MEETING MINUTES
Thursday April 16/09
1. Race Day Fees & Practice Fees
Payment can be made online or cash/cheques can be paid direct to Treasurer
Race Day Fees – Paid 30 Days before event
Members Vehicle & Competitor ......................... $40.00
Crew .................................................................... $20.00
Non-Members Vehicle & Competitor .................. $60.00
Race Day Fees – Paid 2 Days before event
Members Vehicle & Competitor .......................... $40.00
Crew .................................................................... $20.00
Non-Members Vehicle & Competitor .................. $70.00
Day of event – At Gate
Members Vehicle & Competitor .......................... $50.00
Crew ..................................................................... $20.00
Non-Members Vehicle & Competitor .................. $80.00
Practice Paid 30 Days before event**
Members car & driver ......................................... $50.00
Crew .................................................................... $10
Non-Members car & driver ................................. $60.00
**Dates TBD -- will only be booked if enough interested parties to pay for rental & insurance; email Chris if
interested (velocityme@hotmail.com). Minimum 30 drivers need to be confirmed and paid 30 days in advance
to make this financially feasible
2. March 26/09 Exec Meeting review – Chris Paavola
Kim is in negotiations with the Big Rigs, further details later in meeting
Bylaws were sent back to government; further details later in meeting
Several strong leads on sponsorship; will update as finalized
Budget redrafted; details per hand outs provided
3. Big Rigs Usage of Track – June 13 & August 29 – Kim Roffel
Art has done a direct rental contract with Big Rigs, as he knew we were in discussion with them and they
indicated they’d prefer the rental with him
They still want us to run their event and provide all track personnel and volunteers
Kim is negotiating with them for a cut of the gate proceeds, as we will be providing all track personnel
They have agreed to have all our classes race on those days and have confirmed no charge for the day for
all racers and 2 crew members per car
Race City has agreed to provide generator and lights for these dates
UNIT #2, 1115 McKinnon Dr N.E. Calgary, AB T2E 6L4 Canada ph: 403-669-4210
Email: calgaryovalracing@shaw.ca Website: http://calgaryovalracing.com
Question came from the group regarding Art making a direct rental when he had indicated he would funnel
all rentals via CORA Kim indicated that she had already contact Art to indicate we were negotiating
with Big Rigs for these 2 dates, so he felt it was fine
Race City has confirmed they will have a liquor licence for these 2 dates; Darren indicated that these
licences were not event specific and that licence would be for the entire year; which would open the door
for us to have liquor sales if we wish Kim to confirm with Art
Kim confirmed the kickback on alcohol sales would go to Big Rigs or Race City on those dates, but if we
have liquor sales on our dates, we would get a percentage kickback on the liquor sales; percentage still
TBD
4. Trevor Boys trying to qualify for Phoenix this week end
Trevor was on the Dave Rowe radio show; may be calling in on Monday to give update; tune in to hear
him!!
5. Nominations for Race Day Volunteer Positions – all to be voted on by Executive
Race Director: Brian Minto, Kim Roffel, Paul Johnson, Steven King
Assistant Race Director (for backup): Stephanie More, Jonas Alm
Rescue Director: Jim Richards, Mark Himmelman, Matt Gilchrist, Kurt Emms
Volunteer Track Announcer: Dave Rowe, Stu McCall
6. Volunteer Race Day Positions not requiring Executive approval
Timing Chief: Kim Roffel
1-5 Timing personnel: still needed; contact Chris or Leighsa if interested
Starter: Penny Finley
Assistant Starter (for backup): Penny contacting some interested parties; need to be trained & approved by
Penny; contact Chris or Leighsa if interested
Turn three: still needed; contact Chris or Leighsa if interested
Pit lane: Ron Mack (not confirmed)
Stop & go: Fred
Lineups x 3: Shawna Taylor, Stephanie Moore 1 still needed; contact Chris or Leighsa if interested
3 Tech: Shawna Taylor for Claimers; other classes tech their own
Pace Car Driver: Robert Nadéau
6 Rescue personnel in Rescue Truck: Special training required; contact Chris or Leighsa if interested
2 Fireman in Firetruck: still needed; contact Chris or Leighsa if interested
Towing: Dave at Metro
Registration & Back Gate: Kim & Penny will help, but need some another person for when they are busy
with other duties
Clean-up Crew if we hire Sheri to do it, we can throw our own bags into her truck in the pit; each crew
will be given a garbage bag for their pits still need people to help clean stands; contact Chris or Leighsa
if interested (still looking into Boys & Girls Club or Scouts, donate the bottles, etc would we still need
to take garbage to the dump, or would they take with them??)
7. Executive Members Nominations (to be voted in at AGM)
We have received our Incorporation Documents from Government of Alberta. We need to send out a notice for
a Annual General Meeting; 40 days notice required. Nominations for these positions will be accepted on the
website and by email to Leighsa (leighsa@shaw.ca or llburmaster@cbe.ab.ca). Leighsa will contact all
nominees prior to AGM to get their acceptance of the nominations.
