2010 U S 13 Kart Club Track Minutes

2010 U. S. 13 Kart Club Minutes

US 13 Kart Club
Board Meeting Minutes ~ August 23, 2010

Attendance: Ace Adkins, Carol Droney, Julie Kelly, Michael Allaband, Richard Carey, Matthew Aichinger, Mike Bradford, Richard Pearson, Jr Steele
Excused: Keith Dryden
Also in attendance: Mike Mason

New Business:
*Vouchers/Trophies – are costing the club too much money we will be cutting back on the size of the trophies as well as the pay out for the vouchers.

*Saving Money by cutting Employees – The Board has agreed to save money we will be no longer using the Delmar PD’s services and hire a Security Guard, the board has also decided to cut costs by removing the Track Photographer and both Corner Flagman (Mike Mason will be installing flashing caution lights in each corner)

*Tower Concerns – there are concerns about how the tower is being run, so there will now be a rotation schedule to begin this coming state race. A few new volunteers have come forth and they will be properly trained so that there will be a rotating schedule.

*Qualifying – There will be no more “warm up” lap.

*Trophies will be scaled down a bit to save some money.

*Pee-Wee Nationals – Due to lack of participation this year, the board has voted to not have a Pee-Wee National race this year.

*FLATHEAD 3 RACE SERIES EVENT – Ace is organizing a 3 race Flathead series for the Jr Unrestricted Class & 370 Flathead class. Ace is working with Kurt from Burris and he has offered giving away pistons to the champions of this series. We will be sure to keep every one posted when the information comes available. These races will be on the following dates…. Sept 17th, Sept 24th, & Oct 8th.

*Diamond State 50 – The board had an open discussion on the Diamond State 50 races, classes, “Filler Races” such as possibly a Bike Race, Memorial Event, as well as a Jr I & Jr II King Of Kings Races (a 10 lap feature) any racer that has won a Jr I & Jr II feature race this year will be invited to race as well as the top 2 qualifiers in the Diamond State 50 Classes. More information will be posted as it comes available.

*Banquet – The board had an open discussion about the banquet, the board members & officers will be the Banquet Committee. There was an open discussion about packages, give-a-ways, where & when it should be held. More information will be posted as it comes available.

*The Club Members voted – The 2011 US 13 Kart Club will officially be a Maxxis track.

*We will be selling US 13 Kart Club & last year’s G-man Race T-Shirts for $5.00 at the Outlaw Kart Shop Trailer.

Sincerely,
Julie Kelly
Secretary

US 13 Kart Club

Board Meeting Minutes ~ June 8, 2010

Attendance: Carol Droney, JR Steele, Julie Kelly, Ace Adkins, Michael Allaband, Mike Bradford, Ron Brobst. Also in attendance Mike Mason

Excused: Matthew Aichinger, Keith Dryden

Unexcused: Tim Hopper (2^nd unexcused absence – no longer on the Board of Directors) a Certified Letter will be sent to him stating this.

There was no Old Business to discuss.

New Business:

*Jr II Lite & Heavy 6/5/10 State Race points were in question. Mike Mason quoted the WKA Tech Manual and gave us the answers to Julie Kelly as to who gets what points and what is to be thrown out and what can not be used as a throw out. On the last page of the points spreadsheet where the points system is listed we will be adding an * this will let the public know when someone’s points can not be used as a “throw out.”

*Wristbands – for insurance purposes wristbands must be worn on your wrists at all times during an event, it can not be placed on your hat, pant loop, etc..

*If you must work on your kart during a caution, you may do so but you must place your kart in the infield and only one pit person is allowed on the track at one time. No tools are allowed to be used.

*Board also voted unanimously to continue allowing Michael Clough to continue racing in the Jr III class.

*Vendor Fees – vendor fees will be thrown out for this year – the three vendors that have already paid their vendor fee have the option to be refunded their $300 or they can sponsor a race for this 2010 season.

*Concession Stand rental was reduced to $175 for State Races & $150 for Friday night races.

*The Board of Directors and Elective Officers had an open discussion about Locking Up the track after each event b/c there has been some confusion as to who exactly is in charge of doing this each event. Going forward they will have a rotation schedule in place to see this is done.

*Track Rental – Mr. Derrick Parker would like to rent the track this Saturday or next Saturday, the fee will be $400 because he will be supplying his own Certified EMT.

*Timing Issues – Orbits 4 is our timing system it is the most up to date program offered today, The Mycron 4 Beacon that we supply is only a courtesy tool the final times will come from Orbits 4. Going forward to help with any confusion the tower will be supplying a print out of all three laps for each racer at the end of each Classes Qualifying Session.

