minutes of board of directors meeting -...

October 11, 2017 minutes B. Thorpe 10/19/2017

Minutes of Board of Directors Meeting Wed October 11, 2017 7:00 pm @ Aubree’s Pizzeria, Northville, MI Attendees: Jennifer Merideth, Brian Thorpe, Frank Putman, Scott Harvey, Ken Wiedbusch, Jerry Shiloff, Jennifer Glass, Pat Barber, Jon Jareo, Greg Anthony, Keith Armitage, Mike Nienhuis, John Kytasty, Eric Penn, Steve Balanecki, Sue Wiedbusch, Dan Assenmacher, John Fishbeck, John Li. Meeting called to order at 7:12pm

1. Current and Online Business

a. Meeting minutes’ approval

i. September minutes: Motion – Frank Putman, 2nd – Jon Jareo, unanimous.

2. Reports

a. Race

i. Gingerman SCCA Majors Race – Surplus was ~ $20k. (See appendix 4 –

Final budget). Only 30 Detroit Region workers were present out of over

100 total. The 2018 Runoffs will be at Sonoma Raceway, CA so we don’t

expect many of our workers to participate.

ii. Empire Hillclimb, Sept 16 – was a great success. One car crashed into the

barrier/parking lot after the finish. There were no injuries and only slight

car damage. An incident report was filed. DRSCCA was asked to run the

event again next year.

b. Rallycross

i. Crystal Motor Speedway, will run on October 14.

ii. Thistle Hill, September 23. There were 50 entries. The scoring

spreadsheet had some errors. Jon Jareo is investigating.

iii. November day/night event, Nov 11 and 12, at Oakshade – two budgets

were submitted but showed some inconsistencies with Sanction Fees, so

they will be resubmitted on a single sheet for both since for Sanctioning

purposes they are considered one event. (See appendices 5 and 6).

c. Solo

i. Report by Jeremiah Mauricio:

This weekend at our Fall into Autumn event we had an incident. Matt

Solnik slid into two ice freezers and fence post. It was in a region of the


course we have setup similarly many times and had no other issues in that

area. Matt walked away with only scratches on his arm, but his car was

damaged.

Eric Penn was the safety steward and submitted the Incident report along

with individual insurance form. MIS security came and documented the

event and allowed us to continue with the event. I continue to work with

Eric to provide any documentation I can as part of the incident. We had

insurance and sanctions in place like always, and we followed our safety

guidelines for course setup.

We were about to start 5th and final runs of heat 3 when the event

happened. The delay took a little over an hour and instead of picking up

and finishing the 3rd heat, I made the decision to end the 3rd heat

because of the long wait with course workers sitting on course during the

delay. Some people were not happy about the decision, but this allowed

us to transition to the 4th heat while the car was removed from the

course. I made this decision with the counsel of several experienced

drivers and I do feel like it was wise, even as someone who was driving in

the 3rd heat.

I have also contacted MIS to ensure they are satisfied with our response

in this situation and to ensure we can continue to use the facility in the

future.

As it stands I have not closed out our last two events and I don't believe I

will have things complete to make a reports on those events until the

November board meeting. See Appendix 1 and 2 for the Incident Report

and Waiver of Liability form.

ii. After Nationals Solo at Schoolcraft: there was a minor incident where a car

left the track onto the grass and had to be towed off. There were no

injuries and no car damage, so no Incident Report was filed. However, this

prompted a discussion on when a Report must be filed, with the Insurance

Company requesting even minor incidents be reported in case subsequent

injuries or damage are/is found. Definition of a Minor Incident varies by

type of event and is ultimately up to the Safety Steward.

iii. Season Ender at MIS will be on October 21.

iv. After the fireworks - final budget (See appendix 7)


d. Rally

i. Clare Color Tour had 15 entries and it was successful.

ii. Pavements Ends Rally, South Lyon Aubree’s, will be held on November

18.

e. Asst. RE

i. Frank Putman will have the banquet budget at the next meeting. The date

is set for February 3, 2018.

ii. Still looking for some awards from 2017.

f. RE

i. There was a Budget Committee meeting on October 3, where the

discussion was about improving the Budget Forms, and finding a better

way to audit and track events. Committee members are J. Merideth, J.

Glass, B. Thorpe, F. Putman, J. Jareo and D. Assenmacher.

g. Treasurer

i. At the end of September, we had $141k cash on hand. The surplus from the Majors Race was deposited in October, so does not show up in September figures.

h. Membership

i. We have 1430 members, down 27 from last month. There were 21 new members and 48 lapsed. 3 Service Awards were mailed out.

i. Equipment

i. Thanks to John Lisiecki for set up and cleanup of timing equipment at the

Empire Hillclimb.

ii. Funmover, fire extinguishers will be stored in a heated facility in Lincoln

Park. Arranged by Pat Barber. Cost is $550 to $600 for 6 months.

iii. We have 24 water fire extinguishers in inventory. We have no plans to use

them so the faulty one will not be fixed. They have no resale value.

iv. Kew W. is getting quotes for wireless timing repeaters.

j. Open Exhaust

i. The next edition will be published by the end of October.

k. Street Survival

i. Fowlerville, Sept. 16, was oversubscribed due to better promotion this

year. We had 17 volunteers and gained some weekend memberships.


l. Website/Social Media

i. The website forums are visible to everyone but you cannot post unless you are logged in.

ii. The BOD Discussion area is only visible to members logged in but only BOD’s can post.

iii. The BOD Voting and Executive Session is only visible to BOD’s.

m. Special Events

i. None

n. Social Events

i. None. Will try in November.

o. Calendar Review

i. Matt W. will update the calendar.

3. New Business

a. Non - Event Budgets i. None.

b. Equipment Loans/Leases

i. None

c. Other New Business.

i. General Election. 1. The Ballot has been prepared and is with Pyramid

Communications. 2. A late candidate, John Kytasty, was accepted for the 2-year term

position. The ballot will be amended. 3. Ballots will be sent out so that members will receive them before

October 22 in accordance with our Bylaws ii. Financial Director

1. Dan Assenmacher is interested in this position and was present at the meeting.

2. He will present a resumé before the next meeting. iii. Advanced Safety Training at Waterford Hills

1. For the 2015 event, DRSCCA apparently agreed to pay $1332 towards the cost of the event. It was never paid, probably because we did not receive an invoice. Now they are asking for it. BOD’s recollections about this varied. The secretary at the time, Steve Balanecki, will search for backup documentation.


2. The event is open to SCCA membership and more advertising will generate more SCCA interest.

4. October Meeting Date and Location Next meeting will be at the Aubree’s on Haggerty south of 8-mile Rd, on Wednesday November 8, at 7pm. Other sites will be studied.

5. Adjourn Meeting was adjourned at 9:17 pm.


Appendix 1.


Appendix 2.


Appendix 3.


Appendix 4.


Appendix 5


Appendix 6


Appendix 7


Agenda

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