|
2011 WTC SnoX Meeting Minutes **Meeting minutes are a short synopsis of topics discussed at WTC General Meetings. Minutes are not intended to provide all details from the meeting. For full details, we recommend attending the General Meetings or speak to someone who attends. All WTC Club members are encouraged to participate in the General Meetings.
January 4, 2010 · Saturday Morning o 7:00 a.m. Tech Start o 8:30 a.m. drivers meeting at Golf Farm Bar § Will include waiver sign ups § Need to bring helmets to the drivers meeting § Under 18 years old no waiver needed, 18 and over must sign the waiver for selves and their kids § Track works and class advancements need to sign waivers first § All riders must be issued a sticker to be attached to their helmet if they want to run hot laps o Semi-Pro Rider Assessments/Class Advancement Assessments – Immediately following the waiver sign ups § Race Directors to make final decisions on who is approved to be moved up. o Hot Laps approximately @ 9:30 a.m. or 10 a.m. · Class changes based on racer sign up o These will be addressed at the drivers meeting · Any other issues? o Order of events – Brett to email order of events for approval and then to Troy · Need Volunteers for Banner to be put up · Budget numbers update based on unexpected dozer expenses o Still need to push tickets o We are only 25% to goal on tickets o Need list of club members who have and have not taken tickets · Race Director and Tech Director Schedules · Bob Block Invitation – Was it written? o Mike to follow up with Stacey Nellessen December 14, 2010 · Race Director Update o Schedule blending between 2 Race Directors § Mummy needs 2 weeks off · February 26th · TBD § Bob V. needs 4 weeks off · Sunday Feb. 6th · Plymouth Oval (Need to get date, I believe its Feb. 5th) · Eagle River January 15-16th Eagle River · January 22nd Jefferson Race o Rules Update § Need to address conflict of interest in our rule book § Other rules issues · 300 Freestyle – Must run stock shocks, but can use designated replacements per ISR book. Ed Ingram to contact ISR to clarify the rules as he believes the rules are somewhat conflicting. 1. This could be a big issue for members who have invested hundreds of dollars on new shocks. 2. WTC is committed to being part of ISR if we can use our own independent insurance. · 120 Champ – ISOC/ISR allows carbides to be run in the champ class. We need to address carbides on 120’s as a club. · Fuel concern – Oxygenated fuel. Tech team to officially spell out what the requirements are for fuel. This needs to get communicated to members. 1. Cart specs for gas, was spec’d out for oil and gas. One station is set as a baseline and that is what the test will be zero’d out 2. Option - Pre-test fuel prior to racing, cost $1.00 and cost goes to club · Tech Director Update o Split technical between Reagan and Ed o Focuses will be different o Increased tech. inspections are desired by the club o Tech director wants to increase tech inspections o Ed went to ISR and Tech. § Bought fuel testing ($450) out of pocket § Re-dedicating himself to improving our tech. inspections § Desires a stronger tech. inspection program · Track Officials o Club needs a radar gun § KrisThurlwell/Melissa Meyerhoffer to run a bucket for club to buy its own gun § Buy gun now, fund to replace money soon · Forge a bond between our Race Directors and Tech Directors o WTC Track help has improved 100% over the past couple years, some of the best track help around in our opinion o Goal is to get Race Director, Tech Director, and Track Help working together but understanding their own roles. o Need to start having meetings etc. to work together as a team · Bull dozer Problem o No update o Potential dozers from other options (Peter and Jeff T.) o Potential sponsorship tower for dozer donation § We need a dozer this week § Terry Barnett (Glenbrook Excavating) · He needs to be asked by multiple people · Offer him a sponsorship package § Club cannot afford to rent a dozer at $9,000 a season · Snowmaking o Big thank you for making snow to Deacon and Shawn Kennebeck o Need volunteers § Really need night watchman who can take a night and watch the snow fly § Tues. – Mike Duke til 1:00 a.m. § Wed. – No snow making at night § Thursday – No snow making at night § Friday – Start up Friday - Mike Duke § Saturday – Peter??? Looking for some of our younger racers to commit to making snow o PVC needs to be run from tower to finish line for transponder line § To