BoD Minutes – May 15, 2019

Minutes of NCR-SCCA Monthly Board of Directors Meeting

May 15, 2019

Present:  Heather Clark, Anna Crissman, Rex Deffenbaugh, Bruce Dover, Nikki Edwards, Sam Fouse, Al Heatwole, Heather Powers, Chris Schimmel, Mark Senior, and James Shanks, attended in person; and via conference call, Eric Danielsen, Frank Killian, Morgan Mehler, Stephen Miller, Ben Tyler, and Kit Williams.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Wednesday, May 15th 2019, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC.
  2. Eric Danielsen, Frank Killian, Stephen Miller and Ben Tyler attended as guests via telephone. Chris Schimmel attended in person.
  3. Approval of April minutes deferred as they are not published yet.

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

 Financial Report.

 Treasurer Heather Powers reported that the Region had a total of $213K in the checking account at this time, while waiting for our last check to VIR, for $54K, to clear. She will then transfer a significant portion to our money market (savings) account, which holds only $5705 in it at this time. Our total cash in the bank, less checks outstanding then, is approximately $166K. Solo has nearly $9000 in their account.

Old Business:

  1. SARRC/MARRS Debrief. Sam started the discussion by expressing his extreme displeasure with the last-minute schedule changes for Sunday initiated by the Stewards. They consulted no one in the Region in authority before deciding to cancel qualifying on Sunday altogether, and even then, they did not follow the procedure they outlined in their text to all competitors via MSR. The text said there would be one lap hardship practice each for open and closed wheel groups, but then this was changed on the grid to “single lap out and in” which means that no one actually gets to complete a lap. Eric added that he knew for a fact that the people working Pit and Grid were as confused as the drivers about what was going on. It was also observed that the text message system in MSR does not appear to be working for everyone. One has to add one’s text-capable cell phone number to one’s profile in MSR, but still some people complained that they did not receive the text, even after setting this up. Mark said he had been researching the stewards’ power to make schedule changes in the GCR and found it to be rather inconsistent. They can postpone without input, he said, but changes should be made “in consultation” with the host Region. He suggested we send them a letter for next year indicating that schedule changes have to be approved by the RE or Race Chair. Anna wants us to put it in the Supps which they have to approve in advance. Since there was a lot of new business to discuss, no further issues from the SARRC/MARRS were considered.

New Business:

  1. Time Trial at CMP. This event appears to be “in the can”. 85 cars are signed up to date, with a cap of 120. It was noted that corner workers and tech inspectors are needed. The tech guys have to inspect full-race cars in the unlimited group for safety, especially their cages, as this goes beyond what the usual “self-tech” process for street cars at a time trial requires.
  2. Time Trial at NCCAR. The schedule would be 4 run groups, with no formula cars or prototype cars included, as the barriers at NCCAR are not friendly enough for them. The critical path, chairman Stephen Miller said, was getting registration open in MSR and the target for that was this coming Friday, May 17th. Bruce Dover was to do that, and also to request a sanction, with the packets going directly to Stephen for distribution, rather than to Bruce. The insurance certificate will go to Bruce, who will send copies to NCCAR as well as to Stephen. Bruce also agreed to do a flyer, provided that someone else would be responsible for providing its content. With regard to registration, the plan is for waivers to be signed at the gate, which will require that those handling that be at least 18 years of age. Stephen said that the track manager’s children usually handled that activity and he was aware of the age requirement.  Stephen further said that he thought that at least one of the kids was 18. Sam said he would reach out to the RE of Old Dominion Region to help publicize the event, and that he was looking for contacts at Blue Ridge Region and WDCR as well. He also planned to ask Blair Deffenbaugh to help publicize the event on social media. It was noted that we needed to provide a grid marshal, and Anna said that she thought Peyton Johnson would be doing that. It was also noted that Heyward Wagner was working on putting together a Track Night in America at NCCAR for the Friday immediately before our event, June 14th, which might help with our car count.
  3. Test Day Weekend Planning. Anna presented two different schedules for the Board to consider, and after much discussion, it was decided that there would be 5 groups with 4 runs of 20 minutes each, which would put us a little over our scheduled contract time, requiring some overtime be built into the budget initially. However, in order to minimize the overtime, if possible, we will try to compress the time required between the group by utilizing a black flag on the backside corner stations whenever the checker is displayed at start. The groups will be SRF, Big Bore, Small Bore, Formula (including prototype cars), and Spec Miata. We will provide full tech support, including annual tech inspections for those cars that need it, and Sam plans to contact Bob Crawford of WDC Region, to see whether they can provide sound control, as we do not have either the equipment or personnel for that. Preference will be given to Runoffs-eligible cars when registration opens, and if possible, to NCR members. Entries will be capped at 300 cars. There will also be a one-day-only price, which will be somewhat more than half of the two-day price. It was noted that VIR will still have their own test day on the Friday before this event, which is August 3rd and 4th.
  4. Radar Gun Charger. Mark reported that the charging system for the radar gun that Johnny Dunbar uses on pit road is broken. It might be repairable if we can open it up and replace or re-solder the charging light, which has become detached. Motion to repair or replace the charging system for the radar gun at a reasonable cost (Shanks / Crissman). Passed.
  5. Trophy Policy to Permit Always Awarding the Top Three Places. Our current policy of following the GCR for awarding trophies sometimes leads to unexpected results for some drivers. First place is always awarded. But second place is not awarded unless there is a third-place car, and third place requires a fourth and fifth cars. Other places require even more cars be entered. This means that sometimes, especially for second or third place, a driver will stand on the podium to get his picture taken at the victory stand and not have a trophy to hold. Such a situation occurred this past weekend, and other drivers chipped in and bought the third-place driver his trophy. Mark also wondered if we could not implement an opt-out policy for trophies like WDC Region does. That was rejected as impractical, since F&S, who make our trophies on-site would have no way of knowing who had opted out. But since they do make trophies on-site, we do not have the problem the National Office or other Regions have with trophies left over for positions no one earned.  And our frames are recycled if someone declines to keep their trophy. Thus, it was argued that the cost for doing this is minimal. Motion to always produce and award trophies for the top three drivers in each class (Senior / Crissman). Passed.
  6. Tech Needs a Tablet. Rex Deffenbaugh asked that tech be provided with a tablet or laptop onto which they could download the latest copy of the GCR before each race. This would streamline things for them a great deal. It would not have to be connected to the internet after the download. Stephen Miller announced that he had an old machine which he would be happy to donate.

Time Trial Report. Stephen Miller was asked whether he had any other TT business to discuss. His response was a simple “Let’s go!” Sam noted that should we require a steward with experience who is known to be Region-friendly, our own Steve Keadle has a TT Course Inspector, a TT Competition Director, and a TT Safety Steward license, from working the Tail of the Dragon Hillclimb. Those are all current.

Chapter and Committee Reports: As of this writing, there were no Chapter or Committee reports for May 2019 posted on the Google drive.

Motion to adjourn at 9:02 PM (Clark / Heatwole). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – April 17, 2019

Minutes of NCR-SCCA Monthly Board of Directors Meeting

April 17, 2019

Present:  Heather Clark, Anna Crissman, Rex Deffenbaugh, Trish Deffenbaugh, Bruce Dover, Nikki Edwards, Sam Fouse, Al Heatwole, Joedy Pennington, Heather Powers, and Mark Senior, attended in person; and via conference call, Eric Danielsen, Justin Deffenbaugh, Frank Killian, Morgan Mehler, Stephen Miller, James Shanks, Ben Tyler, and Kit Williams.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:43 PM, on Wednesday, April 17th 2019, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Eric Danielsen, Justin Deffenbaugh, Frank Killian, and Ben Tyler attended as guests via telephone. Joedy Pennington and Trish Deffenbaugh attended in person.
  3. Motion to approve the March minutes, as posted on the Google drive (Crissman / Fouse). Passed.

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

 Financial Report.

 Treasurer Heather Powers reported that the Region had a total of about $181K in the checking account at this time, and that we had written 2 checks to VIR following the Spring Sprints because the amounts were so large. One was for track damages of approximately $10K, for which we should ultimately be reimbursed by K&K Insurance, and the other was for our normal reconciliation, which was for $54K. Sam said he expected we would net about $100K from the event when everything was done, which was right in line with what our projected budget showed ($113K surplus).

Old Business:

  1. Spring Sprints Debrief. Sam stated that we had a total of 486 drivers, and that the effort to get them all paddocked was monumental. The overtime we paid for that was justified, as was the extra we spent on lights and portajohns. The weather was our enemy. Everything else was good, except that we forgot that since the workers were not coming into the paddock to eat, we had to figure out a way to get their tee shirts to them. We eventually brought boxes of them to lunch to distribute. But we ran out of popular sizes. Sam is still looking into getting a few more.

