Club Meetings

11/09/2011 Meeting Minutes

Bluegrass Cycling Club

Board of Directors Meeting Minutes

Wednesday, November 09, 2011

Board Members Present: Keith Batchelor, Terio Sutherland, Christian Erickson, Peggy Littrell, Mike Bagley, Pam Thomas, Phil Pietrowski, Jeff Pearson, Bill Cole

Board Members Absent: Jamie Bagley, Dwayne Edwards

Club Members Present: Shawn Hokanson, Don Leach

Approval of October Minutes - Mike made a motion to approve the October minutes as submitted. The motion was seconded by Phil and approved unanimously.

Peggy reported that Bill Gorton, chair of the State KBBC, is discussing the possibility of restarting the Mayor’s Bike Task Force again with Mayor Gray.

Review of Proposed System of Conducting Board Meetings – Peggy reviewed the new process for committee reports being filed prior to board meetings to reduce the length of meetings. Reports will be filed at least 3 days prior to the meeting so that board members can review it. Action items will be noted on the reports and will be included on the agenda, which will be sent out at least a day before the meeting. Everyone agreed to use the new procedure. Reports were submitted this month from all committees and will be included as part of the minutes this month.

Peggy made a motion to accept committee reports as filed, the motion was seconded by Keith and approved unanimously. The approved committee reports are attached to these minutes as submitted.

Membership Committee Discussion – There was a short discussion about the membership committee report – The board agreed that we should leave the dues structure the same for now until we get the new system up and running.

Social Committee Discussion – The board had a discussion about what support should be provided by the club relating to social events for BCC members. After discussion, it was decided that the Social Committee should be asked to develop criteria and guidelines to be presented to the board for consideration and approval.

Rides Report – Mike (not submitted in advance) – Mike reported that a total of 200,221miles were recorded for the touring season, and that 366 riders had mileage this year. One rider passed the 25,000 mile mark, one passed 20,000 miles, one reached the 15,000 milestone, and 3 reached the 10,000 milestone.

Bourbon Trail Bike Routes Update – Shawn provided an update on the status of the Bourbon Trail bike route project. The web accessible maps are currently in the testing phase.

Action Items from Reports:

Philanthropy Committee – Pam reviewed the funding request received from Cardinal Hill Rehabilitation Hospital for a hand powered bicycle. The revised quote for purchase of the bicycle is $1,927.30. Pam made a motion to approve the recommendation presented by the Philanthropy Committee for funding up to an amount of $1,930. The motion was seconded by Mike and approved 7 to 2.
IT Committee – For Club Express to add the mileage component, a fee of $2,240 must be paid to develop the custom programming for mileage tracking. Once that is completed the BCC can license it’s use for other clubs and may be able to recoup the initial costs if other clubs elect to use it. Phil made a motion to approve the expenditure of $2,240 to develop the mileage component of Club Express with funds to come from excess funds in the Philanthropy Committee budget unit. The motion was seconded by Mike and approved unanimously.

Banquet Planning – Mike will take care of awards/gifts for rides/ ride leaders. Bill, Mike and Christian will also work on other gifts. Christian will prepare a video that will run as a loop in the background. Tim Terry will be the MC. It was onted that the board needs guidelines about recognition and gifts

Annual Reports – Annual report information from each committee is due in December for compilation and preparation to provide to members in January.

Retreat Ideas – Peggy asked that all current board members think about and be ready to provide suggestions for retreat topics for the December meeting.

Draft Budget Discussion - Terio reviewed the proposed budget with board members. The budget was developed based on historical information and requests submitted by committee chairs. The proposal was amended to increase the carryforward amount to $17,500, to increase the Ride expenses/Ride support to $4,900 in contemplation of the BCC sponsoring a race during 2012. With the changes from the draft document, the budget is essentially balanced with a continued carryforward of $35,000. Terio will post the draft budget with amendments made during the meeting for further consideration. In December, the final changes will be made and approved so the approved budget can be presented to the members in January.

ITEMS IMPACTING THE BUDGET:

The board approved the grant application from Cardinal Hill in an amount not to exceed $1,930. Funding will come from the Philanthropy budget
The board approved the expenditure of $2,240 for the mileage module for use in conjunction with club express. The amount will be deducted from the Philanthropy budget.

Adjourn-Next Board Meeting December 14 at Peggy’s House

Committee Reports

Committee: Education

Date: 11/8/11

Prepared by: Keith Batchelor

Report: We had our first Traffic Skills (TS-101) workshop this past weekend at the North ‘Y’, (November 4 & 5^th) led by our own League of American Bicyclists (LCI accredited) instructors Peggy Littrell, Pam Thomas and Dave Overton. Eleven people participated in the (near capacity) workshop and all passed. A very well run course and well worth anyone interested in their skill-sets or safety to attend a class in the future.

Still on course with our Fall workshop for the afternoon of Sunday November 20^th @ 1:30 pm also at the North ‘Y’. A maximum of 30 can be accommodated and we are roughly half-full with a week & a half to go.

Action Required: No further action needed.

Committee: Merchandise

Date: 11/8/11

Prepared by: Bill Cole

Report: Committee has met and discussed both the mission of the committee and the store inventory situation. Members were reminded that the mission is to produce items which can be imprinted with the club name and/or logo and to sell them to members on a “cost plus” basis to insure that we don’t lose money but which will not allow a major profit. The exception to this policy are jerseys which are produced as a for profit item. We decided to restock both 20 and 24 ounce water bottles, socks and headsweats. Orders will be smaller than the previous ones for these products and the attempt will be made to create and track for a 2 year merchandising period—i.e. we will only order what we think will be a two year supply.

New items to be developed include a club t-shirt. It will be produced in both a long and short sleeve version and will be designed with a “vintage” look. These shirts are expected at this point to be a “one and done” order. We will also produce a small number of bike bags (both under seat and stem bags) with the club logo embroidered on the sides. A second order of these will be evaluated based upon the response to the first order.

We anticipate having all items available for the Kick Off Ride to begin the season.

Action Required: Budget approval only.

Committee: Philanthropy

Date: 11/6/11

Prepared by: Pam Thomas

Report: The Philanthropy Committee met on November 1^st at Rowena Ruff’s house. The committee reviewed the one funding application received from Cardinal Hill Rehabilitation Hospital for funds to purchase a hand cycle (a bicycle that is pedaled using the arms/hands rather than legs/feet). The actual application was forwarded to board members to review as a separate communication. The committee voted to recommend funding the application as requested, and to require a full report from Cardinal Hill about how the cycle was used both with their patients and in the community. Cardinal Hill is also working on determining if they can get a better price on the cycle than was requested in the funding request. That information may be available prior to the board meeting.

