Category Archives: Minutes

Meeteing Start 7:09 PM

Meeting ended at 8:15 pm.

Next Board Meeting is December 15th – 7 pm

Financial - Quarterly reports completed. Funds still due from HMSA - $4K+. $1,000 still due from SCRAMP for the deposit on the t-shirts that we covered. Old Checking account is now closed. Everything is being done through the new account.

Mickey will post the quarterly report on the GRID.

Yellow Pages – Letter handled by Ron so we are now officially in the phone book and on 411 information.

Next Board Meeting is November 17th at 7 pm

Corporate Meeting tomorrow – October 28th with Angele at 7 pm

Meeting ended at 8:02 pm

The Board of Directors thanks Erica for offering her time and counsel on our new set-up. We sure have lots of talent in this club!

Financial Report - Final checks from old account mailed. Rosebud is moving funds into the new account.

Grid - Need to check on last Grid online. Need new Grid out.

Meeting Closed 8:35 pm

Next Meeting : October 20th – 7 p.m.

Financial Report - None

Grid - Mickey working on putting one together. Need more articles to Mickey. Kenny gave Jan details on an article to send for the Grid.

Training - Put off discussions for now since Jim isn’t here.

This was the quickest meeting yet

Called to order 7:06 pm

Financial Report - Rosebud has a detailed year to date financial report. We will get that to Mickey to post in the GRID.

Grid - Grid articles. HUGE Thank you to the workers and news release on the weekend.

Next Meeting : August 18th – 7 p.m.

Called to Order 7:10 pm

Financial Report - Balance will be sent to directors.

Grid - Results of quick turnaround – works great

Next Meeting : July 21st – 7 p.m.

Attendees - Jan, Ken, Jim, Ron, Chris, Mike, Rosebud

REVIEW MINUTES - MSP

FINANCIAL REPORT – $16,102.08 beginning balance – final balance $14,382.99

1)   Review of Financials
a) Business Cards – Ordered and received. One has to be redone. 250 each
b) Merchandise – Received update from Rosebud.
c) USARM License Plate – Rosebud found the registration for the old trailer. He will send Jim the ID number for the trailer. We will check to see if we can get a replacement. Jim to make a copy of trailer registration for Sears Point and send to Rosebud.
d) Board Name tags – Name with USARM DIRECTOR
e) Equipment check for POC – given to Ted who will get it to Rosebud to deposit.
f) Rosebud to send some business cards to all and bring the rest to Moto-GP

Grid

1)    How to get the minutes out quicker – Recommendation – Jan to send out minutes within 48 hours and replies to approve or change back to Jan within 1 week. That will allow time to make the changes and send to Mickey. – MSP to try this out..

I.) Reply all with comments or approved. Ken will get his copy of the minutes from Ted.

Training

1)    Training Manual – Made good progress. Mickey has Flagging list up on the website. Adding the double standing yellow to the flags.
2)    Training Format for Moto-GP and regular events. Need to differentiate the Moto-GP from the AMA flags.
3)    Jan will contact Doug Smith on training at Moto-GP
4)    Jan to resend the motorcycle info to the directors.
5)    Use PowerPoint with notes for the training manual
6)    Jan to send PowerPoint to all Directors
7)    Ron and Chris to assemble training manual for Moto-GP

Moto-GP

1)    Social – BBQ Update – total cost $4694.47 includes everything originally agreed to. 5-9 pm in worker camping
2)    Membership Meeting – We will hold it at Turn 11 in the grandstands before dinner. Announce the meeting in the upcoming Grid
3)    Raffle – Get goodies. Put notice in the next Grid about the Raffle. Chris will send pics to Mickey to add to the Grid of Earnhardt special raffle item. Board to seek donations and goodies. Chris to make up Silent Auction slips for our special item
4)    Status of Contract – waiting for the final signoff – it’s coming
5)    Medical Staff Update from Jan – Dr. Rossi is now the CMO
6)    Kathy and Shelane to be Camp Directors and be paid
7)    Park allows dogs – others should be able to bring their dogs – We may lose some people since they don’t have dog sitters. Some people have already stated they cannot come if they cannot bring their dog that weekend. Jan to discuss further.
8)    Jim Hileman to coordinate wrist bands with Shelane for Worker Camping and BBQ

Corporation Status

1)    By-laws – Meeting last night. Jan working on the updates recommended by Angele and will send to board and Angele once completed. Corporation is now active again, Resale Certificate coming

Trailer Status

1)    Laguna Seca – Tires not changed yet but all the weight is off it so they can be removed and valves replaced. Jan to check with Jim about the tires

Inventory Status

1)    Completed inventory at both tracks

Election

1)    Timeframe – Do you want another year added to current board under new Corporation? We will ask members to vote on this.
2)    Voting on By-Laws – Discuss at Membership meeting

Awards

1)    Reviewed nominees including input from members which was very much appreciated. Award winners have been finalized and the awards will be passed out at the Moto-GP. Plaques will be ordered through our Gilroy resource. Award winners not present at the Moto-GP will be given the award at their next event following the Moto-GP.