New Business:

  1. Additional VIP for Saturday. Sam felt that the weather was so awful, and the problems were so large as a result, that the workers on Saturday merited an additional day of volunteer incentive pay. Motion to pay an additional $35 to each worker, except stewards, (Crissman and Clark / Senior). Passed.
  2. SARRC/MARRS: Caps, Load-In, Budget. The cap is 400 cars. With 8 groups, that is 50 per groups. We may rearrange groups closer to the start of the event, depending on how lopsided the numbers are. We will not do a formal load-in as we do not have the manpower to make it work. The budget is not really complete at this point. Justin Deffenbaugh is the Race Chair and he requested that we reserve the Gallery, if it is raining, or the Pavilion for lunch. Mark said he would ask. This requires that the food staff prepare lunches in advance and transport them to the site where we will eat.
  3. Time Trial at CMP. This event, dubbed “The Memorial Monster” is a joint effort between NCR, SCR, and Atlanta, but SCR is the primary, as its location, Carolina Motorsports Park, is in their jurisdiction. Plans are proceeding but the event is not being well-publicized. SCR seems to dragging their feet getting it posted in MSR so that registration can begin. Stephen Miller, TT Chair, said he plans to contact them this week and get things moving. Volunteers are needed, especially corner workers and registrars. Those who have primary roles for this event should pick out others to shadow them so that we can build expertise in putting on this event.
  4. Time Trial(s) at NCCAR. Stephen Miller, who was calling from out-of-state on a work assignment, said that he is preparing a comprehensive budget and schedule for the June event and would e-mail it to the Board for consideration later in the week. The big problem is that the track has not been approved for a Time Trial by SCCA, even in the clockwise direction. NCCAR will not let us reserve the date until the track is formally approved. Sam and Stephen have reached out to Heyward Wagner for assistance because the national time trial people say they cannot do it. Sam and Stephen think the event is still salvageable if we get the track approved by next Monday.
  5. After May: Speed Suite Plan. Sam will circulate plans when he has them done. Before we can start our construction work, the electric and plumbing will have to be completed first, which requires permits. Sam will see to those. He has the names of the original plumbing contractor and the original electrical contractor, so they should be able to do the work without an issue. Sam wants to have everything done by the Runoffs.
  6. Test Day Plan. Anna is working on a draft of the Supps and schedule for this event which she will present after the SARRC/ MARRS. Estimated entry fee is between $500 and $550 for the two-day event. We need a way to provide sound control as a service.
  7. Additional Tent and Side Wall for Hospitality. The bad weather has made it clear that the hospitality tent needs additional sidewalls to help keep things dry. Thankfully Ginny Condrey had the foresight to bring the visqueen she was planning to use to cover her hot house back home and she used that for the time being. Sam also put up his old 10X10 EZ-Up over the trailer to fully protect the printer that we use for printing results. So we will need to purchase another, sturdier 10X10 for Hospitality to use as well.
  8. New Mazda MX-5 Pace Car Needs. Sam also said that he is awaiting proper paperwork from Mazda indicating that we own the new pace car so that it can be insured, since it has no title. And it still needs properly mounted strobe lights. The ones we have do not mount well to the retractable roof.
  9. Wanda Cecil Recovering in Danville. Sam announced to all those who did not know that Wanda Cecil, a long-time member of South Carolina Region and volunteer in Registration for decades had fallen at the Spring Sprints and broken her hip. She was transported to Danville Regional Hospital where she was treated and is resting comfortably until she is well enough for the long ride home. Sam stopped to visit her and offered the Region’s condolences and assistance should she need anything.
  10. Chief Starter Retiring. Bruce indicated that he had received a letter from Pete Romanowski that he would be retiring as Chef Starter at the end of the season, He recommended that Chuck Stanley take his place.
  11. Worker Gift Suggestions. Sam indicated that he would like some worker gift suggestions, since not everyone seemed happy with the 75th Anniversary travel mugs. But he will need those before the end of the week to get them ordered in time.

Time Trial Report. Stephen Miller indicated that he had covered everything in his earlier remarks.

Chapter and Committee Reports: As of this writing, there were no Chapter or Committee reports for April 2019 posted on the Google drive. But there are some comments from the Spring Sprints Participant Survey, which Bruce circulated before the meeting.

Motion to adjourn at 9:05 PM. Passed.

Submitted by Assistant Regional Executive, Anna Crissman, and Secretary, James Shanks

BoD Minutes – March 20, 2019

Minutes of NCR-SCCA Monthly Board of Directors Meeting

March 20, 2019

Present:  Heather Clark, Anna Crissman, Bruce Dover, Nikki Edwards, Sam Fouse, Al Heatwole, Heather Powers, Mark Senior, and James Shanks, attended in person, and via conference call, Chris Schimmel, Eric Danielsen, Frank Killian, Stephen Miller, Ben Tyler, and Kit Williams. Morgan Mehler 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, March 20th 2019, at Daniel’s Restaurant and Catering, 1430 W Williams St, Apex, NC 27523.
  2. Eric Danielsen, Frank Killian, Stephen Miller and Ben Tyler attended as guests via telephone. There was considerable background noise in the restaurant, which made their participation difficult. Chris Schimmel called in later, after receiving call-in instruction from Bruce, during the discussion about the scales (Item 2 under New Business). There were no guests in person.
  3. Motion to approve the February minutes, as posted on the Google drive (Shanks / Fouse). Passed.

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

 Financial Report.

 Treasurer Heather Powers reported that the Region had a total of $93K in the bank at this time, about $46K in the money market account and $47K in checking. Payments for the April race were being delayed, Sam explained, until April 1st, after the final paddock assignments have been made. An e-mail will be sent out to all participants at that time informing them that we will begin charging their credit cards.

Old Business:

  1. Spring Sprints Planning. The planning has been split between Mark Senior, who is the Race Chair and Sam. In addition to the normal Race Chair duties, Mark has portajohns, lights, and golf carts for the volunteers. Sam has everything to do with the load-in. Mark said that VIR does not want to be involved with renting golf carts to competitors, though they have done so in the past. Instead they want prospective renters to contact the golf cart vendor directly. This information will have to be included in the next e-mail to the competitors. Mark further indicated that the Saturday night social would be at the Gallery, as it was last year, but that Friday night was planned for the Pagoda. Eric suggested it should be at the Gallery too, as this would be easier for the competitors to understand, since both would be in the same place, and that it would not require any additional set-up of the chairs. Mark will look into that. As far as load-in goes, Sam announced that he would come up with a list of people who would be helping with the load-in. So far, his list includes Frank Killian, Robert Mayes, Johnny Dunbar, Al Heatwole, Heather Powers, Chad Bacon, Brian Hooper, and a new recruit named Larry. There followed a lengthy discussion about how to handle those prep shop renters and crew people who arrive in their personal vehicles, not those who actually come in the rigs towing trailers, on Wednesday morning. At issue was whether they should come through the main gate with the big rigs or whether they should be routed through the raceplex to Ace Drive, where the non-prep-shop teams will be queued up until Wednesday afternoon. And if through the main gate, whether they should be shunted off to the skid pad immediately or allowed into the paddock. This discussion also included what kind of passes should be used to indicate those who could park in the paddock and those who could not – should they differ by shape, by color, or both—and how many would be needed. In the interests of time, and because the restaurant environment was quite noisy, it was decided to continue this discussion offline. Later in the meeting, Frank Killian asked where and when the load-in crew should report, and Sam indicated the Speed Suite, probably about 7:00 AM on Wednesday, though this would be covered in an e-mail to the load-in crew that he was preparing. He also indicated that the load-in crew would all be on an advance list to be given to VIR security, so there should be no problem with their access to the track.

New Business:

  1. Spring Sprint Group Size Issues. The sizes of the race groups are unbalanced. At this time, Group 1, Production cars, has 69 entries, while Group 2, high-powered formula and prototype cars, has only 25. Medium-powered formula cars (Group 6) has only 29. Spec Miata (Group 3), has 63, Spec Racer Ford (Group5) has 61. But Group 4, big-bore GT cars plus GT3, AS, and T1, has a whopping 74. Anna said she had wanted to combine Group 2 and Group 6, and split up Group 4, but her plan was shot down by the National Office. So now when someone complains, she sends them to Steve Pence, the Majors Race Director, since it is not an issue that we as a Region can decide. Sam pointed out that we might be able to insist that if the number of cars in a race group reached the maximum allowed per the GCR (25 per mile), which is 82 at VIR, that a waiver not be given for more cars to be allowed unless the groups are reshuffled first. Mark said that, when the final numbers are in, we should make our recommendations known even if the maximums have not been reached. Perhaps the folly of their groupings will be obvious by that time.
  2. Load Cells for Scales. It was reported that due to problems with the scales, all the weights determined at the March into Spring race had been thrown out and that the scales would need to be recertified before the Spring Sprints. When Chis Schimmel joined the meeting by phone, he reported that the recertification had been done, thanks in large part to work done by Jeff Lengel. A faulty load cell had been replaced with our single spare, and Jeff had recommended that we purchase two more, so as not to be in this position again. Chris was seeking permission to obtain them before the Spring Sprints. He had found an on-line source which would supply them for $265 apiece, but our local service company had them at $295, and they would let us have them on account until after the race. Those Board members present unanimously agreed by acclimation that Chris should buy them from our servicer as soon as possible, so long as the bill could be delayed. Chris also asked from some printer ribbons for the printer attached to the scale, and he was assured that he could just expense those.
  3. SARRC/MARRS and Test Days Planning. This issue, as reported last month, involves capping the number of entries at 400. Sam and Anna agreed that they would pursue this offline and make a further report next month.
  4. Time Trials Budget Report. Stephen Miller indicated that he was calling from out-of-town while away on business, and that his Time Trial report to the Board, with a proposed budget, could be expected sometime next week. In response to a question by James, he said that he had received the quote for photography services from F and S, and had found it reasonable. That would all be included in his report.
  5. Promotional Announcements by the Track Announcer. Eric Danielsen reported that he had taken the initiative as Race Chair at the March into Sprint event to solve a long-standing problem concerning recognition of those businesses which serve us well at the track. Our new partner Quantum wanted to get the word out to drivers about the needs they could fulfill, and Eric came up with idea of having the announcer interview them about that. Then he did the same thing with Bridgette Sinnott of F and S about their photography business. Both vendors seemed quite pleased and Eric suggested we should do this at future events as well. The Board commended him on his initiative and service.

Chapter and Committee Reports: As of this writing, there were no Chapter or Committee reports for February 2019 posted on the Google drive.

It was noted in closing that this venue, Daniel’s Restaurant and Catering, was definitely not suited to hosting a meeting such as ours and that the search for a venue alternative to Piper’s, which had lost our reservation for this month, should continue.

