BoD Minutes – February 20, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

February 20, 2018

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

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Tuesday, February 20th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC, 27707.
  2. Eric Danielsen, Joedy Pennington, and Ben Tyler attended as guests via telephone. Jennifer Dover attended in person.
  3. Motion to approve the January minutes, as posted on the Google drive (Senior / Clark). Passed.

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

Financial Report.

Treasurer Heather Powers announced that we had about $77K in our savings account, and approximately $19K in the general Club account, while Solo had about $5000 in their account. She was still working with Sam on an end-of-the-year balance sheet and a more detailed financial report for 2017. Sam noted that it appeared that we had in fact done better than Heather had projected last month. It now appears that we finished the year about $31K ahead, not the $15K that she estimated before.

Old Business:

  • SEDIV Accounting. SEDIV collects various fees (or taxes, as Sam prefers to call them) from its member Regions. There is a headcount fee based on the number of members in each Region, a flat $25 per event scheduling fee, and a per-entry fee for every entry in a sanctioned event. Heather Powers has been faithfully paying the latter two fees for our events, but SEDIV was not cashing the checks. This resulted in an overpayment for March, because she concluded, after more than 5 months, that the check must have been lost in the mail, when in fact it was only misplaced on their end. Also, SEDIV is supposed to bill us for the Region event scheduling fee, but they had not done so for the last year. Instead they cashed all our checks the day before the SEDIV annual meeting, presented us with a bill for both last year’s and this year’s event scheduling fee as well as last fall’s Goblins Go at the RE breakfast, and thereby inferred that we had underpaid our event payments. It turned out that they had mistakenly used CFR’s Majors car counts rather than ours to calculate our bill for the 2017 Majors. Sam reported that he had some discussions with Jim Creighton about all of this before he finally got an apology. It was decided by consensus, that going forward, Ms. Powers should not send SEDIV any monies until they first send us a bill, and that she and Bruce will continue to verify the car counts before any checks are written.
  1. National Convention Wrap-Up. Anna Crissman reported that the National Convention highlighted the importance of developing programs which look to the future, specifically programs for children, like the Solo Junior Kart program, and the Tire Rack Street Survival program aimed at young adults, who are new street drivers. These are things we should be doing to grow the Club going forward, she said, and the SCCA Foundation will help with the funding. In addition to the funding it provides for the SCCA Archives at the International Motor Racing Research Center (IMRRC) at Watkins Glen, the SCCA foundation is tasked to assist Regions in putting on these programs. Kit Williams interjected that the Solo group had already applied for funding from the SCCA Foundation to expand their very successful Junior Kart Program. Anna added that we could have a fundraiser for the SCCA Foundation and they would let us earmark which program(s) those funds would be used for. We should think about that, she said, when we get to the issue of which charities our lunchtime drive-arounds at VIR will support in 2018. With regard to the Street Survival program, Rex said that when he looked into that some years ago, he came to conclusion that Tarheel Sports Car Club, jointly with the BMW Club, had that program sewn up. They were already doing it well locally, so we should find out what they are currently doing with it these days, to see whether there is room for us to be involved.
  2. SEDIV Convention Wrap-Up. Sam and Mark felt that the SEDIV convention was poorly organized. In particular Mark said that there was no agenda or topic list available in advance, despite that he had asked for one, and that the planning meeting got combined with the tech meeting at the last minute. No one seemed to know what was going on, and the planning items were introduced and voted on very quickly with almost no discussion. Sam reiterated his dislike for the way SEDIV is organized and run. In a substantive note, he said that the SARRC Runoffs or SIC was scheduled for October 6th and 7th at Roebling Road. Although there is no requirement that it be there, it was being held there due to the low cost of the track and the fact that there are not enough entrants to pay the rent elsewhere. It was also decided, he said, to abandon last year’s “winner-take-all” scheme and go back to the prior system of points accumulated throughout the season, with the SIC counting for more than other events. Sam also heard from Lee Hill and Heyward Wagner that they wanted the SCCA National Convention to return to Las Vegas again in 2019, so he believes that this is likely.

