BoD Minutes – June 20, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

June 20, 2018

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

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:33 PM, on Wednesday, June 20th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC.
  1. Ben Tyler attended as a guest via telephone. Bob and Sara Brookfield attended as guests in person.
  1. Motion to approve the May minutes, as posted on the Google drive (Senior / Crissman). Passed.

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

Financial Report. 

Treasurer Heather Powers had produced a Profit-and-Loss Statement for the Region through June 20th, though there was some question as to whether all the SARRC / MARRS expenses were accounted for. Basically, it showed that we generated revenues of nearly $100K due to racing activities and had incurred expenses of approximately $23K, giving us a current balance of about $85K to see us through until Goblins Go. We are still a long way from our stated goal, which is to finish each year with all of the coming year’s track rental in the bank.  Track rental is approximately $135K but combining all our accounts, including savings, we have only about $105K currently, so we still have to watch our expenses closely.  Sam noted that our biggest money maker continues to be the Sprint Sprints Majors, which netted us about $50K all by itself. He also said that he and Heather would be going over the P-and-L statement together before presenting it in detail to the Board.  One issue that bothered them both was the way that we handle worker credits.  Our reimbursement system means that we really don’t know how much we spend on worker credits for each event until the end of the year when most people claim them. In the meantime, they have to be estimated and a cash reserve built up to cover the almost $40K we will be asked to pay in late November. Sam asked how we stand vis-à-vis other Regions on this, and Flag Chief Ben Tyler responded that we are the only Region in the Southeast that does not pay its volunteers in cash or gift cards at the event. Atlanta, he said, paid $30 per day, Buccaneer paid $25 per day, except for the February drivers school at $50 per day, and CCR had a complicated formula of $25 per day, but $75 for two days if one worked a Friday as well. South Carolina paid an unusual $44 per day, he said.  It was noted that initially the reimbursement policy was instituted to avoid any entanglements with the IRS, either for the Region paying for services or for the volunteers receiving the money, but that seems moot now, since no one receives more than $600 from any one source. Sam stated  that we should consider moving to a straight cash pay-as-you-go system for next season; something to be discussed after this one ends.

Old Business:

