Meeting Minutes

May 31, 2022 Meeting Minutes             

Call the meeting to order.  

3 members absent, 1 guest

Discuss the square report and profit/loss.  We have a google sheet made with the P/L statement that we can use from this point forward. 

Discussed the topless racing this weekend.  Talking about doing it with just sportMods next year and giving the mod money to other classes instead of the mods.  Qualifying went well.  We will look at it and maybe change it up a bit next year.  We can talk before doing it next time.

Brought doing a special for the Hobby Stocks.  Brainstorming ideas.  Dominos Pizza will put in $500 for a special and Darn TV will put in $500.  Scott will talk to Lon Satran and Jeff Hooker.  Rick wants to Double the hobby purse for the fourth of July.  Come up with other people to donate money for positions.  We will discuss with other board members when they are present.  King of the hill would replace heat races and we would do qualifying. 

Discussion brought up talking to about Hudson Hooker suspension.  He had a conversations with both Hudson and his grandpa Ken Hooker about the punishment.  Does the punishment fits the crime.   Felt that we need young people getting into racing and by suspending him we have the potential to lose a racer for life.   Motion to remove 1 of the nights suspension and leave him on probation the rest of the year.  Seconded.   Motion carried.  Hudson Hooker will be able to race this sunday and moving forward on probation. 

Talked about new volunteers and the good job they are doing.

Motion to Adjourn, Second

Meeting adjourned

Meeting Minutes

Tuesday, May 24, 2022

1 member absent, 2 guests present

Minutes

The May 17, 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 to approve report. Motion carried. Motion to pay the radio licensing. Motion carried.

Kelly and Colleen will be on vacation May 31 – June 12. Rick Huber will do the deposits and Brandon will pick up the payout checks, sign them and put them in the mail or hand out at the next race.

Old Business

 None.

New Business

Discussion was led on the driving of a Hobby Stock Car on what took place at the May 22nd race. The driving was reckless and dangerous causing numerous accidents during the feature race. After discussing the issue, a motion was made by and seconded, to suspend the driver for the May 30th and June 2nd races and probation for the remainder of the 2022 season. Motion carried. A letter will be drafted and sent certified overnight delivery to the driver.

Discussion was held on the race format for the topless night race so that Jen can make sure she can set it up on the computer. Entry fee is $100 for A Mods and $50 for Sport Mods. This includes the car and driver. The entry fee for sling shots will be for the pit crew only. Also, Bruce will be reminded to acknowledge Gravel Products and Too Dark Motor Sports for their support of the race.

This season, drivers will be given kids tickets to hand out after the races.

Kids Day at High Air Ground has been tentatively scheduled for June 18th. This discussion will be tabled to the next meeting as Scott Joern is putting this together.

Pit/Grandstand Passes

There was some confusion as to the price of season Grandstand passes and Pit passes. Normally, passes are offered at a discount at the car show, but since it was cancelled the prices remained into effect until opening night. Because opening night has been postponed several times, some individuals were charged full price on opening night. Going forward, reductions prices will be honored until 6:00 pm on opening night.

VFW 50/50.

VFW already has a gaming license and this would conflict with a county permit to hold a 50/50 drawing on one race night. VFW will work with the HOF to offer volunteers one night and HOF will make a donation to the organization for their volunteer efforts.

Race Recap/Concerns.

The track held up better than anticipated. Track was rough but better than the practice night. Levi Wald will have his pro-till there every Sunday night to help with track prep. The board will provide a waiver to ensure the club is not held liable for any damage that could occur to the equipment during the race since Levi is offering the equipment to the club.

A driver with a flat tire continued to race despite being told to pit. Should this occur again, the black flag will be implemented for safety. 

Cat walk is insured for $40,000 and we need to know if additional insurance is needed. Brandon will contact the insurance agent to inquire about total replacement cost and additional premium.

If additional equipment is to be added to the policy, the make, model, year, serial number and value will need to be provided.

The transponders that the club has available were all rented this last race. Jen did say that one of them does not charge and one does not work at all. The board discussed the purchase of additional transponders. The cost of a non-subscription transponder is $599. This will be an ongoing discussion since transponders are difficult to find.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, May 31, 2022 at 7:00 pm at the Clarion Hotel.

Meeting Adjournment

Motion to adjourn meeting. Motion carried.

Meeting Minutes

Tuesday, May 17, 2022

All members present, 1 guest

Minutes

The May 9, 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 was made to pay the outstanding bills and approve report. Motion carried.

Kelly and Colleen will be on vacation May 31 – June 12. Rick Huber will do the deposits and Brandon will pick up the payout checks, sign them and put them in the mail or hand out at the next race.

Jeff Barta presented receipts for items/parts purchased for work on the catwalk and water truck. Motion to reimburse Jeff. Motion carried.

Motion to sponsor a hole for $500 for the Minot Fireworks Golf Tournament. Motion carried.

Old Business

Check was received from Dakota Trackside for $666.66 for the 2021 Mod Tour sponsorship.

