OHIO VALLEY KARTING ASSOCIATION
BOARD MEETING MINUTES
TUESDAY, OCTOBER 3, 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 welcomed attendees and asked that everyone sign in and keep cell phones turned off or on vibrate. He explained there is a lot of business to discuss tonight and said that matters will be tabled if necessary in order to continue discussion next month.
SECRETARYS' REPORT: Lynda Whitaker made a motion to accept the September minutes as published. The motion was seconded by Don Boles and passed unanimously.
TREASURERS' REPORT: Gary Gregg provided an update on finances and reported reconciliation with both away tracks has been completed.
RULES COMMITTEE: Rick Coombs provided a reminder that the general membership meeting regarding the 2007 rulebook will be held 10:00 a.m. until noon, Saturday, October 21, 2006 at G & J Kartway. He explained the purpose of this meeting is to gather input for the 2007 season. Suggestions may also be emailed to Coombs at RC3156@aol.com. Coombs also explained that the 2007 schedule and class structure are decided on separately and will be discussed this evening. This is done in order to make this information available for publicity during the off-season.
TRACK IMPROVEMENT COMMITTEE: Max Viney reported the Track Improvement Committee met September 12th. They have scheduled a workday Saturday, October 21, 2006 from 1:00 p.m. until 5:00 p.m. Job assignments will include filling of cracks in the track, painting sponsorship boards and overall cleanup. Volunteers will earn a participation credit for working the four-hour shift. Randy Vermillion thanked the people who transported lights back from Circleville, which were donated to the club by Steve Tatman. Viney explained someone is needed with electrical expertise to provide recommendations and pricing for installation of the lights.
BANQUET COMMITTEE: Rick Coombs explained room reservations at Kings Island Resort and Conference Center need to be made by December 29, 2006 in order to get the special OVKA rate of $69.00. The banquet will be held Saturday, January 20, 2007. Banquet reservation forms will be mailed out at the end of the month. Coombs made a motion to appropriate $30,000 for the 2006 banquet. Don Boles amended the motion to appropriate $35,000. Due to the lack of a second, the amendment died. Coombs’ motion was voted on and passed with 11 in favor, 1 opposed and 1 abstained. Tim Bell suggested submitting an article to National Kart News about the banquet. Steve Rumsey will see if his daughter who writes for her school newspaper would be able to assist with this.
SPONSORSHIP/PIT SPOTS: Randy Vermillion reported someone is needed to chair the Sponsorship Committee. This is very much needed at this time as the club promotes the organization during the off season. Vermillion explained the position requires a fair amount of time sending out mailings, making phone calls and following up with previous and potential sponsors. The position could be shared by two people. Contact Vermillion for more information. Vermillion reported Hal Thornton has agreed to oversee pit spots again next season. There is the need to monitor the pit spots closely so “squatters” are not using paid spots. Orie Cohen volunteered to monitor pit spots and suggested “squatters” be charged.
SHOWS & PROMOTIONS: Nick Ouwerkerk reported the Cavalcade of Customs Show will be held at Cincinnati Convention Center January 26-28, 2007. Max Viney said the Dayton Autorama will also be coming up. Randy Vermillion reported the Kart Marketing International Show in Schaumburg, Illinois will be February 24-25, 2007. Volunteers will be needed to staff the OVKA booth for these events to distribute literature and answer questions. A participation credit can be earned for working a four-hour shift. Vermillion said the new show booth has been received and looks nice. Max Viney offered to try to do some major repairs on the old show booth, which could be used as a secondary unit. Vermillion said he plans to use the group photo taken at the last race by Toshiya Michimi, as well as pictures taken by Terri Ruggiero. A monitor is needed to display a video presentation being provided by Bill Soares who filmed many of our races this season. Vermillion discussed participating in other shows as information becomes available. Ray McKibben suggested participating at the Kettering Mini Grand Prix over Labor Day weekend and offered to obtain contact information.
PUMPKIN CONTEST: Randy Vermillion thanked Steve Smith for his generosity in providing prize money for the pumpkin decorating contest at the last race of the season. Vermillion explained this has become an annual event thanks to Smith who began the tradition several years ago. There were 22 entrants with judging done by the EMTs. Smith was given a round of applause.