  1. Spring Sprints and SARRC/MARRS Observer’s Reports. Sam had circulated the Spring Sprints and SARRC / MARRS Observer’s Reports to Board members for discussion. The Spring Sprints one has a survey sent to all participants conducted by the National Office. Sam noted that we continue to get serious complaints about the ease and speed of the registration process on-site that we need to address. Also, the competitors complained that we did not have Express Tech, even though the National Office no longer requires it. Another thing that they disliked was being forced into impound to witness the trophy presentations following each race. Sam said this was one of several things, like VIR’s fees for pit vehicles, that are imposed upon us, over which we have no control, but for which we are still blamed. And last year, the competitors complained about being herded into spaces by the paddock marshal.  This year they complained that they were left to their own devices about where to park, so it is difficult to know what we should do.  Sam floated the idea of assigning spaces at time of registration on MSR and then enlisting VIR’s help in enforcing that even on the test day, since test day drivers seem to be the worst offenders at taking up too much room in the paddock. Mark will bring this up to Kerrigan for discussion. It was noted that this would undoubtedly be viewed as unfriendly by some people, no matter how well-intentioned it is. Another recurring complaint was the fact that we had a three-day Super Tour event rather than a two-day Conference event, which is more expensive. That is a local option which perhaps we should explore, but it is doubtful that National would be happy if we tried to have a non-Super-Tour event in advance of the Runoffs. It seems that many competitors don’t seem to know what the Super Tour is, and of course don’t understand that the fees are higher as well. With regard to the SARRC / MARRS, the Observer’s Report shows that we are still getting blamed for things which are not our fault, such as how long it takes EV to do cleanup after a major incident.  Also, many of the stewards, including the out-of-division steward who wrote the reports, and probably many of his colleagues in the Southeast Division, clearly do not understand how overtime works at VIR.  The normal rental day is 8:30 AM to 5:30 PM, so moving up the start time to 8:15 or worse, 8:00 AM, automatically costs us more money before we even launch the first session. And shortening races to avoid overtime charges is counter-productive. Drivers complain that they are not getting their money’s worth. When we do incur overtime charges, they are at the normal rental rate, not time-and-half, so having a hour or so of overtime occur by the end of the day is not hyper-expensive and it serves the purpose of giving the drivers the seat time they paid for. That is why we always budget for a least an hour of overtime when we set the entry fee. Several Board members urged Sam to let the unfavorable comments by the SARRC / MARRS observer, and by the drivers in the Spring Sprints survey, go. It was observed that given the opportunity to complain, people will pick something to complain about, even when nothing can be done about it (like the weather). And no one is telling us we cannot have another event because we had complaints about the ones we just had. We should address what we can and move on, secure in the knowledge that we have done the best job we could and that probably no one else could have done it better.  Anna added that she was trying to take many of the scheduling complaints into her proposed timeline for October. She was even proposing to split the formula cars into fast and slow groups so that we might attract more of them.  Several people said this had been tried in the past without success, but everyone agreed that we could try it one more time. In the interest of finishing at a reasonable hour, Anna said, the Goblins Go would have a full ECR on Saturday, but only a 45-minute race for TCPS and Atlantic Pro Cup on Sunday. She added that she hopes to have a timeline and a copy of the proposed Supps sent out before the next Board meeting.
  1. Speed Suite Work Days. Sam indicated that, due to the extremely hot weather expected, and some personal commitments, he was going to have to cancel the proposed work day at the Speed Suite this coming Saturday, June 23rd. Instead he asked everyone to find weekends they might be available in July and August. One thing that was a scheduling problem, he said, was the need for a forklift to move the large storage racks around. Bruce pointed out that VIR has a very big forklift and that we should check into its availability as well as asking to borrow one from Jim Tolman at Wisko. Mark agreed to ask Kerrigan Smith about that soon. 
  1. Bylaws Committee Update. James reported that the Bylaws Committee, consisting of Heather Clark, Mark Senior, and himself, had met and adopted a plan of action. They were hoping to have draft proposal of changes, to permit electronic voting, and to clarify who can vote, to present to the Board by the next meeting. The goal, he said, was to have electronic voting in place before the next election cycle in December of this year.
  1. Material Contributions to the SCCA National Archives. James reported that he had inventoried 250 unique dash plaques, mostly from E. Gordon Warren’s collection, and had sent them along to the SCCA National Archives housed at the International Motor Racing Research Center (IMRRC) at Watkins Glen. He also sent along a heavy chrome car badge from the WDC Region, one of two in E. Gordon’s Collection, that the head archivist was thrilled to receive. A few very unique dash plaques from the early days at VIR and Rockingham remain in our hands, he said.

New Business:

  1. 2019 Schedule. In response to inquiries made since the last meeting, VIR says it has no dates available to give us for a test day weekend in advance of the Runoffs. Sam wants Mark to schedule a meeting with Kerrigan in the hope of finding a Monday or a Friday that might be open. He reminded everyone that there is a 30-day blackout period before the Runoffs which would prelude us doing anything in September. Sam also wants VIR to consider letting us run the test day in advance of one of our other events and keep the revenue from that. Some members present were unsure that we truly need to be worried about losing the revenue from the Goblins go, but Sam pointed out that many of our expenses continue whether race or not, and only racing adds significantly to the bottom line. In his conversations with Lee Hill and Deanna Flanagan, Sam learned that our situation appears to be unique. Apparently, no one can remember another case where the host Region lost a race date because of the Runoffs. That’s why he has asked them to share one of the test days with us. He also pointed out to Deanna that they have to rent the scales from us, a fact of which she was unaware. Ben Tyler reported that Don Drennon had asked whether the Speed Suite might be rented for use as the F&C offices during the Runoffs, but Sam pointed out that this would require us to empty it and we have no place else to store what’s in there now. That’s why we bought it in the first place.
  1. SEDIV Mid-Year meeting. The SEDIV Mid-Year meeting is July 14th in Atlanta. Sam already told the folks in charge that he will not be attending in person but will conference in with Melanie Murray, the RE of South Carolina Region, whom he has asked to be our proxy for any votes that might be required. It is ridiculous, Sam said, for us to spend hundreds of dollars on travel, meals, and an overnight stay in Atlanta for business that could be conducted via a conference call. 

