BIG ISLAND OF HAWAII REGION SCCA
BOARD MINUTES
April 13, 2009

Present: Barbara Archer, Paul Zabel, Mark Pernell, Brian Dorr

Absent: Jonathan Spiegel

Special Guest: Nick Zabel (Website Designer)

Also Present: Michelle Eoff (Recording Secretary)

Call to Order: Barbara Archer called the meeting to order at 9:15 am.

Minutes: The March 9, 2009 minutes were presented for approval.

Corrections made were for spelling errors. Also a change was made to Paul Zabel’s Strategic Plan #3 to read Enhance Member Communication and Web Site Maintenance.

M/S Mark/Brian. To approve the corrected minutes.

Motion passed-Unanimous.

FINANCIAL REPORT:

The financial report was presented by Barbara Archer on behalf of Jonathan Spiegel.

Year to date financial report shows $130.47 net income. Total assets $5,799.17. Brian has been reimbursed for his costs. Paul Zabel reminded board that he still needs to purchase rechargeable batteries for the radios. This purchase has been previously approved by the board.

The budget contains funding for operations only. If additional funds are needed, they will have to be raised.

M/S Mark/Paul. To accept the financial statements as presented.

Motion passed-Unanimous.

TRACK PAVING COMMITMENT:

Updates on the track paving project were discussed. The plan is approved with the bid coming in at $6,600 - $8,000. Tom Sluder will proceed with contractor.

SCCA has been asked to contribute to the track improvements. Board agrees to contribute no less than $2,000. There were questions:

How to raise the funds?

How much?

What will be the deadline date for the funds to be raised?

The Club also needs funds for Trans Pacific Exchange event and purchase of the cargo container. A committee consisting of Mark Pernell and Paul Zabel will develop an action plan for obtaining the $2,000.00 for the track paving. The action plan will be mailed to Board members – target date is 10 days from the board meeting date. Mark Pernell will contact Tom Sluder with the board’s decision.

The board also agreed not to limit the contribution for project to $2,000 if more money can be obtained. The club will have no more than 2 months to raise the funds for this project. The Board agreed that the funds should be paid to Kart Club paving project no later than mid June.

EVENT BUDGET:

Barbara will ask Jonathan to prepare an event budget. An event budget can be used for obtaining sponsors. Also, an event budget will show the full cost of conducting an event including such things as dash plaques and awards. This will help make the operations budget more precise.

Once we have an event budget, Barbara will put together an Information Packet for Sponsors. Sponsors will be asked to contribute the cost of the event they want to sponsor.

These sponsors will have their businesses advertised on all materials for that event. Paul mentioned that Kona Door is still on board to be a sponsor.

MEMBERSHIP REPORT:

Brian reports that the membership numbers are as follows:

Currently there are 59 Members.

Membership breakdown is:

46 Hawaii members

13 dual members

Hawaii Membership breakdown is:

Kona 9 members

Hilo 6 members

Waimea 12

Hawi 6

Other Big Island locations 6 members

Oahu 1 member

One new member signed up at the April Event.

Member Incentives:

Brian will be working on the National Members Incentive Program. Brian has received the database template from Barbara and will put together a Membership Database.

Brian has resolved the problem with NAPA over the member discounts. Car Quest was approached for member discount program, they will need follow-up. Checkers Auto has been contacted about member discount program is interested and Jonathan has the necessary paperwork.

Brian will also check on sponsor logos to use at the events and to provide a link on our web-site to their business. Brian will ask them to submit a logo in JPEG format to pass along to Paul and Nick to be put on website.

COMPETITION UPDATE:

April Solo Event:

A big Mahalo to Michelle and her entire family for all the “behind the scenes” work and their work at the event.

The April 12 event had a good turn out with 22 drivers. The new registration process is working well. It was requested that signage for the Waiver Tent be more visible and two signs should be used at future events.

Brian invited Teruko and Scott Hughes from the Maui SCCA club to join us for the April Event. They are both avid photographers and took photos all day.

Brian needs to have an assistant for Membership by the next event.

Mark reported on his conversation with Larry Schonick, So. Pac., regarding a Road Rally program. Larry is putting together a package that will include a DVD, rule book and written materials. Larry also recommended sending a member to L.A. to attend a So Pac Rally for training purposes, or having someone come out to our area. Paul will work with Mark on Road Rally details. Mark suggested Saddle Road location for Road Rally course. Mark will make a formal presentation at the next board meeting.

Brian has suggested Bradshaw Airfield at Pohakuloa training area as a potential solo site.

Evolution Autocross Update:

November 28 & 29 2009 are the dates scheduled for this event. Jonathan will be asked to prepare and event budget for this for presentation at the next board meeting. At this point, we need to prepare the event budget based on our event only.

The Maui club is interested in participation in Evolution School. If Maui does an event, the dates would be Nov. 21-22.

Car Control Clinic:

This topic will be discussed at the next board meeting.

Cargo Container:

Mike Mcary has called and emailed Robert Parker Smith about his container with no response. Barbara will call him one more time. There is another container available for $1,000 from Bill Sandborn. This container has leaks and would need repair. Barbara will contact Jonathan on this matter.

Region Operations:

The Strategic Plan input shows consensus around membership satisfaction. This will be the core of the strategic plan for this year. Mark pointed out that this approach focuses on the basics. The key elements of member satisfaction are

Good competition – which points to event system improvements

Website kept current

Evolution Driver’s school and possibly Road Rally

Member incentives are important to keep members happy.

There are SCCA cards available for members to hand out to prospective members as a way of introducing the sport.

Website upkeep:

Barbara has updated the “Join Us” link on the web site to read as follows:

FULL MEMBERSHIP- NATIONAL FORM with APPLICATION INSTRUCTONS

DUAL MEMBERSHIP- NEW FORM

FIRST GEAR- NATIONAL FORM

There was also discussion with Nick Zabel about how photos can be used.

Paul was asked to create a Member Discount box in the links page to hold links to local businesses that offer member discounts.

Paul and Nick Zabel were recognized for all their hard work they put into the web site to make it user friendly.

The webmaster now has an email address which is BIHRSCCA@aol.com. This email address is on the website.

Public access TV and Video:

Brian has one more T.V. class to finish then he will start the editing process. The finished product will then be ready to put on the web site.

Brian needs volunteers to help with the filming and return of camera. He is also looking for anyone interested in writing a program of the events.

Master Activities Calendar:

Barbara asked the board at the March Meeting to look at the calendar for September and decide what to move to July or Aug. After further discussion at today’s meeting it was decided to keep the calendar as is, noting that time is of the essence to get moving on these projects.

Brian is to contact Bill Sandborn about Christmas Parade Details for this year.

R.E’S REPORT:

Barbara reports that the Trans-Pac Exchange will be in Breaking News.

OTHER BUSINESS:

Mark has been in contact with Craig Young of So Pac News, he brought a sample page from the publication. The board was asked for their input on whether this was something to pursue at this time. The cost of the publication is $50 a month, $600 per year. Paul asks if it would be possible to submit a column and not subscribe. Another idea was to allow Craig to go onto the website and pull information he chooses for the SoPac News. Mark will follow up on that.

The board also decided to change the name of “Breaking News” to “Latest News”.

ADJOURN:

The meeting was adjourned 11:30 am.

Respectfully submitted,

Michelle Eoff, Recording Secretary