LIGHTS: Randy Vermillion extended thanks to Steve Tatman for donating lights to OVKA. Vermillion also thanked John Horn, Ray McKibben and Max Viney who helped transport them back to Camden. Installation now needs to be researched.
FM TRANSMITTER: Randy Vermillion asked for feedback about the new FM transmitter, which was in operation at the last two races. Tim Bell responded it worked well and Rick Etter said it worked great at Circleville.
COMPUTERS: Lynda Whitaker reported the new laptops were put in operation at the last two races. Bill Brundage asked if the I-Card software was installed on the new laptops. Whitaker explained that I-Card staff installed it directly to the previous laptops and no copy was provided. Brundage will contact I-Card.
GATE & ENTRY FEES: Tabled from last month, Randy Vermillion said consideration needs to be given to the cost of insurance as the board looks at gate fees for next season. Gary Gregg reported this information is usually known by November or December. Gregg reviewed race proceeds and suggested adjusting the gate fee for the Champ Race due to the increased expenses with this event. Rick Coombs explained the Champ Race is more costly due to two days of workers and ambulance fees, the meal and trophies. Gregg pointed out that the ambulance at G & J is covered by pit spot rentals and said the board needs to think about doing something about the ambulance fee now being paid totally by the club at Circleville. Nick Ouwerkerk reported the last time the entry fee was increased was approximately 1996 when it went from $20 to $25. Gerald Whaling asked what happened to the requirement that a track has to be a master track in order to host a national event. Vermillion explained that WKA has scheduled a Manufacturers Cup race in 2007 at New Castle Motorsports, which is not a master track. Gregg discussed price differences among insurance providers. Mark Lewis said he would like WKA to allow annual pre-tech. Vermillion responded pre-tech is required per event by WKA. He said there are insurance requirements and WKA regulations that have to be followed. Don Boles stated he likes having the restrictions from WKA. Vermillion suggested looking into other insurance options.
2007 SCHEDULE: Randy Vermillion explained the 2007 schedule is still in process pending confirmation with New Castle Motorsports. Two Circleville dates have been secured. Vermillion said the schedule needs to be finalized by next month in order to be ready for publication and shows. He discussed concerns about worker positions next season, as there are a number of people who have said they will not be traveling to the away tracks in 2007. Gary Gregg suggested giving a fuel incentive to workers for traveling to the away tracks. Vermillion responded it is not only the fuel but also all of the other expenses involved in traveling with a family. Max Viney said it sounds like the club should stay at G & J. Lynda Whitaker presented two draft schedules and reported the Great Lakes Sprint Series has requested use of G & J Kartway on the weekend presently scheduled for the 2007 Champ Race. Gregg said he would need people to work at the GLSS race if it comes to G & J as well as the Gold Cup. Vermillion explained there would be three big events in a row, GLSS followed by the WKA Gold Cup followed by the Champ Race. This could result in difficulty staffing the Champ Race. Steve Rumsey stated he would like to see GLSS come to G & J. Gregg said he would rather keep the Champ Race scheduled as is and work on getting workers for the Gold Cup. Vermillion asked Gregg to make sure other organizations who rent the track are required to clean up as this has been an issue in the past. Following further discussion, Gregg said to forgo changing OVKA’s tentative schedule. Vermillion will contact Jerry Cole with the GLSS.
CLASS STRUCTURE: Randy Vermillion explained the 2007 class structure will need to be determined next month to be included in off-season publicity along with the 2007 schedule. He said there could be some weight adjustments depending on recommendations from the Rules Committee. Gary Gregg suggested specifying an engine for the TaG class. Max Viney responded there are presently club racers who have different engines. The matter was tabled until next month.
TIRES: Randy Vermillion stated at this time Dunlop tires appear to offer the best return. He said it is not yet known when Dunlop SL6 tires will be readily available. Steve Smith suggested introducing use of SL6 tires at the Champ Race then allow for the use of either SL4 or SL6 tires for the remainder of the season. Rick Coombs suggested waiting until 2008 to phase in SL6 tires. Nick Ouwerkerk stated he believes the SL6 tires will hold up better since they have stiffer sidewalls. Gerald Whaling agreed and said the SL6s will use less tire pressure, have more grip and be more consistent. Vermillion made a motion to stay with Dunlop SL4 tires for the 2007 season. The motion was seconded by Max Viney. Following further discussion, Vermillion withdrew his motion and tabled the matter pending obtaining more information about availability of SL6 tires.