The committee also discussed the proposed budget for 2012, which was approved and submitted to Terio. Finally, the committee identified issues and topics to be discussed at the next meeting after the budget is approved.

Action Required: Board vote on whether to grant the Cardinal Hill Funding request.

Committee: Membership

Date: 11/8/11

Prepared by: Jamie Bagley

For the first time ever, we have reached the 700 member mark! We finished up the year with 700 members. We ended last year with 626 members. I am also pleased to report that we already have several families who have tried to renew online for 2012, and at least 4 families are waiting to sign up for free first year membership. Club Express cannot get here soon enough!

It is my recommendation that we continue free membership for first year members, and continue with our current dues structure until we have successfully made the transition to Club Express. With that said, I would like to share feedback from a survey that I sent out to members of the membership committee, and several club members. Listed below are the survey questions along with a brief summary of responses I have received to date:

1. Should we continue free first year membership? The consensus is yes - everyone that has responded believes that we should continue free first year membership.

2. Should we charge a nominal fee, $5.00 for example, to cover administrative expenses for new members? The consensus is no. Instead of charging a nominal fee, it was suggested that perhaps we could limit access or benefits for the “free” members.

3. Should we allow members to pay for multiple year membership – for example 2 year, 3 year, 5 year? Opinions are split on this one. Several members think this is a great idea.

4. Should there be a discount for paying in advance for a multiple year membership? For example, a $5.00 discount per year? The majority of responses are against this idea. One member who disagrees believes that at $20 for single and $30 for family – the club is a great deal considering that we print maps, manage the website, have snacks and water at rides, have parties and social events….

5. Should we offer lifetime membership? Opinions are split on this one. Most agree that it would be a great idea to offer lifetime membership. One member suggested that there should be minimum qualifications for lifetime membership ( for example, 5 years as a member, or 10,000 miles)

6. If we implement the lifetime membership option, what would you consider to be a reasonable fee? Opinions vary – One member suggested a fee of $400 (with lifetime dues to increase along with any future increase in annual dues). Another response was to offer lifetime dues for $200 or $300 with a jersey included.

Committee: Social Committee

Date: 11/8/11

Prepared by: Peggy Littrell

The social committee ended the 2011 cycling season with a Halloween ride of varying lengths and get-together on October 30 at Berries on Bryan Station. It was attended by about 50 of our members donning a variety of unique costumes. This year, we even had a bike that came dressed up as a horse...now, that's creative. Maybe we should consider prizes next year! The nutritious spread at the end of the ride replaced all the calories previously burned. Keep riding so we can keep eating everything!!!

The committee met on Oct. 31 after the last scheduled ride of the season to start planning for the off-season. A detailed report will follow in the Annual Report, but in summary, this season was very active socially with great turnouts at all events, both bike related and no-bike gatherings. We have had several offers for new events to be added to the calendar next year. We anticipate 14 events for 2012. We also discussed regular no bike socials for the off season and possibly a velo-swap, chili supper, and even an informal barn dance to keep us connected in the off season. No dates have been set for those events.

We also discussed developing guidelines for financial support for our socials. The committee is in favor of financial funding for bike and bike related events with supply/product support, as available, for no bike socials. We would like to know your thoughts on this subject before we make it a directive. Thoughts??

FINANCIAL OVERSIGHT COMMITTEE

Date: 7 NOVEMBER 2011

Prepared by: Jeff Pearson

REPORT: Committee met on 11/2/2011 to review the second quarter financial information.

The financial records and bank statements for July, August, and September were reviewed. All information appeared to be in order.
It was noted that there are some checks that were not deposited and therefore not cleared at this time since some people do not deposit reimbursement checks right away.
It was noted that in some cases the request for mileage reimbursement was done via request for gasoline payment. The committee was OK with this approach as long as it is small amounts. However, the practice should be by mileage reimbursement to better track the actual amounts spent.
Retail / Inventory was discussed – While there was a request from the committee for Terio and Bill Cole to recommend a possible software package to help track retail sales and inventory, Terio noted that the Club had determined that they will go to “Club Express” software for the club activities and that this software had the capability to provide actual sales as well as tracking of sales and inventory. It was agreed by the committee that this information could be very useful in determining how this area of the club is going, since there is little actual tracking that can currently be done. This seemed like a good step to all.
Additional discussion about retail inventory and sales. It seemed that the larger ticket items are tracked (like jerseys), but that it is hard to keep up with the small items like map clips etc. These have not been specifically counted. It will likely be tracked a little better with the new club software anticipated.
It was noted that Terio S. will be stepping down from the Board at the end of 2011 – implications of a new Treasurer and reporting information was reviewed.
It was discussed that Jeff P will be stepping down from the Board and the Committee at the end of 2011, and that a Board Representative will have to be identified.
We discussed the operation of the Treasurer and how that may change with the next person since Terio will off the Board.
The issue of electronic payments for vendors and reimbursements could be beneficial.
The potential of multiple users for the QuickBooks software was discussed. While this might be helpful to split work load and responsibility, this could be difficult to maintain responsibility and oversight.
Additionally – co-signers or additional check signers were discussed. There are benefits and concerns over this as well.
Ultimately – with the expansion of the club, rise in donations through philanthropy and more workload for the Treasurer, it seems that a discussion of the Treasurer’s role and responsibility at some point before the next individual takes over seems in order. Could even be discussion of more than one Treasurer or at least an assistant.
Meeting closed with discussion of next meeting and delaying that until February to allow the new Treasurer to get involved and Terio to show them the processes of how things work.

ATTENDEES: Jeff Pearson (Board Representative), Sandy Duff & Billieanne Withers (Co-Chairs), Ed Jennings, George Pierce, Rick Fern, Terio Sutherland (Treasurer BCC)

President's report

From:Peggy Littrell

Date:Tue, 8 Nov 2011 at 12:43pm

The recent (Oct. 28-29) KBBC Annual meeting was held at the Marriot Courtyard with 5 BCC members in attendance. We were thanked for sponsoring the breakfast before the meeting began. The overall feeling of the Commission is that KY is moving forward with bike advocacy despite the difficult economy, largely due to the organized efforts of cycling enthuiasts on both the state and national levels. Several state legislators and LAB's head of advocacy spoke to the group outlining plans to continue influencing and improving our cycling culture. Watch for upcoming legislation in the 2012 session regarding cycling. We may want to consider an ad-hoc advocacy committee for next year.