Round Table

1)    Russell Contract changes. Jim to discuss with Russell about how we are a named insured on their contract. Jan to script a letter to Russell with a response to Jim’s email.
2)    Discussion on a few more items to be added to either the By-laws, policy or procedures manuals. Jan to ensure a Zero tolerance stance is clearly stated.

Next Meeting – June 16th

Meeting ended at 10:10 PM Pacific.

Attendees - Jan, Ken, Ron, Chris, Rosebud

REVIEW MINUTES - MSP - Reviewed and approved by all

FINANCIAL REPORT

1)   Review of Financials
a) Balance for End of March is 3/30/09 – $15,740.84 Balance.
b) $10 bounced check charge – money order only. Add to by-laws or policy/procedures manual.

OLD BUSINESS

1)   Merchandise – Inventory completed on all USARM Merchandise.

2)   Corporate Status – Update on our last Corporate meeting with Angele

I.) New Tax ID and need corporate phone number available through Information
II.) Resellers license coming
III.) Inventory Status from both tracks – Inventory complete at Laguna and Sears Point

3)   Trailer Status
I.) Jack stands bought - Bo said we could borrow their floor jack to do it. Jim will have the tires/valve stems repaired.
II.) Rich to call Steve Yzunza about the USARM license plate – He doesn’t have it. No idea where it is.

4)   Awards
I.) Awards for 2008 – Discussed, final decisions to be set at next meeting

5)   Event Managers
I.) Meeting Held with current Event Managers
II.) Event Manager duties listing to be finalized and sent out – Jan to finish updates.
III.) Event Manager authority to buy other items as needed - for ice, soda, water, etc.
IV.) Need details of what training is required for a new worker before they go on course.
V.) Too hard for new people to get on a list to come work an event and get trained – Discussed at Event Manager meeting. It would be good to have them work Black Flag to learn to listen to the radio, concentrate on car numbers, etc. Recommend we put new workers at the active turns with experienced people for more opportunity and provide hand book prior to working. Particulars of each event to be put on a hand out for the workers. Possibly create a check sheet to ensure we cover everything. Include the hand signals.

6)   Contracts
I.) Moto-GP – Removing the $10K retainer from the contract – no longer required. Other changes made by Ted.
II.) Other contracts – Discussed all other contracts and status.
III.) PCA – Ron and Chris met with PCA President to discuss possibly working an event at Spring Mountain, Nevada Racetrack same weekend as our Coronado. They want to work it with 4-5 workers, we do not feel comfortable with that few workers. Put this information in the next Grids to get members interest and put together a worker roster.

7)   GRID
a) I.) Chris and Ron took care of the Grid due to Mickey’s surgery.

8)   Banquet
I.) Update – Ron, Chris and Rosebud met with the guy at the BBQ place. Reviewed the agreement with the new manager there. Rosebud will meet with her soon to sign an agreement.

9)   General Membership Meeting
a) I.) At Moto-GP – Saturday night prior to BBQ dinner

10)   Training - Need to clarify duties for each member of the board by responsibility, committee and assignmen ts. Remove from minutes. Refer to Committee List

11)   Scholarship possibilities to aid USARM in the non profit status - Board to come up with criteria for the scholarship - Talk to Corporate Attorney
I.) Need Training format for new members and for refresher training.
II.) All Event Managers need to be responsible for doing training and keeping track of it. Each month they should cover another issue. What's the hand signal for ??? What flag would you use for this? Need to stress what to do if you are out of communications – wave a white flag and blow a whistle.
III.) We will put something in the Grid that if people want to get trained they can contact an Event Manager. Team with another experienced worker - no pay for that first weekend but they have to be a member?
IV.) Need Training Check List of what to cover.
V.) How to ensure training for Moto-GP personnel - Each Turn Marshal will be held responsible for training? Training sessions on Thursday and Friday. We can give the Turn Marshals a check list of what to cover.
VI.) Proposal to pay the trainees back their membership fee discussed.
VII.) Jim and Mike to come up with training format for new folks. Booklet to sign off as training completed? Certificate of training?
VIII.) Moto-GP Training focus - Thursday afternoon/evening and Friday.
IX.) Booklet for each worker to sign off on their training – USARM Training Program?
X.) Test for all workers online? - Jim will write up a test (Jim - include TPAS please!)

12)   New Website
I.) It’s working great. People are using Paypal. Cost to USARM is minimal for ease of renewing membership online.

New Business

1)   Photogs at Moto-GP
I.) We will not have photogs at Moto-GP. Both last years photogs have been contacted.

2)   Membership Fees
I.) Non-US Members – Corporate rules say everyone has to pay. Paypal now available to help with this.
II.) Lifetime members are grandfathered in.

