Notice to Members: At the suggestion of Secretary Wes Poole, the AHRMA Board of Trustees agreed to use Gemini Notes as a supplemental transcription and note-taking tool for this meeting. The tool is intended to help capture discussions, reports, decisions, and follow-up items efficiently and consistently.

Gemini Notes does not replace the Board’s formal review and approval process. As with all meeting minutes, the notes are intended to capture the spirit of the subject matter, subject to review, correction, and approval by the appropriate AHRMA officers and trustees before becoming the official record.

Greg Tomlinson called the special session of the AHRMA Board of Trustees to order at 3:39 p.m. Pacific time on August 13, 2026.

Roll Call

Trustees

Jeff Hargis (JH), Jeff Oakley (JO), Wes Poole (WP-Secretary), Bob Robbins (BR), Luke Sayer (LS), Tim Terrell (TT – Treasurer), Greg Tomlinson (GT – Chairman), David Stanton (DS), Ellen Voermans (EV), Jeff Bushey (JB)

Absent

Colton Roberts, Todd Miller

Staff

Ed Roman (Special Committee Chairman)

The meeting agenda was adopted following a motion by Wes Poole and a second by Jeff Hargis.

The prior meeting minutes were approved following a motion by Luke Sayer and a second by Ellen Voermans.

Summary

The board reviewed financials and solidified operational leadership transitions during the ongoing executive director recovery period.

Financial Status and Outlook
Operational funds remain stable despite minor projected shortfalls caused by external factors like event cancellations and elevated costs of fuel. Financial management protocols will continue without change to ensure organizational stability.

Interim Leadership Appointments
The board unanimously ratified an interim structure to redistribute executive director responsibilities while supporting the recovery of the current executive director. Internal leaders were appointed to maintain operational continuity leading up to the upcoming event.

Governance and Workload Management
Leadership addressed concerns regarding bylaws compliance and the capacity of interim roles. Trustees confirmed that current arrangements align with organizational rules and prioritized team-based support systems.

Banking Authorization Decisions
The board officially passed a motion to add the treasurer as a second authorized party for all banking affairs. Tax filings were confirmed as prepared with completion expected by the end of the month.

Decisions

Aligned

  • Continued salary payments during recovery The board decided to continue paying current Executive Director, Daniel May’s, retainer during his medical recovery period.
  • Interim leadership roles and responsibilities ratified The board ratified the proposed interim roles and responsibilities for the executive director and special committee chairman to manage operations during Daniel’s absence.
  • Banking authority granted to Treasurer The Board formally approved the motion to grant the organization’s Treasurer, Tim Terrell, banking authority as the second authorized actor on the company’s financial accounts to ensure continuity.

