Category Archives: Minutes

USARM Board Meeting Minutes

2008 – August

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USARM Board Meeting Minutes
August 19, 2008

Attendees - Jan, Steve, Ken, Jim H, Jim S, Kati and Greg

Minutes
July Minutes reviewed and approved. Steve and Kati did not see the minutes. Jan to send them again. Sent.

OLD BUSINESS
1.) Review and complete personnel issue regarding letter sent to Kati in July. Discussion. Motion for Kati to be removed. Passed 4 - 3

Ken will provide letter stating the end of her term.

2.) Moto-GP review
a. Overview - Went well with Dorna. Autograph seekers in the paddock caused concern due to Rookie assault issue with a spectator.
b. Reimbursement for those using their own vehicles during the event was overlooked. Motion to give the two drivers same funds as lst year. Yes - 4 No - 1

Change of direction with this discussion. Steve is resigning from the board. At 7:22 pm Steve resigns. Credit cards and all to be returned to Ken.

Change in Agenda
Discussion on who to fill vacancies. By-laws and proposal to by-law changes. We will invite next person with highest number of votes to join the board. Board will invite Shelley Ulry to rejoin.

Jan to contact Carl to request he join the board. Jim H will check with Shelley to see if she is willing to be appointed to the board.

3.) AMA Updates

a. Contract - Bo has the contract. Jim to check with Bo and with the Park Ranger.
b. Sign-ups - 40 now.
c. NMPs - We may not have NMPs at this event due to a conflict with AFM.
d. Reimbursement - Discussion MSP

In the future look into adding an administrative fee or add to equipment fee so we break even .

4.) Financial report - None provided by Steve. No reimbursements reviewed.

TABLED ITEMS FROM PREVIOUS MEETINGS

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

2.) Recommendation on awards - Tabled
a. A candidate for an "annual award" must have worked a minimum of 50% of scheduled events - Need more discussion
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.
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.
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.
g. the board may make any special awards at its discretion.

5.) 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. Past issues have been resolved.

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.

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. Set discussion for another meeting.

8.) 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 working on this.

Roundtable
1.) Need more focus on Training - Issues at pre-historics.

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. Need Financial situation resolved quickly since both Kati and Steve had signing authority but are no longer on the board.

3.) Virginia City Hill Climb - Jerry Huff contacted Jim Short about providing workers. Jim Short to check with Jerry again and we might then put out a call for anyone interested in working that event but it will not be overseen by USARM.

4.) Bank Letter - Need letter to the bank to remove Kati and Steve from the bank account and add new treasurer and secondary signature. Jan to send to Ken.

Next Meeting: September 16th
Meeting ended at 8:29 pm

2008 – July

Posted on

Minutes – July 2008 USARM Board Meeting

July 8, 2008 (Meeting moved up due to conflict with Moto-GP Track Set-up)

Attendees: Jan, Kati, Ken, Greg, Jim H, Steve
Absent: Jim S.

MINUTES
Reviewed June Minutes - MSP

OLD BUSINESS
1.) Update on GRID problem with post office - Resolved.
2.) Banquet update - Steve arranged for banquet for Saturday night. Kati has items for raffle at the banquet.
3.) Equipment Status - Inventory done June 22nd - Trailer was a mess in front and back. Ted, Jim and Steve went through everything and got it re-organized. Some broom handles are missing - nothing else.
a.) Jim Hileman is the USARM Equipment Manager. Jim will set up a sign up sheet to log out and in all equipment. Access to the Moto-GP side of the trailer is only through Jim Hileman.
b.) Jim will get in touch with Ron and Kati will get in touch with Gabe regarding the new equipment procedures.

TABLED ITEMS
The tabled items will not be listed here but will be added back onto the August Agenda per our agreement in the June meeting.

MOTO-GP
1.) Update on reimbursement funds - MSP
2.) All other Moto-GP issues :
a.) Jim - Head Ranger may want to charge $15 per head for overnight people. We will talk to Bo.
b.) Ken - Photogs need to be sure not to sell pics of our workers.
3.) 3 Bounced checks - We will take funds out of their reimbursement

NEW BUSINESS
1.) info@usarm.org - Jan will respond to all those inquiries.
2.) Board concall Information discussed.
3.) Jan will now provide updates Ken on all emails that come through.

ROUNDTABLE
1.) Jim will provide golf-cart transport for specific people so they can park in worker camping.
2.) AMA Race - Have the contract to Ken at the Moto-GP - responsibility Jan.
3.) Jim Hileman - Working out lunches for Moto-GP.
4.) Jan to send names to Jim for Servers for dinner!

NEXT MEETING

August 19th
Closed at 7:56 pm

2008 – June

Posted on

USARM Board Meeting Minutes

June 17, 2008

Attendees - Jan, Steve, Ken, Kati, Greg, Jim H
Absent - Jim S

Note - MSP Stands for Moved, Seconded, Passed

MINUTES
1.) Review May Minutes - MSP with two changes.