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

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

 

Submitted by Secretary, James Shanks

BoD Minutes – May 16, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

May 16, 2018

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

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Wednesday, May 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. Jennifer Dover and Joedy Pennington attended as guests in person.
  3. Motion to approve the April minutes, after minor corrections to the attendee list, as posted on the Google drive (Shanks / Fouse). 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 $44K in our money market savings account, and approximately $89K in the general Club account, because VIR had not yet cashed our check of $55K from last weekend. But when that occurs, and the $27K or so we received in entry fees is added in, the balance should end up at about $60K. We spent $12K on new radios and headsets and paid a $1400 deposit on the venue for the annual dinner, Ms. Powers noted. Solo, she said, had about $5600 in their account. Sam asked whether Heather might be able to prepare a balance sheet of income and expenses to date by the next Board meeting, and Ms. Powers indicated that she would try to do that. Sam added that he was still working on his “quick and dirty” analysis of how the first three races had done and would present that when it was completed.

Old Business:

  1. SARRC/MARRS Debrief. Several Board members had already circulated e-mails with their thoughts on this subject, which were overwhelming positive despite the extremely hot weather and the long day Saturday. Mark kicked off the discussion by noting that Justin Deffenbaugh had done an outstanding job as Race Chair, despite racing himself that weekend, and that Thomas Guest, as a first-time Assistant Race Chair, did an outstanding job as well. Ben Tyler reported that having Arlo, VIR’s EV chief for the weekend, present in the control room, was a huge asset in having things go smoothly when there were incidents on track. It was noted however that some of the delays on Saturday were due to rather slow response between sessions by the VIR folks doing cleanup. Sam asked the F&C folks to write down and submit to him any suggestions they had about how to speed things up so that we might better stay on schedule in the future. Sam also noted that Steve Keadle did an excellent job as Chief Steward and that he was always willing to listen to both sides before making a decision whenever an issue arose, as indicated by how well he handled the controversy over where the SMX MX-5 cars should run. And there was positive feedback from the drivers over his written handout, which allowed him to keep the mandatory drivers’ meetings short and to the point. Heather Clark said we still had not received an invoice for the service on our fire bottles and that a couple of our old radio batteries “bricked” during the race, meaning that we would incur more equipment expenditures before October, though she thought these would be relatively minor. Sam added that to avoid the problems that arose from the sharing of golf carts, in the future we should just rent an additional “Stewards-only” golf cart, since that would not cost much. Anna said that in the future, we would drop “fastest time of the weekend” qualifying on Sunday if we were going to have Sunday qualifying sessions, as the merging those times manually was too time-consuming and error-prone. It was also noted that we needed to do more to emphasize that the times printed on the schedule were only approximate, as some drivers took them as absolute and showed up late to the grid. Bruce noted that having Registration open early, at 10:00 AM, rather than the more usual 2:00 PM, created more problems than it solved, as it was too-lightly staffed, so he would not be doing that in the future. Also, as Ben noted, we needed to pay to have the gate to the paddock by the Synergy building open and staffed when Registration was open; otherwise people had to turn around and go back out in order to enter. This was inconvenient for everyone, and especially hard on big rigs, which had to find a way to turn around in order to go back out.
  2. SCCA Archives. James reported that recent issues of SportsCar had included articles on the SCCA Archives housed at the International Motor Racing Research Center (IMRRC) at Watkins Glen. These highlighted the various types of materials that the Archive was collecting, and James was surprised to learn that this included dash plaques. Apparently, they started with a collection begun by the first SCCA Archivist of pre-1979 dash plaques, and now wanted to expand. James brought a box of several dozen, which had once belonged to E. Gordon Warren, and asked that he be allowed to donate them to the Archive, since they were just sitting in a box and we had no plans to display them. There were a few rare ones from early events at VIR, and Sam suggested that he ask them specifically about those. If they already had examples of them, then we would hang on to the duplicates. Motion to donate the old dash plaques, save for the duplicate early ones from VIR, to the SCCA Archive (Senior / Fouse). Passed.
  3. Bylaws Committee Update. James indicated that now that the spring races were over, it was time for the Bylaws Committee to begin its work in earnest. He said he would be sending out a copy of the existing Bylaws to his committee members, Mark Senior and Heather Clark, along with a list of topics he thought they should try to address, and then suggest times for discussion via conference calls. They both agreed to this. James further noted that he had approached Jerry Pell, the Region’s defacto legal advisor, at the race in March, and Jerry had agreed to review their proposed changes when they were complete, before they were presented to the Board as a whole.
  4. Clarification of the Adverse Weather Worker Incentive. Anna sought to clarify the Adverse Weather Worker Incentive she had proposed, and the Board had passed, back in March. She wanted it to cover all volunteers who worked outside hat weekend, including Tech and Hospitality. James pointed out that his people did not get wet, as Hospitality closed up and took down their tent before the rain came on Sunday. Anna said they should be included because, like Tech, they spent time out in the cold no matter what. Motion to amend the policy, to give an additional $35 worker credit, to all those who worked outside, including Tech and Hospitality, for March (Crissman / Powers). Passed.