New Business

Beau Simmons attended the meeting to ask the board to consider replacement of the water tank on one of the fire trucks. The cost for a replacement tank would be $750. The tank is 300 gallons with a foam cell system. Motion and second to purchase the tank. Motion carried. Beau also worked with Dakota Fire Extinguishers to trade off extinguisher maintenance and rentals for sponsorship.

The Boys Scouts pinewood derby can be run any time after the first week of June.

The board reviewed the vehicle insurance coverage and found that there are vehicles and equipment that are not on the policy. Jeff Bara will get the information needed for including the additional equipment on the policy. Ole Olson now requires liability coverage on his equipment. Motion and second to pay the $500 liability premium for the tow trucks. Motion carried.

Track Prep Update

Track is being worked on. There is still quite a bit of moisture on the track. Brock is working at packing the track and hoping to get the track sealed before the next round of moisture predicted on Thursday and Friday. The track will be inspected on Saturday and a decision will be made on cancelling Sunday’s race. 

Pizza Ranch Turn Nodak Pink

Jeff and Scott talked about approaching Pizza Ranch to hold a Turn Nodak Pink fundraiser in order to raise additional money for the Trinity Cancer Center. Discussion will be ongoing.

Larry/Nic Script

Discussion was held on how to recognize the season sponsors during the races. A script will be formatted and customized for each race night.

Brandon informed the board that Dakota Heat will provide volunteers through the month of June.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, May 24, 2022 at 7:00 pm at the Clarion Hotel.

Meeting Adjournment

Motion and second to adjourn meeting. Motion carried.

Meeting Minutes

Monday, May 9, 2022

Two members absent, 1 guest

Minutes

The May 2, 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 was made to pay the outstanding bills and approve report. Motion carried.

Kelly and Colleen will be on vacation May 31 – June 12. Rick Huber will do the deposits and Brandon will pick up the payout checks, sign them and put them in the mail or hand out at the next race.

New Business

Two sponsorships have been sold and invoices are needed for Bray’s and Heritage Repair.

Boys Scouts June volunteer opportunity discussion will be tabled to the next meeting since Rick Huber is not in attendance.

The Profit/Loss sheet was reviewed and race night costs adjusted based on increases in fuel and insurance.

Practice Day Recap

Overall, the day went very well. Cars that showed up were able to get in a fair amount of practice time.

Catwalk Update

Once the weather clears, work on the catwalk will start again.

Equipment may need to be rented to complete the work properly and safely.

Beck TV has approached Brandon to televise the races statewide every Sunday night with a guarantee of 30 % of $2500 to the club. This discussion will be continued to the next meeting.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, May 17, 2022 at 7:00 pm at the Clarion Hotel.

Meeting Adjournment

Motion and second to adjourn meeting. Motion carried.

Meeting Minutes

Monday, May 2, 2022

All Present, 1 guest

Minutes

The April 25, 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 was made to pay the outstanding bills and approve report. Motion carried.

Old Business

College Night

If a May date will not work prior to the race season start, the suggestion was made to hold it in August when students return for the upcoming academic year. IMCA Licenses

The club has five IMCA licenses that were given to the club for the banquet to sell. Due to inclement weather, the banquet was cancelled. The board will offer these licenses at the pit trailer. One license per class will be offered.

New Transponders

Two transponders need to be replaced. The old versions have been discontinued and non-subscription transponders are $599 each. The club currently has eight remaining available for rent. Rental will be tracked on a weekly basis, and if there is a need for additional transponders, the club will look at ordering.

Donation Items

During the course of the season, the club receives requests for donations from various organizations for fundraisers. The board will provide a standard basket of two shirts, two adult tickets and two kids tickets. Each request will be considered as they are received.

The club received a request from FUGGS asking for a donation for their fundraiser. The board agreed to give them two shirts, two adult tickets and two kids tickets.

Championship T-Shirts

Robby ordered the shirts and they should be here this week. Bill has been submitted for payment.

Ticket Booth

There is difficulty finding volunteers. Motion and second to have Brandon and Jeff approach organizations to provide volunteers, both adults and students, and Nodak will pay the group $200 per night. Motion carried.

Yearbooks

According to the square report, the club sold 107 of the 200 yearbooks ordered last season. Scott will get pricing on bundles of 100, 150 and 200. A decision will then be made on how many yearbooks to order.

Opening Night

NDSF cannot turn on the water under the grandstand as the temperatures are still too cold. In light of this, opening night will be May 15th, weather permitting. A motion was made to hold practice on May 8th from 12-6. Motion carried. Cost to participate is $20/person.

Car show ticket prices will be honored through the closing of the pit gate on the opening night of racing.

A question was received during the meeting with regard to booster night. The first night of racing will be booster night.

Pit stalls must be paid for prior to the pit trailer closing on opening night.

Weather/Race Cancellation

The decision to cancel races based on the weather will be made as needed by noon on race day.

Next Meeting

The next Executive Board meeting is scheduled for May 9, 2022 at 7:00 pm at the Clarion Hotel.

Meeting Adjournment

Motion and second by to adjourn meeting. Motion carried.