FINANCIAL REPORT

1.) Bank Status - Update from Steve - Deposits to be made

2.) Reimbursements - reimbursements reviewed - forms to be sent to Steve for payment. Kati reported she received the check for the light wands from POC.

3.) Non-Profit Status - Steve to set meetings to get pricing from the accountants.

OLD BUSINESS

1.) Banquet - Reviewed quotes from two different sources. Kati checking on one more source.

2.) PO Box - Need update on the issue with the mailing issue with the last GRID. - Ken picked up the Grids. Dave Jansen will check it out.

3.) Equipment Status - Inventory to be done this weekend - Jim Hileman will help with inventory and will be the overall Equipment Manager.

4.) Storage shed and USARM Trailer at Laguna Seca - Tabled until post-Moto-GP

5.) Russell School Status - reviewed new protocol with Russell and SPIR requirements.
6.) Quotes on Letterhead, membership cards, etc. - Kati to send files with logo to Steve.

MOTO-GP

a.) Status of Contract - Met with Bo, minor changes. Jim checking out lunch caterer to ensure quality for our lunches.

b.) Discussed reimbursement amounts - MSP

c.) Discussed retainer fee early versus at the race - Ken to talk to Bo.

d.) Moto-GP equipment inventory this weekend. Jim Hileman will be our Moto-GP Equipment Manager. Ken to get different combo lock for Moto-GP side of the trailer - MSP

d.) Equipment - Discussion about needing other equipment for other races. Will be discussed post Moto-GP.

e.) Supplies needed for Moto-GP - MSP

Tabled from earlier meetings - will be tabled until after Moto-GP

1.) By-Laws

2.) Membership requirement for working our events

3.) Board Duties and requirement to be a board member.

NEW BUSINESS

1.) Back-up for Ron Cowen for Green Flag and other events. - Jim Hileman will be Ron's backup - MSP

2.) Event expectations to qualify for USARM Awards and BOD - tabled

3.) Scholarship possibilities to aid USARM in the non profit status - tabled

4.) Items from Dave Scott - Discussed this gracious gesture. We will reimburse Dave for all the goodies he sent from over the pond - MSP

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. - Tabled until August. Jan to put together notes to send to all for their review and for everyone to add their own working knowledge to the lists.

ROUND TABLE

1.) Jim H - had inquiry from someone who wanted to work an event at another track but vacant spots were filled with non-members. Discussion about how to fill the vacant spots at our regular events and priority of USARM Members. Tabled until August.

2.) Ken - NCRC - Contract negotiations for 2009 to be discussed.

3.) Ken - Discussion about existing contracts with our regularly scheduled events such as POC, NCRC, Russell, Skip

4.) Jan - Concall information has been left off the last couple of Grids. Kati will remind the Grid Editor of our request to include it monthly.

NEXT MEETING

July 8th - Due to date conflict with Moto-GP track set-up

Call ended at 8:48 pm (Pacific)

2008 – May

Posted on

Agenda - USARM Board Meeting

May 27, 2008

Note - MSP Stands for Moved, Seconded, Passed
Present - Jan, Ken, Steve, Kati, Jim H, Jim S
Absent - Greg

Minutes
1.) Review April Minutes - Moved, Seconded, Passed with changes

Financial Report
1.) Bank Status - Current balance $31,479.27
2) Reimbursements - reviewed and approved 3 reimbursement requests.
3.) Non-Profit Status - Steve to report at June Meeting.

Old Business
1.) Concall Status - Average about $50 per month.
2.) Banquet - Lots of discussion. We have awards to pass out and want to truly celebrate the awards with the recipients. Further discussion came up with some ideas we will investigate further.
3.) PO Box - Steve hasn't called Ron yet to meet and add Steve's name to the PO Box.
4.) Wands from POC - Status of reimbursement. - Kati reported check not here yet.
5.) Equipment Status - Ken will get another lock for the back with a key and will change it out. The only car flags in the back of the trailer are the ones for Coronado. We have bottles that have been popped and need all the bottles redone. Jan recommended a combo lock separate from the side door to ensure some element of security for Moto-GP equipment. And with a combo lock at least someone can call to get the combo if the key is not accessible in an emergency.
6.) New number boards - Kati is going to Sears Point and will drop off two number boards for Jim.
7.) Storage shed for car equipment - Jim H. will let us know the good areas to store the trailer and will report back at the next meeting.
7.) USARM Trailer - Laguna Seca - Jim H. to report back on the areas that are available.
8.) Russell School Status - Jim Short - Contract issue discussed. Our contract is already signed. Russell wants to change the contract now due to SPIR request. We had a lively discussion and Jim S. will keep us updated.
9.) Moto-GP
a.) Status of Contract - Steve and Ted met with Bo. Bo reviewing contract with Ann and Gill. Minor changes and will be good to go.
b.) Budget for Committee - Tabled for next meeting.
c.) Meeting with Kevin Smith - Jan met with Kevin in Salt Lake and updated the Board
d.) Meeting with Dr. Rossi - Jan ran into with Dr. Rossi in Salt Lake. Dave Keifer will be CMO instead of Dr. Ting. Ting will remain close to the med center.
10.) By-Laws - Tabled
11.) USARM events - membership requirement when working our events - Need to change rules on who can run for the board. Must work a minimum number of events. Maybe put that in the by-laws. Same for awards. - Tabled
12.) Issue regarding membership requirements - tabled from last meeting - Tabled
13.) Awards - tabled from last meeting - Tabled
14.) Board Duties - tabled from last meeting. - Tabled

New Business
Ted - Needs new membership cards. MSP to get quotes .
Steve to get quotes on letterhead, envelopes and membership cards.
Jim Short to send trailer bill of sale to Steve.