Motion to adjourn at 8:43 PM (Shanks / Crissman). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – February 2019

Minutes of NCR-SCCA Monthly Board of Directors Meeting

February 20, 2019

Present:  Heather Clark, Anna Crissman, Bruce Dover, Nikki Edwards, Sam Fouse, Al Heatwole, Adam Miller, Stephen Miller, Heather Powers, Chris Schimmel, Mark Senior, and James Shanks, attended in person, and via conference call, Eric Danielsen, Ben Tyler, and Kit Williams. Morgan Mehler and Rex Deffenbaugh did not attend. The West Chapter has named Nikki Edwards as their Chapter Coordinator for 2019.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:29 PM, on Wednesday, February 20th 2019, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Eric Danielsen and Ben Tyler attended as guests via telephone. Adam Miller, Stephen Miller, and Chris Schimmel attended as guests 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 reported that the Region had a total of about $114K in the bank at this time, $76K in the money market account and about $38K in checking, since approximately $20K in entry fees for the March race had already been deposited. Bruce interjected that MSR showed that, so far, we would be due about $85K for March, and that approximately $50K was still outstanding, leaving $35K already paid by check or credit card. The point was that our cash flow was healthy and we could make what purchases we needed. Solo, Ms. Powers reported, has $8846 in their account.

Old Business:

  1. SEDIV and National Convention Updates. Sam asked the participants at the recent conventions to give their thoughts and make announcements that were noteworthy. No one had anything new from the National Convention, but there was a lot of news from the SEDIV one. Heather Clark received the Jacque Holland award for doing the most to promote service with a smile around SEDIV. Anna Crissman and Heather had both volunteered to be on the committee to plan the SEDIV awards banquet next year, and they vowed to shorten it and make it flow better. Sam noted that there was a lot of talk about Time Trials, and that our events at NCCAR were now on the SEDIV calendar, even the tentative one in November. In road racing, he noted that there were now three paths to the Runoffs. As before, one could participate in three (3) Majors, or two (2) Majors plus any two (2) Regional races anywhere in the country, or now, four (4) SARRC races as long as you finish in the top three in your class. Al Heatwole added that with regard to the SARRC series, the SARRC Invitational Challenge (SIC) finale, would be held at Daytona for 2019, over the objection of Buccaneer Region, which owns Roebling Road, its traditional home. This change represents an attempt to encourage more participation, as the numbers have been dropping since 2000, Sam said. Only 90 cars participated this year, due in large part to the deteriorating track conditions at Roebling, which contrasts starkly with the 200 cars they had just a few years ago. And only 9 cars participated in the season-ending ECR race. The exact date for the SIC has not been set though it will be some weekend in September. In regard to the ECR, Sam reported that the new restriction on having just one per weekend has been rescinded, and that the rules are evolving. They are looking at possibly shortening the races to 65 minutes, down from 90, so that two drivers could each have a 30-minute stint separated by a five-minute pit stop. This would align them better with what other series are doing, and make it easier to fit an ECR into a weekend schedule full of SARRC races. A final item that was discussed is a new device to be mounted in all competition cars, as transponders are now, that will show the flag condition, such as a local yellow or a full-course yellow, in response to a signal from a nearby flag station. The system is called the Flagger Safety System (FSS) and is marketed by East Coast Racing Technologies in Winston-Salem. The Regions would have to buy the hardware that makes the system work, and they would do so in one of three ways, either by cash purchase, a three-year lease-to-buy program, or by commission sales of the in-car devices. Sam circulated a copy of their letter of intent to purchase for future consideration.
  2. Volunteer Incentive Program. Heather Powers said she plans to pre-print as many checks for VIP payments as possible, and pass most of those out at lunch on Sunday, but thinks the Speed Suite would be better for the many volunteers working F&C. Sam and James offered the Hospitality Tent as an alternative venue, since not all F&C workers return to the Speed Suite at the end of the day. There was also a discussion about whether all the visiting stewards should be paid.
  3. Region History and Website Backup. James reported that he had been unable to obtain an external solid-state drive of a capacity of 1 terabyte or larger for $150, the maximum he was allowed by the motion passed at the last Board meeting. It seems that true solid-state devices of that size were more expensive. Motion to amend the earlier motion to obtain a solid-state hard drive of at least one terabyte, at a cost of no more than $200 (Crissman / Senior). Passed.

 New Business:

  1. Asset Acquisitions. On the table are purchases of additional radios and fire bottles to replace our failing old ones. Bruce circulated copies of an e-mail from Ben Tyler (a copy is now available on the Google drive under February of 2019) which outlines the results of his inquiry into acquiring 33 new radios before the Spring Sprints Majors. Basically, the company will take 15 old radios in for a small credit, but only if we purchase at least 15 more. We need at least 33, so if we buy them all at once, we will get the best deal, which would cost $7528.25, after a credit of $1050. Motion to purchase all 33 radios immediately after the March into Spring event (Crissman / Clark).   With regard to fire bottles, Heather Clark indicated that we needed 11 new ones as soon as possible to replace the ones which had failed their recertification inspection. She had a quote from a company in Danville for 11 new extinguishers (10 lb. ABC) at about $68 apiece, for a total expenditure of about $750. Al Heatwole spoke up and said he had a fire suppression company he worked with for his business in Fayetteville, and he would get a similar quote from them as well. Motion to purchase 11 new fire bottles as soon as possible, at the best deal we can get, spending no more than $1000 (Clark / Crissman). Passed.
  2. March Into Spring Planning and Budget. Race Chair Eric Danielsen commented that VIR had raised some of its food prices dramatically and that these would impact the cost of our social by about $500, even after removing the most expensive items (such as meatballs) from the menu. In order the save money, he and Mark Senior were planning on making our own coffee and hot chocolate rather than purchasing them from VIR. Eric also said that he thought he could keep the cost of lunches for the volunteers about the same. Last March we had 115 volunteers total and Sam said he would budget for 120. Eric thought the total should be higher since we already had 82 signed up. Last year we had 109 drivers on Saturday but only 51 on Sunday after the weather turned bad. Currently we have 128 drivers signed up, with 65 doing the ECR and Saturday and 28 on Sunday, so our entries look good. Everything should be fine as long as the weather holds.
  3. Spring Sprints Planning. Sam reported that VIR had contacted him via e-mail just today and he is confused by it. In the e-mail, VIR seems to have thrown out the agreements that they had made just a week ago in a meeting Sam had with them and Mark, Charlie Leonard, who is in charge of load-in for the Runoffs, and Lee Hill, former SCCA Chairman of the Board. Unfortunately, Mark is in class for the rest of the week, so he and Sam will not be able to meet with VIR until next week to try to iron this out. Mark will see what he can do by conference call.  Sam is hoping that the plan he received today is not a proposal for this year’s Spring Sprints. Sam also reported that the National Office had thrown out Anna’s race groupings for the Spring Sprints, and proposed new ones which will result in some very large groups of perhaps 80 or more cars. This has resulted in delaying the opening of registration on MSR as the Supps, which list the groupings, are not ready. Sam and Anna in particular are upset about this, but apparently, we have no choice but to accept it and move forward. This prompted a discussion of whether entries should be capped for the May SARRC-MARRS event. Anna explained that with a cap of 400 cars (50 per each of 8 race groups), we could put people on a waiting list if there were too many entries in any one group. There was considerable discussion about this before a decision was reached. Motion to cap the SARRC-MARRS entries at 50 per race group or 400 total (Crissman / Fouse). Passed.
  4. Time Trials Report. Stephen Miller reported that he had a contract with NCCAR for our June event there, which he had passed on to Sam to sign. We do not have to commit to the November date until after we see how the June one goes. Stephen wants to get registration open in MSR as soon as possible, even though people pays as soon as they register, unlike road racing. One thing we needed, he said, was an MC to continually move things along on the PA system. Kit Williams immediately volunteered for that position. Stephen also said that the track certification process was underway, but it was hampered by the fact that the folks who were supposed to do it did not have a form or checklist already in place, so he was designing one to help move that process along. He said that the track had been certified before in the counter-clockwise direction, which is the way Tarheel Sports Car Club runs it, but not in the clockwise direction yet. One other problem was that the legacy Time Trial rules for SEDIV require run groups for all possible competitors. This is outmoded, Stephen said, because very few, if any, formula cars and sports racers ever show up, and it would cost us approximately $3K for them to have their own run group. His proposed compromise is not to have one unless enough of them, at least ten or twelve, actually sign up on MSR. In a related topic, Blue Ridge Region will be hosting their TT event on the Patriot Course at VIR, March 31, the same weekend as Tarheel BMW Club will hold an event on the main course. Since we rejected the Patriot venue as unsuitable for our TT events, Stephen asked Heather Clark, who will be flagging that Tarheel BMW Club event, to observe the TT at lunch, or whenever she could, and report back how it seemed to be going. Ms. Clark agreed.

Chapter and Committee Reports: As of this writing, there were no Chapter or Committee reports for January 2019 posted on the Google drive. As previously mentioned, there is a copy of Ben Tyler’s e-mail outlining what he found out about purchasing new radios.

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

Submitted by Secretary, James Shanks

BoD Minutes – January 30, 2019

Minutes of NCR-SCCA Monthly Board of Directors Meeting

January 30, 2019

Present: Anna Crissman, Dwight Cooke, Justin Deffenbaugh, Rex Deffenbaugh, Bruce Dover, Jennifer Dover, Sam Fouse, Al Heatwole, Adam Miller, Stephen Miller, Heather Powers, Chris Schimmel, Mark Senior, and James Shanks, attended in person, and via conference call, Heather Clark, Eric Danielsen, Morgan Mehler, Ben Tyler, and Kit Williams. The West Chapter has not yet named a replacement for Buddy Matthews as Chapter Coordinator.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:28 PM, on Wednesday, January 30th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Eric Danielsen and Ben Tyler attended as guests via telephone. Dwight Cooke, Adam Miller, Stephen Miller, Justin Deffenbaugh, and Chris Schimmel attended as guests in person.
  3. Motion to approve the December minutes, as posted on the Google drive (Shanks / Senior). Passed.

