OHIO VALLEY KARTING ASSOCIATION
BOARD MEETING MINUTES
TUESDAY, DECEMBER 5, 2006
CALL TO ORDER: President Randy Vermillion called the meeting to order at 7:06 p.m. at Ramada Inn, Middletown, Ohio.
OPENING REMARKS: Randy Vermillion extended a welcome to attendees and welcomed Bob Williams back following surgery. Vermillion reminded everyone to sign in and keep cell phones turned off or on vibrate. He asked that comments be kept brief and side conversations be taken outside as there is quite a bit of business to discuss this evening.
SECRETARYS' REPORT: Lynda Whitaker made a motion to accept the November minutes as published. The motion was seconded by Tim Bell and passed with 6 in favor and 1 abstained.
TREASURERS' REPORT: Gary Gregg provided an update on finances. Reconciliation with G & J Kartway needs to be finalized.
RULES COMMITTEE: Rick Coombs reported the Rules Committee held three meetings following a general meeting to develop a 2007 rulebook proposal. The draft was emailed to the board for review. Coombs thanked Rules Committee participants: Tim Bell, Doug Benson, Carlson Bogan, Don Boles, Jeff Childers, Ted Cradlebaugh, JoAnne Hartings, Doug Stempfley, II, Hal Thornton, Randy Vermillion, Max Viney and Lynda Whitaker. Coombs explained the proposal is only a draft and will be discussed next month. The rulebook needs to be finalized at the February board meeting so it can go to print.
TRACK IMPROVEMENT COMMITTEE: Max Viney reported that Don Boles, Rick Coombs, Norm Suitts and himself finished filling the cracks in the track two weeks ago. The committee will continue to meet to develop a proposal for extension of the track.
BANQUET COMMITTEE: Rick Coombs reported the annual mailing went out in mid November and included a banquet registration form, which is also available on the OVKA website. Coombs provided a breakdown of banquet expenses. Doug Benson asked what the ticket price covers to which Coombs responded it pays for the cost of the meal and facility. The banquet will be held Saturday, January 20, 2007 at Kings Island Resort & Conference Center. It is important to note the cutoff date for hotel reservations is December 29, 2006 in order to get the special rate of $69 plus taxes. Ticket prices will be $30 for 13 years and older; $15 for ages 6 through 12; children 5 and under are free but they do have to be registered. There is a price increase if paid after January 5th.
SPONSORSHIP/PIT SPOTS: Randy Vermillion discussed the progress that has been made with the Track Improvement Committee. He said he would like to take the same approach with sponsorship. Vermillion asked Don Boles, JoAnne Hartings, Ray McKibben and Toshiya Michimi to be part of a new committee to promote sponsorship along with Hal Thornton and himself. He asked that anyone else who is interested in serving on this committee contact him. Vermillion said he would like to have sponsors for all of the classes next season. Thornton reported will work on obtaining obtain signs to help alleviate reserved pit spots being taken by others.
SHOWS & PROMOTIONS: Max Viney reported he attended the DARF Banquet on December 2, 2006 where four OVKA class champions were recognized. Congratulations to Chase Stempfley (Sportsman Yamaha), Sterling Shaw (Junior Yamaha), Eric Wirtz (Yamaha Lite) and Joshua Etter (Senior Novice Yamaha). Randy Vermillion explained promotional flyers have been ordered and should be ready by late December. This same format has been submitted for publication in the Midwest Karting Guide. Vermillion said arrangements need to be finalized for OVKA’s participation in the Cincinnati Cavalcade of Customs Show. Set up will be January 24th and 25th (Wednesday and Thursday) and the show runs January 26 through 28, 2007. Volunteers will be needed for set up, to provide karts and staff the OVKA booth. Contact person is Max Viney. Vermillion said volunteers will be needed for the Kart Marketing International Show in Schaumburg, Illinois February 24-25, 2007. Contact Lynda Whitaker to sign up so badges can be ordered. Viney explained the Dayton Autorama Show has been cancelled and asked if anyone knows of any other shows in the Dayton, Troy or Piqua area. Vermillion said we need the date for the DARF Show at Lang Chevrolet in Fairborn.
SWAP MEET COMMITTEE: Gary Gregg reported Swap Meet flyers and table registration forms have been mailed out and are available on the OVKA website. Thank you to National Kart News who is once again sponsoring this event. Randy Vermillion discussed the importance of the Swap Meet, as it is our biggest fundraising opportunity. The event will be held Saturday, February 3, 2007 at the Clark County Fairgrounds in Springfield. A big need will be gate workers with shifts beginning at 6:30 a.m. and continuing throughout the day. Vermillion said he expects board members to step up to help and asked for help from the general membership as well. Contact Jeff Morningstar to sign up to work (phone: 937-859-1167 or email: email@example.com.).