The Annual LAB conference is planned for March 2012. Would we want to send 2 representatives?

Horsey Hundred Committee Report

From:Don Leach

Date:Mon, 7 Nov 2011 at 2:01pm

The HH Committee held the first official meeting on Tuesday, November 1.
Each subcommittee is progressing toward completion of assigned tasks.
Sponsors and vendors are being actively recruited.
Volunteers will be welcomed enthusiastically.
The Active.com website should be operational by the beginning of December.
Ride jersey and T-shirt design has yet to be finalized. We are using a professional artist for design.
Social committee is working on possible activities for Friday and Saturday evening.
Pricing is $55 PLUS the Active.com fee.
The ride is capped at 2000.
There will be an increased law enforcement and emergency response presence at the next HH. Dwayne Edwards is tasked with coordinating these entities along with routes (Dave Elbon).
The HH budget needs to be finalized so we can proceed.

Last Updated on Tuesday, 20 December 2011 13:49

10/12/2011 Meeting Minutes

Bluegrass Cycling Club

Board of Directors Meeting Minutes

Wednesday, October 12, 2011


Board Members Present: Keith Batchelor, Terio Sutherland, Bill Cole, Dwayne Edwards, Christian Erickson, Peggy Littrell, Mike Bagley, Pam Thomas
Board Members Absent: Phil Pietrowski, Jeff Pearson, Jamie Bagley
Club Members Present: Patrick Wesolosky

Approval of September Minutes - Mike made a motion to approve the September minutes as submitted. The motion was seconded by Keith and approved unanimously.

Corporate Document Revisions - Pam reminded board members that the proposed restated Articles of Incorporation and By-laws were posted on Basecamp for board member review. Both sets of revisions must be approved by the general membership before they are effective. After the board approves the documents, links for members to review the documents will be included on the website and the vote will be conducted in conjunction with the board of elections.

Bill made a motion to place the revised and restated articles before the members at the next general membership meeting. The motion was second by Dwayne unanimously approved.

Dwayne made a motion to place the revised by laws before the members at the next general membership meeting. The motion was seconded by Mike and approved unanimously.

Officer Reports

President-
- KBBC Annual Conference - Peggy reminded the board that the KBBC annual meeting is Oct 28-29 in Lexington, and that registration closes on October 13. Registration is free.
- LAB News – Peggy noted some interesting items included in the latest LAB on-line newsletter and urged board members to check it out.
Treasurer-Terio posted budget information on Basecamp prior to the meeting and distributed an updated document reflecting the approved budget revisions and expenditures to date.
- Financial update – There was a general discussion of the budget/expenditure report and the possibility of adding a column to show the net totals for each line item (over/under budget). Terio will see if adding this column is possible.
- Committee Budget Information - Terio asked what the committees need to have in order to submit their budget request – it was agreed that they should be given basic P&L as well as the detailed information for their committee. Terio will post the necessary information to Basecamp for each committee in time for the committees to consider and submit budget proposals.
- Budget 2012 draft proposal plans – Pam suggested that for budgeting next year, Merchandise be a completely separate budget unit and not included as part of any event budget. It was generally agreed that we should budget all merchandise for sale separately from the events.


Retreat plans – We will hold the planning retreat in February to plan for both 2012 and 2013 (so that we are able to budget better for 2013)

Committee Reports
Events-

RRR evaluation-Patrick reported that there were $3,166 expenses. Food expenses were the same as last year but there were 30 less people than last year so the cost per rider increased, but extra fees made up for the reduced revenues. The event was profitable. Patrick suggested that we keep Saturday in Stanton next year because of the superior facilities there. Patrick suggested adding a discount for people who register for both days, and that we forget the discount for pre-registration since we really don’t get much pre registration regardless. Finally, Patrick suggested that we pay Mark Cornelison to produce a DVD/ media package from the ride. Patrick will have a meeting to talk about future plans for the RRR. Patrick declined the offer of the club to pay for his lodging this year (see approved expenditure included in the September minutes).

Horsey Hundred – In Don’s absence, Pam presented the pricing recommendation from the Horsey Hundred committee. Information presented was as follows:
- Entry Fee/dorm proposal:
  - Registration capped at 2,000
  - Fees: On line in advance $55 plus active.com fee; mail in advance $55, on site $65 for both days, $30 Sunday only
  - Dorm rooms limited to 250
  - Advertise that on site registration will not occur next year.

There was a general discussion about whether to advertise that we will not have on-site registration in 2013. It was agreed to not accept the proposal to advertise no on-site registration for next year.; There were no objections to the proposed pricing structure.; There were several questions regarding the proposed budget that will be passed along to Don. (Pam talked to Don on the phone and also e-mailed Don the questions relating to the budget )
Membership// recruiting – Jamie (Report provided by Mike in Jamie’s absence)

Membership – We have 695 members. At this time last year, we had 616 members.
2^nd Sunday evaluation – Event went well. Three people signed up for 2012. Jay McChord (Lexington urban county council) stopped by to thank the club for being so active in the community.
Membership Dues – Peggy asked board members to think about what to do about our membership fees. Now is a good time to revisit this since we will be transitioning to club express and because there are expenses related to implementing club express. The board agreed to ask the Membership Committee to develop a proposal regarding membership dues.


Financial oversight- Jeff (absent) – No report

Philanthropic-Pam

Bike Giveaway plan change – Pam provided an update on the bike giveaway program. The Isaac Murphy Bike Club was slated to do another bike giveaway before the October second Sunday event, however the BCC bike giveaway committee did not hear anything from the Isaac Murphy board regarding this event and it is assumed that it did not occur. Pam contacted the North Lexington YMCA about offering a bike giveaway/education program specifically targeted at kids who do not have bicycles and Melissa Bellew responded that they would like to work with the BCC to develop and implement this program.
Next meeting-Oct 19 – Pam reported that so far, only one application for funding has been received. The committee will also discuss the budget proposal at it’s next meeting.


Merchandise-Bill - Fleece sales – 20 fleece jackets were ordered up front based on the prior approval of the board. About ½ were sold at the RRR. 24 additional were ordered before the RRR in addition to the up- front order. Additional orders for 10 or 11 have been placed based on orders at the RRR. Bill will continue to take orders through the beginning of December.

Social- Peggy

Evaluation - Oyster Roast – Peggy reported that the event was fun, and thanked Bill and Malcolm for providing the stew and oysters.
Upcoming events – The Halloween ride will be at 1:00 on October 30. Everyone will be asked to bring a snack and there will be a bonfire.