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

Old Business:

  1. Region History and Website. James reported that he had been discussing things with Bruce and that Bruce was working on updating the website Region History page with the 17 PDF copies of The Bulletin that he had received from the International Motor Racing Research Center in Watkins Glen, which houses the SCCA Archives. Buddy’s recent passing and the subsequent scramble to recover documents and properties from his house prompted James to reconsider how we were handing our recent history, especially online. His proposal was to create an area on the Google drive and copy everything he had onto it, so that all Region Board members would have access to it and know where it was. But he felt that this was not enough, since it was likely that should Google have a catastrophe of some sort, they would not be liable for any lost documents or images. James proposed that he also obtain a large flash drive to make the Region’s own backup. But several Board members felt that what should be obtained was a complete solid-state hard drive of greater capacity. Motion to obtain a solid-state hard drive of at least one terabyte, at a cost of no more than $150, for the purpose of backing our Google drive (Senior / Crissman). Passed.
  2. Awards Banquet for Next Year. In response to questioning by Eric Danielsen, the Board and those guests present roundly agreed that the recent Annual Meeting and Awards Dinner had been a success. Eric said he wanted the Board to realize just how much effort went into the planning and execution of that event, and that after consultation with James Shanks and Elizabeth Severt, he had prepared a task list organized as a timeline, which showed just how much had to be done. James asked him to share that with the Board by putting it on the Google drive and he agreed (it now resides under January 2019). James also pointed out that we had spent about $1200 on trophies and had subsidized the meal and hall to the tune of at least $4000 more, so this was an expensive undertaking to do right. Kit Williams spoke up on Elizabeth’s behalf, as she could not be present, and asked that if the banquet were to be in Wilmington again, she wanted to know as soon as possible, because the time for lining up of venues for next year was now. Sam said that our usual practice was to have the banquet in the same city for at least two years in a row, and that barring any objections, he saw no reason not to go back again. There were no objections. Motion to have the Annual Meeting and Awards Dinner in Wilmington again under the direction of Elizabeth Severt (Senior / Fouse). Passed.
  3. SEDIV Meeting Agenda Items and Schedule. Sam wanted to determine who all was going to the SEDIV Annual Meeting this coming weekend and to make sure that people knew that his plate would be full with the meetings he had to attend, such as the RE Breakfast. He further wanted to make sure that all the other important areas were covered, especially Tech, now that Buddy Matthews was no longer with us. It was determined that Heather Clark, Anna Crissman, Rex Deffenbaugh, Bruce Dover, Sam Fouse, Al Heatwole, Steve Rose, Mark Senior, Chris Schimmel, and Blair Stitt would be attending. Sam passed around a copy of the agenda for those who has not seen it yet (most had) and pointed out that he would be busy with Time Trials (for reasons which would become apparent later in this meeting, he said) and the ECR. Rex spoke up and said that he, Al, and Chris would be present for all the Tech sessions. With regard to the ECR, Sam told the Board that he had asked the Executive Chief Steward of the Southeast, Morriss Pendleton, to appoint him to the ECR Committee to fill Buddy’s former seat and that had been done. He commented further that he was unhappy to learn that the ECR Committee, unlike the SARRC Committee, for example, which is comprised of all the SARRC Representatives of the Regions that put on SARRC races, the ECR Committee was just three people chosen by the Executive Steward. That seemed unfair and undemocratic to him, and it would be one item that Sam hoped to change with his participation.

Financial Report.

 Treasurer Heather Powers was late in arriving so the financial report was postponed until this point, interrupting the Old Business portion of the meeting, which continued after her report. Ms. Powers reported that the Region had a total of about $93K in the bank at this time, $75K in the money market account and about $18K in checking, after settling up with VIR and paying for all the worker credits for the year as well as the expenses for the Annual Meeting and Awards Dinner. Solo, she reported, has $6700 in their account. Sam indicated that he had to sign three checks for Elizabeth Severt at the Annual Dinner and that he wanted us to find a way so that someone in the Cape Fear Chapter, perhaps the Cape Fear Chapter Coordinator, since that person was a member of the Board, could also sign checks so that the person running the dinner would not be out of pocket for so long. This issue was tabled for now.

  1. Volunteer Incentive Program. Bruce sent out a survey to all volunteers from last season via MotorsportReg.com, asking how they would prefer their compensation to be paid when we switch to doing it at the event. Out of over 200 who were sent the e-mail, only 81 responded, which is about as good as surveys get, and out of those 48 said they would prefer a check over a debit card (22) or a gift card (11). So the clear preference is for checks. Now it is up to us, more particularly to Heather and Bruce, how to implement this as a process. There was some discussion about getting a signature stamp and about pre-printing the checks, but no resolution was reached. There was more discussion about where and how checks would be distributed to the volunteers. Anna said she could distribute to her workers in T&S. Other chiefs with small numbers of volunteers could the same, but the big issue would be with F&C. One idea that was floated was having the Flag Chiefs distribute them during equipment turn-in at the Speed Suite, but that was abandoned as unworkable. Finally, James suggested that the logical place to centralize this would be the Hospitality tent and that he would close down all other operations after the last race and take charge of distribution to F&C and any other workers whose chiefs could not do it for them (probably everybody except Registration and T&S). The issue of how to produce the checks was tabled until the next meeting.

New Business:

  1. Hospitality Plans for March. The March participant gift will be the red and black padfolios (so-called 5X7” tablets of lined paper enclosed in a fabric-covered folder, embossed with the Region logo). These were obtained last year for the Goblins Go, which was canceled twice due to inclement weather. There are enough (nearly 400) to give one to all participants, including drivers, and they promote Region-awareness because people will use them. But James wanted to know whether the Board thought we should go ahead with the “Vintage Tee Shirt Exchange”, whereby people bring their old, but clean and gently used, racing apparel to the Hospitality tent for redistribution. The consensus was that we should. Then James reminded Bruce, Eric, and the Flag Chiefs, to include that in their e-mail advertising for our March into Spring event. He can supply wording again if required. Sam interjected that we would clearly have to do a commemorative tee shirt for the Spring Sprints and that we should have some Region-branded apparel on sale for new visitors to buy, so getting rid of the old stuff was a good idea.
  2. March Into Spring Budget. This item was tabled until the next meeting.
  3. Time Trials Programs. Sam and Stephen Miller, our recently-appointed Time Trial Administrator, had recently ventured to the North Carolina Center for Automotive Research (NCCAR) facility to explore its potential as a Time Trial venue. Located in Garysburg, North Carolina, near Roanoke Rapids, this facility offers a two-mile bi-directional track with 11 turns. It also offers classroom and some garage facilities and has large open areas for paddocking and camping, complete with some power poles and porta-johns. The best part, Stephen explained, is that it can be had for just $4800 day (a discounted rate for us), which includes a flatbed wrecker and workers to staff the 7 corner stations. EMS services (2 people) can be added for $1500 per day. This brings our cost for the weekend to about $15K, and with an entry of about $200 we could break-even at 75 cars. But we would have to rent transponders (assuming we can get these from South Carolina Region, since we do not have enough) which would mean an entry fee closer to $250 per car. Stephen further indicated that he had tentatively reserved a date of June 15-16 for us at NCCAR, with another available for November 9-10, if we were successful. The real issue was whether we should do this as a stand-alone event or be part of a series. South Carolina Region was willing to join us in a series to include their Memorial Day Monster event, which we are already committed to help put on, and Stephen thought he could persuade Blue Ridge Region, which is planning a Patriot Course event at VIR soon, to join as well. Motion to put on a Time Trial event at NCCAR the weekend of June 15-16 and be part of a series (Crissman / Shanks). Passed. Having decided on a series, Stephen continued, then we should decide whether it will be part of the SEDIV Time Trial umbrella, which has slightly different rules than the national time trial set, and would cost us an additional $10 per car in a sanction fees; or create our own series. This latter course would give us more control, but would likely cause a political crisis in the Southeast, which might result in the resignation of some very good people. The downside was the additional sanction fee. Stephen was confident that SCR would go along with our decision. Motion to be part of the SEDIV Time Trial series and pay the fees (Crissman / Senior). Passed. Stephen and Sam will announce our new plans at the SEDIV Convention this weekend after meeting with all the other participants and hammering out an agreement. Then Stephen and Anna, as head of the Comp Board, will get together to decide what we can easily provide for this event and what we have to scrounge up.  One issue seems to be portable scales for weighing cars.
  4. Spring Sprints Planning. Sam once again said we would be doing a commemorative tee shirt for all participants. This would be significant because of the expected number of them. There will be more drivers than we have ever had before, Sam said, and we face huge hurdles in getting them paddocked, registered, and “teched” in a single day. He shared with Board that a survey conducted by the National Office showed that 448 of last-years Majors drivers said they were planning to attend our Spring Sprints, and that based on results from Daytona and Indy, this number was low. He was told to expect between 500 and 600 cars in April. That makes load-in a nightmare, Sam said. The most we have ever had in recent years is about 325 cars. We will have to mark off and assign spaces. And even though Thursday is a test day, and under VIR control, we will have to get them to insist that our paddock parking rules be observed so that no one has to move when the test day is over. Also, we will probably have to insist that only “prep shops” or groups of multiple drivers can paddock in the paved areas, because there are not enough spaces to go around. We will need a plan to handle the fact that drivers who are not part of the test day, will begin showing up on Thursday, even late into Thursday night, and they will expect to set up in their paddock spaces. They cannot do that unless we register them and escort them to their spots. Sam envisions that we will need extra volunteers to work as paddock marshals and tram (golf cart) drivers to shuttle people around.  He even floated the idea of roving tech inspectors, who could do “express tech” or minor gear inspections, so that drivers would not have to come to the tech shed, where space will be at a premium. Finally, he said that he had been suggesting to Charlie Leonard, who handles load-in for the Runoffs, that he come up to supervise our event in April as a kind of dress rehearsal. He further wants Charlie to buddy up with Lee Hill, former SCCA Chairman of the Board, and now NCR member, so that we have a direct pipeline and control of how this is handled.  What happens in April, Sam said, will very clearly, indicate how things will go in October, so these guys have a stake in helping us. He plans to talk some more to them at the SEDIV Convention this weekend.

