCY procedure be the primary procedure used at the Goblins Go, with the Code 35 procedure held in a reserve as a backup for when EV needed to get on track very quickly. There was a lively discussion emphasizing that our current Code 35 procedure was a work in progress and that what we needed to do was to produce a document so that all stakeholders, driver, stewards, workers, and EV, would all be on the same page. The Code 35 committee will continue working towards this end.
  4. Speed Suite Purchase. Bruce raised the issue of logistics if we were planning on using the soon-to-be-purchased Speed Suite at VIR for Registration at this year’s Goblins Go. Sam said that would not be feasible, and that in fact it might never be feasible, given the parking situation, but that we would have to see how it worked out in the future. We would also have to remodel the suite first to provide a bathroom inside the unit. Initially it should be considered as secure storage and a potential meeting place for F&C. Sam added that the Speed Suite purchase is underway, and that we have made a deposit, and we are now just waiting for the bank to get the mortgage arranged. It appears that we are still on track to complete the purchase by August 1st but that will depend on how quickly BB&T can get its affairs together.

New Business:

  1. Supps for Goblins Go. Anna said that her preliminary review is underway and that she hopes to have a draft copy for the Comp Board to review by August 1, pending new language about Code 35 and Full Course Yellow. A Race Chair is still needed for this event.
  2. Supps for PDX. Mark Senior reported that the SCCA National Office is still in the dark ages regarding PDX events, and has not updated their requirements along the lines of what others are doing, or even along the lines of how their own much-streamlined Track Night program works. They still require a sanction number, supplemental regulations, and whole list of officials, just as they do for a race. Required officials include an Event Chair, a Chief Instructor, a Chief Classroom Instructor, a Safety Steward, and Chiefs of Pit and Grid, Tech, Registration, and Flagging and Communications. Mark is working on some Supps by reviewing some from other organizations, as well as our own from 2009 and earlier. There will be 5 groups total, 4 for students, Green, Yellow, Red, and Blue, based on experience, and one for the instructors. The plan is for three 20-minute sessions each and a total cost for the entrant of just under $200. The event is to be called the Harvest Moon Hot Laps and Bruce will create an event on MotorsportReg.com for it. Blair Deffenbaugh has agreed to be the Event Chair for this event.

Chapter and Committee Reports: As of this writing there was only the Cape Fear Chapter report for June and July posted on the Google drive under July for 2017.  As noted before, there were also the Code 35 survey documents, the tentative 2018 schedule, and the minutes from last month.

Motion to adjourn at 8:21 PM (Senior / Clark). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – August 16, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting

August 16, 2017

Present:  Heather Clark, Anna Crissman, Rex Deffenbaugh, Bruce Dover, Sam Fouse, Mark Senior, James Shanks, and via conference call, Eric Danielsen, Matt Decker, Blair Deffenbaugh, and Ben Tyler. Buddy Matthews, Morgan Mehler, and Heather Powers did not join.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:32 PM, on Wednesday, August 16th 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. On the phone, Eric Danielsen and Ben Tyler, attended as guests.
  3. Approval of the July minutes was inadvertently omitted.

Financial Report.

None, as the Treasurer, Heather Powers, was on vacation.

Order of items below reflects the order of discussion; not as they appeared on the published agenda.

Old Business:

  1. PDX Event Progress. Mark Senior had sent two documents to the Board members shortly before this meeting. One was a spreadsheet with an updated schedule. The other document was his work-in-progress notes for our event at VIR, October 21st. He is modifying those as he makes progress on settling the issues, such as the officials and the schedule, in order to produce Supps to be posted. Bruce created a folder called PDX on the Google drive, under 2017 of the Executive Board, where these are now stored, along with the Supps that Buccaneer Region has published for their event at Roebling Road September 9 – 10. Mark noted that the tech sheet suggested by SCCA National is to be filled out by the participants in advance and signed. This makes each participant responsible for the safety of their own vehicle, rather than the tech inspector, who will only check for obvious things. like seat belts being present, and that there is a signed tech sheet on file. There will be five color-coded student groups based on experience, as follows, with 4 twenty-minute sessions per group:
  • instructors
  • red – experts – race drivers and students with significant experience
  • blue – advanced – students that have 6 or more schools
  • yellow – intermediate – from 3-6 schools
  • green – novice – 0 to 3 schools

Mark said he had floated the idea at the last Tarheel Sports Car Club (THSCC) meeting and it was well-received. Blair Deffenbaugh was consulted as to his plans for a social media campaign to our non-traditional participants (particularly car clubs). Blair indicated that he just needed a location on our website to link to in order to get started and Bruce agreed to provide that soon. Blair also indicated that we should use our Constant Contact e-mail system to announce the event to our racing drivers for any who might want to use the event as a test and tune opportunity. Motion (R. Deffenbaugh / Crissman) that the entry fee be $195 before October 6th and $215 afterward, with a $10 discount to any SCCA, THSCC, and active military participants. After considerable discussion, passed.

  1. Speed Suite Purchase. Sam announced that the appraisal and title search have been done and he is checking on insurance for the structure and contents. He said that it still looks like we might be able to close by September 1st and that we will start paying approximately $30 per day for facility after that.  The current plans call for the flag meeting Saturday morning to be at that location for the Goblins Go and that Bob Brookfield will be registering workers there that morning because of the early start time.
  2. Website Updates. Bruce demonstrated some improvements to the NCR web site look-and-feel which Jeff Eng had recently done. The organization was much improved, he said, making it more intuitive to use. Jeff will be doing more in the future, per item #4 under New Business below.

New Business:

  1. FV Anniversary event in 2018 at VIR. Sam announced that he had had more communication with the folks who put on the Formula Vee Anniversary events. He reminded us that last year he had been approached by Fred Clark of that organization to pursue putting on the 55th Anniversary event at VIR in 2018, and when Sam said we would be willing to host it, Fred gave him $500 as a good-faith deposit. Later he had conversations with Stevan Davis of the group, who indicated that they would want a stand-alone event at VIR for just their drivers and that they would be willing to pay no more than what they did at Roebling for the 50th Sam told him then that this would not be possible due to VIR’s much higher costs. And at that point negotiations broke down. Recently he was contacted by someone who handles Formula Vee for SVRA who wanted to discuss specifics. Sam said that he explained that VIR track rental for two days was over $32K, and that with insurance, sanction, corner workers, food, and so on, he estimated that such an event would cost about $52K total for the two days. With an estimated 130 cars, this would work out to about $450 per car, or $225 per car per day, which was at least as good as could be had at any major facility in the country, in the same ballpark as test day rentals, Sam said.  Still the FV people were not happy and they have asked for their $500 deposit back. Sam indicated that he had directed Treasurer Heather Powers to send them a check. In his view, we are done with them.
  2. Supps and Other Needs for Goblins Go. Anna had circulated her latest copy of the Supps and it was up the Board to accept them and the proposed schedule. Eric Danielsen had stepped up as Race Chair and Sam indicated that there would be pressure on us to provide a really nice social, since the MARRS folks had agreed to forego their usual $25 per car fee on Sunday as their contribution to our expenses. They still get $25 per car for Saturday. Because we were also honoring the V8 Series drivers, Sam indicated that he wanted to hold the social in the VIR Picnic Shelter and he was exploring whether the Prod Fest guys would throw in with us to make it all-inclusive, especially if we offered to sweeten the deal for them. Those negotiations are still ongoing. It was noted that the Supps now contain language which indicated that Saturday’s grid will be determined by date of registration in MotorsportReg (MSR) and that people pre-gridding or racing to the grid might be penalized for doing so, with expulsion from the event possible for the most serious offenders. The Board gave tacit approval to this.  With regard to the schedule, there was a three-part Motion (R. Deffenbaugh / Senior) to the effect that the ECR would be the first race after lunch both days, but that on Sunday it would be shortened to 45 minutes, the same as the Tarheel and Carolina Cup races, that SM and SSM would be combined as one group but with the possibility of a split-start if the drivers requested it, and that SRF would be the last race of both days.  Passed after considerable discussion.
  3. Code 35 for Goblins Go. The Code 35 Committee has agreed, after reviewing the results of the driver survey, that the standard GCR-specified full-course yellow (FCY) procedure will be our primary procedure for getting EV on course during the Goblins Go. Sam said he has been reviewing event Supps from all over the country and we are the only ones which even mention Code 35, or any procedure like it, despite what people have told him about it being tried other places. In his view, the Code 35 procedure should be reserved for an actual emergency, such as an ambulance needed immediately or a fire on course. Its sole reason for being called should be to get the EVs out faster. In descending order of preference, but ascending in order of severity of the situation, the procedures should by FCY, Code 35, Black Flag All, and finally Red Flag. Language to reflect that will be made part of the Goblins Go Supps.  Flag Chief Ben Tyler would like to test his idea of ending a Code 35 procedure with a Full-Course Yellow procedure at the Goblins Go. It was tried at the recent Chump Car race at VIR with mixed results. Discussion are underway about making time for that test at lunch on Sunday or perhaps at the end of the day Sunday (which is projected to be about 3:00 PM). Alternatively, Sam offered test time at the PDX the following week. This issue will have to be worked out, but for the actual racing, FCY will remain the primary procedure.
  4. Compensation for the Webmaster. As promised last month, Sam had spoken with Jeff Eng about hiring him in a professional capacity. Jeff offered the Region a discounted rate of $50 per month or $600 per year for the same service he gives to his other web-hosting clients. Motion to hire Jeff in this capacity at this rate (Senior / Clark). Passed.
  5. Goblins Go Charity. Bruce brought up the fact that we had not settled on a charity to receive the funds collected at the lunchtime drive-arounds at the Goblins Go. It had been the NC Raptor Center, championed by Clyde Kiser, but as he was no longer with us, Bruce had suggested the American Cancer Society, as he had lost family members to breast cancer. Motion to adopt the American Cancer Society as the charity for Goblins Go (Senior / Clark). Passed.

