OHIO VALLEY KARTING ASSOCIATION
BOARD MEETING MINUTES
TUESDAY, JUNE 5, 2007
CALL TO ORDER: President Randy Vermillion called the meeting to order at 7:05 p.m. at Ramada Inn Middletown.
OPENING REMARKS: Randy Vermillion reminded attendees to turn cell phones off or put on vibrate mode. With a great deal of business to discuss, Vermillion asked there be no sidebar conversations and comments be brief.
SECRETARYS' REPORT: Lynda Whitaker made a motion to accept the May minutes with a correction that Max Viney seconded adjournment. The motion was seconded by Viney and passed unanimously.
TREASURERS' REPORT: Gary Gregg provided an update on account balances.
CHAMP RACE: Randy Vermillion reported a chairperson is still needed for the Champ Race and Lynda Whitaker can provide details of responsibilities. Ray McKibben agreed to chair the event and oversee music. Tim Bell has catering lined up with Powers Catering who has done a great job the past couple of years. Gary Gregg agreed to provide sodas and line up tables from the Methodist Church. Beth Slater is coordinating games and will need some help. Trophies have been ordered. Participants in the Kid Kart and Rookie class will all receive an award. Vermillion asked the board how they want to handle Senior Novice Yamaha since it is not a points class. Max Viney suggested using trophies not used at previous events. Vermillion will asses what is available and order new plates. Toshiya Michimi provided a sample photo of the pictures Niki Stempfley will be taking. Steve Rumsey inquired if a photographer with whom he is acquainted can take pictures to display for sale on his own website. Vermillion explained a commitment has been in place for the Champ Race and asked the board for input about allowing this for other races. Viney suggested Bill Schmidt be given access to the track and Tim Bell agreed. Vermillion discussed the special board meeting held at race four where the board voted to allow an exhibition Junior HPV class with the use of SL4 tires. WKA was contacted and they approved this exhibition class. Vermillion reported it has been suggested a sportsman-age HPV class be offered as well. Following discussion and a straw poll of the board, it was decided to run only a junior-age exhibition HPV class. Vermillion asked for input on the gate fee for the Champ Race explaining there are added expenses associated with it. Gregg suggested it remain the same as last year - $15 for two days and $10 for one day. Viney recommended the board look at adjusting the fee next year.
SPONSORSHIPS / PIT SPOTS: Randy Vermillion reported a new sponsor has come on board. Vermillion became acquainted with Tire Pry’r, who makes a tire dismounting tool for the karting industry, while at the KMI Show; Vermillion said some reserved pit spots are still available. Hal Thornton inquired if they can be reserved at a reduced rate now that part of the season is gone. Lynda Whitaker explained in previous years, reserved pit spots have been rented on a prorated basis. Thornton suggested reducing the rate to $75 for the remainder of the season.
TRACK IMPROVEMENT COMMITTEE: Max Viney reported Gary Gregg, Bret Campbell and himself met to review the work done by Rick Coombs. Gregg and Campbell are working on obtaining pricing of asphalt. Randy Vermillion stated the track addition looks nice and reminded the board of the trickle-down effect it will have including the need for more corner workers, fencing and a kart retrieval vehicle. Viney suggested there be a path leveled out for kart retrieval purposes. Jeff Powers offered to look into obtaining a golf kart.
SHOWS & PROMOTIONS: Randy Vermillion reminded everyone that OVKA literature is available for distribution. Max Viney reported Bill Smiley will distribute flyers at SCCA and autocross events. Viney passed out literature at the Kettering Mini Grand Prix recently. Don Lawson will take information to the Register Herald in Eaton.
TRACK PAINTING: Randy Vermillion discussed the upcoming track painting day explaining the work could not be completed at the clean-up day due to the weather. Track painting will take place Sunday, June 10, 2007, from 9:00a.m. to 1:00p.m. Rain date is Saturday, June 16, 2007, 9:00a.m. to 1:00p.m. Work teams will be assigned so be sure to contact Vermillion to sign up. Vermillion said there will not be jobs available for young children. Notice the track will be closed for the day has been posted on the OVKA website.
COMPUTER SOFTWARE: Randy Vermillion explained this past Saturday night while preparing for Sunday’s event, the motherboard on the club’s primary computer had some major issues. After many hours on the phone with Dell and our computer software provider, we were able to come up with a way to run the system on Sunday. The primary computer has to be sent off for service and will be gone a minimum of three weeks. Vermillion said last month, the board was not willing to fund an additional software license and bar code scanner. While a bar code scanner is not absolutely necessary right now, it is critical an additional software license be purchased. Vermillion said while the cost of the license alone is within what he is allowed to appropriate without board approval, he did not want to do so without a motion since the board was not in favor of the software and scanner last month. Rick Coombs made a motion to appropriate $250 to purchase a software license. The motion was seconded by Tim Bell and passed unanimously.
