Board Meeting Minutes

The Board meeting minutes (aka Exhaust Notes) has permanently moved from the Mountain Passage newsletter to the website. Once the AMR Board has approved the monthly meeting minutes, we will post the contents on this webpage. This webpage will provide six months worth of meeting minutes, after that, the contents will be archived to a Word document and will be available for download by members.  Minutes are submitted by AMR Secretary Tim Drummer.

2018 Board Minutes Archive


SEPTEMBER MINUTES – 9.24.2019
Location: Texas T-Bone
Start Time: 6:28 pm
Attendees: Barb Treacy, Dana Kasten, Dwight Kasten, Denise Jordan, Karl Klepfer, Robert Baumgartner, Jim Sorensen, Nate Adams and Jack Ferguson.

Review of Action Items
1. PPIR 2020 AX date to remain open pending PPIR reviewing events they are sponsoring.
2. Remains Open
3. Closed
4. Open – Chairs have been identified for all potential HPDEs
5. Closed
6. Open
7. Closed – Robert provided handout with information on other PCA regions and other clubs on charges and instructor credit policies. Robert will take this to joint AMR / RMR Instructor meeting for potential proposal for the board for 2020 HPDEs.
8. Open
9. Closed

PRESIDENT’S REMARKS
Club has had our last tour and the last HPDE is coming up. Planning for Christmas, 2020 events and Treffen will keep everyone busy through the end of the year. We have had good volunteer participation overall for this year.

COMMITTEE REPORTS
Treasurer’s Report (Dana): Accounts are positive year to date although there are outstanding expenses for the Fall Tour and the LaJunta HPDE. Income included LaJunta registrations ($5,470, Day Tours $390, Fall Tour $12,620 and Interest $12). Expenses included Admin ($162), Pueblo HPDE $7,800, LaJunta HPDE $3,810 and MReg Tour Fees at $677. Treasurer’s Report was passed (Motion to Approve from Jim, Second by Karl and Aye votes by Denise and Dana)
Advertising and Sponsorship (Denise): An online advertising program for 2020 will need to be established.
Membership (Jim): 460 Primary Members, 273 Affiliates for a total of 733. 1 New Member which is lower than most months.
Website (Alex): NSTR
CDI Program (Mark): (via e-mail)
1. CDI Committee will be meeting next Wednesday evening to finalize the Pueblo event.
2. We met with RMR CDI Committee to get their support on setting up DriverEvals.com – they committed to help us
3. We are coordinating with the RMR CDI Committee to have a joint CDI Committee meeting/workshop during the off season.
4. We have already begun the content planning for the April 4, 2020 Instructor HPDE.
5. We have one candidate we will be inviting to become an instructor and another in consideration.
6. Post season the AMR CDI Committee will be meeting to review all current instructors and will notify them of their status for next year, along with next steps in their development. (We anticipate losing a few instructors in this process.)
7. The CDI Committee is going to present a recommendation to the board and to the HPDE chair to improve our incentive program for 2020. We need to attract more instructors and there are ever increasing opportunities for people of the caliber we want to drive and instruct elsewhere. It is a much more competitive market for attendees and instructors.
8. We thank the board for doing four HPDEs this year and hope to see the same number next year. A fifth would be nice but, there is some concern about staffing them.
Membership Socials (Denise): October 16th social will be at the Edelweiss. November will be a Ladies Luncheon or Tea.
Charities (Barb): October charity will be One Nation Walking Together. Barb will provide Denise with information to include with email invite.
PCS: NSTR.
Tours (Nate): 2019 Tours are complete and working on 2020 Tour schedule.

EVENTS
Future Events:
Pueblo HPDE #2 – Currently have 48 people including 15 novices and 12 instructors (one short of what is needed). Based on current numbers the event would break even.
Treffen 2020 – Nate is working on getting Tour volunteers together for a planning meeting.
Christmas Party – Plans are for the El Paso Club again this year and will be done via MReg. Denise and Gretchen are finalizing details. Social no show income will be available to Nate and Lore for give aways at event.
New Membership Social 2020 – Proposed date of Feb 26th. Dwight will continue to coordinate. There should be a subsidy that we can apply for this event also. Event will be promoted by AMR and PCS.

Past Event Wrap Up:
Bishops Castle Tour – Aug 10, 17 cars and 35 people
Rampart Range Off-Road Tour – Aug 24, 19 cars and 32 people registered, 28 people joined us for lunch at Beasts and Brews

OLD BUSINESS
AMR LaJunta HPDE – Event had 25 people on Sat and 21 people on Sun and should break event.
AMR Cripple Creek Tour – Nate provided update that there were 17 cars and 37 people.
AMR Fall Mystery Tour – Nate provided update that there were 27 cars and 53 people. We had two cars from RMR and one car that joined us from Telluride. There were no conflicts with the Classic Car tour that left later in the morning. Partial refunds were issued to some late cancellations as the hotel waived those room charges.
Porsche and Pancakes – Via email from Alex: 14 people showed up for breakfast, about half were new members. Suggestions for social venues and tours were collected.
Treffen – Via email from Alex: Vermont went well. Many attendees were first-timers, this meant lots of people who wanted to be there didn’t get in. We can count on people to pounce on registration when it opens.

OLD BUSINESS
1. Noted that next month we should begin discussing 2020 HPDE Pricing and Instructor Discounts.
2. Awards committee (made up from last year’s winners) will need to determine 2019 winners.
3. Elections – Determination of responsibilities of VP1 and VP2 need to be clarified and Nominating committee created for 2020 Ballots.

NEW BUSINESS
NSTR

ACTION ITEMS:
Denise will follow-up with Alex on potential mailing to AMR members asking them to ensure their information including email is updated with PCA, encourage joining Facebook page and AMR website information.

