Minutes: Board of Directors Dec 2008

December 8, 2008

Facilitator: Diane Prokopf, RE; Carol Cohn, Asst RE; Sheila Burkett, Secretary; Jeff Leavell, Treasurer; Attendees: Member-At-Large: Don Melvin, Dana Hullinger, Bill Schnardthorst, Nadeem Bari, and Jeff Seelig; Past RE: Curt Faigle. Absent: none. Guest: Jan Rick and Chuck DeProw

Diane Prokopf opened the meeting at 6:30 p.m. at Syberg’s. Diane introduced our guests and asked everyone to introduce themselves.

Jan Rick updated the board on the Gateway contract negotiations. Jan was asked to include treasurer, Jeff Leavell in all discussions.

Chuck DeProw presented the SCCA Gear Region Affiliate Program for the PDX Website. Discussion on the affiliate advertising programs, our website structure and issues around sponsors. A motion was made by Sheila Burkett, seconded by Jeff Seelig to allow PDX and Solo programs to participate in the SCCA Gear Region Affiliate Program. Motion was approved unanimously.

November’s minutes approved via Yahoo Groups. September’s minutes were approved via Yahoo Groups.

Treasurer’s Report – Jeff Leavell
Jeff provided an overview of the financials and each programs budget to actual. A motion by Carol Cohn, seconded Jeff Seelig to approve the Treasurer’s report. Motion was approved unanimously.

Program Committee Reports
Solo Committee Report – Bill Schnardthorst

Club Racing Committee Report – Bryon Prokopf
STL race dates for 2009: March 28/29 regional/national/IT Tour, August 1 & 2 same, October 24/25 double regional. 2009 budget: cannot justify raising entry fees. The committee discussed ways to reduce costs without sacrificing quality. Gateway is not increasing rental costs. Ambulance and wrecker are contracted, so do not currently know their fees. National office has not notified if there are changes to insurance and sanction fees.

Gateway is having a CFR school on Apr 11, 2009. Diane F Prokopf and Mike Byington will instruct. F&C and grid are invited. Costs are Gateways. Diane will ask MiDiv for the money ($250.00?) that they allow for the region having a CFR school every two years. Exec steward, Bob Eddy has approved the validity of the school for MiDiv requirement purposes. Details to be discussed as time goes by. Tech chief still needed. Bryon has contacted the MiDiv DA for assistance.

PDX Committee Report – Chuck DeProw

Rally Cross Committee Report – John Huebbe:

Performance Rally – Tom vonHatten:

Road Rally – Larry Kronemeyer
Ron Ferris had called me sometime during the year about taking on the Rally program for 09. If he decides to take the program, I have all rally equipment, except the TimeWise clocks. Curt has the clocks.

If Ron does not take the program, I will allow my name to remain on the website for questions and answers. I will also continue to post and update the Rally Portal on the website.

I will not submit a budget for 09. If Ron takes program good, that will be his budget, but if not there will be no budget for Rally unless I get enough calls and volunteers to put on a rally. If I get enough enquiries, I will then come to the Board and request a budget for that particular rally or rallies.

In the season of 2008, I had 1 call about rally and it was from Ron Ferris pertaining to the above. Therefore I believe Rally should be put on hiatus until further interest.

New Business:
• We discussed the BOD meeting locations and time. We will stay at Syberg’s and at 6:30 p.m.
• We discussed the general meeting dates, locations and time. Jeff Seelig would like to take responsibility for the general meetings. There will be a February meeting at Maryland Yards.
• Reviewed why Solo and Performance Rally has a separate checking account. Historically, it was to ensure payments made in a timely manner. All accounts and books are reviewed on a regular basis and handled by an independent bookkeeper.
• Nadeem updated group on the banquet. January 17, 2009 in the large ballroom at Spazio’s. Cost is $32.50 per person. Carol Cohn moved, Jeff Leveall seconded that the board subsidize the cost of the banquet for $12.50 per person. Motion didn’t pass. Jeff Seelig moved, Dana Hullinger seconded that the board subsidize the cost of the banquet for $17.50 per person. Motion approved.
• Diane asked that the new members look on Yahoo Groups files at the bylaws and board responsibilities.
• Carol brought to our attention that SCCA National changed annual dues to $80 instead of $75. There will also be an annual waiver available for registration.

Old Business:

Jeff Leveall moved, Jeff Seelig seconded the meeting be adjourned. Meeting adjourned at 8:39 p.m.

ACTION ITEM ASSIGNED TO COMPLETED?
Update Bylaws Diane Prokopf & Carol Cohn In progress
Pull action plan out of strategic plan Sheila Burkett Tabled
Check to see why Larry K. didn’t get mailing Sheila Burkett
Charter Renewal Forms Carol Cohn

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