New Business:

  1. Paddock Marshal. Anna announced that Hayden Beatty is retiring and Johnny Dunbar has volunteered to do this thankless job for March, but after that, we have no one for this position. Johnny cannot continue due to the requirements of his career job. Anna received no replies to her e-mail asking for volunteers or suggestions on whom to ask to volunteer. Mark Senior suggested we send out a Region-wide want ad for a paddock marshal, and for assistant race chairs, with detailed job descriptions and some incentives included. We need to entice people to seek these positions, he said. Sam suggested that we could ask one of the more affable and friendly VIR guys “with a good attitude” if they would be interested in the job as a paid position. Eric Danielsen said he had some new members who live in Danville in mind for the job, but that he was waiting until the March race so that he could talk to them in person. Buddy added that the paddock marshal needs to be someone who can “get around” more easily than some of our older members with ambulatory problems due to age.
  2. Meeting with VIR. Mark recapped the meeting we had with Kerrigan Smith and Tommy Webb of VIR on the evening of February 8th at the Pueblo Viejo restaurant in Hillsborough. With regard to the Runoffs in 2019, Kerrigan had said that he told Eric Prill of the SCCA National Office that he should utilize us, NCR, as a resource in the planning because we were well-aware of how a race should be run at VIR and we put on very successful events there. He did confirm that we would lose only our Goblins Go event for 2019, but that our other race dates between now and then would not be affected. The only changes to the facility that Kerrigan would admit to being considered before the event were repaving of the access roads and possibly leveling some of the area near the skid pad for better use as overflow paddock space. With regard to the current season, he emphasized that all substantive issues should go through Mark, as that made sure we were all on the same page, though each race chair will order food from VIR catering separately. One substantive issue that is still outstanding is the availability of track-owned pace cars. Mark made it a point to tell Joedy Pennington, who was present on the phone, that the availability of VIR’s pace cars was still up in the air for races other than the Spring Sprints Majors, and that he would let Joedy know as soon as Kerrigan had an answer for him.
  3. Meeting with VIR EV. Heather Clark had set up a meeting with Cowboy (David Crumpton, Safety Director at VIR) and Matt Flora (who handles tire wall repair and other maintenance duties during races) with Sam and herself on Saturday, February 10th. James Shanks and Bruce Dover were also in attendance. The purpose was to discuss how to implement our full-course yellow (FCY) procedure more effectively now that it was clear that we would not likely be using the Code 35 procedure during our events. Two things were clear, she said. One was that EV was comfortable dispatching as soon as they could see a safety car behind them, so the sooner we could get it out, the sooner they would go. The second was that they needed to have control of the communications net while they were working. That would considerably expedite the clean-up procedure. The corner personnel needed to be told that an FCY condition was not a time to update held calls nor to ask about other non-critical items, and the Stewards needed to “chill out” and not continually ask for updates on how things were going. They needed to be reassured that Cowboy and Matt would be doing the best job they could to get us back to racing as quickly as possible. To this end, Sam said he intends to attend the Friday night Stewards meeting, and he would like Heather, as Flag Chief, and Cowboy to attend with him. He plans to tell Morriss Pendleton, Executive Steward for the Southeast Division, and Assistant Chief Steward for our March Into Spring event, that he wants to do this for every race going forward. Concerning pace car dispatching, Joedy observed that having two pace cars available during “Regional” events was difficult, since among our pace car drivers, only he and chief Ed Wentz were not active racers as well.
  4. Worker Issues for the March Event. Heather Clark announced that we were at least 10 people short of the minimum staffing requirement for corner stations for our March race at VIR. Another e-mail announcement would be going out soon to try to recruit more volunteers. It was determined that VIR would need at least a week’s notice if we wanted to hire any of their staff to assist, since normally their workers look at our races as their weekends off, and make plans to do other things, so they are not available on short notice. After discussion, Heather agreed to contact VIR and request some of their workers if she did not have enough volunteers by next Tuesday, February 27th.
  5. Charities for 2018. After much discussion, the Board informally agreed on the following list of charities to be the recipients of our lunchtime arrive-around collections in 2018:
    •   March Into Spring – American Diabetes Assn
    •   Spring Sprints – Hole in the Wall Gang camp
    •   SARRC/MARRS – SCCA Foundation — Street Survival
    •   Goblins Go – Cancer Society including Angels Among Us (Duke)
  6. F&C ATV, Radios, and Fire Bottles Update. Sam got the F&C ATV to Rex as promised and he is looking at it. Heather Clark said they have not yet found a suitable second ATV to purchase, to which Sam added that he had discovered that Sunbelt Rentals, who provided lights and generators for the skid pad during last year’s Majors, also rents side-by-side ATVs and that we should look into that as an interim solution. Heather Clark also reported that she plans to have the fire bottles examined this weekend. Heather Powers added that she had talked to David Turner about delaying any new radio expenditures in the short run since we are short of funds in advance of our first racing event of the season. She said we could replenish them easily after the Majors.
