Notice to Members: At the suggestion of Secretary Wes Poole, the AHRMA Board of Trustees agreed to use Gemini Notes for the first time 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.

The second 2026 meeting of the American Historic Racing Motorcycle Association (AHRMA) Board of Trustees (BoT) was called to order at 5:35pm Central by Greg Tomlinson (Chairman of the Board).

Roll Call

Trustees

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

Staff

Dan May (Executive Director), Ed Roman (Special Committee Chairman), Cindy McLean (Director of Communications)

Guests

Kelly Shane, Craig Light

Summary

The Board reviewed AHRMA’s financial position and membership demographics to support long-term operational planning and discussed participation strategies. Race Directors provided mid-year reports on the current status of their respective disciplines.

Financial And Membership Review
Financial reports indicated a modest revenue loss despite stable membership figures near 2,600. Analysis revealed a shifting demographic toward younger participants, confirming the importance of including modern race classes in all disciplines.

Operational Discipline Performance Analysis
Road Race metrics informed venue viability assessments while Flat Track segments achieved profitability through local sponsorship. Off-Road operating performance has been affected by event cancellations. New safety protocols and volunteer benefit management policies were effectively implemented.

Strategic Pricing And Growth
The board decided to continue to evaluate fee structures to ensure long-term operational stability. This strategic move aims to correct fiscal challenges while maintaining member participation and growth.

Details

  • Social Check-in and Note-taking: Wes Poole confirmed with Ed Roman that Gemini would be responsible for generating notes during the meeting.
  • Formal Attendance Verification: Wes Poole and Greg Tomlinson conducted a roll call to confirm all board members were present, identifying 12 attendees and accounting for two late Trustee arrivals.
  • Meeting Commencement and Minutes Approval: Greg Tomlinson officially called the meeting to order, Wes Poole established that a quorum was present and received a motion from Luke Sayer to approve the previous meeting minutes, which was seconded by Ellen Voermans.
  • Chairman Opening Remarks and AHRMA Philosophy: Greg Tomlinson delivered opening remarks, thanking AHRMA members, sponsors, staff, and volunteers. He addressed the challenges facing AHRMA in 2026, including economic concerns, rising gas prices and the effect it has on race attendance, while emphasizing AHRMA’s “Three C’s”: celebrating machines, competition, and community.

GENERAL REPORTS

Financial Summary – First 7 months (December 2025-June 2026

  • Financial Report Context and Fiscal Year Definition: Daniel May introduced the financial report, clarifying that AHRMA operates on a fiscal year from December 1st to November 30th and comparing the first seven months of 2025 and 2026 to provide context on current operational standings.
  • Financial Performance Metrics: Financial data for the first seven months showed $925,590 in revenue with a loss of $18,298, representing a $62,000 swing from the previous year, with specific losses noted in Road Race and Off-Road, and gains in Flat Track.
  • Factors Affecting Financial Performance: Daniel May explained that increased gas prices, inflation, and higher track rental and ambulance costs—which rose by 3% to 5%—negatively impacted attendance and operating costs for the 2026 season.
  • Operational Mechanics of Disciplines: Daniel May detailed the symbiotic nature of the disciplines, noting that Off-Road performance is often front-loaded due to membership renewals, while Road Race performance is backloaded toward the end of the year.
  • Cash Reserves, Debt, and Benevolent Fund Status: Financial updates included a reduction in outstanding debt from $350,000 to $50,000, and a comparison of cash balances showing stable levels at $144,000, supported by a $107,000 benevolent fund.
  • Comparative Analysis of 2025 Performance: Daniel May provided a detailed breakdown of 2025 and 2026 performance by discipline, explaining the allocation tables used to distribute expenses and revenues, and noted that Flat Track’s strong performance was due to effective local sponsorship.
  • Historical Net Income Trends and Future Cushion Goals: Daniel May presented a historical look at net income over the past decade, demonstrating that current operations remain strong compared to long-term averages, with a stretch goal to reach $200,000 in the operating fund cushion by November 1st.
  • Financial Reporting Issues: Daniel May addressed delays in receiving 2025 year-end certified reports, delaying the filing of the 2025 tax filing. Daniel attributed the issue to problems with their new accounting firm and noting that the reports were overdue and expected by the end of September.