Ride- Mike – Mike reported that 359 people have participated in rides so far this year. There have been 6,096 rides with a total of 183,227 miles covered. The average ride length has been around 30 miles. The committee will meet this month and there will also be a ride leader dinner.

Education- Keith

TS 101 Nov 5, 6 plans –Keith reported that there are currently 11 people signed up, including one staff member from the North Lexington YMCA, where the training will be held.
Bill reported that he participated in a webinar for the LAB last week and that they were very impressed with the spring workshop that Keith presented.


IT-Phil - Club Express update – Phil was absent, but reported via telephone that club express will be ready to roll on January 1.


Update Dissemination of Information in the Biking Community – Bill Fortune came to the last board meeting to ask the board for permission to explore the club serving as a clearinghouse for biking information. Bill met with Mark and Wendy Trimble with Pedal the Planet and they indicated that they planned to publish both a newsletter and an on line resource for dissemination of biking information. He recommends at this point that we wait to see what Pedal the Planet does and that we should not move forward at this point. This topic will be placed on the retreat agenda for further discussion.
Business-
Nomination committee/Elections – The nominating committee includes Jamie Bagley, Dave Overton, and Jessica Sutherland

Dave Overton will serve as the single point of contact for all nominations
Nominees must select either the one year or three year term and cannot be considered for both. There will be separate votes for the one year term and the three year terms. Top 4 vote getters for the 3 year terms will be elected. Top vote getter for the one year term will be elected.
Members nominating someone else for the board must submit the nominee’s name and contact info (phone # and e—mail)
- A member of the nominating committee will follow up with the nominee to make sure that he/she is willing to serve if elected and will get a confirmation in writing from the nominee (e-mail is fine)
- The nominee will be asked to submit a biography
Self-nominations must submit name, contact info, and a biography.
The nominating committee will develop a basic biography form/guidelines that will be available on the website.
All biographies must be submitted by December 1 and all will go on-line on that date.
Biographies will appear in reverse alphabetical order on the website
Someone needs to coordinate with Dan Sharp to get the on line voting ready to go

Annual Banquet - Peggy has tentatively reserved Malone’s on Saturday, January 14 for the annual banquet. The capacity for the two rooms is 138 people and we will reserve for that amount. It was agreed that each attendee will pay $10 and the club will pick up the rest of the cost. Peggy needs approval to send in the deposit and sign the contract. Motion to approve the proposal was made by Mike, seconded by Keith and approved unanimously.

Adjourn-Next Board Meeting November 9, 2011

9/8/2011 Meeting Minutes

Bluegrass Cycling Club

Board of Directors

Wednesday, September 8, 2011

Minutes

Board Members Present: Peggy Littrell, Keith Batchelor, Dwayne Edwards, Terio Sutherland, Pam Thomas, Mike Bagley, Pam Thomas, Phil Pietrowski, Jamie Bagley

Board Members Absent: Christian Erickson, Jeff Pearson

Club Members Present: Bill Fortune, Shawn Hokanson

Board Guest-Bill Fortune –Member Bill Fortune attended the board meeting to discuss exploring the possibility of the BCC becoming a central resource for cycling information and advocacy in the central Kentucky region. Bill provided a history of the Mayor’s Bike Task Force, the role that it played and the role it currently plays. Bill summarized the results of a meeting he called to bring cycling advocates together to talk about cycling information dissemination and advocacy in central Kentucky. The salient point from the meeting was that there should be a centralized point of information sharing and advocacy that is regional. Bill noted that there is no group that has really assumed responsibility for this function, and that the BCC is well placed to consider filing this void. Bill asked the board to authorize he and Pam to have conversations with other cycling-related groups about the possibilities and how collaboration and coordination might work Mike made a motion that the BCC take the lead on beginning a discussion with different cycling groups about dissemination of information and bicycling advocacy in the Bluegrass area and what that might involve. The motion was seconded by Phil and approved unanimously.

Approval of August Minutes - Mike made a motion to approve the minutes for August as submitted. The motion was seconded by Bill and approved unanimously.

Treasurer’s Report - Terio distributed a copy of the budget for review at the meeting. The final bill for the Horsey Hundred is still under negotiation but should be settled by the end of this month.

2012 Budget Approval Process – The Executive Committee met prior to the Board meeting and established the following process for budget development and approval:

Committee Chairs and event coordinators will be sent a copy of the current budget with expenditures year to date as a guide. They will be asked to meet with their committees and come up with a proposed budget for their area, which will be submitted to Terio by October 31.
The Executive Committee will meet and to develop a proposed budget for the Board to consider at the November meeting. The document and any explanations will be available on Base Camp for review prior to the meeting.
Amendments will be made and the final, revised document will be available on Base Camp prior to the December meeting. The Board will approve the budget in December.

Committee Reports

Events

Red River Rally –Patrick – The event is 3 weeks out. Patrick will e-mail the changes to the maps to Dave and will ask him not to put dates on the maps so they can be used in subsequent years. The working number for Sunday is 150 and on Saturday 75 for food and other planning. The state park will be providing coffee and hot water. The Sheriff will be there both Saturday and Sunday to make sure that the riders get out on the road together. The Middle Fork Volunteer Fire Department will be present at the tunnel on Sunday and Patrick has been in contact with the ham radio operators. Patrick noted for future planning that if we outgrow the picnic shelter at Natural Bridge that we can use the park in Stanton the entire weekend, which has some advantages.
ACTION ITEM: Mike made a motion that the club pay for Patrick’s hotel room during the event. The motion was seconded by Pam and approved unanimously.

Horsey Hundred – Dwayne (Information submitted on Base Camp in advance) – The Horsey Hundred Committee met on August 29^th and have recommendations for the board to consider. The recommendations include limiting the registrations (not including volunteers) to 2,000, eliminating on-site registration, and running on line registration longer. (on-line closed 2.5 weeks before the event last year, the proposal would close it 3 days before). In addition, the committee recommended implementing a tiered pricing system Oct- December $55, Jan – March $65, April – May $75. The rationale for the changes is to increase predictability in numbers.

Mike made a motion to cap registration at 2,000 Pam seconded the motion, which was approved unanimously.

Mike made a motion to continue with on-site registration as we’ve done in the past with essentially the same structure as in the past. The motion was seconded by Bill approved unanimously.

Dwayne made a motion to adopt the recommended tiered price structure. The motion was seconded by Bill. The motion was voted down with 1 in favor and 8 against. As additional direction, the Board supports a slight increase in prices with a higher price for day of registrations and asked the Horsey Hundred Committee to come back with a pricing proposal at the October meeting.

