BOARD OF DIRECTOR'S MEETING OREGON MOTORCYCLE ROAD RACING ASSOCIATION Thursday, May 1, 2003 DRAFT ONLY UNTIL ACCEPTED BY THE BOARD PRESENT: CHRIS HOWARD, GINA HOWARD, SIMON-PIERRE SMITH, JIM KENNEDY, FRANK BERTHOLD, ROXANNE PENSE, PIRKKO HAAVISTO, LES GREEN, DEANNA OLSON, TJ JANSS GUESTS: JOHN ACERBI, DAVE HERRING, MARK CONNER, KURT FRY, ERIC DORN Chairman Jim Kennedy called the meeting to order at 7:30 pm. MINUTES: Motion to approve the minutes with corrections. Seconded. Motion approved. OLD BUSINESS: AIR FENCE: Still need to find out about storage areas, area needed for that, etc. Need to put some in a container, some outside. POCKETBIKES: The tests for Novices went well. MOTORCYCLE SHOW: Go for Sunday, have volunteers. INSIDE PITS: PA and Power are a problem - we were told by PIR that within a couple of months both would be operational. Jim Kennedy will pursue also having lines painted in the pits. Jim Kennedy will be the contact for both of these issues. NEW BUSINESS: INSIDE PITS: Vendor incident at first race. The vendor called the track, the Board and then the Drag Manager, who the incident had occurred with. Talked and heard both sides. Improvement in communications between users of the track is necessary. Track thought they had told club how to exit after the drags began. The letter received by OMRRA from PIR appears to not correctly state what happened. Discussion of timeline when letter came and when things were discussed and how times fit in. Have talked with the drag guy, Pete Macias. The Vendor said they admitted wrongdoing. MOTION: Board as the Vendor for a written letter of Apology to Pete Macias and that the Vendor is subjected to two race weekends of probation. SECOND. AYE - 8, NAY - 0, ABSTAIN - 2. Motion Carries. The letter will be mailed by Monday. RIDER ISSUE - Apparently a rider ignored several flags and was disqualified. What should occur now? The Rider Rep will talk to the racer and find out what occurred, then discuss at the next meeting. CONCESSIONS: Put in an event request that we are using volunteers to prepare food, can figure out the line items after the event. Still an ongoing issue will do what we need to for now. SCHEDULE: Why were crossings changed? We will do a schedule for the future so that the schedule doesn't change. STATISTICIAN - Things are coming together. RIDER ISSUE #2 - Issue with another racer. Many issues with turnworkers, officials, etc. Very rude. MOTION: Not allow this racer back into PIR at the next event. SECOND. AYE - 10, NAY - 0, ABSTAIN - 0. Motion carries. HOT PIT TEST AREA - Noise carries farther in the inside pits, and there appears to be no area to test your bike out. Discussion regarding having an area, where to have it, pros and cons. We do not have a resolution right now. GRID PROCEDURE: If racers miss the hot lap, they will follow the pack of bikes out from the hot pit lane after the group has gone. Discussion of pole position, and should it be right to left, or left to right. Janice will find out if the software can do it. RADIOS: Need more. Agreed that we need 5 more. MOTION: Buy 5 new radios. SECOND. AYE - 8, NAY - 0, ABSTAIN - 2. Motion carries. RIDERS MEETING - Suggested to give riders an information sheet at registration with any changes/updates for the day. PIT IN - Don't have enough volunteers to stop riders from jumping in, how do we deal with it? Can enforce, will recognize it, deal with it when we can. Announce at the riders meeting to take a full lap cool down, and then proceed with disciplinary procedures if this is not followed. BMW DAY - our first specialty day this year. Want to have the specialty bikes park and show on the outside. Jim Kennedy will check for conflict. FUEL CANS: Cannot leave at track. Please mark cans with racer number. If they are VP, Eric will take them and dispose of them. Add it to the rider list - contact all vendors and have them do this. Chris will talk to the vendors. HOT PIT WALL - How to get unauthorized people away from the wall. Buy wristbands, 2 per racer. Must have people print sign for wristbands, will put down racer number with name. CROSSING - Getting TOR across the track, etc. Will make up "Track Crossing in ____ Minutes" signs. BOARD POSITION - Appears that Herb will be gone for a year - Janice will talk to Herb, find out what the situation is, perhaps get a proxy person. POCKETBIKES - Doing a story on them for an ABC affiliate, perhaps other film crews.  YSR - Want to do an exhibition during the July race on the Pocketbike track. Need to look into the potential issues around this. VENDOR PARKING / PARKING - Where to park, fire lanes? Keep vendors off hot pit wall. Check on where fire lane is. What is the amount of space you can take up? Must keep the middle lane open by Pit In/Tech.  DOGS - MUST be on leashes. Having problems with this again. VANDALISM - Appears that PIR is pointing the finger at us. Inappropriate to state this in a letter without all the sides being heard. Jim Kennedy will draft a letter to PIR and ask Board for input. Other issues involved in this are that another club was using the track when the vandalism occurred, why is it us? TOR/SPECIALTY DAYS - Make sure workers get food when they stay out on the turns. Motion to adjourn. Meeting adjourned at 10:45 pm. OREGON MOTORCYCLE ROAD RACING ASSOCIATION BOARD MEETING JUNE 5, 2003 PRESENT: CHRIS HOWARD, GINA HOWARD, SIMON-PIERRE SMITH, JIM KENNEDY, FRANK BERTHOLD, ROXANNE PENSE, LES GREEN, DEANNA OLSON, TJ JANSS GUESTS: DAVE HERRING, JESSICA OLSON, RAYCE LOGAN, CHRIS LOCATELL AND THE ASIT TEAM Chairman Jim Kennedy called the meeting to order at 7:30 pm. MINUTES: Motion to approve the minutes with corrections. Seconded. Motion