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

BoD Minutes – July 18, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

July 18, 2018

Present:  Anna Crissman, Justin Deffenbaugh, Rex Deffenbaugh, Bruce Dover, Jennifer Dover, Sam Fouse, Buddy Matthews, Joedy Pennington, James Shanks, and via conference call, Heather Clark, Eric Danielsen, Blair Deffenbaugh, Thomas Guest, Stephen Miller, 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 7:28 PM, on Wednesday, July 18th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  1. Eric Danielsen, Thomas Guest, Stephen Miller, and Ben Tyler attended as guests via telephone. Justin Deffenbaugh, Jennifer Dover, and Joedy Pennington attended as guests in person.
  1. Motion to approve the June minutes, as posted on the Google drive (Crissman / R. Deffenbaugh). 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 suggested revisions out on the Google drive for the Board members to look at a few days earlier, but that today he had received a call from Jerry Pell, the Region’s defacto legal counsel; and Jerry had a number of suggestions and clarifications that he wanted to make. As a result, further discussion was tabled until next month.
  1. Speed Suite Work Days. Sam indicated that he would circulate the plans he was drawing up for the remodeling to the Board soon. He also planned to get a building permit filed in South Boston and contact the plumbing firm and the electrical contractor who had built the structure initially to do the necessary modifications of those systems for us. But none of this needed to be done before our workday. After discussion, the weekend of August 11 – 12, 2018, seemed the best choice but no decision was reached. Sam will pick a date as his schedule permits.
  1. 2019 Schedule and Runoffs Update. Sam reported that he and Mark Senior had a very productive meeting with Kerrigan Smith of VIR concerning us obtaining a date for a test day weekend in advance of the Runoffs next year. Kerrigan is looking into the possibility of swapping some dates around with other renters so that we might have the weekend of August 3 – 4, 2019. This is not definite yet, and may not happen at all, but Sam said he had been looking at the rates charged by other tracks which had such days in advance of the Runoffs, and he thought we could make it work, and even offer a discount to NCR members. In a related matter, after a question by Joedy Pennington, Sam said that his contact at Mazda, Steve Strickland, had told him that the used pace car from Laguna Seca was considered by Mazda to be too badly deteriorated to give to us, but that they were still working on getting us a Mazda pace car to use.

New Business:

  1. Goblins Go Supps. Anna presented the final version of the Supplemental Regulations for October’s Goblins Go. It features a full 90-minute ECR on Saturday but only a 45-minute one on Sunday to facilitate an early end of the day and still allow for Sunday morning practice sessions. These will be limited sessions, one for open wheel and one for closed wheel, of 15 minutes apiece.  APC and TCPS groups will run concurrently with the ECR both days.  Another feature is that there are two open wheel race groupings, one for smaller bore cars, and one for the faster Wings and Things, in the hope of attracting more cars of these types. She noted that the two groups can always be combined if not enough of them show. Anna further noted that we are getting closer to the goal of having “boiler plate” Supps, which can be used for different events with minimal changes and a new event-specific schedule.
  1. SEDIV Mid-Year meeting. The SEDIV Mid-Year meeting was held in Atlanta on July 14th, and while it was expected Sam would not attend in person, in fact he was unable to attend at all because, unlike last year, no phone-in option was offered. He was in communication via text with Melanie Murray, the RE of South Carolina Region, who had his proxy for voting, however. She indicated that the SEDIV financial report, which was supposed to be discussed at that meeting, was not presented because it was still not finished. And apparently no votes were taken. All this underscored Sam’s contention that this meeting is a waste of time and that it should be replaced by a simple conference call. He said he received a follow-up e-mail from Morriss Pendleton, Executive Steward, that others share his view and that this may happen “in a few years.”
  1. Time Trial at VIR. Justin Deffenbaugh kicked off a discussion about having a Time Trial event at VIR. An informal committee had been formed to look into this possibility, Justin said, after the success of the “Memorial Monster” event at Carolina Motorsports Park (CMP) over Memorial Day weekend. Sam interjected that he had just received a check for $500 for our participation in that event. Justin noted that while stand-alone events at VIR had failed due to the high cost of the facility, there remained the possibility of having one on the Patriot course, during one of our race weekends, concurrent but largely separated from it. The 1.1-mile Patriot course is only a little shorter than CMP, and it only needs 4 corner workers to staff it for this kind of an event. Justin wanted Board approval to recognize the committee, which consisted of Anna Crissman, Blair Deffenbaugh, Thomas Guest, Stephen Miller, and Kit Williams and himself, and allow them to go forward with trying to make this happen for next March, with May as a backup date. He agreed to chair the committee. The Board agreed by consensus to his proposal. Kit Williams added that the Solo group would be happy to come and set up their optical timing gear for the “track cross” portion of such an event, as well as take part in other ways. Sam raised the possibility of adding a CRE (“Club Racing Experience”) group to such an event, so that we might give some folks credit toward achieving a competition license, but this was informally rejected as too ambitious for a first event. Ben asked whether they might offer a free one day’s participation as an incentive for corner workers, but while it was agreed that this was possible, it also might be too complex to implement for the first go-around. Everything was on the table, Justin indicated, as the committee moves forward.
  1. Dues for Past National Board Members. It had recently come to light that the National Office grants lifetime membership to past members of the SCCA Board of Directors as a reward for their service, and that as a consequence they no longer have to pay national dues. But this creates a problem since the National Office cannot order members regions to forego their dues, so the member is left in the odd situation of having to make separate arrangements to pay region dues to their Region of Record, unless that Region agrees to forego them. We were unaware that former RE and past Area Director Kaye Fairer was in this position and the Board moved to remedy this. Motion to make Kaye Fairer a lifetime member of North Carolina Region so that she no longer has to pay Region dues (Shanks / R. Deffenbaugh). Passed.
  1. Lifetime Membership for Hayden Beatty. It had recently come to light that Hayden Beatty, one of the founding members of the North Carolina Region in 1955, and our Chief Paddock Marshal for the last decade or so, had let his membership lapse when he retired as Paddock Marshal. Sam said that for all his service, we should ask the National Office to grant Hayden a Lifetime Membership in the Club, and if they would not, then we should pay for it. Motion to obtain Lifetime Membership for Hayden Beatty (R. Deffenbaugh / Crissman). Passed.
  1. Upgrading Volunteer Licenses Before the Runoffs. Sam wants to see that all those deserving of a license or a license upgrade get one, so that they might be good candidates to staff positions at the track they know best for next year’s Runoffs. He charged all chiefs of specialty to make recommendations for upgrades before the Goblins Go, particularly in hard to staff areas such as Tech, Pit and Grid, and T&S. He had asked Ed Wentz for a list of pace car drivers and communicators and said he would be contacting the National Office to get them the requisite credentials. He also said he would be looking into getting Race Admin licenses for all the Race Chairs, Assistant Race Chairs, and the folks working Hospitality and Driver Info.
  1. Transponder Tester in Tech. Buddy requested that the Region pay to install a timing loop near the tech shed at VIR and purchase the requisite equipment to make it functional as a transponder tester. He envisions a system where the driver rolls his car over the loop and a light flashes green to indicate that the transponder is working. Anna said she has everything that is needed, save for a decoder, which they might borrow or perhaps find for sale used. New ones are very expensive, costing several thousands of dollars, she noted. She and Buddy disagreed over whether the loop should be permanently buried under the asphalt or whether having it attached to a sheet a plywood and deployed temporarily at every event would be sufficient, with Buddy strongly favoring a permanent installation. The issue was tabled until the next meeting.

