July 9, 2018 General Meeting Minutes

Discussion in 'WMRC Meeting Minutes' started by ducatigirl, Jul 13, 2018.

  1. ducatigirl

    ducatigirl Moderator WMRC Exec

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    Attending:
    Members: 10
    Non Members: 2

    In addition to:
    Allan Hay – President
    Jeremy Karlson – Vice President
    Treasurer – Brett Hanson
    Jay Tait – Promotions
    Pam Black – Secretary

    Meeting was called to order at 7:10 by Allan Hay

    Minutes from the May general meeting were read by Pam Black. Motion to accept was made Jeremy Karlson, seconded by Rob Schoeymeyer.

    Treasurer Report:
    Brett Hanson advised our current bank balance as of July 7, 2018 was $126,283.31. Income from June was $28,115 and bills included transponder rentals, staffing, supplies, award correction, BC Ambulance, track sweeping, projector and screen for race school, track rental and air fence repair. Outstanding bills include catering, track rental, security, radio rental, staffing, BC Ambulance, Insurance endorsement, supplies, and the purchase of more med tags, leaving an estimated balance of $113,395.18

    Promotions:
    Our annual Track Walk with Bernie and Children’s Hospital will be on August 11, please invite all your friends and family out to enjoy this great event! We will also have the Vida Events radar gun available that day.

    The WMRC has been invited to host a booth at the Vintage in the Valley on August 19th, but to be able to take advantage of this; we are going to need some volunteers. Please contact us if you are interested in helping out.

    Thank you to High Road for their continued support of our track days by purchasing and hosting a session for their customers. They served up a wonderful barbeque lunch in the pits on July 3, and special thanks go out to Kelly Anderson and Andrew Tiltson for cooking for us! Thank you to Rob Schoemeyer for facilitating this again this year!!
    Unfortunately, High Road was disappointed that we were not able to show some of the same support by having anyone volunteer to show up with their race bike at their recent promotional event.

    Keep an eye on our face book page for some updated lap records! We will be posting periodically to promote these.

    New Business:
    There were some concerns about the condition the track was left in prior to our last race round. Oil from the previous night’s dragsters made for tricky track conditions, there was a great deal of debris from the fireworks display, and there were a number of people camping on the track in turn 7 that were not very accommodating, and reluctant to leave. As a result, our day was over an hour late getting started. Unfortunately our contract with the SCCBC states that the track will be available to us in “as is condition”, but we will be politely voicing our concerns regarding campers and fireworks debris.

    If you are interested running the endurance race in September, registration for this event will be open on July 1st. Of note, grid positions and your choice of spot on pit lane will be first come first served and determined by when you register for this event. Also, please only have one person per team register (team captain) for this event.
    A reminder that there will be no tire changes permitted UNLESS required by the onset of rain.
    PLEASE read the rule book with respect to the endurance race rules!! Each team must have a minimum of 1 expert racer on their team.

    Brett Hanson proposed an amendment to the rule book with respect to race day refunds. The rule book currently states no refunds or credits and Brett has suggested the following:

    - That a request for a credit be made in writing to the WMRCtreasurer@gmail.com within a reasonable time frame, requesting consideration for a credit towards future race fees. This credit would be a percentage of the race fees paid for classes not run, and the credit would apply only to race dates and not track days. There would be no carry over to the following year, all credits would need to be used by the last round of the season. The racer must confirm his DNS, and the reasons behind it.

    If accepted by the rules book committee, this amendment would be effective for the 2019 race season.
    On a safety note, if you are injured and unable to race, we would prefer to consider this partial refund rather than having someone race when they are not in physical condition to do so.

    Nick Dudziak requested that everyone check their belly pans for holes. These holes must be filled prior to you bringing your belly pan to tech, and repairs can be made with either fiberglass, or by putting a piece of duct tape over the hole and veering it with epoxy.

    We would like to extend our well wishes to Brenden Kennedy and Peter Rice after their crashes at our last round! Get well soon boys!
    On that note, we are going to try to organize a work party to assist Brenden with some adaptations in
    his home. Due to the nature of his injuries he will be needing ramps installed to be able to get in and out of his home.

    All rounds are now open for preregistration in MSR, please get registered for all of your upcoming race rounds!

    Thank you again to Troy Smith and Lower Mainland MC Club for sharing in the cost of sweeping of the track prior to the first round.

    Thank you to all our volunteers and race officials for your hard work at the last round! And a special thank you to all the people that helped with track set up under those very challenging conditions!

    We would like to remind all racers, volunteers, race staff, or spectators etc, that if at any point, you are feeling that you have been threatened or abused in any way, to please bring this to the attention of a member of the executive immediately. This will be taken very seriously and investigated accordingly.


    Jay Tait motioned to adjourn the meeting at 8:15, seconded by Brett Hanson


    Minutes submitted by Pam Black.
     
    bigga_boy likes this.
  2. jcathie

    jcathie Member

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    I'd really, really like to see this expedited so it can be implemented this year. It can always form part of our supplemental regulations which can be issued for race events. I had a look at how WMRRA does it and even though it's extra work for a registrar or Treasurer, I think it's invaluable in order to treat our racers fairly.

    To that end, forgive me, but I'm going to start a poll that might help sway the Rules Committee to implement it in time for the August races:
     

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