The next Board meeting will be Tuesday Oct 29th hosted at the Easterly’s home. The last meeting of 2019 will be on Tuesday December 3rd at Texas T-Bone.

Finish Time 8:32 pm


AUGUST MINUTES – 8.27.2019
Location: Mollica’s
Start Time: 6:15 pm
Attendees: Alex Ching, Denise Jordan, Karl Klepfer, Dana Kasten, Dwight Kasten, Jim Sorensen, Robert Baumgartner, Mark Stolberg, Joel Godfredson, Barb Treacy, Tim Drummer, and Pam Drummer

Review of Action Items
1. Dwight will confirm any available 2020 AX dates at PPIR. Dwight will contact PPIR and lock in a May date if available. – OPEN
2. Denise to set up MReg to allow Nate to send email blasts for tour registrants. Transferred to Mark Stolberg. – OPEN
3. Denise will confirm to Dana reissuing a final payment for the first Pueblo HPDE. – CLOSED
4. Denise to work with HPDE Chairs on securing 2020 dates. – OPEN
5. Dense to set up meeting with Mark and Alex concerning CDI topics. – OPEN

PRESIDENT’S REMARKS
Denise noted that year has gone by very quickly and there are only a few events left for the club. It has been a very successful year. Denise acknowledged the volunteer commitment and strong support. Treffen prep is ahead of schedule.

COMMITTEE REPORTS
Treasurer’s Report (Dana): Dane presented the Treasurer’s report. Tim moved to accept the report, Jim seconded, and all voted AYE.
Advertising and Sponsorship (Denise): NSTR
Membership (Jim): Jim reported that there had been 5 new members including 2 new affiliates, with 1 member lost. There are now 464 primary members, 269 affiliate members, for 733 total members.
Website (Alex): Alex announced that Barb Treacy is now the backup webmaster but still looking for a web developer.
CDI Program (Mark):
Mark had numerous topics for the Board to discuss, inluding
• Instructor training and refresher event in April 2020 at Pueblo Motorsports Park
• New PCA rules that will affect required HPDE equipment
• Proposed Instructor incentive program
• HPDE Program Chair (similar to the recent added Tour Chair)
Motion: Robert Baumgartner to be the new HPDE Chair, Denise Moved, Karl seconded, and all voted AYE
Membership Socials (Denise): Denise reported that the venue for September is still in work, October is confirmed for the Edelweiss, and planning for is in work for the November Ladies Luncheon.
Charities (Barb): Barb remarked that the club had given very good support to the Hanger run by Casa of the Pikes Peak Region.
PCS: NSTR.
Tours (Nate): Nate provided his update via email (see below)

EVENTS
Future Events:
Cripple Creek Tour – Sep 15, 17 cars and 37 people registered, lunch at the Gooseberry Patch Restaurant
Fall Mystery Tour – Sep 21, All 30 rooms are filled and we have 1 couple on a waitlist, room deposit was charged Aug 7th. The dry run was completed and details for lunch, dinner and the hotel were finalized during the dry run. We have 30 cars and 58 people (2 single) registered, 1 couple joining from Telluride at lunch, and 4 cars from RMR
La Junta HPDE (Jackie) – Jackie was unavailable but Robert reported that so far there is light attendance at 22 drivers.
Pueblo HPDE – Robert indicated it is open on Motorsportreg and he is seeing a steady build-up of registrants. There will be another e-blast.
AMR Christmas Party (Denise) – It will be 12 December at the El Paso Club, the pricing will be finalized next week and Denise will be sending a “save the date” email blast.
New Membership Social – Denise has discussed this with Porsche of Colorado Springs and it is planned for September. There has been discussion of PofCS sending an email invite to those people that have recently purchased a vehicle from the local dealership.
PCA Treffen Tours (Alex) – Alex is headed to the Treffen in Woodstock next week. Alex indicated he has identified all needed volunteers for the Colorado Springs Treffen.

Past Event Wrap Up:
Bishops Castle Tour – Aug 10, 17 cars and 35 people
Rampart Range Off-Road Tour – Aug 24, 19 cars and 32 people registered, 28 people joined us for lunch at Beasts and Brews

OLD BUSINESS
The club radios are currently with Mark, Robert will take possession and have them charged. They worked well during the Bishop’s Castle Tour.
The By-Laws will be put on the AMR Website and Alex will send an e-blast for members to vote. Once approved, the slate committee will engage to develop the 2020 Board of Directors slate.

NEW BUSINESS
NSTR

The next Board meeting will be 24 September at Texas T-Bone. There will not be a November Board Meeting and the December Board Meeting will be moved to 3 December 2019.

Finish Time 8:00 pm


JULY MINUTES – 7.30.2019
Location: Texas T-Bone
Start Time: 6:32 pm
Attendees: Alex Ching, Barb Treacy, Dana Kasten, Dwight Kasten, Denise Jordan, Karl Klepfer, Mark Stolberg, Robert Baumgartner, Jackie Vance, Nate Adams and Lore Adams.

Review of Action Items
1. Mailing to membership regarding updating emails is cancelled as this will be completed with the Ballot mailing.
2. Dwight to confirm PPIR 2020 AX dates remains open.
3. Closed – item regarding radios on tours.
4. Open – Denise to set up MReg to allow Nate to send email blasts for tour registrants.
5. Closed – Driver Meeting changes.
6. Closed – By Law and Election committee.

PRESIDENT’S REMARKS
Club has won the Betty Jo Turner Award for the newsletter. Denise will pass award onto Matt who was instrumental in changes to the newsletter that won this award. We have a lot of events coming up with the summer staying busy. Denise thanked everyone for their work and support of events so far this year.

