Board of Directors Meeting for September 14, 2018

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Board of Directors Meeting for September 14, 2018

Board Meeting Minutes

September 14, 2018

Present: Larry Adams, Bern Beecham, Brad Kellett, Brian Emmett, Bryan Phan, Ed Hunter, John Celona, Marianne Merritt, Michael Griffin

Call to Order:
The meeting was called to order at 12:32 pm.

Call for agenda changes:

Call for calendar changes:
The final two Board meetings of the year will be scheduled for November 11, 2018 @ 5PM, and December 15, 2018 @ 12PM.

Volunteer Appreciation Day will be scheduled for Sunday December 9, location TBD.  Invitation list to be finalized in October.

Directors’ Reports

The President presented the report of the Election Nomination Committee to the full Board.  The nominees 2019 were discussed, and a motion to approve the proposal was carried without dissent.  The Board spent significant time discussing the proposed amendment to the GGR bylaws for the new Motoring Director position.  A motion to provisionally approve the bylaw amendment, pending updates to particular areas of ambiguity in the proposal was passed without dissent.

The President also discussed the possibility of GGR participating in European track trips, in conjunction with Ross Bentley.  These trips will unsurprisingly be magnitudes more expensive than a standard track day, but there was already informal interest expressed from within the club at the final DE event of the year at Thunderhill.

Finally, the Presidents report concluded with a recap of his trip to Monterey Car week, which included attending Porsche’s 70th birthday gathering.  Also noted was a potential opportunity for a limited capacity private tour of the Mecum auction next year.

The Vice President’s report consisted of confirmation that certificates of insurance were in place for all immediate upcoming AX and Fun Run events, with the final Club Race of the year at Sonoma still in process.

The Treasurer presented an in depth report of year-over-year financial performance of the club, covering the preceding 8 years.  The data show conclusively that the club is becoming more financially healthy every year, in all aspects. A motion to approve the Treasurer’s report was carried without dissent.

The Secretary will begin creating a combined 2019 schedule of all club and neighboring club events to circulated to the entire Board for planning.  Initial data for this combined planning calendar came courtesy of the AX Chair. A motion to approve the Secretary’s report of the previous Board meeting minutes from July was carried without dissent.

Since the previous Board meeting, there were three Fun Run events.  The Skaggs Springs run on July 21 was well run and enjoyed by all. The Mines Road South run on August 12, and the Mines Road North on September 16 were run by first-time producer, Georgia Athanasiou and second timer Eric Portzline, respectively.  Each event was well run, without incident, and a good time had by all involved. The Social report concluded with a discussion of the aspects of expense reimbursement for motoring events planning starting 2019.

The Track Chair was not present but a report was delivered in advance.  The final DE of the year at Thunderhill on the weekend of September 8-9 had 105 DE drivers (80 expected), 26 club racers (30 expected).  There was reasonably good weather, but far too many track incidents occurred as compared to previous events. A great set of raffle prizes were distributed Saturday evening, and the event looked financially profitable overall.

The final CR event of the year at Sonoma is scheduled for October 27‐28.  PCA has imposed a limit of 60 cars, and GGR has secured one garage building, and will rent out garage spaces for additional revenue.  A deposit for the Club Race has been paid.

A detailed report of the Track Chair’s trip to Road Atlanta was also included.   With far too many details to mention, the high level learnings from this trip, in conjunction with further discussions with the leadership at Weathertech Raceway at Laguna Seca mean that a large multi-day PCA National Race is potentially possible several years from now.

Finally, a tentative combined DE/CR schedule for 2019 was presented.

The AX Chair recapped the two events that were held since the last Board meeting.

The event at Marina on August 6 had 76 cars, with capacity limits removed due to it being a Zone 7 event.   It was still Porsche only and only included 10 extra cars over usual limits. This event saw GGR transitioning entirely to new timing system, with special thanks to Himanshu Patel for getting it running.  With the hardware and software mostly consistent between regions, there is discussion about automating the integration of all this data. The event was profitable.

The AX at Alameda on September 8 had the new live timing system working, which updated directly to GGR website in near real-time.

The final two upcoming AX events of the year are at Crows Landing on October 27, and Alameda on November 17.  The schedule for 2019 is being created which included visibility into adjacent regions so as to avoid scheduling on the same day as their events, where possible.

Other discussions included: a potential AX at Thunderhill, given their new AX pad area which recently opened; a discussion of the zone assessment system; a potential charitable donation to the City of Alameda for their continued generous support of our events at Alameda Point.

The Membership Chair was not in attendance, but a report was provided by email.  At the time of the meeting the GGR club has 3,389 total members. Over the past 30 days there were 106 renewals, 60 new members and 40 dropped members.  A list of new members was not provided, and thus not voted upon.

Editor (The Nugget):
The Editor requests that all Board members please have blog posts published by September 26.  During the month of August, the most read blog post was authored by our President – I Broke my GT3.

The Webmaster report noted that the redesigned GGR website is now in development.  A manuscript for each area is ready except for classifieds and sponsors, and the Webmaster asked that the Board please preview their areas of expertise.

The results of the website survey results discussed, with the immediate action of  deactivating the forums agreed to. There was also discussion of the perception of the overabundance of DE posts on social media.  It was agreed that GGR would scale back and better combine DE social posts, as well as increase other event coverage which is minimal at best.

Topics for discussion
There was a lengthy discussion about charitable contributions that GGR has made over time.  Specific points of note were a better accounting for this in future budgets, as well as whether amounts usually donated could be more equitably spread between existing charities, as well as new local recipients.

Finally, Larry Adams as decided to hang up his hat and turn over the running of the Concours to Mike Sherman.  The Board would like to extend it’s sincere thanks to Larry for managing this event for so many year. One of Larry’s final requests was for club members that might have some new, fast cars (GT series) that might want to be shown at this years event.  If so, please reach out to the GGR Board for details. Logistics for this years event was discussed, as the newly remodeled Carlsen dealership has created some new space constraints.


There being no further business, the meeting was adjourned at 2:17 pm.

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