Chapter and Committee Reports: As of this writing there was only the West Chapter report for August posted on the Google drive under August for 2017, along with the minutes from last month.

Motion to adjourn at 9:00 PM (Senior / Shanks). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – June 21, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting
June 21, 2017

Present:  Anna Crissman, Rex Deffenbaugh, Bruce Dover, Sam Fouse, Buddy Matthews, Jerry Pell, Heather Powers, Mark Senior, James Shanks, Ben Tyler, and via conference call, Heather Clark and Morgan Mehler. Blair Deffenbaugh attempted to join but had phone difficulties and was forced to withdraw. Matt Decker did not join.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Wednesday, June 21st 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  1. Jerry Pell and Ben Tyler were the only guests.
  1. Motion to approve the May minutes as posted on the Google drive (Senior / Crissman).

Order of items below reflects the order of discussion; not as they appeared on the published agenda.

Financial Report.

Treasurer Heather Powers provided four documents, a Summary Profit and Loss statement for the year 2016 and Balance Sheet for the end of December of that year as well, plus a Balance Sheet through the end of April for 2017, and a current and detailed Profit and Loss statement for 2017, from January 1 through June 20th of this year.  Copies of these documents reside on the Google drive in the Executive Board folder under June of 2017. The results for 2016 were far better than anyone had expected, as we showed a surplus of almost $92K. For the current year, we were still running ahead, with revenues to date bringing the total to about $136K.  Cash in the bank as of June 21st was $112K in our money market account and about $44K in checking, and the Solo program has an additional $15.5K.  The Board took the time to applaud the Treasurer’s efforts in producing these reports and in moving the bulk of our funds into an interest-bearing account.

Old Business:

  1. Code 35 Survey Update. Morgan Mehler, on behalf of the Code 35 Committee constituted last month, had created a survey (using the website Survey Monkey) and Bruce had sent an e-mail inviting all drivers who raced with us in the last 12 months, excluding those from the 13-hour Enduro, to take it. The survey has five questions, intended to determine how drivers felt about each of the two procedures we have for bringing the field under control during an incident, the Code 35 procedure, and the alternative Full Course Yellow (FCY) procedure. Morgan explained that 632 drivers were solicited and that an amazing number, 222, or more than a third, had responded, which is generally unheard of in surveys of any sort. Furthermore, a large number of them also provided comments, which would be helpful when analyzed, but that the scope of that effort would be daunting. In addition, the plan at this time is to have the survey stay open for another few days, until Sunday night, and another e-mail would remind those who had not responded that this was their last chance to make their opinion known. Sam determined during the meeting that it was possible for someone to take the survey more than once, so it is possible that some individuals might do that, intending to skew the results, but it was thought that this could not be helped `and that we already had plenty of valid input in the existing comments.

    Morgan summarized the results so far. The first thing to note was that nearly all (218 of 222 respondents) agreed that they understood that VIR’s policy was not to do hot pulls unless the field was under control, either by a Code 35 or FCY procedure.  139, or 62 percent, of the respondents said they had experienced a Code 35 procedure at VIR, and of those, less than 29 percent were satisfied, either completely or somewhat satisfied, with the result. 13 percent were neutral and 58 percent were dissatisfied to some degree. 123 respondents felt strongly enough to leave a comment on the Code 35 procedure they experienced.  Regarding the FCY procedure, 142 respondents, or 63 percent, said they had experienced one at VIR and of those, 54 percent were satisfied, 26 percent were neutral, and only 20 percent were unsatisfied with the result. In effect, the results for the FCY procedure were the inverse of those for the Code 35 procedure. 107 respondents left comments on the FCY procedure they had experienced. 98 drivers, or 44 percent of the respondents said they had experienced both procedures at VIR, and 60 percent were dissatisfied with how the Code 35 procedure went, with only 27 percent satisfied in any degree and 13 percent neutral about it.  84 of the drivers who experienced both procedures left comments about their experiences.  The results so far indicate that Code 35 as currently implemented, is not popular among drivers, despite the fact that it is spreading to other tracks. Ben Tyler, who flags all over the country, indicated that many of the venues he regularly visits (Mid-Ohio, Sebring, Atlanta, and others) were considering trying out Code 35, and Sam noted that Deanna Flanagan, SCCA’s Director of Club Racing, had indicated to him that Code 35 or something like it, could be used at next year’s Majors at VIR. Morgan promised that the Code 35 Committee would produce a document with a full accounting of the survey results for the Board to consider in the future.