Round Table

Next Meeting – May 19th

Meeting closed at 9:57 pm

Attendees - Ron, Chris, Ken, Jim, Jan, Rick
Absentee - Mike

REVIEW MINUTESMSP - No changes

FINANCIAL REPORT

1)   Review of Financials - Reviewed Financials - MSP

OLD BUSINESS

1)   Merchandise – Status - Order placed, updates on several items for Moto-GP

2)   Corporate Status – Update on our last Corporate meeting with Angele

a) We will have the new Tax ID within a couple of days
b) We will get a resellers license.
c) We won't have to pay sales tax on supplies, etc.
d) Inventory of merchandise needed
e) Discussion regarding acquiring a Computer for USARM Treasurer. We can get a revamped computer. Not sure that's the way to go.
f) Jan sent revised Mission Statement to Angele and the Directors

3)   Trailer Status
a) Jack stands bought
b) Rich to call Steve Yzunza about the USARM license plate
c) Ken and Rich will inventory entire trailer

4)   Awards
a) Jim Short to call Jim Hileman on awards
b) Awards for 2008
c) Area on the Website for awards.
d) Sent list of past award winners to Chris

5)   Event Managers
a) Event Roster to be finished.
b) Event Manager duties listing to be finalized and sent out.
c) Letter from Event Manager - Equipment fees, worker transport fees, other fees taken out of the equipment fee. Equipment Fee is for equipment. $20 flat fee was approved in March 2006 and stands as is.
d) Event Manager authority to buy other items as needed - Jan will add that to the Event Manager Duties - for ice, soda, water, etc.
e) Need details of what training is required for a new worker before they go on course
f) Concern from members - Too hard for new people to get on a list to come work an event and get trained.

6)   Contracts
a)
Jan to send the Moto-GP Contract to all for review.

7)   GRID
a) Recommendation to up the dues as of May 1st. We will leave it at $25. We will review in October 2009 per our past vote.
b) What to do with bounced checks - It's a $10 bounced check charge on a bounced check. Money order only. MSP

8)   Banquet
a) Update - No update since meeting was moved up.
b) Chris to get with Mickey to put articles in the GRID about the Banquet so non-Moto-GP members will know about it and we will arrange for them to access the worker camping area for the party.

9)   General Membership Meeting
a) At Moto-GP

10)   Contracts
a) Skip Barber - Change of Event Manager completed.

11)   Training
a) Jim did a great safety training at the last event.
b) All Event Managers need to be responsible for doing training and keeping track of it. Each day they should cover another issue. What's the hand signal for ??? What flag would you use for this?
c) We will put something in the Grid that if people want to get trained they can contact an Event Manager. Team with another experienced worker – Possibly do a no pay for that first weekend but they have to be a member. Need further discussion.
d) Need Training Check List of what to cover.
e) How to ensure training for Moto-GP personnel - Each Turn Marshal will be held responsible for training. We will give the Turn Marshals a check list of what to cover.
f) Proposal to pay the trainees back their membership fee.
g) Jim and Mike to come up with training format for new folks.
h) Moto-GP Training focus - Thursday afternoon/evening.
i) Booklet for each worker to sign off on their training – Licensing/Certification Program discussed.
j) Test for all workers online?
k) Certificate for all workers once they are trained?
12)   New Website
a) It's ready. Testing completed by Ted, Ron, Jan and Mickey. It will have Paypal available to pay memberships. It's a secure website so no concerns about information getting leaked out. Only available to paid members. Mickey has done a terrific job getting this set up for us!

New Business

1)   Photogs at Moto-GP
a) We will not have photogs at Moto-GP.
b) Jan to draft letters to both of them.

2)   Membership Fees
a) A.) Non-US Members - Corporation says everyone has to pay. Paypal will help with this.
b) Military – Discussion about active military.

3)   Equipment Fees/Worker Transportation
a) Discussion per email from earlier this week

4)   Membership Fees

Round Table - Nothing

Next Meeting – April 21st

Meeting closed at 9:40 pm Pacific

Attendees - Ron, Mike, Chris, Jan, Ken, Jim, Rosebud

REVIEW MINUTES - MSP - Reviewed and approved by all

FINANCIAL REPORT

1)   Review of Financials
a) Complete review of 2008 completed. Details reviewed. Several questionable items from early 2008 and back into 2007 that may never be fully answered.
b) Overview of last year - Rosebud assigned categories to all our debits and credits.
c) Rosebud did a thorough review back into 2005 to get a feel for what was done with the club.

MSP to approve Financial report of 2008 and January 2009.

OLD BUSINESS

1)   PO Box Status - completed. Applications and Website have been updated.
a)Old PO box mail will be forwarded to the new PO box.
b) New Stationary has been ordered and received and distributed to Ted, Ron and Jan. Anyone else who needs it can contact Rosebud directly

2)   Hats - Rosebud went to two different vendors. Reported on quotes. Quote is to order hats and put our own patch on the front. Voted on Hat #397 with years on the back 1959-2009

3)   Corporate Status
a) Jan talked to attorney Carl found. Pricing is far too expensive.
b) Ron contacted an attorney who found lots of information on us and she discussed lots of info on what we should do.
c) Corporation status is suspended. Last corporate attorney never completed filing all the documents when we last worked on this.
d) Discussed pros and cons or re-establishing old corporation or starting new. "Non-profit with mutual benefit" is the recommendation.
e) Phone conversation scheduled with her on Friday at 1PM. Jan and Mike will attend. Mike will help with this corporate activity.

