Roll Call

Trustees

Al Anderberg (AA), Carl Anderson (CA – Chairman of the Board), Mike Dixon (MD), Fred Guidi (FG), Arthur Kowitz (AK), Brian Larrabure (BL), Albert Newmann (AN – Treasurer), David Rutherford (DR), Luke Sayer (LS – Secretary), Kelly Shane (KS), Tim Terrell (TT), and Greg Tomlinson (GT)

Staff

Daniel May (DM – Executive Director), Ed Roman (ER – Special Committee Chairman), Leasha Overturf (LO – Road Race Director), Richard Brodock (RB – Dirt Track Director)

Guests

David Rhodes, Marsha Heck

MEETING

Call Meeting to Order (CA)

  • New trustees seated: Jeff Hargis, Bob Robins and Wes Poole
  • LS Designated  a Quorum
  • TT moved to Adopt Agenda, AN 2nd, unanimous Yes vote

Chairman of the Board Opening Comments – CA

AHRMA is financially solvent and he is not running for Chairman in 2024

EXECUTIVE COMMITTEE ELECTION

  • Nominations for Chairman of the Board
    • TT nominated Greg Tomlinson, JH 2nd
    • DR nominated Kelly Shane, WP 2nd
  • Nominations for Treasurer
    • GT nominated Albert Newmann, KS 2nd
  • Nominations for Secretary
    • AN nominated Luke Sayer, TT 2nd
  • Secret Ballot conducted for Chairman with Dan May tallying the results and GT is the new Chairman.  Treasurer and Secretary uncontested.

New Chairman GT resumes meeting

Reading and Approval of Barber BOT meeting minutes – TT Motion to accept, AN 2nd, Unanimous yes

EXECUTIVE DIRECTOR REPORT

Dan May presented  summary level Profit & Loss (P&L) statements for 2022 and 2023

MEMBER COMMENT PERIOD

David Rhodes – Positive attitude in AHRMA now.  Thanks to Tim Terrell for a great RR awards banquet. Thanks to Carl for his leadership.  Thanks to Dan, Ed and Loraine for volunteering their services to AHRMA.  Dave plans to attend all the 2024 Road Races.

Richard Brodock – The atmosphere at AHRMA has changed to a  positive note.

GENERAL REPORTS

Treasurer Financial Report (AN)
Albert said that we are in the best financial position at this point in time than in the past few years.  A lot of credit goes to the steps taken by the prior management team as well as the current team in place with volunteers in several key positions.

Secretary Report (LS)
2023 was a trying year and we have turned the corner, and optimistic about AHRMA’s future.  A few minor changes will be presented to clean up our bylaws and will be presented today for a vote.

Membership Report (ER)

Ed discussed the slides shown below and made several comments:

  1. A lot of work has been done by Lorraine Crussell, Cindy McLean, and Dan May.
  2. AHRMA membership is expected to return to a 3,000 member level.  We will strive to reach a goal of 4,500 members.
  3. Our membership is aging and we need to get more 30 to 40 year olds into our club.
  4. If each current member each brought in 1 new member we would exceed our goals.

Off-Road Race Director Report by Ed Roman for Terry McPhillips

  • MX will be back at Barber (Lot G) so all AHRMA disciplines will be available!  Alan McWilliams will be building the MX track and will be the promoter.
  • Moto Tally XC racing software training will be available to the regions.
  • Trackside MX software licensing will be  available to the regions.

Road Race Director Report (LO)

  • Leasha is thankful for the opportunity to serve as Road Race Director. “I thoroughly enjoyed this first race weekend and am looking forward to the rest of the year.”
  • Speaking of this weekend, though attendance was slightly down we still had 350 race entries on Saturday and 320 on Sunday.
  • We expect the event to be very profitable. We had very strong gate entries.
  • Great merch sales at over $3000. And once home we can look at all of the other details a bit more closely.
  • We had good weather and the mood in the paddock was very upbeat and positive. For that we are grateful.
  • We had a great staff and volunteers that made the event run smooth. I’m thankful the ambulance never left the property and anyone that had a get off was up and standing.
  • Thanks for the support from
    • Dan May
    • The staff and volunteers
    • The racers
    • The cross pollination of having Richard Brodock here was fantastic to have coaching from another director.
  • Not all weekends will be as smooth but we are up for the challenge.
  • Event planning for CMP is underway, and working on Buttonwillow now.

