2005 Texas Region Board Minutes

September Board Meeting Minutes

Texas Region, SCCA Board Meeting Minutes (not yet approved)
12 September 2005

The meeting was called to order at 7:30 pm by Sasha Lanz, Regional Executive. 

August Minutes were approved unanimously.

Committees gave their reports as follows:

TREASURER – John Dorety

Profit and Loss Report discussed. $820 in Merchandise Inventory will need to be written off.

Most of it was sold off at last race at fire sale prices due to the old age of the items.

RACE – Dan Cashman

Upcoming Double Regional in October at Texas Motor Speedway.

1300 Emails were selected from 4 Divisions and sent out.

No Postcards were mailed.

Ribbons were selected for trophies.

Need to clarify RV hook ups with TMS due to last races charged per RV space per electric hook up? Or, per RV space. Big rigs parked over multiple spaces and we were charged $50 for every space taken up. Equipment trailer needs to be towed up from TWS. With price of gas being higher, should TX Region look into buying our own trailer to be kept in DFW.

Working to develop new trainees for Course Marshall position.

Course Marshall is responsible for equipment (flags, pylons, etc) and drives the safety truck to provide flat tows, put down Oil Dry on the track, and various other on-course activities.

Upcoming Double School in December at Texas Motor Speedway.

Still need to finalize contract with TMS. 

MINI GP:  Brian Sill 

Should we continue to support the Lions Club? Mini GP’s require about 20 members to participate for it to run efficiently. This is a program that the TX region brought to the community to help non-profit organizations raise money by selling sponsorship of the karts. We no longer provide insurance and sanctions for the events so our volunteers cannot get license credit for working the event. The board discussed marketing the events to our members and possibly doing joint events at our May Flagship race.

MEMBERSHIP – Robey Clark

Currently region is at 911 members.  

Upcoming membership meeting at RUF Auto Centre.

Both the October and November membership meetings will be at the Radisson Hotel DFW South, on SH183 between Valley View and Esters. The October meeting will be the annual “Meet the Candidates” meeting, while the November meeting will be the club’s “Annual Meeting” and elections.

Classic Corral on Oct 22 at State Fair needs racecars. See website for details. 

All members in tow vehicle get a free admittance into the State Fair.

TX region is using part of the $1300 budget for advertising in Sportscar for the Double School.

The Annual Banquet is scheduled for TMS Speedway Club on Sat. Jan. 28^th.

Costs will be roughly the same as last year.

Submitted budget request of $2000 to buy new merchandise to sell at our events.

TX Region Polo Shirts are biggest sellers. Also, will order hats.

SOLO – James Thornton

No report.

RALLY – Sasha Lanz

No report

BOARD DISCUSSION – Sasha Lanz

Motion was made by John Dorety to spend $2000 for updated merchandise based on Robey’s recommendations. Dan Sherrod, 2^nd. Approval was unanimous.

Motion was made by John Dorety to publish financials on website.

No 2^nd was made.

The RoundUP will need a new editor soon as Richard Miller will vacate the position after one more paper. Richard was thanked by the board for doing a great job.  

John Dorety gave the costs of The RoundUp at about $1400 per issue (6 issues minimum) to be printed and mailed. Discussion centered on whether or not the TX region should continue to spend money on a hard copy newsletter or look at other more cost effective ways of satisfying our by-laws requirement of publishing a newsletter.

Robey Clark rode the new dirt layout of MSR’s 2^nd track configuration with Jack Farr. The hot pits area will be connected between the two tracks thereby making the hot pits large enough to accommodate SCCA racing. The paddock area was discussed and everyone agreed that we could park on the grass area like we do at several tracks such as Mid-Ohio and Hallett. Jack Farr has stated that he is open to working with the TX region to get MSR approved for SCCA racing.

Motion was made by John Dorety to create a committee to focus on getting MSR approved for club racing. Tim Evans and Robey Clark (both MSR members) volunteered to co-chair the committee.

2^nd by Dan Sherrod.  Approval was unanimous.

January SWDIV Corporation Meeting will be in Dallas, probably at a hotel near Love Field Airport. Looking into having Garrett Mudd come to present information on “Sponsorship Marketing— Position yourself, your team or your Region for Success” Donation ideas for Katrina relief efforts were discussed. The National Office is compiling all ideas and options to determine the most effective effort from the National office, including, but not limited to, direct support by listing those efforts already established by SCCA Regions and members. 

In the past, TX region has donated $2 per member to victims of the California

fires of which several SCCA members lost their houses. In addition, our region

donates a nominal amount to the selected charity of a member who passes away.  

No action was taken; however, the sense of the board is that the TX region would

like to provide some relief (911 members times $2) to be divided by any SWDIV 

members affected by Katrina. Anyone who knows of a SWDIV SCCA member

affected by Katrina is encouraged to contact an officer or board member of

the TX region.  

9 PM – Meeting adjourned

Respectfully submitted,

Tim Evans, Secretary