WWSCC Meeting Minutes   Tuesday, March 18th, 2003    Issaquah Rogue Brewery

Attendance: President Susan, Secretary Kelley, Treasurer/Co-Webmaster Karina, VP/Insurance Focal Karen Babb, SCCA Jerry, NWDE Guy, UWFSAE Denny T., PSMC Denise, ACE Ron, BEAC Glen, TS Karl.  CSCC and PTC reps not present tonight.

Guests: Jim & Karen Wilmot, Enrique Garcia, Ken Wiseman, Dieter Beldi, Tom LeCoque.

Called to order: 7:41PM

February Minutes: Bylaws proposed changes: one person/two votes for championship event-holding clubs was not a proposed change because it might have had legal ramifications.  Also, strike “hidden URL” because changes were attached to February minutes.

Treasurer’s Report: Presented by Karina, current balance of $6919.76.  Updated 2002 Audit Report presented.  Listed BEAC with 117 members in 2002 because that was the balance between what K&K was paid for and what the other clubs have reported their 2002 membership as being.  Karen B. will check her records to see why the total figure was reported to K&K.  Karen will also look into how to handle members who are members of multiple clubs so they don’t end up paying duplicate K&K dues.  Still need to audit K&K records for last year to our records.  ACE has paid for Slush #1 ($400), $494 might be a missing check somewhere.  BEAC is paid in full.  CSCC has check in the mail for insurance for the next 3 events in their series.  Coneheads loss was $790.89.  SCCA has been invoiced for their half.  Still need dues from CSCC and NWDE.  UWFSAE owes for Slush #3.  Just to note, K&K was paid $5000+ last year in dues and insurance premiums.  Still waiting to hear how much the charge is per member for 2003.  Membership totals: ACE: 22 to 25, BEAC 36, CSCC ??, NWDE 15 or so, TS 49, UWFSAE 30 or so, PTC not here, PSMC: lots.  Need to receive Roster of Officers and Bylaws from some clubs still in order to remain current with WWSCC club requirements.  

OLD Business: NWSCN SCCA Advertisement - Glen: So, we submitted the ad and they only included it in the special edition that was distributed at the 50th anniversary banquet. We were under the impression that it would go out in the regular distribution of the paper.  Kurt, the new editor of NWSCN, responded that there was probably something that can be done to fix this but no details because Glen hasn’t been email accessible due to Nat Tour in San Diego.  Ron: personal opinion is to ask for our money back because it was meant to be in the 50th anniversary edition and on their website. We should either get our money back or get a discount in a future issue.  Karl thinks Linda was in charge of the Anniversary Issue but wasn’t in charge of the Banquet program and the ad was lost in the shuffle and included only in the Program rather than the issue.  WWSCC needs to decide if we’d like to get a refund or get a discount for putting it in future issues.  Karina proposed that we give Glen the discretion to negotiate on WWSCC’s behalf, Jerry seconded, passes.

Bylaws Proposals– Karina: Voting on Bylaws proposed changes: ACE 2 votes, yes to all; BEAC 2 abstentions; NWDE 2 votes, yes to all changes; UWFSAE 2 votes yes to all; TS 2 votes, yes; SCCA 1 vote yes to all changes; PTC not here, 1 possible vote; CSCC not here, 1 possible vote. 15 total possible votes, 11 in favor of changes, 2 abstentions, 2 absent.  Proposed bylaws changes pass.  New bylaws will be posted to the WWSCC website on the “Info” page.  

Hotline Proposed Guidelines– Susan: was supposed to send these out, but had a lot of difficulty with serv.net.  New email address: camel@drizzle.com.  She will mail these out this week.

Archives– Susan: Alan Dahl found old archived info from the early early early days of WWSCC (1966!).  Take a look thru the info if you’d like, Susan will store at her home on behalf of the council. (Thank you Susan!)

NEW Business: Slush #3 Review– Denny: Went pretty well, only negative was the trophy presentations that didn’t happen.  Kelley recommended that the UW rep really encourage UW “staff” to fully understand their positions and participate in an autocross or two prior to their next event (there are no WW autocrosses prior to their next event).  Extra instruction especially needed for chiefs and radio people.  Karina mentioned that we should think about having a school or class on all the job duties in an autocross in the early season.

Slush Banquet– Susan: Should we have a party with the funds from Slush #1 and Slush #2, but since Karina had suggested to UW that they change their practice to a Slush, they have to pay the sanction fees of $1 per entrant.  Karina proposed we waive the sanction fees for this one event, Jerry seconded, passed.  Should we do the “usual” (Bison Creek), this year’s budget is smaller due to smaller turnouts and subsidizing UW sanction fees.  Banquet target date is Saturday April 19th 6:00ish.  

PRO.org Events on WWSCC Website – Karina: a member has approached her to put PRO events on our calendar, what do Council members think?  Previous WWSCC Webmaster put events on the calendar that were reachable in a one day drive or were associated with SCCA events (since SCCA is a member club).  Council is comfortable with Web Content Editor choosing what should go on the calendar.  Disclaimer on the website might be advisable.

Council Mailing List Etiquette– Susan: Reminder not to forward email without permission from original author.  Play nice.  Any “official” business that takes place on the council list has to be formally accepted at the next council meeting.  Ron suggested that we make the list closed for comment, but open for viewing to the public.  People are encouraged to use the phone if there is something sensitive to discuss or if there are any conflicts.  Susan will look into Yahoo groups for archiving Council list email, maybe even check in with Alan to see what he might have for this kind of thing.

Events for 2003 – Updates: ACE: officially hosting a ladies only practice on April 12th at Everett West.  Using the UW course for April 13th run backwards.  Brianne is event chair for practice.  UWFSAE is holding Event #1 of the 2003 Champ series at Everett West.  Brian C. & Denny T. are event chairs.  $20 pre-reg/pre-pay, $25 pre-reg, and $30 reg & pay onsite.  Plan and map presented at the meeting.  Karina will make a template for “Event Plans” for quick and efficient update of the website info page. Miatacross definitely on June 29th.  BEAC is going to hold Autopilot and Enduro this year, but still haven’t finalized their dates.  Late May/Early June is the target for Autopilot.  They will let Karina know their TBD dates.  June 22nd UW would like to hold an Event, but it might be a TBD SCCA date.   

WWSCC VP Nominee – Susan: The potential nominee hasn’t actually said “yes”, so Karen Babb is still VP in the interim.  We’re still looking for a permanent VP, please talk to your clubs again and get the word out.  We’re willing to waive certain qualifications in the Bylaws if applicable.

Technology Committee Report– Kelley: Brent sent copies of emails he & Alan have had regarding possible laptops for purchase.  Glen shared info about a laptop that he has been reviewing at Costco for BEAC purchase.  Ron proposed a budget of $1100.00 for the purchase of a laptop and floppy drive for WWSCC.  Kelley seconded, passed.    

Checklists– Susan: ACE wanted to congratulate the webmasters on the new and improved invoice form and insurance request form on the website – very nice!  Please have your clubs send the updated checklists to webmaster@wwscc.org and be sure to include a name & email address for a person(s) for clubs to contact if they have questions about that specialty.

Next Meeting – Susan: All in attendance agree meeting here is good.  Next meeting Monday April 21st.  Susan will reserve for the next three meetings (April, May, June).

Adjourn: 9:20pm