Minutes

South Texas Border Region

Sports Car Club of America

Minutes – April 9, 2008

Regular Meeting – Opened at 7:17 p.m.

Attendees:  Officers – Andrew McMillan, Randy Bissell, Ann Hamilton, Eddie Garza.  Chairs – James Hamilton, Max Hottell, Pat Blackman.  Members –Patty Flores, William Baggett, Jerry Lucas, Oscar Partillo.  Guests – Tiffany de Leon

Previous Minutes:  Read by Randy, MTA – Bill, 2nd Pat, passed.

Member Report:  Max Hottell

·        121 Members

·        89 Households

Autocross Report:  James Hamilton.

·        Reported 39 registrants, 4 no-shows on Sunday.  Updated in Financial Report.

·        Orange course, last time.

·        Event went OK.

·        Radio problem related to batteries – extra radio planned.

·        Display was down but clock worked.

·        Everyone like posting times.

·        Bill was roofing structures…thanks.

·        Bill will rewire display.

·        Many new people this month.

·        Safety discussion on car off track at finish.  Reminder: never turn your back on a car.

·        Need to consider adding expert drivers to newbies.

·        Sunday atmosphere was great – wonderful club.

·        Drive thru suggestion – Max

·        James will establish new folks and recommend accompanying drivers.

·        Discussion after driver’s meeting.

Treasurer Report:  Ann Hamilton

·        Full Report submitted

·        Event net: $191.12

·        Cost for clean up day still accumulating.

·        MTA report – Patrick, 2nd Bill, Passed.

Old Business

Future Racing – Pat/Andrew

·        No conversation with Captain prior to his departure.

RallyCross/SCCA - Andrew

·        Andrew now certified for Rally and RallyCross.

·        Region has renewed Charter from National.

Tax Filings – Randy/Ann

·        Randy noted that the deadline for not-for-profits to file online with IRS was 5/15

·        Ann indicated that we will update our returned form from the Secretary of State and resubmit our application.

·        (LATE) Guidelines for Franchise tax have been mailed – forms online.

More on Racing – James

·        Still before Navy

·        Racecourse must be qualified by SCCA

·        Andrew – seek preliminary date from Navy before going to SCCA?

·        Ann – SCCA has more flexibility than Navy.

·        James – Navy might work better with a date.  Max – a date would work better.  Patrick pointed out that there is a notional date of December before the Navy and January ’09 for a race.

·        Andrew – new base commander must approve everything.

·        Patrick – expect transition to be smooth.

·        Eddie – are we involving ourselves and club in volunteering to qualify for positions if we host a race?  STBR should plan on “working” the race.  We need to be sending folks to nearby events to get qualified and experienced.

Compliance with Navy

·        Ann – need to improve our names/addresses/list process for Navy

·        Randy – will look into solutions.

New Business

Financial Analysis - Andrew

·        Andrew made a 10-minute presentation showing where our expenses and income originated.

·        Basically, while autocross covers basic on-site costs, the club is not raising enough money to cover all annual expenses.

·        Discussion propagated over ways to decrease expenses and raise money.

·        Randy suggested that the club defer discussions to future meetings to allow time for brainstorming and development of ideas.

·        Suggestions to raise money included a fun run like the Mustang Club.

·        Suggestions to cut expenses included giving away less to charity and cutting all discretionary expenses.

·        Randy made motion to close discussion, Ann – 2nd.  Vote – 11 y, 1 n.  Passed.

Motion – Raise Autocross Fees

·        Ann made motion, Bill 2nd.

·        Discussion:  Fees to be $25 for members/$35 non-members.

·        Effective June 1.

·        Voted: passed.

·        POLICY CHANGE:  DUES INCREASE EFFECTIVE JUNE 1.

Issue:  People Deserting their Assigned Work Posts

·        Particularly corner workers.

·        Issue on Sunday, 2nd Run Group, 1st Session and 3rd Run Group, 2nd Session.

·        Folks leaving for lunch, leaving early, just leaving.

·        Ideas to offer incentives, like lottery for autocross.

·        Ideas to penalize offenders.