  7. Virtual Safety Car for May. Based on the recent letter from Eric Prill, Vice President and Chief Operations Officer for Competition Operations in the SCCA, we will NOT be using the Virtual Safety Car (VSC) procedure at VIR, known locally as “Code 35”, because the National Office cannot figure out how to make it enforceable and equitable under our current rules. They have declined to add it to the GCR, so it has no legal standing at our races.
  8. Proformas for March and April races. Sam indicated that he had been looking at the numbers for our upcoming races to get a feel for how we might do financially. The March race currently has 82 distinct drivers and cars registered, for a combined count of over 200 entries, which is way ahead of last year, so we should do well unless it snows. That does not seem likely given our weather forecast for the next three weeks, so far as it stands right now. We raised the entry fee for the Spring Sprints Majors $40, which doesn’t even cover our 4 percent rise in the track rental fee, but it makes us look very attractive compared to the other Majors in the Southeast. Sebring was a three-day event at $595. It is the cheapest one due to the fact that the sponsoring Region gets a discount in the track rent because they provide workers for other events. Homestead is a three-day affair at $650, and Atlanta is charging $575 for a two-day event with no test days in advance. COTA is a whopping $850 for their 3-day format, while we are just $675. Since we are not renting generators for the skid pad, only lights this year, our expenses will be reduced, and should we get as many as 350 cars, we might conservatively clear $60K. That figure is deceiving, Sam said because, with only one event in October, each race day has to pay a bigger share of the Region’s unallocated expenses, for things like the annual dinner, web hosting, and the like.
  9. Entry fees for May SARRC/MARRS. Based on the foregoing report, Sam suggested that we raise our May entry fees by $10 across the board. Once again this does not even cover our 4 per cent rise in track rental. The Board agreed by consensus. Sam said he was still working on the proforma for that event.
  10. Speed Suite Fit-Up. Sam said we need to schedule some work days at the Speed Suite so he can proceed with the remodeling, which is to include a bathroom, kitchenette, and secure storage closet, and possibly a storage loft for things like the traffic lights we used for the 13-hour Enduro. The first order of business is to obtain some plywood for the shelving we transferred from the garages, so that we can empty the big rack shelving that Mr. Siegel left behind and dismantle it.
  11. SCCA National Archives. James reported that he had been in contact with Jenny Ambrose, the chief archivist at the IMRRC at Watkins Glen, after he discovered that they have copies of The Bulletin from the 1960’s which we don’t have. His plan is to get PDFs we can put on our website along with our others. He also plans to spend some time looking over their inventory to figure out which issues our members have that are not currently in the SCCA Archive. He then plans to suggest that our members might consider donating their paper copies to the Archive, so that they might be preserved for posterity. One topic he has broached with Ms. Ambrose is about SCCA’s Sports Car magazine. It has been produced by Paul Pfanner’s company, which also publishes Racer magazine, since the early 80’s, so they own the copyright and the responsibility of preserving and digitizing those issues. But what about before that? James believes those prior publishers are out of business, so it would be up to the SCCA to preserve the previous issues. This is of interest because Tim Lyons has contacted James about donating his collection of Sports Car, which dates to the 70’s, to the Region; and we already have E. Gordon Warren’s collection from the 50’s and 60’s. James wants the IMRRC to know this and to investigate what should ultimately happen. The early issues we have, 1955-1957, and 1960-1969, appear to be irreplaceable.
  12. A CRE in Conjunction with One of Our Events. The traditional driver’s school at Roebling Road, the Hyler Kraft Memorial event, was held last weekend and was very poorly attended. Fewer than 20 new drivers participated. This led Buddy Matthews to suggest that we might consider holding a Club Racing Experience (CRE) event in conjunction with one of our racing weekends. A CRE involves having an instructor go out on course with a student for a low-pressure introduction to high-speed race driving in an eligible car. There will also be classroom instruction and post-session debriefs so that students get both the basics and feedback on how they are doing. At one of our races, the CRE could be “just another run group,” Buddy said. All the instructors we would need would already be present at the race anyway, and the track would already be rented for the weekend, so the cost would be much lower than any standalone event. The big attraction is that a student could obtain an SCCA Competition License through participating in two to three CRE events, assuming he or she does well and accumulates enough time on track. Buddy pointed out that there are complete documents on how this should work on the SCCA website. Those are located at https://www.scca.com/pages/club-race-experience and https://www.scca.com/pages/cre-rules. Sam suggested Buddy digest those rules and make a formal proposal for adding a CRE to one of our events.