be completed a couple days before the last race o Generator – Ameritemp (by Westside marina) § Swapping a generator out tomorrow o Groomer is on site · Clothing Apparel – Ordered? o When will it be here and who will take care of the embroidery o Need to find out when it’s going to be in · Membership Update o 45 members to date · Troy o Order of events update § Waiting to update to see what registrations look like · Fundraising Update o Layton Athletics o Sponsorships § Need to wrap things up o Recruiting Program § WTC needs a recruiting program to ensure sustainability for future years · Meeting dates during season? o Meeting dates to stay on Tuesdays · What still needs to be done/prepared for? o Chalk · Open Issues o Can club purchase special chemical to test fuel at $75.00 a gallon – Yes o Trailer drop off begins – Anytime soon o Anticipated practice – Possibly next week but depends on getting a dozer, weather etc. § If all things go well, we might be able to get practice to open up next week o Track will officially will open January 1, 2011 pending weather. December 7, 2010 · Clothing Update o $210 or $190 o KLIN o Peter to order with Denny · Groomer on Dec. 8th · Generator – Ameritemp o Will be here later o We have had to repair circuit boards o Shooting for sizing as we like · Fuel tanks, here and full · Deacon to order from Kurt · Snowmaking o Test run this weekend o Tuesday Wed./Thurs. Snowmaking to start · Bull dozer o No update o Potential dozers from other options (peter and jeff t.) o Potential sponsorship tower for · National Anthem o Start of races o Start of finals · Membership Update o 45 members to date · Rules Update · Order of events needs to get updated o Troy need to build out the system based on heats and order of events o Needs to do sooner than later · PVC needs to run from tower to finish line · On-Line Registration o Options § Create paypal account § OS Commerce § Move forward with on-line registration § Need to create winter thunder account with pay pal § Cancellation policy needs to be on the form/registration process November 30, 2010 · Insurance Update o Number is the same, accepted the way it is. Insurance done for 2011 Season. · Clothing o Multiple numbers in from several sources o $210 from Scott Suhr (Novotny) o Arctiva and FXR blowing us off o Mike T. $179 directly from Castle o Waiting for one more clarification o Final decision to be made this week · Snowmax o Deacon to order Snowmax this week · 95.1 WIIL Marketing Campaign o Approved deal for $2.00 per general admission ticket for WILL to market WTC 4 times daily. · Race Director Update o Would like WTC sign up for ISR for 2011 Season o Contingent on WTC having to go with K&K Insurance or not · Groomer Moves o Put together and ready to move o Sam B. to coordinate with Andy to move the groomer to WTC on Saturday Dec. 4th. · Pump house o Had bad nice, could have caused major damage. o Mike D. to find a volunteer to help put some mice traps in the pump house. · Fundraising Update o None, have not been able to work on the last two weeks o Raffle Tickets o Layton Athletics Event – Spread the word · Generator o Thurwells generator is installed and fueled up. Jeff T. to talk to Ameritemp to see if we can get a bigger/larger generator to run all equipment. Will save on fuel. · Fuel tanks o Deacon has it handled, to be delivered soon o Tanks to be dropped off and filled · Need to order tips and gaskets for snowmaking o Deacon to order this week · Member concerns o Sleds need to run in their appropriate class, WTC cannot knowingly allow sleds that are built for higher classes to run in lower classes. o Club needs more tech, preferably a tech inspection plan that is only known to the tech director and race director. Tech director to create plan for 2011 o Tech director should not be the one who informs people that they are DQ’d, this should be the race director. Tech director should have technical duties only. November 16, 2010 · Meeting Attendance (18): Jeff Thurwell, Kris Thurwell, Jake Thurwell, Sean Kennebeck, Mike Tomczak, Deacon Kalish, Mike Malueg, Peter DeVore, Scotty Potty, Brian Petersen, Melissa and Tim Meyerhoffer, Kurt Bachara, Michelle Malueg, Mike Duke, Scott Suhr, · Deacon Deliverables o Race Director Commitment § Still in discussions with Bret Mummy § Update in next week’s meeting o Insurance Update – Insurance in underwriting with insurance company. Thoughts are that we will not see an increase or decrease in the insurance cost. o