·        Motion by Patrick (edited for clarity):  If a participant does not work their assigned station (failing to notify the Officials in a timely manner nor finding a qualified replacement for their position) then they will not receive times and points for the autocross event.

·        Patrick indicated every effort has been made to accommodate individual needs and schedules, yet we still have deserters.

·        Newer members indicate agreement to enforce penalty.

·        Drivers will be told in meetings.

·        Bill seconds consolidated and edited motion.

·        Unanimous approval.

·        POLICY CHANGE:  DESERTERS WILL BE PENALIZED FOR NOT WORKING THEIR ASSIGNED POSITIONS

Motion to adjourn Max, 2nd Bill, passed.

Meeting Adjourned at 8:47.

Potential Old Business Items for Next Meeting

·        Actionable Ideas for Income.

·        Actionable Ideas for Cutting Expenses.

·        Racing Update.

Policy/Rule Changes from the April Meeting

Policy: 4/2008-1 Effective June 1, 2008. Autocross fees will increase to $25 for SCCA members and $35 for non-SCCA members (annual dues paid).  Fees for military personnel may be discounted and non-drivers will not be charged entry fees.

Rule: 4/2008-2 Effective immediately.  A time/points penalty may be assessed by the Solo Chairman/Region Officials to autocross participants that fail to work assigned stations during the event.  If a participant does not work their assigned station (failing to notify the Event Officials in a timely manner nor finding a qualified replacement for their position) they will not receive times and points for the autocross event.    

Sports Car Club of America

STBR Minutes – January 9, 2008

Pre-Meeting Board Meeting – Opened 6:40 pm, Nolan’s

Attendees: Andrew McMillan, Randy Bissell, Ann Hamilton, and James Hamilton

Issues:

·         Passenger Rule – does the passenger rule for members apply to the new weekend memberships?  Tabled for investigation and discussion

·         Purchases and Plans – Andrew laid out necessary purchases for Autocross.

·         Chartering – Randy will send in documents once signed.

Adjourned at 7:00 p.m.

Regular Meeting – Opened at 7:04 p.m.

Attendees:  Board – Andrew McMillan, Ann Hamilton, Randy Bissell, and Brian Stubblefield   Committees – Pat Blackman, Bill Browning, and James Hamilton

Meeting Attendance:  Approx. 30 Members and guests.

Introductions:  Jerry and Ben introduced themselves

No Minutes to Report

Treasurer, Ann Hamilton:

·         Provided handout

·         Net from Autocross $203

·         Balance in Bank 10,247.83

·         Monthly Expenditures approached $2000, $900 for helmets and trophies.

·         Jeff Duncan asked about “typical” month.  Dec-Jan not typical.

·         Motion to accept (Brian Stubblefield)/Seconded/Passed by vote.

Membership – Max Hottell was absent

·         Randy reported minor increase in members – approaching 200 on email list.

Autocross, James Hamilton:

·         Run group rotation was success.

·         Radio problems

·         Warranty question?  Action – Needs investigation. No decision on pursuit of warranty or action to get new radios.

·         Overall very good autocross: 42 registrants, 39 finishers.

Trophy hats distributed for 2007 Class Awards (listing of recipients attached).

Old Business

Trailer Disposal at Cabaniss

·         Brian Stubblefield said that his contact fell through.

·         Could be disposed on a workday.

·         Andrew McMillan said he’d take care of it.

Charter Renewal

·         Randy Bissell will get forms signed and submitted ASAP.

New Business

Board to discuss rules on SCCA Members and Passengers

·         15 weekend members, $75 payment to national

·         Need to investigate costs per car.

·         Need to investigate rules on members.

·         (Randy Bissell contacted National on policy, Board to review)

Tech Inspection Team

·         Andrew proposed team to conduct tech inspections.

·         Pat Blackman said he had it handled with Tom Haycraft and Bill Browning.

·         No changes to inspection staff.

·         Andrew will make up “prepared car” cheat-sheet.

·         Remind participants about proper air inflation and having enough gas.

New Course Design

·         Course will change.

·         Need volunteers to help design changes – submit ideas to James.

