OHIO VALLEY KARTING ASSOCIATION
BOARD MEETING MINUTES
TUESDAY, JANUARY 2, 2007
CALL TO ORDER: President Randy Vermillion called the meeting to order at 7:10 p.m. at Ramada Inn, Middletown, Ohio.
OPENING REMARKS: Randy Vermillion extended a welcome to attendees and welcomed Toshiya Michimi as the newest addition to the OVKA Board of Directors. Vermillion reminded everyone to sign in, keep cell phones turned off or on vibrate and take side conversations outside as there is a lot to be discussed this evening.
SECRETARYS' REPORT: Lynda Whitaker made a motion to accept the December minutes as published. The motion was seconded by Tim Bell and passed with 13 in favor and 1 abstained.
TREASURERS' REPORT: No report.
RULES COMMITTEE: Rick Coombs explained board members were emailed a copy of the 2007 rulebook draft as presented by the Rules Committee. The goal is to have the rulebook adopted at the February board meeting. He then discussed questions that have come up the past month. Coombs asked that board members continue to review the draft in preparation for next month.
TRACK IMPROVEMENT COMMITTEE: Max Viney reported the Track Improvement Committee has continued to meet to work out a track layout design that will meet the approval of the track owner. Cost estimates are also in the process of being obtained. Viney said once a draft design is ready, it will be presented to the board for review.
BANQUET COMMITTEE: Rick Coombs reported banquet preparations are well under way. The banquet will be Saturday, January 20, 2007 at Kings Island Resort & Conference Center. The general meeting with election of 2007 officers will be from 2:00 to 3:00 p.m. Banquet registration will open at 4:00 p.m. Coombs suggested if you are coming with a group who wants to sit together, you get there early as tables fill up quickly. Lynda Whitaker reported Kings Island Resort may be willing to hold the special room rate of $64 plus tax so be sure to ask when you call for a reservation.
SPONSORSHIP / PIT SPOTS: Last month Randy Vermillion created a committee to work on promoting sponsorship. Committee members include Don Boles, JoAnne Hartings, Ray McKibben and Toshiya Michimi.
Vermillion said after the banquet and Swap Meet are behind us, a meeting will be scheduled with this committee. He asked that in the meantime, these people be jotting down ideas.
SHOWS & PROMOTIONS: Randy Vermillion reported promotional flyers have been received and anyone who would like a supply for distribution can see him. The promotional flyer has been submitted to Midwest Karting Guide, which usually comes out in February. Business card schedules have been ordered. Paperwork for Cavalcade of Customs Show has been submitted. The show will be January 26 through 28, 2007 at the Cincinnati Convention Center. Volunteers will be needed to staff the show booth. Max Viney will assist in
coordinating the volunteer schedule so contact Max if you can help. Vermillion explained this is the last call for anyone who wants to volunteer at the KMI Show in Schaumburg, Illinois February 24th & 25th as badges have to be ordered. See Lynda Whitaker if you plan on volunteering or need more information.
SWAP MEET COMMITTEE: Randy Vermillion explained the importance of the Swap Meet as it is OVKA’s largest fundraising opportunity. The event will be held Saturday, February 3, 2007 at the Clark County Fairgrounds in Springfield. Flyers and table registration forms have been mailed out. This information is also available on the OVKA website. Vermillion said a big need will be having people to work the gate. Last year unfortunately, it was necessary to go outside the club and hire people to work the gate. Vermillion said as he stated last month, he expects board members to step up to volunteer, Jeff Morningstar is the contact person to sign up to work at the gate. He can be reached by phone at 937-859-1167 or via email at email@example.com.
TIRES: Randy Vermillion reported since the vote last month to change to Dunlop SL6 tires, there has been a lot of feedback from both board and general members. Vermillion suggested the matter be discussed further to determine if this is the best option for the club for the 2007 racing season. Max Viney made a motion to return to Dunlop SL4 tires for the 2007 season. The motion was seconded by Mark Lewis and passed with 6 in favor, 2 opposed and 5 abstained. Gerald Whaling reported there may be an issue getting SL4s toward the end of the year. Tim Bell asked if allowing people the choice of either tire would be a problem. Nick Ouwerkerk responded it would require the suppliers to carry more inventory. Whaling reported SL4 tires will be increasing in price.
2007 OFFICERS: Randy Vermillion discussed officer positions and reported the current officers are willing to serve next season. He asked anyone else who is interested in being a candidate for an officer position to contact him.
OVKA AGENDA: Toshiya Michimi said he would like to see the OVKA agenda published on the OVKA website prior to the board meeting. Randy Vermillion explained it usually follows a similar format except for open discussion. He further stated it typically is not finalized until the Sunday before the board meeting. JoAnne Hartings said she would like to see topics to be discussed posted prior to meetings.
ADJOURNMENT: A motion to adjourn to executive session was made at 9:35 p.m. by Nick Ouwerkerk, seconded by Tim Bell and passed unanimously.
· Annual General Membership Meeting – 2:00 p.m., Saturday, January 20, 2007 at Kings Island Resort & Conference Center, 5691 Kings Island Drive, Mason, OH 45040.
· Monthly Board Meeting - 7:00 p.m. Tuesday, February 6, 2007 at Ramada Inn Middletown, 6147 West State Route 122, Franklin, OH (east side of I-75).
BOARD MEMBERS PRESENT: T. Bell, D. Benson, D. Boles, B. Brundage, R. Coombs, J. Hartings, R. Landes, M. Lewis, T. Michimi, N. Ouwerkerk, D. Stempfley, II, H. Thornton, R. Vermillion, and M. Viney.
MEMBERS / VISITORS PRESENT: S. Benson, O. Cohen, T. Cradlebaugh, V. Hartings, J. Horn, D. Lawson, G. Lutz, K. McKibben, Randall Potter, Randy Potter, D. Queary, S. Rumsey, R.J. Vermillion, G. Whaling, L. Whitaker and B. Williams.
Respectfully submitted by Lynda Whitaker, OVKA Secretary, 1/14/07.