*Trophies – The cost of the trophies have gone up the board voted to eliminate some trophies for the adult & unrestricted classes. The following classes will still be receiving 1^st, 2^nd & 3^rd Place Trophies:

Pee-Wee

Jr I Rookie

Jr I

Jr II

Jr III

The following classes will only be receiving 1^st Place trophies; 2^nd & 3^rd place finishers will receive a $15 voucher for 2^nd place & a $10 Voucher for 3^rd Place:

Animal Lite

Animal Medium

Animal Heavy

370 Flathead

Jr Unrestricted

Clone

Sincerely,

Julie Kelly

Secretary

Board Meeting ~ April 20, 2010 Minutes

In Attendance:
Ron Brobst, Matthew Aichinger, Julie Kelly, Carol Droney, Richard Carey, JR Steele, Mike Bradford, Ace Atkins, Michael Allaband, Keith Dryden
Unexcused – Tim Hopper

Ron opened by thanking everyone for coming out

Items on the agenda went as follows:

*Tech Man – We have been contacted by Danny McCormick he is a Level III and is the Tech man at Sandy Hook. He will be doing Tech for us, but has a few dates that he will not be available. We will find a substitute on those dates.

*Appeal Letter from Mrs. Phyllis Hayes – Ron Brobst read the letter out loud to the Board after discussing the issue the majority of the Board voted to leave the penalty as-is giving her a 2-week or $250 fine due to not receiving the Club’s paperwork in a timely manner.

*Photographer – The club has been unable to find a licensed Photographer to take pictures of the track. Shannon White has offered to take photos for the Club and we will treat her as an Employee of the club. She will then have the photo’s uploaded onto our website and facebook page. These photos you will be able to save to your computer at no cost or penalty to you and you may do as you wish with them. Shannon will also be taking Victory Lane Photos AFTER all of the features have been completed.

*Trophies – Trophies will be placed in the Tech Barn and you will not receive your Trophy until after you have been passed by Tech.

*Jr Pro Races – The top 3 karts will receive a Pro Race Trophy and also a Gift Certificate for use with any of the Club’s licensed vendors.

*Track Prep – Mr. Cathell will be working with our track and Peewee. A few people have offered their expertise and products for the track. We will be taking advantage of this opportunity.

*Race Director – Mr. Mason was in attendance for the meeting, some of the board members addressed their issues, concerns and ideas on how to improve our events. After the meeting, Mr. Mason agreed to work on those issues and make the necessary changes.

Julie Kelly
US 13 Kart Club Secretary

Board Meeting ~ March 15, 2010 Minutes

In Attendance:
Ron Brobst, Matthew Aichinger, Julie Kelly, Carol Droney, Richard Carey, JR Steele, Mike Bradford, Ace Atkins, Tim Hopper, Michael Allaband
Excused – Keith Dryden

Ron opened by thanking everyone for coming out

Items on the agenda went as follows:

*Concession Stand – Ron motioned to lower the concession stand fee from $225 to $175 on Club Nights and $200 on State Races. Richard promised not to raise the price of food this year but could not control beverage prices if the tax on soda is approved. The board voted unanimously in favor.

*Tractor – Ron & Ace will be traveling to Baltimore to look at a few tractors on Sunday, we also continue to look locally.

*Practice – Practice for this Friday night March 19th will be cancelled and rescheduled for next Friday, March 26th gates open at 5pm practice starts at 7pm. Practice scheduled for Saturday March 27th will be cancelled. Fees for practice will be $10 Entry fee per class & $10 Wristband.

*Track Clean Up – Track Clean up is scheduled for this Saturday, March 20th at 9am. You must sign in at Registration and sign out. The Board voted to reinstate the 5 bonus points for participating in Track Clean up and voted not to give out the $10 Club Race entry fee discount. Drivers including junior racers are required to be there on Saturday in order to receive the 5 point bonus. The concession stand will be closed on Saturday; the club will have refreshments available.

*Photographer – The track is still looking for a photographer, I will be placing an ad on Red Bud & Bobs4cycle.

*Tech Man – We are still looking for a Level II or III Tech Man for Club and State, we have a few people interested but they are not committed to every race for the entire season. I will be placing an ad on Red Bud & Bobs4cycle.

Julie Kelly
US 13 Kart Club Secretary

General Club Meeting ~ March 9, 2010 Minutes

30 Club Members were in attendance, each member received a ballot

Mike Mason was also in attendance

Ron Brobst gave a brief greeting to the Club members; he then asked the members to address any issues/concerns they may have regarding the Bylaws.