Dirt Track Race Director Report (RB)

  • 2024 has 9 events with 15 rounds at this time with potential for more.
  • GT stated that any regional events in all disciplines should be coordinated with the respective National Director.
  • People are approaching Richard for running AHRMA events at their facilities
  • Dirt Track has added new equipment and safety improvements by conducting fund raisers including the track status lights (Red/Yellow/Green) used at Roebling Road Raceway this weekend. They worked very well and Road Race will do fundraising for their own set of lights.

DISCUSSION ITEMS

OLD BUSINESS

  • Annual Review of Policies and Procedures
    • Discussion of Policies and Procedures to be made available to the members via the AHRMA website as well as making the procedures less labor intensive to update with general dates such as first week of December rather than specific dates that need to be updated every year.
    • LS volunteered to review and update Policies and Procedures needing changes. BOT will then have the opportunity to review and approve any changes.

NEW BUSINESS

  • Bob Robbins – discuss in-person requirements at BOT meetings vs video meetings.
    General discussion of the pros and cons of in-person meetings with a general consensus of replacing one of the 3 in-person meetings with a video meeting. Bob to flush out the concept and report back to the BOT
  • Bylaws review / update recommendations
    Luke Sayer – Bylaws housekeeping to update the current bylaws with the following changes:
    1. “Not for Profit” replacing “Nonprofit” to be consistent with our Articles of Incorporation.
    2. replace “after” with “at” first meeting for voting for Association Officers of Chairman, Treasurer, and Secretary
    3. Make the $100K level of EC approval consistent in the bylaws

LS made a motion to accept above changes, TT 2nd and vote was unanimous Yes.

  • 2024 Budget (DM)
    • DM presented a 2024 budget based on adjusting 2023 actuals for changes and it provides a significant increase in profit to allow paying down some of the debt accumulated during the prior 3 years.
    • Financial Allocation Model review and discussion. DM led an overall discussion of the current allocation model. His opinion supported by the BOT is that this is the best so far and adequately allocates the costs for reporting and management. A lot of effort went into this model by Dan, Lisi, Maggie and Ed.
      • Depending on the General and Administrative cost account, the allocation model splits costs to the 3 disciplines for reporting such as:
      • Membership income – 25% RR, 70% OR and 5% DT
      • Insurance expense – 75% RR, 20% OR and 5% DT
  • 2024 Insurance update (ER)
    • Ed described how the insurance cost for 2024 has increased by 15% which has been the trend for the last few years. Ed has spent many hours securing insurance for AHRMA in a market that many underwriters have left.
  • Membership Update (ER) – Presented above
  • AHRMA Handbook
    • Dan May – Proposal to modify and remove AHRMA Handbook language regarding “Team Owners”
    • David Rutherford – Proposal associated with “Team Owners” language to better define “Members”

RULE CHANGE DETAIL

  1. Page 8, remove strike through language “Entrant: Every person who participates in an AHRMA competition event as an owner, co-owner, rider, official, sponsor, mechanic, or crew member.”
  2. Page 9, remove this language “Owner: A person who owns, manages or controls – or appears to own, manage or control – one or more motorcycles that regularly compete in AHRMA-permitted events, which are not regularly ridden by such person in AHRMA competition. Such person shall be required to hold an AHRMA competition license and may be responsible for the action of all his/her team members and riders. Penalties levied against a rider of a team may also be levied simultaneously against the team owner, or the team owner may be penalized alone for violations of rules by his riders or motorcycles. A team owner who does not have a valid AHRMA competition license shall be barred from, in any way, participating in an AHRMA competition event and riders of such team or its motorcycles may not participate in AHRMA events.”
  3. Page 24, remove strike through language in section 6.1.9 “who will determine the cause of the leak and instruct the rider/owner on the corrective action to be taken.”
  4. Page 24, remove strike through language in section 6.1.14 “Failure or refusal to tear down an engine for examination or measurement at the request of a race official will be penalized with loss of racing privileges for up to 13 months by the rider and/or machine owner.”
  5. Page 25, remove this language in section 6.2.1 b) “A team owner may be jointly and severally liable for assessments levied against a rider or member of such team.”