Holiday Inn Update – Update next week o Pull Tab update from A&H Gaming - Tabled until legislation is 100% passed o Membership signup summary - 39 members currently signed up to date · Groomer – PJ wants to reduce his commitment, Jimmy does grooming on weekends. o Pay rate agreed upon for 2011 season · Troy Deliverables o Track maintenance crew gear coordination with Mike T. – No Update · Track maintenance crew o Mike T. – finish line flagger o Ed Figels – corner o Sam Barris – Starter o Dennis’ Son – Corner o Blake – Corner o Scott – Track Foreman · Sunday Work o Water pipe laid, system needs flushing o Generator to be brought in next week · Generator be brought into the pump house o Like to get it down here this weekend o Bleed lines for two hours this weekend o Volunteers for this weekend § Sean K. § Scotty Potty § Peter D. § Jeff Thurwell o Generator donation from Ameritemp § Discussed KW requirements § One 80 or 125 KW, but we are open need to discuss with Ameritemp § Lights to come after track is built · Groomer Update o Groomer does move. Need volunteer for track clips on groomer (ask Joe W.) · Fundraising Update o US Coast Guard Officially in, signed contract · Track Workers Gear o Who needs gear (10 sets) § Race Director (Mummy) § Track Foremann (Scotty) § Starter (Sam Barris) § Finisher (Mike T.) § Turn 3 (Dennis’s Son) § Staging/Medical (Rich Matta) § Peter § Medical? (Trudy Matta?) § Tech (Ed Ingram) § Spare Set ( ) § Final decision on gear to be made next week o Recovery Sleds Needed § Recover Sled - Bed liner for pulling sleds donated by Thurwell § Medical sled · ISOC Minor Waiver Form o WTC needs to keep the original o Or a copy of the original § Deacon to call all members already signed up to make sure we have a copy of the original November 8, 2010 · Meeting Attendance (15): Peter Devore, Deacon Kalish, Mike Tomzack, Brian Petersen, Johnny Schwantz, Jake Thurwell, Andy Block, Kris Thurwell, Kurt Bachara, Tim Meyerhoffer, Jeff Thurwell, Scott Suhr, Glen Glashagel, Mike Malueg, Scotty Potty (late arrival). · Mixer Results and Feedback o Total of about 40 members signed up to date o Trailer spots, “The Hood” is almost full, just a few spots left o Raffle Ticket Feedback § Need to make sure that members who sign up via fax § Feedback from some members that they were not happy with not knowing about the raffle ticket sale requirement. Mike M. to communicate on the forum or blast email. · Water pipe setup – Changed to Sunday o Start time: 10 a.m. o Number of volunteers needed = 10-12 guys o Number of volunteers committed = 9 § Mike Tomzack § Mike Malueg § Jeff Thurwell § Mike Dukes § Deacon Kalish § Jake Thurwell § Jaime (JBT volunteer) § Scott Suhr § Peter Devore o Jeff T. and Peter D. to lead the effort on Sunday · Race Director – High priority item for the club o Need commitment from Mummy for race weekends, what weekends will Mummy be and not be at WTC. We need to get a Race Director fill in for when he is not at WTC. o Deacon to have definite commitment from Bret M. by next meeting 11/15 · Track Help Update o Scotty Potty needs attend next week’s meeting, 11/15 and provide update on track help o Need to get a commitment from Jimmy for grooming for Race Weekend o Need to get another commitment from Jimmy or others for non-Race weekends · Insurance o Deacon is waiting on quotations · Track Worker Gear o Mike T. sent emails, need to get Troy on this o Need to have this figured out by next meeting, 11/15 · Holiday Inn o Deacon to contact Lake Zurich Holiday Inn for club rates · JEFFCO Crain – Sponsorship o Peter to follow up with Ed Figel on sponsorship · Office Area Discussion · Track Setup, Layout and Design o General location of track will form itself based on snowmaking and weather o Track will be similar to last years track · Fundraising Update o Contracts now being drafted o 6 sponsors confirmed, need formal contracts written o 2 high potential sponsors to be firmed up very soon o Layton Athletics (need to reach out to Kelly again) o 50/50 drawing at grass drags netted $162.00 o Raffle Tickets o Pull tab update, need update from Deacon § Need to follow up with A&H Gaming · Membership signup summary due for 11/15 meeting, Deacon to provide
