Board Meeting Minutes

The Board meeting minutes has permanently moved 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 Pam Drummer.

2019 Board Minutes Archive
2018 Board Minutes Archive


DECEMBER MINUTES – 12.04.2019
Location: Texas T-Bones
Start Time: 6:34 pm
Attendees: Dana Kasten, Dwight Kasten, Karl Klepfer, Denise Jordan, Jim Sorensen, Alex Ching, Nate Adams, Tim Drummer, Pam Drummer, and Arnie Easterly.

Review of Action Items
1. Dwight has resolved the HPDE event dates, still confirming PPIR 2020 AX date, targeting 16 May.
2. Remains Open
3. Closed
4. Open
5. Closed
6. Open

PRESIDENT’S REMARKS
Denise told the Board that much planning for the 2020 year had already been done and that from 2019 it was clear the high value of doing this well in advance. She is excited for the upcoming Christmas party which does have a wait list. Also ready for the joint AMR-RMR meeting.

COMMITTEE REPORTS
Treasurer’s Report (Dana): Dana presented the Treasurer’s report. Denise made a motion to approve, Tim seconded, all voted Aye.
Advertising and Sponsorship (Denise): NSTR
Membership (Jim): Jim reported that there are 3 new members, 462 Primary Members, 275 Affiliates for a total of 737.
Website (Alex): Starting to populate the 2020 calendar on the website.
CDI Program (Mark): No report.
Membership Socials (Denise): Everything is ready for the AMR Christmas Party. The January social will be at Paravicini’s.
PCS: NSTR.
Charities (Barb): Barb was unavailable but Denise stated the Christmas Party charity is “Toys for Tots” Salvation Army and that the Lady’s Luncheon collected donations for One Nation Walking Together.
Tours (Nate): Several radios have been tested, also looking at new batteries for the current radios. Nate provided the group the draft 2020 event schedule.

EVENTS
Future Events:
Treffen 2020 – Alex stated that PCA National has begun advertising Treffen. All volunteers have been selected.
Christmas Party – Everything set, Denise sent an e-blast reminding attendees of the last day to cancel and still receive a refund.
New Membership Social 2020 – The date is now set for Feb 22th and it will be held at the Porsche of Colorado Springs dealership. The club will provide food and drink and it will be available for registration on motorsportreg. The club needs to develop information items for attendees to take home with them. Denise will start advertising the activity.

Past Event Wrap Up:
None.

OLD BUSINESS
None.

NEW BUSINESS
1. For 2020 Slate: There are two club VP positions on the ballot, the exact split in responsibilities is still being worked. Nate Adams will give up Tour Chair role if elected, Arnie Easterly will assume the duties. Succession planning is a topic that will need to continue being worked.
2. Denise is starting to plan a Board Retreat in 2020 for strategic planning.
3. Denise ended the meeting by thanking all Board members who terms are expiring.

ACTION ITEMS:
Nate to send new radio budget for email vote.

Date and Time of Next Meetings: Tuesday Jan 28th at Mollicas.

Finish Time 8:10 pm


OCTOBER MINUTES – 11.05.2019 (rescheduled)
Location: Easterly’s
Start Time: 7:04 pm
Attendees: Dana Kasten, Dwight Kasten, Denise Jordan, Robert Baumgartner, Jim Sorensen, Alex Ching, Nate Adams, Steve Heptig, Tim Drummer, Pam Drummer, Arnie Easterly, and Susan Easterly.

Review of Action Items
1. PPIR 2020 AX date to remain open as there is new management at PPIR. Dwight is trying to coordinate with the new team.
2. Remains Open
3. Closed
4. Open
5. Open
6. Open

PRESIDENT’S REMARKS
Denise thanked the Easterly’s for volunteering to host the Board meeting. She remarked that the year is almost done, with one the Lady’s Luncheon and AMR Christmas Party remaining. We have had good attendance at all 2019 events and she thanked all the volunteers that have made the club successful.

