Board of Directors Meeting for March 14, 2018
Board Meeting Minutes
March 14, 2018
Present: Bern Beecham, Brad Kellett, Brian Emmett, Bryan Phan, Ed Hunter, Jim McClelland, John Celona, Marianne Merritt, Michael Griffin, Michael Sherman
Call to Order:
The meeting was called to order at 6:43 pm.
Call for agenda changes:
Call for calendar changes:
Add Carlsen Concours as placeholder event to calendar in October.
Postmortem of events
The only event held since the prior Board meeting was the Fun Run held on February 24, to Harris Ranch. It was a great time, but bookings were slower and lower due to other great events held on the same day by our neighboring PCA regions.
The President provided a recap of the most recent Zone Presidents meeting. The topics were very broad, and ranged from updates to Concours and Autocross rules, traffic management for RennSport Reunion, risk management for events, digital management of waivers, as well as PCA policy for alcohol consumption at events.
The President also attended that PCA National Board of Directors meeting, where the primary point of discussion was the overall redesign of the PCA website.
The Vice President indicated that insurance certificates were in place for the DE and CR event being held at Thunderhill on the weekend of March 24 and 25. An insurance certificate for the upcoming Mendocino overnight Fun Run is still required.
The Treasurer’s report indicated Fun Run budgets are on track, while the Track budget is trending slightly higher due to additional costs for the Instructor training at Thunderhill in February. However, with our improved understanding and accounting of all-in Track event costs, it was felt we’d recover from that cost overrun during the remainder of the year. A motion to approve the Treasurer’s report was carried without dissent.
A motion to approve the Secretary’s report of the Board meeting minutes from February 2018 was carried without dissent.
The Social Chair’s report provided an update for our upcoming Fun Runs. The event held on March 18 to Pescadero was oversubscribed at a typical rate, with weather expected to be clear and rain-free. Our next three events on the calendar include an overnight trip to Mendocino from April 6 through 8, a trip through the Santa Cruz mountains in May, as well as a return trip to TRG in May for another tech session.
The report from the Track Chair included updates on many of the upcoming events scheduled for this year. First, our second DE and CR event at Thunderhill on the weekend of March 24 and 25 was planned and ready. The Chair specifically thanked Sharon Neidel for all of her tireless efforts getting him up to speed.
The Buttonwillow DE and CR event the weekend of May 19 and 20 is coming along, and should be finalized shortly. Upcoming DE and CR events at Laguna Seca are both in progress, but not as close to being finalized as Buttonwillow, as contracts are not yet in place due to change of track ownership. The DE and CR event at Thunderhill in September is a virtual copy of the March event, thus mostly planned. At this point in time, we have not yet started working on the CR event at Sonoma in October.
Finally, the Board had a broader discussion around how we might better leverage features and functions of MotorsportReg to improve our event setup and registration processes across multiple event types.
The report from the AX Chair included a lot of new updates. Our first AX event of the year, to be held on March 17, was completely sold out with 95 Porsche cars, and 1 approved guest. Due to previous higher capacity limits at events, which resulted in both management issues and reduced runs for attendees, the Chair has made the choice to introduce a tiered registration system, allowing preference for members driving Porsche cars. However, exceptions will be made for first time AX attendees that do not own a Porsche. In the future, events will have slightly lower limits for the total number of cars that can be registered, in order to ensure a good balance between number of cars in attendance versus number of runs per day. Events will be capped at 95 cars at Alameda, and 65 a Marina Airport and Crow’s Landing. In addition, future event registration will be opened in a tiered fashion to provide priority for Porsche drivers and first time guests, and then allowing others to register second.
The Chair indicated that our next AX event will be held at Marina Airport on April 22, and will be a Zone event. Zone 7 AX school will be held the following weekend at the same location.
There were many updates about AX classification in general, with most focus around how GGR manages rules for Showroom Stock class. It was decided to keep the core GGR classification system as it stands now, but to update our Showroom Stock class rules immediately to align with Zone 7 and 2018 National Parade rules, so that our classification is in synch well before Porsche Parade this summer.
New cones and timing gear have been ordered and received. New cones should be used at our first AX event, and our new timing gear will be brought into service at a future event, in parallel with the existing equipment, before the existing equipment is retired.
Finally, 330 shirts for this years AX season have been ordered, with some of them being sold already.
At the time of the meeting, the GGR region had 3339 members, 2263 of which were considered active, and 1070 co-members. We have 6 lifetime members at this time. There were 87 renewals, 36 drops, and 6 transfers into our region. A motion to approve all new members was carried unanimously.
Per the AX Chair’s update, we have new t-shirts for this years’ season, which will be on sale at future events. There was a small issue with the staff shirts, which has been remedied. The pull-up banners mentioned at the previous meeting were delivered, so that they can start being used.
Finally, Carlsen Porsche indicated they would be interested in providing Tech Session events. The Membership Chair will follow-up to discuss the details. Carlsen also noted that their dealership remodel will likely be complete in time to hold the October 7 Concours event, so we will put a placeholder on the calendar for that.
Editor (The Nugget):
The Editor requested that all authors please have their blog posts published by March 25. The most read article of February was March Autocross News. When the last edition of the Nugget was sent, we had over 5,000 subscribers!
In the Webmaster’s report, we discussed how to better get event dates input into our calendar systems. There was question as to whether we can get events and dates setup in MotorSportsReg well in advance of actual registrations, so that permanent event links can be created to include in both the website and Facebook event calendars.
The project proposals received to update the GGR website will be discussed at a future meeting.
Topics for discussion
There being no further business, the meeting was adjourned at 7:53 pm.