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Minutes, Hodaka Days Planning Group

Athena, OR 11-10-07

Hosted by Harry Taylor

In attendance:

            Harry & Patty Taylor, Gregg Floren, Paul Stannard, Mike & Jenny Kirchberger, Thal & Carol             Anderson, Al Pedro, Rick Piper, Kelly Corwin, Ed Chesnut, Jamie & Susan McAdams (&        daughter), Lee Butler, Chuck Swanson, John & Kris Patterson, Jeff Harshman , Bob Whitman

Gregg Floren chaired the meeting and began by reviewing finances and distributing a financial projection sheet. The Club has about $3200, with an additional pledge of $750. Total cost to conduct Hodaka Days was, and is projected to be, about $5000. With expected revenue and sponsor contributions, we should be in sound financial condition. The Club was denied IRS approval as a “not for profit” organization, so is being restructured as a “for profit,” with the expectation that we will retain minimal funds each year, to minimize our tax expense.

Treasurer Kelly McKeirnan will be asked to develop expense vouchers which may be used to request and document reimbursement proposals. The Club will purchase a start/finish flag kit from AMA ($150.00), along with a card scanner ($199) to verify that all racing competitors have the necessary competition license. Insurance costs were reviewed. AMA still offers the most affordable coverage. Discussion occurred about a suitable charity for 2008. A well-maintained, relatively unmolested standard Hodaka will be secured as a raffle prize for 2008, unless the Club should receive a higher value donation.

The schedule for Hodaka Days was discussed. Trials rider would like to compete earlier in the day, the parade is best kept at Saturday morning, & bike show hours will be reviewed. A (judged) technical innovation award will be added to the bike show. The field games drew little participation in 2007 and may be dropped or cut back. Possible service school speakers were discussed. Ron Pomeroy has donated the first trophy won by Jim Pomeroy. The Club will make this a permanent award for the Gran Prix winners of future events. The club is working with Marv Foster to preserve the movies of the trip he and Frank Wheeler took through Baja on a pair of Ace 90s.  If we can get them converted to DVD and find a suitable venue, these may be shown Friday night. We hope to hold a banquet on Saturday evening, preferably indoors, as a sit-down event. Trials & bike show trophies would be presented, the raffle & auction would be combined, and slide shows of the bike show and trials would be a part of the evening.

We may develop a “Request for Proposal” (RFP) format which we can offer to food vendors which would solicit their health licensure details, products offered, times available, volume capability, etc. Breakfast, mid-day and evening food needs were discussed, with special interest in “banquet” food availability for a Saturday night event (possible barbeque?) Chairmen and groups of workers are needed to ensure adequate manpower for different tasks, such as general registration, racing registration, etc.

Paul noted that VMX from Australia will be covering Hodaka Days ’08, as will Clay Light from Cycle News. Paul also reported that he secured our right to provide all course markers, and be identified in the program as a sponsoring club at the 2008 ISDT Reunion Ride for a fee of $200. This recommendation was approved, with thanks to Paul; the publicity should be great.

Alternative locations for Hodaka Days were discussed. Consensus was that there was inadequate time to consider a change for 2008. The event will be held the third weekend (June 20, 21, 22) in June, 2008 in Athena. An alternate site may be a possibility in 2009. The group agreed that more input should be solicited from participants at the 2008 event, that an event held elsewhere than Athena should likely be near the middle of the US (to minimize travel impediments for eastern & Midwestern attendees) and should be held in conjunction with an existing, successful AHRMA/AMA event. We need to secure “RFP” type information from suitable event promoters, to determine which, in reality, would like to host Hodaka Days, and which events would provide a suitable venue from our perspective.

We approved creation of a “Quartermaster” position for Hodaka Days. The person assigned would be responsible for developing and maintaining records on all Club materials, especially those used for Hodaka Days, such as banners, flags, etc. The Quartermaster need not store such items, but should maintain records of all property and its location. This may be especially valuable if and as “regional” Hodaka interest groups develop. Attendees strongly endorsed supporting such regional or sub-groups as an effective way to enhance visibility of the Hodaka Club nationally.

An extended discussion focused upon the possibility of an organized trail ride as a part of Hodaka Days ’08. All felt it would be an event of great interest, but a number of concerns were discussed. A trail ride in the Blue Mountains, essentially where the Bad Rock was run 30+ years ago would be a memorable experience. Logistical, liability and location concerns were discussed. The ride would have to be relatively gentle, as many potential participants would have valuable bikes or ones unsuitable for rough terrain and many riders would lack genuine off-road skills. Many riders who might wish to participate have bikes which are not street legal. Public lands, Oregon OHV areas, tribal lands and private lands were discussed as to advantages & difficulties. The trail ride would probably need to occur on Thursday, extending the event by an additional day.

The Club’s relationship with the City of Athena was discussed. The City’s continued cooperation and forbearance are necessary for Hodaka Days in Athena. We need to remain aggressive in our efforts to conduct a quality event which offers economic and social benefits to Athena.