Bluegrass Cycling Club
Board Meeting Minutes
August 11, 2010

Board Members Present: Peggy Littrell, Terio Sutherland, Nedim Slijepcevic, Griff Baute, Pam Thomas, Mike Bagley, Sandy Duff, Jamie Bagley
Board Members Absent: Malcolm Barrett, Dwayne Edwards, Patrick Wesolosky, Jeff Pearson
Club Members Present: Shawn Hokanson, Sam Dick, Noelle Dick, Ken Duff, Bill Cole

Presentation about Time Trial Race Series at Swim Bike Run Kentucky - Peggy welcomed Sam and Noelle Dick who attended our meeting to let us know about opportunities at Swim, Bike, Run KY.  The business is at 320 North Ashland.  They are a retail operation and are also involved in training and coaching. They have a pool, treadmills and cycling computrainers.  Beginning in November they will be sponsoring a 5 month indoor time trial series.  They have a computrainer indoor cycling studio which will accomodate 8 bikes. The computrainer is a computerized system that allows the rider to ride various courses using their own bike. The trainer adjusts tension and pressure on the back wheel by computer so the rider has to shift gears just like outside.   To join the race series, there is a one- time $35 fee which will go to prize money and a dri fit shirt for all participants.  There will be a competition on a new course each month and prizes will be awarded for men, women and age groups. The first time anyone rides is free.  Payment per ride is $15 after that, or a 6 month computrainer only membership is $50 per month.  There will be no limit on the number of people that can sign up for the series, and people who sign up can ride each course as much as they want to in any month. 
In response to question from Sam about how to let BCC members know about the winter race series.  Peggy responded that the BCC website offers the availability for businesses to offer perks to members and advertise on the website.  It was also suggested that they post the opportunity on the BCC Forum under the “rides” category and the “racing” category.   Sam and Noelle said that they will set aside one day a month in October for a BCC ride that would be free for BCC members as a way to get people to try the computrainer.   Peggy offered to include a notice in the next member newsletter/update about the free October rides.  It was decided that the rides would be offered on Friday evenings.  

New Dualathalon/ 5K Run -Sam also announced that they will be sponsoring a 5K run/dualathalon on October 2nd at the RJ Corman facility – The event will benefit the Chrysalis House. All male and female winners in each event will get $1,000.  There will also be a drawing for $250 prizes for 8 people registered for the events.  It was noted that the event will be the same weekend as the Red River Rally. Pam offered to send out a call for volunteers to assist with the event if Sam and Noelle provide information about their volunteer needs.
Sam invited the board to have a meeting at Swim Bike Run KY in the Future. 

Approval of Minutes –   Mike made a motion to approve the July minutes. The motion was seconded by   Sandy and approved unanimously.

Code of Conduct – The board discussed basic guidelines for the operation of board meetings to establish standards and increase civility at meetings.  Griff moved that the proposed guiding principles be adopted, and that the values and that the guiding principles apply at all meetings and general operations of the BCC. The motion was seconded by Mike approved unanimously.  The code of conduct will also be posted on the club website.  The approved operating guidelines are attached to the minutes as Attachment A.

Officer Reports

President - Peggy distributed share the road bumper stickers and provided an update on other initiatives in progress under the “share the road” campaign. Peggy also reported a policeman has been designated as the “bicycle liaison” his name is Howard Florence. His e-mail address is This e-mail address is being protected from spambots. You need JavaScript enabled to view it . This information will be posted on the front page of the website as well.

Treasurer – Terio reported that the current bank balances are $33,817 (Checking), $34,600 (savings), and $6,743 in Pay Pal and that the Horsey Hundred netted $40,961 although some expenses are still outstanding.  Terio will increase the savings balance to $35,000 and will no longer discuss this as it will be assumed that the balance will always be there unless Terio reports otherwise. 

Vice President – Dwayne is out of town – no report.

Markey Cancer Update – Griff reported that the event went well and that the club provided 15 volunteers to support the event.

Committee Reports

Rides – Mike distributed a written report with ride statistics – There are several new ride leaders and additional rides that have been added on the calendar.  Two novice/beginner rides are now on the calendar. There were 64 rides in July – an average of 3 rides per week with 3 or 4 paces and multiple leaders. There are 62 rides scheduled in August so far. Total miles so far this year are 99,893 with a 3 week lag in entering miles.
Mike asked whether there is a way for the person responsible for entering the miles to go back and check the entries without going back to the website.  Mike asked if the membership and miles database could be “de-linked” to allow this to happen. Nedim responded that unlinking the two programs will require manual entries into the mileage database.  

Membership/Recruitment/Social –There will be a brunch ride at 9 am on August 28th at Jane Shropsire’s farm on Royster Rd.  A,B and C paces will be offered – The A ride may begin at 8 … Food will be served at 11. There will be a short club update during brunch.  Everyone is to bring a dish to pass.
There will be a Labor Day ride Sept 6th at Adena Park – The BCC will be grilling hamburgers, hot dogs and brats with everyone bringing a dish to share … There will also be a velo swap. Start time is 9 am.

