Board of Directors Meeting for December 4 2017

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Board of Directors Meeting for December 4 2017

Board Meeting Minutes

December 4, 2017

Present: Andrew Forrest, Andrew Blyholder, Michael Sherman, Michael Griffin, John Celona, Brad Kellett, Bryan Phan, Jim McClelland, Ed Hunter, and Brian Emmett

Call to Order:
The meeting was called to order at 6:33 pm.

Call for agenda changes:

  • Discussion of website redesign proposal from new webmaster, Marianne Merritt
  • Discussion of Awards Banquet logistics
  • Appointment of AX Chair
  • Zone 7 President’s Meeting recap
  • Certification of 2017 PCA GGR election results
  • Discuss preliminary 2018 budget

Call for calendar changes:
The next two Board meetings have been scheduled for January 17 and February 21, 2018.

Postmortem of events:
The Autocross event held on October 29 had 131 attendees. The event featured 7 runs overall, and was well run.  The final Drivers Education event of the year was held on October 28 at Sonoma Raceway.  Turnout was low overall, but great fun for attendees.  The final Autocross event of the year was held at Alameda on November 28.  The 103 attendees had 8 runs overall, and had a great time.

Directors’ Reports

President:
The President indicated he had been spending time help with the transition of the new Track Chair, as well as helping train the incoming President, Brad Kellett.

Vice-President:
The Holiday Banquet has had some progress.  The Vice President met with the local Parks and Recreation department in Burlingame to discuss logistics of the banquet.  A final walkthrough prior to event setup is scheduled.

Treasurer:
The Treasurer’s report included a discussion of 2017 finances, with focus on good variances betweens actuals and budget.  Discrepancies on event expenses was clarified.  The Treasurer indicated he will setup expectations around sponsorships.  The Board discussed making event cancellation credits expire, as accounting in MSR is convoluted and problematic.  Proposed budgets for 2018 will be approved at the January Board meeting.  A motion to approve the Treasurer’s report was carried without dissent.

Secretary:
The secretary discussed the election results, and certified their validity.  A motion to approve the Secretary’s report was carried without dissent.

Social:
Social Chair not present, no report.

Track Chair:
Proposed track event budgets for 2018 were sent prior to the meeting and will be refined and reviewed at the next board meeting.  There was discussion around the success of recent resumption of DE ground school to attract repeat drivers.  In terms of continuity of track event management, there was also discussion of how to build institutional knowledge in the club for running future events.  Open questions included whether to add track news to Nugget, and whether to include video of track events, including instructional video, on website?

AX Chair:
The AX Chair recounted his attending of the Zone AX chair meeting.  Highlights included the news that the Redwood region had lost their AX site, as well as a request to have GGR switch to National rules, which was politely declined.  In other troubling news, Alameda indicated they would no longer be accepting AX dates en lieu of autonomous car testing.  Talking points were provided to escalate through appropriate channels with the city.  The Chair indicated that if we did lose Alameda as a venue, that Marina and Crow’s Landing were potential candidates for the event.  Finally, Andrew Blyholder has elected to step down as AX Chair, and has recruited Ed Hunter to take over for the remainder of his term.

Membership:
At the time of the meeting, the GGR club had 3261 members.  2207 of those members are primary, 1049 co-members, and included 52 renewals, 28 drops, 1 transfer,  and 42 new members.  A motion to approve all new members was carried unanimously.  The Membership chair noted that invoices for AX and AX school submitted, and door prizes for Holiday Banquet were in hand.

Editor (The Nugget):
The most read column in the Nugget for November was the Carmel Valley Fun Run.  The Editor provided an update regarding the scanning of all the Nugget back-issues that were obtained.  We will receive 1 PDF per issue, and the text will be searchable.  The budget has been increased to handle the costs of scanning.  Upon completion, our online archive of Nugget articles will span its entire history, all the way back to the founding of the club.  The Editor indicated that no blog posts are due until the end of January.  A motion to approve the budget increase for scanning was carried unanimously.

Webmaster:
The current webmaster indicated he would continue to work to hand off his responsibilities to webmaster-elect.

Topics for discussion:

  • The Election results for the 2018 Board election were discussed during Secretary’s report.  
  • Budgets for all respective areas of the club to be discussed at the January Board meeting.  
  • A website redesign proposal will also be reviewed at that time.  
  • The Board also accepted resignation of Andrew Blyholder as AX Chair, and unanimously agreed to the appointment of Ed Hunter to that role.   
  • Finally, the President-elect recounted some of the highlights of the Zone 7 President’s meeting.

Adjournment:
There being no further business, the meeting was adjourned at 8:07 pm.

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