4)   Jan to email back the PCA person and let her know our TAX ID is invalid and was suspended back in 2000.
a) We can use this same conference call feature for the call with the corporate attorney. We need to fill out a brief profile. Biographical scratch, resume. Relationships with each other. Relate it to racing. Been into racing for ? of years as a hobby. For fun, etc.

Cuckoo clock went off at 8:00 pm.

5)   Trailer Status
Talked to Jim. Skippy was informed of the changes. They reduced the number of workers requested, reduced to 14, from 16. Jim will complete the jack stands and tires within 2 weeks.

6)   By-Laws
a) Jan sent copies of By-laws and our Board had a separate meeting and completed the by-law changes we want to recommend.
b) Jan sent by-laws out to List alias for feedback - 2 responses. Mickey posted by-laws on the Website as well.
c) Due to new Corporation we won't take action now because the corporate attorney has to redo them. Move to put hold on By-laws and follow up with attorney on corporate status. MST

7)   Awards
a) Jim Short to call Jim Hileman to check on the awards. Jim Hileman will send them to Jim Short.

8)   Event Managers
a) Change to Event Manager for Skippy recommended - MSP
b) Jan sent letter to all Event Managers on rosters for this years events. We're keeping track of all the events our workers attend. No response from any of the Event Managers yet.

9)   Contracts
a) Jan to send the Moto-GP Contract to all for review right away.

10)   Board Duties - Need to clarify duties for each member of the board by responsibility, committee and assignmen ts. Remove from minutes. Refer to Committee List

11)   Scholarship possibilities to aid USARM in the non profit status - Board to come up with criteria for the scholarship - Talk to Corporate Attorney
a) May not have to come into play per corporate attorney. Move to Corporate category.

12)   Back-up training on how to take over events - Jan working on this.
a) Need input from other board members.
b) Post event - add the part about sending the roster to the Secretary. Jan to update with notes received.

13)   GRID
a) Help writing articles monthly
b) Actual distribution of mailed Grid (about 40 copies)
c) Chris will help with mailings. Ron, Jim and Mike will work on articles.

14)   USARM 50th Anniversary
a) Rosebud got quotes on T-shirts - 500- 3 color - $4.00 each, $5.00 - XX, $6.00 for XXX - 3 weeks notice. 10 inch patch on the back.

15)   Banquet
a) Rosebud met with Vendor and set up our BBQ. $6,476 for the banquet last year. Rosebud talked to them. They will give us a discount.
b) Estimate 325 at $14 per person. $4,650. Self-Serve. Chris took over the social duties.
c) Rosebud to check on heating trays.
16)   General Membership Meeting
a) Can we do it at Moto-GP?
b) Concern about too much beer during the meeting. Discussed how to manager

17)   Contracts -
a) POC Contract - Same stuff different year.
b) Skip Barber - Same Stuff different year - Jan to script letters for Ron to sign

18)   Training recommendations for the year and Moto-GP
a) Jim Short and Mike Otell - to talk through what they want to do. Jan will help when possible - primarily on Moto-GP training specifics.
b) Jan to dig up the AMA and Moto-GP Flag information and send to the directors. Come up with recommendations on training for next month.

New Business

1)   Review Operating Policy and budget - Reviewed budget and compared it to costs from 2008. Ken to check the equipment.

2)   New USARM Web site and Paypal - Paypal $1.02 per Paypal submission. Secured Website should be up relatively soon.
a) Chris will work on the merchandise. USARM Logo sales - Merchandise.
b) Jan to order business cards for all - 250 each.

3)   Pre and Post Event Manager Reports
a) Discussion on Equipment payment - Should be $20 only. Expense reports reflect $40-$60. Need to clarify the Equipment payment - one person gets paid a weekend only. $20 only MSP for all services - equipment given to the non-event manager only.
b) Jan will script a letter for Ron to sign.
c) Pre- Event
i) Paid members list - Event Managers need to know who are paid members.
ii) worker training - Everyone in USARM needs to go through training or refresher training
d) Post - event
i) Recap of event any issues - Ken will oversee the event manager reports.
ii) Suggestions for worker awards - part of their report back. One of the directors to receive the reports back from the event manager.
iii) Any training issues that we should review

4)   Rosebud - Where is the USARM License Plate? Jim Short to check on that. Jan thought it was in our trailer.

5)   Auction of Dale Earnhardt Memorial. 24H x 36W. Color photographs.
a) Paid $250 and it will be a raffle prize. Valued at $385.
b) MSP to be used to purchase this to be auctioned off.

March 17 - Next Board Meeting

9:45 PM meeting closed.

March Minutes have not been approved yet for distribution.

