The RoadRally Board met by conference call on May 6, 2014; meeting called to order by Rich Bireta at 7:30 pm CST.
In attendance: Rich Bireta, chairman, Jeanne English, Chuck Hanson, Sasha Lanz, Clarence Westberg, Len Picton; not in attendance: Deena Rowland from the National Office, BOD liaisons Peter Zekert and Tere Pulliam.
The April minutes were approved (Chuck/Sasha/pass).
Bruce Gezon has resigned from the RRB and as Rules Committee liaison and as National points keeper effective May 6. He will retain responsibility for lifetime points and is willing to continue to procure the annual awards. Jeanne will take over as Rules Committee liaison, Chuck will take over as National points keeper.
Front Burner Items:
1) April RRB Meeting action items
a. Agenda out by May 2 (Rich) DONE
b. April minutes in FasTrack (Jeanne) DONE
c. Planning Calendar updated and posted (Jeanne, Deena) DONE
d. Revise insurance language in safety checklist, reply to Detroit (Chuck) DONE
e. Inform Clyde Heckler that his letter was discussed and decisions made (Rich)DONE
f. Draft formal RRB response to Heckler / Minor letter (Bruce) DONE
g. Publish response to Heckler/Minor letter (after May meeting) Open
h. Return of Heckler/Minor claim fee (Deena) DONE
i. New Safety Steward Manual posted (Deena) DONE
j. WDC Region Rally Textbook posted (Deena) Open
2) RReNews
a. Kudos and much appreciation to Cheryl Babbe for another great issue. Several folks commented positively on the SCCARoadrally Yahoo! group and Rich has heard positive comments from several members of the community complimenting this issue.
3) RRRs Errors and Omissions
a. Article 20.E - change the two references to 20.E to 20.D. Exact wording is in the Dropbox. Motion to approve: Jeanne/Chuck/pass. Chuck will post to the SCCA Forum, the Yahoo list, and send to Cheryl for RReNews.
4) RFOs Technical Bulletin
a. Bruce drafted a Technical Bulletin amending Chapter 24.B.6 of the RFOs in response to Clyde Heckler's letter; it adds this sentence: The claims committee shall never consider or use a contestant's opportunity to recover from a course error as a reason to deny an otherwise valid claim. Document is in Dropbox; move new sentence to the end. Motion: adopt the technical bulletin as amended with the additional sentence. Jeanne/Sasha/approved. Rich will put the new version in the Dropbox, SCCA Forum, RReNews, and Yahoo group (Chuck will do this one).
5) 2014 Coker Tire Challenge
a. Jeanne has volunteered to act as Chairperson/Liaison; Chattanooga Region has stepped up to be the host region; Howard Duncan has told Rich that SCCA is willing to forgo the sanction fee; hotel just about locked up; get rooms quick [hotel update: it will be The Chattanoogan Hotel (a AAA 4-Diamond hotel) at $139 a night; wait for registration code before making reservations]
b. Publicity plan. Jeanne received an email from Philip Royle (SportsCar) looking for information; she sent him what she had.
6) Rules for Organizers Update (Bruce)
a. Status update? Bruce told Rich at the Madison rallies that Ron Ferris had completed the RFO revision; Rich has received a copy of it, will forward it to us to look over for next month's meeting
7) Reorganizing the Toolbox
a. Draft outline is in the DropBox (Len); Len wanted a conference call meeting with Deena and the SCCA IT people to discuss the reorganization of the Toolbox, but it hasn't happened yet. Len wants list of 2013 rallymasters, to add to his 2012 list, and to share with Dave Head; Jeanne will send her list to Len.
8) 2013 Championship Season Status
a. 2013 Tour and Course Results status (Bruce)
b. 2013 Plan B - Bruce has resigned as points keeper, Chuck will take this over
9) 2014 Championship Season
a. When should the next Planning Calendar be published? As stated last month, the plan is for an update once a month; next update soon.