Membership Report

  • Membership Demographic Trends: Ed Roman presented membership data, highlighting that while COVID-19 caused a membership spike in 2022, current numbers remain stable in the 2,600 range.
  • Weekly Membership Tracking and Aging Demographics: Ed Roman discussed membership metrics tracked by Lorraine Crussel, noting that membership fluctuates based on event calendars and renewals, and highlighted an aging demographic trend where a significant portion of members are in their 60s and 70s, necessitating a strategic marketing plan to attract new members.
  • Demographics and Member Age Distribution: Ed Roman presents an overview of the current age cohorts within the membership, noting specific counts for the 65 plus age groups. A significant milestone is highlighted where, for the first time, approximately 60% of the new membership is under the age of 60, reflecting a shift in recruiting efforts.
  • Data Granularity and Tracking: Daniel May proposes analyzing Road Race data by tracking individual race entries rather than just unique participants. This approach aims to provide a more accurate representation of activity levels, noting that from a membership perspective, they want to maximize the number of races each member runs.
  • Age Demographics by Discipline: Greg Tomlinson requests a breakdown of age demographics across the various disciplines (Off-Road, Road Race, dirt track). Ed Roman agrees to provide this data, noting that Road Race generally has a slightly younger demographic, and confirms they will prioritize this reporting in future meetings.

Member Comment Period

  • Closing of Member Comment Period: Wes Poole formally closes the member comment period for the call, allowing staff to proceed with internal business.

Road Race Report – 2026 Mid-season Review

  • Road Race 2026 Season Performance: From a report provided by Road Race Director Leasha Overturf, Daniel May reviews the 2026 Road Race season, which included 11 events. Performance data is presented for various tracks, noting increases in participation at Roebling Road and Carolina Motorsports Park, but decreases at Willow, Inde, and Hastings. The season total stands at 851 participants and 3,058 race entries, excluding the new Autobahn event.
  • Granular Data and Decision Making: Greg Tomlinson underscores that the high level of detail provided by the Road Race committee is critical for making informed decisions, such as evaluating the viability of specific venues like Hastings for the following year.
  • Modern versus Vintage Road Race Participation: The mix of modern versus vintage classes is shifting, with modern classes now comprising 55% of the total, up from 54% the previous year. Modern and NextGen classes are growing, while traditional vintage classes are shrinking, making modern classes essential for covering track rental costs.
  • Director’s Choice 700 Challenge: This initiative has successfully attracted riders from other organizations, such as WERA, CCS, and AFM. New members are reportedly finding the atmosphere welcoming and well-organized compared to their home organizations, with many committing to switch their primary racing focus to AHRMA.
  • Operational Challenges in Road Race: Leasha’s report highlights ongoing challenges, including unpredictable weather, the difficulty of managing pre-registrations for gridding, and the need for a succession plan to onboard new officials to replace senior staff who are no longer able to participate.
  • 2027 Schedule Planning: Planning for the 2027 season is already underway. The goal remains to hold between 10 and 11 events, with efforts directed toward securing a venue in California to replace Willow, such as Thunderhill or Buttonwillow.

Off-Road Report – 2026 Mid-season Review

  • Off-Road Participation Trends: From a report provided by Off-Road Director Albert Newmann, Ed Roman reports that paid participation for comparable events is down 5.3% and total participation is down 8.3%. These declines are attributed to economic factors, inflation, fuel costs, and aging membership.
  • Policy Clarification on Volunteer Perks: Ed Roman and Wes Poole clarify that while they are strictly enforcing policies to prevent unauthorized usage of complimentary entries, they remain committed to rewarding volunteers who provide labor. The goal is to ensure that trustees and officials receive the correct benefits without inflating numbers inappropriately.
  • Off-Road Cancellations and National Championship Qualifications: Ed Roman discusses the impact of five event cancellations due to weather and promoter withdrawals. To help riders affected by these losses, the organization will implement “double qualification” and “double points” for the Barber Vintage Festival to allow members a fair opportunity to reach their national championship goals.
  • Addressing Social Media Criticism: Greg Tomlinson and Daniel May address negative online discussions regarding race cancellations. They emphasize that cancellations are a last resort due to safety concerns or extreme weather, noting that the organization suffers significant financial losses from cancellations and actively works to avoid them.
  • Motorsport Insurance and Financial Performance: Daniel May notes that limited competition in the motorsports insurance sector leaves the organization with few options, forcing them to accept current terms. Greg Tomlinson highlights that while participation and revenue remain stable despite economic pressures, there are notable profitability headwinds in the Off-Road and Road Race profit and loss statements.
  • Strategic Planning and Marketing Resources: Ed Roman introduces Peter Marcin as a valuable asset for the strategic planning, membership committees and Off-Road sponsorship outreach. Peter Marcin has developed professional presentation packages and marketing materials that are available for regional coordinators to use when pitching to potential partners. Jeff Oakley commends Peter Marcin for his experience and positive contribution to the organization. 