Chapter and Committee Reports: As of this writing, there were no Chapter or Committee reports for December 2018 posted on the Google drive. There was, however, a spreadsheet of past award winners going back to 2002 and a text list of the awards given last year.

Motion to adjourn at 9:16 PM (Crissman / Fouse). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – December 19, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

December 19, 2018

Present: Anna Crissman, Justin Deffenbaugh, Rex Deffenbaugh, Bruce Dover, Sam Fouse, Al Heatwole, Chris Schimmel, James Shanks, and via conference call, Heather Clark, Morgan Mehler, Stephen Miller, Heather Powers, Ben Tyler, and Kit Williams. Blair Deffenbaugh did not attend. Our esteemed colleague and long-time friend Buddy Matthews was not present, due to his untimely passing. He will be missed.

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:29 PM, on Wednesday, December 19th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC.
  2. Stephen Miller and Ben Tyler attended as guests via telephone. Justin Deffenbaugh, Al Heatwole, and Chris Schimmel attended as guests in person.
  3. Motion to approve the November minutes, as posted on the Google drive (Senior / Shanks). Passed.

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

Old Business:

  1. Annual Banquet Update. Kit Williams, reporting for Elizabeth Severt, said that plans for the annual meeting and banquet were coming along nicely.  They were only in need of a screen to project a slide show on, and he would work on that. James volunteered his small (4’ X 4’) classroom screen as a backup. Morgan indicated that the Solo group had decided not to have a separate awards dinner in advance of the Region’s Annual Dinner, but would combine with it instead. Sam offered them the choice of presenting their awards first, since they were hosting the event, and they will discuss that and make a decision later. In response to questions, Kit indicated that it was a walk of a bit over four blocks from the Best Western to the Brooklyn Arts Center. He also dropped the bombshell that he would be getting married on this Saturday, December 22nd, at the very same venue! The Board unanimously congratulated him.
  2. Election Update. Bruce reported that the recent Region-wide e-mail he sent had resulted in an uptick in electronic voting. As of this writing, 62 people have voted, but this is well-below our historic norms of 100 to 150 people for an election. No one is really sure why this is so, since it is an easy thing to do, through MotorsportReg.com (MSR). It was suggested that not enough Region members have an MSR account, but others pointed out that since all racers, all volunteers, all soloists, and even all Region members involved with Tarheel Sports Car Club, have an MSR account, that cannot be the reason why those folks are not voting. The election is scheduled to conclude on December 31st.
  3. Volunteer Incentive Program. Sam reported that he had contacted all the RE’s in the Southeast who run races and they all said they pay volunteers at the track using cash, gift cards, or hotel rooms. He said he would not want us to get involved in hotel rooms and that CCR was going to drop that idea for 2019, leaving only SCR doing it. Their process requires personal involvement by the RE, so it is not workable for our events, Sam said; and everyone agreed. Bruce said that he contacted our accountant, who has changed his tune, and he now says that as long as we don’t compensate anyone more that $600 per year, we can use whatever we like, cash, checks, or gift cards. Heather Powers added that we will need accountability, a tracking mechanism, for who was compensated at each event, no matter what. As has been noted before, a pay-as-you-go system would provide better accounting for the costs of each event as they are incurred. Motion to adopt a pay-as-you-go volunteer incentive system, details to be worked out before the first event in March 2019, (Fouse / Senior). Passed. Such a system might be marginally more expensive to implement, since it will be easier for people to utilize, but it is the right thing to do to compensate people for their service, Sam said.

Financial Report.

Treasurer Heather Powers was on the road driving, while participating via phone. She texted her figures to Sam, and James read them aloud. Ms. Powers reported that the Region had a total of about $116K in the bank at this time, $86K in the money market savings account and about $30K in checking, after recent expenses and refunds for the rescheduled Goblins Go, which had been canceled for the second time due to inclement weather. She expects that there are still $8K to $10K in worker credits outstanding. The only bright spot is that our $35K deposit with VIR remains untouched, so it should carry over into 2019. Solo, she reported, has $9400 in their account.

New Business:

  1. VIR Contract. Mark had sent everyone a copy of the 2019 VIR contract some time ago. Although we were not going to have a Time Trial event in conjunction with our March event, the contract still showed using renting the Patriot Course in March for $5150 per day. That expense was one of the reasons why the Time Trial event was shelved, as it was just too high, within a few hundred of what CMP rents for. Mark said he had tried to contact Kevin Massey-Shaw for a correction, but Kevin was out of the office for the holidays. Mark talked to Kerrigan Smith, VIR CEO, instead, as he had some other issues to discuss. Kerrigan said we could drop the Patriot rental and that he would address Mark’s other concerns, which were about minor waivers and golf cart rentals, on a case-by-case basis. Given that assurance, Mark said, he saw no reason why Sam should not sign the contract after deleting the Patriot rent. That leaves us with $151,800 in track rental for 2019, including our two-day test day event in August. Our 25 percent deposit should be $37,950, but as VIR still has our 2018 deposit of $35K or so unspent, the hit to our bottom line should be minimal to start with.
  2. August 2019 event. Sam said that after receiving the contract from VIR, he had notified Sharon Rollow to put August 3rd and 4th on the SEDIV calendar as “TBD”, an event to be determined. After discussion about the possibility of absorbing Barber’s SARRC races, since it is closed for repaving, Sam proposed that we formally adopt the open test day formula he had suggested before. Motion to make August 3rd and 4th an open test day, primarily for Runoffs-bound cars, with the possibility of a discount for NCR members, with the exact format to be determined later (Fouse / Crissman). Passed. Anna immediately added that we should have business cards printed with our schedule on them to hand out at the SCCA National Convention. This was later amended to magnets, and Anna volunteered to make this happen. Anna further said we should put all our events in MSR immediately and open all of them for registration in January. Bruce agreed to enter all the events, but the exact date when they will open will require further discussion.
  3. Tech and Scales. With the untimely and unfortunate passing of Buddy Matthews, we have issues regarding the transition to a new Chief of Tech (Scrutineering) and getting the scales ready for our busy season ahead. Heather Powers volunteered that since she writes the checks, she knows exactly whom to contact for getting the scales recertified. Rex said there was a whole process involved with using a test car for repeatability and that he and Chris Schimmel were familiar with it. Sam appointed Chris and Rex to a new ad hoc committee (the “Tech Committee”) and he wanted Dwight Cooke to be on it as well, to guarantee that a smooth transition would take place and that all issues would be resolved well in advance of our March event. Chris agreed to contact Dwight. Sam also said that he had heard from Steve Eckerich, the RE of CCR, who has a national license in scrutineering, who said that he would be willing to come up to our March event and do annual tech inspections in the paddock. Rex welcomed that idea. Anna confirmed that Chris Schimmel’s request for an upgrade to a National license had been forwarded to Topeka. Sam indicated that he planned to talk to Toni Creighton about doing Express Tech for us at the Spring Sprints, and possibly other events, if she were willing, as she had done this before.
  4. Time Trials and Alternative Programs. Sam explained that by Alternative Programs, he has in mind such things as Track Night in America, which, like Time Trials, cannot get a foothold at VIR because it is simply too expensive. Programs like these are vitally important to the future of our Club and to be successful here, we will need an alternative venue. One such venue might be North Carolina Center for Automotive Research (NCCAR), where others have held lapping days. It turns out that NCCAR can be had for a weekend rate of $5750 per day, which compares favorably with CMP and is only marginally more expensive than the otherwise unsuitable Patriot course at VIR. Only 7 corner stations are required to staff it, as it is very flat. What we need, Sam suggested, is someone to examine all the various schedules, the Solo schedule, the SEDIV schedule, the Tarheel Sports Car Club schedule, and the national Time Trial schedule, and come up with a date for us to run an event, the type to be determined, possibly at NCCAR. It cannot conflict with the Time Trial event at CMP over Memorial Day weekend, to which we are already committed. Stephen Miller, the Region’s new Time Trial chair, spoke up and volunteered for that job. He will work on a date and explore it with NCCAR, or suggest another venue. If we can make this work, we can apply for a partial grant from the National Office. Stephen offered to work on the application process since he was familiar with it. Justin Deffenbaugh, Kit Williams, and others agreed that they would be happy to help with this endeavor.
  5. Wristbands for 2019. Bruce showed us some sample wristbands like the ones we use for admittance to our events at VIR. He had some done that were very professional looking, with our logo on them, which read “North Carolina Region”. The others were the sort that we usually use, with weird patterns and colors, that are clearly generic. He proposed that we spend the money to get the professional-looking ones for 2019, although they were considerably more expensive. The generic ones he could get were cheap, on the order of $15 per thousand when on sale, and he needed 2 sets of a thousand per event, one for hot access, the other for cold. The professional-looking ones he thought would run about $600 for the 8000 he would need for the year. Justin Deffenbaugh went looking on-line while the Board discussed this, and found a cheaper source almost immediately. The Board agreed by consensus that Bruce should pursue getting some professional-looking wristbands for 2019 if he could do so at a cheaper rate, and get back to them with what he finds.
  6. New Award. Ben Tyler and Heather Clark proposed that we institute a new award to be given to the worker, F&C or otherwise, who does a really good job in a bad situation at the track, a sort of “Mayor of Mayhem” award. Other Regions do this and the Club has the prestigious Martin Tanner award for workers in hot areas who help drivers in life-threatening situations while at risk themselves. Motion to institute such an award (Clark / Senior). Passed. Ben also proposed that we create a unique patch for the NCR Flagging and Communications group to promote camaraderie and to reward volunteers. This too, he noted, was something many other Regions and F&C organizations have done. The Board agreed by consensus that this was an excellent idea. Ben’s initial proposal for this patch was a modification of the decades-old VIR flagger’s patch from before the track closed in 1974. This was very well-received, but many others wanted it made more generic so that it could be given to drivers too. Both ideas will be pursued in the future.
  7. SEDIV Annual Meeting. The SEDIV Annual Meeting and Awards Banquet is to be held at St. Simons Island, Georgia, the weekend of February 3-4, 2019. A quick survey showed that many people present were planning to attend: Mark, Rex, Anna. Sam, Al, Heather Clark, and Bruce. And it was noted that as SARRC Committee representative, Blair “Pepe” Stitt was also expected to go. As per our continuing resolution, the RE and ARE’s expenses would be fully funded and they could take companions with them if they wished. The rest would submit receipts for reimbursement of expenses for travel, lodging, attendance fees, and meals, up to the limit of some total amount yet to be determined. Motion to make the reimbursement pot $5000, the same as it was last year (Crissman / Fouse). Passed.

