WWSCC Meeting Minutes Tuesday, February
17th, 2003 Issaquah Rogue Brewery
Called to Order: 7:39pm
Attendance: Tim NWDE, Deiter PSMC, Bud PTC, Keith TS,
Ron ACE, Jerry SCCA, Steve P. CSCC, Glen BEAC, Karen Ins. Focal/VP, Karina
Treasurer, Kelley Secretary, Susan President, Brian C. UWFSAE, championship
series sponsor Kevin Dietz.
Guests: Chris Schlosser, Karl Coleman, Tom LeCoque, Terri Johnson,
Guy Selle, Jim & Karen Wilmot, Val Korry
January Minutes: Karina moved to accept, Keith seconded, passed.
Treasurer's Report: Final 2002 Audit report presented.
Insurance reconciliation discrepancy of $2300, most of which has been invoiced
to the clubs. Also presented Account Transaction report which will
be presented monthly with the running balance of the WWSCC accounts.
Karina & Karen discussed pre-paying K&K for the whole season in advance.
They are more responsive in issuing ins. certificates when they have the
money in advance.
OLD Business: 50th Anniversary ad - Glen: The ad has been sent
in with a check. It should be in the issue as the “centerfold”. J Thanks
Glen!
Hotline Guidelines – Susan: Has been having problems with serv.net
and the hotline guidelines didn't get posted to the Council mailing list.
She will re-send.
Coneheads Banquet– Susan & Karina: We need to still work
with SCCA's treasurer LouAnn to reconcile and figure out total cost and total
receivables for the event. We did take a loss, which was expected.
We might reconsider Maplewood Greens for next year because they keep raising
their prices and they charge a minimum, which we don't sell enough tickets
for. Also, Susan mentioned that next year WWSCC should have a "group"
effort for organizing the 2004 banquet. Great event Susan! Attendance
was about 113 people. Karina had some minor issues with some of the
trophies that she is handling with the supplier.
Bylaws Proposed Changes: Proposals as submitted by Karina (in
following pages) were discussed, with a few changes to the presented article
2, section 6. Also changes to the articles about standing committees.
If a club sponsored a Championship event, they may name a second voting member
to the council, but proposal is that the clubs should just have two votes,
not per person but per club. All proposed changes will be posted to the
Website for club reps to submit to their clubs for voting.
Rules Changes: ACE passed all but Improved D, BEAC all but
ID, Chuckanut all but ID, NWDE & PSMC passed all, SCCA all but ID, TS
all but ID, UWFSAE on all rules. Five to three ruling of no Improved
D class proposal. All rules proposals approved except rule proposing
a new class of Improved D.
NEW Business: Rulebook Advertising: Presented by various advertisers
to the Board. Glen proposed that we have some pages available in the
Rulebook that recognize past winners of WWSCC special annual awards.
Everyone liked the idea and a request to the list will go out asking for
people to send in past winners’ names, etc.
Slush #1 - Ron: Offsite really early at 4:00. AM session
had 5 runs, PM session had 3. Timing issues made things a little difficult.
There was an incident of a car off-course, no liability to the club at this
time because of a tree that was knocked over. The insurance company
hasn't asked for an incident report, but Karen Babb asked for a short record
of the incident for her files to present to K&K if they have any concerns.
An incident form for such in the Blue Box would be helpful in the future.
CSCC had a conversation at their meeting about the off-course incident at
Slush 1 who had a member at that corner station who also worked the course
last year at their off-course incident. CSCC is concerned that perhaps
we have a future bigger incident headed our way. It was recommended
that we just reiterate at our Driver's Meetings that people are on their
own for incidents, that our insurance doesn't cover their vehicles or personal
safety, it is only to protect the innocent bystander. Karen B. suggested
that we use course design to slow people down, especially when using the
taxiway portion of BMP. Documentation of the events might give us a
general idea of any trends in these incidents.
