AHRMA Board of Trustee Meeting Minutes; October 12, 2020

The third 2020 meeting of the American Historic Racing Motorcycle Association (AHRMA) in Birmingham, AL, was called to order at 08:00 A.M. by Arthur Kowitz, AHRMA Chairman.

In attendance:
Curt Comer
Cindy McLean
Arthur Kowitz
Kelly Shane

Debbie Poole
Rob Poole
Kevin Burns
Brian Larrabure

Louis LeBlanc
Beno Rodi
Albert Newman
Tim Terrell

Absent:
Luke Conner
Fred Guidi

Member Attendees:  Jim and Terry Korn, Ross (Rosco) Tuffli, Luke Sayer, Dierdra and Eddie Parks (Circle Bar M.S. Fluvanna, TX), Tony Paul (Offroad Director), Peter Essaff, Ann McKinley and Johnny Crown.

June 1-3, 2020 Meeting Minutes were approved (Motion to approve Tim Terrell, second Brian Larrabure, Vote 10-0 in favor)

Chairman’s report – Arthur Kowitz

Arthur shared the accomplishments achieved over the course of 2020:

  • Accomplishments of note:
    • New EC with weekly meetings and report-outs;
    • Survived COVID – legally, financially, etc. (PPP proceeds);
    • Evolutions and enhancements to MSR Membership Management and Race Registrations platform;
    • Initiated AHRMA Merchandising function – web store, fulfillment center, event sales;
    • Worked on marketing plan and empowered Amy Jacques for AHRMA Mag advertising sales as well as disciplines, event and class sponsorships;
    • Trademarked AHRMA Classic Motofest;
    • Worked on Policies and Procedures manual;
    • Executed and compiled member demographics survey;
    • Engaged Rebecca Cunningham and Steph Vetterly for videography and social media marketing (OR &RR);
    • Volunteer Campaign;
    • Awards Advocate / Volunteer Response Team;
    • Tech tips at track  and AHRMA MAG;
    • Eddie Lawson Tribute Bike virtual raffle to benefit AHRMA and the RRW Action Fund (Airfence initiative)
    • Allocation of membership moneys to diffuse discipline bickering;
    • Offroad credit for memberships;
  • Offroad General:
    • Sponsor Program
    • Formalizing Regions
    • Bringing consistency & fiscal prudence to promoter/AHRMA agreements
    • Self promoting
  • Unify AHRMA:
    • AHRMA 1 campaign / marketing, t-shirts, rack cards
    • Dick Mann Team Championships
    • Multidiscipline Events
    • Offroad membership credit due
  • Emphasize Vintage
    • Vintage Cup (RR – 500 Premier Class – Offroad?)
    • Team Championship
    • Entry rebates
  • Dirt Track
    • Repackaging, east & west – Business & marketing via volunteer work
    • Fresh new classes
  • Trials
    • More inclusive classes
    • Schools
    • Youth classes
  • Motocross:
    • Focus on traditional tracks
  • Roadracing:
    • Hosting events at dream tracks;
    • Podium and podium backdrop featuring sponsor created;
    • Airfence donations to the Roadracing World Action Fund

Financials Reports (Curt Comer)

  • Engaged CPA firm for financial review and tax returns
  • In the process of restating financials
  • Cindy taking care of accounts receivable – 90% current
  • Migrated to using Square merchant account for all online purchases
  • Member – insurance subject matter expert is providing guidance.  Insurance coverage moved to agency in Ohio to comply with requirements as a 501(c)(4)
  • Benevolence and investment summarized by Brian Larraburre
  • Payroll protection plan proceeds from the federal government enabled AHRMA to continue operating when we had no income from racing;
  • The board and the EC worked together to weather COVID – PPP should be a forgivable loan.  We should break even at the end of the year.
    • Currently only 3 people as W4 employees, all the rest are 1099 contract vendors.
  • Fiscal YTD Income (12/2019-9/2020) approximately $913k, minus expenses $939k, for net income of ($26k).

Executive Director’s Report (Curt Comer)

  • Profit & Loss by Discipline
    • Dirt Track Net Profit/(Loss): 1,275 – 5,340 = (4,065)
    • Cross Country Net Profit/(Loss): 17,030 – 14,636 = 2,394
    • Motocross Net Profit/(Loss): 40,328 – 26,565 = 13,763
    • Roadrace Net Profit/(Loss): 600,440 – 447,829 = 152,611
    • Trials Net Profit/(Loss): 4,216 – 1,632 = 2,584
  • Membership – $161,919.00
  • Donations
    • Benevolent Fund – $2446
    • Member – $5,749
  • Multi-discipline events status (AHRMA Classic MotoFest) 2021
    Members embracing the idea of multi-discipline events

    • Daytona International Speedway (and surrounding facilities) (Jan 2-3, 2021) – Arthur to manage and build checklist program for other venues
    • Heartland Motorsports Park, Memorial Day 2021
    • Weathertech Laguna Seca (Jul 16-18)
    • Barber Vintage Festival (Oct 8-10)
    • Festivals will be partnerships with entities that manage the “festival” portion (i.e. AMCA, VJMC, etc).  AHRMA will be receiving a percentage of all gate receivables.  Good infrastructure for a successful festival at Daytona.  Topeka also great opportunity.

2021 Provisional Calendar presented 

Click here for provisional calendar.

