5/6/04 Execuctive Meeting Minutes

[stevemcchesney]

An executive meeting was called to order at 2pm on 5/6/04, at the Mason Jar Resturant in Mahwah, NJ.

Present: T. Lynch, D. Panas, S. McChesney


1. Lynch indicated new series graphics were in process, and should be ready in time for distribution at the Pocono double. The very approximate cost of all printing, including the associated class numbers, was estimated to be around $800.

It was decided that every HRG member paying dues would receive one set (2) of HRG decals for their race car. Additional decals (there were 350 printed) would be available for trailers, other cars, etc. for a nominal cost - $5 each was suggested.

Decals will not be mailed in order to save HRG money. Decals will be available and distributed at HRG events. Competitors with emergency needs may contact Tom Lynch directly for a mailing if needed.

2. The trophy budget for the year 2004 was discussed. Past years of the "historic" series saw expenses of $1000 for the wooden plaques, and $350 for the 5 large prints of the class winners made by Roz Rozintowski. A complete trophy budget was not decided at this time, as HRG funding is still pending.

3. The treasury balance has about $2600 as of this meeting. A spreadsheet to keep track of all expenses and income using accrual accounting methods was demonstrated by McChesney. McChesney also has created a website (www.historicracing.org) which will contain a variety of information and services for HRG members, including posting the financial statements. The effort and hosting/registration fees has been donated by McChesney to the HRG group. Possible reimbursement of the nominal hosting fees was discussed, and will be reconsiderd at a later time when HRG funds become more stable. McChesney estimated these costs to be less than $20/month, or $240 a year.

4. It was decided that the historic "Number Ball" graphics are encouraged, but not required. There are still a very few of these graphics available from Lynch for a nominal fee. The "Number Balls" will not be distributed as part of the new HRG decal package.

5. Lynch volunteered to create an official Expense Form to be used for submitting all expenses to the Treasurer for reimbursement.

6. Postage and associated distribution expense of the initial HRG mailing needs to be reimbursed.

7. Executive cellphone bills (Lynch, Panas) will be reimbursed by HRG to the extent of the fraction of HRG related calls divided by the total calls. McChesney indicated that he has no friends and never uses up any minutes, and will not need reimbursement.

8. A change in the "matrix" point system was discussed, as several competitors felt that not receiving any points in poorly attended race groups wasn't keeping with the spirit of the series. Lynch suggested that the GCR National points system be employed, which does not consider the number of cars in the class, only finishing position. HRG competitors would receive points for registering at the track, practice, qualifying, and finishing position. Points would not be awarded for laps completed during the race, or scaled by the number of cars in the class. Some fraction of races would still be dropped at the end of the year, and the target was decided to be around 80% of races run would be counted.


The meeting concluded at approximately 4:30pm.


Minutes taken by S.A.McChesney, HRG Secretary/Treasurer