·         White course on schedule.

·         Motion to change course layout from Red, White or Blue to new alternative, Karl Christmas/Seconded/Voted in by 12 for, 6 against/ Passed

AutocrossSchool

·         Presentation by Andrew McMillan

·         Possibly advanced school

·         Calendar – Planned for April (3rd weekend)

·         Randy to email a solicitation or include in Newsletter

·         Andrew will announce at next few autocrosses

·         20-25 participant limit

Equipment purchases

·         Various purchases are under consideration by Board.

Open Floor (Odds and Ends)

SCCA Convention, Feb. 7-8-9

Cleanup Day, March 15

Pat Blackman plea for volunteers to help clean up huts next autocross

·         Needs 3

·         No commitment expressed

Porsche Club needs to put stuff back where they found it.

Meeting Adjourned at 8:04 p.m. with Motion/Second/Pass by vote.

SUMMARY OF ACTIONABLE BUSINESS (Possibly Old Business for Next Meeting)

·         Board to address passenger issues.

·         Board to address fee issues.

·         Andrew will address Trailer removal.

·         James will develop new course for February.

·         Need radio solution. No assigned task.

·         Andrew to conduct autocross school (on calendar for April).

Regional Executive – Andrew McMillan/Assist. R. E. – Eddie Garza/

Treasurer – Ann Hamilton/Secretary – Randy Bissell

South Texas Border Region

Sports Car Club of America

Minutes – February 13, 2008

Regular Meeting – Opened at 7:10 p.m.

Attendees:

Officers – Andrew McMillan, Randy Bissell, Ann Hamilton. Chairs – James

Previous Minutes:

Read by Randy, MTA – Joey, 2nd

Bill, passed.

Convention Report (see report):

Randy. Kind remarks by James. Motion to reimburse

Treasurer Report:

Ann Hamilton (see report).

• Balance 1/31 = $10,578.38, Net effective balance (after accts. Payable) = $8943.88

• Autocross sanction now costs $9.75

• Concern expressed by several members (Bill, Pat, Max, Randy, Mario) about 

declining Bank Balance and is Autocross self-supporting.

• Concern by James that Autocross should not be accounted all club expenditures, short 

term and long term.

• Point by Max that Autocross is only club activity.

• Volunteer by Randy that he is willing to analyze 13 mos. of reports to determine

approximate gain/loss/cost of autocross.

• Point by Bill that we should explore revenue generating ads and sponsors.

• Point by Andrew that minor increase in autocross fees may be sufficient to offset

decline.

• Agreement to study problem with data.

Member Report: Max Hottell

• 120 Members

• 85 Households

• 5 renewals

• 3 prospective members in room.

Autocross Report: James Hamilton (see results).

• 40 Cars

• New Orange course – remains for two more events.

• Positive feedback on work assignments.

• More work needed on classing cars.

• Everyone will evaluate the parking at the next event.

• James may need to shift some results in this calendar year for consistency.

Old Business

Calendar Items

• March 1,2 Autocross at Cabaniss.

• March 8, 9 Porsche Club at Cabaniss.

• March 12 Next SCCA Meeting.

• March 15 SCCA Cabaniss Clean-up Day (notify PCA).

• Request for Race at Cabaniss in 2009 at Divisional Meeting in April.

New Business

Clean Up Day/Trailer Status

• Jason Buseman’s friend has first claim to trailer removal.

• Other options to cut up and remove.

Time Attack Challenge

• Large attendance last year.

• PCA is hosting a similar event in March – Super Lap Battle.

• Joey Hernandez will coordinate May Event.

• Joey will report status of effort on March 12.

Randy moved that May be designated Time Attack event and Cone Clash be held as

October Autocross. Max 2nd

. Motion Passed.

Open Floor

• Randy will be working on brochure.

• T-shirts in formulation.

• CC Speedway may be available for Rally Cross event.

Meeting Adjourned at 8:45.

Potential Old Business Items for Next Meeting

• Analysis of Autocross Costs

• Spectator Parking at Events

• Time Attack Challenge

• Work Day

• Discussions with Captain