Terio made a motion that we limit the amount of dorm rooms as recommended in the proposal. The motion was seconded by Keith and failed with 1 abstention and 8 voting against.

Membership// recruiting – Jamie

Membership – We currently have 679 members. Last year we had 606 members at this point.
2^nd Sunday Booth - It was decided that we will have an information booth at the event. Peggy and Bill volunteered to help.

Philanthropic

Bike for Bikes Recap – Bill reported that the event went well and that we hit our target numbers. We should net someplace between $1,000 and $1,500 for each shop with the revenues from the ride and the raffle ticket proceeds.
Funding Update – Pam reminded the board that applications for the next funding cycle will be due October 15 and that the Board will have funding proposals to consider at the November meeting.

Merchandise-Bill (Information submitted on Base Camp in advance) – Bill made a motion that the board approve the Merchandise Committee to purchase 10 each of two different type of fleece pullovers at a total cost of $670. The in stock items will be sold at the Red River Rally and they will also take orders and offer different options. The motion was seconded by Mike and approved unanimously.

Social-Jamie/ Peggy –

Labor Day Ride – Due to bad weather, only 7 people rode but approximately 40 showed up for the food.

Upcoming events
- Halloween Ride will be from Berries on Bryan on October 30
- Oyster Roast/Brunswick Stew is October 8^th at Malcolm Barrett’s house.
- Pasta ride at Dwayne and Ana’s on October 10^th after the Masterson Station Ride. (Rain date 24^th)

Ride- Mike – Ride dates change to 5:30 at the beginning of October.

Education- Keith – The committee held its first meeting in August. The committee is working on a survey to formulate the agenda for a February workshop for members. The committee is working on preparing a double-sided handout to be provided to new riders including rules of the road, nutrition and hydration. Traffic Skills 101 will be offered on November 4^th and 5^th, limited to 12 registrants and offered to ride leaders first. Traffic Skills 101 is required to become an LCI. Keith has 100 cycling safety books that he obtained from Kensie Gleason for distribution to new members.

IT-Phil - Club Express update – The committee is moving forward with Club Express, which will be in place by January 1. To make it all work, the BCC needs a merchant credit card account. Ride mile tracking can be incorporated into the system and information included on each person’s page as an add on for $2,240 as a one-time cost. The IT committee will explore this further. To move the data will cost $150.

New Business-

Nomination committee/Elections – In the upcoming elections, there is one one-year and 4 three year positions to be filled. Our nominating committee consists of Jamie Bagley, Jessica Sutherland and Dave Overton. Peggy urged board members to encourage members they think would be good on the board to consider running. The timeline for nominations and voting is as follows:
Nominations will open October 15 and close November 30^th.
Candidate biographies will all go on the website December 1 (none before). Members will have one week to file any complaints about the nomination process (people who want to run but were not included or who decide they do not want to be a candidate)
The nominating committee will have 1week to make any adjustments to the slate of candidates after the comment period closes.
On-line voting will begin December 15^th and will end January 10^th. (NOTE: This is a change from what was discussed at the Board Meeting due to availability of Molone’s for the banquet … banquet will now be Saturday, January 14)
Members will also be able to vote in person on January 14, … those not attending the banquet will be able to come and just vote if they want to. The nominating committee will tally the on-line and on-site votes at the banquet, and will announce the preliminary results.
After the one week comment period, the results will be certified and new members will take their seats prior to the February meeting.

Annual Banquet location – Peggy will check on Malone’s again and the tentative date is January 20^th. NOTE: Date is now January 14 … Molone’s was booked on the 20^th)

Request for Support – State Bike Commission - Mike made a motion to approve the expenditure of $150 from the rides budget unit to provide snacks at the State Bikeways commission meeting the motion was seconded by Phil and approved 8 to 1.

Items impacting the budget:

ACTION ITEM: Mike made a motion that the club pay for Patrick’s hotel room during the event. The motion was seconded by Pam and approved unanimously.
ACTION ITEM: Bill made a motion that the board approve the Merchandise Committee to purchase 10 each of two different type of fleece pullovers at a total cost of $670. The in stock items will be sold at the Red River Rally and they will also take orders and offer different options. The motion was seconded by Mike and approved unanimously. ((For budget purposes, an income item will be added equal to the expense item since the pullovers will be sold)
ACTION ITEM - Request for Support – State Bike Commission - Mike made a motion to approve the expenditure of $150 from the rides budget unit to provide snacks at the State Bikeways commission meeting the motion was seconded by Phil and approved 8 to 1.

Adjourn-Next Board Meeting October 12, 2011

08/10/2011 Meeting Minutes

Bluegrass Cycling Club

Board of Directors

Wednesday, August 10, 2011

Minutes


Members Present: Peggy Littrell, Dwayne Edwards, Terio Sutherland, Jeff Pearson, Bill Cole, Jamie Bagley, Mike Bagley, Phil Pietrowski, Pam Thomas, Keith Batchelor
Members Absent: Christian Erickson
Guests Present: Shawn Hokanson, Patrick Wesolosky

Approval of June Minutes- Mike made a motion to approve the minutes from the June meeting as submitted. The motion was seconded by Dwayne and approved unanimously.

Newsletter schedule evaluation – We will stick to the once a month schedule.

Amendment/Revision of Corporate Documents and Corporate Filings – The board agreed to amend the registered agent with the Secretary of State to Pam Thomas from Wes Willoughby, who is no longer on the board. Pam will prepare drafts of restated and amended Articles of Incorporation and will also have the by-laws revisions ready for review and discussion at the next meeting. Amendments to the Articles of Incorporation and the By laws must be approved by the membership.

Officer Reports
President-Peggy noted that the Bluegrass Cycling Club has received a lot of publicity in the newspaper lately. She shared several recent newspaper articles with the board.
Treasurer-Terio submitted updated financial information on Basecamp prior to the meeting. Terio noted that the budget has not yet been updated to reflect the budget amendments from the last meeting. He noted that we have exceeded our goals for membership dues at this point. Horsey Hundred expenses are mostly paid. Terio is still awaiting a bill for the rest stop food to finalize the Horsey Hundred numbers.

Committee Reports
Ride/touring/racing- Mike reported that there were 52 members leading rides, and 3,770 people attending rides in July. The Masterson Station ride is averaging between 50-70 riders, Firing Range is 40-50 riders, Midway is averaging 40 riders, Russell Cave is averaging approximately 45 riders. There have been 2 rides on Wednesdays and on sometimes on Thursdays. The additional weekend rides have also been a nice addition. There have been several incidents over the past month including wrecks and other health events. All have been reported and appropriate documentation has been submitted to the insurance company. Mike proposed that the club register with USA Cycling again so that the club can sponsor a race and/or field a team. The committee will bring a proposal back to the board on racing.