New Business:

  1. Time Trials. Sam reminded everyone that the upcoming Time Trials event at Carolina Motorsports Park over Memorial Day weekend was an NC Region event, albeit a joint one with South Carolina and Atlanta, and he urged everyone to participate if they could. Kit Williams noted that 95 cars were registered already with a week to go, and more are expected. Blair Deffenbaugh explained that it was capped at 120 cars and that one needed to register on scca.com, not on MSR, as is customary. More volunteers are needed as well as drivers. Check-in is Friday from 5:00 until 8:00 PM and 7:00 to 8:00 AM Saturday morning.
  2. Speed Suite Plans and Workdays. Sam again circulated the preliminary plan he had drawn up for outfitting the Speed Suite. It features a bathroom on the left and a same-sized security closet on the right with a kitchenette in between, and overhead storage for seldom-used items, such as the traffic lights, although it turns out that he may have found a buyer for some of them. A lot depends on whether or not there are green lenses in the box of supplies currently stored at Rex Deffenbaugh’s house. Sam also confirmed with Buddy that Buddy has a line on a small chest freezer to be donated. Finally, Sam said he would propose some dates in June and let people vote on when they wanted to get started. Ben Tyler spoke up and reminded him that there was a race in Charlotte on June 8, 9, and 10, and that he and many other flaggers would not be available then.
  3. Cancellation/Withdrawal/Refund Policy. Bruce said that he had heard from an NCR driver who skipped the ECR he had registered for on Saturday, but raced on Sunday, and now on the Wednesday following the event, had notified him that he wanted a refund for that ECR. Bruce is seeking a comprehensive Refund and Cancellation policy. Motion to give a full refund, provided that the driver did not turn a wheel on track for that race, if we are notified by midnight Sunday of the event. The refund may be cash or credit towards another race with us in the future. After midnight on Sunday and up to one week following the event, a full refund will be given only if credit is desired; cash refunds will be less $50 to cover expenses (Crissman / Senior). After much discussion, this motion was passed.
  4. Wi-Fi Issues at the Speed Suite. There was no Wi-Fi available at the Speed Suite Saurday morning and Sam was not there to lend them his Verizon Jetpack that morning. This poses a problem for Registration because credentials cannot be verified should someone forget their membership card. After discussion of how best to provide this service, Anna agreed to investigate and purchase the appropriate equipment rental contract. Motion to purchase a pay-as-you-go Wi-Fi service plan with appropriate equipment for use at the Speed Suite (Senior / Crissman). Passed.
  5. Financial Impact of the Runoffs on NCR. Buddy said that this issue was raised at the West Chapter meeting. Several members came to realize that NCR will derive no financial benefit from the Runoffs being at VIR in 2019 and furthermore, that we will have no race income from the end of May 2019 until early March 2020, since we will lose our Goblins Go event for 2019. Sam said that he had asked Eric Prill, SCCA’s CEO of Club Racing, whether we could sponsor one of the test days, and Eric had said no. They had learned their lesson at Daytona that the test days, which are quite lucrative, are the secret to the National Office making money too. Sam added, however, that SCCA would have to pay us rent for use our scales, and that we should charge them accordingly, saying that perhaps $600 per day was not out of line. Sam concluded that other than that, we had more questions than answers, because it remained to be seen whether the expected increase in entrants for our other races would be substantial enough to help tide us over. We will need all the creative solutions we can get, he said. One idea that was floated was having our own test day, prior to the Runoffs, but close enough to them to attract some serious entrants. This might work if VIR will let us have a date, and there was some speculation that one or two might be available in late summer. Mark Senior is to investigate.