Flat Track Report – 2026 Mid-season Review

  • Flat Track Division Restructuring and Performance: Daniel May updated the Board on the restructured Flat Track Division, based on a presentation by Flat Track Director Kaitlynn Osberg. The program is now sponsor-funded, including support from VIB-ISO, significantly reducing organizational expenses and making the discipline profitable for the first time in several years. Osberg has also established a successful partnership with the American Motorcyclist Association (AMA). She noted that a key achievement has been rebuilding trust and overcoming negative perceptions of AHRMA among segments of the Flat Track community stemming from previous leadership.
  • Flat Track Event Promotion and Financial Outcomes: Daniel May discusses the move toward self-promoted events, such as the recent event in Troy, Ohio. These events have successfully generated a profit, supported by local sponsorships, including donated equipment from a local Chevy dealer and purse money from Honda of Troy. The strategy is to utilize local sponsors to cover the hard costs of the events while the organization retains membership and entry share revenues.
  • Flat Track West Coast Expansion and Support: Luke Sayer reports on expansion efforts in the West, specifically with events at Perris Raceway, partnerships led by Robert Trono in Spokane, Washington, and potential indoor racing developments in Oregon. Luke Sayer acknowledges difficulties in achieving success in the Southwest despite significant personal travel. The board formally recognizes Luke Sayer for their dedicated time and personal financial contributions to support West Coast Flat Track efforts.

Safety and Risk Management Committee Updates

  • Safety and Risk Management Initiatives: Ed Roman provides an update on the safety and risk management committee, noting that new guidelines for pit vehicles and camping have been implemented to reduce risk. The committee has also overseen updates to helmet standard requirements. Bob Robbins, Jeff, and Tim are recognized for their work in deploying air fences to Road Race events through a partnership with the Road Racing World Action Fund, which has helped reduce incident severity and reliance on the benevolent fund.

Strategic Planning Steering Committee Marketing Plan Work

  • Membership Growth and Referral Program: Ed Roman details the strategic planning steering committee’s efforts, including updated mission statements and membership campaigns. The member referral program, sponsored by Redwood Engineering, remains the primary growth strategy. The program secured 100 new members in 2025, and in the first six months of 2026, it has already secured 49 new members.
  • Member Referral Statistics: Greg Tomlinson requests a breakdown of member referrals by discipline. Ed Roman reports that in 2025, the organization saw 46 Off-Road and 54 Road Race referrals. For the first half of 2026, the figures are 24 for Off-Road and 25 for Road Race. The board agrees that utilizing existing members as a recruitment force is an effective strategy for continued growth.
  • Meeting Administration and Rules Proposals: Regarding meeting logistics, the board concludes there are no topics requiring a closed session. Greg Tomlinson notes the board remains in good standing, effectively managing economic headwinds and retiring debt. Tim Terrell reminds the trustees to review the member comments on the AHRMA website related to the rules proposals prior to the upcoming final vote in August.
  • Pricing Philosophy and 2027 Planning: Luke Sayer suggested reviewing AHRMA Off-Road’s pricing philosophy and sponsorship strategy for the 2027 season, with a focus on enhancing the overall value of participation while supporting the financial sustainability of AHRMA and its promoter partners. Greg Tomlinson, Wes Poole, and Ed Roman agreed that the strategy should be addressed before the upcoming Barber meeting. The group emphasized conducting a thorough review of comparable racing organizations’ fee structures and sponsorship models to inform future strategy and decision-making.

WP motioned to adjourn, TT seconded (7:30pm Central).