Events
Horsey Hundred –Pam reported in Don’s Absence. Some changes Don will discuss with the Horsey Hundred committee include limiting registration to 2,000, not including volunteers, with on-site registration only if the limit is not reached prior to the event, increasing the price of the event, tee shirts and jerseys incrementally leading up to the event, assigning rider numbers to registered riders (Road ID will provide the numbers for free), limiting the rooms at Georgetown College to 100, and increasing the interaction with and presence of safety/emergency personnel in the counties the ride travels through. These issues will be discussed with the Horsey Hundred committee and and recommendations will be made to the board.
RRR Report-Patrick – Patrick is ahead of schedule from last year. Forms have been submitted to the forest service. Natural Bridge State Park and the park in Stanton are reserved. Patrick is waiting to hear back from Jeffersonville about a reserved shelter there. Pam will assist Patrick with volunteers. We have permission to set up a rest stop at the red caboose in Slade if we want to have a flatter ride on Saturday. Rand will provide the food again with a slight price increase from last year. Patrick is considering adding a second rest stop on the long route on Sunday. We may have music at the park on Sunday afternoon. We will have 2 pavilions next year rather than one. The proposal for pricing presented by Patrick is as follows:

Pre registration will be $20 for Saturday, $25 for Sunday $45 for both.
Day of registration $55 for both days, just Saturday is $25, just Sunday $30.

ACTION ITEM - Mike made a motion to accept the proposal seconded by Bill approved unanimously.

Membership// recruiting – Jamie reported that we currently have 641 members. We ended the year last year with 626 members. We are currently close to 70 members ahead of where we were at this time last year.

Financial oversight- Jeff submitted a report from the financial oversight committee on Basecamp prior to the meeting. Financial information for the prior quarter was reviewed at the July meeting and everything was in order. Bill Cole attended the meeting to discuss inventory and inventory control. Bill and Terio will look into an inventory and sales program to help make tracking inventory and payments more effectively. They will make a recommendation to the Financial Oversight Committee in September.

Philanthropic/Education-Pam – Minutes from the meeting were posted on the Board of Directors Basecamp site prior to the meeting. Pam informed the board that the committee approved providing insurance coverage and covering up to $250 of the cost of insurance for the Fayette Alliance ride in October.
ACTION ITEM: Based on the recommendations from the Committee relating to splitting the committee and reallocation of funding, Pam made a motion for the board to split the Education and Philanthropy committee in two, to appoint Keith Batchelor as the chairperson of the Education Committee, to allocate the $1,500 not accepted by the KyMBA to the Education Committee, and to further allocate the $1,000 for the Legacy Trail to the Education Committee if they do not meet the conditions to accept the money by October 1. The motion was seconded by Dwayne, and approved unanimously.

North Lexington YMCA Bike Giveaway Report – Pam reported that the bike giveaway held at the North Lexington YMCA on July 24^th was a big success. Bikes, helmets and locks were provided to 21 children involved in the North Lexington YMCA summer program. Several club members attended the event to help with bike adjustments and fittings and helmet adjustments. Special thanks were offered to Melissa Bellew, Tari Young, and Beth Hellebusch for coordinating the effort with the North Lexington YMCA.

Isaac Murphy Plans – Pam invited the board to attend the first bike giveaway in partnership with the Isaac Murphy Bike Club. The giveaway will be held on Saturday, August 20^th at the pavilion at the North Lexington YMCA. 23 bikes will be provided to children who participated in summer workshops offered by the Bluegrass Community Foundation in conjunction with the Isaac Murphy Bike Club.

Bike for Bikes RIde – Bill reported that the ride will be held on September 3^rd. We have secured Equus Run without charge. Road ID will provide $400 of SWAG and rider numbers. Cost is approximately $12 per person with all costs included, leaving a profit of approximately $13 on advance registrations and $23 on day of registrations. 3 routes are planned, 10 mile family fun ride, 25-30 mile route, and a 50 mile route. We currently have 22 registrations and 4 tee shirts sold. Registration is limited to 300 riders. In addition to the ride, the club is sponsoring a raffle to support the bike shops. Paperwork necessary to comply with state law was submitted and we are awaiting approval before tickets can be printed and sold. We hope to have tickets available for sale at the ride.

Merchandise-Bill reported that the Merchandise Committee has not met during ride season. Bill would like to have a BCC fleece available to sell at the RRR for $35 (cost is approximately $30 each). The quality of the fleece is nicer than the sample Bill had last year. He will ask for approval to purchase the items at the next meeting.

Banner – Bill proposed that the photograph taken by Mark Cornielson of riders on Viley Road be produced as a banner for the club. The cost to produce the banner would be approximately $300.
ACTION ITEM: Bill made a motion to spend up to $350 to produce the banner. Motion was seconded by Mike and approved unanimously. Allocation will be taken from “Bourbon Trail Map” budget item.

Social Committee Report – Peggy provided the board with an update of two upcoming social events/rides. A brunch/ride will be held on Saturday, August 27^th from the Shropshire residence on Royster Road. A club update will also be provided at this event. The club will also host a ride/brunch on Labor Day – Monday September 5^th at Adena Springs Park on Mt. Horeb Pike.

Report on New Member Welcome Ride – Jamie reported that the last new member welcome ride was held on July 17^th from Wallace Station. 46 attended and there were 2 leaders on each ride and everyone had a good time.

IT Committee-Phil proposed that the board move forward with purchasing Club Express as our membership system, assuming the results of a second consultation with the company goes as expected and questions and concerns are adequately addressed. The cost will be $4.20 per person per year, not including the store, which would have it’s own monthly fees. (Based on the current number of members, the annual cost would be approximately $2,700). The goal is to start the new system through Club Express beginning January 1, 2012.
ACTION ITEM: Mike made a motion that the board approve the IT committee to move forward with Club Express with a target date for implementation of January 1, 2012. The motion was seconded by Bill, and approved unanimously.
ACTION ITEM: Phil made a motion to compensate Dan Sharp for maintaining our website at the same level that Nedim was compensated ($599). The money is already in the budget. The motion was seconded by Bill and approved unanimously. Dan will receive the money at the end of the calendar year.

There was a discussion about increasing the membership to $25 for individuals and a reduced first year membership rather than a free first year membership to at least cover the cost of the system. The board decided to continue this discussion as part of the
Budget discussion later in the year.