  1. Ideas for the October 21st Event at VIR. Two options were dismissed out of hand. The first was doing nothing and simply paying VIR the $16.6K we had agreed to in our contract. The second was holding another enduro or other racing event on a SEDIV schedule that was already too crowded. Mark Senior announced that he had floated the idea of a PDX with the help of the Tarheel Sports Car Club at their recent meeting and that they were receptive to joining with us. Mark presented a spreadsheet he had prepared showing how the day could be apportioned to provide a PDX, with 5 different run groups at 4 sessions apiece, or PDX combined with a 45-minute Tarheel Cup or Carolina Cup race, with just 3 sessions apiece. The latter had much higher costs associated with it as more volunteers would be needed to staff the course and provide full services such as tech, EV, and timing and scoring, which would be minimal at a PDX-only event.  Ben Tyler and Heather Clark conferred and Ben indicated that a PDX might be staffed with as few as 10 corner workers.  Sam indicated that he felt that a PDX-only schedule, especially if we could get assistance from Tarheel Sports Car Club was the best option, as it was likely to be the only one where we might make money as opposed to simply losing it. After looking at Mark’s spreadsheet, the Board agreed by consensus. He volunteered to work up a budget and take on the role of Chief Instructor. Heather Powers said that her father, Bill Foster, would be willing to take charge of the classroom instruction. There was still some disagreement about how much we should charge. Sam wanted $195 per day, while others thought we would have to price it lower, at $175, in order to be competitive. Mark said he would work on a budget so we could come to some agreement on this issue. Bruce agreed to post the event on MSR. On the question of whether we could offer go-kart racing the next day as an incentive to attract workers, Mark indicated that this would add about $2K to the budget and thus was probably not feasible, given that we would have to feed all the instructors, which would number about 40 if we had the usual PDX rule of just two pupils per instructor. That would probably mean lunch for 60 people at $10 a head, given VIR’s standard rates. Anna suggested that the best way to advertise this was on social media and via text consulted with Blair Deffenbaugh, who agreed to handle that, provided that a budget of $200 was available for that advertising. Motion to provide $200 for social media advertising for this event (Crissman / R. Deffenbaugh). Passed.
  1. VIR Speed Suite Update. Sam and Heather Powers had recently met with a loan officer at BB&T and presented him with the financial statements that the Board saw earlier, in addition to our tax returns for the last two years. This particular loan officer was the one in charge of handling things for non-profit organizations; and he was quite pleased with our financial situation and saw no problem in NCR obtaining a loan to purchase Harvey Siegel’s Speed Suite at VIR. He even thought we might close by August 1st. Sam said he had determined that the taxes would be a nominal $550 per year and that he was checking on insurance. He had also talked to Harvey about lowering the price to $122K if we could arrange closing by August 1st, or else paying a nominal per diem after that and Harvey agreed. Sam then invited Jerry Pell, who had acted as the Region’s attorney in the past, to tell us what he had determined after looking at our Region’s NC State Charter and the Covenants and Declarations documents that governed the use of the unit.  Jerry indicated that our Charter expressly gave us the right to purchase and own anything which would further the Region’s business, which was holding speed events. And, he said, that while we could not use the unit as a dormitory, almost anything else was allowed per the Covenants and Declarations. We could hold Registration, or social events, or run a business out of it.  We could store whatever we wished and we only had to agree that if we ran engines inside, that the doors had to be open and any waste oil properly disposed of. He summarized his findings by saying that not only was our purchase feasible but that if he had a vote, that we should buy it. Sam said that while we had had an e-mail meeting in which it was decided to pursue the purchase, he wanted to give the Board one last chance to back out. Motion to purchase the Speed Suite from Harvey Siegel (Senior / Crissman). Passed with no dissenting votes. 
  1. IMSA Event at VIR. This event will be held August 25th through the 27th.  John Lindquist had been in contact with Sam and asked him to provide two tents, as he had last year, to cover a 10X40 space. He also asked that Bruce send out an e-mail for volunteers to man the booth, as he thought we would need 5 people per day, as well as for some drivers to bring interesting cars to display.  Sam and Bruce agreed to carry out John’s request. Anyone wishing to volunteer should contact John directly, at  johndlindquist@hotmail.com or (336)622-6225.  
  1. Annual Dinner. Buddy indicated that contrary to what was reported in the minutes for last month that he was still willing to be involved with arrangements for the annual dinner. He just did not want to be in charge. He agreed to bring the matter up at his next Chapter meeting and see whether a new chair for the event could be found. 
  1. Website Issues. Bruce indicated that no progress had been made on the issues he had raised last month with Jeff Eng about problems he was having with the new web site, since it had been converted to WordPress. Anna also indicated that she was no longer able to post to the website directly, and had started just giving her results to Bruce for posting. Both agreed they could use some training and needed a way to get their questions answered one-on-one. Bruce suggested that since Jeff and his wife have a new baby and he also his business to run, that perhaps he had just not had time to address these things Sam agreed that as RE he would talk with Jeff to see whether it was time for us to engage him professionally, for a fee, rather than continue to rely on what time he could spare as a volunteer.

New Business:

  1. 2018 Schedule. Sam said he planned to send Sharon Rollow a 2018 schedule that was basically a duplicate of this year’s except that the March Into Spring event would be moved one week later so as not to conflict with Atlanta’s new-for-this-year Majors date. We hope we can get VIR to agree to that as well.
  1. Runoffs Rumor. Jerry Pell explained that his friend and Region member David Knocke is also a very good friend of SCCA’s current Chairman of the Board Lee Hill. Recently Jerry had heard from David that preliminary discussions about holding the 2019 Runoffs at VIR have been made with Kerrigan Smith, but not Connie Nyholm directly. Jerry also said that he told David to ask Lee to put a clause in their contract with VIR for the Runoffs, that NCR should keep that weekend date in the years following so that it would be easier for them to return in the future. Lee had told David that it would be up to us to negotiate that. So far, this continues to be just rumor and no formal announcement has been made.
  1. Purchasing Office Supplies. Rex announced that he and James had cut a deal with a purchasing agent for a company called Quill for paper and toner cartridges for the Hospitality printer. James said the paper was half the price per case that he had paid at Walmart, and the toner cartridges were $45 apiece (in lots of four) rather than the $75 each they were at Office Depot. Rex indicated that the Region could secure even better discounts if others, who used office supplies regularly, would tell him their needs. Bruce indicated that he would let Rex and James know what supplies he foresaw being required in the near future. 

Chapter and Committee Reports: As of this writing there was only the Triangle Chapter report posted on the Google drive under June for 2017.  As noted before, there were also the two financial statements, the minutes from last month including those of the e-mail vote June 7th, Mark Senior’s PDX spreadsheets, and the agenda for this meeting.

Motion to adjourn at 9:26 PM (Powers / R. Deffenbaugh). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – May 17, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting
May 17, 2017

Present: Anna Crissman, Matt Decker, Rex Deffenbaugh, Bruce Dover, Jeff Eng, Barbara Fouse, Sam Fouse, Steve Henkle, Sarah LaVoie, Buddy Matthews, Rusty Matthews, Fred McKinney, Morgan Mehler, Mark Senior, James Shanks, Ben Tyler, and via conference call, Heather Clark, Blair Deffenbaugh, Eric Danielsen, and Heather Powers.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:31 PM, on Wednesday, May 17th 2017, at 4304 Market Street, Wilmington, NC, 28403.
  1. Guests included Jeff Eng, Barbara Fouse, Steve Henkle, Sarah LaVoie, Rusty Matthews, and Fred McKinney, in person, and via phone, Eric Danielsen.
  1. Motion to approve the March minutes as posted on the Google drive (Senior / S. Fouse).

Order of items below reflects the order of discussion; not as they appeared on the published agenda.

Financial Report.

Sam read the report that Treasurer Heather Powers had sent him via e-mail before the meeting. Ms. Powers indicated that our checking account held approximately $166K, with about $5K to $8K yet to be paid, as well as the MARRS sanction fee. Our money market account holds about $12K and she plans to move more money there after accounts are settled for the SARRC/MARRS event. The Solo Program has about $13.5K on hand, and they have begun to purchase items for the North Carolina Autocross Championship (NCAC) event that they are hosting at Cherry Point, the weekend of October 7 and 8. Morgan explained to all that the NCAC was a competition among the 5 autocross clubs active in North Carolina, NCR, CCR, Triad Sports Car Club, Tarheel Sports Car Club, and Highland Sports Car Club (located in Boone). They are expecting a large crowd and some very close competition, and as with our racing program, the Solo folks want to put on the best show they can, since MCAS Cherry Point is the premiere venue for autocross in the Southeast; a destination venue just as VIR is for road racing.

Ms. Powers further indicated that she was working diligently on a detailed financial statement covering our spring events, but that having so many races so close together had put her behind. The Board appreciated her efforts.

