701.822.RACE (7223) racenodak@gmail.com

MEETING MINUTES 4/2/2025

by | Apr 8, 2025 | News | 0 comments

Present: Holly Johnson, Justin Medler, Kelly Duchsherer, Rick Huber, Robby Rosselli, Scott Joern, & Wayne Johnson. Meeting called to order at 7:03pm. 

Minutes: The March 27, 2025 meeting minutes were presented and motioned with second to accept as written. All in favor. Motion carried. 

Treasurer’s Report: The Treasurer’s Report was presented for discussion and review. 

  • DEPOSITS:
    • Dakota Truck & Farm sponsorship received on 3/29/2025 for $2500.00.
  • BILLS TO APPROVE/PENDING:
    • MyRacePass plan was upgraded to next level/Platinum on 3/31/2025. Charged $22.37 for the remainder of the subscription cycle, and $799.00 will be automatically charged on 5/11/2025.
    • $3,532.24 to MyLaps for invoice for new Decoder (see below).
    • $571.90 to A to Z Signs invoice for $571.90 for table covers and WOO ticket stamp.
    • $146.00 to MN Tailgate for Bean Bags. 
    • $465.00 to PennyWisePrinting for 3000 Laser Checks.
    • $300.00 to Donny Schatz Motorsports for giveaway items.
    • $400.00 to Dakota Flea Market per negotiations to change rooms with the Club at the Car Show. 
    • $150.00 to. Homesteaders tip for Volunteer Lunch.
    • $57.50 to Quickbooks fot Monthly fee (with discount).
    • $146.00 to USPS for postage stamps.

Motion with second to approve/pay the bills. All in favor. Motion carried. 

Old Business:  

  1. Track Equipment
    • MyLaps transponder decoder invoice received.
      • Discussion occurred on the need to update/upgrade to this in order to continue operating our scoring system, or switch to Westhold, which no one has those transponders in this area. Majority of Nodak drivers own MyLaps transponders already, and do not want to have to ask them to switch and that added cost.
      • There may need to be more transponders available for rental if Williston-Basin Speedway goes to Westhold transponders. 
    • Heavy Hitch is ready to go and will be getting delivered next week.
    • Big Wheels to Jim’s Welding. 
    • THURSDAY, APRIL 10th at 6:00PM – Will need volunteers at the track two nights next week to get things ready for Practice Day on April 13th and Opening Weekend April 26-27.
      • Auger bit is in the infield, asking Swanston for Bobcat a week early. 
      • Sign boards for sponsors still need to go up. 
      • Ropes need to be put up.
      • Souvenir trailer stays out following the Car Show. 
  2. 2025 Sponsorships
    • Spreadsheet updated with checks received, proposals delivered, and other businesses who showed interest. Continuing to work on visiting potential sponsors and partners for 2025.
      • American Truck & Trailer – prior agreement made for 5 years (2022-2026), Jeff Barta informed the Board the agreement was for $5000 for water truck sign and front billboard sign.
      • Staybridge Suites – offering them as the exclusive motel of the Nodak Speedway as trade for meeting rooms for board meetings. 
      • Radio Station 106.9FM – pursue for sponsorship/advertising trade
      • Clear Channel/iHeartRadio – 30 grandstand passes to sell on Wheeler Dealer
  3. Car Show (April 5-6, 2025)
    • Discussion on set up occurred as well as drafting out a plan on where to put sections and booths/vendors. Booth spots requested were reviewed and updated.
    • Front Door Volunteers – Holly to contact, enough people have volunteered to cover shifts
    • Raffle Car – to date 38 tickets have been sold. Donny Schatz to draw at 1:00pm just before his scheduled Meet & Greet from 1-3pm.
  4. NOSA Winged Sprints (May 4, 2025)
    • Western Agency – spoke with our Producer. Our current coverage in our policy is sufficient for covering during the NOSA Sprints and the WOO Late Models.
    • Concerned they are not listed on our 2025 Schedule. Will add NOSA and INEX events to our digital schedule and repost to socials. 
  5. WOO Late Models (June 29, 2025)
    • Western Agency – spoke with our Producer. Our current coverage in our policy is sufficient for covering during the NOSA Sprints and the WOO Late Models.
    • Schedule of events was requested via email by the WOO PR Manager. Email reply as follows:
      • 1:00pm (Pit gate opens)
      • 2:00-4:00pm (Pit Feed)
      • 4:00pm (Grandstand Opens)
      • 6:30pm (Hot Laps, No Modified hot laps)
      • 7:00pm (Racing)
  6. INEX Legends Winter Nationals (Oct 9-11, 2025)
    • No updates.
  7. Volunteers/Paid Employees
    • Grandstand Ticket Window
      • Treasurer assuming responsibility for organizing/supervising and being point of contact for all things related to ticket window. Past ticket window volunteers willing to volunteer doing the same this race season.
    • Pit Trailer
      • Secretary assuming responsibility for organizing/supervising and being point of contact for all things related to pit trailer. Past pit trailer volunteers willing to volunteer doing the same this race season.
    • Volunteer Pre-Season Meeting & Meal at Homesteaders occurred. 24 volunteers attended. Two volunteers were missed being invited and we will make it up to them.
  8. Facebook/Webpage/MyRacePass
    • Board of Directors would have full control, and anyone else helping with the page would have limited control. Holly to work with current admins about plan of action. 
  9. MyRacePass plan was upgraded to next level/Platinum on 3/31/2025 in order to send push notifications.
    • ACH info/form submitted a few weeks ago. Issues with site administrators resolved so that racenodak@gmail.com, Holly Johnson, and Kelly Duchsherer have access to ACH payment/report info.  
  10. Miscellaneous
    • Pit Trailer Title – will complete after the Car Show
      • Motion and second was made to open a safety deposit box at a current bank to keep titles and legal documents safe. All in favor. Motion carried.
    • Ray Mock Benefit (April 11, 2025 from 5-7pm at Bread of Life Church)
      • Grandstand passes and T-shirts will be donated for Silent Auction.
    • Paving the Pits – pit gate entrance to Nodak building will be paved as well as tech area.
    • Bravera Bank needs 147c letter from the IRS with the club’s EIN number to open accounts.

    New Business:

    1. Attended the Minot Fireworks Association Meeting 3/26/2025 at 6:00pm to request their support to put on small fireworks show at the start of the race for the WOO Late Model feature. 
      • They do not have the manpower to allocate this request due to prior commitments, and the Race Club could not supply volunteers (6 people for 8+ hours) to fill the vacancy created for them to accommodate the request.
    2. Reminder given to all Board of Directors not text in the Board group after 8pm during the work week.
    3. ND State Parade – will be signing up tomorrow, April 3, 2025 at 8:00am when it opens to the public.
    4. Visit Minot emails regarding community outreach/appearance events was discussed. Will be making an events sheet/sign up to distribute at the Car Show General Meeting.

    Next Meeting: The next board meeting will be on Thursday, April 10, 2025 at 7:00pm at the track for a work night. 

    Meeting Adjournment: Motion with second made to adjourn the meeting. Motion carried. Meeting adjourned at 9:40pm.