Chapter and Committee Reports: As of this writing there were no Chapter or Committee reports for February 2018 posted on the Google drive.

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

Submitted by Secretary, James Shanks

BoD Minutes – January 16, 2018

Minutes of NCR-SCCA
Monthly Board of Directors Meeting

January 16, 2018

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

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Tuesday, January 16th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC, 27707.
  2. Eric Danielsen and Ben Tyler attended as guests via telephone.
  3. Motion to approve the December minutes, as posted on the Google drive (Senior / Fouse). Passed.
  4. Motion to amend the November minutes, to correct the spelling of Heyward Wagner’s name, (Fouse / Senior). Passed.

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

Financial Report.

Treasurer Heather Powers had produced an end-of-the-year balance sheet and a more detailed financial report that she gave to Sam at the recent Annual Meeting and Awards Dinner. Sam felt, however, that the Speed Suite was not correctly listed as an asset on the balance sheet, and the two of them, he and Heather, were working on resolving that issue, as well as on some others. They plan to have something more definite to share with the Board by next month. Using Heather’s report as a working document, Sam estimated that we made a surplus for the year of about $15K, which is very good, but not as good as the approximately $65K we made the year before. Sam attributed much of this to our losses in March, and to our loss on the PDX in October. We lost money in March due to two factors. First was the fact that Atlanta moved their Majors on top of our event; and second, there was the constant threat of snow here, as well as actual snow in the Northeast. He expects that we will do better this March as long as the weather holds.

Old Business:

  1. Appalachian Tire Vendor Fee. Bruce reported that he had contacted Appalachian Tire and told them that we would not be paying their vendor fee ($225) going forward, but that they did not have to reimburse us for past fees. They did so anyway, sending us a check for $1500, but asked that we add a link to their website (http://www.racetire,com) on our Registration form in MSR with the notation that entrants who wanted to purchase tires phone in their order three weeks in advance in order to guarantee availability. Bruce indicated that he could do that, and the Board agreed by consensus. Bruce also noted that our Supps already list Appalachian Tire and Sasco as tire vendors typically in attendance at VIR.
  2. March Into Spring Supplemental Regulations. Bruce reported that he had finally received the new Atlantic Pro Cup (APC) logo to be added to our March Into Spring Supps, and that they were being circulated for final approval. The only other changes, he said, were a request by Jim Creighton that we provide a link to the SEDIV Regional-only class rules, and a request by Chief Steward Chris Current that we make sure that was extra time was available between the race preceding the ECR and the ECR, so that drivers in that race who wanted to do both could clear impound in time. The latter had been anticipated from the beginning and Bruce had added the link, so now we were just waiting for final approvals before submission to the SCCA National Office in Topeka.

New Business:

  1. F&C ATV and Fire Bottles Update. Heather Clark reported that the F&C ATV needs a check-up as the transmission appears to be slipping in and out of gear. Sam volunteered to go up to VIR and bring it to Rex, who will do the diagnostics and possibly attempt the repairs, after the SEDIV Convention in early February. Sam said we should be looking for a small pickup truck for F&C to acquire as well. Ms. Clark said that Mike Sperber, who is a Ford dealer, had offered to help them locate whatever they needed. She will talk to him about it. Ms. Clark also reported that we had 14 of the jumbo fire bottles that need to be gotten rid of, as they are too large for us to really use effectively, and 13 smaller ones which need service. She estimated the service cost at $15-$25 each. The consensus of the Board was to get all of those serviced before the March race. Sam thought we should try to sell the big bottles at the March race, since he himself would consider buying one for his trailer. We just need to establish a price.
  2. Awards/Photography/Video. Sam announced that he had been contacted by Art Sinnot of F&S photography, who was upset that Eric had asked for some photos without a watermark for use in the creation of the year-end awards. Art felt hat this was a conflict of interest because F&S could also make awards. He also brought up the video that Eric had made, saying that F&S could make video too. After much discussion the Board reached a consensus that, while F&S was our official photographer, since both Art and Eric were members, the Board should not be forced to choose one provider over another, and that we should be able to grant business to whomever we thought was best suited for the job. The Board further agreed that we would compensate F&S for any of their photos that were required for other uses, if that was desired. It was pointed out that any member could take whatever photos he wished for his own use, and that as long as we as a Region are not selling any photos, we are not in competition with F&S.
  3. Financials and Entry Fees. Sam brought up the issue of our entry fees in light of two developments. First is that our track rental at VIR has increased just over 4 percent for 2018. The second is that both Homestead and Sebring are seeing a decline in their Majors attendance of about 20 percent over last year. In our case, this is important because it is the Majors which pays our bills. Since those tracks had already raised their fees this year, Sam suggested that we ought to consider doing the same for 2018, since there was an outside chance we could lose one of our dates at VIR in 2019 if we should get the Runoffs. Motion to raise entry fees at least 5 percent beginning in April (Senior / Crissman). Passed.
  4. Need for a PA system. Mark Senior brought up the fact that the expensive in-house sound system at the Vailtree Center had given us problems at the Annual Meeting and Awards dinner and that the one VIR had at the Gallery last year was inadequate. He thought we should invest in a quality portable PA system to use at such events, since counting on others had not worked well. He said that he thought he could get an adequate system for as little as $700. Ben Tyler said he thought it would likely be more. Motion to authorize Mark to spend up to $1000 on an adequate PA system, or come back with a proposal to spend even more or a suitable system (Shanks / Crissman). Passed.
  5. Open Registration for March Into Spring on February 2nd. Eric asked that we open registration for March Into Spring on Groundhog Day for marketing purposes, and Bruce said he could do that.

Chapter and Committee Reports: As of this writing there were no Chapter or Committee reports for December 2017 or January 2018 posted on the Google drive. A recap of the Annual Meeting and Awards Dinner was being prepared for publication, by James and Eric, however.

Motion to adjourn at 8:35 PM (Shanks / Clark). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – December 20, 2017

Minutes of NCR-SCCA Monthly Board of Directors Meeting
December 20, 2017

Present: Heather Clark, Rex Deffenbaugh, Bruce Dover, Sam Fouse, Buddy Matthews, Heather Powers, Mark Senior, James Shanks, and via conference call, Eric Danielsen, Blair Deffenbaugh, Morgan Mehler, Ben Tyler, and Kit Williams. Anna Crissman was unable to attend.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Wednesday, December 20th 2017, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC, 27707.
  2. Eric Danielsen and Ben Tyler attended as guests via telephone. Matt Decker has been replaced by Kit Williams as the new Cape Fear Chapter Coordinator.
  3. Motion to approve the November minutes, as corrected and posted on the Google drive (Senior / Clark). Passed.

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 $103K in the money market savings account, and about $40K in checking at his time, with most of our outstanding bills paid, including $31K in worker credits and the 25% deposit due VIR ($36K) for next season. The worker credits are down about $4K from last year, presumably due to the loss of the 13-hour Enduro, which had many more workers than this year’s PDX, and paid double credits for Saturday. Ms. Powers also pointed out that we are in very good shape financially, considering that we also just purchased the Speed Suite at VIR. Solo, Heather said, has just under $10K in their account at this time, with all of their bills paid for the year. She plans to give a financial report at the upcoming Annual Meeting and Awards Dinner.

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. There will be both coffee and cake added to the menu, he said, at no additional charge to us, and several more classic cars will be on display, some inside the dining area. Bruce reported that registration was open in MSR for the event and that about a dozen people had already signed up.
  2. 2018 VIR Contract. Sam reported that Mark had discussed via e-mail with Kerrigan Smith of VIR our concerns about the current contract. Mr. Smith has backed off several items in that e-mail, such as prohibiting 2-piece driving suits, and Sam indicated that the text of his reply would be printed and attached as an addendum to the contract, which Sam would sign. Also included in a similar fashion as an addendum would be a print-out of the current VIR policies from their website, so that these could not be changed without advance notice to us, thus avoiding the unfortunate situation which arose in October when it was suddenly decided that we would have to staff all corner stations with at least one person with a radio. Sam said he plans to initial every attached page and sign each addendum as well as the contract itself. Bruce will convey the document to VIR. One issue that remains a concern is minor waivers. VIR wants a copy of the minor waiver executed for a minor worker or driver at one of our events, and in addition, they want that minor and his or her guardian to sign their (VIR) waiver. Since minor waivers for the SCCA are kept on file at the National Office in Topeka, this may pose problems in the future, which we will have to address at that time.

