Board Meeting Minutes

February 26, 2003

The following are the minutes for the Lonestar SCCA Board meeting held on Wednesday, February 26, 2003, at Athena Manufacturing at approximately 7pm and finishing approximately at 10pm.

In attendance were Tom Dalrymple (board member), Joe Lamping (board member), Pat O'Keefe (Treasurer), Greg LaKomski (member at large), Paula Taylor (Assistant Regional Executive), Darrell Matocha (Regional Executive), Bill Johnson (board member), and myself Donna LaKomski (Secretary).

The following items were covered, but not necessarily in order as listed below.

Board Meetings

• next board meeting, 4th Wed of March (March 26), 7pm at Athena
• meetings to be conducted at Athena until board business can be resolved in 1hour or less
• thank you Bill Johnson for use of Athena Manufacturing conference room
• Darrell to e-mail agenda to board member approximately 1 week prior to meeting

Race Contract for January and May events:

• has not been signed
• provided by Darrell for review
• to be signed by Darrell
• $800 to $1000 more per event as compared with last year, approx. $17k per weekend
• each region is provided with same contract - originally negotiated by Jack Marr (SOWDIV Exec Steward)

May Race Discussion

• Darrell to contact South Texas Board Region RE with a few days to discuss co-op/sharing race duties, i.e. STBR to provide race chairman
• Darrell to email Lonestar board with feedback to board on discussion with STBR RE, is that region interested in taking on race
• Recommended standard 2 day regional/national format, not to add a second national
• Backup plan has Greg LaKomski offering to be race chairman
• Thanks to Rosemary for offering to be Chief Registrar

Treasurer Letter to Board

• (Note: for those who are not aware, the Treasurer mailed a letter to the board members concerning race accounting for the January race.)
• Treasurer and Assistant Race Chairman to get together to discuss accounting and open issues

Worker Committee Meeting

• All regions in Southwest Division (SOWDIV) have provided a member
• To provide recommendations on how to retain and recruit workers to Jack Marr, about April timeframe
• A worker fund set up by SOWDIV has approximately $6000 with no spending recommendations
• Lonestar Region committee member is Shawn Hokenson (apologies for spelling), thank you to Shawn

Report on SCCA National Convention by Darrell

• Lonestar Region sent Darrell
• Darrell suggested reviewing SCCA provided minutes/notes - a whole bunch of stuff covered in a very short time
• SCCA University is providing training
• Insurance for UNDER 18, both parents need to sign, highlighted by SCCA
• RRR = Recruit, Retain, Recognize - how to do it better classes
• Software for registration, timing and scoring and online renewal by summer
• Overall impression was positive and SCCA changing for the better

Triumph Club Auto Cross

• Sent email to Darrell requesting help and equipment from Lonestar region
• Region possibly providing cones and people
• April 26 in Fredricksburg
• Contact Robert Kramer (RKramer@rdoequipment.com) for more info

Equipment

• Joe to inventory equipment at storage location and trailer at TWS and report back
• Trailer is at TWS and access needs to be coordinated with TWS personnel
• Trailer is believed to need brake repair
• Matochas have fire bottles, flags, etc which are in need of repair, refilling, drying, cleaning ,etc from last race

April Car Show for Texas School for Deaf

• Due to resources spread very thin, board decided not to participate

May Karting at RPM

• cosponsored by RPM with 100% of proceeds to charity (Children w/ Cancer)
• requesting Mark Stone to provide more info
• decision on how to participate delayed to next meeting

Financial Report and Financials from January Event

• Treasurer provided 2001 and 2002 general ledgers, balance sheets, and income reports for region
• Also, treasurer will provide 2002 tax return to SCCA and check into charter renewal
• 2002 Form 990 due 5/15
• Treasurer missing information from January event, SRF compliance fee, insurance charges, equipment rental
• Assistant Race Chairman to provide cash and receipts to Treasure for reconciliation
• Assistant Race Chairman and Treasurer to meeting to discuss open issues

Procedures

• general discussion about establishing money/information handling procedures at races
• board acknowledges no procedure is in place

Submitted by Lonestar Region Secretary, March 5, 2003, Donna LaKomski