Chapter and Committee Reports: As of this writing, there were no Chapter or Committee reports for November 2018 posted on the Google drive. There was, however, a spreadsheet of past award winners going back to 2002 and a text list of the awards given last year.

Motion to adjourn at 9:02 PM (Powers / Clark). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – November 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

November 28, 2018

Present: Anna Crissman, Justin Deffenbaugh, Rex Deffenbaugh, Bruce Dover, Jennifer Dover, Patrick Gilligan, Sam Fouse, Buddy Matthews, Joedy Pennington, Heather Powers, James Shanks, and via conference call, Heather Clark, 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 7:28 PM, on Wednesday, November 28th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Elizabeth Severt and Ben Tyler attended as guests via telephone. Justin Deffenbaugh, Patrick Gilligan, and Joedy Pennington attended as guests in person.
  3. Motion to approve the October 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 reported that the Region had a total of about $143K in the bank at this time, $86K in the money market savings account and $56K in checking, which includes about $10K already received in entry fees for the rescheduled Goblins Go in December. Solo has about $11K in their account. She said she anticipated an additional $25K still to be paid out in worker credits for the year. Ms. Powers agreed with Sam that we could anticipate that our December event expenses would be considerably less that the $35K deposit we paid to VIR at the start of the season, so we should expect a surplus to carry over for 2019. It just remains to be seen how much that will be. Regardless, they both agreed that next year would be very tight until revenue started to flow in for the Spring Sprints Majors.

Old Business:

  1. New Conference Phone. Bruce apologized to everyone that there would not be a new conference phone as he had promised. It turns out that the one he was looking at with the remote microphones required a dedicated hard line and thus would not be suitable for us. Our current phone connects via Bluetooth to someone’s cell phone and calls are made wirelessly on the owner’s cell plan.
  2. Goblins Go Final Details. Upon a question from Sam, Joedy reported that he thought we had the pace car situation covered but just barely. He said he thought he could meet the minimum required of three, but not likely more than that. Mark Senior brought to the Board’s attention the trouble he was having staying within the food budget for the event. VIR was still having its Brewfest on Saturday but now they were very much hoping that we would be part of it, since they did not anticipate much of a crowd from outside. So, we would be having a barbecue plate from them for Saturday’s lunch, though those not wishing to have barbecue could choose a ticket good at the Pagoda window instead. Our Saturday social would be either upstairs or at the Gallery where VIR was hosting their event, and in that case, attendees would get one or two tickets to obtain free beer samples. The real issue was Sunday lunch. Mark favored a hot meal of lasagna upstairs in the Pagoda, given the likely weather conditions, but this would be about $16 per person as opposed to the usual $11 per person sandwich and chips at the window. The problem was that this would significantly increase his cost and exceed his budget of $42000. He said that realistically it would be over $4500, including the increased amount of hot chocolate and coffee he would be serving Saturday morning, though he thought he could work with VIR to bring that down. Sam indicated that the profit margin for the event was razor-thin, no more that $800 to $1000 over break-even at that moment. After much discussion, the Board voted. Motion to have lasagna upstairs on Sunday instead of the usual sandwiches (Senior / Shanks). Passed. Ben Tyler indicated that we were desperately short of flaggers, as many as ten. Sam indicated that we would have to cancel the event if we were reduced to hiring folks from VIR as that would destroy our budget. Kit Williams volunteered on the spot since his time trials car would not be ready. Others suggested that the stewards should man station three. Anna and Sam told Ben that if we go ahead, then we will have to beat the bushes and find more people. On a different topic, Justin Deffenbaugh reported that he had about 25 drivers for the time trials portion of the event.

New Business:

  1. Annual Banquet Update. Elizabeth Severt reported that our annual dinner would be held Saturday, January 12th, at a new venue in downtown Wilmington, The Brooklyn Arts Center. She had arranged for the same caterer as the last time the dinner was in Wilmington, so the menu would be about the same. There would be a cash bar available, with drinks ranging from $5 for beer and up the $7 for wine or cocktails. She planned to purchase some tickets for these in advance, so that all guests could have one or two free drinks. She estimated that we could keep the costs about the same as last year, $35 per person or $60 per couple, depending on the Region’s contribution to the event. Anna and Sam asked her to e-mail her projected budget to the Board members, so that we could vote on that at the December meeting.
  2. Election Procedure Details and Committee. Sam had appointed James and Bruce to the Elections Committee and was looking for a third volunteer. There being no takers, he opted to accept the position himself. It is the Elections Committee’s job to oversee the election of officers and announce the results. Bruce is the chair, as he has the lion’s share of the job to do. The process will be via the Survey function in MotorsportReg.co (MSR). Both Tarheel Sports Car Club and Washington DC Region use this method. MSR will validate each voter against the SCCA’s master database to determine eligibility to vote. One must be a member of both the SCCA and North Carolina Region. Bruce will prepare a ballot and then each member will be sent an e-mail giving them a link to the ballot. He will construct a separate, smaller version of the survey (ballot) for dual members who are not North Carolina Region of Record voters and tabulate the results together. First, he is going to use Constant Contact to inform everyone of the pending election and to introduce the candidates. The Bylaws indicate that the ballots should go out, or in this case, balloting should begin, by the first Wednesday in December and conclude on the 31st. This timeframe puts an unfortunate strain on Bruce to get everything underway very quickly, since we postponed the November Board meeting by a week.
  3. Nominations for The NCR Board of Directors. Per the Bylaws, nominations are due in the Secretary’s hands by the end of the November Board meeting. James announced that he received nominations for Anna and Heather Powers to continue in their current roles, Assistant RE and Treasurer, respectively. They will be running unopposed. For the two Member-at-Large positions there were a total of three nominees, Rex Deffenbaugh (an incumbent), Joedy Pennington, and Mark Senior.
  4. Volunteer Incentive Program. With the prospect of at least $25K in worker credits about to hit the expense side of our ledger, the Board took up the future of the Volunteer Incentive Program. The current system of reimbursement seems antiquated, given that other Regions are giving cash or gift cards directly to their volunteers at the events for which they volunteer. This would greatly lessen the burden on the Office Manager, Bruce said, and he advocated that we adopt a similar strategy. Sam was also in favor of an “at-the-event” approach as this would simplify our bookkeeping and eliminate both the uncertainty of how well we are doing as each event completes as well as the large expenditure all at once, which plagues us now. Heather Powers said, however, that she had spoken with our professional accountant about this very subject, and he was of the opinion that cash or gift cards constituted wages and that we would have to issue an IRS Form 1099 to each compensated volunteer at the end of the year. There was much discussion and several people who are independent business owners took issue with the accountant’s claim, since each volunteer receives less than $600 annually, which is some kind of IRS cut-off point for 1099’s. In the end, the issue was tabled until the next meeting. Sam will check with other Regions, to ascertain their practices and whether they have had professional advice about them or have been audited, before we make a decision.
  5. National Convention Arrangements and Advances. Heather Powers indicated that she had sent checks for the expense advances in the agreed upon amounts ($1000 each to the RE and ARE, $500 to all other official attendees) to their respective recipients, with the exception of Christina Peterson. Bruce gave her Christina’s address so she might do that and Sam tasked Mark Senior with contacting Christina and making sure she knew how to make all the other arrangements she might need. Ben said he wanted to be the Region’s free “newbie” attendee and Ms. Powers agreed to send him an advance check as well.
  6. Time Trials Chair for 2019. Sam indicated that he had been asked by Shane Finlan, the Time Trials head for Southeast Division, who our official representative would be for 2019. Sam suggested Justin Deffenbaugh or Stephen Miller, or both as co-chairs. Justin said that he and Stephen Miller had discussed it and that he was comfortable with Stephen doing the job. He indicated that Shane and Stephen already knew each other, so this was a plus. Justin added that the entire Time Trial rulebook had been rewritten for 2019 so that would mean that Stephen would be busy trying to figure out how we could participate. In response to a question as to why our event, little though it was, was not on the SCCA Time Trials website, Justin said that those events were part of the national tour, and that other lesser events, were not mentioned nationally. It was observed that perhaps one order of business for Stephen Miller in his new role would be to try to change that.

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

Motion to adjourn at 8:50 PM (Powers / Shanks). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – October 24, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

October 24, 2018

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

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:32 PM, on Wednesday, October 24th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Eric Danielsen, and Ben Tyler attended as guests via telephone. Justin Deffenbaugh, Adam and Stephen Miller, and Chris Schimmel attended as guests in person.
  3. Motion to approve the September minutes, 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.

