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.

Meeting Minutes

Monday, April 25, 2022

All members present

1 guest

The April 18, 2022 minutes were presented and accepted as written by motion

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

Kids Tickets

Motion made to give away 500 kids tickets for distribution.  Motion Carried

Volunteer Meeting

Will be held at Pizza Ranch on Saturday, April 30 at 4:00 pm. They are paying for 30 meals.

Work Day

 Going to the track on Tuesday and Wednesday to try to get to the building so that the souvenir trailer can get moved and signs out to be put up. Due to the muddy conditions, the race track will be off limits until it is dry. Board will be watching the weather as opening day is being pushed back again. 

Motor Magic

Discussion was held with regard to having sprint cars participate. Last year’s participation was only eight cars and the cost to the club was significant.  Motion to include the sprint cars, motion carried

Next Meeting

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

Meeting Adjournment

Motion to adjourn meeting. Motion carried.

Meeting Minutes

Monday, April 18, 2022

1 Member absent
3 Guests in attendance

Board was updated with the progress on the track work. Dug out gravel and there is plenty of dirt. Turns three and four are done and the power line was buried deeper so there shouldn’t be any issues in the future. Bill was presented for payment.

Plans are to work on the front part of the track around fair time

HOF awards/inductions TBD.

The March 28, 2022 minutes were presented and accepted as written by motion

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

Water Truck Update

Parts for front end have been picked up. Repairs need to be done with a decision to be made as to when and how to get the truck into a shop.

Schatz truck hasn’t been touched yet. Needs to be looked at prior to opening race day.

Car Show

Due to the blizzard April 12-14, a motion was made to cancel the car show. 

Silent Auction will be held May 29th during Military Appreciation Night under the grandstand.

In lieu of a banquet, awards will be handed out opening night of racing with date TBD based on weather.

Motion made to tentatively hold the practice race on May1st noon – 6:00 with opening night tentatively scheduled for May 8th.

Discounted Pit passes and Season passes will be sold under the grandstand opening race night only since we had to cancel the car show.

The Boy Scouts will be contacted about holding their Pinewood Derby opening race night under the grandstand. 

Discussion was led to contact those who were going to display motorcycles at the car show if they would be interested in a display in June under the grandstand.

Contact WGO to do their remote on opening race day.

New Business

Hall of Fame

Nomination and induction process changes. Motion to accept changes as presented below. Motion carried.

Nominating Committee will meet between the months of January and March.

Nominees become ineligible for nominations for two years after appearing on the ballot for three consecutive years and not receiving the votes needed for induction.

Hall of Fame Chairperson is removed and replaced by a Hall of Fame Inductee on the voting panel.

Military Appreciation Night is May 29th.

VFW will present Color Guard; prayer will be by the DAV.

Military vendors will be permitted to set up under the grandstand so long as they only hand out information. Sales are not permitted.

VFW requested doing a 50/50 during the Military Appreciation night so long as their permit is in order with the NDSF.

Catwalk

Need a telehandler to install the catwalk extension. Contacting Acme Electric about getting a deal on a rental.

Cultivator

Depth limit needs to be adjusted now that the track has been worked on.

State Fair Parade

Board has submitted the registration form.

The next Executive Board meeting is scheduled for April 25, 2022 at 7:00 pm at the Clarion Hotel.

Motion to adjourn meeting. Motion carried.

Meeting Minutes

Monday, March 28, 2022

All members present, 1 guest

Brock Beeter updated the board with the progress on the track work. Concentrating on turns three and four. They are finding a lot of gravel but will work to remove the gravel as they are working.
Power line was found under the track. They will need to dig down to bury the line deeper.
Will also build up turn four at least two feet.

The March 21, 2022 minutes were presented and accepted as written by motion.

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

Water Truck Update
Talked about the water truck and he seems to think the kingpins need to be replaced but he cannot do this because he does not have the equipment. The spring shackles need to be replaced. Motion to have Jeff order the parts need to make the repairs.

Car Show
In the process of ordering hoodies and t-shirts. No preference on color, but not black.
Four vendors have registered so far.
Board will order Mugs for awards. Will need a total of seven. Nodak will be billed.
Ordered rest of the food for the banquet from Marketplace Foods based on 150 people.
Plaques are ordered from Lowe’s.
Trophies/plaques ordered for the motorcycles and snowmobiles.

Kids Night/Topless Night
Ordering LED light up toppers for the trophies for Topless Nights.

High Air Ground has been contacted about a sign board for a kids day event but have not heard back as of this date. Once we hear back from Denise Lindbo, a date will be picked for kids day.

Pricing for Pit Pass is $400 at the car show; $450 regular price. 18 punch Grandstand pass is $165 at the car show; $200 regular price.

Power Wheels Date – Sunday, May 29th and Sunday, August 28th.

Military Appreciation is also May 29th – VFW will present Color Guard; prayer will be by the DAV.

Booster Night – Motion made to hold Booster Night on Sunday, May1st. Would like to be able to hold a practice run on the track the Wednesday after the car show if the weather gets nice.

TSC / Rake
Would like to work out a deal with TSC to trade a sign board for the cost of the rake to be used to pull the rocks off the track.

Cultivator Upgrades
Tips need to be replaced. Motion to work a deal with Northern Plains Equipment to purchase replacement parts and to purchase out right if need be. Motion carried.

Sign Boards
Presented an inventory of the existing sign boards. There is a breakdown of those sponsors who have paid and those who have been contacted but not paid. There is also a list of signs that need to be replaced as well as new signs that have been ordered. After board review, the list was updated to reflect the 2022 season sponsors.

State Fair Parade
Will be participating this year as it’s Nodak’s 70th Anniversary.

The next Executive Board meeting is scheduled for April 13, 2022 at 7:00 pm at Clarion.

Motion to adjourn meeting. Motion carried.

Meeting Minutes

Monday, March 21, 2022 Board Meeting 

2 members absent
1 guest

The March 2, 2022 and March 14, 2022 minutes were presented and accepted as written by motion

The Treasurer’s Report was presented for discussion and review. This week the bank will get the 50 outstanding checks cancelled. A motion was made to approve report. Motion carried.

Car Show
Brandon has ordered the food for the banquet. Stu, Tad, Mason and Masters are the only vendors so far.

Topless Night
Enerbase would like to sponsor this race.

Track Work
Brock Beeter wanted to let the board know that he is ready to start work on the track next week. We will pay for the use of non-Nodak equipment.

An idea was presented an idea for a premier sponsor that would allow exposure for an entire month. We would still continue to sell nightly sponsorships.

The next Executive Board meeting is scheduled for March 28, 2022 at 7:00 pm at the Kelly shop.

Motion to adjourn meeting. Motion carried.