Mr. Hayes asked that we correct the club’s legal name to read Milford Go-Kart Club Inc. T/A US 13 Kart Club. This will be changed in the bylaws and General Rules.

Mr. Dennis questioned the process of the Board Members appointing the Elected Officers. There was an open discussion between the Board and the Club Members. Mr. Adkins spoke briefly about Robert’s Rules of Order and why the appointing process should be done this way. Attorney Mr. Peter Schaeffer also suggests that this process is in the best interest of the club.

The Bylaws were then voted on by the Club Members, 29 – Yay Votes, 1 – Nay Vote. The Bylaws were passed and will be notarized the very next day and put on file in the Corporation Formation Book and also filed with WKA.

Mr. Brobst re-opened a previous discussion regarding torching tires. There was an open discussion on the matter, but we will be following WKA Rules and there will be no torching or open flame. If you are caught torching you will receive an immediate suspension and be asked to leave the premises.

An open discussion took place regarding Track Clean Up scheduled for this Saturday; if it rains we will be rescheduling Track Clean Up for Sunday. Depending on the weather forecast this weekend we may have to postpone Track Clean Up to Saturday, March 20th and canceling March 19th practice. We will be sure to keep the karters informed of this decision via our website.

There was a brief discussion about who will be doing Track Prep this year; Mr. Brobst told the club members that we have three bidders that have come forward. The board will be voting on those bidders after the General Club Meeting.

Board Meeting – March 9, 2010 Minutes

Carol Droney gave the Treasurer’s Report

There was an open discussion on the purchasing of a new tractor; Mr. Adkins stated he had a tractor to go look at this week, Mr. Steele suggested going to some of the local auctions. The board will appoint 2 or 3 people to do this at the next board meeting scheduled for Monday of next week.

There was open discussion on the three bidders interested in doing track prep for the 2010 season. Bryan Brobst bid $250 for Track Prep. Peewee bid $250 for Track Prep or $350 for Track Prep & cut the grass on the grounds. Jay Darling bid $800 if he supplies the Tractor and $450 if the club supplies the tractor. The board will be meeting on Monday night to discuss and vote on who will be best suited for the job.

Board Meeting ~ February 17, 2010 Minutes

In Attendance:
Ron Brobst, Matthew Aichinger, Julie Kelly, Carol Droney, Richard Carey, JR Steele, Mike Bradford, Ace Atkins, Keith Dryden, Whitey Hopper, Michael Allaband

Mike Mason was also in attendance

Ron opened by thanking everyone for coming out

On the Board Meeting agenda the Board first went over last minute details on “Old Business.”

*2010 Schedule - there were concerns about the March dates and the weather. The board agreed to keep the schedule as it is and we will have to play it by ear and make necessary changes if need be. The Board was in agreement.

*Membership Cards - Carol Droney designed the club’s membership cards and will be printing them out herself to save the club some money. The Board looked them over and approved them.

*Money Races – We will be keeping the same payout procedure as last year. The Board was in agreement with this.

*Pro Classes – the Board all agreed on changing the Animal Lite and Medium Pro Races to Animal Heavy, and removing the Animal Heavy Pro Race that was scheduled for June.

*Sponsors – The Board agreed on having a “Sponsor Committee” appointing Ace Atkins & Michael Allaband to oversee the recruiting of new Sponsors in the 2010 season. Each Board Member is still responsible for getting at least one $300 Sponsor before June 1st.

*Track Prep – Ron Brobst will be focusing on making sure we have someone to do this. Mike Mason offered his help in locating a tractor for the club. The Board was in agreement.

*Trophies/Vouchers – Every Pee-Wee will receive a trophy at each club race. Julie Kelly will be ordering them in bulk to save on cost and ensure that each child does receive a trophy on that night. Club Race nights that do not have a Pro Race the top 3 will receive Trophies in each class. Pro Racers will receive a trophy and a large check on that night. Vouchers will be given for the top 3 in each class on a Pro-Race night and will be good to use anytime in the 2010 season.

*Jr I Rookie – The board agreed on changing the Jr I Rookie class from one year to two years. If the child wins 3 races in the second year at the next club race they must move up and points will not be transferred.

*Bylaws – The final draft of the bylaws were reviewed by the board, all members will receive a copy at the General Club Meeting on February 23rd for review. Members will have the opportunity to vote on the bylaws at the March 9th General Club Meeting.