10) Significant changes to Road Rally Championship (Chuck)
a. Chuck has provided a reorganized proposal which was released for public comment on both Yahoo and RReNews with comments due May 31. Dave Head has posted a substantial list of comments and complaints on Yahoo, several of which were misinterpretations of the proposal. A response has been posted pointing out how the proposal actually handles the concerns. Cheryl has privately told Chuck that she has a better proposal, and he asked her to send it to us. (It was posted to the SCCA Forum earlier today.) No other comments received, and none specifically addressed to the RRB; there is still until the end of the month for opinions.
b. What about Cheryl's proposal? She posted it on the SCCA Forum. One main goal is to have a calendar by 11/1/14 for 2015 season; her plan is strictly for nationals, with only double national weekends; regionals and any additional nationals don't count toward the championship; this program will be easier to promote. The RRB discussed it at length, saying that it contains some thought-provoking ideas, with a strong component of promotion.
11) Official Observer Reports (Nationals) (Bruce)
a. The recent National events in Pittsburgh highlighted some procedures in the sanction process to which we need to adhere. They are detailed below:
b. At the time of sanction, the Rally Department (Deena) should send an electronic copy of the RRRs and RFOs to the Official Observer at least a week prior to the event with a cover note to the Official Observer highlighting their responsibility as described in Chapter 7 and Appendices C and D. Chuck commented that this is a significant change to current procedures in that most organizing committees do not announce the Official Observer and Claims Committee appointments until the opening of Registration on Friday evening; this would require that committees provide the names to the Rally Dept. more than a week in advance; and then what if the person(s) can't make it to the event at the last minute. Perhaps the requirements for the OO and CC need to be in the RRRs because that is the one document that ALL competitors are required to have and be familiar with. Suggested by others: a packet for the Official Observer, with applicable pages of the RFOs.
c. The Rally Department (Deena), as part of their post-event duties, need to ensure that Official Observer's reports are submitted to RRB (as already listed at the top of the OO form).
d. When looking at the revised RFO proposal (item 6.a above), evaluate it for requirements and procedures.
12) Road Rally Publicity
a. Where, what and who?
b. Background: There need to be activities which make the sport of road rallying more visible to members of the SCCA and the general public.The RRB should not take on the promotion of individual events, but there should be a more organized and concerted effort to raise the visibility of the sport. Where should this promotion be done? (e.g. Yahoo forum, SCCA web site, Facebook, ...) What items should be included? (National events, national results, signature events). Who should be responsible for executing this publicity and promotion?
c. RRB responses: What to put? Jeanne - upcoming events, Clarence - agrees; Rich - a paragraph or two highlighting signature events; Clarence - has anything been submitted lately? No. Rich will write a blurb about CAST in Stone for SCCA website. Rich to Clarence - are you still doing a Facebook page? Clarence -- yes, it's sort of like a storefront, where you put up things that are interesting. Sasha mentioned Sccaforums.com (this is not the current SCCA Forums), which didn't catch on (it predated Facebook). Rich - we need a press release on scca.com/rally about RReNews.
13) 2015 Potential Signature Events
a. JRRC (Jay Nemeth-Johannes proposal) - multi-day event; he has submitted an updated proposal for us to look at
b. Coker Tire Challenge
14) New business, open forum
a. Road Rally Town Hall via conference call? Given that we don't have good rally attendance at the convention, should we have a conference call Town Hall meeting? Who to invite? How to do it? No PIN necessary. Sasha and Len both said we should at least give it a try. Rich will look into setting it up for late summer.
b. Motion to revise the Audit Form to specifically require that the audit include a set of Official Results. No second, no vote. Does there need to be a fine for failure to include results, or is it sufficient to say that an audit isn't recorded until the results are submitted and just go with the existing fine for late filling of an audit? [This is in response to Item 8.b. above] Chuck will revise the results form to say to send results to both him and Deena, separately from the Audit form.
c. Rich forwarded an email from Doug Shepherd with a suggestion for regionals with awards at various experience steps; Chuck was generally in favor; Len asked who would keep the points; Rich said maybe we put the burden on the contestant, have them show results that he or she has achieved the necessary results.
15) Pick your "one RRB-task" this month:
a. Jeanne - get minutes done sooner
b. Clarence - link to RReNews
c. Sasha - contact Eileen Waters again about press release
d. Len - add 2013 rallymasters to his list
e. Rich - read RFO, talk to Deena about a phone conference town hall
f. Chuck - get up to speed on points
Meeting adjourned 9:29 pm CDT
Next meeting June 3, 2014, via telephone conference.
Respectfully submitted,
Jeanne English, RRB Secretary