Next week’s meeting Topics · Deacon Deliverables o Race Director Commitment o Insurance Update o Holiday Inn Update o Pull Tab update from A&H Gaming o Membership signup summary · Troy Deliverables o Track maintenance crew gear coordination with Mike T. · Track maintenance crew November 2, 2010 Attendance: Brian Petersen, John Schwantz, Andy Block, Mike Malueg, Peter Devore, Troy Oleson, Mike Tomczak and Tim and Melissa Meyerhoffer. Review Troy’s Work · Reviewed membership form o Changed form for champ class from 7-12 to 6-12 o Add age to Pro-Am Women (16+) o Add WTC Women’s Novice (10+) o Approved form with change · Recurring registration form o Changed for champ class from 7-12 to 6-12 o Add age to Pro-Am Women (16+) o Add WTC Women’s Novice (10+) o Approved form with change · Weekly registration form o Same changes as above · Transponder Order Form o Approved as is · Class List o Same changes as registration forms · Class Heat List o Same changes as registration forms · Trailer Spot Registration From o Approved
Other Stuff · Sunday Practice o 300 and down = $10 o 550 and up = $20 o Non-Members = $50 · Mixer Review o Helpers o All volunteers for mixer to be here at 12:30 p.m. o Mike M. to print all flyers, posters, and raffle tickets o No 50/50 ticket sellers, Petersen and Swanny backed out!!!!! § Need to get other volunteers · Troy and Mike T. to work with Castle to see if we can get lower pricing · Ski- Doo Race School o Follow up with potential sponsors o Race training school practice track, Other local tracks were discuss. Need to get WTC exposure for the Race School as a possible opportunity o Ski Doo Race Department finalizing program for regional contingency program o Race school was very informative and worthwhile, WTC needs to have visibility at other manufacturer race schools. · Deacon to contact Holiday Inn for rate etc. · November 13th is set for Pipe Setup, need 10 volunteers October 26, 2010 Meeting Notes: · Peter Devore & Mike Malueg where not able to attend, Troy Oleson Headed the Meeting. · 11 Attendees: Troy Oleson, Deacon Kallish, Jeff Thurlwell, Kris Thurlwell, Mike Dutkiewicz, Tim Meyerhofer, Joe Weschel, Ed Figel, Bill Kunstman, Sam Barris, Andy Block. · Went over meeting minutes from prior week. · Season Membership Form has been completed and approved. Troy to finish documents & publish to website. · Started accepting season memberships at the meeting. Form is available at the Golf Farm & will be on the website by 10/28/2010 · Volunteer Update: Melissa Meyerhofer, Cora Dutkiewicz, Kris Thurlwell, Mrs. Malueg have volunteered to help take registration, trailer spots & handle administrative items at the Nov. 6th Membership mixer. · Need to go over distribution & payment collection for 50/50 raffle tickets with Mike M. at the Nov. 2nd Meeting. · Troy has completed class alignment with ISOC and is to finish all documents for the Nov. 6th Membership Mixer. · Mike Dutkiewicz has had great success distributing flyers to Pizza & Food delivery places with in the WTC demographic where they are now going to attach a flyer to all their to go orders. · Ed Figel has a lead on a chain of restaurants to do the same as Mike Dutkiewicz has done with flyers. · Troy has completed a new 2011 race flyer & poster in 3 sizes. Troy is going to submit the flyer to Mike M with a goal of printing before the mixer. All Members are urged to take some and distribute them in their area. · Mike Dutkiewicz brought up the idea of a Poker Run as a fundraiser. Seems like a great idea & needs to be discuss further at the next meeting. · Troy to print a parking lot sheet for Trailer Spot Sign Up for the Mixer · Troy to send out an email blast about mixer. He will need someone to write the email contents. · Troy will be setting up a table at the Ski-Doo race School as a representative from Winter Thunder to promote our race series on October 30, 2010. · Mention was made that we need to start looking at snowmaking and volunteers to do so October 19, 2010 · Sunday practice after night race confusion cleared up. Notes from Oct 12, 2010 on the cost of Sunday practice was stated inaccurately. The follow is stated in the notes from Oct 12, 2010 o Clarified Sunday Open Practice after night races § 120’s Season Pass Member - $10 § Larger Sled Season Pass Member - $10 § 120 Non-Season Pass Member - $20 § Larger Sled Non-Season Pass Member - $30 o What should have been stated is: § 120’s WTC Member - $10 § Larger Sled WTC Member - $10 § Non-WTC Members - $50 o Notes from Oct. 12 meeting will be updated · Forest Ericksen fund raiser opportunity – Stair climb for RIC. Unfortunately the stair climb is full, but WTC members can still donate. Kris Thurwell to work with Troy to get something up on the WTC Website.