Round Table
USARM Stickers - Needed graphic. MSP to order stickers for membership
Kati to get a quote and will advise the board of costs.
Kati will get a quote from Michael for hats. Full cover with plastic back adjustable. We'll table this until June.
Training at Moto-GP discussed.

Next Meeting
June 17, 2008 7:00 PM

2006 – April

Posted on
USARM BOARD
MEETING NOTES 04-18-06

Present:   Jerry Huff, Kati James, Dave Jansen, Steve Johnson, Jim Short & Steve Ynzunza
Excused:   Jan Weaver

Members Present:   Carl Sloan

Approved the minutes of 3-21-06

1 USARM General Information
A) Membership Presentation/Issues

Carl Sloan had some suggestions regarding the major awards that USARM presents at the Awards Banquet. He was looking to have the members more involved in the selection of the people receiving the awards. He presented the idea of having the BOD present candidates for each award and the membership would vote for who they felt should receive each award. Jim Short and Kati James both stated that they thought a similar idea had come up before. Jim Short stated that the process could become very cumbersome and also had some discussion regarding having something put into the Grid. Jerry Huff presented the idea of members presenting names of people with a short summary on why a certain member shouldbe considered for an award and then the BOD would review the the nominations and choose a person for each award. Kati James is going to check the website for the past award information. The subject of awards is going to be put on next months agenda.
B) Input on By-laws Articles I- III

A number of changes were presented regarding the first three articles. The BOD will be sending all of their information via e-mail to Steve Ynunza. In order for him to put into a document to be presented to the membership. There was also some discussion regarding executive session.
C) Conference Calls

Tabled until next BOD meeting in order for Jan to present information.
D) Memorial Plaques

Tabled until next BOD meeting in order for Jan to present information.
E) MotoGP

Tabled until next BOD meeting in order for Jan to present information.
F) Training

The training evaluation has been closed for January 2006. The additional item of training requested by Jan was carried over to the next BOD meeting.
G) Good Guy Award

Jerry H reported that only 2 people knew who Stan Poulos was and why the award was named after him. Dave J will be putting an article for next months Grid to go out to membership soliciting information on what awards they would like to see.
2 Financial Reports
A) Treasurers Report

Shelley presented the treasurers report and it was approved. She will be listing what each check is for on next months report.
B) Expense Reports

Some expense reports were submitted and taken care of.
C) 2006 Annual Budget

This agenda item was tabled until the next BOD Meeting.
3 Equipment
A) Inventory

The updated inventory has not been taken yet. Carl Sloan volunteered to assist with the inventory.
B) New Flags

Dave Jansen reported that the flags have been ordered for MotoGP. The flags will be sent to Ted Kuwada's work in order to ensure delivery. The flags will be sent piece meal as they are made they will be shipped.
C) Trailer

Steve Ynzunza presented two quotes for the trailer. Carl Sloan asked if any other vendors had been checked for quotes and it was reported that this company was where we recently purchased the last trailer. This company had provided the best price on the last trailer. There was a motion and it was approved to spend $2331.39 for the trailer that is 5' X 8" with 6 inches of extra of head clearance. Jim S will be working on a parking sticker at Infineon. Jerry H will be checking to see if the old trailer can be donated to a group. Dave J will get the trailer decaled and up to Infineon.
4 Upcoming Events
A) Racing Events

Jerry Huff reported that the Virginia City Hill Climb is on for September 16-17, 2006.
5 Roundtable
Carl Sloan asked what the new flags were for and was advised that they were for MotoGP.
USARM members are always invited to attend BoD meetings
The following are the upcoming Board Meeting dates for 2006:
Tuesday May 16th, 2006 7:30pm Fremont Roundtable
Tuesday June 20th, 2006 7:30pm San Jose Roundtable
Tuesday July 11th, 2006 7:30pm Fremont Roundtable
Tuesday August 15th, 2006 7:30pm San Jose Roundtable
Tuesday September 19th, 2006 7:30pm Fremont Roundtable
Tuesday October 17th, 2006 7:30pm San Jose Roundtable
Tuesday November 21st, 2006 7:30pm Fremont Roundtable
Tuesday December 19th, 2006 7:30pm San Jose Roundtable
The addresses for both Roundtables are:
San Jose Roundtable
5440-A Thornwood Drive
San Jose, Ca. 95123
(408) 578-5200		 Fremont Roundtable
40831 Fremont Blvd
Fremont, Ca. 94583
(510) 651-2111