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

Motion to adjourn at 9:08 PM (Senior / Powers). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – April 18, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

April 18, 2018

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

  1. The meeting was called to order by RE Sam Fouse at 7:27 PM on Wednesday April 18, 2018 at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC, 27707.
  2. Joedy Pennington, and Bob Brookfield attended as guests in person and Ben Tyler and Eric Danielsen attended as guest via conference call.
  3. Motion to approve previous minutes as posted on the Google Drive (Senior/ RDeffenbaugh) Passed.

Order of items below does not necessarily reflect as they appeared in the published agenda

Financial report:

Treasurer Heather Powers reported $147k in the checking account not including $77k check to VIR; $77k in the money market account and $5500 in the solo account. There was also a discussion of SEDiv fees that were incorrectly identified as delinquent, the SARRC car/trophy fund, and approved funding for radios/headsets.

Old Business:

The group had a general Majors Race debriefing including:

a. Avoiding early starts to avoid unnecessary overtime charges

b. Wifi issues and possible need for a “hot spot”

c. Registration needs including food Friday

d. Distributing water to pit and grid

e. Issues with track staff being on station to control the Paddock on Friday

f. The desire for a better system for worker gift tickets

g. The need for an EV controller in the tower to coordinate hot and cold track situations

h. The need for a list of Control/Steward/Race Chair protocols for all events

i. The need to control noise in the Control Room

j. The need to refine the number of golf carts for all events

k. An attaboy for the efforts of or outgoing and Paddock Marshal in training

New Business

  1. The RE discussed the need for a work day at the Speed Suite. Suggested it be scheduled after the May race.
  2. The need for better trash control at speed suite was also mentioned.
  3. The value of a freezer in the Speed Suite was discussed and Buddy Matthews noted he had one he could donate to the region.
  4. Kit Williams reported on the Solo2 event held in Myrtle Beach. The event was a 2-day North vs South challenge type event and included 20 competitors from NCR vs 50 competitors from the South Carolina Region (SCR) – NCR won the challenge and it was reported to be an awesome event.
  5. The upcoming Time Trial (TT) taking place at Carolina Motorsports Park in Kershaw SC on the Memorial Day weekend was discussed. This event is being jointly hosted by NCR, SCR, and the Atlanta Regions. The event would test a new format. It was noted they had enough workers but are looking for more drivers. The eligibility of cars of various preparation was discussed and it is recommended that those interested review the rules for the event to determine if their car can run. It was noted this type of event is a bridge from the Solo program to road racing.
  6. The desire to find a better way to use credit cards for registration was discussed.
  7. The Board discussed and approved a drive refund request from the Majors race (Senior/Clark). Passed.
  8. The Board discussed a request to waive NCR dues based on a member previously serving on the SCCA National Board. The rewuest was discussed and tabled until the policy referenced could be researched further.
  9. The RE noted he received comments regarding reducing the length of ECR events for the May race and the cost of registration. It was noted that the ECR races were shortened for this event due to the desire to include more race groups and stay within the available time. It was also noted that the RE has compared NCR registration fees to those of other regions and ours are comparable and attractive when including multiple race discounts.
  10. The RE noted that the 2019 Runoffs will require sound control and that the NCR sound equipment is in poor condition so SCCA National will need to supply the necessary equipment and coordinate with NCR and the track ahead of time to identify an appropriate location. It was also noted that for the Runoffs, SCCA National provides their own staff to run the race but will likely use NCR staff for backup and local/track expertise.
  11. Based on the large numbers of volunteers in some specialties at the Majors Race, the Board discussed the possibility of placing limits on volunteers for future events.