approved. ASIT TEAM: Have done revisions to the document - heard issues from workers that are on the track and others involved in a race day. Suggest changing name to Intervention Team versus Black Flag Team. Different responses from different team members - will need to take it on a case by case basis. What about who makes the decision that someone can or can't race? Better than what we have now. Do we need legal counsel or not? Janice will run it by a lawyer. Lengthy discussion regarding who is responsible for calling the team onto the track, etc. Find out where people are pitted, check on them after a crash. ASIT teams will take care of it, check on them. Go forward as is, before we cast it in stone. Already said that ASIT is approved to go ahead and act. Document is a guideline. MOTION: Start ASIT enactment at the next race weekend. SECOND. AYE - 9, NAY - 0, ABSTAIN - 0. Motion carries. OLD BUSINESS: AIR FENCE: Still working on it. MOTORCYCLE SHOW: Went OK. INSIDE PITS: PA and power. The PA is being taken care of; Jim will address power and painting lines. VENDOR ISSUE: We should talk to Pete Macias, the drag guy, and make sure he got the letter and it is OK with him. RIDER ISSUE - Rider was reinstated, scoring has been adjusted. CONCESSIONS - Has contacted us for payment. We have contacted legal counsel. We need to pay for our first two races. Need to contact and work it out right away. STATISTICIAN - We are doing a fake race day to try and solve issues, get all the folks to know and work with all the factors involved. HOT PIT AREA - able to pull past pit-in cones, but it is racers responsibility to be safe. RADIOS - Have 5 new ones. RIDER MEETING - Forms will be handed out next time. Riders Meeting will be at bike tech, get folks lined up in the hot pit in the early AM tech. Pit Board moved from Pit In area to end of hot pit lane. Discussion of what will work best for everyone and be safe. Try it half way down. FUEL CANS - One Novice left a fuel can, also tried to remove their name and number from it. Discussion of how to penalize. Can we fine them if we weren't fined? MOTION: Rider should be fined, under N3 and N4 in the rulebook, $125 and disqualified from that days races. SECOND. AYE - 6, NAY - 1, ABSTAIN - 1. Motion carries. HOT PIT WALL - Wristbands worked well, but who and where will they be handed out? Some pit crews don't show up until later, must have access to them. Crew, not spectators, must sign the release. Perhaps pass on to tech after registration closed. Decided to have tech handle them the entire day. CROSSING: - Problems appear to have been resolved. BOARD POSITION - Herb has not been able to make Board Meetings, what should be done? As the general membership. POCKETBIKES - could do the TV spot. YSR bikes want to do an exhibition. 3-4 bikes, only pay the $30 Safety/Insurance fee. FIRELANE - Really need to have lines painted in the inside pits. NEW BUSINESS: PESTES APPEAL - Discussion of who caused the red flag, witnesses who saw it, what can and should be decided by scoring, etc. MOTION: Accept appeal by Hugh Pestes and revert scoring to previous lap results. SECOND. AYE - 9, NAY - 0, ABSTAIN - 0. Motion carries. POCKETBIKE RULES - Changes include minimum age is now 5, cc size, # plate, noise levels, equipment changes, points. MOTION: Accept new Pocketbike rules as printed. SECOND. AYE - 8, NAY - 0, ABSTAIN - 1. Motion carries. VINTAGE DAY - Trophies are ordered. Schedule runs too late, must be off track at 5:00 that day. Need to have show bikes on the inside of the track. There is an event in the outside pits. CHARITY - Food Bank in August. Do Door prize drawings, etc. TASTE OF RACING - $260 the first weekend, $200 the second. Need more vests. TROPHIES - ordered for April/May/June races, plaques in 3 sizes. SHIRTS - Need more white Official shirts. Motion to adjourn. Meeting adjourned at 10:25 pm. SUMMARY OF FAKE RACE DAY - JUNE 14, 2003 ISSUE: Connection between computers between outside and inside tower. SOLUTION: Move statistician and server to inside tower. ISSUE: Scoring results between towers. Fast copier for Manual Scoring. Need direct communication between manual scoring and the statistician. SOLUTION: Two new fax/copy machines and find out about communication between the two. RESPONSIBLE PARTY: Frank will find out about the new phone system. ISSUE: Need person on grid to account for DNS. Need 2 more people at Start. SOLUTION: One of the two new people will be a runner with information, grid sheets, DNS's, etc. RESPONSIBLE PARTY: Roxanne will let Acerbi know that Start needs two more workers. ISSUE: dBcom issues - not working, placement, worn out batteries. SOLUTION: dBcom must be working at tech, or you won't pass. RESPONSIBLE PARTY: Chris Howard will enforce at Tech. ISSUE: dBcom computer needs to work with the Kronos/dBcom software. Yamaha scoring computer needs to have Windows 98 on it. SOLUTION: Get updated software and Hasp. RESPONSIBLE PARTY: Mark Conner will fix Yamaha, and look into the software issues. ISSUE: Need software for separating "senior" class results. SOLUTION: Perhaps new software written. Need designation in the database. RESPONSIBLE PARTY: Darren Carpenter is trying to write new scoring software, and will incorporate this in his project. ISSUE: Riders need to know what their responsibilities are. SOLUTION: Hand out a rider responsibility form. We will eventually have it printed on the back of their rider copy on their paperwork, until then, hand it out at the gate. RESPONSIBLE PARTY: TJ will make up this form. ISSUE: Files from the database need to get to dBcom in scoring. SOLUTION: Copy them on a disk and hand deliver it. RESPONSIBLE PARTY: Janice will copy on a disk, and we will get a runner to deliver. ISSUE: Posting grids, results, etc. SOLUTION: Need a runner to post results, grids, dBcom times, etc. Also need a place, like a display case, in the inside pits, for posting. RESPONSIBLE PARTY: Jim will look into the display case. ISSUE: Don't have someone who will take over class and championship points standings. SOLUTION: Ask a racer who has volunteered, Matt Gehrke, if he is willing to do this. RESPONSIBLE PARTY: Janice will ask Matt. ISSUE: Software backup and hardware teardown at the end of the day. SOLUTION: Find a volunteer RESPONSIBLE PARTY: Brad Hochalter volunteered for this. Janice will train him. ISSUE: Grid needs to be staggered, and be moved west to the dBcom scoring line. SOLUTION: Paint new grid spots RESPONSIBLE PARTY: TJ will paint the grid. OREGON MOTORCYCLE ROAD RACING ASSOCIATION GENERAL MEMBERSHIP MEETING JUNE 10, 2003 President Frank Berthold called the meeting to order at 8:04 pm. MINUTES: Motion to approve the minutes. Seconded. Motion passes with one abstention. OLD BUSINESS: VENDOR PARKING / RACER PARKING: Jim Kennedy will look into power and communication issues - also, getting the pits painted. AIR FENCE: Added 40 feet of Air Bale this year, but are looking at purchasing some Air Fence. DBCOM/SCORING: Having a fake race day on Saturday. See attached notes. TROPHIES: Will have plaques for all races at the June race. FUEL CANS - One Novice left a fuel can, also tried to remove their name and number from it. Discussion of how to penalize. Can we fine them if we weren't fined? Board fined them $125. CHANGING GRID - How should it be set up so that it fair and safe. Discussion regarding changing it from L to R to R to L. MOTION: Pole position be moved from R to L. Lengthy discussion regarding what is the safest way to run, what the rule book says. Is there an advantage to it? Motion withdrawn. WEBMASTER - Eric Koegler is the new webmaster. JUMP STARTS - Reviewed rule I-7, work with all people that have information on jumps, get referee involved, not wait until some protests. NEW BUSINESS: PETITION/APPEAL: Board decision made regarding an appeal from a rider who was DQ'd for causing a red flag. Board accepted petition and reinstated them. Discussion regarding what each parties involvement in the incident was. Actual written rules versus intent of rule. Very strong feelings on both sides. Affects lots of things - safety for those behind, contingency issues, etc. Where each were originally scored was discussed. TASTE OF RACING - Good success at both races. Now a total of $5,296 in the injured rider fund. POCKETBIKES - Age limit lowered to 5. BOARD MEETING - will be on Wednesday the 3rd, due to the Holiday. Motion to adjourn. Meeting adjourned at 9:27 pm. OREGON MOTORCYCLE ROAD RACING ASSOCIATION BOARD MEETING - ELMERS RESTAURANT, DELTA PARK AUGUST 7, 2003 PRESENT: JIM KENNEDY, SIMON-PIERRE SMITH, FRANK BERTHOLD, HERB WAGNER, LES GREEN, TJ JANSS, ROXANNE PENSE, PIRKKO HAAVISTO, GINA HOWARD GUESTS: CHRIS LOCATELL KIRK PYLAND, SHANNAN PYLAND, TIERNEY PYLAND, JOHN ACERBI, LUKE MORGAN Jim Kennedy called the meeting to order at 8:01 pm MINUTES: Motion to accept the minutes. Second. Motion carries. OLD BUSINESS: PSSR SPONSORED TASTE OF RACING - $100 per event, went well. RE: Taste of Racing specifically. People couldn't get across in time to get on the track. Gave a cushion regarding time, but some people don't come prepared. Try to inform as much as possible. How do we solve this? Appears to be confusing to people who want to do TOR. It is being announced, but people are showing up late. Make sure and get the time scheduling onto the flyers that are in the shops and on the form that is handed out at the front gate. Give some leeway to the folks running it to allow latecomers if possible. PLACEMENT OF STARTING GRID - Appears that the new placement is much better than previously. Recognized issues and tried to solve them. ASIT: Good feedback. Also serving as a source of information for people looking for racers. Requesting a directive from the Board regarding the level of care that clearly defines where the level of care should end. Past practice has been "Hands Off". Some amount of leeway, but we hire people as EMT's to do this service for us. We do not offer medical care prior to an ambulance arriving. Issue is when a racer returns to the pits without seeing an ambulance, and ASIT offers help. Professionals on the ASIT team, but ASIT serves as the eyes and ears to call on the hired professional assistance when needed. No member of the OMRRA organization will render anything further than basic first aid. Observe and stabilize the situation unless instructed by the paramedics. Still need to find out from a lawyer what the legal ramifications are of not allowing a person to race due to possible physical impairment. PAINTING THE PRO PITS: They are painted now. Fire lanes are not marked, but yellow boxes are painted for pit areas, leaving the areas not painted as fire lanes. PA is working better. No answer on power yet. CONCESSIONS: Seeking new legal counsel. Paid them $1,000 but need to get documentation and receipts for payments. Pirkko will get a hold of them. RADIOS: 3 radios were stolen from the Rose Cup Room on Friday night before the room was locked. Police report was filed. FUEL CANS: Paid his fine, and we did not give him back his points. VIN NUMBERS: Officer Eric Daniels emailed Kirk with ideas and thoughts about checking VIN numbers and checking for stolen bikes. Kirk is volunteering his time to check numbers at tech. Want to be a very low-key presence at the track. Stolen bikes would be looked into and then carried on from