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

Motion to adjourn at 8:53 PM (Shanks / Crissman). Passed.

Submitted by Secretary, James Shanks

BoD Minutes – June 20, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

June 20, 2018

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

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

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

Financial Report. 

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

Old Business:

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

New Business:

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

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

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

 

Submitted by Secretary, James Shanks

BoD Minutes – May 16, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

May 16, 2018

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

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:30 PM, on Wednesday, May 16th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC, 27707.
  2. Eric Danielsen and Ben Tyler attended as guests via telephone. Jennifer Dover and Joedy Pennington attended as guests in person.
  3. Motion to approve the April minutes, after minor corrections to the attendee list, as posted on the Google drive (Shanks / Fouse). Passed.

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

Financial Report.

Treasurer Heather Powers announced that we had about $44K in our money market savings account, and approximately $89K in the general Club account, because VIR had not yet cashed our check of $55K from last weekend. But when that occurs, and the $27K or so we received in entry fees is added in, the balance should end up at about $60K. We spent $12K on new radios and headsets and paid a $1400 deposit on the venue for the annual dinner, Ms. Powers noted. Solo, she said, had about $5600 in their account. Sam asked whether Heather might be able to prepare a balance sheet of income and expenses to date by the next Board meeting, and Ms. Powers indicated that she would try to do that. Sam added that he was still working on his “quick and dirty” analysis of how the first three races had done and would present that when it was completed.

Old Business:

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

New Business:

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

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

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

Submitted by Secretary, James Shanks

BoD Minutes – April 18, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

April 18, 2018

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

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

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

Financial report:

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

Old Business:

The group had a general Majors Race debriefing including:

a. Avoiding early starts to avoid unnecessary overtime charges

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

c. Registration needs including food Friday

d. Distributing water to pit and grid

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

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

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

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

i. The need to control noise in the Control Room

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

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

New Business

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

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

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

BoD Minutes – March 20, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

March 20, 2018

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

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

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

Financial Report.

Treasurer Heather Powers announced that we had about $77K in our money market savings account, and approximately $106K in the general Club account, because VIR had not yet cashed our check of $31K from ten days ago. That balance should drop to about $75K when that check clears. Solo had about $6600 in their account, reflecting their most recent, and successful, event. Sam noted that it appears that we lost between $2000 and $3000 on the March race itself, but that when the unallocated expenses of $3600 per race day that our races need to provide for the rest of the Club’s operation are included, our total loss was between $9000 and $10,000 for the weekend. Rex opined that this was far better than he expected given how many people had withdrawn by Sunday afternoon. Sam noted in passing that he and Heather Powers were still working on a detailed financial report for 2017.

Old Business:

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

New Business:

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

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

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

Submitted by Secretary, James Shanks

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

BoD Minutes – February 20, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

February 20, 2018

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

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

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

Financial Report.

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

Old Business:

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

New Business:

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

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

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

Submitted by Secretary, James Shanks