The RE moved to adjourn at 8:55PM (Senior/Clark). Passed

Submitted by your humble servant Mark Senior (as a poor substitute of our outstanding Secretary, James Shanks)

BoD Minutes – March 20, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

March 20, 2018

Present: Bob Brookfield, 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, 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, March 20th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC, 27707.
  2. Eric Danielsen and Ben Tyler attended as guests via telephone. Bob Brookfield and Jennifer Dover attended in person.
  3. Motion to approve the February minutes, as posted on the Google drive (Senior / R. Deffenbaugh). 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 money market savings account, and approximately $106K in the general Club account, because VIR had not yet cashed our check of $31K from ten days ago. That balance should drop to about $75K when that check clears. Solo had about $6600 in their account, reflecting their most recent, and successful, event. Sam noted that it appears that we lost between $2000 and $3000 on the March race itself, but that when the unallocated expenses of $3600 per race day that our races need to provide for the rest of the Club’s operation are included, our total loss was between $9000 and $10,000 for the weekend. Rex opined that this was far better than he expected given how many people had withdrawn by Sunday afternoon. Sam noted in passing that he and Heather Powers were still working on a detailed financial report for 2017.

Old Business:

  1. March Into Spring Debrief. Sam noted that we had 55 fewer cars participate in SARRC races on Sunday than we did on Saturday at the March Into Spring event, as drivers anticipated the bad weather, even though it did not arrive until after lunch on Sunday, and only actually affected three race groups. Anna Crissman reported that there was a lot of confusion among the Stewards over what to do, which resulted in conflicting orders and suggestions from them about how to handle the sudden departure of so many cars. Of the four formula and prototype cars which qualified Sunday morning, none showed up to race in the afternoon, and the Stewards could not decide how long after they waved the green to start a race with no cars that they could wave the checker and declare the race over and complete. So, there was a period when no cars were on course and everyone was just waiting in the rain and the cold. In the following group, only one ITA car out the twelve or so which qualified in the morning showed up to race. He circulated until half of the required laps were complete and was declared the winner. All of the pro series SMX cars which qualified competed in the last race of the day. Eric opined that they should have combined all three of the last groups to save the most time. Anna announced that going forward, the Comp Board would produce an inclement weather timeline in advance to reduce the confusion and chaos over what should happen when things go bad. Ben said that the timeline we had used, which was devised so that the Saturday and Sunday schedules would be approximately the same, irritated many corner workers. There were no races before lunch and the lunch period began at roughly 10:50, which they felt was too early. Anna and Sam were firm about the virtue of having a schedule that allows the drivers to go out at approximately the same time every day, and that the Sunday quiet hour necessitated an early lunch on Saturday. Anna said she hoped that by including the timeline in the Supps, a recent innovation which had been adopted for the upcoming May race, much of the griping would disappear once all parties knew what to expect. Eric suggested that we print that schedule on cards so the volunteers could easily carry it with them, and Anna took this under advisement. The only other problem she noted was that Johnny Dunbar had complained to her that drivers who were late to the grid at the start of their race, and subsequently entered from the pit lane, were not stopping to have their equipment checked first, despite being directed to do so. She advised Johnny that he should call in these infractions, and any others, over the net, so that something could be done about them. She added that future editions of the Supps would include language to cover this situation. Rex said that he noted that we had 4 golf carts on Saturday, some of which were seldom used. Eric, who had been Race Chair, said that initially he had rented four, one for the Race Chair, one for Tech and the Stewards to share, one for Pit and Grid, and one for Registration. On Sunday, he turned in the ones for Registration and for the Race Chair, as these were not being used, since they were both using private vehicles instead. This saved $160 in rental fees as a result, so we should be more careful in how many we rent in the future.