there. There are some bikes that do not have VIN numbers because they are purely race bikes. Visualizing running all the VIN numbers through a check throughout the day. Lengthy discussion regarding how to monitor this, how to decide which bikes to check. May not have to look at all bikes, perhaps just the ones that are repeatedly stolen. Like to have the police let us know what type of program they would like our help with. A police officer plans to be at the next Board Meeting to discuss what his objectives are. VERBAL ABUSE: Decided to write a letter and keep it in the files to record cases in question for future issues, if there are any. NEW BUSINESS: OMRRA INSURANCE: What about giving more information about the OMRRA insurance to the racer, and where the racer is transported and if it is considered a trauma or not. Perhaps not covered if the hospital is not covered on the racers insurance. Have a flyer to give to the racer with information regarding secondary insurance? Two issues: Emergency transport will be as a Trauma transport. A crash that when back in the pits you realize that you need to go to the hospital, can you tell them where you want to be transported. We probably want the information to come from the Insurance company, not us. Will put the secondary insurance information on the Hospital information sheet that ASIT has. Also on med form, put something that asks if they have a preference of hospitals, also list secondary insurance information on the med form. Perhaps ASIT can check the med forms during gear tech. Lengthy discussion regarding how to make sure med forms are on the racers. Implement ASIT checking med forms at gear tech. INSURING OMRRA EQUIPMENT: Got a quote for insurance on all 23K of OMRRA insurance. Can insure for approximately $1,000 a year with a deductible of $500. Sounds like a high bid, Dave will give Janice information on another insurance company to check in with. GPRU: Going to be gridding the race right after lunch. Will grid up on hot pit 15 minutes before lunch is over. Will do interviews, umbrella girls, etc. Have timed qualifying last thing on Saturday. Will check with them about the type of electronic scoring they use. We need to find out about having someone run dBcom for the last 20 minutes of the day. EXTRACURRICULAR ACTIVITIES: Things like Parade Laps and Taste of Racing keep people out on the track. The request for workers to stay out on the track usually happens right before the event. Need workers on each of the turns, but really the need is that we be courteous to all our volunteers and ask beforehand. Coordinator of the activities need to work with Control to work that out. Also issue of a race happening on a Saturday, no one has informed the volunteers that we need someone at a different time then usual. Perhaps the worker letter could be a way of communicating more information to the workers. Worker Rep needs to be responsible for informing volunteers of any changes. TASTE OF RACING MONEY: The current balance is approximately $7,000. These dollars have been set aside for the rider fund. TOR has been very successful. The proposal be that TOR fund start at $7,000. Any further monies collected would be split 50% between TOR funds and the general fund. Discussion regarding why we would want to take the money away from the rider fund. Need to be reasonable and prudent, but may need to revisit this issue. Won't bring it up as a motion, will not pursue the idea. RULES COMMITTEE: Try to get one meeting done by September. Bring up at the General Membership meeting on Tuesday. Try to convene one as soon as possible. Pocketbikes can have a separate committee and will bring to the Board. NOMINATIONS: Start at the General Meeting on Tuesday. RIDER FUND: Requested assistance for a new helmet, other gear is useable. Discussion regarding the cost of the helmet, and the racer's familys contribution. MOTION: Give $440 to racer as requested. SECOND. AYE - 9, NAY - 0, ABSTAIN - 0. Motion carries. POCKETBIKE ISSUES: Want grandstands for viewing. Still having difficulty with parking and vehicles driving behind the race track area. Coned off, but still people going through. Pit bikes do not have bike numbers on them. Jim will work on the pit bikes without numbers and the people using the grounds for recreational use. Also, Dave needs help. As it grows, it's too much for just one person to handle. Lengthy discussion regarding what needs to be done, who can help with it. Make sure the Pocketbike volunteers get fed, etc. and how to get the track down to the area. Question regarding having a chatterbox on a helmet for two way communication - decision made that it will not be allowed by the Board. ASIT TENT LOCATION: Where should it be located? Perhaps better to have ASIT in the middle of the pits instead of at the base of the tower. More centrally located for everyone. ASIT INFORMATION GIVEN / LOG BOOKS: Keeping a log of all incidents that happen and what ASIT did for the incident. CONCESSIONS FACILITIES: Need tables at the concession stands, restrooms by the motocross track aren't working sometimes. Are aware of the problem and were trying to fix it, should be fixed by now. Adjourned at 10:06 pm. 35% of battery left. OREGON MOTORCYCLE ROAD RACING ASSOCIATION GENERAL MEMBERSHIP MEETING - BUSTERS BARBEQUE, TIGARD, OR. AUGUST 11, 2003 President Frank Berthold called the meeting to order at 8:01. MINUTES: Motion to accept the minutes. Second. Motion carries. OLD BUSINESS AIRFENCE: Still looking into it. GRID: Changed it to longer spaces between each rows, could not change the bike set up format. Feedback has been positive. Not as many incidents. Will we still change the set