BoD Minutes – August 2021
Minutes of NCR-SCCA Monthly Board of Directors Meeting
August 18, 2021
Present: John Bodnar, Cameron Conover, Anna Crissman, Blair Deffenbaugh, Justin Deffenbaugh, Eric Danielsen, Bruce Dover, Sam Fouse, Al Heatwole, Joe Lyons, Stephen Miller, Wayne Quick, Chris Schimmel, Mark Senior, James Shanks, Chuck Stanley, Paul Spencer, Ben Tyler, and Kit Williams, all attended via Zoom video conference.
- The NCR BoD meeting was called to order by RE Anna Crissman at 7:31 PM, on Wednesday, August 18th
- John Bodnar, Eric Danielsen, Joe Lyons, Wayne Quick, Chris Schimmel, Chuck Stanley, and Ben Tyler, attended as guests.
- Motion to approve the July minutes, as posted on the Google drive (Shanks / Senior). Passed.
Order of items below reflects the order of discussion, as nearly as possible; not necessarily as they appeared on the published agenda.
Treasurer Sam Fouse sent out an e-mail in advance of the meeting in order to save time, since there was a need to discuss issues involving the upcoming race. He indicated that as of this meeting, we have had about $15,000 in entry fees flowing into the checking account for Goblin’s Go so far. These are from drivers who paid on MSR by credit card rather than pay by check at the track (despite our best efforts) so we lose about 4.8% off the top on those.
With regard to this upcoming race, Sam said that although we are below breakeven for this weekend, he could not say with confidence how far at this point, because while we are under on driver income, we are also under on worker expenses. We have 130 drivers as of today, and 97 workers. Sam’s original forecast/budget, he said, was based on 145 drivers (166 in May) and 125 workers (118 in May). The break-even model was based on 290 SARRC entries (we’re at 250), with 35 ECR (we’re at 21), and 10 TCS/APC (now at 9). So, things are not as bad as they were a week ago, but we are still short. Eric has been aware of the situation and has negotiated a food order with VIR in line with that, which we are going to supplement ourselves. And, Sam added, there should still be plenty of food and beer for everyone, and we have a new commemorative NC Region mug for all participants, so we should just enjoy our last event at VIR for this year.
Sam concluded that since we don’t have another significant income-producing race event for the next 8 months (until the Spring Sprints), the balances given here are likely not far off what we will have to get us through until then, and he thinks that will suffice.
As the details of our finances are confidential, NCR members who wish more information should contact either the Office Manager or any member of the Board of Directors. They are also invited to attend a Chapter Meeting, where such matters are discussed in detail.
Chapter and Committee Reports:
Anna noted that there was a Triangle Chapter report on the Google drive, with pictures, detailing James’ substitution for Mark as Chapter Coordinator while he was out of town for this month. Cameron Conover reported that they had a video meeting, which Anna, attended, but only four or five others people attended. Basically, the recapped the previous Board meeting. Anna said she also attended the Cape Fear Chapter meeting as well.
- Bylaws Committee Update. James asked Bruce for an update on the numbers as he could not find the survey on MSR. Bruce reported that we had 81 votes so far, and James said that was not enough. We have 862 members, and we need at least ten percent (10%) participation for the vote to be valid, so more people have to vote by the end of August. The minimum would be 87 votes. He said that Bruce was making signs for Registration and the Hospitality tent, which, if you aimed your phone at the QR code, would open the survey right there and you could vote immediately. He further explained, and Bruce confirmed, that MSR will not let you take the survey (vote) unless you are an NCR Member, so there is no danger of outsiders voting. James further pointed out that there was no age limit, so children who were NCR-SCCA family members could vote, as could dual members. Anna encouraged those present to urge their friends and families to vote. It was suggested that the track announcer could also urge people to vote at the race. James concluded by saying that he and Bruce were planning a post-race e-mail, if one were needed.
- Scholarship Program Update. Bruce had circulated an e-mail that John Lindquist had sent to him detailing the state of the Scholarship program. In it he says that Blair Deffenbaugh has agreed to become the Scholarship Program Administrator, and that the program could use more people involved, since there are 67 counties in North Carolina and 8 in Virginia, within the borders of NC Region. Blair indicated that the scope of his duties was still under discussion. With over $5000 in the bank, the program is fully-funded for five years, since the plan is to award one scholarship annually of $1000. John will be collecting money at the upcoming race, especially from the lunchtime drive-arounds, and he’s eager to see how we stand afterward.
- Update on our October TT. Stephen Miller announced that, we are indeed co-advertising with the Audi Club for our event on Saturday and Sunday, October 16-17, at NCCAR, with the hope of getting several Audi Club participants. There will be a “Fastest Audi” trophy, involving a “check engine light” gag, as well. He added that he will be going to Rockingham soon to be part of an inspection of that facility to determine its feasibility as a time trial venue. Anna chimed in and said NASA is scheduled to do a full program of HPDE and road racing there the same weekend we are at NCCAR; which seems a bit strange, since little has been done to the facility since we stopped racing there years ago. Nevertheless, Ben asked Stephen to notify him when this inspection was scheduled so that he could be a part of it, and Stephen agreed. Registration for our TT should open on MSR next week, Stephen said.
Motion to adjourn at 7:47 PM (Fouse / Shanks). Passed.
Submitted by Secretary, James Shanks.
Please note that all NCR members are welcome to attend NCR Board of Directors meetings.
If any member should have a question about the Region or its activities, please contact the Office Manager or any member of the Board.
PS: A lengthy post-meeting discussion ensued among those present concerning final preparations for the upcoming race at VIR this weekend, Goblins Go – Summer Vacation, since so many changes were being made to accommodate our flagger shortage. In addition, Blair Deffenbaugh gave us an update on how Track Night in America was going to proceed Friday evening, with the hope that it would not interfere with volunteer camping and participant preparations in the North Paddock.