Old Business:

  1. Bylaws Update. Adam Miller independently verified Bruce’s count of the ballots received before the meeting. Of the 232 received, there were 221 “yes” votes, 6 “no”, and 5 abstentions. As 232 is nearly 30 percent of our membership (approximately 775 at the time of the balloting) the requirement for ten percent participation was satisfied, so the ayes have it and the Bylaws have been officially changed to allow electronic voting and voting by dual members.

New Business:

  1. Online Voting Methods. James reported that he had found two electronic voting systems online, one free and one that would cost about $700 (or about a dollar per member). He said the Elections Committee would investigate those and report back. He further said he was planning a test of the free system soon and would be sending a mock ballot to the Board members as a test process.
  2. December Race Date for Goblins Go and VIR Offer. The Goblins Go scheduled for October 13-14 was canceled after Hurricane Michael knocked out power to the track, and most of Danville, and the Dan river flooded the track, as well as parts of Route 58. In a rare move, VIR has not only offered us the weekend of December 8-9 to replace our canceled race, but they have offered extremely favorable financial terms as well. VIR has agreed to charge us only a flat fee of $100 per car and offered a no-penalty back-out date of November 30th if not enough cars have registered by then or if the weather seems to be too unfavorable. In addition, they will lower the track hotel rates to just $99 per night to encourage people to stay there. This is an offer we cannot refuse. Sam had already approached the National Office folks at the Runoffs in Sonoma last week and they have agreed that we can just transfer the sanction numbers from the canceled race to the new one, since we are already too late to apply for another sanction. But with reduced daylight, we will have to trim some time, probably by reducing or even removing the ECR. Since the SARRC races are for 2019 points, we can keep those without having to get permission from SEDIV. There was considerable discussion about adding a Time Trial event on the Patriot course as well, similar to what we have planned for March, and Justin Deffenbaugh will head up a group looking into that as an add-on. Motion to accept VIR’s offer of a race date of December 8-9 as explained and to hold a modified version of the Goblins Go on that date (Fouse / Mehler). Passed. Sam will work up an expense pro forma to determine what we should charge, but he said he expects an entry fee of just $225 – $250 per car for the weekend, which is a tremendous bargain. Sam also said he would ask Anna to rework the schedule upon her return and come up with a name for the event. The favorite at this time seems to be “Goblins Go – Ho Ho Ho”.
  3. 2019 Schedule: August and September Dates and Goblins Go. Sam announced that Kerrigan Smith had told him during negotiations for the December make-up date that the test day weekend we had requested for next August 3rd and 4th was already included in the contract for next year, which we should be receiving from Kevin Massey-Shaw very soon. Sam also said that Bob Crawford of WDC Region had approached him at the Runoffs to discuss making the Goblins Go part of their Labor Day weekend at Summit Point next year. Instead of us paying them $25 per car as we do for the May SARRC/MARRS, they would pay us that amount. This might be a good thing for both Regions, since Bob expected they would have to cancel their usual race in early October due to the Runoffs. The Board informally agreed to this proposal, awaiting details from Mr. Crawford, who would have to run the idea by his Board of Directors as well.
  4. 2019 Runoffs News from Sonoma. Sam said he spoke with Charlie Leonard, (driver GTL #14), who is in charge of logistics for the 2019 Runoffs at VIR. Charlie confirmed that there will be no race cars paddocked in the South Paddock, so there is the possibility that this area can be used for workers. Sam suggested to Charlie that he come to VIR during the Spring Sprints next year so that he can see firsthand the difficulties he will face in getting crowds and race cars in and out of the track. Upon learning that SCCA plans to hire local people to be shuttle drivers and to park cars, Sam suggested that they consider offering those positions to NC Region members first. They took that under advisement. Given that tech will be in a large tent in front of the VIR tech shed, it is clear that National will be renting our scales and they have already inquired as to how many radios we might be able to rent them. Everything discussed was purely preliminary, however, and subject to change.
  5. Off-season Purchases of Equipment. Ben said he wanted to upgrade our radio supply before the Runoffs, and ideally before the Spring Sprints. He is hoping to get 30 more radios before then. Heather Powers indicated that money is very tight until after it starts to flow in when registration opens for the Spring Sprints, so he would have to hold off until the very last minute. Heather Clark asked what we could do if some of the old units “bricked” before then. Since a new unit was in the neighborhood of $300, both Sam and Heather Powers said that malfunctioning units would have to be replaced in small batches. Heather Clark added that perhaps we should consider obtaining a small generator to use to recharge the radios should we experience a power outage like the one that the recent hurricane caused, but this was a long-term concern, she said.
  6. New Conference Phone. Bruce circulated a couple of pictures of a new conference phone he had found online. This one had two built-in microphones and four wireless mikes that could be positioned around the room. It retailed for $295 plus tax and shipping. After some discussion about how this would improve our meetings, several members suggested we buy it. Motion to purchase this new conference phone with the wireless microphones (Shanks / Fouse). Passed.
  7. SCCA 75th Anniversary Canopies. James circulated a picture of a red canopy with a white SCCA 75th Anniversary logo on it for a 10X10 track shelter. He said he had promised Rick Myers of the National Office that he would do that. Rick had sent it in his usual e-mail to Region Membership Chairs and had said that the National Office had purchased some unit for use at the Solo Nationals, and that they were very well-made. The company which produced them had offered to reduce the price to just over $1000 from their original $1500 if 30 Regions were to order them. Since we already have an excellent one for our Solo program and a very nice (and bigger) 10X20 one for the Hospitality tent, the Board was not interested.
  8. Additional Persons to Attend the SCCA National Convention. Blair Deffenbaugh announced that SCCA National had asked him to attend the National Convention in Las Vegas, January 17 -19, in order to do a presentation on using social media to publicize our events and contact prospective participants. They would pay his convention fees but he wanted to be added to the list of Region participants from last month who could apply for reimbursement of travel and other expenses. Buddy asked if Blair would be willing to give his presentation at NCR Chapter meetings, and Blair agreed to do so after the Convention. Motion to add Blair to the list of people who could apply for reimbursement (Shanks / R. Deffenbaugh). Passed by affirmation.

Financial Report.

 Treasurer Heather Powers reported that $62K in refunds had been disbursed to entrants in the canceled Goblins Go. Sam was particularly proud that we had been able to do that within 24 hours of the cancellation. Ms. Powers further reported that the Region had a total of $145K in the bank at this time, including Solo. She agreed with Sam that we could anticipate additional expenses of $8K for the annual dinner and close to $40K in worker credits whether or not the rescheduled Goblins Go occurred, so it would be really nice if it were to happen and add to our bottom line.

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

Motion to adjourn at 8:59 PM (Powers / Shanks). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – September 19, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

September 19, 2018

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

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:29 PM, on Wednesday, September 19th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Eric Danielsen, and Ben Tyler attended as guests via telephone. Justin Deffenbaugh, Trish Deffenbaugh, Bonni Purdue and Chris Schimmel attended as guests in person.
  3. Motion to approve the August minutes, as posted on the Google drive (Shanks / Crissman). Passed.

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

Old Business:

  1. Bylaws Committee Update. Bruce reported that all the ballots had been sent out and that 53 had been returned to date, all in favor of the revisions. It is expected that some responses will be delayed because of the recent hurricane. Since the deadline is October 15th, this is not expected to be a problem.
  2. Goblins Go Preparations Wrap-up. Race chair responsibilities will be shared by three people, Eric Danielsen, Justin Deffenbaugh, and Mark Senior, The VIR barbeque will be the lunch on Saturday, but it was still up in the air how this would be handled, whether our volunteers would receive tickets or actual plates of food. Sam remarked that the number of drivers registered was on pace with last year, with some groups running slightly ahead, while others were slightly behind, their numbers from the previous year. He also reported that Mazda, via Steve Strickland, had requested that the T4 Mazdas be given a split-start in their group. Sam had agreed only if at least ten of them registered and we had 9 so far, so that seemed likely. Anna said she did not foresee a problem, so long as the stewards went along with it. Anna further remarked that we still had not received enough formula car entries to have both a big bore and a small bore open-wheel group, so they might be combined. Another e-mail is planned to all drivers east of the Mississippi and the fact that the two open-wheel groups might be combined if more entries are not received will be highlighted. Sam noted that our volunteer registration was way down, and that we only had 58 volunteers registered so far, versus 124 last year. He hoped that this was a temporary thing due to the hurricane. Ben said he was planning on sending another e-mail to past volunteers asking for more participation. James interjected that he would like one or both of the e-mails to include the fact that we will be collecting new or gently used racing apparel at the Hospitality tent in anticipation of a “vintage” racewear exchange to held next Match. He promised to send Eric and Bruce details about it. Eric added that they were planning the usual costume contest and perhaps a jack-o-lantern carving contest to go along with the Halloween theme of the event.
  3. Speed Suite Stage 2. Sam thanked the volunteers who participated in the workday on Saturday, August 25th, and said that we had had made remarkable progress in organizing the place and getting stuff up off the floor so that the next phase, the construction phase, might begin in earnest over the winter. He had sent pictures to all the Board members earlier in the week showing how the engine racks had been turned into shelves and things had been stowed on them, as well as how the radios and other corner station gear had been neatly stacked on the industrial shelving on the opposite wall.
  4. Time Trial at VIR in 2019 Update. Justin said that after talking with Sam his budget had been revised upward to include things like trophies and a rollback, but that the event was still doable, with a break-even of about $15K at 76 cars. He said he was looking into getting a supply of transponders to rent. Motion to go ahead with this budget and pursue getting it included in our March Into Spring event at VIR (Crissman/ Williams). Passed. Sam added that he had once again committed us to being involved with SCR and Atlanta at the Memorial Day time trial at CMP next year. There was some discussion among the participating Regions about including Central Carolinas Region, but apparently, they did not step up to be part. In a related issue, Kit Williams interjected that the two autocross events scheduled for this upcoming weekend, September 22nd and 23rd, had been cancelled due to the recent hurricane. Kit said he had sent a notice to all registered participants on MSR, but the Board directed Bruce to put a banner to that effect on our web site and to consider sending an e-mail out to the Region as well. In response to questions, Kit indicated that while he had yet to return home, he was not expecting any major damage as others had already inspected his property. He said that Morgan had some flooding to deal with and that the Sieverts were without power. Sam reiterated the Region’s support for any members who needed help and asked to Kit to relay that should he hear of a member in need of assistance.