up for next year to 4/5/4/5? Brought up that rules committee is forming now, and we can look at it then. NOVICES AS VOLUNTEERS: Use them as much as possible, but it is difficult sometimes because they need to concentrate on the race day. Need volunteers for Taste Of Racing and Parade Laps. Need a standing crew of volunteers to take over on the track during lunch. Will be looking at all the graduated Novices and making sure they have got all their volunteer time in. VENDOR RACING PARKING: Inside pro pits have been painted. Fire lanes are not significantly marked, but areas not marked cannot be parked. Spaces are painted but are done vertically to the pit wall. PA system has been improved. VIDEOS: Done at last race, will hear the outcome soon. VIN NUMBERS: Much discussion at the Board meeting. Still sort of a touchy subject. Officer in charge will attend the next board meeting. May be sending out messages to the membership that we don't trust them. Police can do whatever they want, but do we want to instigate it, or let the authorities take the lead. Discussion regarding what our responsible behavior is, and what measures do we take to do the "right" thing. NEW BUSINESS RULES COMMITTEE MEETING: Need new location. Open to anyone to attend, and anyone can forward comments to be taken up at the meeting. When and where? Thursdays will probably work, but the question is still where to hold it. Possibility of a place in Gresham, but will need to find out if it's too far. 7:30 start time. Wednesday. Have first one after the next race. Wednesday the 27th is first meeting. 2402 NW Birdsdale (202nd and 1/2 block South of Burnside). CALLS TO GRID: Calls get out when we can. Doing the best we can. Makes it difficult when you have to sit on the grid in the heat, and a racer doesn't know when to take off their tire warmers. First call is on White Flat, Second call is on Checkered, Last Call is when last bike is going through Turn 6. Will back off on calls when there is a track crossing. May be circumstances on the back straight that preclude going hot when they expect to. Discussion regarding when and how last call is given. When track is actually green and go, let the racers know. PRAYER OVER THE PA: Invocation given prior to the national anthems. Some people who don't want to hear it. There are those that want to hear it and those that do. It is not uncommon to be done at national races. People have very differing viewpoints on whether they want to hear it or not. Some may have perceived it as an OMRRA endorsed invocation. Discussion regarding other religions and how they may view the words. Find a compromise that will fit better. Frank will talk about this at the next race. CARD COUNT: Vicious Cycle is in the lead, #58 is second, HB Motorcycle is 3rd, Moto Corsa is 4th. RIDER FUND: $5,690 in account, even after payout to racer for helmet. July weekend for TOR was low. Problems getting bikes across track to run from the inside pits. NOMINATIONS: All positions on the Board are open. Two positions on the Advisory Board are open. Frank will not accept President or Past President positions. Frank nominated Jim Kennedy as President. Second. Unknown TJ nominated Chris Howard as VP Second Accept Chris nominated ` Les Green as VP Second Unknown Chris nominated Bill Cismar as VP Second Unknown Pirkko nominated John Acerbi as VP Second Accept John nominated Frank Berthold for Advisory Board Second Accept Chris nominated Dave Salmi for At Large Second Accept Chris nominated TJ Janss for Rider Rep Second Accept Frank nominated Dave Herring for At Large Second Accept ***Note to discuss how to change the By Laws to include Pocketbike rep. Chris nominated Luke Morgan for At Large Second Accept Chris Page nominated Simon-Pierre Smith for At Large Second Accept John nominated Deanna Olson for worker rep Second Unknown Pirkko nominated Gaye Grabill for worker rep Second Unknown Frank nominated Pirkko Haavisto for Treasurer Second Undecided TJ nominated Brad Hochalter for At Large Second Accept John Acerbi nominated Tony Martinez for At Large Second Accept Chris nominated Gina Howard for At Large Second Accept Chris nominated Herb Wagner for Secretary Second Accept FOOD BANK FOOD DRIVE: Will have boxes at the front, bring food and get a raffle ticket. No discounts but a raffle ticket will win you a funky prize. TASTE OF RACING: Need 5 new vests ordered. Adjourned at 9:10 pm. 72% of battery left. Board minutes from September Janice M. Logan Operations Manager Oregon Motorcycle Road Racing Association OMRRA PO Box 6388, Portland, OR 97228 503-221-1487, Fax: 503-439-6279 OREGON MOTORCYCLE ROAD RACING ASSOCIATION BOARD MEETING - ELMERS RESTAURANT, DELTA PARK SEPTEMBER 4, 2003 PRESENT: JIM KENNEDY, SIMON-PIERRE SMITH, FRANK BERTHOLD, LES GREEN, TJ JANSS, ROXANNE PENSE, DEANNA OLSON, HERB WAGNER, PIRKKO HAAVISTO GUESTS: CHRIS LOCATELL KIRK PYLAND, LUKE MORGAN, DAVE SALMI, LAURIE SALMI, JOHN ACERBI, DAVE HERRING Jim Kennedy called the meeting to order at 7:35 pm MINUTES: Motion to accept the minutes. Second. Motion carries. OLD BUSINESS: PSSR SPONSORED TASTE OF RACING - Handing out flyers to everyone. ASIT: Some folks frustrated by having to show a med form every time, sometimes several times, but no way to change things. PARKING IN THE PRO PITS: Will probably work itself out in time. Some problems and folks use the parking spots and the road, think things will settle in. Why were pits painted in diagonally? Car clubs thought they would get more cars in to the pits that way. RADIOS: Have 2 new ones for this weekend. Got the frequency that we are transmitting on, radios can only be programmed by Motorola Software. Will leave the serial numbers