OHIO VALLEY KARTING ASSOCIATION
BOARD MEETING MINUTES
TUESDAY, APRIL 3, 2007
CALL TO ORDER: President Randy Vermillion called the meeting to order at 7:06 p.m. at Ramada Inn Middletown.
OPENING REMARKS: Randy Vermillion reminded attendees to turn cell phones off or put on vibrate mode.
SECRETARYS' REPORT: Lynda Whitaker made a motion to accept the March minutes as published. The motion was seconded by Nick Ouwerkerk and passed with 10 in favor and 1 abstained.
TREASURERS' REPORT: On behalf of Gary Gregg, Randy Vermillion provided an update on club finances. Vermillion made a motion to appropriate proceeds estimated at $1,300 from the last 2006 race to Dayton Children’s Hospital as has been past practice for OVKA. The motion was seconded by Max Viney and passed unanimously.
RULES COMMITTEE: Rick Coombs reported following the March board meeting, the 2007 rulebook was sent to the printers and is now available for distribution. For the sake of clarification, Coombs explained the new participation policy approved by the board requires two participation credits (Ps) above and beyond the participation level in order to be eligible for any prizes, that is, participation prizes and grand prize drawings. Coombs reported WKA has requested clarification on the Rookie Class as to whether 7-year-old participants are required to have previous Kid Kart experience. Randy Vermillion responded the rulebook does not specify any such requirement. He further stated the only changes to the Rookie Class for this season were an increase in restrictor size and added weight. Following discussion, it was the consensus of the board that 7-year-olds in the Rookie Class are not required to have previous Kid Kart experience. Lynda Whitaker will forward this information to WKA.
TRACK IMPROVEMENT COMMITTEE: Max Viney presented the board with a track expansion design and costing estimate of $105,775. Viney thanked committee members, Doug Benson, Scott Benson, Bret Campbell, Ted Cradlebaugh and Mark Lewis for all of their efforts. Gary Gregg made a commitment to contribute $60,000 toward the project. Following discussion, Vermillion made a motion to appropriate $45,000 toward this project. The motion was seconded by Max Viney and passed with 10 in favor and 2 abstained. Nick Ouwerkerk discussed blocks of time when the project could take place between July and September.
SPONSORSHIP / PIT SPOTS: Randy Vermillion reported he sent out sponsorship packets and some renewals have been coming in. Vermillion thanked Doug Benson for working with American Power Sports to acquire 200 straw bale covers. Anyone who would like a sponsorship packet should see Vermillion. The pit spot renewal deadline is April 10, 2007, not April 1, 2007 as previously announced. Vermillion explained that pit spot income at G & J Kartway goes toward the cost of the ambulance.
SHOWS & PROMOTIONS: Randy Vermillion thanked Max Viney for coordinating OVKA’s participation in the Lang Chevrolet Show sponsored by DARF. Thanks go out also to the volunteers who staffed the show booth: Don Boles, Kathy and Ray McKibben, Dennis Queary, Patrick Robbins, Randy Vermillion and Max Viney. Viney attended DARF Promoter’s Night on March 27th and said there were a lot of racetracks represented there. Viney reported he has been in contact with WRCX radio station from Dayton who would like to come to the track and conduct some interviews.
CHAMP RACE: Tim Bell reported he has been in contact with Powers Catering and asked if the board wants to have them cater this year’s Champ Race. He said the price would be the same and changes can be made to the menu if desired. Lynda Whitaker responded she would prefer to stick with them since they provide high quality food and good service and we have a history working with them. Randy Vermillion explained per Gary Gregg, the Champ Race does not generate enough revenue to cover expenses and the club loses quite a bit of money on it. Gregg has suggested increasing fees for this event. No further action was taken.
CLEAN-UP DAY: Randy Vermillion reminded everyone volunteers will be needed for the clean-up day on Saturday, April 7, 2007, from 9:00 a.m. to 1:00 p.m. He explained the track will be closed until the clean-up is over. Max Viney said a participation credit can be earned for working the 4-hour shift. Vermillion made a motion to appropriate up to $1,000 for expenses associated with clean-up day. The motion was seconded by Nick Ouwerkerk and passed unanimously.