TRACK WORKERS: Randy Vermillion explained in working on the 2007 rulebook draft, he assigned 3 classes per race event including Karting 101 to fill worker positions in the event we do not have enough. In the past, one or two classes had been assigned. Vermillion said it is his hope by having a larger pool of participants to pull from, this will help with filling corner worker positions. Ted Cradlebaugh suggested that once your name has been drawn one time, you have fulfilled your obligation for the season.
TIRES: Randy Vermillion reported he spoke with Jim Russell, Jr. at length about Dunlop SL4 tires verses SL6 tires. Russell said the SL6 tire has a stiffer sidewall and will not break down as fast as the SL4. Don Boles asked if Russell recommends the club go with SL6 tires and Randy Landes inquired if all tire sizes will be available. Vermillion responded affirmatively to both. Vermillion made a motion to adopt Dunlop SL6 tires for the 2007 season allowing use of either SL4 or SL6 tires until the Champ Race at which time SL6 tires will be required. The motion was seconded by Max Viney. Following discussion of tire policies of other clubs, the motion passed with 8 in favor, 1 opposed and 1 abstained. Vermillion will contact Russell so SL6 tires can be given as banquet prizes.
OVKA WEBSITE: Doug Stempfley discussed changes he made to the OVKA website.
WKA TECH MANUALS: In follow up to last month, Lynda Whitaker asked the board if they are interested in having 2007 WKA tech manuals available for sale at the track. JoAnne Hartings pointed out the tech manuals can be ordered through the WKA website. Randy Vermillion suggested contacting one of the kart shops who has a booth at our Swap Meet as he buys in bulk to see what his cost is.
2007 OFFICERS: Randy Vermillion discussed officer positions and reported the current officers are willing to serve next season. He asked anyone else who is interested in being a candidate for an officer position to contact him.
BOARD MEMBER DUES: Randy Vermillion reminded board members their 2007 membership dues need to be paid by the January 2, 2007 meeting in order to maintain voting privileges.
JANUARY 2007 BOARD MEETING: Gary Gregg recommended holding the January 2, 2007 board meeting one week later due to people racing at Daytona with WKA. Rick Coombs explained the first Manufacturers Cup is not being held until March 2007. JoAnne Hartings stated January 2nd is a regular workday for most and suggested it remain.
2007 BOARD MEETING LOCATION: Randy Vermillion reported he has made arrangements with Ramada Inn to keep the board meetings at the same location for another year.
MEMBER WEBSITE: Ray McKibben reported he has created a web forum for people to discuss kart racing. His intent is to keep it family friendly and he stated it is not officially tied to OVKA. Randy Vermillion said he is aware of the site and has already found people posting inaccurate information, which causes problems. Ted Cradlebaugh said the problem he sees is there are 14 board members doing a great job plus approximately 12 people who come to meetings while others sit back and do not get involved. He pointed out the Rules Committee is comprised of 85% board members. McKibben responded that is typical of many organizations where it is 10% of the people doing the work. .
ADJOURNMENT TO EXECUTIVE SESSION: A motion to adjourn to executive session was made at 8:25 p.m. by Doug Stempfley, seconded by Hal Thornton and passed unanimously.
EXECUTIVE SESSION: Having been nominated last month, Toshiya Michimi was voted unanimously to the OVKA Board of Directors. The executive session was adjourned at 8:35 p.m.
· Monthly Board Meeting - 7:00 p.m. Tuesday, January 2, 2007 at Ramada Inn Middletown, 6147 West State Route 122, Franklin, OH (east side of I-75).
· Annual General Membership Meeting – 2:00 p.m., Saturday, January 20, 2007 at Kings Island Resort & Conference Center, 5691 Kings Island Drive, Mason, OH 45040.
BOARD MEMBERS PRESENT: T. Bell, D. Benson, D. Boles, R. Coombs, G. Gregg, J. Hartings, R. Landes, D. Stempfley, II, H. Thornton, R. Vermillion, and M. Viney.
MEMBERS / VISITORS PRESENT: S. Benson, C. Bogan, B. Campbell, T. Cradlebaugh, R. Etter, M. Hartings, V. Hartings, G. Lutz, K. McKibben, R. McKibben, S. McKibben, T. Michimi, Randall Potter, Randy Potter, J. Powers, P. Robbins, S. Smith, G. Whaling, L. Whitaker, B. Williams and R. Wilmath.
Respectfully submitted by Lynda Whitaker, OVKA Secretary, 12/23/06.