Meeting Minutes

Tuesday, August 16, 2022

All members present, two guests
Minutes

The August 9, 2022 minutes were presented and accepted as written by motion second, accepted.

Treasurer’s Report
The Treasurer’s Report was presented for discussion and review. A motion was made and second to approve bills. Motion carried.
Enerbase still owes the club money from ticket sales from Memorial Day weekend, the Mod Tour and first two races in August. Their sponsorship is also owing. An invoice has been sent.

Old Business
Business radio licensing needs to be renewed prior to May 2023. Brandon will call on this to confirm the number of radio frequencies prior to making payment.
Yearbook
Discussion will be tabled to next week’s meeting.

New Business
Race Recap
Computer was not functioning at one point which extended the Hobby Stock feature race. Decoder needs to be updated. Transponders weren’t working so laps were counted manually. Finish order was initially wrong but was corrected prior to payouts being done.

Souvenir Trailer Items
The inventory will be reviewed and an order will be placed for the next race season to avoid any cost increase that may occur.
The board has not had an opportunity to put together an order based on the motion from last week’s meeting. Motion listed below.
Motion to order items for the kids for the remainder of the race season with a budget of up to $1,000. Motion carried.

Water Truck Purchase
Table this discussion on the purchase to the next meeting. There are several components that need attention and/or fixing.

Tires for Tractor
The Allis-Chalmers needs new rear tires. Dakota Truck and Farm gave a quote for bias tires at $1375 each with mounting at $120 for each tire. Motion and second to buy tires. Motion carried.

Cultivator Repairs
Repairs for the cultivators will be held off until after Motor Magic.

Motor Magic Purse
Purse and entry fees will remain the same as 2021 Motor Magic.

Rain Out Text
Cost for texting updated information is .04 per text.

Banquet
HOF Inductees to be recognized at the banquet tentatively scheduled for October 29, 2022.

Photo op on Saturday, September 3rd during Motor Magic for all inductees present.
Lon would like to put a car on display during Motor Magic.
Next Meeting

The next Executive Board meeting is scheduled for Tuesday, August 23, 2022 at 7:00 pm at the Clarion Hotel.
Meeting Adjournment
Motion and second to adjourn meeting. Motion carried.

Meeting Minutes

Tuesday, August 9, 2022
Two members absent
One guest

Minutes
The August 2, 2022 minutes were presented and accepted as written by motion by Kelly Bertsch, second by Rick Huber.

Treasurer’s Report
The Treasurer’s Report was presented for discussion and review. A motion was made and second to approve bills. Motion carried.
Motion and second to give a cash gratuity to Taylor Picard, Lance Johnson and Sam Crowell for their extra work during the Demo Derby. Motion carried.
Enerbase still owes the club money from ticket sales from Memorial Day weekend and the Mod Tour. Their sponsorship is also owing. An invoice has been sent.

Old Business
Business radio licensing needs to be renewed prior to May 2023. Brandon will call on this to confirm the number of radio frequencies prior to making payment.

New Business
Souvenir Trailer Items
The inventory will be reviewed and an order will be placed for the next race season to avoid any cost increase that may occur.
Motion and second to order items for the kids for the remainder of the race season with a budget of up to $1,000. Motion carried.

Equipment Improvements
Cultivator tips need to be replaced.
Jeff patched the hole on the water truck. The club has an opportunity to purchase a water truck for $24,000. If the truck is purchased, any of the equipment that is nearing the end of their life would be taken to auction to offset the cost.
Members should think about future equipment needs/repairs for the next meeting.

Yearbook
A copy to proof has been sent to Kadi Ruby for approval. Given that the race season is almost done, the amount to order needs to be reduced significantly.

Next Meeting
The next Executive Board meeting is scheduled for Tuesday, August 16, 2022 at 7:00 pm at the Clarion Hotel.
Meeting Adjournment
Motion and second to adjourn meeting. Motion carried.

Meeting Minutes

Tuesday, August 2, 2022
All members present

Minutes
The July 19, 2022 minutes were presented and accepted as written by motion and second , accepted.

Treasurer’s Report
The Treasurer’s Report was presented for discussion and review. A motion was made and second to approve bills. Motion carried.

Enerbase still owes the club money from ticket sales from Memorial Day weekend and the Mod Tour. Their sponsorship is also owing. An invoice will be sent as a reminder.

Old Business
Business radio licensing needs to be renewed prior to May 2023. Brandon will call on this to confirm the number of radio frequencies prior to making payment.

