Overview
The club leadership discussed organizational updates, financial stability, and upcoming seasonal events for the membership.
Leadership Updates
Jeff provided a report regarding upcoming elections and the need for new leadership talent to prevent stagnation within the executive council. He noted that several positions are opening due to term expirations, including potential retirements from Chuck and Miguel. A major priority is the rewriting of the bylaws this winter to ensure compliance with PCAstandards; Amber Dorr provided guidance on this process, which will eventually involve an attorney and a membership vote. Additionally, Speaker 3 encouraged members to join existing committees to establish continuity plans and prepare for future roles.
Financial Operations
Speaker 5 reported that the club remains financially stable despite a year-over-year decrease of approximately $100,000.
The treasurer is finalizing tax returns and intends to move toward accrual accounting next year.
To prepare for potential state audits from the State of Ohio, the team is identifying all historical expenses to ensure transparency.
A new standardized reimbursement form has been deployed via the website to better track expenditures and facilitate future third-party audits.
Greg Salter continues to serve as the club’s accountant and bookkeeper.
Event Reports
Various committees shared updates on recent and upcoming activities:
Autocross: Bill Keefe confirmed the season ended on September 14th at Trader's World. Future planning may include shifting event dates from August to September or October due to heat concerns.
HPDE: Speaker 9 reported that Autumn Thunder saw 186 drivers. The program is evolving with a new check ride program involving dedicated instructors and specialized braking exercises. To maintain quality, the club plans to cap certain groups, such as instructor and advanced groups. There is also a plan to reduce entry fees for first-time novice drivers in 2027 once track fees are finalized. Notably, guest instructor Constantinos Siderius visited the event recently.
Membership & Concourse: Craig Lewis reported growth in primary memberships, reaching 13,116 total members including secondary affiliates. In concourse news, Mark Wilson highlighted recent participation in summer events like Dayton Concourse and observed high attendance at Porsche 356 gatherings in Lexington.
Action Items
[ ] Rewrite the region bylaws using PCA's framework, have the attorney review them, submit them to PCA for approval, and then send them to membership for a vote during the winter.
[ ] Distribute the annual member party information, targeted for tonight or tomorrow, for the December 5 event in Newport.
[ ] Complete and sign the current year's tax return within approximately 24 hours.
[ ] Hold an autocross planning meeting to review this year's program and identify improvements and schedule changes, including the potential shift from August to September and October.
[ ] Determine the participant cap for expanded-passing groups at the upcoming HPDE meeting and implement caps across the applicable advanced groups.
[ ] Revise the HPDE pricing structure for the coming year so first-time novice drivers receive a reduced entry fee, after 2027 track fees are established.
[ ] Write and publish an event-pylon article about Constantinos Siderius's Mid-Ohio visit and track-driving experience.
Outline
Meeting Minutes and Elections
The minutes from the previous meeting were reviewed and approved without corrections.
President Jeff issued a final reminder regarding upcoming elections for executive council seats.
Ballots are expected to be distributed by the end of October or early November.
Members interested in leadership positions are encouraged to submit their names and areas of interest.
Bylaws Revision Plan
The region is initiating a comprehensive review of its bylaws to ensure compliance with PCA standards.
A rewrite process will begin this winter using a framework provided by the PCA.
An attorney has been engaged to review the new bylaws once they are drafted.
Major changes include correcting misconceptions about the region's ability to expel members.
Upcoming Annual Member Party
The annual member party is scheduled for December 5th at Garage Only in Newport.
The event will feature live music, a car presentation, and a celebration of yearly activities.
The Vice President suggested joining existing committees as a strategy for developing future leaders and continuity plans.
Financial Report and Audit Prep
Treasurer reported that the club remains financially stable with approximately $70,000 to $80,000 in receivables.
Plans are in place to transition from an actuals-based tax return method to an accrual method next year.
Leadership is working to identify all past expenses to prepare for potential state audits and move toward third-party audited financials.
A new standardized reimbursement form has been deployed on the website to improve accounting transparency and documentation.
Autocross Season Update
Bill Keefe reported that the autocross season concluded successfully on September 14th with four well-attended runs.
There was a suggestion from committee members to potentially shift future event dates from August to September or October due to heat.
The committee confirmed they will continue using the Trader's World lot for future events despite rising rental costs.
HPDE Event Review and Changes
Jeff reported that Autumn Thunder saw 186 drivers and established the club as a regional gold standard for HPDE events.
New training elements like braking exercises have been successfully implemented following expanded passing programs.
To maintain quality, the club is introducing dedicated check ride instructors and will begin capping certain run groups.
A new pricing structure is being developed for 2027 that will offer reduced entry fees specifically for first-time novice drivers.
Membership and Social Media Updates
Membership reports show a net increase in primary members, ending the month with 116 primary members out of over 2,000 total members including secondary/affiliate types.
Craig Lewis noted that while some members did not renew, new joiners helped drive positive growth trends for February compared to last year's figures in this period.
Discussions regarding social media management emphasized the need for centralized control over Instagram and Facebook access via Paul or Nathan Kelly.
Award Presentation
Mark presented the 2025 Howard Rapp Award to Jeff Lynn, recognizing his commitment to the brand and participation in various common courses including OVR, Cincinnati Elliot Park, and Lexington.
Jeff shared his background in the automotive industry and mentioned his recent car awards at Ballpark and Dubuque.
New Projects
Speaker 4 announced the development of a new rally application intended to replace the lost Drive app. The tool will provide turn-by-turn navigation and similar features.
Speaker 4 is seeking volunteers to assist with evaluating requirements and acting as beta testers for the app.
A meeting is being coordinated between Gian, Speaker 7, and AJ to address ongoing discussions regarding POD.
Member Updates
Speaker 6 raised a discussion regarding service discounts at Kings. It was noted that a 10% discount previously offered to owners may still be active, with Jeff confirming he used it recently at Village.
There was brief speculation regarding potential issues or third-party management at Village, though no definitive conclusion was reached.
The next meeting is scheduled for the same time and location next month.
Action Items
Draft the initial requirements for the rally app that will replace the lost Drive app, covering turn-by-turn functionality and user needs.
Help evaluate the rally app requirements and participate as a beta tester.
Coordinate a meeting or visit with AJ and Gian regarding the POD situation, and provide an update once scheduled.
