OREGON MOTORCYCLE ROAD RACING ASSOCIATION GENERAL MEMBERSHIP MEETING - BUSTERS BARBEQUE, TIGARD, OR. JANUARY 13, 2004 President Jim Kennedy called the meeting to order at 8:05. MINUTES: Motion to accept the minutes. Second. Motion carries with four abstentions. OLD BUSINESS JULY DATE: Appears no space available until end of July. Will keep checking on whether CART will be here in June. Should be decided by 1/15. Perhaps ask for a one day in July also. DBCOM: An FAQ was written on running it and installation information. Rick Farmer and Kevin Proctor are very familiar with running the system. BANQUET: Issues occurred at the banquet. Still looking into. RULES COMMITTEE: Need to get together regarding Charter. TROPHY COMMITTEE - Is meeting this Sunday. ANNOUNCERS - Will contact Paul Duchene, Mike Gray, and Steve Curley. MONEY CLASSES - Will discuss at Board Meeting. NEW BUSINESS WAVE - Change some of the wave configurations - some closing speeds are dangerous. Les will work on it. CARDS - A shop won this year - is this what we want? Perhaps have an individual and a shop winner. Discussion whether attendance went up, and who is participating in this. A lot of folks don't understand how they work. Perhaps provide a space on the card for someone to put a name or number. Put something in the newsletter, and announce it at the track. Also put something in the license packet letter. Adjourned at 8:40 pm. OREGON MOTORCYCLE ROAD RACING ASSOCIATION BOARD MEETING - ELMERS RESTAURANT, DELTA PARK JANUARY 21, 2004 PRESENT: JIM KENNEDY, SIMON-PIERRE SMITH, LES GREEN, DEANNA OLSON, CHRIS LOCATELL, ROB WIEKING, DAVE SALMI, TJ JANSS, BRAD HOCHHALTER, PIRKKO HAAVISTO, ROXANNE PENSE GUESTS: FRANK BERTHOLD, BRIAN LAFAVOR, CHRIS HOWARD, ERIC DORN, BEN WALLER, LAURIE SALMI, JOSH BRYAN, JOHN ACERBI, HERB WAGNER TJ Janss called the meeting to order at 7:35 pm Gina Howard has resigned, Rob Wieking will take her place, based on number of votes received. MINUTES: Motion to accept the minutes. Second. Motion carries with one abstention. We will begin by taking guests. Darren Carpenter/Chris Locatell reporting on new computer program. Chris chairing committee called "Geek Committee". Darren is working on getting a system written that ties together registration/scoring/dbcom. Darren presented and gave a background of his qualifications and what he is working on at this time. New application would replace 3 different systems within a combined one. Description of what the system entails, and ways that it will improve on the current one. Darren stated that he could only put in so many hours for free as a volunteer, and has found that it entails more time than originally thought. Minimum of 400 hours, maximum of 800 hours. Usual charge is $50 per hour, Darren suggested doing $25 per hour, half of which in cash, and the rest in OMRRA credit, not to be cashed out. Lengthy discussion regarding issues around current and former systems. Would not get paid until the entire project is done. MOTION: Accept Darren Carpenter's proposal, pending approval of contract. SECOND. AYE- 10, NAY - 0, ABSTAIN- 1. Motion carries. Banquet Issue - Premise of the issue - Josh got a letter from the Board, had a conversation the night of the Banquet with Jim Kennedy regarding the hole in the wall, tried to get Josh together with the hotel banquet manager. Discussion regarding the letter we have received from the management of the hotel. Josh said that he did not do the damage as stated. Discussion regarding that Josh was around the people, in the area in question, but did not have anything to do with it, and left immediately after the discussion got heated around what had happened. Josh volunteered to pay even though he would do it only to secure OMMRA's good reputation with the hotel. It appears that this may seem to suggest that Josh did it. Witnesses at the hotel say that Josh did it, but OMRRA people say that Josh was not able to be in the area during the time to be able to do it, because he was in his room, with OMRRA people. Josh is no longer willing to pay for the damages, although he states he didn't do it. He wanted to save OMRRA's reputation at the time, but not at this present time. Lengthy discussion regarding what and when it happened, and if it's fair or not, who is responsible, is the person responsible for their entire entourage? MOTION: Josh Bryan reimburse OMRRA $272 prior to entering any comp event, also that he not be invited to the 04 banquet. Discussion about who identified who, the circumstances that surrounded things. Have only paid reimbursement of $250, but we have never received a bill for the amount above it. Discussion regarding responsibility of the association and how we work with the person involved. AMENDED MOTION: Amend amount to $250. No second. MOTION: Brian LaFavor talk to the individual that he knows of about this incident, and see if he will pay this money, and the individual be named. Second. Discussion