Meeting Minutes from August 21 SC meeting

[cgroppi]

Phoenix AZ Solo Region Steering Committee Meeting Agenda
August 21, 2025

Chris G, Brian M, Jim E, Kim K, Kevin V, Danielle S, Stephen K, Lance H, Faith H, Mat L, Steve E, Dan H, Jason B, Paul N (guest), Mike H, Ken M, Craig B, Ben Z, Bill P
 
1.    Update on region - Kim K - 5 min
a.    494 members, 22 have other regions of record. More or less the same as last time. In March of 26, the course designer must have taken the course design class. Bill P is aware, some of our SSS have also taken it. 

2.    Financials – Lance H - 5 min
a.    $26k balance, because of payments to phoenix raceway and firebird. That will come back after the events happen and we take in registration fees. PR requires payment 30 days in advance. 
b.    As expected, we lost $2800 from the PR test event because of small numbers of competitors. 
c.    Other income from SCCA, goody store and Tire rack is $6900. 
d.    After Fall 25, we will reconsider entry fees based on actual costs at PR. 

3.    Website update to reflect Phoenix Raceway– Kim K and Morgan L – 5 min
a.    Morgan can’t join but he did update the website. 
b.    Please check the website for errors. 
    
4.    Equipment update, needs for Phoenix Raceway, replacement cones & blowers, Wifi Hotspot – Ben Z & Jason B – 10 min
a.    We need 125 cones. Cost is $8-$9 per cone plus shipping. Loading dock lowers cost. Mat L has access to a dock. Should we buy them now or wait until December? Jim E could give feedback after the next event. 
b.    Brian M will ask PR if they want our old cones. 
c.    Motion to buy cones, approved unanimously. 
d.    Kim K is donating a gas backpack leaf blower to supplement our existing blowers. Kim will bring the blower and put it in the pod. 
e.    The 4G hotspot does not work at PR. 5G on the phone worked. Jason B suggests we buy a 5G hotspot to replace the 4G that doesn’t work. Jason wants to go test with his phone in advance to be sure the 5G coverage is good before we buy one. $200-$400 for the hotspot, maybe a small increase in monthly cost. 
f.    Jason B requests that we replace the timing laptop. The screen is very dim and hard to see later in the afternoon. $600-$1000
g.    Printer is starting to go bad. We need a new one. $200. 
h.    We currently have the Verizon hotspot on a personal account (Jason Bs). Ideally this would switched to a club account. 
i.    Treasurers say buying all this stuff is fine. Motion to buy the stuff passes unanimously. 

5.    Blower work assignments – Kim K and Mike H - 5 min 
a.    Should we have work assignments for blower operators to blow the course off?
b.    We could put the blowers at course stations and have the courseworkers do it. 
c.    Or we could do nothing unless there’s an emergency. 
d.    Option b with corner captain in charge as the first stab at this issue. 
e.    Post event, we will reconsider if we need actual worker positions. 

6.    Ready for Phoenix Raceway fall series? (Reg, tech, setup, teardown, workers) – All – 10 minutes
a.    Jim E needs some more people to help with setup, since its day-of now instead of the day before like we did before. Some people who did it in the past don’t want to have to come super early (5:30). Jim would like suggestions. 
b.    Reg will have waiver wristbands for the setup crew. 
c.    May also need some more waiver people. Don McClure, Clifton Ragland

7.    Firebird update – Brian M – 5 min
a.    Firebird has accepted our proposal to do a trackcross. Waiting for a contract to be sent. 
b.    Cost is $4500, includes safety and towing, west track and paddock. Cost comes with one portajohn and one washbasin. We will supplement with two more portajohns for a total of three. 
c.    Event is scheduled for Nov 15. 
d.    Course has been approved by National. 
e.    Fees, number of entrants and lunch have not been discussed yet. 
f.    Motion to hold event passes unanimously. 
g.    Pod dropoff on inside of track to make setup easy. 

8.    Drivers School Update – Stephen K & Craig B – 5 min 
a.    Stephen and Craig would like info from the last school in terms of itinerary, cost and registration. 
b.    Checking on if food delivery (like Jimmy Johns) is OK. Pat can’t come to PR because of their rules. 
c.    Ken M will help run the event. 

9.    Need for new Region Secretary and Asst chief of safety – Kevin V and Chris G – 5 min 
a.    Chris G got a new job in the Boston area starting at the end of the year. He’ll be here until mid-December. 
b.    Paul N has agreed to run for Secretary for the coming year, but others can of course put themselves forward with a nominating petition. 
c.    Kim K is reaching out to the SSS team to identify a new asst. chief of safety.

10.    Next meeting? – All – 5 min
a.    October 16
  

[Ken m]

Did I get volunteered for something?

 

[Kim Kemper]

the Ken M in the minutes is Ken Mitchell 

[Ken m]

Cool, I am available as well

 

[kvenisn]

 

One addition to the minutes above.  Steve Eyeman is not planning to run for Treasurer in the upcoming BOD election.  Lance Hamilton is planning to run for this position but of course any region member that meets the qualifications in the club's bylaws is welcome to run as well.