AHRMA Board of Trustees Meeting Minutes; February 10, 2020

NOTE:  After considering legal advice, the Board of Trustees has ceased the practice of audio recording the regular meetings of the Board of Trustees. The official minutes of the open session of each regular meeting will be available for member review on the AHRMA website as soon as practical after each regular meeting. Members are encouraged to read the minutes and contact any Trustee to discuss topics that are of interest. In order to provide members with accurate details of our board meetings, AHRMA has retained a paid scribe dedicated to recording the meeting minutes, which will be published and distributed to members in a timely manner.

The first 2020 meeting of the American Historic Racing Motorcycle Association (AHRMA) in Salinas, CA, was called to order at 08:05 A.M. by Arthur Kowitz (Treasurer) acting as Chair.

Attendees:
Executive Director Curt Comer, Arthur Kowitz (Treasurer), Kelly Shane, Rob Poole, Albert Newmann, Debbie Poole, Brian Larrabure, Beno Rodi, Cindy McLean (Recorder)
Non-Trustees: Mike and Leona Dixon, Alex McLean, Tony Paul, Al Wenzel, Dewanna Comer, Cindy McLean

Absent Trustees: Luke, Conner, Kevin Burns, Louis Leblanc, Tim Terrell, Fred Guidi

Barber Meeting Minutes were approved (Motion to approve Kelly Shane, second Rob Poole, Vote 7-0 in favor)

Arthur requested that in the future minutes be re-sent to the board members a week prior to a board meeting so they can be reviewed prior to the meeting.

Arthur introduced and congratulated re-elected incumbent board members, Beno Rodi and Rob Poole and newly elected board member Albert Newmann.

Election of Officers for 2020

Chairman of the Board: Kelly nominated Arthur Kowitz, Brian seconded, no other candidates were introduced.  Arthur unanimously elected as COB (Vote 7-0 in favor)
Board Secretary: Rob Poole nominated Kelly Shane, Arthur seconded, no other candidates were introduced (Vote 7-0 in favor)
Board Treasurer: Kelly nominated Brian Larrabure, Rob Poole seconded, no other candidates were introduced (Vote 7-0 in favor)

Kelly asked about video conferencing for EC meetings, the Offroad committee is already looking into Google Hangouts with Albert taking the lead.  It was agreed that Albert could proceed for the EC and he would provide training for those who need it.

Arthur – Roberts Rules of Order – to be used as a guideline not a requirement

Open member-comment period (9:00-10:00am)

  • Mike and Leona Dixon spoke – both positively regarding the direction AHRMA roadracing is going and thanking the board and Curt Comer for the work they have been doing.
  • Allen Wenzel asked Arthur about the absent board members.
  • Tony Paul thanked the board for bringing him on board as the interim Offroad Director.
  • Alex McLean expressed his appreciation to the board – and expressed that he offered as a volunteer to assist Mark Morrow in the new AHRMA Academy of Roadracing.
  • Arthur (as a member) thanked Curt Comer for everything he and Dewanna Comer do.
  • Tony Pentecost spoke regarding the past 6 months of roadracing and where we are going with multidiscipline events. He reported that we covered Laguna Seca track rental cost with entry fees.

Treasurer’s Report – Arthur Kowitz

AHRMA has 2 investment accounts, currently averaging about a 12% yield – unexpected expenses required dipping into the reserves

Benevolent fund continues to grow and is currently over $130K.  Members aren’t taking advantage the way they should – Arthur suggested that if anybody knows someone who can benefit from it and seems unaware that they can take advantage to make them aware.  Those who have been full members for at least a year and are injured at an AHRMA event, are eligible to submit a request to the Benevolent Fund Committee. Benevolent fund payouts are limited to $1K

Executive Director’s report – Curtis Comer

Balance Sheet – end of last fiscal year:
gives bank balance/accounts receivable/benevolent fund/investment account
We withdrew $50k to meet pre-existing obligations after Curt came on board – and then later $40k late in the year to cover deposit(s) for roadrace venues

4 requests for assistance through Benevolent Fund – 3 were approved, one did not occur at an AHRMA event and therefore was not eligible.

Curt reviewed the details of the Balance Sheet.

Highlights from 2019:

MSR migration: After Barber, Trustee Brian Larrabure stepped up and initiated a coordinated effort with MSR for required improvements.  Membership has had some difficulty but that’s starting to improve.

Albert Newmann asked about getting onsite support from MSR at Diamond Don’s and maybe some other events.  Curt welcomed his suggestions and Brian offered that a 3-way call with Albert and MSR be initiated to continue the discussion.  Brian will coordinate.

Membership: Cindy McLean has been assigned membership in addition to other responsibilities.

RR Directors: Tony & Faynisha Pentecost were named full Roadrace Directors

AHRMA MAG: Kevin McIntosh was brought on board as editor of AHRMA MAG (and all print media) middle of last year – we have a team of contributors for content.