Financial Report.

 Treasurer Heather Powers reported that little has been happening for the past few months, but that we suddenly have an additional $30K in entry fees from the Goblins Go flowing into our accounts, with more to come. As of this writing, we have a bit under $78K in checking and about $106K in money market savings. Solo shows a balance of $7800.  Ms. Powers reported that she had finished the final accounting for the March Into Spring event, which netted us $4500, and for the Spring Sprints, which brought in about $59K, but she was still working on the accounting for the SARRC/MARRS event.

New Business:

  1. Attendees and Budget for the 2019 SCCA National Convention. This year the National Office had asked Mark Senior to present again at the 2019 SCCA National Convention in Las Vegas. They had also asked NCR member Christina Peterson, two-time Solo National Champion, to be part of a panel discussion on women in motorsports. Accordingly, Sam had asked James to research our policy on reimbursement for attendance at the SCCA National Convention. James reported that according to the resolution passed in November of 2016, the RE and Assistant RE are paid in full, including a $40 per diem for food, and expenses for their spouses or traveling companions, if desired; while those remaining split a pre-determined pot of money, by submitting receipts for travel, lodging, fees, and food. Up to two additional attendees are provided for. In addition, the RE and ARE may be advanced $1000 and others may ask for $500. Sam reported that the National Office had already agreed to waive the convention fees for the presenters as well as for an unnamed newbie, should we send one. Motion to fully fund our presenters, as well as the RE and ARE, and to establish a pot of $8000 to cover all the expenses (Shanks / Crissman). Passed. Sam announced that either Ben or Heather Clark would be our newbie attendee and they each indicated that they would like to attend. If they both attend, the National Office will pick up the convention fee for one of them and the Region will reimburse the other.
  2. Runoffs Attendance. Lee Hill, Chairman of the Board of SCCA, and others, have urged Sam to attend the 2018 Runoffs in Sonoma to represent the Region and to talk up the 2019 Runoffs at VIR. Sam said he would stay with Anna Crissman, who was already going, and her family, if the Board would agree to pay his airfare. Motion to pay Sam’s transportation costs to the 2018 Runoffs (Senior / Crissman). Passed.
  3. Traffic Signals. Sam said he had brought his friend Evan up to the Speed Suite to look at the dozen or so traffic signals we had to see whether he might want them. Evan had made an offer of $50 apiece if green lenses could be found. Rex said he had more lights and a box of lenses at his house, but he was not sure about the colors. He said he had some lights which had complete green LED units and that perhaps Evan might want those instead. Rex said that he would bring what he had to the Suite the weekend of the Goblins Go. It was suggested that perhaps we should offer the lights in the Speed Suite to WDC Region, as they were trying to revive their enduro and that our units were equipped and ready to go for that purpose.
  4. Volunteer Participation at 2019 events. It was observed that we may need a way to limit volunteer participation in our events at VIR in advance of the Runoffs next year. Some specialties such as F&C or T&S were not likely to be affected, but other specialties such as Tech, Start, or Stewards may wind up with more volunteers than they can use and we cannot afford to pay them all worker credits if we do not need them. They can always attend with just their membership card. We just cannot afford to pay them as official volunteers.  Sam inquired of Bruce whether he could open volunteer registration a week early just to NCR folks or give them a priority, and Bruce said he would look into that.
  5. Test Day at VIR in Advance of the Runoffs. We are still awaiting word from VIR regarding a possible test day weekend over August 3rd and 4th of next year. Sam would like Mark to contact Kevin Massey-Shaw for an update on that, since he still has not been offered any revenue-generating or revenue-sharing opportunities by the National Office.

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

Motion to adjourn at 8:36 PM (Fouse / Senior). Passed.

Submitted by Secretary, James Shanks

BoD Meeting – August 22, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

August 22, 2018

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

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Wednesday, August 22nd 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Eric Danielsen, and Ben Tyler attended as guests via telephone. Justin Deffenbaugh, Adam and Stephen Miller attended as guests in person.
  3. Motion to approve the July minutes, 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.

Due to the absence of Treasurer Heather Powers, there was no financial report for this meeting.

Old Business:

  1. Bylaws Committee Update. James reported that the Bylaws Committee had put their final revisions out on the Google drive, under a new folder for 2018 called “Bylaws Revisions”, for the Board members to peruse a week earlier. The adoption process under the current Bylaws calls for a ballot to be generated by the Elections Committee, if they are moved and seconded. Since there was no Elections Committee constituted for 2018 yet, Sam asked for volunteers of Regular Members and officers whose positions would not be up for re-election this year; and constituted an Elections Committee consisting of Justin Deffenbaugh, Adam Miller, Stephen Miller, James Shanks, and Bruce Dover, as the chairman. He then moved that the Bylaws updates be approved and Anna Crissman seconded that motion. Per the existing Bylaws, there must now be a ballot mailed to the membership for them to approve or reject these updates, following the process in the Operations Manual. After considerable discussion, it was moved that Bruce prepare and mail a ballot to all Regular Members with a postcard for return, for an election beginning on or about September 15th and concluding at midnight on October 15th, and that there be a notice of the election placed on the Region website and an e-mail sent to all members via Constant Contact (Shanks / Fouse). Passed. The timing is specifically designed to coincide with the Goblins Go race, October 13th and 14th, so that members who had not returned a ballot by then might be encouraged to do so at registration for that event. There was discussion about whether unreturned ballots could be counted for or against the adoption of the revisions, but nothing was formally decided.
  2. Goblins Go Charity. VIR is having an all-day charity barbeque to benefit Boys and Girls Clubs of Danville, open to the public, on Saturday, October 13th, which corresponds to the first day of our Goblins Go. They have approached us with a plan to incorporate our social for that race with their event, letting them provide food and drink for us at a reduced rate. In exchange the proceeds would go to their charity. Mark Senior has been meeting with them, Sam said, and we should give him approval to work out the details. We should also adopt the Boys and Girls Clubs of Danville as our charity for the lunchtime drive-arounds. The Board agreed by consensus. In a related issue, Heather Clark brought up the fact that F&C wanted to rent a side-by-side ATV for use at the Goblins Go so that they could test out its feasibility as an all-purpose vehicle at our events. She was granted informal approval to check with Sunbelt rentals about the cost of getting one for that weekend. Bruce offered to check with a local dealer in Roxboro too.
  3. Speed Suite Work Day. Sam indicated that a workday would be held at the Speed Suite this coming Saturday, August 25th, commencing at 10:00 AM and that he was looking for volunteers. James agreed to be there and Sam said he would send out an e-mail to which others could respond to after checking their schedules.
  4. Time Trial at VIR in 2019 Update. Justin Deffenbaugh presented a spread sheet he had been working on for the proposed Time Trial event to be held on the Patriot course in conjunction with our March into Spring event next season. He thought we could make money at $200 per car and an expected participation rate of 75 cars, with a cap of 100 cars. That would give us a nominal budget of $15K. The format would be similar to the Memorial Monster event at CMP with 3 run groups (4 on Sunday) and 3 sessions per day culminating in a track cross session at the end of each day, which would involve running the Patriot course in reverse. Some people felt that this presented a problem, but Bruce said that running the course in reverse had been done in the past. Only four corner workers would be needed, and most of the Board felt we could supply those, but Heather Clark was not so sure and suggested that the budget should include hiring some VIR folks if needed. One issue that came up was whether participants should pay up front, and be charged as soon as they register in MSR, as was done at CMP, or whether they could pay at the track as racers do. The consensus was that we should do what is convenient for us as time trials participants are used to paying up front and would not be turned off by that requirement. In the absence of Mark Senior, our VIR track liaison, Sam directed Bruce to ask Kevin Massey-Shaw at VIR whether we could add this to our contract for next year.

New Business:

  1. Goblins Go Drive-Arounds. An issue was brought up concerning the availability of alcohol to participants in VIR’s barbecue and how that might affect our ability to conduct the lunchtime drive-arounds. Tim Gardner, chief of EV, who usually handles these activities, even called in to take part in this discussion, at the behest of Eric Danielsen. The issue was that VIR would be serving alcohol all day long and it would be hard for EV to police who should be allowed on track. It was pointed out that spectators and non-participants at our events can buy alcohol at the Pagoda and consume it whenever they choose at any of our events too, so this was nothing really new. Bruce brought up the fact that there are suggested track touring rules which can be downloaded from the SCCA website’s File Cabinet and that these had been sent to him “out of the blue’ by Deputy Executive Steward for Area 12, Robert Mayes. These rules have a list or requirements for track touring by spectators, which we have never followed, including that a specific steward be appointed to oversee the activity and that minimal corner worker staffing be provided, as well as three pace cars. It was observed by others that we had been running our drive-arounds with tacit steward approval, as well as that of VIR, for 18 years and that we did not need to make them into a formal SCCA session of some kind. They were part of our VIR contract. The final consensus, as noted above, was that VIR should handle the drive-arounds this time, since they had created the problem if there was one, and that the proceeds would benefit VIR’s charity. 

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

Motion to adjourn at 9:06 PM (Crissman / R. Deffenbaugh). Passed.

Submitted by Secretary, James Shanks