COMMITTEE REPORTS
Treasurer’s Report (Dana): Accounts are positive for the year over the past two months and year to date. There are two outstanding issues including the final payment for the Pueblo HPDE and issuing of payment to PCS for the Royal Gorge Tour. Denise will follow-up with Dana in the next couple of days to issue a final payment to Pueblo. Dana will issue a payment to PCS for the net of $940.50 for the Royal Gorge Tour to be delivered to Ted. Income included Social No Shows, Pueblo HPDE, Tours and Interest. Expenses including Admin items, Blue Ticket Tire Winner, Truck maintenance, MReg Fee, HPDE expenses, tour expenses and advertising refunds. Budget was approved – Denise made a motion to approve, second by Alex, aye vote by Karl and Dana.
Advertising and Sponsorship (Denise): Most advertisers have moved to online. Two advertisers requested and received refunds. An online advertising program for 2020 will need to be established.
Membership (Jim): 464 Members, 268 Affiliates for a total of 732. 6 new members and 8 new affiliates.
Website (Alex): NSTR.
CDI Program (Mark):
• Mark reminded that 2020 HPDE dates/locations should be secured as soon as possible.
• The Instructor Training has been reserved for April 4th, 2020.
• We need to recruit more instructors, or we will have to limit our novice registrants.
• Mark will come back to the board with device options to meet the requirements for vehicles with a 4- or 5-point harness system.
• We also need more helmets. Mark will review and make recommendation to board.
• Mark will bring forward proposal to use Drivereval.com for next year. Cost is $150 per event and would need to be included in future budgets. This is a feedback system for instructors and drivers.
• Mark asked about the possibility of an Instructor page (limited access) on our website. Mark, Alex and Denise to review in their upcoming meeting.
• In support of Jeremy Vreeman’s father, there is a GoFundMe page to help with Medical costs.
Membership Socials (Denise): Upcoming Social at the Longs is full. September location is TBD. October location will be the Edelweiss for Elections. November will be a Ladies Social and the Christmas Party in December.
Charities (Barb): AMR has been very generous with charities to date. CASA is the upcoming charity and items needed will be sent out. CASA a variety of great services including job training. Options for the Christmas Toy donation are being reviewed and looking at a Food Donation for October.
PCS: NSTR.
Tours (Nate): Tours have been pulling in a lot of participants who are not members. Also having a good turn out from RMR and outside region. Still working through radio issues and will try HPDE radios on the Bishop Castle Tour. Working on making updates from small issues that have been identified. Treffen tours are all lined up.

EVENTS
Future Events:
Bishop’s Castle Tour – 16 cars and 32 participants are signed up. Dana and Dwight ran last week to confirm route.
Rampart Range Tour – 7 cars and 13 people. Expected this to be a small tour.
LaJunta HPDE – 16 people. Robert will be the CDI and Mark has volunteered to take the truck down. Dwight will ensure the truck is stocked with water and beer.
Cripple Creek Tour – Planning is in progress.
Fall Mystery Tour – All original rooms were filled. An additional five rooms were obtained and only 1 remains. Denise will send out an email blast on this. 29 cars and 57 people so far.
Pueblo HPDE #2 – A budget was presented that will need some changes. An updated budget can be reviewed and approval via email before the next meeting.
Treffen 2020 – Treffen organizers are in town this weekend and meeting with Alex. There will be an October meeting for all tour organizer with Nate. Tours planning is in good shape for next year. Noted that any restaurants that require contracts will need to be completed through Treffen.
Christmas Party – Plans are for the El Paso Club again this year and will be done via MReg.
New Membership Social 2020 – Proposed date of Feb 26th. Dwight will continue to coordinate. There should be a subsidy that we can apply for this event also.

Past Event Wrap Up:
Fossil Bed Tour – 18 cars and 32 people. We even had a member from Chicago join us on this tour. The Swiss Chalet was a great lunch location.
Royal Gorge Tour – 68 cars and 132 people. Sign in was difficult due to the large number of people and not everyone paid for the tour. There were 23 people who were new to taking an AMR Tour.

OLD BUSINESS
None

NEW BUSINESS
Denise noted that planning for the 45th Anniversary for next year will be starting.

MOTIONS
None.

ACTION ITEMS
1. Mark S to send the Board the Instructor Training budget
2. Robert B to survey other clubs on how they handle club duties and incentives/compensations
3. Dwight K to develop and present to Board an approach for Hans-type devices and club helmet replacements
4. Denise to send Robert a copy of the approved La Junta budget

The next Board meeting will be 27 August at Mollica’s.

Finish Time 8:21 pm


JUNE MINUTES – 6.25.2019
Location: Amanda’s Cantina
Start Time: 6:37 pm
Attendees: Alex Ching, Denise Jordan, Karl Klepfer, Jack Ferguson, Tim Drummer, and Pam Drummer.

Review of Action Items
1. Denise and Alex will develop mailing to membership asking them to do email updates to PCA and MReg as well as joining our Facebook page. Bids have been received and will be sent to the Board for review. OPEN
2. Dwight will chair a New Membership Social for Feb 2020. Closed, move to future events on agenda
3. Dwight will confirm any available 2020 AX dates at PPIR. OPEN
4. Tim to add Treffen to the Board New Events Agenda. CLOSED
5. Nate to use the HPDE radios on the next tour to see if they work better. Robert will bring the radios to the next Board meeting. OPEN, Denise will get the radios from the equipment truck.
6. Add the 2019 Christmas Party to the New Events list CLOSED

PRESIDENT’S REMARKS
Denise noted that there are lots of events happening during the summer and attendance continues to be strong. The level of growth is presenting challenges but the club has enlisted an excellent group of volunteers.