Offroad Director: Fred Guidi resigned as Offroad Director. Tony Paul was named as interim Offroad Director

Insurance: Curt worked to determine direction for insurance.  Jones Birdsong renewed.  We now have a member who is a subject matter expert assisting us with insurance decisions and directions.  Our premiums are discounted due to our being a vintage organization. If there was an incident at an OR event with more modern classes, we could run the risk of having coverage denied. There was discussion regarding promoter classes that are not AHRMA Vintage classes. Insurance coverage of promoter classes is between the promoter and their insurance carrier. Kelly asked about Next Gen OR – Curt said currently the numbers are so small, that the carrier has said not an issue. However, if the numbers grow we will have to pay an increased premium for coverage for events with NG.   Kelly asked if the carrier is aware that in OR events the minimum age is 16 and again, the numbers are insignificant at this time.

Electronic Elections:  Huge success for inaugural electronic election.  Total cost for online balloting was $1681 – this compared to 2018 $5389 (with the recount) and 2019 $3205.  We had 1,044 ballots (of which 27 were paper) being cast out of 2,799 eligible AHRMA members for a 37% turnout. There were no disqualified ballots, all returned ballots were valid

Future Projects:

Communications Improvements

  • Internally – Policies & Procedures
  • Externally – with Membership
  • Improved processes

Formalizing Regions: Some regions are very successful, others need help.

Geographic boundaries need to be formalized, regions need to have consistent social media and websites.

Grow offroad operations

Rules & Eligibility process

  • Online form
  • R&E committees
  • Handbook

AHRMA MAG – Rob asked about the cost of the AHRMA MAG and whether advertising was covering cost.  Curt explained that Kevin has instituted a new program, and we are increasing our revenue but at this time, advertising doesn’t quite pay for the cost.

Online store – discussion took place regarding online and on-site sale of promo items.  Kelly suggested using a vendor that offers fulfillment. Kelly will have his source contact Cindy directly.

Fiscal 2019 Financial results

Curt presented the Profit and Loss statement.
Total income for 2019 $1,306,525.46
Goal – shift over to cost accounting on a per event basis.
Curt is working to identify income and expenses not only by event, but by discipline (including income for membership)

Curt brought up MSR and shared our current situation with them.  We had a representative at Laguna who worked with the timing and scoring, with Cindy on Roadracing World and contingency reporting and with Curt on reporting requirements specific to his needs.

2971 – Total membership
121 – Associate Members
2850 – Full Members (366 with no discipline, 323 Roadrace Only, 2161 Offroad Only, 312 combined Roadrace AND Offroad members) At this time there is not a good handle on the number of OR Weekend memberships. There are very few RR Weekend memberships.

$150k income for Offroad memberships

Discussion of Weekend memberships took place.  We make good money from Weekend memberships because we don’t have to provide membership cards/magazine/handbook etc., but there’s a benefit to getting our magazine to more people.  Magazine now has a price printed on the cover with to show the value of a membership with AHRMA as well as to set expectations when we start selling archived issues online.

YTD 2020 Financial results – Curtis Comer

Roadracing:  $96,970 sponsorship
Roadrace specific allocation: $129K

The Roadrace Event committee is working to make sure that venues are either good financially or good for members.  They are making inroads towards investigating new venues.

Rob asked about the potential cost reduction with respect to changing the way we are managing race logistics and the race school.  Tony and Faynisha manage the race logistics with current staff at this time, and we have brought the RR School in house as the AHRMA Academy of Roadracing (AAR), which should benefit AHRMA both financially and for marketing.

Roadrace income by event

  • AHRMA is currently in a position where tracks are reaching out to us instead of the reverse.
  • Discussion regarding Utah and some of the challenges we faced which resulted in a loss for AHRMA.

Offroad income by event

  • We have started taking in class sponsorship for Offroad – all offroad disciplines, with the exception of Next Gen MX, now have title sponsors, and we have brought some class sponsors on board. This is an opportunity for growth.
  • We are self-promoting Heartland Park and Barber offroad events and will be working towards more AHRMA promoting multi-discipline events where it makes sense.
  • Curt requested that Tony Paul be changed from interim Offroad Director to full time Offroad Director – Arthur asked that the discussion be deferred until closed session.

Other/New Business:

Motion and e-vote to allow electronic election for trustees made after Barber, approved and recorded. Motion by Kelly, second by Rob Vote to approve unanimous

Motion and e-vote to change Bylaws to allow secure electronic voting made after Barber, approved and recorded. Motion by Kelly, second by Rob Vote to approve unanimous

Housecleaning of Bylaws Motion by Kelly, second by Deb vote to approve unanimous

  • Address of National Office (Article I, Section 4) – Approved
  • Change reference from AHRMA MAGto AHRMA MAG (Article III, Section 4) – Approved
  • Update voting instructions if not already done (Article IV, Section 7) Approved

Aside:  Volunteer solicitation (ad from Arthur) – for positions which will reduce current workload of AHRMA staff members.  This will appear in the February AHRMA MAG and on the website.  Cindy will create a separate Subject Matter Expert Volunteer form on the website.