Attendees - Ken Berri, Jan Kaufman, Jim Short, Ron Vlastelica, Chris Vlastelica, Rosebud Vlastelica, Mike Otell
Special Guest - Jim Hileman

REVIEW MINUTES - from Dec 2008

Welcome to New Directors - The Board and our Special Guest introduced themselves to each other.

Board Elections - Nominations all around and voted on. The Board responsibilities for this year are...

President - Ron Vlastelica
Vice President - Ken Berri
Secretary - Jan Kaufman
Treasurer - Rosebud Vlastelica
Social - Chris

Motion to move PO Box to Gilroy. MSP
Action: Rosebud to get the PO box.
Leave Salinas PO box open for now . It will be closed sometime after Moto-G.

Add Ted's email to Directors alias and add Jim Hileman's address to the Directors alias. MSP
Action: Mickey to add Ted to Director's alias and add Jim back onto that alias.

FINANCIAL REPORT
1.) Review of Financials - Balance $16K-$17K Jim will send details in the next couple of days.
Ted paid the Tri-County bill with Moto-GP funds

We are on a cash only basis with Skippy. Jim Hileman coordinated those activities and follows through with them.

Discussion regarding our bank account, charges and how we can make our money work better for the club.
Action: Jim H. and Rosebud to get together to go over the books.

OLD BUSINESS

A.) There are fully stocked equipment trailers at Sears Point and at Laguna Seca.

1.) Hats - Jim Hileman was checking on this . Discussed further.
Action: Rosebud to check further and will forward his information to the board.

2.) Corporate Status - Rosebud will check on taking the by-laws to a company in San Jose where his daughter works. Flat rate varies between $1,000 to $2,000. Jan was provided with Rachelle's personal phone. MSP
Action: Jan to contact Rachelle about working with one of her attorneys.

3.) Trailer Status - Greg working on this. Jim H. and Greg were checking with Skippy on valve stems and will get the stands for the trailer. Already MSP to buy jack stands for the trailer.
Action: Jim H will get the jack stands and the Skippy people will fix the valve stems.

4.) By-Laws - Recommended changes to be sent via email directly to directors for review.- Board members to send information.
Action: Jan to send copies of By-Laws

Motion to go over by-laws in a separate meeting. MSP - Meeting on the 27th at 7 pm Pacific.

Awards - Jan sent question out to the "list" alias. Received 2-3 replies, discussion regarding awards.

5A.) Event Managers Discussed. Motion to ask Jim Hileman to take over Skippy - MSP
Action: Two letters to be scripted. One to Skippy and one to Kati to send to Ron for signature.

Discussion about membership and when a member or new person must submit their membership due to issues found last year. New person and any member must pay before their first event of the year.

5B.) POC has new contact. Dave Jansen has that under control.
Action: Jan to send copy of contracts to the new board.

6.) Board Duties - Need to clarify duties for each member of the board by responsibility, committee and assignments.

7.) Scholarship possibilities to aid USARM in the non profit status - Board to come up with criteria for the scholarship - Talk to Corporate Attorney

8.) Back-up training on how to take over events - Jan working on this. Need input from other board members.

9.) GRID - Out to the members 1st week of the month.

10.) Elections - Discussion regarding 5 positions filled this year due to Carl resigning. Mike filled that spot so Mike's Board activity will be for 1 year. (This Board is looking forward to Mike running again!)

11.) USARM 50th Anniversary - 2009 - Jim H. to check with Laguna regarding 50th Anniversary T-shirts.
Action: Jan to send history to Jim.

12 .) Banquet - Moto-GP Banquet again. We will contact same company as last year and will arrange for non-Moto-GP workers to access the worker camping area.
Action: Rosebud to meet with vendor

13 .) Moto-GP - Applications will be in Grid coming out soon.
Action: Jan to get with Ted on the application and Rosebud to get with Ted about PO Box

14.) Contracts -
a.) POC Contract - Do we need a new contract with them?
b.) Skip Barber - Contract - Jan to look for copies of the contract if we have them.

15.) Rosebud will inventory the merchandise.

February 17 - Next Board Meeting

Reminder: By Laws Meeting - January 27th - Same call in number and same time.

Attendees - Jan, Ken, Jim H., Jim S., Greg

REVIEW MINUTES - MSP (Moved, Seconded, Passed)

FINANCIAL REPORT - Sent to the Directors and forwarded onto Mickey to put into the next GRID.

Financial Statement December 2008

The large deposit of $3500 was wired to USARM from Skip Barber to pay the workers in cash. Only $3400 was withdrawn and $100 was left in the account for equipment fees. The large amount of checks was old bills that were paid including the fees for con calls for a year and web hosting and all that goes with it. After the Deposit this Saturday we are caught up.

We do have a bill from a company called Fire Master out of Dallas Tex for what looks like maintance on 19 fire bottles and 4 new bottles.

1.) Review of Financials
Bill from Fire Master was for Sears Point. Approved.
Received Cash for Skip Barber - We are in a cash-only basis with Skippy. They do a wire-transfer to USARM and the funds are withdrawn and passed out to the workers.
Jan scripting letter to Skip for the Wire Transfer fee. - Sent to Jim

OLD BUSINESS

1.) Hats - Low profile with velcro closure is the preferred. Quotes received . Jim will stop by and look at the hats. Jim will come back to us with the volume. Jan to email Jim H the address.