Old Business:

  1. SARRC/MARRS Debrief. Sam said that according to his preliminary estimates, we had cleared between $15and $20K on the SARRC/MARRS event, which was a shock considering that just two weeks before he was projecting a significant loss due to the low number of entries at that time. But, he said, we received more than 50 immediately following the last race at Summit Point. This indicated the difference between regional racing and the Majors, Sam said. Regional racers go from race to race and don’t enter the next one until the last one is completed, and they are sure that the car is OK and they still have sufficient resources to do the next one.
  1. Majors Review. There was discussion about the results of the survey, provided by the National Office, of the Majors participants on the conduct of the event. A copy of the results spreadsheet has been placed on the Google drive under the title “VIR Super Tour Survey” in the 2017 Spring Sprints folder. It was clear, Sam said, that people were not reading the Supps and that they did not distinguish between the National Office, which was responsible for the class groupings and the compliance issues, the track, which charged for the camping and pit vehicle permits, and the Region, which conducted the event. There were clear problems we had to fix, such as long wait times in Registration and giving the impression that there were people there who were not doing anything, as well as the impression that tech inspectors were unfriendly.  We are working on those issues. Buddy commented that with so many out-of-region tech inspectors, many of whom he had never met until the event started, it was nearly impossible to monitor what they were doing effectively, and that many of the tech issues that were cited in the survey were actually out of the Chief of Tech’s control.  He especially mentioned compliance and contingency issues. Morgan pointed out that we should not get distracted by the negative comments, that people would always find something to complain about, given the chance. He pointed out that 80 percent of the respondents had rated the event a 4 or a 5 on a scale of 1 to 5, and 10 per cent were neutral, leaving just 10 per cent who were seriously dissatisfied. Sam capped the discussion by announcing his intention to write a letter to all participants, thanking them for participating and addressing some of their issues. The letter is to be distributed via Motorsportreg.com (MSR).

New Business:

  1.  Code 35. This discussion grew out of concerns that surfaced at the SARRC/MARRS about how Code 35 can be implemented so that it is fair. Several SSM drivers from WDCR reportedly indicated that they might not come back next year if Code 35 is implemented in the current fashion. Sam interjected that he had received word from Deanna Flanagan, Director of Club Racing, that we would be allowed to implement Code 35 at the Majors next year, though they would prefer a faster overall speed, such as 45. That was rejected by several Board members as out-of-step with what other organizations and tracks were doing. But clearly this was a recognition by the National Office that we were doing something right. It was noted that there are two elements that a driver should observe, maintaining his gap with the car in front and slowing down. Of these two, Rex, and several others, said that maintaining the gap was the most important part. The key element seemed to be enforcement, and as of now, neither element is being enforced well, because the stewards have a hard time explaining how Code 35 should work, and thus imposing penalties for violations. Sam proposed that we form a committee and send a survey out to drivers asking whether they had ever been part of a Code 35 procedure and whether they preferred that to the full-course-yellow-and-pace-car system used at the Majors. Motion to form an ad hoc committee to study the issue and come up with a procedure that would work (Mehler / Crissman). The committee shall consist of Anna Crissman, Morgan Mehler, the three Flag Chiefs — Heather Clark, Eric Danielsen, and Brian Eldredge, Ken Blackburn representing the Stewards, Mark Senior as VIR liaison, Heather Powers as Driver Representative, and Sam Fouse, for a total of 9 people. Passed unanimously.
  1. VIR Speed Suite. Following last month’s recognition that even with two garages at VIR, the Region was still short of space to hold its equipment, Sam had gone to VIR, along with James Shanks and Bruce Dover, to examine a “Speed Suite” (one of twelve garage-type spaces in a building in the Raceplex) that is currently occupied by Harvey Siegel.  All twelve units are currently occupied, the other 11 by various other folks, on Raceplex property that is not leased, as Sam was told by track owner Connie Nyholm, who also has a unit there. The suites are 30 by 40 feet, climate-controlled, with a passage door and a roll-up garage door, and more than tall enough for a lift. They are stubbed for plumbing so that a bathroom could be added if desired, and there is an external communal bathroom. Harvey is willing to sell his at the same price he bought it at when it was new, $125,000.  There are two ways we could obtain the building, Sam said. We could attempt to buy it outright, or we could attempt to lease it from a new owner. Buying has problems because the Region has no credit history, but we do have the same bank that VIR does, BB&T, and they might be willing to give us a mortgage. Alternatively, Sam proposed that a group of members could form an LLC and buy it, with the intention of leasing it back to the Region at cost. The members of the LLC could take the tax advantages of depreciation, whereas the Region, as a non-profit 501(c) corporation could not. Sam foresaw a group of perhaps 100 members buying shares at $250 each to provide a $25K deposit and getting a loan for the rest, with the Region’s rent covering the mortgage and other expenses. Sam said he realized that this a big step and he wanted everyone to just think about it for now. It might, he said, solve not only our storage problem at VIR but also provide a convenient place for Registration, if that could be worked out. When questioned about the complexity of writing the contract for membership in such an LLC, Sam said that such contracts were common in the construction of commercial buildings and that standard ones were available. He said that he had already asked Steve Keadle, our former Treasurer, to look at the numbers and he thought they were favorable.
  1. Runoffs Rumor. Sam explained that as part of his meeting with Connie Nyholm about the Speed Suites, she had unexpectedly asked him whether he knew anything about the Runoffs being at VIR in 2019. Sam said he told her that she would know before he did, because she or her staff, notably Kerrigan Smith, would be contacted directly by the National Office, possibly by Lee Hill, Chairman of the Board of SCCA, or Deanna Flanagan, Director of Club Racing. Ms. Nyholm said she had never met nor spoken to either of them. Bruce gave her their contact information. The point, he emphasized to the Board, was that despite the rumors which are circulating, having the SCCA National Runoffs at VIR in 2019 is not a done deal. James observed that perhaps the National Office was waiting until the new president was appointed, and the announcement of Michael Cobb to fill that position had just come a few days ago.
  1. IMSA Event. Sam said John Lindquist had volunteered again to organize a Region tent and car display at the three-day IMSA event at VIR, August 25-27, just as he had last year, provided that we would authorize a similar budget of $1000 for it. It was noted that we signed up 35 new members at that event last year, due to deep discounts provided jointly by the National Office ($15) and NCR (our $20 Region dues). Despite the loss of income, James Shanks, as Membership Chair, said that he felt that it was important that we maintain a high profile at this event for goodwill advertising and because people seemed pleased to see us there. Motion to authorize $1000 to put on this event (Senior / R. Deffenbaugh). Passed. Anna suggested that we arrange to show the “Opie Goes Racing” video at our display and the Board members informally agreed. 
  1. Ideas for October 21st Event at VIR. Sam said that it was time for us to get serious about what we were going to do with the one-day event we had scheduled at VIR for Saturday, October 21st. A 13-hour enduro was out of the question, because we had not contracted for Friday and also because it appeared that expensive enduros everywhere were dying, except perhaps for Chump or Lemons events. Even SJR’s famous “Devil in the Dark” event in April had failed to draw any more than 16 cars and was probably finished for good. After discussion, it was clear that a multi-use day was not going to fly at VIR either.  The soloists were adamant that the skid pad was unsuitable, and that members of the Region had no desire nor experience running a rally-cross in the dirt. Running a solo on the Patriot course while other events were going on was rejected as too complex and not likely to draw enough entrants. Ditto for go-karts as a main event on Saturday. An SCCA driver’s school was rejected too, because, after looking at the track time requirements (over 180 minutes for each run group), there would not be time for anything else. That left only a PDX, possibly combined with an ECR-TCPS-CCPS to attract instructors and to substitute for the one that was going to be eliminated from the Sunday schedule for the Goblins Go the week prior, due to the requirements of all the other groups racing with us that weekend. Sam said we should also consider combining the PDX with an open test day instead, as then we could break up the sessions and not have to worry about trophies or results. Mark Senior advised that Tarheel Sports Car Club charged $450 for their two-day event, featuring 4 sessions per day of 20 minutes each. It was observed that we would have to offer at least 3 sessions and charge in the neighborhood of $150 for a one-day PDX to undercut Tarheel, but that an entry fee that low would probably not be workable. Sam proposed that the Comp Board take this up and figure out a workable proposal for discussion and adoption at the June Board meeting. Motion to refer the matter of determining a workable proposal to the Comp Board by the next Board meeting (Senior / Crissman). Passed. It was noted that we would have difficulty attracting corner workers to a PDX event, even with a race attached, so we might have to include hiring VIR people in our budget. Mark Senior said he would check with VIR to see whether go-karting might be made available to our volunteer workers on Sunday, while Chin Motorsports was on the main course, as an inducement for those workers to participate.
  1. Website Issues. Bruce Dover took this opportunity to bring up several issues he was having with the new website, notably menu items overlaying each other when accessed on a mobile phone and some things from the old website, which were missing from the new, that he wanted to transfer.  Jeff Eng said that he could not provide access to the old site for Bruce without making it generally available, but suggested that perhaps they could work out an unannounced schedule, where he could turn it on and Bruce could then retrieve stuff. He promised to work with Bruce until all the issues were resolved. Sam took this opportunity to praise Jeff for his outstanding artwork on our Spring Sprints commemorative t-shirt, which was so popular that we were sold out of it.
  1. Annual Dinner. James Shanks brought up the annual dinner, which did not have a committee working on it as yet. Buddy Matthews was not interested in heading up the committee again, but agreed that perhaps others in the West Chapter were, and he would bring that up at his next Chapter meeting and report back. He did indicate that the folks who ran the Vailtree Center, where it was held last year, had said that they would very much like to have us back, so it might be relatively simple to arrange for this year if we used that facility. Heather Powers had expressed interest in heading the annual dinner committee at one time, but now that she was buried under the task of being Treasurer, she would have to think about it. Morgan Mehler said that the Cape Fear Chapter would consider taking it over if the West Chapter declined to do so.   