Next Board Meeting:
Tuesday April 18th, 2006 at 7:30pm at the Roundtable Pizza in Fremont

2008 – March

Posted on
USARM BOARD MEETING NOTES
March 2008

Attendees - Jan, Kati, Ken, Steve, Jim S, Greg
Absent - Jim Hileman

Old Business

1) Minutes - Correction - Updated Contracts - Change title to Moto GP Chairman on Ted Kuwada. Change Ken's Cell Phone is 408-XXX-XXXX Correction. MSP with corrections.
a.) Minutes will be delayed by a month to the GRID to allow for review and approval at next board meeting. MSP.
2) Number boards status Got samples - and we are buying them. We ordered 6. Motion to order 4 more for Sears Point. MSP
3) Banquet - No contact from anyone on what they want. Send Jim copy of who won the awards. Steve will check on banquet locations.
4) PO Box - Still outstanding per Steve. Paid for the year. Will call Ron this week.
5) Non-Profit Status - Move to Financial Report second on next agenda.
6) Car Flag Status - We have 12 new car sets. Stored in the back with the MotoGP equipment.
7) Concall Status - Membership has not been participating. Tough doing stuff over a concall. Maybe schedule a face to face.
8) By Laws - Kati lost the changes in her computer crash. Motion for board members to pull and review the by-laws and provide feedback. MSP
9) Social Security Number issue - Took SSN requirement off the Moto-GP application. Not needed by us. It was a SCRAMP requirement . Ken to check with Laguna on requirement . Possibly have form for everyone to sign if they're going to work but only if needed. Take the SSN off the membership forms and Moto-GP applications. Motion to remove the SSN from all applications of any time. MSP - Ken to advise Ted to black-out all SSNs on apps he has.

Financial Report

1) Bank Status - We are charged a fee for monthly check return and image review. They then return that charge to us. $10 fee waived due to current balance.
a.) We still have $3,000 put aside to put covers on the comm boxes. Kati to work with Gary to get that going.
2) Reimbursements will be on every agenda.
a.) Reviewed reimbursement requests - MSP on all
b.) Recommend no member spend more than $100 out of pocket for USARM. Let us pay for it. Motion - Non-board members should not spend more than $100 of their own money. Someone is always around to cut a check or use a VISA card to charge something. - MSP
c.) Jan to do an affidavit about the tubs from Wal-Mart and send to Steve.
d.) Submit the concall info monthly or quarterly.
e.) Copy of Reimbursement form - Steve to send to all.
3) April 2007 - POC - Wands for the Enduro with yellow cover for night time racing. POC still has them. Kati to retrieve them at next race.

New Business

1) Board Duties - pass until next meeting
2) Grid - No discussion
3 Membership - discussion about when to stop sending Grids to members who have not renewed. Discussion to leave in until June to ensure proper coverage for Moto-GP MSP
4 USARM Trailer - Laguna Seca - Bo wants Trailer moved to another site on the property. We can move it down during Moto-GP. Kati to research how we secure it in a safe area.
5 Storage shed for car equipment - Laguna Seca - Discussion about acquiring a small storage shed for car equipment to be stored at Turn 11. Motion to purchase small storage shed. Table until next meeting.
6 Trailer has been moved up to Sears Point. Old trailer has been taken by someone. Jim working to get the vanity plate back that says "USARM". Motion to reimburse - Yes - 2, No - 3 - not passed
7 Moto-GP - discussion about status of Moto-GP at Laguna and Indy.
A) Email inquiries that come to the directors alias - Kati will forward all inquiry emails to Ted.
Roundtable
Need a Saturday meeting to do some work on the number boards for Moto-GP
Next Meeting - April 15th - concall 7 pm
Move to close meeting - MSP - 8:59 pm Pacific

2008 – February

Posted on
USARM BOARD MEETING NOTES
2-26-2008

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

Old Business

1) Minutes from last meeting - MSP with changes
2) Number Boards - Kati found new vendor. Motion to buy 6 - MSP
3) Banquet/Banquets - More discussion. Article in March Grid
4) Grid - Dave did great job taking this over
5) Keys - PO box key update - Steve to get with Ron to add two more people to PO box
6) Flags - Car Flags - Update - Car flags not found. Ken, Jim and Ted to check in Moto-GP trailer section

Financial reports

1) Treasurer's Report - MSP
2) Update on Transition from Shelley to Steve - complete.
3) Steve to check if he still has signature authority. Account to be updated.