DR proposed adding a Member definition to the Handbook definition section which was missing. Below is what the BOT voted on.

MEMBER: As used herein, a person who by virtue of paying AHRMA the appropriate fee, and by agreeing to abide by AHRMA’s rules, regulations and requirements, is entitled to participate in AHRMA activities and events for a specified period of time, and as otherwise set forth in AHRMA’s Bylaws. Members may either be full members, who are entitled to participate in all AHRMA events or competitions with voting rights, or associate members, who are generally persons interested in supporting historic motorcycle competition and do not have voting rights.

Discussion of Team Owner and Membership definition moved to closed session.

Proposed Owner/Team Owner handbook update as proposed by Dan May above – DR moved to accept, AN 2nd, 11 voted to accept and KS opposed

Proposed Membership definition as proposed by DR – TT moved to accept, 2nd CA – Final vote was Unanimous for accepting change.

  • Proposal to modify requirements for MX and Cross Country Off-Road Championships (AN)

MX – Final Verbiage 11.6 d 

11.6 SERIES POINTS, AWARDS

d) National Championship Series year-end awards are based on a rider’s best finishes in a maximum number of events. The maximum number of “best finishes” to count toward the championship will be specified by the Off Road Director and announced prior to the beginning of each season. A rider must earn points in the minimum number of events specified by the Off Road Director to be eligible for year-end awards.

Position Points Position Points

1…………. 20    8…………….. 7
2…………. 16     9…………….. 6
3…………. 13    10……………. 5
4…………. 11    11……………. 4
5…………. 10    12……………. 3
6…………. 9     13……………. 2
7…………. 8     14……………. 1

e) Year-end scoring ties will be broken as follows: Year-end scoring ties will go to the rider who accumulated the most points during head-to-head competition. If still tied or if they did not compete against each other, year-end scoring ties will be broken by the greatest number of moto wins, then second-place moto finishes, third place, etc. In the event of an absolute tie, the oldest rider wins.

XC – Final Verbiage 15.4a

15.4 SERIES POINTS, AWARDS

a) National Championship Series year-end awards are based on a rider’s best finishes in a maximum number of events. The maximum number of “best finishes” to count toward the championship will be specified by the Off Road Director and announced prior to the beginning of each season. A rider must earn points in the minimum number of events specified by the Off-Road Director to be eligible for year-end awards. In the event of a year-end scoring tie, the year-end scoring ties will be broken as follows: Year-end scoring ties will go to the rider who accumulated the most points during head-to-head competition. If still tied or if they did not compete against each other, year-end scoring ties will be broken by the greatest number of first place race finishes, then second-place race finishes, third place, etc. In the event of an absolute tie, the oldest rider wins.

  • Motion made to accept AN proposed Handbook changes by CA, 2nd by TT. The whole BOT  agreed to these changes.
  • Dick Mann National Vintage Challenge (GT)

How it Works:

The intention of the DMNVC is to be AHRMA’s version of the Grand National Championship, to which, the title should be the most prestigious Championship our club offers. It is awarded to the individual rider that competes and amasses the best of 4 results across 4 of the 5 disciplines AHRMA offers. A vintage based award, the winning rider will receive an AHRMA Mag cover shot, their name on the DMNVC perpetual trophy, an individual trophy and championship jacket, all sponsored by Redwood Engineering with no cost to AHRMA. Think of it as an award worthy of its namesake and a celebration of AHRMA’s vintage disciplines and machines with huge bragging rights.