Business-
ACTION ITEM: Nominating proposal-Peggy made a motion that the board choose the person to fill the remainder of Griff’s term as directed by our by laws, by adding that position to those elected during the regular board elections using the same process, but only for the remainder of the term. The motion was seconded by Dwayne and approved unanimously.

A call for volunteers to serve on the nominating committee will be placed in the next newsletter and on Facebook.

Bourbon Trail-Shawn/Pam – Shawn reported that the route maps are in the process of being loaded on the Kentucky Distiller Association Website.

Guidelines for condolence notes/cards/ memorials from the Cycling Club when a club member dies– The board agreed that the club will send a sympathy card if we are aware of the death, and any other memorials, flowers or other expressions of sympathy will be made by individual members who choose to do so.


Action Items Impacting the Budget:

Reallocation of $1,500 from the Philanthropy budget to the Education Committee, with an additional $1,000 reallocation if the Legacy Trail project does not meet the conditions to receive the $1,000 offered to them by October 1, 2011.
Approval to expend up to $350 to purchase a banner – funding to be taken from the “bourbon trail map” line item within the Philanthropy budget.
Approval for the IT committee to move forward with Club Express – this will not impact the budget until 2012.



September meeting will be Wednesday, September 14 at Jeff’s office.

6/8/2011 Meeting Minutes

Bluegrass Cycling Club

Board of Directors

Minutes

Wednesday, June 8, 2011

Board Members Present: Peggy Littrell, Terio Sutherland, Dwayne Edwards, Bill Cole, Phil Pietrowski, Keith Batchelor, Mike Bagley, Jamie Bagley, Christian Erickson, Jeff Pearson, Pam Thomas

Members Present: Shawn Hokanson

Approval of May minutes – A motion was made by Dwayne to approve the minutes as submitted, seconded by Phil and approved unanimously.

Revision of Newsletter Publication Dates - Christian made a motion to revise the newsletter publication to once each month. The motion was seconded by Bill and approved unanimously. Pam will post on the newsletter on Base camp a few days before publication for comment and feedback.

Treasurer’s Report- Financial information was posted on Base camp prior to the meeting for review by the board members. Terio reported that we are close to our annual goal on revenues from membership. Final figures are not in yet for the Horsey Hundred, but Terio estimates that the event will gross around $132,000 this year, which will be a $9,000 increase from last year. Part of the increase is due to the sponsorships, and we also sold more merchandise, however there will be additional expenses this year.

Committee Reports

Ride/touring/racing- Mike

Christine Cole is now serving as our statistician.
Monday and Thursday night rides have become very large.
Dave Overton will be conducting a series of rides on Tuesdays for the next 3 weeks for novice riders on the Legacy Trail.
On July 4^th the Louisville Club will be hosting a ride from Midway, it will not be a combined ride with our club this year.
There is a Tuesday night group mountain bike ride now at Capital View Park in Frankfort.
Mike Wirth will assist Mike Bagley in entering rides on the rides calendar.

Events-Dwayne

Horsey Hundred - The Horsey Hundred Evaluation meeting will be held on June 14 @ 7 pm at Christian's house.
The Volunteer appreciation bonfire will be held at Evans Orchard on June 17.
RRR Plans – Dwayne will get an update from Patrick
Fall ride – First meeting will be held next Wednesday evening after the Midway Ride.

Membership/recruiting – Jamie reported that we have 551 members which is trending up a bit from last year. There will be a new member welcome ride in July, probably from Midway, either Darlin’ Jeans or Wallace Station.

Financial oversight- Jeff reported that the committee received an inventory from Bill both before and after the Horsey Hundred, which will be shared with the committee at the next meeting. Jeff sent the info to Phil to get the financial committee set up on Base camp. The next review will be July 18^th.

Philanthropic/Education-Pam

Proposal-Pam noted that the proposal from the Philanthropy/Education/Advocacy Committee was posted on Base camp for review prior to the meeting. Pam reviewed the proposal from the committee with the board. The proposal included both a budget reallocation recommendation as well as funding recommendations for the spring funding cycle. Bill made a motion to accept the budget reallocation proposed by the Philanthropy/Education Committee, and set forth below. Mike seconded the motion. The board voted unanimously to reallocate the budget as proposed.

Our Adopted 2011 Budget (Prior to amendment by the committee)

Category	Subtotals	Total Allocation
Philanthropy/Education		$16,440
Philanthropic causes Bike Giveaway - $5,500.00 Other initiatives - $7,000.00	$12,500
Short Term member education initiatives	$300
Workshops	$600
USA Cycling Coaching Certification Scholarships	$240
LCI Training Scholarships	$800
Bourbon Trail Map	$2,000

The proposed reallocation below changes the following:

Moves $700 from the LCI training scholarships to philanthropic causes – the LCI training has already happened and only one participant requested reimbursement at the maximum amount of $100. Since there will be no additional LCI classes offered in this area this year, the additional amounts budgeted for this purpose are not needed.
Establishes a separate budget unit for the bike giveaway with a budgeted amount of $5,500 as this program now has a separate ad hoc committee.
Recommends reallocating $5,500 from the unbudgeted carryforward from 2010 to the committee advocacy/philanthropic causes line item for the fall funding cycle. The committee recommendation for the spring funding cycle recommends expenditure of a majority of the funds originally budgeted for philanthropic causes/advocacy.

Budget Reallocation – After Board Action on Spring Funding

Expenditure	Proposed Budgeted Amount	Expended to Date	Amount Available	Spring Cycle Allocation	Amount Remaining
Bike Advocacy/ Philanthropy	$13,200.00	$162.75**	$13,037.25	$7,850.00	$5,187.75
Short term member education	$300.00				$300.00
Workshops	$600.00	$803.00	($203.00)*		($203.00)
USA Cycling Coach Certification	$240.00				$240.00
LCI Training Scholarships	$100.00			$100.00	$0
Bourbon Trial Map	$2,000.00				$2,000.00
Committee Total	$16,440.00			$7,950.00
SEPARATE BUDGET UNIT – Bike Giveaway	$5,500.00

*Deficit in the workshops budget category has not yet been addressed.

** Assumes that the $500 paid to Bike Lexington in January came from last year’s allocation and not this year’s budget as we gave them the money we allocated but they never requested from last year. If this assumption is inaccurate, our available balance in the Philanthropic Causes column should be adjusted.

After additional discussion the board accepted the funding proposal from the committee with the addition of funding in the amount of $1,500 for the BGKyMBA under the condition that rides on Scott County Adventure Trail can be posted on the BCC ride calendar and forum. Mike made a motion to approve the proposal from the committee as amended. The motion was seconded by Christian and approved unanimously. Approved funding allocations are set forth below.