New Business

1) Concalls - Concern of legality. Checking further. Members always welcome. Article in next Grid to invite members. Will add to By-Laws update
2) By-Laws
A) Update to by-laws to include - Actions to be taken when a person resigns from the board. - Next highest vote count to be invited to the board.
B) Non-Profit Status - Steve checking further
C) Other changes
Note: By-Laws to be sent to all board members for review. Updated By-laws to be posted in Grid and voted on at Moto-GP
3 Updated Contracts
A) Moto-GP - Reimbursement amount discussed - MSP
B) AMA - Reimbursement amount discussed - MSP
C) Event Coordinator - Ted Kuwada to be MotoGP Chairman - MSP
D) Applications for Moto-GP and AMA - MSP
4 Removal of Social Security numbers - Ken to discuss with Ted
Events
Tentative November 10th one day event at Laguna Seca on Monday - Cars - Kati is point of contact
First Russell coming April 19-20 at Sears Point - Jim Short
Roundtable
Kate Roberts and Sal Traverse say Hello from Sebring
Jim Short - You will all find out later
Ken's Contact Information - Phone - 408-XXX-XXXX
Next Meeting March 18th - 7 pm
Meeting adjourned 8:32 pm. PST

2008 – January

Posted on
USARM BOARD MEETING NOTES
Via Conference Call
1-15-2008

Directors Present : Jan Weaver, Jim Short, Jim Hileman, Greg Cupp, Kati James, Steve Ynzunza & Ken Berri
Dicrectors Not Present : None
Members Present : None

Old Business

1 Minutes from last meeting - Moved, Seconded and Passed
2 Number Boards
A) Phone number for vendor disconnected.
B) Kati to check if there is a different contact.
3 Banquet/Banquets
A) Possibly Lunch instead of dinner so people don't have to travel at night.
B) Possibly a North and a South banquet raised in December meeting.
C) Need to ensure same budget for each. Make budget per person plus a spending budget.
D) More discussion at next board meeting.
4 Grid
A) Jackie cannot do the Grid any longer.
B) Discussion on what do the members want in the Grid.
C) Dave Jansen would be willing to take over the Grid - Moved, Seconded and Passed
D) Dave to take over Grid in February, Jan to put out Grid for January. Dave to coordinate with Mickey to keep website updated - Moved, Seconded and Passed
E) Updated Membership list from Ted to get labels.
F) Need to coordinate closing info from Jackie.
5 New reimbursement amount from our clubs
A) Updated contracts for all clubs.
B) Forward current agreements to all.
6 Business Cards for new directors
A)
Not needed by Ken or Steve.
7 Keys
A) Steve has Ted's PO Box Key now.
B) Steve to call the PO office to find out who can order a new key.
C) Keys to the Trailer - 5 keys - Gary, Ted, Ron, Gabriel Head - maybe 1 more
8 Merchandise Chairperson
A) Steve will take it over.
9 Financial Reports
A) Treasurer's Report - Unavailable due to illness.
B) Steve to meet with Shelley to transition over financials.

New Business

1 Elections
A)
President - Ken
Vice President - Kati
Secretary - Jan
Treasurer - Steve
Merchandise Chairperson - Steve
Elections - Moved, Seconded and Passed
2 Events
A) Moto-GP - Laguna, Salt Lake and Indy Updates provided
B) Review Moto-GP and AMA contract at next meeting
C) Complete Listing of all Events - Current Dates and who to contact to be sent
D) HMSA Dates - Russell Dates - Kati and Jim to send to me.
E) NCRC in April - Pull Kati's name off the September 13/14. Need new person to coordinate that event.
3 Roundtable
A) Kati - HMSA Possible Conflicting date with AMA - Coronado - Might be same weekend as AMA.
B) Steve - N/A
C) Greg - Jackets for new board members - Discussed - Directors can buy them if they want them.
E) Jim Short - Mark from Russell to get back to him about contract.
F) Jim Hileman - Will check for "car" flags in Moto-GP stock.
G) Easiest way to reach Ken is Cell phone.

Contracts to all groups need to be reviewed.
H) Jan - Jacket issue - Check with Shelley on the exact price.
Next meeting February 19th, moved to February 26th due to conflicting travel plans for some directors.

2007 – December

Posted on
USARM BOARD MEETING NOTES
Via Conference Call
12-18-2007

Directors Present : Jan Weaver, Jim Short, Jim Hileman, Greg Cupp, Kati James & Rusty Williams
Dicrectors Not Present : Shelley Ulry
Members Present : None

1 Changes to previous minutes
None - Approved the Minutes of previous Meeting
2 USARM General Information
A) Correspondence

None
3 FINANCIAL
A) Treasurer's Report

To follow, Shelly not present
4 UPCOMING EVENTS
A) January & April Skip Barbaer

Full per Kati.
B) February POC at Las Vegas

Full per Kati. POC events for 2008 announced with very few spots remaining on all POC lists. POC to do 9 events with USRM in '08, an increase of 2 events from previous years.
C) Per Diem

There should be a letter from the president too all event coordinators regarding per diem 2008 as voted on in November.
D) Event Coordinator Needed

USARM is in need of an Event Coordinator for NCRC, 1 event at Buttonwillow on April 19-20 and 1 event at Reno/Fernley on September 13-14.
5 2008 Elections
A)
Rusty leaving this year, Steve Ynzunza invited as replacement.
6 Grid/Website
7 Equipment
A) Numberboards

Kati has done research, $137 each, FIA approved, black w/bright orange, ours are falling apart, almost unusable.
8 Banquet
A)
BOD still looking into the possiblity of 2 banquets. Possibly 1 up north and 1 down south? BOD is open to and seeking suggestions from general membership. Rusty will not be banquet chairman.
9 Worker Awards
A)
Worker Awards (listed below) have been approved (Kati ordering the plaques).