AHRMA Vintage Drag Racing Update (Luke Conner)

Arthur spoke on Luke’s behalf.  Luke has been talking up events and waiting for dates for drag racing events.  A number of people have expressed interest in bringing out their vintage bikes for drag racing. Now that we have a couple of dates (especially Heartland Motorsports Park), he should be able to start heavily promoting these events.

Benevolent Fund Deposits and Disbursements (cap and payouts)

Benevolent Fund Payout Cap

The balance in the Benevolent Fund is currently at $150k, and the board agrees that the distribution cap of $1k is outdated.  There was much discussion as to what the cap should be to better reflect today’s economic environment with increased insurance deductibles.

Kevin motioned to set a one-time payout per incident, with a minimum payout of $500 and maximum of $3,000 with a tiered structure to be determine by the benevolent committee… Discussion.

Arthur has been looking at the benevolent committee and considering a possible restructure.  Currently, per the AHRMA Handbook, the Benevolent Committee makes payout recommendations and the EC ratifies.  Arthur suggested that the new cap should be set to $2500.

Debbie motioned that we update the upper cap of the benevolent fund payout to $2500.  Kelly seconded.  Unanimous vote in favor of the motion.

Benevolent Fund Deposit Cap

With the Benevolent Fund balance currently at $150k, the operating fund was in jeopardy due to COVID-19.  There has been discussion of capping the maximum amount deposited funds in the Benevolent fund to boost the operating fund.  Beno said that in the past AHRMA was able to “borrow” from the benevolent fund, with the understanding that the “loan” would be paid back when the operating fund balance improved.

Consensus was that a review committee be established to address/examine whether the Benevolent fund could potentially be capped with the excess income to be redirected if needed.

Unused entries credited to Benevolent Fund

Per 2020 AHRMA Handbook, unused entries should be credited to the Benevolent Fund after 14 days if no credit/refund request is submitted.  This is currently not being enforced.

Grand National Championship (aka ‘Team 1 AHRMA’) (Brian Larraburre)

  • One AHRMA initiative – “AHRMA Dick Mann National Team Series” to be announced.  It will take place primarily at AHRMA Classic MotoFests
  • Teams would consist of one competitor each from VMX, Trials, Dirt Track, Cross Country, and Roadrace.
    Concept is people put their names in and teams will be formed through random drawings (1 member per discipline per team).  They select captain, points are kept for the event and a special trophy is awarded.  This will be a way to have fun and to generate cross discipline interested.  If a discipline is not represented at a particular festival, an alternate event would be selected to count towards Team1 AHRMA points.  Daytona could be the first event.
  • Promote in AHRMA MAG, offer online signup.  Brian is the point person for questions.  FAQ page will be established.

4.1.g – Add all disciplines to medical card verbiage

Medical card requirement is currently not being enforced.  The rule will be changed to include all disciplines and provide medical cards/lanyards at all events.

Louis motioned to change verbiage to include all disciplines and eliminate verbiage that it’s “strongly encouraged” for disciplines other than RR / DT.  Rob seconded.  Unanimous vote in favor of the motion.

Comped Fees Policy

Final Comped Fees Policy found here

2020 Election Dates

Discussion regarding the potential to shorten the voting period took place in light of the success of last year’s online voting process.  Kelly motioned for the 2021 election that nominations be set for October 1-31, Campaigning November 1-3, Election period December 1-31.  Paper ballots must be postmarked by December 31.  Seconded by Tim.  Concerns were raised regarding the USPS window – who guarantees delivery within 14 days which puts us well into January.

Kelly amended motion to state that all ballots, electronic and by mail must be received by midnight December 31.  Tim seconded.  Unanimous vote in favor of the motion.

2021 Board of Trustee meeting schedule – Meeting #1, Date and Place

Kelly made a motion to hold the first meeting of 2021 at Arizona Cycle Park – offroad event on 2/8/2021, Brian seconded, Unanimous vote in favor of the motion.

Meeting 1:  Arizona Cycle Park 2/8/2021
Meeting 2: Heartland Motorsports Park 5/31/2021
Meeting 3: Zoom?
Meeting 4: Barber Motorsports Park 10/11/2021
Meeting 5: Zoom?

Rules Proposals:  Member comments review and final voting

Arthur provided a list of rules which were recommended for approval by the appropriate Rules & Eligibility Committee, and were preliminarily voted unanimously in favor of the Rules & Eligibility recommendation and were considered to need no further discussion.  Brian motioned to convert preliminary decisions for these select proposals to final.  Kevin seconded.  The board voted unanimously in favor of Brian’s motion.  These rules are documented as “Unanimous Consent motion” in the Discussion sections of the final rules proposals votes.

Remaining Rule Proposals were reviewed and final votes taken.

Rule change proposals final votes may be found here:

Opinions on new rules proposals process

  • Limit number of rules proposals people can make – maybe 3?
  • Need to use common identifier for each proposal (entry id is assigned by software – this would make it easier to process and manage)
  • Rules & Eligibility Committee will need to perform as expected (make sure that the submitters meet the requirements) – and when asked for feedback be provided deadlines and held to it.
  • It was recommended we consider alternating roadracing / offroad each year – Arthur doesn’t feel like we need to do that.
  • Arthur suggested that we possibly have a committee to meet with members (over zoom?) who want to submit rule proposals to review how to do so.

Closed session was held