Meeting Minutes from January 8 SC meeting
Phoenix AZ Solo Region Steering Committee Meeting Minutes
January 8, 2025
Present: Chris G, Brian M, Kevin V, Faith H, Jim E., Chris S., Kim K., Lance H., Mike H, Bill P, Tim B, Jason B., Ron B., Ben Z., Morgan T., Dan H., Danielle S.
Guests: Clifton R., Hayden P. Austin B., Jorge R. Dave S.
1. Update on region – Kim K – 5 min
a. 497 members, 23 have another club as region of record. So up by a little.
2. Financials – SC discussed financial issues. Members of PASR may request details by PM/Email from the PASR treasurer.
3. Discussion of costs for Fall series – Kim K – 5 min
a. Move to PIR will cost more. AMP is $3300 per day. Phoenix Raceway will be more. At least $5000 per event, including equipment storage and transport expenses.
b. Firebird has similar costs to Phoenix Raceway
4. Award Banquet update – Danielle S – 5 min
a. All set for banquet following Jan 19 event. Starts at 5pm at Saddle Mountain Brewing, about 5 min from AMP. We have the patio to ourselves. Club will pay for food. Beer/wine on our own. Awards for spring and fall 24 plus raffle prizes ready.
b. Registration on motorsports reg. 45 so far. Can accommodate up to 75. Will open to walk ins from Jan event if we don’t sell out.
5. Equipment update – Ben Z – 5 min
a. Team has fast setup & teardown times. Average of 47 minutes. Teardown about 32 minutes.
b. Logistics options for Phoenix Raceway. 4 options: Mobile shipping containers, new trailer, truck, old trailer we already own.
c. Mobile shipping container would be best, but no one will pick up on a Sunday evening. Maybe they’d be OK with Monday?
d. Trailer: we’d need to store it and pay for that. We need to move it. $7-$9k up front cost. Storage a bit over $100 per month.
e. Truck: Up-front cost much higher, storage the same, but you wouldn’t need to tow it. Maintenance cost much higher.
f. Existing trailer: heavy, not sure what shape it’s in, same issues with storage and hauling.
g. Brian will ask Phoenix Raceway if they’d be OK with pickup on Monday.
6. New site(s) planning update: Phoenix Raceway and Firebird – Kevin V and Brian M – 10 min
a. Shakedown event in May is fine, we just need to pay for it.
b. Maybe May 4? Same as Crow’s landing. May 11 is Mother’s Day.
c. Best option seems May 10. Could also do April 19. Brian will check on both.
d. Conflated with equipment logistics. Its more complicated than you’d think.
e. Dates scheduled for both Fall 25 and Spring 26.
f. Events at firebird seem feasible too. Pricing is similar.
7. Spring 25 special events / National Tour plans – Kevin V and Ken M – 10 min
a. Work underway to increase headcount for track event
b. Spring tour planning underway. Practice course organization changes will be made. Some ideas, particularly from Scott Urich.
c. Maybe no 2-day goodbye to amp event? Too much all at once with Phoenix Raceway shakedown event.
d. Should still do something for AMP staff at last event. Maybe a nice thank you gift at the last driver’s meeting? Danielle will look into it.
8. New classes registration/timing changes: Do we have a plan? – All – 10 min
a. Bucki is on top of it. Reg has fixed the issue that caused live timing to go down last time we had class changes.
b. Bucki will not be there in Jan. Lance and Jason will get everything set before the event.
c. Danielle has backup plans if problems occur.
9. Pre-registration current procedures and ideas for improvements – Kevin V, Lance H, Mike H – 30 min
a. Current situation is that a few people per event end up getting left on the waitlist. Increased some in Dec event. But typically ~5. Still, many people might just give up.
b. Increasing number of drivers per run group a bit would not be a big deal
c. Motion to increase from 37 to 40. Easiest lift without messing with the grid. Possibility to go higher if needed but try 40 first. Motion passes unanimously.
d. May need to make further changes if we continue to sell out and have a wait list. We’ll wait for move to Phoenix Raceway to tackle them, as many changes will happen with the move.
10. Changes to SC membership: Setup chief (Ben Z), teardown chief (Tim B), Course design chief (Bill P), course setup chief (Jim E). Unanimous yes
11. Next meeting? – All – 5 min
a. April 2
Logistics & Storage Solutions
Four Options
A) Portable Shipping Container Solutions
B) Trailer 7’ x 16’
C) Mobile Unit (Truck)
D) PASR Existing Trailer
Option A)
1) Preferred solution.
2) Two Vendors
a) PODS®
i) Monthly Storage; $206.00
ii) Pick Up & Drop Off; $90.00
b) 1-800 PACK RAT®
i) Monthly Storage; $217.00
ii) Pick Up & Drop Off; $82.00
3) Both vendors can drop off & pick-up provided >10 business day notice w/direct scheduling under a commercial account for PASR.
4) Both vendors service PHX & Surrounding Metro
5) Both vendors support warehouse access
6) Neither supports storage of ignitable liquids or fuel powered equipment.
7) Annual Estimated Ops Cost; $3600.00
a) Many benefits.
Mobile Mini cannot support needs.
Option B)
– 7 x 16’ Trailer, Double Axel, Electronic Brakes
– $7000 – $9000 Initial Cost
– Customization Available w/add’l costs & adds build time.
– Average Annual Operating Costs (Insurance, Storage Fee’s & Maintenance) $2200 – $3100
Pro’s;
– Only an initial purchase cost.
– It goes where its towed, no geographical restrictions.
– Low maintenance costs (tires & general servicing)
– Many people have capable vehicles
Con’s:
– Requires a member or supporting member to tow to events with a suitable vehicle on the prescribed date on a prescribed time. Many variables inhibiting a guarantee of service
– Insurance restrictions (who can tow
– Vehicle restrictions (estimated 5000# – 5500#’s)
– Trailers are rough on equipment
– Storage Fees (Ranges from $70.00 to $150.00)
– Fuel Costs for driver
– Maintenance Costs for trailer
– Trailer loading is a serious concern for driver, vehicle & trailer safety
Option C)
– <26,001# Single Axel Box Truck
– $11,000 to >$80,000.00 Costs
– No customization available from factory
– Lease options available
– Many new & pre-owned units
– Est. Annual Operating Costs (Fuel, Storage, Insurance, Maintenance), $5100 – $6400
Pro’s
– Lift gates available
– Fairly easy to drive
– No need for tow vehicle
– Can customizer to our needs
– Stable (no trailer sway, tongue weight concerns)
Con’s
– Still requires member to drive to and from events. They would then have to get a ride back to their domicile or vehicle storage area.
– Variable Fuel Costs
– High Insurance & Registration Costs
– Restricted Drivers Lists
– Requires Storage ($120.00 – $308 month)
– Requires monthly maintenance costs
Option D)
– PASR Existing Trailer
– ???
– May need considerable service
– Is purportedly quite heavy
– Pro’s & Con’s S.A.A.