Details

  • Call to Order and Quorum: Greg Tomlinson called the special session of the AHRMA Board of Trustees to order at 3:39 p.m. Pacific time on August 13, 2026. A quorum was established with nine trustees present, noting the absence of Colton Roberts, and Todd Miller.
  • The agenda was adopted: The board approved the meeting agenda following a motion by Wes Poole and a second by Jeff Hargis.
  • Meeting Minutes Approval: The board approved the minutes from the July 13th 2026 meeting following a motion by Luke Sayer and a second by Ellen Voermans.
  • Financial Overview – Bank Accounts: Greg Tomlinson provided an update on the organization’s three bank accounts. The Wells Fargo daily operating account holds $139,460.40, and the Wells Fargo trade account, used for reserve funds and earning higher interest, holds $26,545.12. The decrease in the trade account balance was attributed to a $75,000 transfer made by Daniel May to cover track deposits for the Road Race events held at Gingerman, Blackhawk, and Nelson Ledges, which is a standard procedure and will be replenished by event income after event settlements. The benevolent fund remains unchanged at $103,952.00.
  • Financial Outlook: Greg Tomlinson noted that while income is steady, expenses have risen, and the organization is currently operating within the $30,000 shortfall projection previously guided by Daniel May. Factors such as gas prices, lower attendance at certain races, and cancellations in off-road events have affected the current financial position, with a comprehensive year-end assessment to follow at the next board meeting held after the Barber event.
  • Update on Daniel’s Medical Condition: Greg Tomlinson reported on Daniel’s recovery efforts following a recent hospital visit by Road Race Director, Leasha Overturf, noting improvement in his condition since his incident at the Gingerman Road Race event, The organization continues to support Daniel and his family, and community feedback has been overwhelmingly positive with significant outreach and well-wishes.
  • Support for Daniel: The executive committee, including Ed Roman, Greg Tomlinson, Wes Poole, and Tim Terrell, decided to continue paying Daniel’s retainer during their recovery to assist with medical expenses. Additionally, members of the community have volunteered to fund Daniel’s transfer to a hospital in the Chicago area to be closer to home, easing the burden on his family and partner.
  • Interim Roles and Responsibilities Proposal: To address Daniel’s absence, the executive committee proposed an interim plan, developed in consultation with founding chairman Fred Mork, and AHRMA staff to ensure continuity of operations until the Barber event. Per the bylaws, the chairman cannot serve as the executive director; therefore, Ed Roman will serve as the interim executive director, maintaining his existing off-road, membership, strategic and risk responsibilities while adding duties such as joining the publications committee and interfacing with the finance team.
  • Leadership Redistribution: As part of the interim plan, Greg Tomlinson will act as the chair of the special committee, taking on a significant portion of Daniel’s duties, including overseeing the flat track and the road race directors and managing the finances. This arrangement is designed to be unpaid to assist with Daniel’s recovery and to ensure compliance with the AHRMA bylaws prohibiting paid roles for board members.
  • Volunteer Support for Planning: Bob Robbins has volunteered to assist with road race planning, specifically covering events at Blackhawk, Nelson Ledges and Barber to support Leasha Overturf, who directs the road race program. Bob Robbins’s existing involvement with the road race planning committee and safety committee makes them a key collaborator in managing these responsibilities during Daniel’s absence.
  • Financial Processes and Oversight: Greg Tomlinson emphasized that financial processes, managed alongside Lisi Bratcher, will remain stable with no major changes in position or movement of funds during this interim window. The team will continue to adhere to established protocols, ensuring no disruption in reporting or financial management while awaiting the next set of financials post-Barber.
  • Strategic Rationale for Internal Appointments: Greg Tomlinson explained that the decision to appoint internal leaders rather than hiring an outsider is intended to maintain continuity and avoid the steep learning curve associated with an external hire during a critical period leading up to the Barber event. The current structure is intended to carry the organization through Barber, after which the board will assess Daniel’s recovery status and determine the long-term strategy at the Barber board meeting.
  • Debt Repayment Status: Jeff Hargis inquired about the timeline for paying off the remaining $50,000 loan. Greg Tomlinson clarified that while the executive committee intends to pay off the debt this year, the timing depends on maintaining an agreed threshold with the lender in the working bank account and the financial outcome of the Barber event.
  • Bylaws Compliance: Dave Stanton raised concerns regarding whether the interim placement is codified in the organization’s rules. Ed Roman confirmed that the proposed plan was reviewed by the executive committee and secretary to ensure alignment with the bylaws, noting that while the bylaws are the final authority, they have been regularly updated and maintained by the former Secretary Luke Sayer.
  • Managing Executive Workload: Jeff Oakley expressed concern regarding the increased workload for the executive leadership and the potential for burnout. Greg Tomlinson and Ed Roman addressed this, confirming that they are collaborating closely to manage the distribution of tasks, with Ed Roman emphasizing their team-based approach and willingness to seek help from other trustees as needed.
  • Formal Ratification of Interim Roles: The board moved to officially ratify the interim roles and responsibilities. Luke Sayer moved to approve the proposed responsibilities of the executive director and special committee chairman as presented, and Jeff Hargis seconded the motion. The motion to adopt the document titled “Proposed interim roles and responsibilities of the Executive Director and Chairman of the Special Committee” was unanimously approved.
  • Banking Access Motion: Greg Tomlinson reported that while Lisi Bratcher currently has working access to the cash account, which holds approximately $130,000, only Daniel has access to the benevolent fund and the trade account. Greg Tomlinson requested a motion to grant the Treasurer, Tim Terrell, banking authority as a backup to the executive director to ensure organizational continuity. Luke Sayer made the motion, and Ellen Voermans seconded it. The motion passed without opposition, formally adding the treasurer as a second authorized party on banking affairs.
  • Tax Filing Status: Greg Tomlinson confirmed that tax returns are completed and that the CPA firm are prepared to submit them. Tim Terrell verified receiving, signing, and returning the documents to the accountants in Daniel’s absence. The executive team expects the filings to be completed by the end of the month.