Slush #2 - Keith: 92 entrants plus 20 time-only, everyone received
5 runs. No incidents and lots of fun. Scorekeeper wasn't used, but
Karina made up an Excel spreadsheet that made scorekeeping easier and allowed
speedier posting of results. From Ron: using Members-only for Slush
events looks like something that we should use for Slush in the future since
allows for better quality events, especially when we have limited daylight,
etc. Kevin asked if we should have some leniency for people who show
up late, etc. Per the Council, it is up to the hosting club and the
club's event chair to make calls like that. Glen said it would be nice
if there was one place to deposit the club rosters for these member-only
events.
Slush #1 Incident - Ron: ACE needed two Rules Stewards for
the event, Scott Miller volunteered for the Improved half of the day.
The other volunteer for the Stock half of the day (AM) was found via the
list. He was asked to show up at 7:00am to check out the course but
he didn't show up until 9:00am. A car was playing around at the south
end of the course and went off the pavement into the weeds. It was
the AM Rules Steward's wheels and tires on this person's car. This
person said that he was told to "go try them out". As to where he was
supposed to do this, off-site wouldn’t have been a good idea and on-site
wasn’t a good choice without someone being a spotter. The Rules Steward
was contacted by this person for assistance in getting the car out of the
weeds. They then proceeded to try finding help to do this. When
Ron asked the Rules Steward where this took place, he told Ron that it was
"way off-site". When it was discovered that the incident took place
on-site, the driver of the car was asked to leave without taking runs, but
the Rules Steward stayed because it wasn't confirmed if he had knowledge
of the incident. Jerry talked to the Rules Steward after the event
about what he knew and when he knew it. He was told that the driver
went off "about a mile away". Ron is wondering if we need to have a
disciplinary action against either the on-site driver, the Rules Steward,
or both. Susan read the bylaws and the standards about disciplinary
issues about entrants and there are no provisions, so it should be up to
the hosting Club or Event Chairs. Tim suggested that we more clearly
define a Rules Steward and that clubs should be choosy over who they select
from the volunteers for this position. Karen B. said that from our
insurance perspective we are responsible for the entire site so we need to
have some education of people who have never been onsite before so they know
what areas are off limits or have speed or activity limits. Clubs should
take Ron's advisement about this particular Rules Steward and consider this
incident in the future. Susan proposed that volunteers spearhead a
"Rules Steward" Standards clarification for the new season. Ron volunteers.
2003 Events - updated dates: CSCC has their list of events
for their series. April 12 is a school, April 13 is event #1, and the
rest of the dates will be submitted to the Web Content Editor. August
10th is ‘Streets of Blaine’. SoB may be a two-day event on August 9th
& 10th, but contingent upon enough volunteers to man the street entrances.
CSCC is entertaining a late-season WWSCC Championship event. TS submitted
to BEAC for July 12th/13th. People need to let Karina know their TBD
dates and confirmed dates for the website. NWDE is planning on an event
and working with Kimball for Everett West.
Slush #3 - Brian: UWFSAE for March 2nd at Everett. Kelley
volunteers as Rules Steward for the Stock half of the day (AM), Karl volunteers
for the Non-Stock half of the day. Pre-registration required with an
event cap of 150. Pre-payment is optional at a savings of $5.00 for
pre-paying. A map was submitted for approval to Karen.
WWSCC VP Nominee - Susan: We have a volunteer, but they have
to check with family first.
Technology Committee Report– Kelley: Brent & Alan have
talked and are reviewing information they’ve looked up online.
Specialty Checklists - Susan: Any finished ones to be submitted
to Susan. Susan will send reminders to the council list.
Website Update – Karina: Logo designer came up with a few more
iterations of the logo with some slight changes in graphic. We voted
on changes of lettering, shading, etc.
Per-Member Insurance Fees - Karen: Need to check with K&K about
doubling-up on insurance fees such as when a member is a member of several
clubs. A recommendation can be made after we hear from K&K.
South Sound Speedway– Bud: PTC has used South Sound Speedway
for events, and SSS would like to have WW down there too. The Speedway
is located in Tenino.
Next Meeting: Tuesday March 18th at Issaquah Rogue Brewery
Adjourned: 9:47PM
Attachment to Minutes: Proposed changes to WWSCC bylaws.
