Meeting Minutes

Tuesday, January 30, 2024

All present, none absent, one guest.

Minutes

The January 9, 2024 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. uberHuber

Business to Discuss 

1. Kadi Ruby attended the meeting to present the updated HOF Induction process. The board will review the changes and will bring a motion at the next scheduled meeting. Motion and second to have the HOF Committee be in charge of the yearbook. Motion carried.
2. The HOF Display board plans were also shared. We are awaiting an estimate for this project.
3. Kadi will be updating the yearbook and website. The five main classes and bios will be featured in the yearbook. The yearbook will also feature two additional classes (Legends/Slingshots).
4. Class track champions and runners-up were discussed. Motion and second to award track champion and runner-up for the Legends and Slingshot classes. Motion carried.
5. The board discussed venues for the volunteer meeting and it was decided to hold the meeting at Pizza Ranch.
6. Volunteers for the pit trailer are close to being in place.
7. The current mascot needs to be updated/replaced. Replacement estimates will be presented to the board for consideration.
8. Board is looking for a sponsor for the weekly points sheets.
9. Sponsorships secured to date were reviewed. Chase Conway is sponsoring $10,000 for a points fund. Payout will be done championship night.
10. Notifications will be sent out for the general meeting scheduled for Sunday, April 21st at 1:00 pm.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, February 13, 2024 at 7:00 pm at the Clarion.

Meeting Adjournment

Motion and second to adjourn the meeting. Motion carried.

Meeting Minutes

Tuesday, January 9, 2024

Six present, one absent, one guest.

Minutes

The November 21, 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 clear the books prior to the start of the 2024 season. Motion carried. uberHuber

Business to Discuss 

1. Sam Cowell attended the meeting to update the board about the upcoming demo derby events. The event will be one night during the state fair with the possibility of having to fill another night. Another option would be to work with the Dakota Cruisers car club to fill the second night.

A demo derby event will be held in August and Sam is currently looking for a sponsor. The event is currently scheduled as a double header to be held on Saturday and Sunday. Sam will let the board know soon what the start times will be. The club would be in charge of the pit trailer. The board will check to see if this event would be covered under our policy or if we need to get a separate policy for this two night event. Motion and second to hold this event. Motion carried. 

2. The 2024 season race schedule has been finalized. The IMCA franchise paperwork will be completed and submitted prior to the January 31st deadline.
3. Justin followed up on the repairs to be made on the track equipment. They are on the schedule to be done.
4. The board is looking to have the volunteer meeting on Sunday, April 7th at 2:00 pm with a venue to be decided. A general meeting will be held during the car show in April.
5. The board will start looking for volunteers for the pit trailer.
6. The board is working to line up class sponsors for the season.
7. Car show has been scheduled and vendors and displays are being lined up.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, January 16, 2024 at 7:00 pm at the Clarion.

Meeting Adjournment

Motion and second to adjourn the meeting. Motion carried.

Meeting Minutes

Tuesday, November 21, 2023

Seven members present, none absent, no guests.

Minutes

The November 7, 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 the bills. Motion carried. uberHuber

Business to Discuss 

1. The board received a thank you letter from Jeff Barta.
2. Estimates will be gathered for replacing shanks on the cultivator, tractor repairs and repairs to the water trucks. The board agrees that the repairs need to be done over the winter so that the equipment is ready for the race season. The board is also working on a sheepsfoot replacement.
3. A local individual is willing to work with the board on a hobby stock chassis for a raffle at next year’s banquet.
4. The 2024 race schedule for August was reviewed. The Monte Lundy family would like to hold a memorial race on August 18, 2024.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, January 9, 2024 at 7:00 pm at the Clarion.

Meeting Adjournment

Motion and second to adjourn the meeting. Motion carried.

Meeting Minutes

Tuesday, November 7, 2023

Six member present, one absent, one guest.

Minutes

The October 24, 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 the bills. Motion carried.uberHuber

Business to Discuss 

1. Demo derby shows for 2024 were discussed. Two options were presented. Option one would be to have a show as a qualifier for the big show. The second option is a two man option, which is popular with North Dakota and Minnesota drivers. Currently, the plan is to run two demo derby events, one during the state fair and one in August. It would be beneficial to have a two day event during the fair, but that would depend on the relay horse race event. Sam presented the board with two different structures for the demo derby. This will be discussed again at a future board meeting.
2. 2024 Race Schedule
   • With championship night the end of June, the month of August will be filled with the current race classes and Legends.
3. Equipment
   • The board is looking to purchase a sheepsfoot. There is a lead on one in Estevan and one in Bismarck. Follow up on the leads will be tabled to the next meeting.
4. Motor Magic Purse will be discussed at a future board meeting.

Next Meeting

The next Executive Board meeting is scheduled for Tuesday, November 21, 2023 at 7:00 pm at the Clarion.

Meeting Adjournment

Motion and second to adjourn the meeting. Motion carried.

Meeting Minutes

Tuesday, October 24, 2023

All member present, two guests.

Minutes

The October 17, 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 the bills. Motion carried.uberHuber

Business to Discuss 

1. Adam Pabin of the Minot Daily News attended the meeting to discuss doing a preview of the upcoming 2024 season along with driver profiles and class explanations. A suggestion was made to do class champions and runners-up now that the season has ended. Going forward, different aspects of the club could be featured.
2. Equipment
   • Jeff Barta is willing to do the repairs on the cultivator in the spring.
   • The club will look at pricing for a sheepsfoot and pro till.
3. Purchasing a fidelity bond was discussed. Costs will be obtained to present at the next scheduled meeting.
4. Motion and second to purchase a CD to mature in April 2024. Motion carried.
5. Two versions of the 2024 race schedule were presented to the board. One schedule would have championship night on July 4th and the other would have championship night on August 25th. The board agreed to use the earlier schedule and move the track championships to June 30th. Finalized schedule along with adjustments will be presented at the next meeting.
6. The weekly purse for 2024 will remain the same as 2023. The Motor Magic purse will be discussed at a later meeting.
7. The pit trailer needs to be managed better. There needs to be a limited number of individuals in the trailer and there needs to be specific tasks assigned to the volunteers. Going forward, membership cards will need to be shown. Holly Sebo has volunteered to manage the memberships for the 2024 season. Motion and second to have Holly Sebo manage the memberships. Motion carried. Wristband numbers will be recorded by the drivers name. Brandon is also looking into software to use as a third party for tracking memberships.
8. Transponders inventory was discussed. The inventory is now down to six transponders. Since the inventory is so low, the transponders will no longer be taken to Williston for rent at their races.
9. Requests have been received to hold General Meeting/Rules Meeting more often than twice a year. Any member can attend the board meetings at any time.
10. Transition stock cars can only race at tracks transitioning to IMCA rules, per Jim Standard.
11. Contracts will be signed for the NDSF facilities for the spring car show and the awards banquet.
12. A request was received from KMSU for a donation to their auction fundraiser. The board agreed to give them flex tickets.

Next Meeting

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

Meeting Adjournment

Motion and second to adjourn the meeting. Motion carried.