·
Clarified race classes with the
qualification for the 3rd National Race if you are in top three
in your Region o Focus on National Points to qualify for extra races o Focus on Regional (home affiliate) for the ISOC Affiliate Showdown at Lake Geneva o Focus on Local/Region affiliate only (i.e. don’t race a class that will be run at the ISOC Affilliate Showdown) o Discussed the requirement to make it clear on our forms so racers and see what path they are going take. National vs. ISOC Affiliate Showdown · Need a technical person to review all the rules and update them. Then get them posted on the web-site along with eliminating outdated rules information. · Update on fund raising o President of Castle § Track help clothing and equipment at cost § Landscape concepts will sponsor the equipment purchase (at cost) § US Coast Guard Track Helpers? § Sponsor badges for the jackets and landmark · Update on volunteers o Some volunteers assigned, others will be sought out by club members who attend the meetings
Future Topics/Next week October 12, 2010 · 15 members attended the meeting (including 3 junior racers) o Very good productive meeting, lots of input and contribution by all attendees · Classes – All classes need to be defined by Nov. 6, 2010 o Need to update classes for 2011 and align ISOC and WTC § Shawn and Troy will have classes realigned by next meeting for review · Clarified Sunday Open Practice after night races (Please Refer to Oct 19th Meeting Minutes for Updates)
· Season Pass cost for Practice is staying the same as last year at $200 per racer · Web-Site administration and updating o Reviewed most pages on the website and identified areas that need to be updated o All forms need to be updated o Troy to work on this week · Club Reporter – Communication Specialist Opportunity o Need a volunteer for someone who would be interested in communicating to club members o Reports on weekly events and communicates out to the club § Birthdays § Venetian Night etc. o Added volunteer opportunity to the Volunteer list · Mixer Planning o November 6th, 2010 1PM o 50/50 Raffle Tickets will be sold to benefit WTC § Looking for youth volunteers to sell 50/50 raffle tickets § Johnny Schwantz and Brian Petersen volunteered to recruit junior racers to sell 50/50 tickets at the grass drags o Volunteers needed to sign up members and sell trailer spots o Winter Thunder will have a booth at the event, need volunteers to work the booth at the event o Mixer will be for sign up only and will be in the Golf Farm game room so members who don’t want to attend the grass drags can attend the mixer only. § Volunteers needed for appetizers · Kris Thurwell volunteered to bring two appetizers, more volunteers needed · Need volunteers for laying water pipe on Nov. 13th in preparation for snow making, planned start time is at 11 a.m. · Troy to moderate the following o Club email in-box and will respond to emails o WTC Facebook account, Troy to add a link for the WTC Facebook account on the WTC website o Constant Contact/Email web blasts – Join Email lists maintenance o Forum · Trailer Spot Police o Sam Barris volunteered to monitor trailer spots this season · Pecatonica , Snow Show etc. o Over 400 Flyers handed out at Pecatonica grass drags promoting Troy’s Grass Drags and WTC o Flyers to be distributed at the snow show this weekend in Milwaukee o Mike Malueg to print them by Thursday, need files for production (Troy), Mike D. to bring up to the show o Print extra for mixer date on Nov. 6th · Kudos to Shawn Kennebeck, spent $100 of his own money printing up flyers and handed them out at the parade in Marengo last weekend. Thank you Shawn!!! · Goodwin Performance invited WTC to have a spot on October 30th for the Ski-Doo race school o WTC to promote race school on our website, in return WTC gives us a booth at the event o Shawn Kennebeck to attend the show with Troy, or Figel’s if Shawn can’t make it Next Meeting Topics: Alignment of ISOC/WTC Classes Review October 5, 2010 · Meeting attendance – 8, including two Sport racers · Final Decision on 2011 Race Season Format and Schedule o Budget is complete, indicates a 50% Two Day Race event and a 50% 1 day (night races, two heats and a final) is financially feasible, but we need to manage expenses diligently o Final decision, 2011 Race schedule to be 50% Races will be two day events, 50% Races will be 1 day events with 1 day events being all Saturday night races with Sunday open practice. o Open Sunday practice is for all racers who raced the Saturday night event. A minimal track helper fee will be applied to people who choose to practice on Sunday. o Depending on registrations for night races/day night events, we might be able to add the removed heat for some classes. This will be addressed after the first 1 day event. o Start time for 1 day events will be at 1:00 p.m. instead of 3:00 p.m., drivers meeting at 11:30 a.m., hot laps at 12:00 p.m. o Main website landing pages needs to get updated announcing schedule · Final posting of results from