COMMITTEE REPORTS
Treasurer’s Report (Dana): Dana was unavailable.
Advertising (Denise): Denise stated only one advertiser asked for a refund due to shift to digital.
Sponsorship (Denise): There is an opportunity to gain an additional sponsor, in work.
Membership (Jim): Denise provided email from Jim indicating 6 new members and 2 new affiliate members, 462 total primary and 269 affiliates for 731 total club members.
Website (Alex): NSTR.
CDI Program (Mark): No update as Mark was unavailable.
Membership Socials (Denise): The location for July is still in work.
Charities (Barb): NSTR.
PCS: NSTR.
Tours (Nate): Nate was unavailable but the Board discussed that Porsche of Colorado Springs has helped to bring in new members. The club continues to explore radio solutions, and is receiving positive feedback on the venues. Still need to determine best way to line up cars at tour start.

EVENTS
Future Events:
Fossil Beds Tour (Nate) – Denise related that there are 12 cars, Bull and Kym Whitaker are leading. They are still looking for a lunch venue.
Royal Gorge Tour (Nate) – Denise reported that there are 17 cars registered and the event is ready. It will be limited to 50 cars to accommodate staging logistics.
Bishop’s Castle (Nate) – Dwight and Dana will lead the tour.
La Juna DE (Jackie) – Jackie was unavailable but Denise reported that registration will be open on MotorSportReg on 2 July. The final budget is still being assessed. The event is still looking for a volunteer to run Control and will use the track provided corner workers.
Fall Mystery Tour (Nate) – There are 12 cars registered so far.
AMR Christmas Party (Denise) – It will be 12 December at the El Paso Club.
PCA Treffen Tours (Alex) – Alex stated they are still looking for tour volunteers for mids and sweeps. They have looked at how World Arena will be used for staging.

Past Event Wrap Up:
Red Rocks (Nate) – Status was provided via email from Nate, tour went well. This is preparation for a Treffen Tour.
Heritage Fire Tour (Dana/Dwight) – A total of 22 cars participated and it was a very good tour.
No Excuses V HPDE Pueblo (Robert B) – The club is working to resolve a situation that arose during the event, the track was not dedicated to AMR usage and it was difficult to conduct the event with 400+ non-AMR people at the venue. Club believes that Pueblo Motorsports did not honor the terms of the contract.

OLD BUSINESS
Alex discussed the club radio situation. The next step will be try the club HPDE radios on a tour. Alex is volunteering at the Pikes Peak Hill Climb and will assess the radios they use.

NEW BUSINESS
Alex mentioned that we need to set up the By-Laws committee and Election Committees now in order to place changes on the October ballot. This would include establishing a 2nd VP role.
Alex also mentioned that the club is working to find a venue to support a Western Slope member engagement.

MOTIONS
None.

ACTION ITEMS
1. Denise to set up Motorsportreg to allow Nate to send email blasts for tour registrants.
2. Denise and Alex to discuss with Nate changes to the Driver’s Meeting.
3. Denise to work with Alex to form the By Law and Election committees.

The next Board meeting will be 30 July at Texas T-Bone.

Finish Time 8:33 pm


MAY MINUTES – 5.28.2019
Location: Mollica’s
Start Time: 6:27 pm
Attendees: Alex Ching, Dana Kasten, Dwight Kasten, Denise Jordan, Robert Baumgartner, Karl Klepfer, Nate Adams, Tim Drummer, and Pam Drummer.

Review of Action Items
1. Denise to follow-up with advertisers on newsletter discontinuation and movement to our website. CLOSED.
2. Denise to follow-up with PCS on same item above. CLOSED.
3. Denise and Alex will develop mailing to membership asking them to do email updates to PCA and MReg as well as joining our Facebook page. OPEN, Bids have been received and will be sent to the Board for review.
4. Dwight will chair a New Membership Social for Feb 2020. OPEN.
5. Dana to issue $187.70 to RMR for Instructor Event profit. CLOSED.
6. Dwight will confirm any available 2020 AX dates at PPIR. OPEN.

PRESIDENT’S REMARKS
Denise noted that the event participation is very strong with Tours, HPDEs, Socials, and Tech Sessions all seeing great attendance. The club requires lots of volunteer support events to be successful.

COMMITTEE REPORTS
Treasurer’s Report (Dana): The Treasurer’s Report was reviewed. The club has received the PCA Quarterly Rebate. Our AMR domain name has been renewed and the lockbox was also renewed. Treasurer report was passed: Alex made a motion to approve, Denise seconded and all voted AYE.
Advertising (Denise): Denise has contacted the advertisers on transitioning to online only. Only one advertiser expressed concerns. Denise and Alex are still working through the online rate structure.
Sponsorship (Denise): Denise and Alex are still working on a tiered approach.
Membership (Jim): No update. Nate commented that because Porsche of Colorado Springs is advertising club events we see people joining the tours who aren’t members and this may be an opportunity to obtain new club members.
Website (Alex): Alex has added an event wrap-up section that now has the Highway of Legends event and will send information to Panorama. The section is called E-Trails. The new section can include content that doesn’t fit cleanly elsewhere in the site.
CDI Program (Mark): No update.
Membership Socials (Denise): Location of the next social will be Edelweiss. We plan to still hold the October Social at Edelweiss. This will be the first time using MREG for RSVPs and a $20 payment for members who don’t show up or don’t cancel within 48 hours of the event. Approximately 40 people have signed up so far.
Charities (Barb): May and June the charity is TESSA.
PCS: No update.
Tours (Nate): Nate thanked Bull and Kym Whittaker, as well as Dana and Dwight Kasten, for their support to Treffen tours. Nate has developed the Fall Mystery Tour budget and asked for the Board to review. There was discussion that the radios have not been effective on the tours but on the last tour they tried radios a member brought and these worked much better.