2.) Corporate Status - Carl sent one attorney name. Cost per hour or a flat fee. Jan to check back with the attorney.

3.) Trailer Status - Greg working on this. Jack Stands - Set of 2 for $20. Tires are fine. Get stands for it. 5 ton stands. Jim and Greg to check with Skip regarding new valve stems and will get the stands for the trailer.

4.) By-Laws - Recommended changes to be sent via email directly to directors for review. - Board members to send information. We will send separately. I will put together the by-law recommendations. Jim and Greg will be willing to help on a committee to work on the by-laws.

5.) Awards -Jan sent question out to the "list" alias.
Lifetime membership - minimum 10 years - 4-5 races a year - Motion to make lifetime memberships unanimous vote by the board - MSP

6.) Board Duties - Need to clarify duties for each member of the board by responsibility, committee and assignments. - Tabled.

7.) Scholarship possibilities to aid USARM in the non profit status - Board to come up with criteria for the scholarship. - Talk to Corporate Attorney.

9.) Back-up training on how to take over events - Jan working on this. Need input from other board members.

10.) POC - Check for charity needs to be sent. - Jim will send the $1,000 check to POC - County day goes to charity and we donate to their charity. POC does a charity event.

11.) GRID - Monthly and ASAP

12.) Elections - 4 people will run this year. 4 and 1 appointed spot.

13.) USARM 50th Anniversary - 2009 - Jim H. to check with Laguna regarding 50th Anniversary T-shirts. Jan to send history to Jim.

NEW Business

Moto-GP - Add to next Grid and put online. Reimbursement for larger events discussed.
Special USARM gift to Ted for all the work he does. Special USARM gift to Jim Hileman for AMA work. - MSP

Have the BBQ again at the Moto-GP? MSP to have banquet at the Moto-GP and have same caterer.

Review the fee structure. Review our contract. Send everyone a copy of the contract to review prior to the next meeting.

Did Ted take care of Tri-County bill? We believe he did that with petty cash at the Moto-GP.

Round Table

Camp Okizu - Motion to give $500. MSP

Russel finished their season.

Contracts - Russell is fine. No change to contract.

POC Contract - Will they renew?

PCA - Contract - One time deal - no contract this year.

NCRC - We are not doing their events any more

Skip Barber - Contract - Jan to look for copies of the contract.

Jim Hileman - Thank you!

Next Meeting - January 20

End of meeting - 8:36 pm

Attendees - Jan, Carl, Jim Short, Jim H.
Special Guest - Mickey
Absent - Greg, Ken (pre-arranged)

REVIEW MINUTES - MSP

FINANCIAL REPORT

1.) Jim has the check book and will provide an update soon
Special Guest - Mickey Housel to review SSL and website requirements.

We're going green. $250 for Web-hosting with the SSL certificate. The SSL is a security certificate so folks can change their information online in a secure manner. It allows people to update their contact information. It works between the website and their own computer. It encrypts all the information between the server, the website and the user's computer. MSP

Recommendation to usePaypal to pay for membership. Mickey will set up a membership form to feed to Ted with the membership information. Members do not have to be a member of Paypal to use it. MSP

Reduce Membership

Proposal to reduce membership to $25 for this year due to economic issues with an expiration date of December 31, 2009. MSP

Need to add the membership dues issue to the by-laws to be discussed and finalized by September each year.

SPECIAL NOTE : Cuckoo Clock went off at 8 PM.

Motion to provide Mickey Petty Cash to do the Grid - Motion to send Mickey $200 for petty cash. MSP

OLD BUSINESS

1.) Hats - Low profile with velcro closure is the preferred. Moving forward on the hats.

2.) Corporate Status - Poll the membership? Jan and Carl working on this. Carl emailed a CPA who did not have a source. Jan to check with her CPA. Jim sent email to Chico attorney.
3.) Trailer Status - Greg working on this. - No report.

4.) By-Laws - Recommended changes to be sent via email directly to directors for review. - Board members to send information. We will send separately.

5.) Recommendation on awards from Carl Sloan ...

a. A candidate for an "annual award" must have worked a minimum of 50% of scheduled events. - Carl is putting together something for us to review. We MSP to keep 7 events as minimum

b . Each board member from that list will nominate a candidate or candidates for each award if appropriate. Note: Each board member is not required to nominate a different individual.

Modification to Awards:
1. a member must have worked a minimum of seven events in the year of the award - Already passed.

2. each Board member will nominate one person from that list for each annual award.

a. the same individual(s) may be selected by more than one Board member.         3. a ballot will be electronically transmitted to each active member with a hard copy to those active members who do not have other access.

4. write-in votes from the list of eligibles will be permitted.

5. in the case of a tie, the board will determine the recipient.

6. results will be tabulated by the web master not later than 30 days after the initial mailing.

c. Poll the membership - do they want to vote on the awards or let the board do it.