with the two way radio shops and may be reprogramming stolen radios, we could be informed. May be able to recover them easier since it is so difficult to reprogram. VIN NUMBERS: Have told the Officer that the Association is behind this, but not sure of how we would handle and implement this. We would like him to attend a meeting. If he arrives during another discussion we will stop immediately and listen to him. Officer Daniels showed up to discuss VIN number issue. Easily a couple hundred bikes at the track during the year. Any new bikes could be checked, or for any other reason, want to be teched. Question is how to check the number; the method, and what numbers you actually use. We had discussed having the racers write their own VIN numbers on their form, and compare the numbers written with the bikes that are actually going to be raced. They would then be given to the Police Officer to check as many as time allows, or as the Officer sees fit. Procedure, if it is a stolen bike, is that would proceed to where the bike is located and tell the racer that they have a stolen bike. Probably will lose money, but will not go to jail. If a bike is stolen then they will want information regarding where the bike was purchased, etc. Some bikes don't have VIN numbers, but that is accepted. Discussion regarding different numbers on engines and frames and VINs and GP Bikes, etc. VIN numbers would be verified in the tech line. Next step is to communicate to racers that they will need to put their VIN numbers on the tech forms. Kirk is willing to be at the October race to try to get information from racers for the last race weekend. Appears that we want to eventually get the racers to put their VIN numbers on their registration form, and hopefully the new software will take care of it. Issue voiced that how are racers going to feel about giving you their VIN number. Will not be forced to show or give it. Perhaps give it a positive spin by asking for racers to volunteer to do this, so they can have a clear mind, and also make it not seem like we don't trust them. Lengthy discussion regarding whether a person should be able to decline giving out their VIN number, assuming/not assuming that their bike is stolen. Maybe do it as a volunteer program, asking people to turn in VIN numbers with no names attached, and find out the background of their bike. Appears that on the Loaw Enforcement side, that this is not workable. This is a very heated topic, with very different emotions surrounding it. Let's work on this over the winter to get everyone, including ourselves prepared, to deal with this. Perhaps gauge reactions by asking to do this on the last race weekend. OMRRA INSURANCE: Will put the secondary insurance information on the Hospital information sheet. INSURING OMRRA EQUIPMENT: Janice has not called the company yet. GPRU: Happening this weekend. EXTRACURRICULAR ACTIVITIES: Who is coordinating? Worker Rep and Frank have worked to fill corner spots for TOR and Com. Kudos to Luke Morgan for bringing in volunteers for the event! RULES COMMITTEE: Have met twice. Meetings are on Wednesdays at 7:30 at the Rogue Brew Pub at 1339 NW Flanders. Last date for proposals is October 22nd. POCKETBIKE ISSUES: Tried to get the little grandstand there for viewing. Still problems with race bikes and pit bikes driving through and over the cones. Possibly have CAUTION tape there to try to keep bikes out of there, but open to pedestrians. All OMRRA members should look out for pit bikes that don't have racing numbers on them, report them. ASIT TENT LOCATION: New location worked better. Let's paint the grid spot to try and save it for them. ASIT LOG BOOKS: ASIT information will be added into raceday information log book. CONCESSIONS FACILITIES: Need to fill out a request to have more tables at the Concession area. NEW BUSINESS: GRID: Compiled numbers regarding what the number of crashes in Turn 1 were last year and this year, with a start line. Approached by many riders regarding placement of starting grid. There are virtually no grids that are anything above 4 bikes wide. We run 6/5/6/5. Doesn't appear to make a difference how long the straight is prior to Turn 1. Perhaps don't need to change the grid for any other classes than 600 and 750. Perhaps we can change the software. Right now, we can't change it. There are software changes that need to be done. We can do it manually. Also, we can just move the grid back to the East approximately 150 feet East of its present location. Appears that a 4 wide grid is the best way to go. Less of an impact administratively. Will need a volunteer, but is easier to do. Based on the data, we need to do 4/4 grids for 600 and 750 for the rest of the year, and back far enough for the Starter to be behind the wall, probably by the traditional GI Joes Starting Line. RULES COMMITTEE: Make sure that rules proposals are framed in such a way that how they are put into the rulebook have no ambiguities. A member should be able to put together a rules proposal and it should make its way to the general membership. Discussion regarding whether a rule should go to the general membership or not. Appears to be a question of what the role of the Rules Committee are. Discussion of what types of items should be screened by the rules committee and how far it should go. Discussion regarding whether the Rules Committee has veto power. Solicit a motion to the Board to have the Rules Committee inform the Board of their Charter, and what their Standards will be for forwarding rules to the Ballot. Chris Howard made the motion. Les Green seconded it. AYE - 5, OPPOSED - 1, ABSTAIN - 4. PRAYER: Issues about the invocation, continues to