EVENTS
Future Events:
Conifer Tour (Nate) – Registration is closed, we have 41 cars and 81 people registered. Everything is ready and Jason Watson will lead the tour.
Heritage Fire Tour (Dana/Dwight) – 46 people have registered, the resort has been able to add rooms for late registrants. The event is ready to go.
No Excuses V HPDE Pueblo (Robert B) – 59 people are registered which is greater than the assumption in the approved budget (58 people). There has been some credit utilization. All volunteers are in place but still looking for additional instructors as 3 drivers are wait-listed due to a lack of instructors. Also, Robert needs an Equipment Truck driver.
Fossil Beds Tour (Nate) – Bull and Kym Whitaker have volunteered to chair. The route has been mapped, the lunch venue is in work, and registration will open early June.
Royal Gorge Tour (Nate) – This is still planned for the 20th of July but route is not confirmed.
Bishop’s Castle (Nate) – Dwight and Dana will lead the tour. They are reviewing tour details from previous years and still need to finalize the lunch venue.

Past Event Wrap Up:
Perry Park Tour (Nate) – Bob Foltz led the tour, La Fiesta worked very well as a lunch venue. There were 45 cars and 71 attendees. There was concern that the length of the tour may be too long for Treffen.
Highway of Legends Tour (Nate/Karl) – Karl led the tour, it went well, and the scenery was spectacular. There were 35 cars and 67 people. May consider this tour for an overnight in the future.

OLD BUSINESS
NSTR.

NEW BUSINESS
Alex raised the topic of providing tour chairs reimbursements for expenses incurred planning the tour. The suggestion was to provide reimbursement for fuel for the dry run and the event itself for a 1-day activity. If overnight, 1 night of lodging would be reimbursed. Also, the $10 event fee would be waived for mids and sweeps. It was agreed that the Board would consider this and make a motion in the future.
How our club interacts with Western Slope members was discussed. We need to connect with these members, the idea of a recurring overnight trip was mentioned. The club will also look to provide Western Slope points of contact tools so that they can conduct socials and other club activities. Alex said he would develop a proposal to conduct 2 trips to the Western Slope to engage our members there.
Alex mentioned that we need to explore any desired changes to our By-Laws in time to place on the October ballot. This would include establishing a 2nd VP role. Denise recommended establishing a By-Law committee, and any recommendations must be complete by August to support sending out the ballots in September.

MOTIONS
None.

ACTION ITEMS
1. Tim to add Treffen to the Board New Events Agenda.
2. Nate to use the HPDE radios on the next tour to see if they work better. Robert will bring the radios to the next Board meeting.
3. Add the 2019 Christmas Party to the New Events list

The next Board meeting will be 25 Jun at Amanda’s Cantina.

Finish Time 8:14 pm


APRIL MINUTES – 4.30.2019
Location: Texas T-Bone Restaurant
Start Time: 6:33 pm
Attendees: Alex Ching, Barb Treacy, Dana Kasten, Dwight Kasten, Denise Jordan, Jim Sorensen, Mark Stolberg, Robert Baumgartner, Karl Klepfer and Nate Adams.

Review of Action Items – All previous items have been completed.

PRESIDENT’S REMARKS
Denise noted that events are going very well. Work on Tours, HPDE and Treffen pre-work are all in process and moving along smoothly.

COMMITTEE REPORTS
Treasurer’s Report (Dana): Income included Instructor Clinic, PPIR HPDE and an additional PCA 2018 Rebate. Expenses included Admin costs, Instructor Clinic, PPIR, Pueblo May HPDE Deposit, Snowmass Heritage Fire Room Deposit and the April Newsletter. YTD balances are down $2461 due to deposits for future events. Treasurer report was passed: Denise, Karl, Dana, Jim and Alex all voted aye.
Newsletter: Extensive discussions occurred as we no longer have an Editor or Graphic Designer to produce the newsletter. Challenges to continue the newsletter are filling these time demanding jobs with the needed skills, lack of content and print costs. We have a strong website where advertisers and information can be posted. Advertisers would be able to have hot links to their sites. Discussed that we have an opportunity to mail an annual calendar with events and date (possibly combined with RMR) and that we should send out an initial communication (possibly a postcard) alerting membership and asking them to ensure their emails on PCA and Mreg are updated for future communications and encouraging them to join our Facebook page. A motion was passed to terminate the Mountain Passages Newsletter – Denise, Karl, Dana, Jim and Alex all voted aye.
Advertising (Denise): Per the action items, Denise will reach out to Advertisers on next steps.
Sponsorship (Denise): Denise and Alex are working on finalizing tiered information which will now need to be adjusted based on the newsletter no longer being published.
Membership (Jim): 447 Members and 262 Associates for a total of 709. There were 11 new and 2 left. Jim will ensure new member information is sent to Alex to be posted on the website.
Website (Alex): Website is up to date. Treffen information has been added and volunteer positions will be posted.
CDI Program (Mark): Instructor support at PPIR was great. This level of support may be more difficult at Pueblo due to the large number of events that will be on going. Noted that we need to continue to secure tracks at least a year out to get preferred dates.
Membership Socials (Denise): Location of the next social should be posted shortly. For the April McKenzie social, we had a large number of no-shows that resulted in both new members to be turned away and the club had to cover a minimum that was not made of $210. Starting in June, all socials will be on MReg and participants that do not cancel with proper notice will be charged a fee. Credit will not be available to be used for the fee.
Charities (Barb): May charity is TriLakes Cares and this will be added to the Social information going forward.
PCS: Fred was unable to attend, there was no report.
Tours (Nate): Tours this year are being done as dry runs for 2020 Treffen. A Weekend meeting laid out the potential tours. There are 10 tours on the schedule and the Poker Run tour has been removed this year. There are 2 tours that need chairs. Nate will send tours to Dana & Dwight to see if they could pick one up. For Treffen there will be 7 tours on Thursday and 7 tours on Saturday April 30th and May 2nd.