On Course Worker of the Year
Off Course Worker of the Year
Rookie of the Year
Jim Thurston Communicator of the Year
Worker of the Year
Lifetime Achievement Award
Steve Mahan Good Guy of the Year
11 ROUNDTABLE
A)
All the USARM sale-able merchandise was located, in its entirety, at the residence of BoD member Shelley Ulry, but now being returned to the USARM trailer. Kati has too much on her plate with other events to continue GRID or NCRC. Jan offering to be co-editor w/Jackie on GRID. Need a report from Jackie as to cost for GRID, Jan to get an update from Shelly on Financial Report since she has not been present for last few meetings.
Adjourned at 8:23 pm, next meeting in January 15, 2008 7:00 p.m.

2007 – November

Posted on
USARM BOARD MEETING NOTES
11-28-2007

Directors Present : Jan Weaver, Jim Short, Jim Hileman, Greg Cupp, Kati James & Rusty Williams
Dicrectors Not Present : Shelley Ulry
Members Present : None

******Approved the Minutes of previous Meeting*****

1 USARM General Information
A) Membership Presentation/Issues

None
B) Correspondence

None
2 FINANCIAL
A) Treasurer's Report

To follow, Shelly not present
3 UPCOMING EVENTS
A) Price Increase

All events will increase to a minimum of $100 in 2008. $130 for POC events, Skip Barber to be $100 per day. Basically all events go up $10. Russell to go up $15 to equal $100 per day. Moto GP to be updated. Organizers to be notified as to increase as soon as possible.
B) Upcoming MotoGP

Jan to provide more info. AMA and Indy talking to Jan, some of our people might go to Miller UT for superbikes. Dorna is very accepting to having us. Indy MotoGP is in May.
C) POC

December POC at Willow Springs, full per Kati. POC events for 2008 announced with very few spots remaining on all lists. POC to do 9 events with USRM this year, an increase of 2 events from previous years.
D) Skip Barber

Skip Barber in April, full per Kati
4 2008 Elections
A)
Bruce has sent ballots, in the process of getting them back. Reports that many people did not even get ballots. Should contact Bruce ASAP for email vote. All ballots received by Nov 30th to be counted & Bruce will report to BOD results by Monfay December 3rd. New BoD to be notified via phone & invited to December meeting.
5 Grid/Website
A)
Jackie is dealing with personal issues and is not able to continue being consistent with the Grid. Dave J. is willing to take over the website if needed while Mick recovers. Rusty is willing to do Grid only if hard copies are to remain permanent. Kati will resume as Grid editor as of January 1, 2008.
6 Banquet
A)
Thoughts of having several banquets for the 'core' groups of people that work certain events (ie, POC, Russell, Skip Barber). Tabled for next meeting due to more ideas needed from BoD to make a final decision. Kati is willing to handle plaques for banquet has great contacts for this. Rusty was unknowingly and unexpectedly, and unofficially elected banquet chairman.
7 Worker Awards
A)
BoD is beginning to think about names for awards for next year. For discussion & decision at December meeting.
8 ROUNDTABLE
A)
Morgan Broadhead, clerk of course for AMA had a bad crash recently, but is continuing to improve. Jan sent flowers in the name of USARM.
B)
Kati would like to find a "merchandise chairman" to handle items sold by USARM
C)
Kati will look into decals for give-a ways to members.
Adjourned at 8:20 pm, next meeting on December 18, 2007

2007 – August

Posted on
USARM BOARD MEETING NOTES
08-21-2007

Directors Present : Jan Weaver, Jim Short, Greg Cupp, Kati James & Rusty Williams
Dicrectors Not Present : Jim Hileman & Shelley Ulry
Members Present : None

******Approved the Minutes of previous Meeting*****

1 USARM General Information
A) Membership Presentation/Issues

None
B) Correspondence

None
C) Directors Business Cards

In the mail 9/19/07 from Jan.
2 FINANCIAL
A) Treasurer's Report

$ 29,818.96 - Bank Balance as of 9-17-07
$   4,043.00 - 2 deposits to be made total of
$ 33,861.96 - The Total after deposit is made
(detailed accounting to follow)
3 UPCOMING EVENTS
A) September POC

The event is fully staffed as per Kati. No 2008 schedule available as of yet.
B) Skip Barber