be an issue. Apparently it has been an issue for the last few races, both pro and con. Offering a volunteer chapel service, feel that is enough. Announced that the invocation has been discontinued. TRACK EQUIPMENT: Used by many other groups. Perhaps charge a fee for using all the supplies; OMRRA will replace all the goods used and/or damaged. Will we specify what can/cannot be used? MOTION: Charge a fee for other clubs using OMRRA's equipment, designating certain equipment and conditions. Fee and equipment to be determined. Second. AYE - 10, NAY - 0, ABSTAIN - 0. JML CONTRACT: Paid the wrong amount. Will pay the correct amount. JML will present the proper invoice amount. POCKETBIKE RULES: Change in bike-to-person communications, now in the rules. Also, changing rules to not allow cheater bikes in the class. Manufacturer has made a new bike that is not safe. Discussion regarding testing horsepower on the bike. How do you test these? Can tear down the bike for a protest. MOTION: Accept Dave's changes to the Pocketbike rules as written. AYE - 10, NAY - 0. ABSTAIN - 0. Motion carries. ROADRACING WORLD: Presenting an article to RRW regarding OMRRA taking on Pocket Bikes. SCHEDULE: Some interest shown in having a World SideCar event here at Portland. Perhaps contact PIR - Les will contact Rick and see if that's what they want. Perhaps better to contact PIR and see if we can help them out with an International Event. Letter from PIR regarding request for schedule for 2004. Need to form a sub-committee to address this item, must be done and submitted by 9/26/03. Janice, Frank and Jim will be involved in selecting them - Bill has issues that will be heard by the committee, and get back what we had before, with regards to Novice School and Endurance Race. NOMINATIONS: PRESIDENT - 1 POSITION Frank nominated Jim Kennedy as President. Second. Accept VICE PRESIDENT - 2 POSITIONS TJ nominated Chris Howard as VP Second Accept Chris nominated ` Les Green as VP Second Accept Chris nominated Bill Cismar as VP Second Accept Pirkko nominated John Acerbi as VP Second Accept TREASURER - 1 POSITION Frank nominated Pirkko Haavisto for Treasurer Second Undecided SECRETARY - 1 POSITION Chris nominated Herb Wagner for Secretary Second Accept John nominated Roxanne Pense for Secretary Second Accept RIDER REP - 1 POSITION Chris nominated TJ Janss for Rider Rep Second Accept WORKER REP - 1 POSITION John nominated Deanna Olson for worker rep Second Accept Pirkko nominated Gaye Grabill for worker rep Second Accept AT LARGE - 4 POSITIONS Chris nominated Rob Wieking for At Large Second Accept Chris Page nominated Simon-Pierre Smith for At Large Second Accept Chris nominated Dave Salmi for At Large Second Accept Chris nominated Luke Morgan for At Large Second Accept John Acerbi nominated Tony Martinez for At Large Second Accept Chris nominated Gina Howard for At Large Second Accept TJ nominated Brad Hochalter for At Large Second Accept Frank nominated Dave Herring for At Large Second Accept ***Note to discuss how to change the By Laws to include Pocketbike rep. ADVISORY BOARD - 2 POSITIONS John nominated Frank Berthold for Advisory Board Second Accept Adjourned at 10:08 pm. 27% of battery left. BOARD MEETING - ELMERS RESTAURANT, DELTA PARK DECEMBER 4, 2003 PRESENT: SIMON-PIERRE SMITH, JIM KENNEDY, LES GREEN, PIRKKO HAAVISTO, TJ JANSS, ROXANNE PENSE, DAVE SALMI, CHRIS LOCATELL GUESTS: DAVE HERRING, HERB WAGNER, LAURIE SALMI, ERIC KOEGLER, JOHN ACERBI Jim Kennedy called the meeting to order at 7:32 pm First order of business was to open nominations for Chairman of the Board. Nominated and accepted: Roxanne Pense, Simon-Pierre Smith, TJ Janss. Secret ballot counted. TJ Janss is Chairman of the Board. MINUTES: Motion to accept the minutes. Second. Motion carries. OLD BUSINESS: RULES COMMITTEE: Ballot and Pro/Con arguments are in the newsletter, which is in the mail. Items in rulebook that are purely technical that will be submitted for change. Have a charter for the Rules Committee to work on. When ballots come back, rules committee will get together to further work on the charter. ROADRACING WORLD ARTICLE: Will be sent into John Ulrich. Secretary will review article before it is sent in. 2004 DATES: There are a lot of things going on, and we still don't know if CART is coming or not, so we have not asked for a one day July date yet. VENDOR ISSUE: Has Frank contacted the Vendor yet? Jim will ask Frank if he has contacted them yet. AIR FENCE: It appears that John Ulrich may be willing to assist. Roxanne, TJ and Chris Howard are now the sub-committee. ENDURANCE RULES: Jim Kennedy contacted Rich Hill to make sure that neither club is changing rules that the other club doesn't know about. ASIT MAP: Perhaps get specific vendor sites? GPRU: They would like June, July or August for their race, a 125 and 250 GP race. Discussion of what weekends would work. Perhaps August? Herb will discuss with them. Discussion of how much time and when it will happen. Talk to them about an August possibility. INJURED WORKER FUND: Worker opted to donate about a third of the fund to the Injured Rider Fund. NEW BUSINESS: CHANGE BOARD MEETING DATES: Discussion - MOTION: Move Board Meeting to the 3rd Wednesday of the Month, same time and place. SECOND. AYE - 7, NAY - 0, ABSTAIN - 1. Motion Carries. New meeting dates are January 21, February 18, March 17, April 21, May 19, June 16, July 21, August 18, September 15, October 20, November 17, and December 15 in 2004. TROPHYS: There are so many left over after each individual race. What to do with the extras? Could possibly lessen costs to racers if we changed procedures. Lengthy discussion regarding many racers don't want the