BoD Minutes – January 30, 2019

Minutes of NCR-SCCA Monthly Board of Directors Meeting

January 30, 2019

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

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

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

Old Business:

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

Financial Report.

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

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

New Business:

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

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

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

Submitted by Secretary, James Shanks

BoD Minutes – December 19, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

December 19, 2018

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

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

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

Old Business:

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

Financial Report.

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

New Business:

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

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

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

Submitted by Secretary, James Shanks

BoD Minutes – November 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

November 28, 2018

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

  1. The NCR BoD meeting was called to order by RE Sam Fouse at 7:28 PM, on Wednesday, November 28th 2018, at Piper’s Deli, 3219 Old Chapel Hill Road, Durham, NC,
  2. Elizabeth Severt and Ben Tyler attended as guests via telephone. Justin Deffenbaugh, Patrick Gilligan, and Joedy Pennington attended as guests in person.
  3. Motion to approve the October minutes, as posted on the Google drive (Senior / Crissman). Passed.

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

 Financial Report.

 Treasurer Heather Powers reported that the Region had a total of about $143K in the bank at this time, $86K in the money market savings account and $56K in checking, which includes about $10K already received in entry fees for the rescheduled Goblins Go in December. Solo has about $11K in their account. She said she anticipated an additional $25K still to be paid out in worker credits for the year. Ms. Powers agreed with Sam that we could anticipate that our December event expenses would be considerably less that the $35K deposit we paid to VIR at the start of the season, so we should expect a surplus to carry over for 2019. It just remains to be seen how much that will be. Regardless, they both agreed that next year would be very tight until revenue started to flow in for the Spring Sprints Majors.

Old Business:

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

New Business:

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

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

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

Submitted by Secretary, James Shanks

BoD Minutes – October 24, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

October 24, 2018

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

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

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

Old Business:

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

New Business:

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

Financial Report.

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

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

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

Submitted by Secretary, James Shanks

BoD Minutes – September 19, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

September 19, 2018

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

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

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

Old Business:

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

Financial Report.

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

New Business:

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

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

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

Submitted by Secretary, James Shanks

BoD Meeting – August 22, 2018

Minutes of NCR-SCCA Monthly Board of Directors Meeting

August 22, 2018

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

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

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

Financial Report.

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

Old Business:

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

New Business:

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

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

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

Submitted by Secretary, James Shanks

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)