  • DMNVC competitors will ride 4 out of the 5 AHRMA disciplines. It is required that 1 of the 4 disciplines be either Road Race or Dirt Track
  • Minimum number of events in each of the four disciplines will be 2
  • Series score will be based on best of four finishes for each discipline
  • AHRMA offroad scoring will be used for points
  • Any AHRMA national is a qualifying DMNVC event
  • Any event that is double-points will not count as double points for the DMNVC
  • Riders must finish the race (RR, DT, VMX, CC) and do all three loops of a Trial to be scored
  • All events with 2 days such as RR, and some CC and Trials events will score the best of the two finishes for DMNVC points
  • Tie-breaker: When registering, each rider will identify their Primary Discipline (the discipline they usually compete in most). In the event of a tie, the rider with the most points in a discipline that is not their Primary Discipline wins
  • Qualifying classes are as follows:
    • VMX: Any class/machine listed in the AHRMA Handbook under Vintage Motocross
    • Cross Country: Any class/machine listed in the AHRMA Handbook under Vintage Cross Country
    • Trials: With the exception of Air Cooled Mono, any class/machine listed in the AHRMA Handbook under Trials
    • Dirt Track:
      • Dinosaur
      • Brakeless Lightweight and Heavyweight
      • Sportsman 125, 250, 360 or 750
      • Spanish Cup
    • Road Race:
      • 500 Premier
      • 250 and 350 Grand Prix, 200 Grand Prix Plus
      • Formula 125, 250, 500, and 750
      • Pre-1940 Grand Prix
      • Class C Foot & Handshift
      • Classic 60’s & Classic 60’s 650
      • BEARS
      • Sportsman 350, 500, and 750

It is the rider’s responsibility to notify the DMNVC scorekeeper when an event is completed and a score is to be verified.

A network of AHRMA members who have bikes to loan for the different disciplines will be compiled. There will be a stipulation attached; if a rider arranges to borrow a bike for a specific event, the rider must follow through. If the effort is made to transport a loaner bike for a rider who does not show up, that rider will be ineligible to borrow machines for the DMNVC in the future.

The DMNVC series title winner will receive a special DMNVC Championship jacket, an individual DMNVC trophy to keep, and will have their name added to the Dick Mann challenge Perpetual trophy as well as a cover shot of a future AHRMA MAG.

The entire BOT, Dan and Ed support the new DMNVC approach.

  • Albert Newmann – “What is Vintage ?”
    A discussion was held about vintage and how we want to preserve the older bikes as well as publicize our newer class bikes to attract younger riders.  We need to have our whole range of bikes shown in AHRMAMAG, our webpages and social media pages.
  • Roebling event outcome
    Overall it was successful, with slightly less entries than last year.. Final event reconciliation will be done as soon as possible.
  • For the record, an E-vote was held and the BOT approved authorizing the Executive Director to sign a contract with Laguna Seca Raceway exceeding $100K on 2/12/24.

FINAL COMMENTS FROM THE CHAIR

GT said that as the new Chairman of the Board he would like to:

  • Thank the membership for their support as a trustee and the B.O.T. for their confidence in electing him Chairperson, with a huge shout out to Carl Anderson for navigating the club through our challenging past year as the Chairman of the Board
  • Applaud the great efforts of the EC, BOT, discipline directors, regional coordinators, paid staff and most importantly our volunteers.
  • Collaborate with our new Executive management team of Dan and Ed, furthering the progress they have made towards fiscal responsibility and membership concerns.
  • Call for Trustees and members to further their volunteerism, stepping up to get more involved where they can, to lead, or be on our numerous committees or offer help in their areas of expertise that could help guide the organization.
  • Make sure the membership knows his leadership philosophy is shaped by being a club member first and foremost. Recognizing that our members are our customer, with expectations of a safe, fun and nationally recognized race series and championships at amazing venues.
  • Utilize his experience and relationships from competing in all the AHRMA disciplines to insure that all have equity in resources.

Motion to adjourn GT, 2nd JH, none opposed – Meeting adjourned at  4:08 pm