6.) Worker Plaques - Polling the membership for recommendations? No more worker of the weekend stuff. MSP last meeting.

7.) Board Duties - Need to clarify duties for each member of the board by responsibility, committee and assignments. - Tabled. Detail this out.

8.) Scholarship possibilities to aid USARM in the non profit status - Board to come up with criteria for the scholarship. - Talk to Corporate Attorney.

9.) Back-up training on how to take over events - Jan still working on this. Need input from other board members.

10.) POC - Check for charity needs to be sent. - Jim to check the checkbook

11.) GRID - Positive Feedback on electronic email with the link to the Grid online. Need to place reminder in upcoming GRIDS that if a member wants a hard copy they only need to ask.

12.) Elections - 4 people will run this year.

13.) USARM 50th Anniversary - 2009

Jan checking with Jim Madrid on other quotes - received
Jim H. to check with Laguna regarding 50th Anniversary T-shirts. Should we poll the workers on their recommendations for what to put on 50th Anniversary T-shirt? Get input from Laguna first before we go out to members.

14.) Inventory issue raised by Carl regarding missing equipment and recommended inventory sign-out sheet. Sign out sheet was in the trailer and is now missing. Jim will replace it. Jim talked to Dave Jansen - equipment was not missing, just not returned to the trailer right away.

Round Table

Kate and Sal are back in California.

The Board thanks Mickey for his input tonight. Great ideas and great feedback.

Next Meeting - December 16

Attendees - Jan, Carl, Jim Short, Jim Hileman, Greg
Absent - Ken (pre-arranged)

REVIEW MINUTES - MSP

FINANCIAL REPORT

1.) Review of Financials - back to May if possible - No Financials at this time.

OLD BUSINESS 1.) AMA Review. Went very well. Go-Kart races were the hit of the weekend. Great coverage.

2.) Charitable Donations - Recommend giving to the Ozuko Camp again. They had problems with the recent fires. Jim Short checking on them. Need check for the upcoming POC event. - We will hold off for now.

3.) Hats - Low profile with velcro closure is the preferred. We need the written quotes.

4.) Corporate Status - Jan and Carl working on this. Poll the membership to get sources.

5.) Trailer Status - Tires are flat and deteriorated. Motion to get new tires and jacks. Move the trailer to the "semi-permanent" location and then store the tires inside the trailer and only use them during Moto-GP. - MSP - Greg will work on the tires and jacks.

TABLED ITEMS FROM PREVIOUS MEETINGS 1.) By-Laws - come prepared with recommended By-Law changes. - Changes to be sent via email directly to directors for review.

2.) Recommendation on awards from Carl Sloan ...

a. A candidate for an "annual award" must have worked a minimum of 50% of scheduled events. - Carl is putting together something for us to review. MSP to keep 7 events as minimum.

b . Each board member from that list will nominate a candidate or candidates for each award if appropriate. Note: Each board member is not required to nominate a different individual. - need more discussion.

3.) Board Duties - Need to clarify duties for each member of the board by responsibility, committee and assignments. - Tabled

4.) Scholarship possibilities to aid USARM in the non profit status - Board to come up with criteria for the scholarship. Set discussion for another meeting.

5.) Back-up training on how to take over events. We need to have a book with the details on what needs to be done just in case someone cannot attend and someone else needs to step in to take over. Recommendation of a Check off list. - Jan to put together notes to send to all for their review and for everyone to add their own working knowledge to the lists. - Jan still working on this.

6.) POC - Check for charity needs to be sent.

NEW BUSINESS

1.) GRID - Mickey has taken over the Grid. We are moving to electronic Grid this month.

2.) Corporate Status - Jan and Carl working on this.

3.) Elections - 4 people will run this year. Put that in the Grid.

4.) USARM 50th Anniversary - 2009 -

Carl to send us pictures of the hats
Jan checking with Jim Madrid on other quotes
Jim H. to check with Laguna regarding 50th Anniversary T-shirts. Will poll the workers on their recommendations for what to put on 50th Anniversary T-shirt.

5.) Worker Plaques - Ron and Carl got a plaque for Phil Glendon who was voted on as worker of the weekend.

Discussion regarding plaques - How do we determine who deserves the award. The workers nominate it and then control gives it out. Event Coordinator has the ultimate decision. Move we table this discussion. Discussion. Original POC WOW award was supposedly paid for by POC. That is not the case. Polling the membership for recommendations.

6.) Inventory issue raised by Carl regarding missing equipment and recommended inventory sign-out sheet. Sign out sheet was in the trailer and is now missing. Jim will replace it.

Round Table

Carl recommended to collect votes on the agenda by name - Carl will collect that information. Jan is too busy keeping notes.

Dave Scott address - Dave Scott reimbursement was voted on back in June? we believe. He was not paid by the former treasurer. We will get a check sent to him.

Next Meeting - November 18th.

REVIEW MINUTES - MSP

FINANCIAL REPORT

1.) Signature Authority set-up at the bank.