EVENTS
Future Events:
Perry Park Tour (Nate) – PCS sent out an email on the event and the registrants have jumped to 54 cars and 95 people. Tour will be broken into three run groups to accommodate Tour and Treffen guidelines. Due to maximum at the restaurant, no more participants wanting lunch can be accommodated.
Highway of Legends Tour (Nate/Karl) – Karl will lead this tour and the maximum will be 60. Currently we have 45 registrants and 26 cars and will remain another weekend.
Conifer Tour (Nate) – Jason Watson is running and name will be updated to Red Rocks Tour. This will open next week and restaurant can accommodate 100-110 people.
Tours General – A motion was passed to include a $10 costs for all future day tours. This will offset the cost of Tour chairs and help ensure that participants are committed to the event. Denise, Karl, Dana, Jim and Alex all voted Aye. This new policy will start with the Conifer Tour.
Heritage Fire Tour (Dana/Dwight) – All rooms have been filled from the original contact (15 one bedroom, 2 two bedroom condos). 34 attendees at this time and event is still open. Denise will email blast with update that minimum rooms are available.
No Excuses V HPDE Pueblo (Robert B) – Currently have 24 people and need more registrants. Robert will drop off flyer at RMR upcoming event. He has secured Alex to do Start and Bob to run Control. Robert Yen will be the event CDI. Denise will continue to eblast event.
Fall Mystery Tour (Nate) – Contract for hotel and restaurant are being finalized for Denise to sign.
Past Event Wrap Up:
Porches & Pancakes Breakfast (Nate) – 25 people attended, and we do have interest in volunteering for future events. Nate is looking at doing more of these events.
Instructor Event (Mark) – There were 52 registrants and NDIs will work the event. Mark sponsored the Beer for the event and Denise/Once Upon a Horse sponsored the water. The event made a small profit and $187.70 will be issued to RMR with $96.70 being retained by AMR. This event is slated for April 4th, 2020 and will look at opportunities to be a national / multi region event. Some Instructor candidates were approved and some are still in the training program.
PPIR HPDE (Dwight/Dana) – There were 73 attendees. The event posted a profit and amount will be dependent on the number of NDI credit used over the next year. Part of the profit was due to Dwight’s negotiation on a lower track costs, garage rentals and 4 corner workers. The support from the Driving Instructor group was amazing and allowed us to have two novice run groups. 5 registrants were turned away due to the novice groups already being at capacity. We had a large group of volunteers and new volunteers learning start and control.

OLD BUSINESS
None.

NEW BUSINESS
Denise confirmed the PCA policy of not allowing Drones at any PCA event. Chairs should add this to their customary disclosure at the driving meetings.
Also discussed AX for 2020. Karl attended the RMR AX School and Event to use this information for next year’s planned events. The dates for 2020 need to be looked into now. Dwight will confirm any dates with PPIR and Karl will continue to look at any other venue. Future event should include SCCA and other clubs to maximize participation. Event will need 10-20 volunteers.

MOTIONS
None.

ACTION ITEMS
1. Denise to follow-up with advertisers on newsletter discontinuation and movement to our website.
2. Denise to follow-up with PCS on same item above.
3. Denise and Alex will develop mailing to membership asking them to do email updates to PCA and MReg as well as joining our Facebook page.
4. Dwight will chair a New Membership Social for Feb 2020.
5. Dana to issue $187.70 to RMR for Instructor Event profit.
6. Dwight will confirm any available 2020 AX dates at PPIR.

The next Board meeting will be 28 May at Mollica’s.

Finish Time 9:01 pm


MARCH MINUTES – 3.26.2019
Location: Amanda’s Cantina Restaurant
Start Time: 6:26 pm
Attendees: Alex Ching, Barb Treacy, Dana Kasten, Dwight Kasten, Denise Jordan, Jim Sorensen, Mark Stolberg, Robert Yen, Robert Baumgartner, Karl Klepfer, Jackie Vance, Pete Kelzer, Jack Ferguson, Nate Adams.

Review of Action Items – All previous items have been completed.

PRESIDENT’S REMARKS
None due to many topics on the agenda.

COMMITTEE REPORTS
Treasurer’s Report (Dana): Two month summary was presented with Income including the PCA Quarterly Rebate, three newsletter advertising payments and interest. Expenses included Cloud account, Blue Tire winner, truck licensing, PPIR track rental/insurance/rescue squad payments, Instructor Clinic Deposit/Insurance and newsletter expenses. YTD accounts are down as expected as deposits are put down on future events. Treasurer report was Approved.
Newsletter: Max was unable to attend but Denise provided update that Calendar information has been corrected and to remind everyone to submit content on past and upcoming events.
Advertising (Denise): There are some outstanding advertiser payments and some new advertisers are being secured. PCS sponsorship should be received soon.
Sponsorship (Denise): Denise and Alex are working on finalizing tiered information which should be available for review next month.
Membership (Jim): 434 Members and 259 Associates for a total of 693. There were 5 new members in February and already 10 new members in March. There were 2 transfers.
Website (Alex): Website is up to date. A Control/Starter page has been created with information needed for those positions.
CDI Program (Mark): There are 3 candidates for the upcoming training session.
Membership Socials (Denise): Next social is at Mackenzie’s and is already full.
Charities (Barb): Suits for troops had a good response and more items may be coming in. The charity for April and May will be TriLakes Cares.
PCS: Fred was unable to attend, there was no report.
Tours (Nate): Tours this year are being done as dry runs for 2020 event.