2020 Budget

Currently excel spreadsheet data – being migrated to QuickBooks.

Planning for Multi-Discipline events for 2020

  • Heartland Motorsports Park
  • Barber Vintage Festival

Title for festival events introduced.  Brand and use anywhere we are promoter of festival / multi-discipline events.

Kelly motioned in favor of adopting title for self-promoted festival style / multi-discipline events. (Rob seconded)

Vote: 7-0 in favor

  • Curt recommended that we have an Event Manager for these festival events – Arthur asked for a Job Description which Curt will provide.
  • Brian will be pursuing trademark. Title to be introduced once trademark filed.
  • Both digital/print media staff will be promoting and branding

Planning for additional Multi-Discipline (Festival Style) events for 2021

Laguna Seca (Revenue share with LS for 2021)

AHRMA Vintage Drag Racing as a new discipline update

Luke volunteered to be the Vintage Drag Racing Director at the Barber Board meeting.

Potential venues Bristol, Heartland, Willow? Brian expressed concern over roadrace and drag race sharing a track based on his experience where modern drag racing takes place, Arthur pointed out that vintage drag racing didn’t use the chemicals and compounds modern drag racing uses.

Launch pad / Insurance – items to be shared with Luke as Vintage Drag Racing Director.

Review signature authority limits for Executive Director and Executive Committee

Currently ED is limited to $15K and EC $50K.  In reality, limits need to be increased.  Arthur suggested adding a line that expressly identifies increased signing authority for venues only. There was also discussion of the possibility of a bylaws change that would allow signing authority for specific items over set limits with two signatures (ED & COB)It was agreed that Kelly would compose bylaw change for signature authority to be voted on next meeting.

MotorsportReg evolution update – Brian Larrabure

MSR stepped up and has been working closely with our team to identify and resolve issues.  Member Jim Korn has been working with Brian Larrabure (task force chair) as project coordinator. We have made a lot of headway in enhancement implementation.

Disciplines health discussion (Roadrace, Off-Road, Dirt Track, Trials)

Dirt Track:  In order to help David Aldana promote AHRMA Vintage Dirt Track, Jim Doyle was approached by Curt at Laguna Seca, and he is very excited about working to market it.

Debbie brought up that many AFT racers are disenfranchised by AFT’s license cost ($1.4k?) – a possible opportunity for AHRMA to attract those racers.

Roadrace: Debbie asked about the procedure for assigning double points to NJMP in June.  The decision was made due to the feeling that we were under-serving the northeast.  This may or may not be repeated in the future except for possible rainouts.  There has been a lot of push-back from some of our membership.  Quality of track is as important as economic feasibility.  There are few quality tracks in the northeast.

Rules Proposals timelines and detail the procedures for 2020

Arthur provided these procedural recommendations

  1. Use the online Rules Proposal form
  2. Do not submit comments multiple times
  • The rules form is the only thing that will be considered
  1. Rules comments from one individual should be on ONE form – one comment per rule per form
  2. If the deadline is passed, comments are not considered
  3. Rules and eligibility committees need to do their jobs, in writing, and on time.

Kelly discussed the response to his posting on Facebook polling members on rule change proposal procedures timeline.  He is proposing that the Rule Change Submission period be open year-round with a deadline for consideration for the next season to begin for the 2021 season.

Documentation of board meeting Rule Change Proposal votes.  Must have:

  • Final vote – Kelly recommended that instead of motioning to approve or reject, the board votes simply to approve or not to approve. It was agreed that the process we have been using is very confusing for the members.
  • Include why a proposal was rejected or approved.

Discussion regarding Rule Proposal Submission scheduling change.

Kelly made the following motion: For the 2021 Rule Submittal process we open up rule change proposal acceptance to March 1, with the appropriate notice through all AHRMA communications channels, and close on April 1.

Vote 6-1 with Arthur dissenting.

There was also discussion regarding narrowing the trustee election period and having elections completed prior to the end of the year.  No motion was made.

Scheduling conventions for future board meetings

Scheduling (at least for the first meeting) for the following year should take place at Barber – there’s also consideration for the new trustees to make travel plans for the first meeting of the year.

Scheduling the first meeting of 2021 will be added to the Barber agenda.

Beno motioned that the 2nd meeting of 2020 be moved to Heartland Park, May 31, 2020.   Vote 7-0 in favor.

Consider Overall National Championship proposal

Concept is Team with competitor from each discipline.  Ultimate goal is to bring the disciplines closer together with cross discipline teams.  Details to be ironed out by committee Overall National Champion Committee: Albert Newmann OR, Brian Larrabure RR, Rob Poole Trials and Beno Rodi DT.

Using electronic meeting platform for special board meetings – save $$ and expedite major decisions as required for urgent legal, financial or safety reasons.

Demonstration of Google Hangouts will be added to Heartland Park Agenda.

New Special Award – Young AHRMA Racer of the year. 

Arthur presented proposal. Rob Poole motioned the award be accepted.  (Vote 7-0 in favor)

Meeting adjourned at 2:30pm