2.) Review of Financials

Back to May is needed. No financials provided by Steve since then. Shelley working on getting everything caught up to date.

OLD BUSINESS

1.) Finalize all issues regarding recent Board Changes
Discussion regarding recent emails to the "list" alias. Discussion - Motion to refer folks back to Kati and Steve. Question to the "list" alias about Steve's resignation letter. Ken never got one. If we get a resignation letter from Steve we will publish it.

2.) AMA Updates - 80 people.

3.) Charitable Donations

Jim Short still checking on Camp Ozuko. We need to provide $1,000 check to POC for our donation.

TABLED ITEMS FROM PREVIOUS MEETINGS

1.) By-Laws - come prepared with recommended By-Law changes Discussion

2.) Recommendation on awards from Carl Sloan

a. A candidate for an "annual award" must have worked a minimum of 50% of scheduled events. Need more discussion. Perhaps 50% is too much. A minimum of 7 events. Carl to put it to paper for next meeting. MSP with 7 events.

b. Each individual in charge of worker attendance at an event will submit a copy of that list to the board. The board now has a list of theoretically eligible recipients. Everyone to submit a list of all workers to the director. Need more discussion List of all workers for the events to be sent to the Secretary. Contact person to send attendance list to Secretary.

c. Each board member from that list will nominate a candidate or candidates for each award if appropriate. note: each board member is not required to nominate a different individual. Need more discussion.

d. That list used for each award, is submitted to the members for a vote at the same time as is the ballot for board elections. If there is a tie, the board decides. We can do this in 2009.

e. Write in votes are permitted as long as the individual has worked 50% of events. The board will determine if the write-in person is eligible. Majority have no idea who they are. Membership is recommended to submit names.

f. A board member and a "volunteer" shall oversee the counting to ensure integrity. Up to the board. Board feels we should not be involved in the count to ensure integrity of the count. Leave it with Bruce. If he would like to invite other people to help with the count we can help set that up.

g. the board may make any special awards at its discretion.

We will try this for 2009. Life time memberships will only be voted by the Board.

3.) Membership requirement when working our events

People working before they pay their membership. Set a timetable on when they need to have their memberships paid. Problem existed previously but should not be an issue going forward.

Note:Past USARM policy is that every member should pay their membership by the second event they work. The event organizer is supposed to collect membership dues in the form of a check or retain membership fees from the reimbursement at the end of the weekend. A completed membership form ad the dues are to be sent to the membership chairman immediately following the event. We know there are many members who worked more than half a year in 2008 before it was determined they had not paid membership yet. Will discuss further.

4.) Board Duties

Need to clarify duties for each member of the board by responsibility, committee and assignments. Tabled.

5.) Scholarship possibilities

To aid USARM in the non profit status. Board to come up with criteria for the scholarship. Set discussion for another meeting. Tabled.

6.) Back-up training

On how to take over events. We need to have a book with the details on what needs to be done just in case someone cannot attend and someone else needs to step in to take over. Recommendation of a Check off list. Jan to put together notes to send to all for their review and for everyone to add their own working knowledge to the lists. Jan still working on this. Everyone will put something together.

NEW BUSINESS

1.) GRID

a.) Editor issues - Discussed. Mickey Housel has agreed to take over the Grid.

b.) Electronic mail versus hard copies Electronic Grid was passed in 2006 with go live in Late 2008. Members without email or who request hard copies will receive hard copies.

c.) Timely updates for our membership
1.) Minutes - Jan to send minutes to Grid Editor directly.

2.) Earlier approval of the minutes
Jan to email directors within 5 days after board meeting. Jan to review minutes with Ken over the phone. Ken will receive copy through Ted if that's ok with Ted.

3.) Financial reports
Financial reports will be sent directly to the Grid Editor by Jan.

4.) Content in the Grid

5.) Grid review prior to publication?

Editor to send to Directors before he sends it out. We will review and reply with our approval within 3 days. Letters to the Editor encouraged. Want to make sure we haven't left anything out."overview"

2.) Corporate Status - Jan and Carl working on this.

3.) Elections

Need people who are willing to run for the board. 4 people will run this year. Put that in the Grid.

4.) USARM 50th Anniversary 2009

Carl to send us pictures of hats he is proposing
Jim to check with Laguna regarding 50th Anniversary T-shirts.
Jan working to get quotes from Jim Madrid

5.) Worker Goodies - We have lots to give away at the AMA.

6.) Worker Plaques

Count of number of events. Shall we do a worker of the weekend at all events? We think so. Jan to get an event count. Include all events - Skippy, POC, Russell, Green Flag, Moto-GP, AMA, Etc. Jim to send Carl information how plaque could be designed to have space to add engraved area. Discussed presentation at the event itself or after the fact with name engraved. More discussion needed to resolve.

Round Table

Need more info about the Ozuko Camp.

Admin charges to ensure we break even on our larger events. More discussion needed.

Email from the driver regarding incident at Laguna Seca - Discussed. Board Member has discussed with the driver.

Next Meeting - October 21st.