RACE #14 PROCEEDS: Randy Vermillion made a motion to donate the proceeds of race #14 rounded to the nearest hundred to Dayton Children’s Hospital. The motion was seconded by Nick Ouwerkerk and passed unanimously.
DISCIPLINARY ACTION: Randy Vermillion reported on actions of Chris Busse at the October 1, 2006 race where he drove backwards at the end of the third heat in the Yamaha Heavy class. Busse was disqualified for the day and informed the matter would be brought before the board for disciplinary action. Busse apologized for his actions, stated he thought it would be funny and said he did not think the next class would be let out on the track. Joan Morgan also extended an apology for Busse’s actions. She said while Busse realized his actions would hold up the day, he did not think he would be on the track with other karts. Vermillion said the situation jeopardized the safety of others and could have been a lot worse. Vermillion made a motion to strip Chris Busse of all Senior Novice Yamaha and Yamaha Heavy points, awards and participation credits for the 2006 season. If he chooses to race during the 2007 season, he is suspended for three races and required to work without reimbursement or participation credit. Chris Busse along with crew members, Joan and Billy Morgan are to be placed on probation for the first six races of the 2007 season. The motion was seconded by Max Viney. Bill Brundage asked why Billy was being included to which Vermillion explained he was part of Busse’s crew and both Billy and Joan had prior knowledge Busse was planning to do this. Following discussion, Brundage amended Vermillion’s motion to remove Billy from the probation. The motion was seconded by Mark Lewis and passed with 8 in favor, 4 opposed and 1 abstained. Vermillion’s motion (minus probation for Billy Morgan) was then voted on and passed with 10 in favor, 2 opposed and 1 abstained.
2007 OFFICERS: Randy Vermillion asked if there is interest in any of the officer positions for 2007. Vermillion said the current officers are willing to serve in the same capacity next season. Ray McKibben stated he feels the current officers have done a great job. The election will take place at the general membership meeting prior to the banquet.
BOARD MEMBERS RESIGNATION: With regret, Randy Vermillion accepted the resignation of Steve Smith from the OVKA Board of Directors. Vermillion thanked Smith for his years of commitment to the organization.
FUEL: Max Viney reported some members have expressed concern to him regarding the club purchasing fuel
from Citgo since the money goes to Venezuela. Rick Coombs responded the tankers go into the same place. Randy Vermillion said pricing is usually done anyway in preparation for the next season.
MEMBER CONCERNS: Doug Stempfley, Sr. read a prepared statement to the board about situations that occurred at the October 1, 2006 race. He discussed two issues of concern – one involving the use of profane language and unsportsmanlike behavior and another involving alcohol consumption. Stempfley stated this type of behavior was not tolerated in the past and he feels matters were not addressed consistently per the OVKA rulebook. Randy Vermillion responded that the language issue was investigated with track staff and others in proximity who reported they did not hear it. Regarding the alcohol consumption issue, Vermillion said bringing it to the attention of track staff that day would have allowed the matter to be addressed at the time.
ADJOURNMENT: Nick Ouwerkerk made a motion to adjourn at 10:27 p.m. The motion was seconded by Don Boles and passed unanimously.
NEXT MEETING: 7:00 p.m. Tuesday, November 7, 2006, at Ramada Inn Middletown, 6147 West State Route 122, Franklin, OH (east side of I-75)
BOARD MEMBERS PRESENT: T. Bell, D. Benson, D. Boles, B. Brundage, R. Coombs, G. Gregg, J. Hartings, R. Landes, M. Lewis, N. Ouwerkerk, S. Smith, D. Stempfley,, II, H. Thornton, R. Vermillion, and M. Viney.
MEMBERS / VISITORS PRESENT: C. Bogan, C. Busse, O. Cohen, T. Cradlebaugh, R. Etter, V. Hartings, K. McKibben, R. McKibben, S. McKibben, B. Morgan, J. Morgan, D. Newberry, P. Robbins, B. Ruggiero, T. Ruggiero, Scott Rumsey, Steve Rumsey, D. Stempfley, Sr., C. Thornton, M. VanZant, G. Whaling, L. Whitaker and B. Williams.
Respectfully submitted by Lynda Whitaker, OVKA Secretary, 10/31/06.