  2. F&C Equipment Issues. Ben said that he had taken a long look at our radio needs before the upcoming Majors and had determined that we would need 90 of them to adequately equip that event, including backup radios for all the corner stations, and additional units for the National Staff, Pit and Grid, and pace cars. He said we had 37 good units and 35 marginal (old) ones, which could be used for backups, and that we needed to purchase about 20 units immediately, plus headsets, including a pair of two-channel ones for Pit and Grid. He estimated the cost of new radios at $280 per unit, and standard headsets at $225. Heather Powers spoke up and said she had been in contact with the radio tech, David Turner, and had authorized him to purchase 18 new radios and headsets already, including a pair of two-channel ones. Ben agreed to follow up with David and verify that the units would be on hand for the Majors. Heather Clark said she would check with Cowboy at the track about the actual cost of renting additional units from them if we run short. Bob Brookfield spoke up and said that more tables were needed in the Speed Suite for worker registration. Sam said that he was going to purchase a big new one from Home Depot for the Hospitality tent. If more were needed for the Speed Suite we could pick some up at Lowe’s, although we currently have four tables and eight chairs there already. He noted that the tables for the tent were from Home Depot and were not identical to those in the Speed Suite, which were purchased from Lowe’s.
  3. Bulletin Archives. James announced that Jenny Ambrose, the head archivist at the International Motor Racing Research Center (IMRRC) at Watkins Glen, had sent him PDFs of the NCR Bulletins they had on hand from the 1960s in the SCCA Archives. These he had passed on to Bruce, who would soon be putting them on our website along with all the others we already had, bolstering our collection. James noted that we were probably among the first SCCA regions to have made use of the Archives, and that its keepers at the IMRRC were probably as excited as we were to make some of their efforts more public. Bruce had printed some paper copies of these 17 issues for those in local attendance to share, so as to make more concrete what we were talking about. Sam said he had perused a few and they were quite enjoyable. For example, he related that he had read a hilarious account of a pair of Region members making the trip to Sebring in 1966, during which their VW bug blew its motor and they had to rent a Corvair Monza to continue their journey, and afterward they towed the Beetle home behind an MGB! On a more somber note, Bruce said that while the Bulletin archive was fine, many of the on-line web pages which replaced it when we went to web publishing had been lost in the transition to the new website, and that Jeff Eng, the webmaster, had told him that these were unrecoverable. So, there are now some rather large gaps in our more recent history. James also reported that he had learned that a digital archive of the first few decades of SportsCar magazine was commercially available, which may explain why the SCCA Archive was not collecting paper issues of SportsCar at this time. This digital archive covers every issue from 1944 to 1970 and can be had for $375. James said he thought the Region might want to acquire one, but that he was not certain whether it could be shared through our website, which is something he would have to ascertain before recommending purchase. In a related issue, Tim Lyons had recently donated his personal collection of SportsCar, from the early 70’s until now, to the Region, and these issues were in cardboard boxes in the Speed Suite. James is planning to acquire some plastic boxes for them and creating an inventory later this year.