DRIVING SCHOOL: Randy Vermillion reported he has been receiving phone calls about the upcoming driving school on Saturday, April 14, 2007 from noon until 6:00 p.m. Vermillion said the cost for the driving school will be $15.00 and Tim Reed will provide instruction with the assistance of Don Boles and Max Viney.
LIFE SQUAD/EMT AT CIRCLEVILLE: Having been discussed last month, Nick Ouwerkerk made a motion to go back to having an EMT at Circleville with the contingency they remain focused on their EMT duties and nothing else. The motion was seconded by Don Boles and passed with 11 in favor and 1 opposed.
WORKER REIMBURSEMENT: In follow up to last month, Randy Vermillion made a motion to adjust the three-tier worker reimbursement scale. The motion was seconded by Doug Stempfley and passed with 8 in favor and 4 abstained.
KARTING 101: Randy Vermillion explained the format for Karting 101 will begin with instructional time rather than a warm-up session. Vermillion said feedback has indicated having a warm-up session first is of little benefit for two reasons, one being new people do not know what to do and the other being the track is usually very cold. Karting 101 flyers are available tonight as well as on the OVKA website.
STORAGE CABINET: Randy Vermillion suggested a cabinet be purchased to store the radios in. Ray McKibben offered to check into obtaining a cabinet.
SIRA RACE: Randy Vermillion reported the SIRA (Southern Indiana Racing Association) has scheduled a race at G & J Kartway on Saturday, September 8, 2007. For information on tire requirements, see the SIRA website, www.sirakarting.net. Their entry fee in $50 per class plus $5 for a single-day membership. Kid Karts are $25 and pit passes are $10.
IN MEMORIUM: Following the recent passing of long-time OVKA member & friend, Doug Stempfley, Sr., Toshiya Michimi suggested there be a memorial to him, such as, naming the fuel tank area from where Doug served the club the past several years. Don Boles pointed said there is a monument at the track where names could be inscribed. Randy Vermillion asked people to bring their ideas to the next board meeting.
RACE DAY WORKERS: Ray McKibben reported he has been in communication with a Boy Scout troop about providing race day workers. Arrangements will be made for troop members to come visit the track and learn more about it.
WEBSITE: Randy Vermillion thanked Doug Stempfley, II for all of the hours he has put in updating the OVKA website. The pit spot map, forms, sponsorship information and contact information have all been reviewed and revised where needed.
G & J PRACTICE DAYS: Randy Potter discussed concerns that arose on a practice day at G & J Kartway where new karters did not know track procedures, such as, raising their hand when exiting the track. Randy Vermillion said there were also issues when karters were running different configurations so he set the straw bales and comes to prevent this. Tim Bell said last year there was a sign posted that explained karters are to run the same configuration as the next event. Lynda Whitaker will see that a sign is posted.
NEXT BOARD MEETING: 7:00 p.m., Tuesday, May 1, 2007, at Ramada Inn Middletown, 6147 West State Route 122, Franklin, Ohio (east side of I-75).
ADJOURNMENT: A motion to adjourn was made by Nick Ouwerkerk at 9:38 p.m., seconded by Tim Bell and passed unanimously.
BOARD MEMBERS PRESENT: T. Bell, D. Benson, D. Boles, R. Coombs, J. Hartings, R. Landes, M. Lewis, T. Michimi, N. Ouwerkerk, D. Stempfley, H. Thornton, R. Vermillion, and M. Viney.
MEMBERS / VISITORS PRESENT: S. Benson, T. Cradlebaugh, K. McKibben, R. McKibben, S. McKibben, Randall Potter, Randy Potter, P. Robbins, R.J. Vermillion, G. Whaling, L. Whitaker and B. Williams.
Respectfully submitted by Lynda Whitaker, OVKA Secretary, 4/5/07.
SECRETARY’S NOTE: Deepest sympathy is extended to the Stempfley family upon the passing of Doug Stempfley, Sr. on March 12, 2007.