Nominations currently received:
President: Chris Paavola
Vice- President: Kim Roffel
Treasurer: Shawna Taylor
Secretary: Leighsa Burmaster
Hobby Stock Class Director: Paul Ritchot & Vern Jensen
UNIT #2, 1115 McKinnon Dr N.E. Calgary, AB T2E 6L4 Canada ph: 403-669-4210
Email: calgaryovalracing@shaw.ca Website: http://calgaryovalracing.com
Claimer Class Director: Gary Finley, Dave Jackson & Brad Glass
Super Moto Class Director: Ryan Middleton
Mini Stock Class Director: Rob Hamilton, Doug Chandler
Volunteers Director: Penny Finley
8. Clean-up – Gary Finley
We will be required to take all garbage, including all blown tires and broken car parts
Clean up must be done on the Saturday night before we leave
Oil spills need to be cleaned up in the pits – notify rescue so they can clean
Suggestion that each crew be required to bring 1 bag of dry sweep to clean their own spills; to be voted
on at AGM; bring your own broom & shovel if you have one
Darren & Tyler agreed to remove away wrecks for only the cost of fuel
Kim to contact Marty Supple or Al Bailey at CDRA as they will have a locked container on site with their
sweeper and groomer in it; perhaps we can store our dry sweep in there; Darren will have the key
9. Volunteer Rewards
Executive agreed that due to liability, we would not provide volunteers with beer; only food & beverages
If we have profits at year end, we will look into shirts, hats, etc
10. Storage
Kim negotiating with Art for some storage areas free of charge; details still to be confirmed
11. Ideas for Fillers or Special Events
Roll Over Contest – everyone thought this was a great idea; Michael Farrelly has contacts at Pick & Pull
that will probably provide free cars for free admissions; Darren also to contact Bucks
Monster Trucks – it was mentioned that we could not run with them, they take up the entire pits; we could
only set up an event for them if they wanted; Gary to contact them to see if interested
Demo Derby – have been contacted before; they prefer performing on dirt; increase to our clean up costs;
we have no money to pay them; damage to track group felt this was not a good idea
Crazy Canuck – everyone thought this was a great idea; Stephanie Straszninski to contact him to see if
interested; would be at end of night; needs quick set up and take down
12. Sponsorship Update
Kim and Chris have 10 really good leads on Primary and Class sponsorships; will provide details when
confirmed
Kim was advised to cold call Savannah Energy
Contact Chris or Kim if you have leads but can’t follow up on them
Agreements are posted on the website if you have any leads you want to follow up on; advise Kim of the
company name so not more than 1 person is contacting any 1 company
13. Bylaws Status
Bylaws have been approved; will be posted on the CORA website
14. Track Condition Update
Gary just got all the snow off corner 3
Track is in same condition it was at end of season; no additional winter damage
Pits are still under water; they are pumping it out
Corner 1 & 2 in good condition; dried out well, existing patching still solid
Chris & Gary going there next week to check it out; Steven King might be able to attend as well
15. Membership Drive total Status?
Currently have 31 members
UNIT #2, 1115 McKinnon Dr N.E. Calgary, AB T2E 6L4 Canada ph: 403-669-4210
Email: calgaryovalracing@shaw.ca Website: http://calgaryovalracing.com
16. Alcohol License Problems
As detailed above, Darren confirms that Race City has a liquor licence for the year and we will be given a
percentage of the alcohol sales if we choose to have alcohol sales
17. Website
Website is back online; there were problems with the host
18. Racer Swap meet?
Last year’s swap meet went well; Kim to contact CMRA, CDRA and WCMA to see if interested
Darren agreed to take on the job of finding a location
19. New business
19.1 Interim Treasurer – Resignation of Brian Mingo
Brian will be working out of town for some time and has had to resign
Shawna Taylor volunteered to step in and was accepted by acclaim
19.2 Year End Banquet
If we have profits, we will set up a great year end banquet
19.3 Decals
We have found a good source for decals and will be ordering some
They will be available for $5.00
Leighsa will send email to all contacts to let them know they are for sale and to send requests to her
Info will be posted on website about decals for sale
19.4 10% Commission to People who get sponsorships
We have checked with legal on whether we can do this or not; they confirm that as long as we vote to
allow this, it will be ok
MOTION: to allow the person who finds and confirm sponsorships to receive 10% of the value of the
sponsorships as a reward
Unanimously Carried
Next Meeting will be determined by Executive and details emailed
UNIT #2, 1115 McKinnon Dr N.E. Calgary, AB T2E 6L4 Canada ph: 403-669-4210
Email: calgaryovalracing@shaw.ca Website: http://calgaryovalracing.com