BIG ISLAND OF HAWAII REGION SCCA
BOARD MINUTES
FEBRUARY 13, 2008
KONA ALII #203
PRESENT: Paul Zabel, Jonathan Spiegel, Barbara Archer
ALSO PRESENT: Toby Olney
CALL TO ORDER: The meeting was called to order by Paul Zabel at 6:30 p.m.
MINUTES: The minutes of the January 9, 2008 meeting were presented for approval.
M/S, Jonathan/Paul. To approve the minutes as presented.
MOTION PASSED – Unanimous.
RE’s REPORT:
The RE’s report was deferred until the March Meeting.
FINANCIAL REPORT:
Jonathan presented the financial report including balance sheet and Income Statement. Net income is up slightly from last month. Expenditures are in line with budgeted and expected amounts. The Timing Equipment is paid for. The Van depreciation is on the balance sheet.
M/S, Barbara/Paul. To accept the financial statements and reports as presented.Motion passed – unanimous.
SCCA Dues: Barbara reported her conversation with National SCCA regarding dues. The National dues are the same as 2007 which are:
Regular member: $60.00
Spouse member: $20.00
Family member: $95.00
NOTE: A spouse membership must have an accompanying Regular member. According to National SCCA, spouse membership is for the spouse of a regular member only.
Adding the National SCCA regular and spouse member together totals less than the National SCCA family membership.
If Big Island of Hawaii Region SCCA keeps the same fees as last year, adding the REGION regular and spouse fees together add up to more than the region family membership charge.
There was discussion about changing the Big Island region fees so the combined regular/spouse membership would be less than the family membership fee. There was also discussion about dropping the spouse category and only having regular and family membership categories.
Barbara will once again, contact National SCCA regarding 1) dropping the spouse membership category; and 2) how to classify a single parent with children for purposes of membership. This issue will be tabled until the March board meeting to get this additional information.
There was some confusion at the January event about who is responsible for sending in the Temporary Membership forms. Jonathan indicated that the forms can be sent in without payment and National SCCA will bill us. From now on, the Registrar will mail in the forms and inform the Treasurer and Membership Chair that the forms were mailed.
Expense Reimbursement Form/Policy: An Expense Reimbursement Form and Policy were presented for approval.
M/S. Barbara/Paul. To approve the Expense Reimbursement Form as presented; and to approve the Expense Reimbursement policy with the change “must be signed by the person requesting the expense reimbursement, and must be approved by the Treasurer”.
Motion passed – unanimous.
We need a meeting and travel reimbursement policy. This will be on the March Board meeting agenda.
One Time Travel Reimbursement: In the absence of a meeting/travel reimbursement policy, Jonathan asked that the board approve his travel to the mainland driver’s school as an instructor. The money is in the budget.
M/S. Barbara/Paul. One time only, to reimburse Jonathan for air fare and car rental up to $500.00 for travel to the mainland driver’s school to serve as an instructor. This travel is at the request of the region.
Motion passed – unanimous.
MEMBERSHIP REPORT:
Membership Numbers: Membership is currently at 56 members.
Membership Questionnaire: A membership survey that has been OK’d for presentation by Brian was presented for review and approval. The distribution process will be to give out surveys at several to increase the likelihood of people responding to the survey. It was suggested we have a raffle of a T-shirt at each event that includes all those that complete a survey. A process for accomplishing this was discussed. Some additional items were recommended for inclusion in the survey.
M/S Jonathan/Barbara. To approve the membership survey and its implementation with the recommended changes.
Motion passed – unanimous.
Membership Goals: The following membership goals were established:
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10% membership number growth per year;
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Implementation of a tracking system for renewals and people that drop;
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Re-engage 2-3 people that drop membership;
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Implementation of a contact list for contacting potential members.
Website Proposal: Toby reported on the status of the website development. Nick has the CD with the total contents of the current Big Island website and is working on incorporating that information into the new web design. Nick also has a brief history of the region and the region’s 2008 schedule. Website development is still in process and will most likely take another couple of weeks. Nick will probably put the “beta” product on his website for us to review. Barbara will contact Nick next week regarding the status of the site development and a probable completion timeline.
Toby made the following suggestions:
Make provisions for future tabs;
Include the schedule on the Home Page;
Timing & Scoring is easier to manage in Excel, but let Nick know that the new T/S system can produce both HTML and be downloaded into Excel.
Until the new website is up and running, Toby will post the 2008 schedule, results, and pictures on the current website so information will be available to members and interested persons. The current schedule, any event results that come available, and pictures will be emailed to Nick.
Registration Software: Barbara and Toby will work on making sure that the new website provides for the insertion of an online registration system. Important criteria to nail down include:
Database based;
Use profiles;
Timing & scoring interface
It was agreed by all that we need to compare registration systems to make sure the system we install does what we need it to do.
RACING EVENTS:
Driver’s Schools: 5 people are confirmed for the Feb 22-24 driver school on the mainland. Additionally, Jonathan is going as an instructor.
Solo Report:
January event: The January Tune & Test event had 17 participants. All participants got a large number of runs. The Timing & Scoring system works well. The only “glitch” was having the sensors too far away from the computer. The system is wireless. We have a dedicated laptop for the Timing & Scoring System. Paul will get with Kirk to make sure the printer drivers needed are installed on the laptop.
We are working on adapting the van for central control.
Supplemental Regulations: The 2008 Supplemental Regulations were presented for approval. The PAX information and points cards will be added.
M/S. Barbara, Jonathan. To approve the 2008 Supplemental Regulations with the PAX information and points cards included.
Motion passed – unanimous.
A big Thank You to Paul Zabel for his work on the supplemental regulations!
February Event: Officials for the February event are:
Kirk – SSS & Timing
Barbara – Registration
Brian – Event steward (Paul will back up)
Paul Sears or Pat Brennan – Tech
Bill – Van
Kirk/Mike McCrary – Course design (to coordinate with Hawke pre event0
Paul will contact tech, van and course design people.
Car Control Clinic: Input from Jim is that he wants to continue to pursue the Street Survival Skills program. It was suggested we approach Tire Rack about doing a Big Island Region SCCA car control clinic under Tire Rack sponsorship. Another possible sponsor is UPR. Jonathan will contact UPR.
Information and the budget for the previous CCC were reviewed. Current costs and budget should be similar. Barbara will develop a written CCC sponsor proposal that can be “shopped” to dealerships, etc.
Dual Sanctioned Road Race: The dates for the dual sanctioned road race with Northwest Region are firm July 18-20. If those dates cannot be secured, the race will be canceled. We should know next week. It was also suggested we explore dual sanctioning with a So. Pac. Region.
OTHER BUSINESS:
There was no other business.
ADJOURN:
The meeting was adjourned.
Respectfully submitted
Barbara Archer
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