trophys, but many do. A certificate might not be enough, administrative issues regarding signing up for a plaque and having it ready at the next race. Seems to be a point of great discussion, table and bring up at the General Meeting. BANQUET INCIDENT: There was an incident at the Banquet where someone kicked a hole in the wall at the hotel. Witnesses have said it was a certain individual from the OMRRA group that did it. OMRRA paid a $250 damage deposit. Discussion of incident, no claim of responsibility. Mentioned that we would like to see the damage amount paid back to the club, and this person not allowed to compete until then, and decline his attendance at the '04 banquet. Jim will write a non-accusatory letter stating specific date and time to talk with the Board about this matter. SPECIALTY DAYS: Vintage wants September, what about all others? Perhaps April - Novice School, May-Endurance/BMW Day, June - Triumph Day, August - GPRU/Italian Day, September - Vintage Day, October Endurance. Discussion of two Novice school - second one seems to be very low attended. USE OF OMRRA EQUIPMENT BY OTHER GROUPS: PSSR Partner brought up the issue of using some of the OMRRA equipment, and wanting to have a set cost to pay. Discussion of the different groups that use the equipment, and how much of it they use, plus perhaps a break on costs for certain clubs. WEB CHANGES: Currently we are using a personal server as a favor from someone. We should expand to a "real" server for professionalism. Eric is working on moving the web site over, and is using some personal funds to develop it. MOTION: Approve purchase of 2 web sites spaces for development. 2nd AYE - 8, NAY - 0, ABSTAIN - 0. Motion carries. What do we need to do to get the name www.omrra.com itself? Eric will look into it. Name currently owned by Jeff Earls. MONEY CLASSES: Would like to see at least 2 of them back, 600 and Open. What about 750? Will bring up at General Membership meeting. BOARD MEMBER RESPONSIBILITIES: RACE DAY - JIM KENNEDY PROTESTS - JIM KENNEDY RULES COMMITTEE - JIM KENNEDY SPECIALTY DAYS/PARADE LAPS - SIMON-PIERRE SMITH POCKETBIKES - LES GREEN SAFETY BIKE TECH - JIM KENNEDY NOVICE SCHOOL - DAVE SALMI RACE DAY SECOND IN CHARGE - LES GREEN/TJ JANSS SUPERSPORT/SUPERBIKE LIAISON - DAVE SALMI NEWSLETTER/RACE DAY PROGRAM/RECORDS - ROXANNE PENSE ACCOUNTS/ACCOUNT BALANCING/TAXES/BUDGET - PIRKKO HAAVISTO TASTE OF RACING - TJ JANSS KEY PEOPLE IN TURNS/SCORING/GRID/TRACK SET UP AND TEAR DOWN. - DEANNA OLSON SCHEDULING - LES GREEN CLUBMAN REP - LES GREEN OTHER CLUB LIAISON - JIM KENNEDY GPRU LIAISON - LES GREEN BANQUET - ROXANNE PANSE EQUIPMENT AND SUPPLIES - DEANNA OLSON TROPHIES - SIMON-PIERRE SMITH COMPUTERS - CHRIS LOCATELL DBCOM - CHRIS LOCATELL GEAR TECH - CHRIS LOCATELL REGISTRATION - GINA HOWARD TASTE OF RACING REGISTRATION - TJ JANSS MEMBERSHIP AND VOLUNTEER RECRUITMENT - SCORING - CHRIS LOCATELL RESULTS - LES GREEN VINTAGE LIAISON - SIMON-PIERRE SMITH CHARITY - SIMON-PIERRE SMITH INJURED RIDERS FUND - SIMON-PIERRE SMITH WEB SITE - CHRIS LOCATELL CATERING ANNOUNCER - TJ JANSS (checking with Paul Duchene/Mike Gray/Steve Curley) RACE LOG ACCOUNTING - LES GREEN CONTINGENCY - BRAD HOCHHALTER Adjourned at 10:20 pm. OREGON MOTORCYCLE ROAD RACING ASSOCIATION GENERAL MEMBERSHIP MEETING - BUSTERS BARBEQUE, TIGARD, OR. DECEMBER 9, 2003 President Jim Kennedy called the meeting to order at 8:05. MINUTES: Motion to accept the minutes. Second. Motion carries with one abstention. OLD BUSINESS JULY DATE: We are focused on not losing the June date to CART. Jim will investigate a one-day event in July DBCOM: Discussion of dBcom. Proper working is responsibility of the racer. What happens if everything is done right and they still aren't picked up? If we are picking up 90% of the field, may be the racers problem. Rick Farmer volunteer to be the dBcom person to help and check installation will work with Chris Locatell. Hopefully able to have backups for some bad dBcoms. SPECIAL EVENTS: Don Van Kirk won't be able to specifically commit to specialty days, but wants to help if possible. Also would like to see a Harley day come back, but would need dealer backing. BANQUET: Issues occurred at the banquet - some damage, and unauthorized drinking in the bar. The Board is dealing with these issues. RULES COMMITTEE: Discussion of procedural issues and whether or not they should specifically be in the rulebook. Perhaps have a written policy to follow. NEW BUSINESS TROPHYS: Racers did not like trophies. Need number plate plaque. Save money on trophies during the year and spend on year-end. Board has discussed different ideas; perhaps have one plaque with winning tags throughout the year. Perhaps have trophies only if people turn in their forms asking for them. Subcommittee formed: Simon-Pierre Smith is the Board Liaison, Eric Dorn, Dave Herring, Frank Berthold and Janice Logan. Will report back by March 15. ANNOUNCER: We have found 3 people that will hopefully do it. Paul Duchene has accepted stepping in, and he will train Mike Gray. Perhaps Steve Curley, a racer, who does radio professionally. Discussion of making it a volunteer position. MONEY CLASSES: 2 or 3 classes? 600/750/Open - all or part? Discussion regarding pros and cons for 2 or 3. Rules may not be too prohibitive next year. Many people want to build a Superbike, but don't because there was no money for it. Discussion of why we dropped the money classes originally. Discussion of what bikes have come out when and how they would affect the entries. VENDOR ISSUE: The vendor was not contacted regarding when to attend the Board Meeting, nor the outcome of the last Board Meeting on this issue. Adjourned at 9:30 pm.