New Business
Demo Derby Recap
Overall, positive feedback on the event.
The only complaint was the dead time between the heats.
Next year, Nick Hulberg will assist with announcing.
Given the amount of extra work required to prep the track for the horse race the next night, the demo derby needs to be held the second night and the horse race the first night.
Motion and second to pay Taylor Picard and Lance Johnson $1,000 and Sam Crowell $3,000 for their efforts in putting on this event. Motion carried.

Enduro Race
Brandon sent out the payout schedule for the Enduro. Entry fee is $100 for the car and driver and a $25 pit fee for all additional individuals.
Pit gate will open at 4:00 pm.
Pace car will be used.
Payouts will be handed out after the race no later than 10:00 pm.

Next Meeting
The next Executive Board meeting is scheduled for Tuesday, August 9, 2022 at 7:00 pm at the Clarion Hotel.
Meeting Adjournment
Motion and second to adjourn meeting. Motion carried.

Meeting Minutes

Tuesday, July 19, 2022

All members present, 3 guests

Minutes
The July 5, 2022 minutes were presented and accepted as written by motion

Treasurer’s Report
The Treasurer’s Report was presented for discussion and review. A motion and second by to approve pending bills. Motion carried.

Enerbase still owes the club money from ticket sales from Memorial Day weekend. An invoice will be sent as a reminder.

Old Business
Business radio licensing needs to be renewed prior to May 2023. Brandon will call on this to confirm the number of radio frequencies prior to making payment.

Dakota Truck and Farm replied on the water tanks with prices for a 3200 gallon tank, a 3500 gallon tank and a 4400 gallon tanks. A quick estimate of $20,000 was given to replace the existing tank.

New Business
Mod Tour recap
The night went well and the features put on a good show.
There was some disagreement with track prep and as a consequence, we may have lost the volunteer track crew.
Motion and second to pay Nick Hulberg $150 for assisting with the Mod Tour. Motion carried.

State Fair Parade
Purchased the candy to toss at the parade.
Two vehicles are permitted under the parade registration. A car on a trailer will be pulled behind one vehicle and the Nodak sign will be pulled behind another.
Meet at Town & Country Shopping Center at 8:30 am on Saturday if you are interested in walking in the parade.

Demolition Derby
Sam Crowell attended the meeting to discuss the demolition derby to be held during the fair. Lance will be bringing two loaders and two skid steers to prep the track for the race.
Entrance and exit will be at the back gate.
Pit trailer will be parked inside the track near turn three. This is located near the go cart track.

Two classes will be run. Limited weld will pay out $3000, $1500, $750. Compact will pay out $1000 only. W-9’s will be collected from the winners.
Pit fees are $25 for non-drivers.
50 cars are registered for the two classes. Inspections will start at 8:00 am.

Equipment Update
The Bobcat blew a head gasket and will cost around $1800 for a new gasket and $1000 for labor. Jeff suggested that it be sold for parts. The club is leasing one from Swanston for the remainder of the race season.

A suggestion was made to look into leasing a water truck for the race season as opposed to replacing the water tank to see what the cost savings would be.

Volunteer Shortage
Found volunteers to help out at the last few races as the volunteer group that was helping out hasn’t been able to provide volunteers.

Next Meeting
The next Executive Board meeting is scheduled for Tuesday, August 2, 2022 at 7:00 pm at the Clarion Hotel.

Meeting Adjournment
Motion and second to adjourn meeting. Motion carried.

Meeting Minutes

Tuesday, July 5, 2022

All members present, 1 guest

Minutes
The June 28, 2022 minutes were presented and accepted as written by motion.

Treasurer’s Report
The Treasurer’s Report was presented for discussion and review. A motion and second by Robby to approve pending bills. Motion carried.

Old Business
Business radio licensing needs to be renewed prior to May 2023. Brandon will call on this to confirm the number of radio frequencies prior to making payment.
Catwalk is now completely finished. We will need to ensure that people stay off of the stairs as this is a safety issue.

New Business
Race night recap.
Over all, the show went well despite the Hobby Feature going long due to numerous yellow flags. The Hobby Stock King of the Hill went over well. The qualifying leading up to the King of the Hill race went longer than anticipated.
We were very short handed but everyone worked together to cover areas of need.

Currently, the catwalk is insured for $40,000. If we increase the insurance to $60,000, the annual premium would be $1,500. To insure the catwalk for $100,000, the annual premium would be $2,500. The premium has been paid for this year and the board will continue this discussion next year.

Spoke to North Country Mercantile about horizontal free standing water tanks. A 3200 gallon tank would be $7800 and a 2500 gallon would be $6900. The board will continue to look at pricing.

Four trophies will be ordered for the Demolition Derbv.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, July 19, 2022 at 7:00 pm at the Clarion Hotel.
Meeting Adjournment
Motion to adjourn meeting. Motion carried.