LCI BUDGET FUNDING REQUEST

From the LCI Budget Dave Overton was approved to receive reimbursement of up to $100 under the condition that he completes the required educational sessions to receive the reimbursement.

GENERAL PHILANTHROPIC FUNDING REQUESTS

Grant Application Advocacy/Infrastructure Fund Requests

Applicant	Brief Description	Amount Requested	Approved Funding
Broke Spoke	Lexington Community Bike Shop Education - $500 Stewardship - $500 Sustainability - $1,200	$3,200.00	$1,100.00 Funding is for 6 months, after removing the amount for 501(c)(3) app which Pam Thomas volunteered to prepare for free (NOTE: There will be a filing fee of $400- 800 for their application, but that won’t be needed until the fall). Broke spoke will also benefit from fall ride.
Folk Bike ReCyclery	Frankfort Community bike shop	$3,000.00	$1,500.00 Funding is for 6 months. Will also benefit from fall fundraising ride.
Midway Renaissance	Establish a pilot project “Bike the Bluegrass Partner” Purchase of bike stands	$2,000.00	$2,000.00 Require expenditure up front and submission of receipts for reimbursement.
BGKyMBA	Funds to construct an additional mile of trail in Scott County (Mechanized construction)	$3,500.00	$1,500.00 Conditions: Rides on the trail can be posted to the BCC Calendar and Forum
Legacy Trail Extension to Georgetown /Scott County	Extension of the Legacy Trail through the Kentucky Horse Park and ultimately on to Georgetown. Final approval from the Horse Park board is still pending but approval is anticipated.	NOT SPECIFIED (Total project cost $22,000 - $25,000)	$1,000.00 Conditions: Final approval from the Horse Park, Submission of a detailed budget and diagram showing approved routes through the Horse Park, and demonstration that sufficient funds have been raised to complete the Horse Park phase of the project by October 1. Failure to meet conditions results in loss of funds but they can reapply.

Member Sponsorship Requests – The board approved team “Shaken, Not Stirred” to receive up to $50 per member, up to a total of $500 for the Shakertown Ride.

Insurance Assistance (Does not require board approval) – The committee voted to provide insurance coverage for the “Preservation Pedal” bike ride, sponsored by Preservation Kentucky in Springfield on June 2, 2011, and to cover the cost of insurance up to $250. This decision did not require board approval.

General Sponsorship Requests – The board did not approve any of the requests for general sponsorship of fundraising events, electing instead to fund requests that will have a more direct impact on cycling in our local communities. Applicants were the Markey Cancer Center ($2,500 request), the Lame Duck Try-Athalon ($1,000 request), and the Leukemia & Lymphoma Society Team in Training (no specific amount requested).

Bike Lexington evaluation – Peggy reported that Bike Lexington was very successful. There were a lot of people in attendance. Peggy suggested that if we have a presence at Bike Lexington next year, we should find volunteers to staff our booth who did not also volunteer for the Horsey Hundred (possibly recruit as part of the Horsey Hundred volunteer recruiting)
Bike Give Away - Based on applications submitted, a boy and a girl were selected to receive the bikes. After discussion, the board decided to deliver the bike to the kids’ houses . Peggy will facilitate this.
YMCA North Plans – Melissa Bellew, Beth Hellebusch and Tari Young will serve as our ad hoc committee on this project. Everyone agreed that Melissa, Beth and Tari make an ideal team.
Isaac Murphy Plans – We are hoping to set up a similar infrastructure to work with the Isaac Murphy Bike Club. Rachel Jacobs and Rowena Ruff have agreed to help with this initiative.

Merchandise- Bill reported that most merchandise and inventory was sold at the Horsey Hundred. Bill noted that the process for ordering club jerseys needs to be revised. In the past, the club has purchased jerseys to have on hand, which ties up a lot of club resources. The policy was revised to order shirts on an “as ordered” basis. The process isn’t working as people are paying for jerseys that will not be ordered for quite a while. Bill proposed that we order 75 club jerseys to have on hand which will cost $3,200 with shipping. He believes that the order will carry the club through 12-16 months without having to place another order. Terio asked about jerseys other than short-sleeved jerseys and other BCC merchandise. Bill responded that Pactimo will set up a team store for us that will include different types of BCC merchandise, however there are costs associated with doing this and ability to order from the store will be limited in time period. After discussion Mike made a motion that Bill be approved to expend the funds necessary to purchase 100 club jerseys at an approximate expense of $4,300 the motion was seconded by Keith and approved 10-1.

Social-Jamie/ Peggy –

Mike provided details about the combined mountain biking/road biking event June 25-26. A meeting will be held tomorrow to discuss final details.
Laurie Roberts will host a ride from her house on July 3^rd further details are forthcoming.
Bill will plan a no bike social event for June.

IT-Phil

Base camp – Phil reported that the cost for Base Camp is $49/per month if the board wants to continue with Base camp. Mike made a motion to continue with Base camp. Jamie seconded the motion … approved unanimously.

New Business-

Griff Baute's resignation/Appointment of a Nominating Committee – Peggy noted that Griff resigned, and that according to the by-laws, the board needs to appoint a nominating committee. Mike made a motion to approve Bill Fortune, Chuck Ellinger, Sandy Duff and Terio Sutherland as our nominating committee. The motion was seconded by Jamie. The vote was 5 for 4 against with 2 abstentions.
Bourbon Trail-Shawn/Pam – No update was provided.
Ironman Volunteers – Pam will coordinate with Robert to help recruit volunteers.
Board Meeting – Christian made a motion to skip the July board meeting. The motion was seconded by Keith and carried 8-3.

FINANCIAL ACTIONS APPROVED DURING THIS MEETING:

Reallocation of the budget within the Philanthropy/Education/Advocacy area and movement of $5,500 from the unallocated carryforward to that budget unit (See the charts above)
Approval for the Merchandise Committee to expend up to $4,300 to purchase a stock of club jerseys. These amounts will eventually come back as the jerseys are sold, however probably not within the same time period. The expenditure will reduce the unallocated carryforward, however projected revenues from merchandise should also be increased.
Approval to expend $49 per month for Base Camp – Again, the unbudgeted carryforward should be reduced accordingly and a new budget line created for the Base Camp expenditure.

*ACTION ITEM

Time- 7-9 pm.

Location- Peggy's House, 2356 The Woods Lane (Off Alumni near New Circle)

Please park on the left side of the road!

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