The balance of the meeting was an open forum for the trustees to discuss rules proposals in advance of the final RCP vote meeting to be held on August 19th 2026.

Jeff Oakley motion to adjourn, Jeff Hargis seconded (5:30pm Pacific Time).

Proposed interim roles and responsibilities of the Executive Director and Chairman of the Special Committee

The following interim roles and responsibilities are proposed to ensure that AHRMA’s business operations continue without interruption and that member expectations are met during the Executive Director’s absence.

This strategy was developed collaboratively by Ed Roman, Chair of the Special Committee, and Greg Tomlinson, AHRMA Chairman of the Board. The proposal is consistent with AHRMA’s Bylaws and reflects organizational practices previously implemented under similar circumstances. It was also developed with input from Fred Mork, AHRMA’s founding Board Chair, along with the executive committee and current stakeholders involved in the organization’s business operations.

Under this proposal:

  • Ed Roman will serve as Interim Executive Director.
  • Greg Tomlinson will be appointed Acting Chair of the Special Committee during the interim period.

Interim Executive Director Responsibilities (Ed Roman)

As Interim Executive Director, Ed Roman will assume responsibility for the following duties and meetings:

  • Publications Committee meetings (Greg Tomlinson currently serves on this committee as well)
  • Barber Steering Committee meetings (Greg Tomlinson currently serves on this committee as well)
  • Barber meetings conducted via Zoom
  • Barber MX planning and contract amendments
  • Financial meetings with Lisi when the Board Chairman is unavailable
  • Attendance at meetings as requested by the Board Chairman
  • Approval of insurance matters, off-road activities, and other financial transactions as required
  • AHRMA Safety & Risk Management Committee
  • Race event insurance oversight
  • AHRMA Strategic Planning Steering Committee
  • Off-Road Planning Committee
  • Regional Coordinators meetings
  • Off-Road Technical Inspectors meetings
  • Communications and administrative coordination

Acting Special Committee Chair Responsibilities (Greg Tomlinson)

As the Acting Chair of the Special Committee, Greg Tomlinson will be assume responsibility for the following duties and meetings:

  • Flat Track operations with Kaitlynn Osberg
  • Road Racing operations with Leasha Overturf and the Road Race Planning Committee
  • Processing day-to-day financial transactions with Lisi Bratcher
  • Sponsorship program activities with Brandi Martinez
  • Major financial decisions, including Money Market investments and Benevolent Fund transactions in collaboration the executive committee if required.
  • Required state and federal nonprofit organization reporting
  • Organizational insurance matters (non-racing), with continued support from Ed Roman
  • Board of Trustees meetings and financial reporting

Email Communications

Daniel’s AHRMA email account will be forwarded to Greg Tomlinson to ensure timely responses to matters in which Daniel was actively engaged on behalf of AHRMA.

Interim Operating Strategy

This proposal maintains AHRMA’s existing organizational structure and operational processes to ensure continuity through the interim period, extending through the Barber Board meeting. During this time, AHRMA will continue to conduct business as usual, with no significant changes to its operations until Daniel May returns or a permanent Executive Director is appointed. At the Barber Board meeting, the Board will determine its long-term strategy regarding Daniel’s return or permanent replacement based on the prognosis of his recovery at that time.

The Executive Committee strongly agrees that AHRMA will continue to compensate Daniel during his recovery as well as requesting a benevolent fund payout on his behalf.