about how things will come forward, how things will work. Should person who did it have their name be public? AYE - 9, OPPOSED - 1, ABSTAIN - 1. MOTION: Josh was disrespectful to the President and made the evening miserable to many Board Members, and that Josh not be allowed to attend the next Banquet. SECOND. Discussion regarding banquet behavior, by all concerned, and how things can be changed in the future, perhaps all of us have had issues with others that we're not happy with, it appears that all of us have these issues at one time or another. Question asked of Josh as to what he would think would be appropriate punishment for being inappropriate at club events outside the track. AYE - 4, NAY - 3, ABSTAIN - 4. Motion Carries. Vendor Crossing Track Issue - Issue with Eric Dorn crossing the track. Kurt Fry, the Turn Captain and Eric saw things differently as far as being able to cross the track. We have heard Kurt's side, have not yet heard Eric's side of it. Recounted issues that occurred during that time. Eric was trying to cross at Turn 9, issues of a Red Flag, and was never told that he was at the wrong place to cross. When there was a "down" time, Eric saw what he thought to be a "call across", and Eric crossed the track. Some weekends we crossed there, sometimes we didn't. Eric said that he was not informed as to where and when he should have crossed the track. Chris Locatell, in the ASIT vehicle, was in front of Eric's car. ASIT car pulled up to the concrete barrier, waiting for permission. When Chris was given permission to cross, Eric crossed with him. Eric does not remember it that way - he remembers crossing after Kurt waved Chris across, then Eric crossed at a later time. John Acerbi remembered seeing Eric Dorn crossing directly behind the ASIT vehicle. Discussion regarding when track was hot, was it the last session, did ASIT team cross again? Look at track logs to determine when and where track crossing happened? Witness saying that Eric Dorn did cross with two other cars on a hot track? Perhaps there was a misunderstanding as to what or who was waved across. Perhaps club has not been clear that all crossings are done at mid-track, and not at Turn 9. We need to POST that in a clearer manner. Not crossing other than an emergency vehicle. The motion was based on unsportsmanlike conduct also, not just on the action. MOTION: Eric Dorn's suspension from the track be rescinded because it has been handled poorly by the Board. SECOND. AYE - 4, NAY - 1, ABSTAIN - 5. Discussion of the difference in the decisions made tonight. Noted that Eric Dorn's situation was an appeal, and that Josh has the same appeal process. Question asked about the way things are being done. Jim Kennedy stated that he is intent on following the rulebook, and that things appear to need to change. Brian LaFavor stated that he feels that the Board has come a long way in the past several years, of which he has been a part of, but that things have not been done fairly. Motion to finish meeting next Wednesday, 7:30 pm Second. OLD BUSINESS: NEW BUSINESS: Adjourned at 10:50 pm. OREGON MOTORCYCLE ROAD RACING ASSOCIATION GENERAL MEMBERSHIP MEETING - BUSTERS BARBEQUE, TIGARD, OR. FEBRUARY 10, 2004 President Jim Kennedy called the meeting to order at 8:02. MINUTES: Motion to accept the minutes. Second. Motion carries with one Nay vote and one Abstention. OLD BUSINESS JULY DATE: We would only be able to have back-to-back weekends, so we are not pursuing. BANQUET: Issue looked into and the Board has resolved them. Brian LaFavor will look into the issue and see if there is more information. RULES COMMITTEE: Will meet this Sunday to work on Charter. TROPHY COMMITTEE - Met, and looked at improving end of year trophies, and reducing the cost from race to race. Go for consistent plaques on raceday, get printed plates. End of year - will have the style built up with pillars. 5 Season Number Plate trophies. ANNOUNCERS - Steve Curley doesn't want to, will contact Paul Duchene and Mike Gray. MONEY CLASSES - 600/750/Open Superbike will become money classes, and the payout structure will be changed. WAVE STARTS - Maybe moving some grids around. Open Classic speeds are increasing. Won't exceed the max grid numbers. CARDS - Working with an artist on schedule cards. Want to do a few different cards. What are the costs? Will bring example of cards and poster to the Board Meeting. NEW BUSINESS BUDGET - Frank went through the Budget issues and surrounding costs. Discussion regarding new software and issues surrounding it. High cost this year by system will integrate 3 separate software areas/systems we currently use. Pocketbikes will have a little bit of up front track costs to pay for, but we will not need materials this year, and will have more racers and races. Reviews other budget items. May have just a 5 weekend race season, but it's all relative. Need to pass a budget and then work on the number of weekends. Do we need the