COMMITTEE REPORTS
Treasurer’s Report (Dana): Dana presented the Treasurer’s report. Denise made a motion to approve, Jim seconded, all voted Aye.
Advertising and Sponsorship (Denise): NSTR
Membership (Jim): Jim reported that there are 9 new members, 461 Primary Members, 241 Affiliates for a total of 732.
Website (Alex): Everything is up to date but Alex noted that the Board still needs to approve minutes from the last two Board meetings. Denise moved to approve, Dana seconded, all voted Aye.
CDI Program (Mark): Robert provided an update to the Board base on inputs from Mark Stolberg. The CDI Committee had an internal meeting to discuss the CDI program and they plan to follow up with RMR. They are working through a review of the instructor list to identify active and qualified instructors. Also, they plan to hold attendance to 10 people per mile of track for novice driver groups. For the HPDE program in 2020, they would like to move La Junta to the end of the year and hold Pueblo after PPIR and in the middle (Events 2 and 3). They are planning to conduct 4 HPDE events next year. Also, the proposed instructor discount is $100 per day. Robert expects to provide dates within 2 weeks for the proposed events.
Membership Socials (Denise): Denise related that there are 13 people signed up for the Lady’s Luncheon at Paravicini’s and and the charity will be baby items for One nation Walking Together.
Charities (Barb): Barb was unavailable but Denise stated the Christmas Party charity is Toys for Salvation Army and they have confirmation all donated toys will be distributed locally.
PCS: NSTR.
Tours (Nate): Nates presented the wrap-up for the Fall Tour budget. 29 cars registered, 27 particpated, resulting in a small positive balance for the event.
For Treffen, there was discussion on the radio situation. Nate has been trying different radios on various tours and believes he has identified a good solution. For all the Treffen tours, the club will need a minimum of 21 radios. Longer term, the Club also needs to start replacing the HPDE radios.

EVENTS
Future Events:
Treffen 2020 – The opening of registration is now planned for 22 January and is expected to sell out in minutes. All volunteer positions are covered and Alex will send out the final volunteer list. All contracts are being finalized.
Christmas Party – 75 people are registered and there are 9 people on the waiting list.
New Membership Social 2020 – The date is now set for Feb 22th and it will be help at the Porsche of Colorado Springs dealership. Still need to finalize the mailing list for the invitations and need to include all committee chairs in the event.

Past Event Wrap Up:
AMR Pueblo HPDE #2 – Robert gave the event wrap-up. In spite of a difficult start, it ended up being a good event. The EMTs didn’t show up until 2 hours late delaying the event start and as a result the track provided a rebate. There were 37 drivers and 16 instructors.
La Junta HPDE – Dana confirmed that she had done the final budget review with Jacki, there were no issues at the event.

OLD BUSINESS
NSTR

NEW BUSINESS
1. For 2020 HPDE Pricing the club is still getting more information.
2. For the Awards, Denise is getting trophies back from last year’s recipients and she is organizing them to provide their selection for this year’s winners.
3. Elections – Denise sent an email blast requesting volunteers for open Board positions and 7 people responded. Denise related that she has a proposed slate for the elections.
4. 2019 Joint Board Meeting: The date will be 15 Dec and Denise is coordinating with RMR for the time and location. The plan is discuss the schedule and key club issues.
5. 2020 Event Brochure: Alex has developed a 2020 event brochure and will have it available for the new member social.
6. 2020 AMR 45th Anniversary: The Board is working to determine a venue with discussion on having it a local park. The club could provide meat and the membership do a potluck style for side dishes. Denise will put together a committee to plan it.

MOTIONS
None.

ACTION ITEMS:
Dwight to get replacement costs on the batteries in the current HPDE radios.

The last meeting of 2019 will be on Wednesday December 4rd at Texas T-Bone.

Finish Time 8:41 pm


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.

NEW 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.

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