Board of Directors Meeting for February 21, 2018

From the Blog

Board of Directors Meeting for February 21, 2018

Board Meeting Minutes

February 21, 2018

Present: Andrew Blyholder, Bern Beecham, Brad Kellett, Brian Emmett, Jim McClelland, John Celona, Marianne Merritt, Michael Griffin, Michael Sherman

Call to Order:
The meeting was called to order at 6:45 pm.

Call for agenda changes:

Call for calendar changes:

Postmortem of events
The instructor training & DE at Thunderhill on February 10-11 had 71 total registrations.  There were 18 instructor candidates (3 female!), 24 instructor mentors, and the balance of attendance was for DE.  Training was 2 days this year, versus 1 last year and the feedback was that this new approach was effective.  The intent was to really refine and focus on how and what to teach to new drivers.  Of the 18 candidates, 15 completed the training, 8 passed and are allowed to instruct at GGR events.  They are considered “provisional” for national qualification, and must instruct 4 students successfully before being submitted as PCA National instructors.

Directors’ Reports

The President discussed some preliminary results from the membership survey, and indicated he would aggregate the results and circulate to the Board when the survey ends on February 23.  An initial read of the results showed that overall our members are satisfied the running of the Club, but that we do have areas in which we can improve.  Examples of improvements include better information on how to get started with DE events, providing “buddy system” for new members, as well as additional events like time trials, rallies, tech sessions and more non-automotive social events.  Finally, the President and Treasurer will be attending the next Zone President’s meeting.  

The Vice President deferred his update to the Social Chair.

The Treasurer was not in attendance, but provided an update via email, and indicated it was too early in the year to really analyze the gains and losses since we’ve only had one event.  A motion to approve the Treasurer’s report was carried without dissent.

A motion to approve the Secretary’s report of the previous Board meeting minutes from January was carried without dissent.

Social Chair:
The Socialistas had their first meeting in January, which resulted in the initial half of 2018’s Fun Run calendar being planned out.  Once routes and logistics are settled, keep an eye out for calendar and email updates.  For the next two months, we have three events scheduled, including an overnight trip to Mendocino.  Finally, our Fun Run registrar, Thorben Primke, has decided it is time to move on from this role, and transition planning is in the works.  The Board would like to formally extend appreciation and thanks to Thorben for his 5 years of dedicated service, and being a big part of helping pave the way for all the Fun Runs that we currently enjoy as a Club.

Track Chair:

Event preparations for the 2018 season are underway, and the Track Chair is working with our existing group of fantastic track workers and volunteers to get him up to speed.   Registration is open for our second DE of the year on the weekend of March 24-25 at Thunderhill.  Instruction is available for first-timers and others desiring it.  Our Buttonwillow event in May already has a Club Race contract in place, as well as approved insurance.  Both the Laguna and Sonoma  Club Races are still in flight, with the track ownership change at Laguna Seca being the primary reason for the delay.

The Track Chair also discussed a proposed new pricing scheme for the Laguna Seca DE, our most popular DE event of the year, as way to help incentivize participation at other track events during the season.  Finally, the Chair indicated he would attempt better coordination with the Porsche Racing Club calendar in 2019 to reduce scheduling conflicts between our events.

AX Chair:
The AX Chair was not able to attend, so Andrew Blyholder provided an update in Ed Hunter’s absence.  After many discussions with the City of Alameda, and tireless assistance of GGR members that live in and around Alameda, GGR has been provided a 2 year license agreement for the continued use of the airfield for Autocross.  The Board would like to thank everyone that helped in securing our preferred AX location.  The Board also discussed how to provide better visibility to the City of Alameda about our use of the airfield, as well as how to maintain ongoing good will between the City and the Club.   

At the time of the meeting, the GGR club had 3334 members, 87 of which were new in past 30 days.  A motion to approve all new members was carried unanimously.  The Membership Chair reminded the Board about the new header for PCA branded emails.  The Chair also informed the Board about new portable, pull-up banners that are available to display at future events.  Finally, several sets of shirt designs were reviewed: Carlsen AX school, AX season shirts, and AX staff shirts.  There was discussion whether to add the purchase of the AX season shirts as a part of the event sign-up flow on MotorSportsReg.

Editor (The Nugget):
The Editor requests that all blog posts are due by February 25.  The most read post from last month was the Autocross Season Update.  The Nugget archive scanning is complete, with the only remaining steps being a final review before publishing to the website.

For the GGR website redesign, the Webmaster solicited an additional bid which came in similarly priced, per the project scope.  The current website has over 50 pages of info, excluding the Blog, most of which is hard to find.  The Board had discussions as to how to approach preserving the Club’s institutional memory for the community, while also simplifying the homepage to better present and expose the information that our members are searching for.  The Webmaster will refine the proposal for the redesign and start working to choose a vendor to get the process moving forward.  There was also discussion of the proposed PCA National website design.

Topics for discussion

Budget Approvals
The current proposal relies heavily on the accuracy of the profit expectations of Track events, and includes the website redesign, funds for new member mixer event, new timing equipment  and cones for AX, and reduced expected sponsorship rates.  The Board agreed there was nothing controversial in this proposal, and that it had relatively conservative projections given the expected capital expenditures for this year.  A motion to approve the Treasurer’s consolidated budget was carried without dissent.   

Subsidy for Fun Run Organizers
There are certain Fun Run events which require additional planning and coordination, and the Board discussed whether specific cases should have expense reimbursements.  Similarly to the precedent set for certain roles in the AX and DE evens, the Board resolved to let the Social team manage on a case-by-case basis for now.

Board Meeting Times
The President proposed Saturday lunches for the meetings scheduled after the ones already scheduled through May.

There being no further business, the meeting was adjourned at 8:31 pm.


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