Chapter and Committee Reports: As of this writing there were no reports posted on the Google drive under May for 2017.

Motion to adjourn at 9:12 PM (Senior / Mehler). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – April 19, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting
April 19, 2017

Present: Heather Clark, Anna Crissman, Rex Deffenbaugh, Tricia Deffenbaugh, Bruce Dover, Jennifer Dover, Sam Fouse, Buddy Matthews, Joedy Pennington, Heather Powers, Mark Senior, James Shanks, Jim Toland, and via conference call, Matt Decker, Blair Deffenbaugh, Eric Danielsen, Brian Eldredge, Morgan Mehler, and Ben Tyler.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:25 PM, on Wednesday, April 19th 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  1. Guests included Tricia Deffenbaugh, Jennifer Dover, Joedy Pennington, and Jim Toland in person, and via phone, Eric Danielsen, Brian Eldredge, and Ben Tyler.
  1. Motion to approve the March minutes as posted on the Google drive (Senior/Clark).

Order of items below reflects the order of discussion; not as they appeared on the published agenda.

Financial Report. 

Treasurer Heather Powers reported that our checking account held approximately $144K, and that we had raised $684 at the lunchtime drive-arounds during the Spring Sprints for our featured charity, Spirit Canine Rescue. Also regarding that race, she reported that the Chairman of the SOM had had his hotel bill for the weekend paid, something which we had recently found out was customary in the Southeast. However, he was not also entitled to worker credits as well.

Ms. Powers further indicated that she had looked into the matter of the Region getting a car loan, should we have to purchase a pace car or other vehicle, and discovered that according to BB&T and the national credit reporting agencies, NCR did not have a credit history. We have been doing business and paying our bills for decades, but we have never borrowed money. Therefore, we had no credit history and could not get a sizable loan. Sam then interjected that this had also come to light in his dealings with Sunbelt Rentals, which provided lights and generators on the skid pad at the Spring Sprints. He could not open a credit account directly with Sunbelt, for the same reason, lack of a credit history in the name of North Carolina Region. Instead, Sunbelt billed VIR and we paid them. Sam and Heather Powers indicated that they felt it was time that we opened a credit card account so that we could establish a credit history.

Changing the subject, Heather Clark asked how donations to the worker fund were handled. She had observed that drivers had given us $2065 in donations at Registration for the Spring Sprints and she wanted to know whether this money remained earmarked somehow or just became part of the general fund.  The answer is that it goes into the general fund. Sam pointed out that while such donations were helpful and always welcome, they did not come close to paying for volunteer expenses for the weekend. With an average of 150 volunteers being reimbursed $35 per day over three days, worker credits amounted to about $16K (150 x 35 x 3 = 15,570) for that race alone, and close to $40K per year, even though some people did not claim their full share.

Old Business:

  1. May Meeting in Wilmington. It was announced that the May meeting of the NCR Board of Directors, scheduled for May 17th , will be held at Elizabeth’s Pizza in Wilmington. This is the same location that the Cape Fear Chapter uses for their monthly meetings, 4304 Market St, Wilmington, NC, 28403, in the North 17 Shopping Center. The meeting will start at 7:00 PM, rather than the more usual 7:30, and Board members from the Raleigh area plan to car pool.
  1. Super Tour Debrief. Sam reeled off a list of figures he had compiled from the past weekend. We garnered an actual 340 entries at $635 each, for about $216K in gross revenue. Out of that we paid SCCA $125.75 per car, or about $43K, and about half the remainder, or $86K, to VIR for everything they provided, including track rental, the lights and generators from Sunbelt, and their portion of the food expenses, which includes worker lunches and the 2 socials. Coopers, who did the party food, got about $6300, and the race chair spent about $800 on snacks and drinks.  The worker and driver gift, that gorgeous t-shirt with the likeness of Carroll Shelby winning the first race at VIR, cost about $3900. As noted previously, worker credits were estimated at almost $16K. The bluegrass band, Counterclockwise String Band, cost $1000, but that was offset by a contribution from SCCA National, which covered it.  The bottom line, Sam estimated cautiously, was that we may have cleared about a 25 percent increase over last year’s Majors. So our biggest race to date may have been our most profitable in recent memory. We will need some of that to cover our losses from the March event, of course, and approximately $9K to cover unallocated expenses.
  1. SARRC/MARRS Preview. Sam indicated that we were a little behind on this event. We have 80 entries to date, but we have not yet sent out an e-mail ad, which would come later in the week, he said. 53 of the entries are MARRS drivers, so as usual, SARRC participation is lagging. Justin Deffenbaugh is the race chair and he is using essentially the same budget as last year. It was noted that the classroom in the North Tower will be closed to us for this event, due to scheduling issues with the pro events that both precede and follow ours, so drivers’ meetings will be held upstairs in the Pagoda. We will be renting the Synergy building again at $250/day for Registration. Test day Registration will be held there as well.

New Business:

  1. Partial Refund for Driver Who Could Not Stay for Rescheduled Group 8 Race. Mark Senior, as Race Chair for the VIR Spring Sprints, received a refund request, via Race Director Steve Pence, for a driver who had come to him after the decision was made to split Group 5 and add a Group 8. This driver had not attended the driver’s meeting where this decision was made. He said he had plane reservations for himself and his entire family and would have to leave before the Group 8 race. Mark forwarded that information to Bruce, who contacted Deanna Flanagan, head of Club Racing, and she confirmed that SCCA would not be returning any portion of this driver’s $125.75 Majors fee, as he had already participated in one race and had received credit for the weekend counting towards his participation in the Runoffs. Mark suggested that we should give him something in the interest of public relations, even though we were in no way responsible for his missing that last race. Sam suggested that.as he had received 80 percent of his allotted track time, that we give him back twenty percent of our remaining fee (approximately $510) or $100 even. Bruce indicated that he could make the refund via Motorsportreg.com (MSR) but he would like someone to write an explanation for the driver so that he would understand what he was getting and why. Secretary James Shanks agreed to do that, with Sam’s approval. Motion to refund $100 to this driver and send him a letter explaining our reasoning (Shanks /Senior). Passed.
  1. Worker Gift for the SARRC/MARRS. Sam suggested that the Region give volunteer workers a $15 gift certificate to SCCA GEAR (sccagear.com). He said he was sure he could talk Rick Poore, the owner, into offering free shipping and discounted pricing as well. It was noted, however, that as there was nothing on the site which could be redeemed for $15, many workers would not see this as a gift since they would have to add their own money to that amount in order to purchase something. Heather Clark suggested that instead we give each worker an aerosol can of Fire Ade, the fire suppressant now in use at the track. They could use these at home or keep them in their personal vehicles.  She said we could obtain cans for about $10 apiece.  After discussion, the Board agreed by consensus to get the cans of fire suppressant.
  1. Registration Changes. Sam said that if we had one flaw in our execution of the VIR Spring Sprints it was in Registration. He noted that at Road Atlanta they have several registrars and any one of them can process anyone. There are no separate lines for workers and drivers. Ben Tyler and several others spoke up and said that this often presented a problem for workers because they might find themselves in line behind several drivers on a Saturday morning and would therefore be late, or even miss, the morning meeting.  It was allowed that a better idea was an express worker line, open only in the mornings. Anna Crissman said that she had been discussing the hardware requirements for improving Registration in the Synergy building with Bruce Dover, and that they wanted to purchase 2 additional Chrome Books, an iPad, a laser printer, and a router for use there. She was confident that these would help alleviate the bottlenecks once they were installed and properly configured. She estimated that this new hardware would cost approximately a $1000 from Amazon. Sam said that they should cap the expenditure at $1200. Motion (Senior / R. Deffenbaugh) to authorize the expenditure of up to $1200 for new IT hardware for Registration.   
  1. Building Space at VIR. Sam said that after looking at the two garages we now had at VIR, which were completely full, we should consider looking into leasing some larger space in the Raceplex, preferably some that was climate-controlled and had roll-up doors for easy access. Jim Toland indicated that there was such space available, complete with roll-up doors and climate control, on Ace drive, which might be suitable, at a reasonable price, perhaps as low as $1100 per month.. Sam directed Bruce Dover to consult with Kevin Massey-Shaw at VIR about the possibility of our leasing this or other suitable space.
  1. Hospitality Report.  James Shanks gave a short Hospitality report. The folks at the tent started with 480 Spring Sprints commemorative t-shirts, and had only about 5 left, having given away 163 to workers and 268 to drivers.  The rest they sold, along with a few sweatshirts, patches and sticker. These sales allowed them to return $1182 in cash and checks to the Club treasury. There were a few credit card sales as well. They also gave away three tubs full of old t-shirts and paraphernalia that had been donated by Kaye Fairer on Friday morning. James indicated that he was looking at obtaining sunscreen, lanyards, and earplugs as give-away items in the future, as people had asked for those, and he requested that copies of the schedule, track map, and entrant list, be put in his Google drive print folder so that he could print those when people asked for them. Anna said she thought that was a good idea and would help make that happen.
  1. Final Spring Sprints Item. Mark Senior, Race Chair for the Spring Sprints, took this opportunity to publicly thank all the volunteers for their contributions to the event, but especially Bruce Dover for his invaluable help.

Chapter and Committee Reports: As of this writing there were no reports posted on the Google drive under April for 2017.

Motion to adjourn at 8:41 PM (Shanks / Crissman). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – March 22, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting
March 22, 2017

Present: Heather Clark, Clayton Condrey, Anna Crissman, Rex Deffenbaugh, Bruce Dover, Sam Fouse, Buddy Matthews, Heather Powers, Mark Senior, James Shanks, and via conference call, Blair Deffenbaugh, Eric Danielsen, Morgan Mehler, and Ben Tyler. Matt Decker was absent.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:25 PM, on Wednesday, March 22nd 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Guests were Clayton Condrey in person, and via phone, Eric Danielsen and Ben Tyler.
  3. Motion to approve the February minutes as revised on the Google drive (Senior / Fouse)

Order of items below reflects the order of discussion; not as they appeared on the published agenda.

Financial Report.

Treasurer Heather Powers reported that our checking account held approximately $150K, with an additional $12K in savings. She was still working on the complete books to date and hoped to have a detailed report soon.

Sam then interjected his analysis of the March race. He reminded the Board that we had two kinds of expenses, actual race expenses, and unallocated overhead, the money we spend on other things which have no specific income stream associated with them. That overhead he had calculated to be about $30K per year, and when spread over 10 race days, that comes about $3000 per race day. So, while we lost only $3500 on the actual race expenses, we were in the hole almost $10K for the weekend. He said that he attributed this to both the weather scare and the entries we lost to the Majors at Atlanta being scheduled on top of our event, and for that reason, he had sent a letter to Lee Hill, Chairman of the SCCA Board of Directors, and Tere Pulliam, our Area 12 Director and Secretary of the SCCA Board, asking that we be compensated $5000 for the entries we had lost to Atlanta. Sam indicated that he did not really expect that the money would be forthcoming, but that it never hurts to ask, and besides, he made his point that Atlanta’s scheduling problem had cost us real income.

Old Business:

  1. VIR Flag Shack Move. VIR has requested that F&C vacate the building in the far North Paddock that they have been using to store equipment in for the past few years. Heather Clark put this item on the agenda so that the Board could discuss the various alternatives which had been proposed via e-mail, including building a new building for SCCA use on the VIR grounds, obtaining a good-sized trailer for F&C to use so that their equipment would be portable, and getting another garage from VIR.  Mark Senior, who is the track liaison with VIR, said he thought the most important thing we could do was to come up with a date for the move and a plan.  That would make VIR management happy in the short-run. The date was determined to be the Monday after the SARRC-MARRS event, May 8th. Sam dismissed the new building idea as not feasible in the short run and said that the easiest solution would be to obtain another garage. He asked Mark to request one from VIR for free, but to agree to pay rent if required, though hopefully at a reduced rate.  Sam pointed out that erecting a new building would not only be impossible in a short period of time, but that it would also negate any money F&C had hoped to spend on an additional ATV. An additional garage, on the other hand, would not only allow them to make that purchase but give them a place to keep the vehicle between events. Mark agreed to talk to Kerrigan. There was further discussion about where flag meetings could be held once the equipment was no longer stored in the old building in the far North Paddock, but no resolution was reached.

New Business:

  1. Grid Issue at the March Into Spring Event. Clayton Condrey, as Chief of Grid, was specifically present to discuss this problem. It boils down to the stewards ordering him to release cars early and ignoring his objection that what they wanted to do was unsafe. This happened twice during the event, the first time on Saturday right after lunch, and the second time on Sunday morning. Sam had obtained copies of the race logs and read from them, providing proof of Clayton’s complaint. On Saturday, Clayton said, only two minutes elapsed between his asking for a PA announcement to call cars the grid and the order to issue the 5-minute warning. Then the one-minute warning was ordered just 2 minutes later, with the subsequent instruction to let them go immediately. Sam testified that for the Saturday incident he had heard the entire radio exchange first-hand while working as a flagger on station four. Mark Senior also testified that he had been a driver in that group on Saturday at the start of the ECR-CCPS-TCPS race, and he indicated that by the time got to the grid, he was motioned out on track, without getting checked, He had not had time to put his gloves on and had to do so while driving. Sam had had a discussion with Clayton and Eric Danielsen immediately following the Saturday incident, and another with Executive Steward, and NCR Region member, Morriss Pendleton, who was also acting as an Assistant Chief Steward for the weekend. The stewards seemed more interested in Clayton following orders than with the serious safety issues their orders had created. It was noted that Eric, as Race chair, had been summoned to the tower and told he should reprimand Clayton and tell him that he could be replaced if he did not follow orders. Eric had protested that this was not his job as Race Chair.  The Sunday incident was less dramatic, but involved releasing cars for hardship warm-up. Clayton had held three cars on the grid, for just a few seconds and well within the five-minute window, while waiting for a fourth to join them. This angered the stewards again.  The discussion among the Board members was lengthy and lively, and by unanimous consensus, they agreed that Clayton had acted properly and the stewards improperly, and they wanted Sam to pursue this with Morriss in his capacity as Executive Steward. Sam agreed to do so.
  1. March Into Sprint Post-Mortem. Sam said he had nothing more to add following the financial report and the discussion of the grid incidents.
  1. Worker Credits for Specialty Chiefs. It was observed that several Specialty Chiefs and their trusted assistants, particularly F&C and T&S, often arrive at the track during the day before an event, and spend considerable time and effort getting things in order for the next few days of racing. It was pointed out that they should be able to claim worker credits for those days, just as the volunteers in Tech, Paddock, and Registration do, who are scheduled to be there. Bruce pointed out that the worker participation spreadsheet on the Google drive will allow for the Chiefs to claim those days for themselves and others. Motion that the Chiefs and their assistants be allowed to claim additional days worked (Powers / Shanks). Passed.
  1. Withdrawl and Refund Policy. There was a discussion of our current refund policy after the disastrous March into Spring event. Two issues had to be resolved first. The first issue was the refund policy of MotorsportReg,com (MSR) They recently announced a one-hundred-percent refund, with no merchant credit card fees deducted, for people who withdrew but had paid with a credit card. This meant that there would be no liability from them when we granted refunds. The second issue was our sanction fees to SCCA.   It was noted that we had until 14 days after the date of the event to submit a check to the National Office, so we could comfortably wait awhile to see whether there were any late withdrawals.  As Office Manager and a registrar, Bruce wanted our stated policy to be that drivers still had to notify us at the track before they left of their intention to withdraw, but he was willing to extend the time from until the end of the day Sunday. Motion to have the Supps state that drivers have until 5:30 on Sunday to notify us of their intention to withdraw, without penalty, but that our unofficial policy be that they have up to five days to do so, and after five days, we give them their money back less $50 per day for worker credits and lunches (R, Deffenbaugh / Senior). Passed. 
  1. Driver cancellation of MIS several days late. It was reported that Mike Rossini of Race Engineering had notified us on March 20th, nine days late, that he had withdrawn  from March into Spring event.  Motion based on the foregoing new policy to grant him a full refund minus the fees and worker credits we had already paid (Senior / Shanks). Passed.
  1. Entry fees for the SARRC-MARRS. Sam announced that he had compromised on raising entry fees for the SARRC-MARRS event and only raised the entry for the ECR-CCPS-TCPS by a nominal $10. He said that the increase was justified because our costs continue to escalate and unlike many Regions which charge much more for their Saturday races than their Sunday ones, with our generous discounts, drivers in these series were getting a real bargain.
  1. Final Spring Sprints Items. Mark Senior, Race Chair for the Spring Sprints, reported that he had arranged for lunches for all three days, the usual sort of limited social for Friday night, and a gala on Saturday night which would feature a 5-piece bluegrass band and BBQ provided by Clyde Cooper’s in Raleigh, to be held in the Gallery at VIR, like last year. There would be no tickets, just first come, first served. The Gallery was chosen for its size and because it had lights and tables already in place.  It has nominal seating for 350 but we have budgeted for 400 people. Th band will be paid for by the $1000 the SCCA National Office is providing, and the total bill for this food and entertainment for the weekend is expected to be $12K, or close to last years’ $13K. Sam said he would not hesitate to authorize Mark to spend up to that amount if needed. It was decided by consensus that beer would be free, wine would be free until the initial allotment ran out, and that there would be a cash bar for those who wanted something stronger. We would be paying VIR for the use of the facility, but we would be saving money on the food, since the outside vendor was charging about half the rate VIR had quoted us per person. Sam added that we would have t-shirts for both driver’s and workers. They will again have other items for us to sell on consignment. On another issue, Sam indicated that he was still planning to buy signs from a sign shop which would point to the location of Registration, and also some that said things like “Scales Open” and “Scales Closed”, as well as signs pointing to the entrance of the scales. He was advised to check the SCCA garage at VIR to see what signs were already available there. 
  1. Race Engineering Social Sponsorship Not Yet Received. In other business, it was noted by Rex Deffenbaugh that he had talked to Chris at Race Engineering about the $500 sponsorship fee they still owed us from last season’s Goblins Go. When Bruce indicated that we still had not received any payment from them, Rex said he would talk to them again.
  1. Vendor fee for Appalachian Tire. Sam noted that he had yet to inform Appalachian Tire that we would no longer pay their $225 vendor fee to VIR. They would be responsible for that themselves. The only vendor fee we will continue to pay is for F&S Photography in exchange for their invaluable service as our trophy providers and presenters.

Chapter and Committee Reports: Chapter Reports for the Triangle and West Chapters were posted on the Google drive under March for 2017.  These were not discussed.

Motion to adjourn at 9:12 PM (Powers / Clark). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – February 15, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting

February 15, 2017

Present: Heather Clark, Anna Crissman, Bruce Dover, Sam Fouse, Buddy Matthews, Joedy Pennington, Heather Powers, Mark Senior, James Shanks, and via conference call, Eric Danielsen, Morgan Mehler, and Ben Tyler. Matt Decker, Blair Deffenbaugh and Rex Deffenbaugh were absent.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:17 PM, on Wednesday, February 15th 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  1. Guests were Joedy Pennington in person, and via phone, Eric Danielsen and Ben Tyler.
  1. Motion to approve the January minutes as written (Clark / Fouse).

Order of items below reflects the order of discussion; not as they appeared on the published agenda.

Financial Report.

 Treasurer Heather Powers reported that our checking account held approximately $78K, of which about $20K belonged to Solo. She said she moved some money into our savings account to avoid a $15/month fee for having too low a balance. She and Sam were still working on cleaning up the accounting classifications where various charges are posted so that our books would be more useful for budgeting in the future. Ms. Powers also said that we had received our first revenue from advertising on our website, $10 per month for an ad from John Lindquist.

Old Business:

  1. VIR Meeting. On February 8th, several members of the NCR Board met with VIR staff at the Pueblo Viejo restaurant in Hillsboro to discuss issues for the 2017 season. In attendance were Heather Clark, Eric Danielsen, Bruce Dover, Sam Fouse, Buddy Matthews, Joedy Pennington, Heather Powers, Mark Senior, and James Shanks. For VIR, attendees were Kerrigan Smith (Chief Operating Officer), David “Cowboy” Crumpton (Track Safety Director), and Sandie Currie (Chief Operating Officer). Mark’s meeting notes are posted on the Google drive. One issue that was resolved was that Sandie promised to fix the accounting problem which had led to our getting billed for food and beverages months, even years, late.

New Business:

  1. SEDIV Convention Report. Several Board members attended, including Sam, Anna, Buddy, Mark, and Rex. Also in attendance was SARRC Representative Blair Stitt, and also Sara Snider and Ron Gentry, though these latter primarily attended the Stewards sessions, which were held in another building. Sam had been invited to address the Stewards, by Executive Steward Morriss Pendleton, but he could not fit that into his schedule. Sam reported that he had discussed the idea of a one-day driver’s school with Mike Havlick, who is in charge of driver licensing for SEDIV. Mike said that a one-day school was possible, though the day would be long, and admitted that it might even be held in conjunction with another event, such as PDX, if it were scheduled correctly. Sam said this was food for thought for our October 21st race day at VIR, for which nothing has yet been scheduled. Also discussed were ITO rules and the problem of there being too many SARRC races. In the end, it was decided that drivers would decide which races were profitable by their attendance, so the SARRC Committee opted to do nothing and allow the Regions to simply discontinue unprofitable races. It was noted that SCCA Pro Racing had lost $750K in 2016, due primarily to lost sponsorship. Mazda moved their MX-5 Cup series to IndyCar and reduced some of their other commitments to the pro side of the Club as well.
  2. CCPS Meeting at SEDIV Convention. The four Regions which comprise the Carolina Cup governing body, Atlanta, South Carolina, Central Carolinas, and North Carolina, met at the SEDIV Convention to discuss the series going forward. Sam reported that the series administrator, Rich Mesick, provided a spreadsheet with detailed accounting, showing how much money was received and paid out. In addition, he provided each Region with a check for $500, for each Region’s worker fund, he said, as the series had accumulated too much cash in its administrative fund. As a result, the governing Regions voted to reduce the CCPS fee from $75 to $50 per car per race. After discussion, it was decided to continue to keep the Carolina Cup separate from the Tarheel Cup Pro Series for at least another year, in order to see how well they both do in the coming year. Sam asked Rich if he would be the Tarheel Cup administrator for 2017, and Rich declined, saying that he thought it would be a conflict of interest.
  3.  TCPS Series. 

