OHIO VALLEY KARTING ASSOCIATION
BOARD MEETING MINUTES
TUESDAY, FEBRUARY 7, 2006
CALL TO ORDER: President Randy Vermillion called the meeting to order at 7:05 p.m. at Ramada Inn, Middletown, Ohio.
OPENING REMARKS: Randy Vermillion thanked Rick Coombs for having served as President the past three years and said he looks forward to continuing to work with him on the Board. Vermillion reported arrangements have been made to continue holding the monthly Board meetings at Ramada Inn. He asked that cell phones be turned off or on vibrate mode.
SECRETARY’S REPORT: Lynda Whitaker made a motion to accept the December and both January minutes as published. The motion was seconded by Max Viney and passed unanimously.
TREASURER’S REPORT: Gary Gregg provided an update on finances. He explained it was necessary to reopen an account at Fifth Third Bank so Swap Meet proceeds could be deposited nearby.
BANQUET COMMITTEE: Rick Coombs reported banquet expenses came in under budget and asked for feedback about the event. Hal Thornton and Tim Bell said they heard lots of positive comments and Toshiya Michimi commented the food was good. Don Lawson reported he was not happy with the condition of his room. Ted Cradlebaugh agreed the rooms were not as good as other facilities but felt the banquet was great. Bob Cox said he would like the game room to be open to all banquet attendees not just those who were staying overnight. Steve Smith asked for a round of applause for Coombs for all of the work he has done to make our banquets a success. Coombs thanked Jeff Morningstar, Lynda Whitaker, Randy Vermillion, Max Viney and all of the people who helped with setup and the event itself. Don Boles made a motion to allocate funds for the deposit needed to hold the date at Kings Island Resort for the 2006 banquet. The motion was seconded by Hal Thornton and passed with 9 in favor and 1 abstained.
SWAP MEET: Randy Vermillion said considering the size of our board and the number of members we have, it was disappointing 6 positions had to be hired to work at the gate. Steve Smith pointed out some members use the Swap Meet to sell their own items which makes them unavailable to work. Ted Cradlebaugh suggested a participation credit be offered for working. Lynda Whitaker responded we already do that and suggested more be done to make people aware of this. Max Viney recommended providing bright vests for gate workers to make them more visible. Vermillion suggested having an announcer throughout the day next year who could recognize our sponsors and provide other information. Rick Coombs discussed the need for more space and suggested we look into renting a large tent with heaters. Vermillion said there are other buildings we can use. Viney thanked the Swap Meet Committee comprised of Tim Bussen, Gary Gregg and Jeff Morningstar. Thanks also to all those who volunteered: Tim Bell, Scott Clark, Kyle Corcoran, Pete Corcoran, Bob Cox, Heather Cradlebaugh, Ted Cradlebaugh, Jason Gregg, Lindsey Gregg, Travis Gregg, JoAnne Hartings, Randy Landes, Nick Ouwerkerk, Dennis Queary, Jeff Schell, Hal Thornton, Randy J. Vermillion, Randy N. Vermillion, Ross Vermillion, Max Viney, Lynda Whitaker, Bob Williams, and Brad Williams.
RULES COMMITTEE: Randy Vermillion discussed sponsorship revisions and suggested adding another level that would exclude banquet tickets and a swap meet booth. Vermillion said it has been brought to his attention that WKA is requiring all senior classes to run 7.10 tires. He suggested OVKA keep their 2005 class structure tire policy. Steve Smith made a motion to accept the 2006 OVKA rulebook as presented. The motion was seconded by Don Boles and passed unanimously. Nick Ouwerkerk congratulated the Rules Committee for an eloquent and efficient job.
SPONSORSHIP: Randy Vermillion reported he and Hal Thornton completed updates to the pit spot form and are working on the sponsorship form, both of which will be available on the website. Tim Bell said the pit spots need to be policed to which Vermillion responded the Thorntons are going to oversee this. Randy Landes asked if the spots are clearly marked. Vermillion said they get painted and there is a pit spot diagram posted at the track and on the website. He reminded everyone that people who had spots last year have the option to renew as long as they meet the deadline of March 10, 2006. Vermillion stated he would like to see more billboard advertisement and said graphics can be done for approximately $150 to $200.