Proposed Changes to WWSCC Bylaws
Submitted to WWSCC on 2/18/03
Voting to take place at WWSCC meeting on 3/18/03 by council representatives.
Changes to the bylaws require two-thirds vote of active members present in
order to pass.
Correct spacing errors and spacing between sentences throughout for easier
reading.
Alter formatting throughout for easier reading.
Make minor corrections in punctuation that do not alter meaning.
ARTICLE II
ORIGINAL LANGUAGE:
6. A club may be expelled from the Council for non-payment of dues within
thirty (30) days of the date due or absence from three consecutive meetings.
Re-admission to the Council and restoration of voting privileges to any club
so expelled will take place at the third consecutive Council meeting at which
the club is represented.
PROPOSED LANGUAGE:
6. A club may be suspended from the Council for non-payment of dues within
thirty (30) days of the date due. Removal of suspension for non-payment will
take place as soon as dues and late fee are paid. A full-member club may
be suspended from the Council for absence from three consecutive meetings.
Removal of suspension for absence will take place at the third consecutive
Council meeting at which the club is represented.
REASON:
We do not enforce this. Expulsion is severe and would do more harm than good.
Suspension is more reasonable than expulsion. Also, clarified difference
in timing and method of removal of suspension between not paying dues and
not attending meetings.
ORIGINAL LANGUAGE:
7. Any member club delinquent by ninety (90) days on any other monies due
the Council shall lose their membership for a minimum of one year.
PROPOSED LANGUAGE:
7. Any member club delinquent by ninety (90) days on any other monies due
the Council shall be suspended until paid in full.
REASON:
We do not enforce this. Forcing a club to lose its membership for a full
year could do more harm to the council than good. Suspension until paid in
full should provide sufficient incentive.
ARTICLE IV
ORIGINAL LANGUAGE:
3. To be eligible for nomination for office, a person must have attended
three Council meetings within the past year.
ADD:
Exceptions to this rule can be made by majority Council vote if there are
not enough nominees to fill offices.
REASON:
To provide the Council with more flexibility in filling the officer positions.
ARTICLE V
ORIGINAL LANGUAGE:
1. All checks, drafts, or demands for money of the Council shall be signed
by two of the following: the President, the Treasurer, or another officer
designated by the Council, provided prior approval of the Council is given.
PROPOSED LANGUAGE:
1. All checks, drafts, or demands for money of the Council shall be signed
by an approved signatory on the account.
REASON:
This is current practice and allows for quicker payment. If the Council has
already approved the amount, there is no need to require two signatures.
Prior approval of the Council is addressed in ARTICLE V, Item 3.
ORIGINAL LANGUAGE:
6. An audit of the books of the Council shall be conducted on a semi-annual
basis, or upon request of the Trustees, and a report presented to the Council
in March and September.
PROPOSED LANGUAGE:
6. An audit of the books of the Council shall be conducted on an annual basis,
or upon request of the Trustees, and a report presented to the Council. The
annual audit shall be conducted by the new Treasurer, or an independent third
party if the Treasurer is the same as the previous year, and a report submitted
to the council no later than the February Council meeting. A third party
audit can be requested by the Trustees at any time.
REASON:
An annual audit should be sufficient given the relatively small number of
transactions. Proposed language still allows for additional audits to take
place at any time. Old language did not specify who would conduct the audit.
It is important that a different person from the one who kept the books conduct
the audit.
ARTICLE VII
ORIGINAL LANGUAGE:
5. a. An active Council club is a full member club that has had representation
at one of the previous two monthly Council meetings. A club's active status,
and voting privilege, is forfeited if the club is not represented at two
consecutive Council meetings, and may be regained only by representation
at three subsequent consecutive meetings.
PROPOSED LANGUAGE:
5. a. For the purpose of being able to conduct business, an active Council
club is a full member club that has had representation at one of the previous
two monthly Council meetings.
REASON:
Clarifies intention of allowing Council to conduct business if clubs who
are frequently absent are not in attendance at a meeting without implying
that the Club is suspended for missing one of two meetings. Strike the last
sentence because it is redundant to ARTICLE II, Item 6.