Member update – we have 573 members. Last year we had 504 members at the same time.

Membership form- Jamie noted that our membership form indicates that membership goes from January 1 – December 31 but the database rolls over on September 1 for the new membership year.  Mike noted that the for insurance purposes , there may be some confusion about when a member  joins because of the way the database rolls over.  Peggy suggested that Nedim and the membership and ride committees discuss this issue and bring a proposal to the board.

Events – Patrick was not present – No report

Financial Oversight – Jeff was not in attendance but offered minutes from the Financial Oversight Committee as the report from the committee. Mindy indicated a desire to step back as the non-board member on the oversight committee. Peggy requested that Nedim post a request for a non-board member to serve on this committee on the website.  Peggy summarized the report of the committee, noting that all financial records appear to be in order. Minutes from the Financial Oversight Committee meeting are attached as “Attachment B”.

New Business

Trailapalooza Booth – This Sunday from 1-5 we need to have a booth set up. Pam volunteered to help and Bill Cole also volunteered to help.  Set up is at noon.

Iron Man Triathalon – Volunteers are still needed – info is on the website and the newsletter.

Bluegrass Alliance – Peggy informed the board that Mindy has requested funds on behalf of the organization to support the ride again this year. Peggy will inform Mindy that the request for funding forms should be completed and submitted to request funding for the ride.

Bourbon Trail Ride and Maps - Pam reported that she met with Eric Gregory, President of the Distiller’s Association about the possibility of developing bicycling opportunities along the Bourbon Trail.  Pam asked the board to approve her to make a written proposal to the Bourbon Distiller’s Board to produce a brochure including maps and cue sheets for self-guided rides in conjunction with the Bourbon Distillers Association and other interested organizations.  Mike made motion to accept Pam’s proposal which was seconded by Griff and unanimously approved.

Budget Revision – The budget committee will meet and will submit a proposal regarding budget revisions necessary because the Horsey Hundred was more profitable than anticipated.

Future Jersey Discussion – Peggy reported that we are getting a lot of requests for club jerseys and that we are out of many sizes. She asked board members to think about whether we should offer more club merchandise to club members at all times – basically increase our inventory of club items for sale to members. Bill Cole volunteered to chair a committee to discuss this proposal and make a presentation to the board. Peggy and Griff agreed to serve on the committee. Bill will recruit additional members.   Pam made a motion to establish the committee to look in to the issues outlined above. The motion was seconded by Mike and approved unanimously.
Meeting was adjourned at 9:30 pm
NEXT MEETING IS WEDNSDAY, SEPTEMBER 8TH. LOCATION TBD.

Financial Review Committee meeting of July 28, 2010

Members present: Mindy Taylor, Jeff Pearson, Billianne Withers, Terio Sutherland, Bill Fortune as inventory clerk (first part of meeting only)
Financial records for Jan thru June 2010 were reviewed. (our April review was postponed since we had just had our first committee meeting in March having waited on the new officers/board to be installed) Mindy, Jeff, and Billianne split up the 6 months of records with each checking 2 months of bank statements. Documentation for expenses in the form of receipts or invoices were verified.  It was emphasized again that expenses approved at board meetings need to be specifically incorporated into the minutes so that the treasurer will have the ability to print out the EC authorization if necessary. Proper documentation was found for all expenditures for the first two quarters.
The committee recommends that whomever is the current EC member serving on the FR committee (Jeff Pearson) be responsible for logging  new tangible purchases like laptops and software into the inventory spreadsheet. Software and laptops need to have key codes/serial numbers recorded on the spreadsheet as well as who will have them checked out.
Bill Fortune presented the inventory log book. The inventory is not taking a lot of space in the new small storage unit but the committee still recommends not combining the retail items with the general inventory (tents, coolers, etc.) in order to limit access to only the clerk and one officer. Bill is justifiably hesitant to keep running cash through his personal account or carrying it around to give to Terio so the committee recommends Bill just use deposit slips to put it directly into the club account and then send Terio the deposit slip. Bill is "not fond" of spreadsheets, and so he has hard copy records in the form of invoices and a notebook in which he is recording the inventory totals. The committee recommends someone periodically go through the hard copies and transfer totals to the spreadsheet so we will have a digital inventory which can be used to re-order, restock, and send easily via e-mail without having to run down Bill to get the notebook. Billianne offered to do the digital updates.
During our search through Terio's financial records we came across the club insurance policy and the storage unit contract. They are documentation for why checks were written and do need to be with the banking records but perhaps the EC would like to decide whether copies or scans of such documents should be made and kept with the Secretary as well so that it is easy to pull them out and not have to search through monthly financial records to find them. 
Mindy has served the FR committee for a little over a year and would like to take a break and give someone else a chance to contribute. She will happily rotate through on the committee again but if possible please name a new member to replace her. Current bylaws state a majority of the committee be non-EC members so any new member must be from the general membership.