New Business:

  1. Driver Request for a Refund. Bruce said that he had heard from an NCR driver who went home early on Sunday without notifying us and now wanted a refund. All other drivers who had withdrawn had followed the published guidelines and had received full refunds. Sam suggested in discussion, a full refund less $50, which is the approximate cost of one volunteer worker’s meals and worker credit for a day. There was then a counter-proposal. Motion to give him a complete refund (Senior / Shanks). Failed. There followed a rather acrimonious debate about whether we should withhold some portion of a refund and if so, how much, especially for people who just decide they don’t want to race in the rain. Sam said that Jim Creighton had suggested to him that we adopt one entry fee for both days with no refunds since the National Office does not give them for the Majors. Other Regions, such as CCR and SCR, Sam said, jack up the price of their Saturday races ($275 vs. our $235) to cover the cost of early withdrawals. Neither position currently has any support, either with Sam or the Board. but the consensus was that we should develop a coherent policy going forward, and the general issue was tabled until the next meeting. A compromise motion was suggested. Motion to refund this driver the discounted race fee that he actually paid ($210) less $25, or $185 for filing his request late. (R. Deffenbaugh / Powers). Passed.
  2. Bad Weather Refund Policy. This issue could not be separated from the one above, and as just noted, no consensus was reached on what the policy should be going forward. This issue was therefore tabled until the next meeting.
  3. Adverse Weather Worker Incentive. Anna Crissman proposed an adverse weather worker incentive for those volunteers at the March event who had to stand out in the wet and cold while very little was going on. She herself would not be eligible since T&S was indoors. Only F&C, Start, Pit and Grid would be. Motion to grant those volunteers an additional day’s worker credit of $35, if they come back to work in either April or May (Crissman / Senior). Passed.
  4. Steward Driver Meetings. The mandatory drivers’ meetings following each qualifying session on Saturdays are taking too long. This results in a huge problem if they don’t end before the next group comes off track, because impound is already full of cars and there is no place for the new group to go, causing chaos on pit road and near the base of the tower. Anna announced that for May, Chief Steward Steve Keadle was trying to address this issue by preparing and publishing his standard remarks in advance, for all drivers to read, so that only questions and serious issues, such as split starts, would need to be addressed at the meetings, and they could be shortened. He hopes to make them no more than 5 minutes each.
  5. Spring Sprints Final Preparations. With the skid pad torn up for resurfacing, it is unlikely that we will be able to use it for paddock space this year, but only time will tell. People may have to paddock around the construction area instead of on it. The availability of pace cars from VIR is still very much up in the air, as it seems they have not received their new allotment from Nissan for 2018 as of yet. Sam opined that we ought to just rent some suitable cars if nothing else is available, as we should not have to ask members to use their own vehicles. He also said that he is still waiting for a final t-shirt design and program cover from Jeff Eng. The program will contain the same information as last year; only the cover will be different, And Sam said he is working on some new signs, one to direct people to Registration, to be placed at the intersection of Ryan’s Way and Ace Drive, and the other which specifies that worker registration only is at the Speed Suite.
  6. Speed Suite Plans and Workdays. Sam announced that he has a preliminary plan drawn up for outfitting the Speed Suite. It features a bathroom on the left and a same-sized security closet on the right with a kitchenette in between, and overhead storage for seldom-used items, such as the traffic lights. He noted that we should probably look at getting a separate chest freezer as well. But in the short run we will need to have some work days or work parties scheduled to move stuff around and take down one of the big engine racks left behind by the previous tenant. He suggested we plan on scheduling them between the Sprints in April and the SARRC/MARRS in May. Since no one else had any suggestions, Sam said he would propose some dates soon and let people vote on when they wanted to do it.
  7. SARRC/MARRS Supps. The Supps for the SARRC / MARRS in May are all but done, including the new timeline, Anna said. It was quickly decided that four golf carts would be needed for that event, despite our earlier discussion about some going unused in March. If it turns out that they are not needed, Mark Senior said, then the Race Chair (Justin Deffenbaugh) could always return them. The issue of rollbacks in addition to the wreckers provided by VIR also came up. It was decided that one would be sufficient for May, but we would add a second one for the Spring Sprints.
  8. Annual Banquet Location. Morgan reported that the Cape Fear Chapter was willing to host the annual awards dinner in Wilmington for 2018 if no one else was, but that they would need to be given the go-ahead immediately to start working on it. Buddy said he saw no reason why it should continue at the Vailtree in Graham, even though it had been very successful there, but he wondered whether it was not the Triangle Chapter’s turn to host. Sam quickly spoke up and said that there was no interest in Raleigh and that they could not even find a willing successor to Mark Senior as Chapter Coordinator despite his having asked several people to do it. Motion to have the Cape Fear Chapter host the annual awards dinner in Wilmington for 2018 (Crissman / Clark). Passed. Morgan said he would inform Elizabeth Severt, as she would be the chief planner and chair for this event.

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

Motion to adjourn at 9:05 PM (Clark / Senior). Passed.

Submitted by Secretary, James Shanks

Temporary Replacement for the Secretary Needed for the Next Meeting. As we were leaving the premises, it was decided to host the next Board meeting at Piper’s on Wednesday, April 18th, as the facility will not be available the day before. James Shanks, the Secretary, unfortunately, will be out of town, and unable to attend, due to a family obligation. He will be traveling when the meeting occurs and so will not be able to join by phone either. So, the remaining Board members will have to find a temporary replacement.

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