Upcoming schedule for 2008; 3 events beginning in Nov. No banquet at Laguna Seca this year.
4 Updates on Events/Debriefs
A)
Moto GP debrief and AMA debrief as per Jan. All AMA radios & headsets are accounted for and turned in.
5 Radios
A)
Looking at aprox $12,000, not worth it. However some tracks are an extreme issue communication wise.
6 Elections
A)
Bruce Brunner is Election Official again. Elections in November, Ballots mailed to membership in October. 3 BoD members are up for re-election; Kati James, Shelley Ulry & Jan Weaver. All have expressed interest in running again for next year.
7 Equipment Trailer
A)
Gary Thomas built a wall in the middle of the USARM Trailer to separate motorcycle stuff from car stuff. 7 flag sets from the old equipment are missing, but the divider w/different combos will help narrow the issue down.
8 Ordering Shirts
A)
Shelly needs more large shirts, XX, and XXX. Kati to follow up on reorder when an inventory has been taken. Shelly to give a count on it.
9 ROUNDTABLE
A)
Jim Short will talk to Russell regarding the fees. ($100 Equipment fee and $90 per worker per day), but Russell may go away altogether.
B)
Would really like photographer to help us with pictures.
C)
The owner of the Koo-Koo clock that goes off during every conference call has been decided. It belongs to Jim Short and is a family heirloom.
Adjourned at 8:23 pm, next meeting in October 16, 2007

2007 – May

Posted on
USARM BOARD MEETING NOTES
Via Conference Call
05-15-2007

Directors Present : Jan Weaver, Jim Short, Jim Hileman, Greg Cupp, Kati James & Rusty Williams
Dicrectors Not Present : Shelley Ulry
Members Present : None

***** Approved the Minutes of the previous meeting *****

1 USARM General Information
A) Membership Presentation/Issues

See Roundtable
B) Correspondence

N/A
C) Lanyards

Jim H. and Rusty did not get the chance to finalize due to other issues at Reno, tabled for the moment.
D) D) Directors Jackets & Business Cards

Jackets 'should' be in May 16th. Kati will deliver to Rusty & send to LS Jim Hileman, Jim Short & Greg Cupp; others to make arrangements.

Per Jan, business cards came in wrong!!
2 FINANCIAL
A) Shelly to update when available, not present at this meeting.
Shelley in process of reimbursing expenses as necessary.
3 UPCOMING EVENTS
A) AMA

Very similar to Moto GP, very busy with incidents, much lower key than GP, maybe only 100 needed. Jan is point of contact and issue will be brought up at Moto GP.
B) Moto GP

242 people signed up so far. Still need almost 100 more. Military has already responded.
C) POC (Fontana

Full and ready to go!
D) Russell

September may go to 3 days, Fri, Sat, Sun. October may be cancelled altogether, still tentative.
E) June POC Buttonwillow

Full so far.
F) June NCRC Buttonwillow

Full so far.
4 Updates on Events Managers/Contract Status
A) Tabled for now, some contracts still under review.
5 Roundtable
A) Personnel issues: Russell school Email from Jackie. Reno/Fernley email from Russ Hayes Reno/Fernley. USARM looking into buying Radios so corners can communicate at places like Reno/Fernley, as track radios are garbage and unusable. Gas prices and pay rates for course marshals were discussed as well. USARM wants to make a donation to Make a Wish, possible Raffle at Moto GP, USARM will match funds, or direct donation from USARM.
Adjourned at 8:01 pm, next meeting on June 20, 2007

2007 – March

Posted on
USARM BOARD MEETING NOTES
03-20-2007

Directors Present : Jan Weaver, Jim Short, Jim Hileman, Shelley Ulry, Kati James, Rusty Williams & Greg Cupp
Dicrectors Not Present : None
Members Present : None

***** Approved the Minutes of the previous meeting *****

1 USARM General Information
A) Membership Presentation/Issues

None.
B) Correspondence

None received.
C) Con Call

The BOD has approved and begun using conference call capabilities for $49.95 for 1000 min. The BOD will make every attempt to have everyone meet in person as much as possible, to help save as much on the charges as possible. Greg, Shelly, Rusty, and Kati met at Kati's house in Salinas. Jan, Jim S. and Jim H. were present via concall. As usual, Members always encouraged to join meetings.
D) Out of Country Checks

To be returned to payor, too much trouble to try to convert foreign money to US Dollars and the people travel so far anyway.
E) PayPal

Too expensive to use for paying dues online.
F) Banquet

Only approx 30 people signed up. Steve Y. collecting checks. Will be at the same place, Biltmore Hotel in Santa Clara.
G) Directors Jackets & Business Cards

Only approx 30 people signed up. Steve Ynzunza collecting checks. Will be at the same place, Biltmore Hotel in Santa Clara.
2 FINANCIAL
A) Shelley reported account balance as of March 19, 2007 is $22,449.21

Jim H. and Rusty requested further explanations of what expenses are for.
3 UPCOMING EVENTS
A) AMA

We will be working this event, but separate from Moto, AMA will be in September. May have to order Pickle Flags.
B) Moto

Contract still being reviewed. NMP issues (medics). Free Starbucks in Exchange for passes is still on the table.
C) Skippy

Skippy went out with a bang for the season the end of March. We had a wild fun filled weekend of open wheel cars with street tires that don't stick too well!
4 ROUNDTABLE
A) The Grid

Jackie Ziegler still manager of The Grid. Thanks again!
Adjourned at 7:53pm, next meeting in Fremont April 24, 2007

2007 – February

Posted on
USARM BOARD MEETING NOTES
02-20-2007

Directors Present : Jan Weaver, Jim Short, Jim Hileman, Shelley Ulry, Kati James & Rusty Williams
Dicrectors Not Present : None
Members Present : None

No minutes from the last meeting.

