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BIG ISLAND OF HAWAII REGION SCCA
PRESENT: Barbara Archer, Paul Zabel, Mark Pernell, Brian Dorr, and Jonathan Spiegel. CALL TO ORDER: Barbara Archer called the meeting to order at 9:15 a.m. MINUTES: The minutes for the February 9, 2009 meeting were presented for approval. FINANCIAL REPORT: Year-end financial Report: 2009 Budget: Jonathan presented the 2009 budget. Revenue is budgeted slightly higher. There was a question about whether the container purchase is in the budget. The container is not included in the operating budget. Jonathan was asked to begin a capital budget. Jonathan noted there is some money for equipment purchase in the operating budget. Barbara requested that the sanction fee for the Trans-Pacific Exchange be added to the operating budget. The Trans-Pacific sanction fee is a “pass-through” fee. The fee will be returned to us when the race is reconciled. M/S Mark/Paul. To approve the 2009 budget with the inclusion of the Trans-Pacific Exchange sanction fee. Year-to-date Financial Report: The current year to date financial statement was presented. We show a small profit at this time. Track fees for March are paid. Brian requested reimbursements for additional catering costs, and the TV class. Jonathan will follow up on these items. Costs for the container are on hold until an agreement can be made with Robert Parker Smith. Paul inquired about a PA system or other such communication for the track. Jonathan suggested an old CB radio. Also brought up were funds available for timing equipment. Jonathan will work on timing equipment. M/S Mark/Paul. To approve the current financial report as presented. MEMBERSHIP REPORT: Membership numbers: We currently have 58 members. Membership breakdown is:
Hawaii member breakdown is:
We had no new members from last event. National’s Member Incentive Program: Brian is working with National SCCA to find out more about the member incentive program. This program includes discounts on membership renewal fees for working a specified number of race days per year. There are various levels of discounts depending on the number of days worked. Databases: Presentation and discussion of the region databases for tracking non-members and new members was deferred until the next meeting to allow additional development time. Barbara will work with Brian on the databases. Membership Benefits: Brian contacted Hilo Goodyear about a proposed group tire buy. Brian is still working on this and needs to talk to managers at the businesses for best results. Paul suggested that NAPA update their system to make it easier to find SCCA at the check out counter for members. Brian will follow up with NAPA. Paul spoke to a representative from Mokulele Airlines. The airline may consider offering a discount rate for group flights to other islands. Paul also has also been in contact with Bif Island Door regarding sponsorship. Big Island Door is ready to become a sponsor. Jonathan was asked to identify sponsor areas and amounts for interested sponsors. Membership Dues: Paul presented a dues restructure to match National dues. The following breakdown will put us in line with the National dues structure:
M/S. Jonathan/Mark. To approve the dues structure as Presented. Paul informed the group that the new national registration form with instructions is on the website. Now that we have an approved dues structure, Barbara and Paul will get the region’s dues structure on the website membership application. COMPETITION UPDATE: February Solo Event: Jonathan reports that all went well at February’s event with 24 drivers. 13 PAX cards were sold at 15.00 ea. Jonathan reported that all solo sanctions for the rest of the year are applied for. Divisional Solo Event: Jonathan presented a proposal for consideration to sponsor a mainland driver in the Southern Pacific Solo Divisional Championship if a sponsor can be found to fund the car/driver. It was also suggested that Big Island members be asked if any would be interested in participating in select mainland events if a sponsor can be found. It was also suggested that a buddy/share-a-car combination be explored. Evolution Driving School: August 29th and 30th were suggested as dates for the Evolution Drivers School. New dates for the Evolution school were suggested: Plan A -- September 26th-27th. Plan B -- November 28-29th. Jonathan and Brian will follow up on this. Car control clinic: Now that we have dates set for the Evolution Driving School, we will back into dates for the Car Control Clinic. Possible dates are June or August plans are ongoing. Jonathan will work on this. Registration re-organization: The registration group has re-designed the registration procedure to provide for a quicker, smoother registration process. The new process flow charts and procedures were reviewed and explained. Critical points are:
Paul had a question on training for waiver tent; all agreed that personal would need to be trained. We also need to work on waiver tent staffing. Tech will be in charge of car numbers, at future events. An email will go out to members about the changes in the registration procedure. We will inform all of the new system at the March event and will implement the system fully at the April event. Brian will staff the membership table starting at the March event to sign up new members and to handle weekend memberships. There was a question about a member who renews but has not yet received their new membership card. Membership can be verified by photocopy of the renewal application with date if the renewal is in the mail. Jonathan had an update about the cargo container. Jonathan will contact Mike McCrary about the equipment manager position. The payment agreement for the cargo container will be held until the cargo container is inspected and payment details are confirmed. Track paving update:
The KART Club has changed the layout they would like. Paul has a paving estimate for approximately $6,600.00 for materials and labor. Tom Sluder has a quote of approximately $8,000.00 for materials and labor. Tom Slude reports the county will credit the cost of materials which is expected to be about 30% of the total cost. Paul will talk with Tom to decide how to proceed. Jonathan will contact the new KART club about helping with costs of paving. Trans-Pacific Exchange: Barbara reports that Trans-Pac is a go. The sanction fee is due August for September. REGION OPERATIONS: Strategic Plan: Barbara asked the board to list three goals from the mini strategic plan in order of importance to each member. Jonathan:
Brian:
Mark:
Paul:
Barbara:
Barbara will consolidate all inputs and make a list by priority. Brian suggested putting a human-interest focus on information for the media. Jonathan will look into a Spectator Solo event. This can be advertised and a fee may be charged to the public. Brian also had a question about Social events that the club members would like to be involved in. Brian has a member questionnaire. It was suggested that a question or two about social events be added to the member questionnaire. Mark had a question about charities that the club is involved with. The club’s official charity is the Arc of Kona is our charity. We will donate 10% of our fun-run money to the Arc of Kona when our 2008 books are closed. Web site update: Paul is adding items to the request list for the website update. Paul is also working through a checklist of items that need to be finished during Phase I of the website development. Paul is also working on formatting results including PAX scores. Enough of the structure development is done so that Paul can now get Scott Okuna involved in data gathering for the website. It was suggested we add a hit counter to the web page to count how many hits the site gets. Brian reports that TV class will be complete this week and may have camera at next event. Brian also reported that there is no need to send other members to TV class as he can train additional members. Paul asked Jonathan if Jevon would be interested in putting a link for Waimea Auto on web site. Activities Calendar: Barbara presented a calendar of events for the year and has asked for the September calendar to be cleared up by moving some items to July and August. OTHER BUSINESS: Officials’ Lists: Preliminary officials’ lists were presented for review. All board members were asked to identify people who can fill the blank positions on the lists. Liaison: Barbara asked Mark to become the Region’s liaison and work with South Pac. Divisional director. We need to strengthen our communication with So. Pac. Division. This will also get Mark involved in the national scene and procedures. Mark agreed to take on this responsibility. Mark was also asked to become familiar with worker licensing as part of the liaison activities. ADJOURN: Respectfully Submitted, |
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