    a.) In the absence of an administrator, Sam compiled the 2016 TCPS results and shared them with the Board. These are available on the Google drive for February 2017. There were 93 entries, but the rules require that you run at least three to be eligible for a year-end trophy, and that whittled the potential class winners down to just 5. Eric Danielsen’s All-Star Impressions will be providing some nice trophies at approximately $50 each, but that still leaves a considerable amount of money in the trophy fund, which was built from a $15 fee for each entry (93 x $15 = $1395). Treasurer Heather Powers, the other member of the Tarheel Cup Administrative Committee, suggested that the remaining money be used to provide hats and T-shirts advertising the series, in order to promote awareness. Motion to spend the remaining Tarheel Cup trophy fund on hats and t-shirts (Shanks / Crissman). Passed.b.) Sam also reported that the RE of South Carolina Region had expressed interest in running a Tarheel Cup race at their March event. He gave her the go-ahead and informed the Board that per the rules, if they do so, then SCR will be eligible to appoint a person of their own to the Tarheel Cup Administrative Committee.  Sam said he will contact SCR with the details of how to proceed and also send some of the hats and t-shirts that were just approved their way.

    c.) After a short discussion, it was agreed by consensus to amend the TCPS rules to send only the top three cars in each class to impound in order to conform with what is now standard practice with the ECR, which runs concurrently with the TCPS. Also after discussion, it was informally decided that in the case of two drivers sharing a car, which is permitted in the rules, that there would be awarded just one trophy with 2 names on it.

    d.) Finally, Sam pointed out that since we do not charge an additional fee to enter the Tarheel Cup races, in effect the Region is subsidizing the TCPS trophy fund. But he added that in light of the fact that the Carolina Cup had just reduced their fee, and because we had such a large surplus this year, that perhaps we should reduce the fee. Motion to reduce the trophy fee to $10 per entry but still have it subsidized by the Region (Crissman / Senior). Passed.

  4. Pace Car. As promised in the meeting with VIR staff, Bruce had received waivers from VIR which would allow our pace car drivers to drive the VIR pace cars in 2017, particularly the new Nissan GTR. He was circulating these to Joedy and the other pace car drivers so that all would be in place in time for our March event. But VIR had said that while the GTR would definitely be available for the Spring Sprints, it was unlikely that it would be available at any other times. Their other pace car, a 370Z, was also not guaranteed.  It was agreed that Mark Senior should approach Kerrigan with an offer of a $200 rental fee for the weekend in order to make a pace car available. This was in addition to the refueling costs, which we already pay. Failing that, we would have to fall back on using cars belonging to our members who happened to be at the track. In the past, we had used Eric Danielsen’s Acura RSX. Eric said he liked lending us his car, since it advertised his business, and that he would make an effort to have it there, even when he was planning on driving his camper.  On a related topic, Sam said he had corresponded with Janet Farwell, of SCCA Member Services, and she had arranged to issue a regional Course Marshal license to each of our pace car drivers, Ed Wentz, Mike Spencer, Tim Lyons, and Patrick Pardee, as well as a regional F&C license to each of our pace car communicators, Ericka Spencer, Fred McKinney, and Brenda Lyons.
  5. SEDIV Convention Reimbursement. Since so many people had gone to the SEDIV Convention, the Board once again took up the issue of reimbursement. Clearly, the RE and ARE were to have their expenses for travel, lodging, and convention fees paid in full, in addition to a $40 per diem for meals. It was emphasized that the per diem was to be backed up by actual receipts; that the $40 was a limit, not an automatic payment amount. There was discussion as to whether anyone else might also claim a per diem for food, if the rest of their expenses were shared or paid by another party. Motion to raise the expense limit to $2500 after the RE’s and ARE’s expenses were paid in full, and that all remaining NCR official attendees (Board members, Comp Board members, Specialty Chiefs and official representatives) split that amount for travel, lodging, convention fees, and a per diem of $40 per day.  In additional, all expense receipts are to be submitted within 30 days of the end of the Convention (Senior / Matthews). Passed. It was pointed out that for this year the cutoff date for submission of receipts is March 7th.
  6. MSR Payment Options. Sam asked Bruce to change the wording in the Spring Sprints Supps in order to clarify that payment by credit card at the time of registration “was neither required nor desired.” He further asked that the Supps show payment “by check to avoid credit card fees” as the first payment option.  It was discussed whether we should prevent the use of credit cards altogether, but this was rejected for two reasons.  First, such a policy would be too restrictive to participants who wished to use a credit card and second, it also might unduly irritate MSR, which derives its income from those fees.
  7. Spring Sprints Registration Locations and Signs. Sam asked Bruce to modify the track map that he had produced, as part of the Supps, to include the locations for Registration, in the classroom in the North Tower during the test day morning, and in the Synergy building thereafter, and include the actual hours it was open. He proposed that Bruce make the map double-sided. The front side of the map, which currently shows the North Paddock in detail, should be modified to point out the classroom, and a new map of the Raceplex with the location of the Synergy building clearly marked, should be added. This was necessary, Sam said, because there would be many participants from the Northeast, and even some from the West Coast, who had never been to VIR and would have no idea what the terms “North Tower Classroom” or “Raceplex” meant, and a map with times would alleviate their confusion.  It was necessary, Sam said, that we get our act together, since so many important guests from the National Office will be present. Bruce agreed to expand the map. In addition, Sam proposed that we buy signs from a sign shop which would point to the locations of Registration, and also some that said things like “Registration Closed. Will Reopen at [time]”.
  8.  Preserving Region History. James brought up the issue of preserving our history and making it available to the members online. Bruce said he was working on re-establishing the links to the Bulletin archives which had been messed up during the recent transition to the new website. While James thanked Bruce for that, he pointed out that there was much more to be done. The current archive only covered print versions of the Bulletin and some other interesting documents. Since 2010 the Bulletin had become an online publication, and there was currently no way to access those web pages from 2010 to the present once they had scrolled off the “Recent News” page. Bruce agreed to discuss this with webmaster Jeff Eng and to look into whether those were still available. James also pointed out that in the last couple of years we had used Constant Contact to send out e-mail versions of the Bulletin and that there was no process in place to save those. The originals might be in Constant Contact, but we did not own that storage and there was no way for Region members without a CC login to view the content. In discussion, it was pointed out that we should probably move copies of everything we wanted to save to storage we pay for, such as from our web hosting company and Google. Furthermore, we should also purchase a large-capacity digital storage device and make our own copies of these pages and documents as well, since we would have no recourse should one of the hosting companies lose our documents. By consensus, it was agreed that Bruce and James should pursue establishing a process to save our documents and that the first step was to determine just what we still had.
  9.  Charities. Bruce displayed the new Worker Parking pass he had made for 2017. As usual, it was a hanging card for the owner’s vehicle. The color he had chosen for this year was a hot pink, and he had added the “Breast Cancer Awareness” logo to the bottom. Bruce asked that we consider replacing the charity recipient for the funds collected from the lunchtime drive-arounds at the October race for this year with the National Cancer Foundation. The March race has the Diabetes Foundation. In discussion, it was pointed out that traditionally we had at least one local charity which had an animal theme. Motion to adopt the National Cancer Foundation for October and the Spirit Canine Rescue of Alamance County for the Spring Sprints in April (Powers / Clark). Passed. It was noted that Exhibit B of our VIR contract required that we notify VIR in advance who the charity would be, but that they should not have any problem with these choices.
  10.  Swap and Sell Page on Website. Mark said that several members at his Triangle Chapter meeting had items to sell, from race car tires to an enclosed trailer, and that while this information was included in his Chapter report, there should be a “swap-and-sell” page included on our website, as had been in years past. Bruce said he would talk to Jeff about it.

 Chapter and Committee Reports: Chapter Reports for the Triangle and West Chapters were posted on the Google drive under February for 2017.  These were not discussed.

Motion to adjourn at 9:07 PM (Shanks / Senior). Passed.

Submitted by Secretary, James Shanks