1 USARM General Information
A) Membership Presentation/Issues

None.
B) Election Results

Director to fill vacancy, we will invite Greg Cupp to join the board.
C) Board Positions - voted and approved

   President - Jan Weaver
Vice-President - Jim Short
Secretary - Rusty Williams
Treasurer - Shelly Ulry

Directors at Large
Kati James
Jim Hileman
Next Director
D) Banquet

Banquet is planned for March. See the website for the announcement.
2 FINANCIAL
A) Treasurer's Report

All deposits and checks up to date.
B) Expense Reports

Shelley will send everyone Expense report form via email. Send all expense reports directly to Shelly's house.
3 UPCOMING EVENTS
A) Kati

POC and Skippy doing well. Letter sent to Laguna regarding AMA event in September.
B) Jim

First Russell last weekend, went well.
C) MOTO-GP

1.) Contract - Will be sent to Bo now that we have director positions set.

2.) Ted's email - Shelley reviewed with board Ted's proposal - Moved, seconded and passed. Jan will let Ted know.

3.) Committee - We have more volunteers for the committee.

4.) Personnel on Active Military duty will have dues paid by USARM.
4 Website
A)
Unsure if we need SSL Certificate.
5 The Grid - New Editor
A)
Jackie Ziegler will take over as the manager of the Grid. Thank you Jackie. Kati will send her everything to put a Grid together. We will have a delay in publishing the Grid due to the change.
6 New Business
A) Business Cards

Will check on previous vendor and Jan will order cards for all directors who need them.
B) Stationary

Will check previous vendor and will order stationary. We have an account at Office Depot.
7 Concalls
A)
Discussed travel problem for remote directors - 4-8 hours one way for some members.
B)
Discussed concalls and associated costs.
C)
Moved, seconded, passed to allow concalls for board meetings.
D)
Once a quarter all directors to make attempt to attend board meeting in person.
E)
We will explain to membership how they can still participate in board meetings if they have something to present.
8 ROUNDTABLE
A) The Grid

Jackie Ziegler still manager of The Grid. Thanks again!
B) Kati and Sal

Jan Ran into Kati and Sal at Sebring. They're doing great here in Florida.
C) Shirts

Shelley had a questionm, are shirts available for purchase?
D) Shirt/Sweatshirt Info from Kati

Michael Hammon printed up samples of sweatshirts and t-shirts with USARM Logo embroidered on the front. He will take orders (bulk discounts) $35 sweatshirts, T's $18, long shirts $20. Tape already run so no tape charge. Kati to check on costs for bulk ordering and she will send us his website.
E) CafePress Store

The Website was cancelled from www.cafepress.com\USARM Shirt - we never got anything back from them.
F) MotoGP Starbucks Coffee

Starbucks will supply coffee for 3 days in exchange for some passes. The store burnt down but Shelley will check if this is still a go. Check with Bo about a vendor pass for the Starbucks lady. Ok in Starbucks Cups?

2006 – November

Posted on
USARM BOARD
MEETING NOTES 11-21-06

Present:   Dave Jansen, Kati James, Steve Ynzunza, Shelley Ulry & Jim Short
Directors not present:   Jim Hileman, Jan Weaver

Members Present:   None

Approved the minutes of 10-17-06

1 USARM General Information
A) Membership Presentation/Issues

None presented. The memorial plaque has been ordered.
B) 2006 Awards

There was discussion regarding the awards and the Board will be making its selections at the December Board Meeting.
C) Website

The BOD is checking further into the proposed design. The BOD advised what they have seen is more user friendly.
D) Banquet

Steve Ynzunza is looking into the dates in February available for the banquet. Steve Y also presented the idea of having a band and dancing. The BOD decided to add a complete flag set to the raffle as well as increasing the budget for the banquet to $4,000.
E) Meeting Attendance

The BOD discussed the issue of meeting attendance and keeping with the requirements of the By-laws.
F) Grid

The BOD discussed the Grid and that no volunteers have come forward to take over producing the Grid.
G) Elections

Bruce Brunner has the ballots and will be mailing them out to the members.
H) H) Trailer to Infineon

Dave Jansen and Steve Ynzunza will be taking the little trailer up to Infineon on December 17th. Jim Short will be working to get a new pass for it for Infineon.
2 Financial Reports
A) Treasurers Report

A detailed treasurer's report was submitted by Shelley. It was brought to the BOD's attention that no administrative and equipment fees had been received from one of the racing groups. The BOD will be contacting the USARM member in charge of the events and will be correcting this issue. The BOD also decided that all future equipment fees will be handled by check only.
B) Expense Reports

A few expense reports were submitted.
3 Equipment
A) Inventory

The BOD is still looking for a vendor for new number boards.
B) New Flags

The new flag sets for Laguna Seca will be ordered soon.
4 Upcoming Events
A) Racing Events

There was an announcement that the AMA is coming back to Laguna Seca in September.
5 Roundtable