membership survey o 8 week season vs. 10 week season – 60% for 8 week season, 40% for 10 week season 1. Budget indicated an 8 week season is not financially feasible o 1 day event vs. 2 day event – 60% for 1 day event, 40% for 2 day event 1. Budget indicated a full 1 day event season is not financially feasible o Final decision posted above o Govern 120 Classes with a radar gun – 50% Yes, continue with radar gun, 50% No, do not govern by a radar gun 1. Final decision, all meeting attendees voted in favor of continuing to govern speed classes with a radar gun. · Registration form o Phone and fax number not correct o A lot of negative feedback from people on this, what’s the first thing that comes to mind when phone and fax numbers have been disconnected? 1. Form should be updated already, need to double check with Troy · Volunteer Coordinator Update o Handed out worksheets for tasks to be documented. Worksheets due back at the next WTC meeting. o Three sets of tasks created, Preparatory, In-Season, and Post Season o Currently only working on Preparatory and In-Season tasks · Web-site Cleansing/Refresh o Mike M. to talk to Troy about · Marketing Materials, go digital no hard copy o Mike M. to talk to Kurt Buchara about · Practice Sticker for Season passes needed. Bright florescent green/orange and must be on the right hand side of the sled. · Concern about Sport riders moving up to Semi-Pro. Some riders may not be ready. Board to check registrations at the beginning of year to see if there are the appropriate racers in Sport and Semi-Pro. If too many racers try to move up to Semi-Pro who are not skilled to race Semi-Pro, we might need a Semi-Pro qualifier. All Sport riders planning to move up to Semi-Pro will need race director approval to move up into the Semi-Pro class.
Next Week Topics: Web-Site administration and updating, need Troy at
the meeting Future Topics: Track Help (Oct. 19th) September 28, 2010 · Better attendance, 11 members attended the general meeting · Update on survey results from 8 week 2 day event and 1 day event options o Families like coming here because of the amount of track time racers get · Update on budgeting and financial feasibility of 8 week and 1 day event programs o Budget/Forecast indicates there is not enough money to run a 1 day event season (8 week or 10 week scenarios) without significantly increasing racer fees · Blended proposal of both scenarios proposed. 10 weeks, 5 two day events and 5 night race events. All night races will be Sat. one day events, two heats and a final o Sunday after night races might be an open practice day for all racers who raced the Saturday night event. Minimal fee to cover some track workers · Budget/Forecast needs to be tweaked for new proposed scenario of 10 weeks, 5 two day events and 5 one day events (night events). Budget will be complete for next Tuesday and a decision will be made on the final schedule. · When making final schedule, we need to consider the one day event/night race at WTC so they don’t conflict with other series weekend race events. We want racers to race here, not go up to GNSS or somewhere else where they could run a two day event. o Regardless, 50% of race weekends will be night races · Lots of support growing towards the 10 week 50% 2 day event and 50% 1 day event. · Season will start on January 8, 2011. · Duluth registrations, people who want to register for Duluth need to get their membership forms into WTC. Refer to the WTC website for the membership form and get it in to Deacon at the Golf Farm ASAP. · Membership Mixer is Saturday November 6th. This the same date as the grass drags. Membership and trailer spot signups will be available at the mixer. · Trailer spots o We need to monitor squatters in the pit areas, had several squatters last season · Update on Fundraising – no volunteers to be on the Fundraising Committee. Mike and Michelle Malueg will head up efforts. · Volunteer Coordinator Update o Mike Dutkiewicz volunteered to be the volunteer coordinator. · Volunteers starting to sign up for some tasks o Meyerhofer, Melissa – volunteered to do some of the tasks · Bob Block had a heart attack about three weeks ago and will not be able to participate as a WTC board member. Wishes all WTC members the best · WTC/GNSS shoot out o Has been discussed in the past and again this year with GNSS. Nothing in the works for this year. September 21, 2010 · Low meeting attendance, total of six people attended the meeting. · Reviewed results from on-line voting. Results to be posted on the website soon. Based on results, need to perform budgeting and forecasting to determine if the options of an 8 event season and/or a 1 day Saturday only event is financially feasible. Historically, the club has not broken even until week nine of a two day 10 weekend season. · Initial budgeting and forecasting started, more work to be completed against multiple scenarios. · Need to begin renegotiating/bidding insurance with insurance companies with the goal of reducing insurance costs. · Members