Sincerely,
Julie Kelly
Secretary

Board Meeting ~ February 1, 2010 Minutes

In Attendance:
Ron Brobst, Matthew Aichinger, Julie Kelly, Carol Droney, Richard Carey, JR Steele, Mike Bradford, Ace Atkins, Keith Dryden Not In Attendance but Excused: Whitey Hopper, Michael Allaband

Ron opened by thanking everyone for coming out. He stated that he has a meeting with Charlie Cathell on Tuesday February 2, 2010 to sign the lease.

The board had an open discussion on the staffing if anyone is interested in working there will be a sign up sheet in the Tower on Track Clean Up Day or you may call any one of our Elected Officers and/or Board Members to sign up.

There was an open discussion on the schedule votes were made on the practice dates, classes, race dates, times ect. A finalized Schedule will be posted no later than Feb 3, 2010.

The Board discussed Club & State Race Throw-Outs and voted unanimously to keep them as they are. Which is Club 2 throw outs per season, State one throw out per season.

Keith Dryden motioned that instead of a 5-point bonus for Track Clean Up offer $10 off your entry fee at the first scheduled Club Race. Discussions were made. Vote was unanimously in favor.

Ace Atkins motioned a Clone 375 ages 15 and up class with a 5 kart minimum. Matthew Aichinger motioned to adopt the 2010 AKRA Clone Rules. Discussions were made. Vote was unanimously in favor.

Mike Bradford Motioned to keep the Maxxis tire Rule. Vote was unanimously in favor.

Ron Brobst Motioned to Remove Flathead 330 and keep Flathead 370. Vote was unanimously in favor.

Ron Brobst motioned to create an Animal Lite Class. Vote was unanimously in favor.

Ron Brobst motioned for the Jr Unrestricted Class rules to state……class age to change to 12-15yrs or 11 years of you’ve had 1 year of Jr II experience and weight went from 300 to 320 lbs. Vote was unanimously in favor.

Julie Kelly motioned to bring in more Pee-Wees to Delmar by allowing them to race each week, to receive awards/Trophies for their accomplishments. Feature finishes will also be recognized online. Discussions were made. The Board voted unanimously in favor but added there will be no Pee-Wee point series.

The board voted unanimously in favor of letting the Club vote on the Jr II Animal or Flathead debate. This will take place at our General Club Meeting on March 23, 2010.

Ace Atkins motioned to bring back heat races for the Club Races. Discussions were made. The Board voted unanimously in favor. State Races will still have Qualifying.

Keith Dryden motioned an open discussion on bringing families and friends together by having specialty races such as Relay Races. Carol Droney suggested Father/son or daughter Race w/ pit stops. JR Steele suggested a mechanics race. The board was unanimously in favor of fitting these types of races in our 2010 schedule. Dates TBD.

In closing there will be another Board Meeting on Feb 16, 2010 at 7pm to discuss the rules of the club and go over the bylaws.

Sincerely,
Julie Kelly
Secretary

January 27, 2010

A General Kart Club Meeting was held at the VFW on Tuesday, January 26, 2010. Present were sixty-four (64) of the one hundred seventy-seven (177) 2009 Master Members. With 36% in attendance, we were able to move forward with the Executive Officer and Board Member elections. Our new Executive Officers are:

President – Ron Brobst

Vice President – Ace Atkins

Treasurer – Carol Droney

Secretary – Julie Kelly

2010 Board Members:

Matthew Aichinger

Michael Allaband

Richard Carey

Mike Bradford

Keith Dryden

JR Steele

Tim Hopper

We are currently operating with no bylaws, as the documents have not been successfully passed forward. Copies of a newly created draft were distributed last night. We are very fortunate to have a long-time club member who is also a practicing Attorney Peter K. Schaffer, Jr. has offered to review our draft and make necessary changes at no cost to the club. We are grateful for the help he has offered. We plan on having a 2^nd draft available at the next General Club Meeting.

Our second General Club Meeting is scheduled for Tuesday, February 23, 2010 at the Millsboro VFW at 7pm. The meeting will be geared towards handing out that 2^nd draft of the bylaws, signing up members, reserve parking and kart numbers. Your 2010 membership must be established on this date.

We will then send out, via U.S. Mail, a notification to all 2010 members informing them of the "Voting of the Bylaws" meeting. This meeting is scheduled for March 9, 2010 at the Millsboro VFW at 7pm and will focus on addressing concerns and making changes to the final draft of the bylaws. You must be a 2010 Master Member to attend this meeting.

March 13, 2010 is Track Clean-Up Day. Bring the kids out to help get our track ready for the 2010 racing season and don’t forget they will be rewarded 5 bonus points towards the Club Points Series.

Thank you all for your continued support throughout the years! We look forward to another great year!