EVENTS
Future Events:
Porsche & Pancakes (Nate) – 44 people are currently signed up. Opportunity to educate people on Tours and recruit volunteers.
Instructor Event (Mark) – There are 52 registrants and NDIs will work the event. Alex will submit to have the insurance raised to reflect more than 50 registrants (completed 3.30 including payment submission). Sponsor is still being pursued for Bthirty. Dwight will stock and fuel up equipment truck and water will be stocked. Event is getting exposure from other regions. Participants for other regions would need to provide their own mentor for any candidates that would attend.
PPIR HPDE – There are 67 registrants with 22 instructors and 45 non-instructors. Currently there are more people requesting or requiring instructors than we have capacity to support. Event closes 4.5 and CDI committee will have to work through assignments and determine who will not be able to attend. In future events, we should advertise that if an instructor is requested that they will be waitlisted until instructor availability is confirmed. MReg information has been updated with this information. An email blast has been sent reminding participants to get Tech Inspections with the linked PCA Form (updated Jan 2019). We are no longer organizing Tech Inspection sessions prior to the event.
Perry Park Tour (Nate) – Working on restaurant and will be run by Bob Foltz. Should be open on Mreg by the end of the week.
Highway of Legends Tour (Nate/Karl) – Karl will lead this tour and they are also looking for a restaurant.
Conifer Tour (Nate) – Jason Watson is running and restaurants options are being reviewed.
Heritage Fire Tour (Dana/Dwight) – Budget was submitted which is the same as last year. Budget was approved. Brian Griggs completed the MReg set up and the tour opened on 3.27.
Past Event Wrap Up:
HPDE 101 (Robert B) – 37 people signed up. 13 new driver credits have already been applied to PPIR. Response was very strong and positively impacted new driver sign up at our first event.
Zone 9 President’s Meeting (Denise/Alex) – Discussed the continued challenge with getting volunteers and overall participation. Also reviewed Safety Standards and new By Law format that we will need to move to. The Tour Standards were also reviewed.

OLD BUSINESS
None.

NEW BUSINESS (Robert B/Denise)
We are currently reviewing the different volunteer positions that are needed with different events and what RMR currently compensates. Noted that Control, Start, Chair, Equipment Truck Driver might be considered for compensation. No formal decision was recommended but upcoming event chairs might consider including these in their budgets.

MOTIONS
None.

ACTION ITEMS
1. Denise to send Dana contract for Instructor Training so final payment can be sent.
2. Alex to increase insurance for Instructor Training event. Done 3.27.
3. Dana to email reminder of Tech Inspection for PPIR event. Done 3.27.

The next Board meeting will be 30 Apr at Texas T-Bone.

Finish Time 7:46 pm


FEBRUARY MINUTES – 2.26.2019
Location: Mollica’s Italian Restaurant
Start Time: 6:28 pm
Attendees: Denise Jordan, Alex Ching, Tim Drummer, Jim Sorensen, Robert Baumgartner, and Max Hellmen.

Review of Action Items – There were no Actions Items to review.

PRESIDENT’S REMARKS
Denise remarked that the year is off to a great start. The first Tech Inspection was a big success with 22 participants. The planning and messaging has been effective. Denise discussed the National President’s Meeting held 25 Feb, where she participated via phone. PCA is making website improvements, increasing marketing for club races, increasing the presence for 4-door Porsche owners, and working to increase junior participation in club events. Denise also stated that there have been spam/phishing attacks against club directors.

COMMITTEE REPORTS
Treasurer’s Report: Dana was unavailable, the Treasury Report will be provided via email.
Newsletter: Max is preparing for the March issue and has identified a new designer. The club has purchased a license for InDesign software. Max would still like to find a local person to be the newsletter designer. Expecting an increase in event advertisements and is seeing an increase in member content submissions.
Advertising: Denise is now responsible for Advertising, she will be working with advertisers to get contracts setup.
Sponsorship: The club now has a contract with PCS and is now working a new ad copy. They will have the front inside cover and two smaller ads. PCS will be providing breakfast for all tours starts.
Denise is still exploring a tiered sponsorship approach and is reviewing the RMR approach for ideas.
Membership: Jim told the Board there are 431 primary, 254 associate, and an overall total of 685 AMR members. Denise discussed that PCA is a launching a phone app to allow new members to immediately signup.
Website: Alex explained that he has launched the new volunteers page. He has been able to identify 3 new Control volunteers but still needs Starters.
CDI Program: Mark was not in attendance but Denise stated the joint AMR-RMR training session 6 April at Pueblo Motorsport Park is ready to go and E-Blasts will start.
Membership Socials: Denise stated the next social will be at Panino’s Eastside (First and Main Town Center).
Charities: Barb was not present but Denise confirmed that Suits for Troops will be the charity for March membership social.
PCS: Fred was unable to attend, there was no report.
Tours: Nate was unavailable but Denise provided a written report from Nate stating that the first tour will be 5 May. There is a strong set of volunteers to support the tours. The next tours will be 18 May and the 30 March Porsche and Pancakes will be focused on a call for volunteers.

EVENTS
Future Events:
HPDE101 – Robert provided an overview of the event, stating that it will focus on questions from new participants and then move to a panel discussion.
AMR-RMR HPDE Instructor Event – Robert stated that everything is set except still need a Starter.
Spring Shakedown PPIR HPDE – Dwight was unavailable, but Denise related that E-Blasts have been sent and there are several registrations.
Zone 9 Presidents Meeting – Denise presented the budget for her and Alex to attend the upcoming Zone President’s meeting in Albuquerque. To save costs, they will rent a car. A motion was presented on the budget and it was approved.
Past Event Wrap Up:
Tech Inspections – Robert stated the event was very successful with 22 attendees and 3 walk-ins, with 1 minor participant. Porsche of Colorado Springs provided a great venue and there was positive feedback from the attendees. Attendees will receive credit on Motorsportreg and are now qualified to provide Tech Inspections at events. A concern was raised, cars with collision avoidance systems and other automated safety features may pose a hazard at HPDE activities.

