Meeting Minutes

Tuesday, April 18, 2023

Minutes

The April 3, 2023 minutes were presented and accepted as written by motion.

Treasurer’s Report

The Treasurer’s Report was presented for discussion and review. Motion and second to pay the bills. Motion carried.  

Old Business

1. Car Show Updates

• General Meeting will not be held as notifications were not sent out as outlined in the by-laws.
• Advertising will start on Thursday.
• Car Show Setup –
  • Several booths have been sold. Rick will be in charge of booth placement. Booths need to be set up.
  • Kelly will be in charge of the back room.
  • Classic cars will manage themselves. We will be available for assistance.
  • Car smashing will be located in the northeast corner of the room.

New Business

1. Capital Scale has been contacted to take a look at the scale for calibration.
2. Track Updates –

• Roy Miller attended to give an update on the track prep. Back wall has been repaired and turns three and four are done. Railroad ties were donated and have been set in place. Guard rails and barrier have been done. Turns one and two are close to being done. The club needs a blade for weekly track prep. Equipment dealers will be contacted to see if there are any available for rent. Motion and second to purchase blade from Gravel Products for $15,000 or as a trade out. Motion carried.
• Scott Joern has talked to Mark Appelt to come in and spray paint the wall, barriers, guardrails and tires. Motion and second by Chris Tuchscherer, to purchase what is need to complete the job. Motion carried.
• Justin Medler has been approached by Wolla to pick rocks off of the track. Motion and second to allow the rock picking to take place. Motion carried.
• Discussion was held with regard to the over and above volunteer help that an individual has given the club. Motion and second to give two season grandstand passes and one season pit pass. Motion carried.

3. Donation Request Levels –
   • Tier 3 – 4 Flex Tickets
   • Tier 2 – 8 Flex Tickets
   • Tier 1 – 2 Season Passes

There was a request for a donation for the Mags Benefit. Motion and second to donate to this cause. Motion carried.

4. Beau Simmons attended with an update on what emergency equipment needs to be purchased and/or updated in order to pass inspection. Motion and second to approve purchases needed for the upcoming season. Motion carried.
5. 2023 payout schedule has been finalized and a copy will be given to the accountant.
6. Profit/Loss reporting is being reviewed to make sure weekly income/expenses are captured as accurately as possible.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, April 25, 2023 at 7:00 pm at the Clarion.

Meeting Adjournment

Motion and second to adjourn meeting. Motion carried.

Meeting Minutes

Monday, April 3, 2023

Minutes

The March 13, 2023 minutes were presented and accepted as written by motion.

Treasurer’s Report

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

Old Business

1. Car Show Updates
   • NDSF has approved the car smashing fundraiser. Liability insurance requirements will be followed.
2. Information for the Topless flyer ready to print off.

New Business

1. The club will be giving 40 grandstand passes to iHeart Radio to be sold through Wheeler Dealer as part of the advertising package.
2. Nodak will keep the same contract that was used in 2022 with Hometown Radio group for the 2023 season, including 80 flex tickets.
3. Brock Beeter presented a class sponsor idea of putting a sticker on the cars with an opportunity to earn a bonus at the end of the season for displaying the sticker.
4. Legends has confirmed three race nights. Flyer will need to be printed.
5. Legends race payouts were discussed. Motion and second to use mod payout for August 6th Legends Race. Motion carried. Motion and second to use the Hobby Stock purse for the Legends June 25th and August 20th races. Motion carried.
6. Race schedule is finalized and will be posted to the website.
7. Volunteer ticket takers and ticket sellers for the season have been confirmed.
8. Snow has been removed from the race track. As soon as the weather allows, barrier painting will need to be done.
9. Schatz water truck has some broken pipe.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, April 18, 2023 at 7:00 pm at the Clarion.

Meeting Adjournment

Motion and second to adjourn meeting. Motion carried.

Meeting Minutes

Monday, March 13, 2023

Minutes

The March 6, 2023 minutes were presented and accepted as written by motion.

Treasurer’s Report

The Treasurer’s Report was presented for discussion and review. There were no bills to approve.  

Old Business

1. Car Show Updates
   • The board heard back from the insurance company on the car smashing fundraiser that may be held during the car show. As long as the requirements are met, the event can be held. We will need to reach out to the NDSF to see if we can hold this fundraiser in front of the outside entrance doors.
   • The water truck the club purchased is close to being ready for the season. There are just a few components that need replacing/upgrading. The truck will be on display at the show.
2. The sale of the scale has been cancelled as the board was reminded that this was donated to the club.

New Business

1. A proposal was presented to do a demolition derby show outside of the state fair if there is room in our 2024 schedule. The proposal would be a two day event (Friday night and Saturday afternoon) and all payouts are pre-sponsor numbers. Registration would also be open to drivers from Minnesota and eastern North Dakota. The board is very interested in holding this event and will table discussion pending additional information and meeting with NDSF.
2. Topless poster is being worked on so that we can get this posted to the website.
3. High Air Ground is interested in having a kid’s day night.
4. Opening night sponsor is passing for the 2023 season.

Next Meeting

The next Executive Board meeting is scheduled for Monday, April 3, 2023 at 7:00 pm at the Clarion.

Meeting Adjournment

Motion by and second to adjourn meeting. Motion carried.

Meeting Minutes

Monday, March 6, 2023

Minutes

The February 27, 2023 minutes were presented and accepted as written by motion.

Treasurer’s Report

The Treasurer’s Report was presented for discussion and review. Motion and second to pay the bills. Motion carried.  

Old Business

1. Car Show Updates
   • Tad Wagner attended the meeting to inquire if a car smashing fundraiser could be done during the car show. The board will have to check with NDSF and insurance carrier to see if this event could be accommodated.
   • Booths continue to be sold. The rooms will be full so should be a good show.
   • Kelly and Colleen will be meeting with First Western Insurance to verify event, track and equipment coverage.
   • The club is responsible for night security at the car show. Justin will contact volunteers to provide the security.
   • Rick Huber will be the contact for the door entrance volunteers.  

New Business

1. Brandon Beeter attended the meeting to let the board know where the club logo would be located on the Nodak TV website. He also left the contract for Darn TV for the 2023 season.
2. Discussion was held on ticket and pit prices. Motion and second to raise adult, senior and military prices by $2. Motion carried. There will be no change to pit prices.
3. Updates for the website will be sent to Kadi Ruby for posting.
4. INEX Legends wants to hold a race. Motion and second to hold the INEX Legends race in August. Motion carried.
5. Purse payout schedule was discussed. Motion and second to accept new payout schedule and do away with the booster night. Motion carried.

Next Meeting

The next Executive Board meeting is scheduled for Monday, March 13, 2023 at 7:00 pm at the Clarion.

Meeting Adjournment

Motion and second to adjourn meeting. Motion carried.

Meeting Minutes

Monday, February 27, 2023

Minutes
The February 20, 2023 minutes were presented and accepted as written by motion.

Treasurer’s Report
The Treasurer’s Report was presented for discussion and review. Motion and second to pay the bills. Motion carried.  

Old Business

1. Car Show Updates
   • Flyers for the show were reviewed and finalized so that they can be printed and distributed.
   • Car Show costs were reviewed.
   • Booths to additional vendors have been sold.
2. Sponsorships sold to date were reviewed.

New Business

1. Rick Huber will sit on the Hall of Fame Nominating/Induction Committee.
2. Purse payout schedule is being reviewed and will be tabled for further discussion.

Next Meeting
The next Executive Board meeting is scheduled for Monday, March 6, 2023 at 7:00 pm at the Clarion.

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