Atlanta Region BoD meeting Minutes
Feb. 19th, 2014
In attendance:
Rick MitchellCarol Cone
Jim CreightonKaryn Hudson
Bill BoundsBrian Cembor
Phil CreightonJim Eckert
Jim MurphyLarry Pulliam
Randall RutledgeAJ Schramm
Tim SmithWes Stuckey
Via phone – Nick Voigt
RE Rick Mitchell called the meeting to order at 7:30pm
RE’s Opening Remarks
Former office manager Gwen is moving to Ohio to live with her sister. She will be attending tonight and given a going away gift from the Region in appreciation for her many years of service.
Motion & 2nd to approve last month’s meeting minutes – motion passed
Our Charter has been approved and the paperwork is in the mail.
We have a new accountant, Todd Stone, who was recommended by Asa. He’s familiar with racing and has worked with Asa. Asa gave him all the Region’s files.
Carol Cone is now a signer on the Region’s bank account and is in possession of the debit card.
There was an email request from Allison Hill requesting to sublease our office space once a month to hold a meeting for a non-SCCA group. While most are in favor of allowing this, it was agreed there were too many negatives (liabilities). A motion was made & 2nd to not allow non-SCCA members use of the office space. Motion passed.
Treasurer – Carol Cone asked to hold her report until end of meeting
Marketing – Jim Murphy stated he has one new Committee member (Clark)
He is also presented an Orientation for Novices. He will email his proposal to Nick Voight.
Membership – Jim Murphy stated he’s receiving the monthly membership update reports from National.
Website – Randall Prince wasn’t present, but had submitted a report stating he had made changes/updates to the Region’s website per earlier requests.
Solo – Randall Rutledge reported all is going well for the upcoming first Points event, which will be at a new facility.
Race – Nick Voigt, reporting via phone, stated that there are 117 entries for the upcoming Majors race, which is short of the goal of 250 entries. It’s still early and there was discussion about getting out some mailers. Rick Mitchell stated he’d get the event info to Rick Mires to do an email blast to drivers about the event.
Rally Cross – Wes Stuckey stated he’s putting together a core group of people & equipment. He’s also going to work with Middle GA Region for events. Last year they jointly held 4 events. He will also get info about their next event to Randall Prince to add to the Region’s website. There was mention of a possible site at Road Atlanta for an event.
Old Business
2013 Awards Party
Tim Smith & Karyn Hudson have a location selected for the party (Manuel’s Tavern). The cost of the room rental is $150 and there would be a buffet style meal. Attendees would be charged approx. $15 each, which should cover the Region’s cost for food. There was also discussion about how long it would take for the trophies to be made for both Race & Solo. There was also some discussion of possible dates.
They requested the Region allocate $1,200 to help fund the event. A Motion was made & a 2nd to approve the money. There was discussion of the Motion, asking Carol Cone if there were available funds to cover this request. She stated that she thinks we have the funds to cover this amount. The Motion passed, with one voting against the Motion.
By-Laws Committee – It was announced that Bob Hudson has volunteered to be on this committee; still looking for additional volunteers.
Worker Incentives – Nick stated there was nothing new to report.
Pro IT /CCPS – A proposal was sent out to all regarding the series. There are questions about retaining the Pro IT name. Rick Mitchell made a Motion, which received a 2nd, to drop Pro IT from the series name for 2014. Motion passed.
New Business
2014 Budget – Carol Cone presented the 2014 General Annual Budget, which was drafted with input from all of the Region’s groups. At this point, there was much discussion about line item amounts. There was discussion about placing the budget for the Region’s website under the Administration portion of the budget, as it serves the Region as a whole. The Solo program no longer has a separate website; it has been incorporated into the Region site. The Membership budget should also be incorporated into the Administration’s budget, as it is also a function of the Region as a whole.
She is having multiple issues with Quickbooks, as all the old data has been corrupted. Also, the 2013 books are a problem as there was no reconciliation done of our accounts for 2013. Bill Bounds made a request to increase the line item amount for the website to $475. There was further discussion of Administration budget line items, followed by discussion of the budgets for SOLO, Race and other departments. A motion was made and 2nd to approve the Budget as amended. Motion passed.
Office Lease - Our current office lease is $550 monthly. A new lease will have an increase and will be $640.58 monthly and will run through April 30, 2015. It was decided that we should form a Committee to look into options for either moving to new office space or closing the office. Nick Voigt & Brian Cembor volunteered to be on this Committee.
Membership & Marketing Committees – We are still looking for volunteers for these two committees. Bill Bounds suggested sending out an email blast to Region members asking for help. Jim Murphy made some comments about the Contact page on the Region website being difficult to navigate.
Meeting was adjourned at 9pm.
Respectfully submitted,
Karyn Hudson