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SJR Race Planning Committee Meeting Minutes

South Jersey Region-Sports Car Club of America, Inc.

Minutes of the May 19, 2008 Meeting

David Teal called the meeting to order at 7:40 PM on Monday evening, May 19, 2008.

David informed all that Ed Jenks has resigned as the chairman to this committee effective today. David is asking all chiefs of specialty to step up once again and make contacts with their counterparts from other regions. David thanked Ed for taking over the chairmanship, even though it was for a short period of time. David did put out a call for someone, who has management skills, to consider taking over the chair. As to our budget, David informed all that John Borden has stepped up to advance the operating capital for our race events. Terry expressed everyone's thanks for David taking back the chairmanship.

The minutes of the previous meeting were posted on our website and David asked for a motion to approve as posted. Dan Zane made the motion which was seconded by Mike Allenbaugh. Motion carried.

Mike Allenbaugh covered the recent workshop for potential volunteer workers that was held at Mike's place of employment this past Saturday. Mike stated that six people did show up-this was because there was less than a weeks notice for this workshop. Mike thanked Randy for filling in on the pit specialty. There were 3 people who were interested in the pit specialty; 1 for flagging and communications; 1 for timing and scoring; and 1 for emergency services. There was one person, who is an instructor at UTI in West Chester, and he has several students that are very interested in participating in some sort of specialty. The instructor, David, is running a racing thing at the school and is trying to get his students interested in our sport. Mike thanked Ray, Randy, Dan, Eric and Jack for coming to the workshop as instructors. Mike felt that those folks that did show up were quite interested in being a working member of our Region. Mike's database currently shows 30 individuals who will participate in our events as workers. Dan will call David at UTI and ask him about Dan putting on a flag and communication seminar at the school. June 21st is the date set for the worker orientation and training for the track. Eric suggested that we have the students from UTI come to Pocono to observe the various worker specialties. Discussion centered on a request made by the NJMP track management to have some of our people train their people. Should there be a trade off.

NJMP Task List - This is update 4 dated May 4, 2008. Terry started with the track inspection which was usually completed by SCCA to make sure the overall requirements are met. Terry stated that SCCA is trying to get out of the track inspection business. Terry spoke with the Executive Steward and two of the Directors this past weekend at Summit Point and they talked about how, in the latest Sports Car, they have taken the track review out of the operations manual although it is still in the GCR. Apparently what they want to do is that they require the track go out and find a SCCA approved inspector and have that person inspect the track. Because we are so close to our first race date, this will be impossible. Terry suggested that SCCA accept the New Jersey licensing and Terry will push to have SCCA accept this. Discussion followed on this aspect.

On equipment planning - David has the lists from the various chiefs and there requirements. Meg has volunteered to help David get the lists together and put one overall list in final consolidated form.

J.D. will coordinate a meeting between our emergency services people and the Millville Rescue Squad to coordinate needs. Dan needs to know about our fire bottle requirements as he has a source to fill that need. A final determination will be made after a thorough track inspection.

Worker recruitment - a date has been set for June 21st to train those workers that have been recruited.

Under track coordination - Terry will set up a meeting with the track management - J.D., David and Terry will attend for this committee. The first meeting will be set for Thursday, May 29th. Terry hopes to make these meetings a weekly affair.

Finances - J.D., John and Brian will refine and go over additional data based on track restraints. Discussion centered on the personal paddock vehicle (PPV) license required by the track - $10 for the weekend. David suggested that this be covered in the supplemental regulations. Terry suggested that this should be part of the meeting agenda with the track management.

Online Registration - Valerie has decided to use Pay Pal for simplicity sake. Brian stated that Pay Pal is overall the best way to go. The event cost will be 3%.

Disaster Plan - Terry has the preliminary outline of the plan and would like to go over aspects of the plan with Millville Rescue and the track before finalizing. When final Terry will forward to our Executive Steward, Tom Hoffman, John Redden at Millville Rescue and track management.

Discussion on sponsorship followed and Terry put Randy, Eric, Brian and John on that committee.

July Regional Activity List - initial version dated May 4, 2008 - we have to come up with a name for the event. Terry went over the list.

Race Administration - Terry stated that for the July event the schedule and supplemental regulations have been developed and he will email to this committee for comments and suggestions. Sanction and insurance will be applied for. The event budget is in progress.

Under track coordination - once again Terry stated that there will be a meeting with the track with J.D., Terry and David attending and he will try to set up continuing meetings with the track.

Hospitality - arrange for coffee and donuts in the morning; coordinate lunch arrangements; setup a hospitality area and arrange for the Saturday evening party. Discussion on catering.

Under pre-event - trophies need to be ordered; design and order event t-shirts - J.D. will take care of these items. Meg will check on the availability of checkered flags which will be given to each class winner and she will check as to the availability of copiers/rentals. We will need to coordinate the pace car with the track or look into providing one of our own. For the event itself we will need to coordinate the daily water/gatorade run; manage the worker raffle; make sure the results are copied and posted; take care of trophy presentation/distribution; and ensure victory laps with checkered flags.

Communications - Dan Zane will arrange for F & C radios; Terry will do likewise for race administration radios. We will need to identify co-chiefs for tech; timing and scoring; flag and communications; pit; gird; and start. Each of our chiefs will reach out and get this information back to Terry. Mike Murphy did state that Bob Rivello will be the Tech chief for our September event. Terry did stress to each of the specialty chiefs that worker recruitment is paramount.

The next meeting is scheduled for Monday, June 2, 2008.

There being no further business, the meeting was adjourned at 10:10 PM.

Respectfully submitted,

Sue King
Secretary

THOSE IN ATTENDANCE AT THE RACE PLANNING COMMITTEE MEETING - APRIL 28, 2008

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