OLD BUSINESS
It was pointed out that the Board should be reviewing By-Laws to support expected upcoming changes. Also, need to identify a mechanism to make volunteers aware of what is club intellectual property.

NEW BUSINESS
The Board discussed the option for a 4th HPDE at Pueblo planned for 5 Oct, but so far an Event Chair has not been identified. The Board agreed that if an Event Chair is not identified by 5 July, the club will be unable to conduct the event in 2019.

MOTIONS
1. Approve the Zone 9 President’s meeting in Albuquerque to cover travel, lodging, and food expenses. Made by Jim, Seconded by Tim, all voted AYE.

ACTION ITEMS
1. Alex to update the website calendar for tour names and dates.
2. Denise to send Alex the 2019 ad rate sheet and contract.

The next Board meeting will be 26 Mar at Amanda’s Cantina North.

Finish Time 7:41 pm


JANUARY MINUTES – 1.29.2019
Location: Texas T-Bone
Start Time: 6:28 pm
Attendees: Denise Jordan, Alex Ching, Tim Drummer, Pam Drummer, Jim Sorensen, Karl Klepfer, Dana Kasten, Dwight Kasten, Robert Baumgartner, Barb Tracey, Jack Ferguson, Jason Watson, Phil Smith, Pete Kulzer, and Fred Sontag.

Review of Action Items – Jim S has called all new members but only received 1 response and will continue bringing badges to the Membership Social. The AI is closed.

PRESIDENT’S REMARKS
Denise welcomed the new attendees to Board meeting and stated she was excited for 2019, with Alex as the VP and Karl joining the Board as Member at Large. She believes Alex will add accountability. She also discussed the 2019 calendar, feedback from the recent Board Retreat on strategy and ideas. A goal is to develop shorter Board meetings. Denise indicated she was please that Porsche Colorado Springs has renewed its club sponsorship and is looking forward to reengaging the dealership.

COMMITTEE REPORTS
Treasurer’s Report: Dana provided the Treasury Report. All major areas from 2018 that were losing money have been resolved.
Newsletter: Max provided his report to the Board via email as he could not attend and Denise provided a recap of the report. The major item was that deadlines for Newsletter content are relaxed but still requesting more content.
Advertising: Max is now responsible for Advertising, the intent is to finalize advertising contracts by 1 March.
Sponsorship: PCS will be the 2019 sponsor for all tours with the expectation that the tours will start at the dealership. The dealership will host DE101 and Tech Session. The dealership will also encourage membership participation at the Taycan and 992 launch later in the year.
Membership: Jim told the Board there have been 7 new primary members, with 435 primary, 257 associate, and an overall total of 692 AMR members.
Website: Alex explained that he is launching a Volunteers page and will also be doing an e-blast to call for volunteers.
CDI Program: Mark was not in attendance but submitted his report via email detailing his 2019 plans for the CDI program.
Membership Socials: Denise reported the next social will be at Jake and Telly’s and that the charity will be the Marion House. Karl discussed some thoughts on how to find opportunities for new members to attend the socials.
Charities: Barb told the Board the next social will be the Marion House and following that she plans to support Suits for Troops (which supports both men and women former service members).
PCS: There was nothing further from the previous discussion.
Tours: Nate was unavailable but Denise reported for him that tour dates are now all finalized but some destinations are still in flux. Porsches and Pancakes will be held 30 Mar at Uncle Sam’s Pancake House with a focus on volunteers.

EVENTS
Future Events:
Tech Inspections – Robert stated the event has been listed on MREG, 10 people have registered so far, expecting more and will pursue the social media announcements. It will be held at Porsche Colorado Springs.
DE101 – Denise related that it is not planned to be listed on MREG but will have newsletter articles and Facebook posts to promote. The Chair is expecting good attendance.
AMR/RMR HPDE Instructor Event – The Board reviewed the email from Mark Stolberg detailing the event, they are still vetting three new instructor applicants. A motion was made and passed to approve the budget pending RMR also approving their portion of the event.
PPIR HPDE – Dwight reported that he has the contract and was able to negotiate a reduction of $800. The contract will need some updated information to be final and ready for signature. There will be 12 garages and Dwight will email out the contract for review and updating.
Zone 9 Presidents Meeting – It will be held in Albuquerque on 9 March, Alex and Denise will be attending. They plan to reduce expenses to the club by renting a car instead of flying. Denise will email the final budget to the Board for review and approval.
Heritage Fire – Dwight reported that they have a Save the Date for the Heritage Fire Event and are already half full before doing any advertisement.
Past Event Wrap Up:
NSTR

OLD BUSINESS
NSTR

NEW BUSINESS
Efficiencies – The Board discussed opportunities to add efficiencies to the meeting with one of the primary objective being to have all content requiring a vote sent to Board members by the Saturday before the meeting for review and Q&A via email.
2019 Goals – The Board determined 3 strategic goals for 2019: Identify and codify roles and responsibilities for Board Members, Committee Chairs, and volunteers in terms of policies and procedures with a target due date of June. The next goal is to increase the volunteer pool and also to identify a metric that allows the Board to monitor progress. Finally, the Board will strive to recover the financial losses from 2018.
Raffle License – The Board discussed whether the raffles conducted at the membership socials required a state license. It was determined that due to the dollar amount the state of Colorado does not require a license.

MOTIONS
1. Approve Treasury Report. Made by Karl, Seconded by Denise, all voted AYE.
2. Approve proposal for joint AMR/RMR HPDE Instructor’s Course, pending approval by RMR for their portion. Made by Alex, seconded by Dana, all voted AYE.

ACTION ITEMS
There were no action items.

The next Board meeting will be 26 Feb at Mollica’s.

Finish Time 8:10 pm