new software system now? Definite yes, we can't do another year with the scoring capability we've had in the past. Motion to Approve. Second. AYE - 20, NAY - 0, ABSTAIN - 0. LOGO - Maybe a contest to redesign the OMRRA logo. Updating it to a more modern sportbike. Perhaps put something in the Trackside and see who turns some things in. Perhaps not do it until 2005, so bring in a new year with a new logo. Display the new logo with a deadline of the '04 banquet? Let Brad Hochhalter run with the idea, and see where it goes. FINISH LINE - What has happened with the decision to move it? Discussion of photo finish, and why it isn't practical to use. WEB PAGE - Changes don't appear to be happening. Someone has volunteered to do it, but he has not been able to give it enough time. He has been given a timeline to follow. OPTIMIST CLUB - Frank will contact. PIR USERS MEETING - DB levels may change, some changes may occur with back roads, paving. Still night drags, and we're still trying to get power to the poles at the rear of the pits. CATERING - Must have someone to handle it; shopping, organizing things, snacks, lunch, ice and delivering water, etc. DATES: Update: Appears we have lost the June date to either CART or NASCAR. Have not been offered a different date. Jim is trying to find us another date. Is there a legal recourse? We do have access to an attorney, but we do not sign a contract, and all schedules have said "Draft" and "Not For Publication". We are basically powerless because we don't have another track as an option. MOTION: Grant the President authorization to commit the club to a 6th date that he deems appropriate. Second. AYE - 17, NAY - 0, ABSTAIN - 0. It would be hard on workers, not only racers, to have a back-to-back weekend. Discussion regarding PIR and that perhaps they should have not given the date to anyone until they were sure about the pro race. Adjourned at 10:07 pm. OREGON MOTORCYCLE ROAD RACING ASSOCIATION BOARD MEETING - ELMERS RESTAURANT, DELTA PARK FEBRUARY 18, 2004 PRESENT: JIM KENNEDY, SIMON-PIERRE SMITH, DAVE SALMI, TJ JANSS, PIRKKO HAAVISTO, ROXANNE PENSE GUESTS: FRANK BERTHOLD, LAURIE SALMI, HERB WAGNER, DAVE HERRING No quorum, so a discussion about posters and cards, who is on them, and possible changes for next year. OLD BUSINESS: AIR BALE - Do we buy Air Fence this year, or still set up with our Air Bale contractor? Issues with getting volunteers and how long it takes to set up, and how many trips. Can we afford it now or not? We would spend more by renting than by buying. How long will the equipment last? We may have volunteers now, but what about the future? We will use Air Bale at least this year. NEW BUSINESS: Rules Violations - Specifically those that run slicks in a SuperSport class. How do we govern it? It is purely a visual inspection. Other racers could bring it up at the end of the race. Starting crew can't inspect tires at start of race. Announce at riders meeting that this will be enforced. Really tough to get people to make sure and notice, if they do notice, then we can get the info to the person in question. Appears that a lot of people are using this technique. Jim will talk about this specifically at the riders meeting, and we will pull points. Money Class Payouts - We need a specific amount additional for money classes. Les and Janice will try to figure it out so pre-entry forms can be printed. Les will then devise a pay out schedule. Web Site - John Meyer will take over as Webmaster. Should have things changed by the weekend. Eric has made the transition very smooth, and has worked very hard to get all the forms up to date. Referee - There is nothing in the Bylaws or rulebook that talks about this job. Same referee has volunteered again for this year. Perhaps have a different Vintage and Pocketbike Ref? Simon-Pierre will talk to Karl Gaines about Vintage Ref, and between Jim Kennedy and Les Green, can work out reffing all the Pocketbike events. FASTER: THE MOVIE - A member has gotten permission to rent the movie, and get a theater. Need $300 for rental of a digi-beta player. PSSR gave $150, would like OMRRA to give $150. Will give out posters, cards, etc. No profits for the sponsoring club, which is Patrick Leyshock and the Sang Froid riding club. OMRRA will give $150 out of promotions budget. ROADSTER SHOW - Portland Karting has a big room at the Roadster show, which is the same weekend as Daytona. Dave Herring will be passing out cards and flyers. OMRRA EQUIPMENT - What is the cost of renting the equipment, wear and tear? Perhaps $75 for other clubs and $50 for PSSR, as we use a lot of their equipment. Give guidelines to the clubs as far as what exactly the rental amount includes. What about different tiers of what you can get? What about wear and tear on equipment? The same OMRRA volunteer is the contact for the other clubs. Jeannie Southern. Have DeAnna Olson draw up what is included for the rental money. Adjourned at 10:15 pm.