BIG ISLAND OF HAWAII REGION SCCA
BOARD MINUTES
NOVEMBER 13, 2008
KONA TELECONFERENCE

PRESENT: Jim Cohn, Barbara Archer, Jonathan Spiegel, Paul Zabel
ALSO PRESENT: Brian Dorr

CALL TO ORDER: The meeting was called to order by Jim Cohn at 6:05 p.m.

MINUTES: The minutes of the October 1, 2008 meeting were presented for approval.
M/S, Brian/Paul. To approve the minutes as presented.
MOTION PASSED - Unanimous.

FINANCIAL REPORT:

The financial report does not include payment of the audit fees for the last event. Waimea Auto will pay the $80.00 sanction fee. The track rent is paid. Other expenses from the last event are not paid as yet.

Our revenues are slightly below projects as are our expenses. As a result, we are OK budget wise. Revenue decrease appears to be related to a lower than expected number of entries at events overall as well as to reduced merchandise sales. Non-member entries at recent events are up.

We have enough money for anticipated expenditures.

The Car Control Budget will be part of next years' budget.

M/S. Barbara/Jim. To accept the financial report as presented.
Motion passed - unanimous.

MEMBERSHIP REPORT:

Membership Numbers: We currently have 61 members including two new members.

Jim suggested that Brian do a membership breakdown to show the number of members that are local versus dual members and out of area members. This will be done in future membership reports.

Brian reported there is potential for another couple of members. And there is a possibility of a returning member.

Annual Meeting: It was decided to have the 2008 Annual Meeting at the Hilo Dragstrip in conjunction with the January 25, 2009 Solo event. It was further decided that we will plan for a formal Annual Meeting/Banquet/Awards program in fall of 2009.

January 25, 2009 will consist of the following activities at Hilo Dragstrip:
" Solo Event
" Annual Tech
" Annual Meeting

Awards were discussed. Awards will include trophies, recognition awards and pre-registration awards. T-shirts will be the participation awards. An award list will be on the agenda for the December, 2008 board meeting.

We need to develop a plan/program outline for the Annual Meeting. This will be on the agenda for the December, 2008 board meeting.

Public Access TV:

Brian will be the "project manager" for this project. Brian will research what would be involved in this project and what type of club resources would be needed. Brian will report on the results of the research at the December, 2008 board meeting.

Website Re-Design:

The website design is complete and the website is functioning on the serverpros server. There are some technical requirements relating to transferring the original domain name so we can use the same URL as our original website. It was decided that we would give 72 hours to resolve the technical issues. If these issues are not resolved, we will obtain a new domain name and proceed that way.

Paul and Toby are working on resolving the domain transfer issues.

Brian suggested we will still need to email members on a regular basis. Brian suggested once a month. Barbara indicated she will continue to send emails prior to solo events with abbreviated information and a link to the website URL. Other monthly communications will be in the domain of the Director-at-Large.

COMPETITION DEVELOPMENT:

Cargo Container: Jim has not yet received written confirmation allowing placement of the cargo container at Hilo Dragstrip.

Jim needs a fax number to give to Paul Moffett so he can fax the agreement back to Jim. Paul gave his fax number (951) 346-4265. Jim will follow up with Paul Moffett. Barbara will provide Jim a draft Memorandum of Agreement.

Cargo Container Work Group: Jonathan will contact Sky Olson regarding this project. Jonathan will also work with Sky regarding specifications and requirements. Anyone with thoughts about specifications and requirements should email Jonathan.

Hilo Dragstrip Paving: The estimate for Hilo KART track paving improvements are $11,000.00. The Big Island Auto Club has a cleanup day scheduled for November 29. Paul will get the flyer to Barbara who will get an email out to SCCA members.

New Venue Development: No new developments here. Jim will write a letter regarding Upolu Point. The Old Airport and Keahole Airport will be dropped from discussion at this time.

David Dow reports an abandoned airstrip in the Laupahoehoe area. Jonathan will look into this.

RACING EVENTS:

Solo Report:
November Event: 23 people attended the November Solo Event including 3 temporary members. The event went very smoothly. No issues were noted.

January Event: It was suggested we have 3 heats for the January event to accommodate the annual tech and the annual meeting. A short-course design was suggested. Jonathan will outline some additional ideas at the December board meeting including a gymkana-type approach.

2009 Sanction Requests: Jonathan will submit the 2009 sanction requests in a couple of weeks.

Car Control Clinic: The club Car Control Clinic is projected for February, 2009. The public Car Control Clinic depends on getting participation from BMW. Jonathan and Jim will work on BMW participation. Nothing is firmed up at this point. The plan is to hold the technical portion of the Car Control Clinic outside the solo event at the BMW site and offer Car Control participants a voucher for a subsequent solo event.

Jim is the "project leader" for this project with support from Jonathan.

Evolution Performance Driving School: F. Brian Dorr contacted Evolution and posed some of the questions/concerns we need to address. Jonathan will follow up with Evolution regarding additional technical issues next week. Evolution remains excited about the possibility of working with us to do a program on the Big Island.

REGION OPERATIONS:

Sponsors:

We need to develop a sponsor policy/pricing system for the links and banners on the website. Barbara will draft a policy for the December board meeting. Two committed sponsors are Waimea Auto Center and Big Island Door. Jim is working with BMW on sponsorship.

Mazda Championship: Barbara Archer continues to contact Kona Mazda regarding this.

Kona Christmas Parade: Jim is working on the application which is due December 1. The parade date is December 13. The parade theme is "Songs of Christmas".

Waimea Christmas Parade: Brian is working on the Waimea Christmas parade application. The application is due November 28 and the parade is December 6. The parade theme is " A Christmas Full of Harmony".

Chamber Membership: Jonathan will report on this at the next meeting.

RE's REPORT:

We are not doing a good job of communicating. We need to do a much better job of communicating.

ADJOURN:

The meeting was adjourned.

Respectfully submitted

Barbara Archer