WKA GOLD CUP: Steve Willis discussed the need for workers for the upcoming WKA Gold Cup being held at G & J Kartway June 30 and July 1, 2007. Willis explained a participation credit can be earned for donating time with the club receiving financial compensation. A second day can be worked for pay. Contact Willis at 513-852-6347 (work), 513-777-5127 (home) or via email at email@example.com. Max Viney suggested this be mentioned at driver’s meetings.
SIRA RACE: Randy Vermillion discussed the upcoming SIRA (Southern Indiana Racing Association) race being held at G & J Kartway on Saturday, September 8, 2007. Information is available on the SIRA website, www.sirakarting.net. The entry fee is $50 per class plus $5 for a single-day membership. Kid Karts are $25 and pit passes are $10.
PARTICIPATION CREDITS: Randy Vermillion reminded everyone of the new requirement this season to have two participation credits above the participation level in order to be eligible for year-end prizes – both grand prizes and participation prizes.
LIGHTS FOR EVENING EVENTS: Randy Vermillion reported arrangements have been made for lights for this coming Saturday evening race. Lights will be delivered Friday evening and help will be needed setting them up. This takes several hours so the track will close at 7:30 p.m.
RACE DAY TIME SCHEDULE: Randy Vermillion explained there have been quite a few questions and comments from racers who feel they should be provided more track time on race days. Vermillion asked for input from the board on the feasibility of this. Possible options discussed were starting warm-ups earlier, reducing warm-ups to one session, reducing the length of time sign-in is open and start racing earlier. Vermillion said these suggestions are not without issues: starting warm-ups earlier would not work when there are early morning foggy conditions; early morning track conditions do not provide as good of data because the track is cold and some racers may not like having only one round of warm-ups. Vermillion explained with the new registration and timing software, we are able to start racing earlier once sign-in has closed, grids are printed and the computers are moved to the tower. Vermillion said we can start introducing a fifteen minute earlier start time this season and then change the times by thirty minutes next season.
CIRCLEVILLE RACE #10: On behalf of Steve Tatman, Randy Vermillion reported Circleville Raceway Park will be open for practice on Saturday, July 28, 2007 from 10:00 a.m. to 2:00 p.m. only. This is the day before OVKA’s race #10. This is necessary to be respectful of a wedding and reception taking place across the road from the track.
DISCIPLINARY MATTER: Randy Vermillion discussed a situation that occurred at race #5 that requires consideration of disciplinary action. In as much as the driver involved was not present at this meeting, Max Viney made a motion to hold a special board meeting at the next race to talk with the driver. The motion was seconded by Hal Thornton and passed with 7 in favor and 3 abstained. Vermillion will notify the driver.
CAMERA SYSTEM: Pat Robbins discussed some of the components needed to have live camera feed at the track, as well as high-speed internet. He will continue to research the matter and report back.
NEXT BOARD MEETING: 7:00 p.m., Tuesday, July 3 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 Don Boles 10:04 p.m., seconded by Tim Bell and passed unanimously.
BOARD MEMBERS PRESENT: T. Bell, D. Boles, R. Coombs, G. Gregg, J. Hartings, R. Landes, M. Lewis,
T. Michimi, H. Thornton, R. Vermillion, and M. Viney.
MEMBERS / VISITORS PRESENT: T. Cradlebaugh, D. Lawson, G. Lutz, K. McKibben, R. McKibben, Randall Potter, Randy Potter, J. Powers, D. Queary, P. Robbins, S. Rumsey, R.J. Vermillion, G. Whaling, L. Whitaker, B. Williams and S. Willis..
Respectfully submitted by Lynda Whitaker, OVKA Secretary, 6/26/07.
OHIO VALLEY KARTING ASSOCIATION
SPECIAL BOARD MEETING MINUTES
SATURDAY, JUNE 9, 2007
CALL TO ORDER: President Randy Vermillion called the meeting to order at 3:38 p.m. at G & J Kartway in Camden, Ohio.
OPENING REMARKS: Randy Vermillion explained this meeting was called to discuss possible disciplinary action for John Horn.
DISCIPLINARY MATTER: Randy Vermillion reported on a situation that occurred in the scale lane at race #5 at G & J Kartway on Sunday, June 3, 2007. Following discussion, Vermillion made a motion to place John Horn on a four-race probation beginning today. The motion was seconded by Max Viney and passed with 7 in favor, 2 opposed and 1 abstained.
ADJOURNMENT: Max Viney, seconded by Rick Coombs, motioned to adjourn the meeting at 3:59 p.m. Motion passed unanimously.