SHOWS & PROMOTIONS: Nick Ouwerkerk reported the Cavalcade of Customs Show was well attended. OVKA was awarded “Best in Class” for our booth display. Lynda Whitaker pointed out this is our largest community outreach event of the year. Max Viney said he talked with quite a few people who were interested in Kid Karts. Tim Bell suggested a Kid Kart and Shifter kart be displayed at all of the shows we attend. Thank you to the following people: Chris Busse, Rick Coombs, Garrett Corcoran, Kyle Corcoran, Pete Corcoran, John Feds, Billy Morgan, Joan Morgan, Lauren Ouwerkerk, Nick Ouwerkerk, Scott Rumsey, Steve Rumsey, Steve Smith, Randy Vermillion, Max Viney, Rick Wagar, and Lynda Whitaker. Vermillion reported paperwork has been submitted for badges for the volunteers who are working at the Kart Expo on February 25th and 26th. Viney volunteered to oversee the DARF Show at Lang Chevrolet on Saturday and Sunday, March 11th and 12th. He asked for people to help provide karts to display. Vermillion asked to be informed of any promotional opportunities people may know of well in advance so we can attempt to get volunteers. He explained we will be facing investing in another show booth down the road as the existing one is getting quite worn.
WKA CHEST PROTECTION REQUIREMENT: Randy Vermillion reminded everyone that as of December 26, 2005, WKA now requires the use of chest protection in Kid Kart and Sportsman-age classes (12 years and younger) in all series. More information can be found on the WKA website. He reported that Team Valhalla was at our Swap Meet and said they will upgrade the Armadilla chest protectors. Tim Bell said there are three companies whose chest protectors are certified and are listed on WKA’s website.
2006 WORKERS: Randy Vermillion explained that turn marshals continued to be the most difficult worker position to fill last season. He asked for assistance in locating people who would be willing to work this position. Contact Vermillion or Lynda Whitaker.
DRIVING SCHOOL: Randy Vermillion discussed the need for someone to work with Nick Ouwerkerk at the driving school on Saturday, April 8th, to be trained to take it over in 2007. Contact Ouwerkerk or Vermillion. Lynda Whitaker explained there have been people interested in attending the driving school even though they do not yet have a kart. The fee to participate without a kart is $8.00 which covers the pit pass and group instruction. A $15.00 fee is charged for full participation which includes a pit pass, group instruction and on-track instruction.
MEMBER CONDITION: Steve Smith reported Gerald Whaling is recovering following quintuple by-pass surgery. Wishes for restored health were extended to Whaling.
CLEAN-UP DAY: Randy Vermillion said many volunteers are needed for clean-up day on Saturday, April 1st from 9:00 a.m. to 1:00 p.m. Volunteers will earn a participation credit.
BOARD MEMBER RESPONSIBILITIES: Randy Vermillion discussed what the expectations are for Board Members, explaining it involves more than coming to monthly Board meetings. He explained it is a role that asks people to work hard and invest energy into the organization. Vermillion said everyone needs to be respectful of one another’s opinion even if they do not agree and do what is in the best interest of the karters.
BOARD MEMBER RESIGNATION: Randy Vermillion said it is with regret he accepted the resignation of Jerry Whitaker from the Board. He thanked Whitaker for his years of service as a Board Member and Tech Director. Whitaker received a round of applause.
JOE KARTER: Don Lawson acknowledged Hal Thornton for being one of three “Joe Karter of the Year” nominees in the WKA Weekly Racing Series.
HELMET STICKERS: Nick Ouwerkerk agreed to obtain helmet stickers for the 2006 racing season.
OVKA HISTORY: Doug Stempfley, Sr. displayed an OVKA jacket from 1965.
OVKA WEBSITE: Toshiya Michimi discussed the existence of old classified ads on the old OVKA website. Doug Stempfley, II explained the old website will go away in a couple of months. Randy Vermillion explained with the new website up and running, we will be discussing eliminating the Exhaust newsletter. Stempfley discussed location and sizing of sponsor artwork. Vermillion said Jean Stafford will be providing Stempfley with all graphics that had been in the newsletter.
GATE PASS PROGRAM: Bob Cox reported he will be contacting kart shops next month about the gate pass program which was introduced last season.
NEXT MEETING: 7:00 p.m. Tuesday, March 7, 2006, at Ramada Inn Middletown, 6147 West State Route 122, Franklin, OH (east side of I-75)
ADJOURNMENT: A motion to adjourn at 9:05 p.m. was made by Nick Ouwerkerk, seconded by Tim Bell and passed unanimously.
BOARD MEMBERS PRESENT: T. Bell, D. Boles, R. Coombs, G. Gregg, R. Landes, M. Lewis, N. Ouwerkerk, S. Smith,
H. Thornton, R. Vermillion, and M. Viney.
MEMBERS / VISITORS PRESENT: C. Bogan, R. Cox, T. Cradlebaugh, D. Lawson, T. Michimi, D. Stempfley, Sr., D. Stempfley, II, L. Whitaker, and B. Williams.
Respectfully submitted by Lynda Whitaker, OVKA Secretary, 3/1/06.