can now register for the 2011 Season, form updated on website main page. · Members can now access meeting minutes on the website main page. Section may need to move to another location on the website as the landing page will likely change/be updated with current information etc. · Race Schedule is a priority, but will not be released until final decisions are made regarding the 8 week, 1 day event financial analysis is complete. Hopefully Schedule will be ready within a couple weeks. · WTC website needs to be cleansed and updated. Lots of old information on the site (e.g. rules, race schedule etc.) Site needs to be refreshed. We need to get create a master list of things we want taken care of on the website and provide the list to Troy all at once. Ideally coordinated by one singular contact/person. · Marketing materials. Discussed converting from a hard copy printed brochure to an all electronic presentation, possible in PowerPoint or a PDF. Need to speak to Kurt B. about possibly helping us do this. · Initial meeting topics for next week: o Task list of things needing to be completed in preparation for the race season o Task list of things needing to be completed weekly during the season o Update on Volunteer Coordinator Responses o Update on Fund Raising Committee Responses o Possible budget and forecasting discussions September 14, 2010 · 120 Only Meeting – Meeting attendees preferred the speed limit be used to govern the 120 classes in 2011. No alternatives significant and enforceable governing alternatives were presented or discussed. Attendees unanimously voted to recommend to the WTC Board that 120 governing rules remain intact. · WTC does not own any speed guns. They have always been borrowed from members. Recommended that the club buy two guns, around $100 each. Guns to be paid for by a $1.00 per week/per class additional fee to all racers racing in a speed class. Fee to be eliminated once costs of the guns are recovered. To be discussed in more detail at a later meeting. · Fundraising, last year the club raised approximately $8,000 in sponsorships etc. To date the club has not raised any money. Attendees agreed to start a Fundraising Committee, several opportunities discussed. Additional details to come. · Volunteer Coordinator - to help reduce club expenses, we need to get more club members involved in volunteering their time and/or services. The club, rather than impose a volunteer fee requiring club members to volunteer a specified amount of time in order to get reimbursed, would like an individual member to take on the role as a Volunteer Coordinator. This person would be responsible for gathering a list of the following and coordinate volunteers to supply (seek donation) or execute: o Tasks/maintenance that needs to done (annually or weekly) o Equipment donations list (e.g. dozer, staple gun, etc.) o Supply donations list (e.g. staples, chalk, etc.) · Additional details on the Volunteer Coordinator opportunity to come · 1 Day Saturday only program discussed and seems to be building momentum. No formal results from on-line voting were available. Results expected to be in for the next meeting. September 7, 2010 · WTC mixer/fall sign up date to be a Saturday or Sunday one of the first two weekends in November · ISOC schedule and JR racing eligibility not finalized. ISOC focusing on reducing eligibility for JR racers for all events except Duluth and Lake Geneva. ISOC’s is focusing on cutting costs as they were not profitable in the 2010 ISOC season. · Three main topics requested by members to be voted on to get club opinion for the 2011 WTC Season: 1. Should WTC run an 8 week or 10 weeks schedule? Discussions on season start date yielded no interest from attending club members to race on New Year’s weekend. An 8 week schedule will allow the WTC Season to begin on January 8th and end with a week off in between the WTC Season and Lake Geneva. 2. Would members like a 1 day Saturday only race program rather than the 2 day race program? Saturday program would include two heats and a final. 3. 120 Classes are governed by a speed limit. Should the speed limits be removed and the class rules kept the same eliminating the need for a radar gun? Note, ISOC still governs the classes by speed (in addition to age). 120 only meeting scheduled for the next meeting to discuss potential options for regulating the 120 classes. · The above three poll questions to be posted on the WTC web-site main page for two weeks. The answers to these polls will help the club make a final decision. · Fundraising, Fundraising, Fundraising. If you know of someone who would be interested in sponsorship, please talk to them. With the economy and membership unknown, we expect funds to be tight again. · Fundraising raffle tickets to be sold by members. Members will need to buy $100 in raffle tickets at member signup ($100 per family, not $100 per member). Members to sell twenty $5.00 tickets to raffle off 50% of money generated from ticket sales. We hope to raise over $2,500. |