New Business:

  1. Operations Manual and Bylaws Update. The recent election had brought to light the fact that there are several inconsistencies between the Bylaws and the Operations Manual regarding voting. The most pressing was the treatment of members who are minors under the law but full members under our rules. The Bylaws do not exclude them from voting but by convention those under 16 had been excluded from voting in the past. Apparently, there was an attempt to get this into the Operations Manual some years ago, but the published copy does not reflect this change. Since we now have drivers as young as 14 in road racing and children as young as five in the Junior Kart autocross program, several parents had raised the issue as to why they were not given ballots and allowed to vote. Motion: To let all members of NCR vote in this election and all elections going forward (Senior / Fouse). Passed. In general discussion, it was decided that James Shanks, currently the chair and the only sitting member of the Bylaws Committee, revive that body with intention of revising the Bylaws to remove inconsistencies and to add a provision to allow electronic voting. Heather Clark and Mark Senior volunteered to serve on the Bylaws Committee and Sam asked James to reach out to Jerry Pell to see whether he would also agree to serve. As a side note, Bruce added that the current election had cost us $350 in stamps and supplies already, and that we had not provided stamps on the return envelopes. Obviously, it would have been more expensive had we done so.
  2. National and SEDIV Conventions. Sam announced that he and Anna would be going to the SCCA National Convention in Las Vegas, January 18-20. No one else appeared to be going on behalf of the Region. Since our policy, established last year, is that the RE’s and ARE’s expenses would be covered in full, including a $40 per diem for meals, as well as room and travel expenses for a companion, if desired; there was nothing further to discuss on that topic. A poll of those present indicated that a significant number of people would be attending the SEDIV Annual Meeting, February 2 – 4, on official business of one kind or another, including Buddy, Anna, Rex, Mark, Sam, Ben, Blair Stitt, and possibly Megan Tyler. It was noted that several stewards would probably be going as well. As with the National Convention, the RE’s and ARE’s expenses would be covered in full, including a companion and $40 per diem for meals, while all others would have to submit receipts up to the limit of some pot of funds designated for that purpose. Motion: To allocated a total $3500 to cover expenses for all participants at the 2018 SEDIV Annual Meeting representing the Region on official business (Senior / Fouse). Passed.
  3. March Into Spring Supplemental Regulations. Bruce reported that a copy of the March Supps, which Anna had prepared and circulated among the Comp Board members for the past week or so, had been sent to Chris Current, who is the designated Chief Steward for that event, for his review. This is his first time as a chief for one of our events so there was some speculation as to what he would say about them. But as Anna, who had authored them, was unable to attend this meeting, due to a death in her family, the entire issue was tabled until next month.
  4. Social Media Update and Reimbursement of Expenses. Blair Deffenbaugh reported that he had spent $200 on a Facebook ad for our PDX in October, at the direction of the Board. That ad, he said, reached about 56K thousand people, who accounted for approximately 91K viewings, or impressions, as they are called when they pop up unbidden on a web page. Considering just the target market of 18-24-year-olds, which is the prime demographic we were trying to reach, it cost us about $3.50 per 1000 impressions, which is well-within industry-standard norms. Furthermore, Blair said, 84 people “clicked through” from the ad to our web page, indicating that we captured their interest, but unfortunately not enough actually went on to register for the event, for one reason or another. But these numbers prove that our advertising is effective in reaching the people we wanted even if few bought our product. He added that he had spent $60 in February and March on smaller campaigns to bring people out to our races, but he did not have statistics on those. He was now asking for reimbursement for all the money he had spent for the year on social media advertising. Sam asked that he write up a document on how to use social media to attract people to our events at VIR. Blair agreed to do that. Motion: To reimburse Blair Deffenbaugh for the money he spent on social media advertising, subject to his submission of receipts and the standard NCR reimbursement invoice (Senior / Fouse). Passed.
  5. Election Update. Bruce Dover indicated that 103 people had returned ballots so far, with approximately 11 days remaining before the deadline.

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

Motion to adjourn at 8:45 PM (Senior / Clark). Passed.

The Awards Committee met informally following this meeting until approximately 9:15 PM.

Submitted by Secretary, James Shanks

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 Heyward 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 Heyward 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