Bluegrass Cycling Club Board of Directors Meeting Minutes
Wednesday, September 8, 2010

Members Present: Jamie Bagley, Mike Bagley, Dwayne Edwards, Sandy Duff, Peggy Littrell, Pam Thomas, Terio Sutherland, Patrick Wesolosky, Malcolm Barrett

Members Absent: Jeff Pearson, Nedim Slijepcevic, Griff Baute

Guests Present: Club Members - Jessica Sutherland, Don Leach, and Bill Cole and Knox van Nagell, on behalf of the Fayette Alliance.

Guest Presentation: Knox van Nagell with the Fayette Alliance attended the meeting to present information about the Fayette Alliance and the Bike the Bluegrass ride the alliance is sponsoring on October 24th, 2010 and in support of a funding application the Fayette Alliance submitted to the BCC. Knox thanked the BCC for partnering in presenting the ride last year. She noted that four farms opened their gates to allow cyclists to ride through the farms last year. The same farms will be open for the ride this year, which will start at Fasig Tipton. She noted that many of the expenses from last year were one-time expenses and will not be incurred again this year. Knox discussed how she believes the mission of the Fayette Alliance corresponds with the mission of the Bluegrass Cycling Club. Knox asked for whatever support the club can provide for the ride this year.

Philanthropic proposal and discussion (Malcolm, Pam, Peggy, Dwayne)
Malcolm reported that the Philanthropy Committee met on August 25th to consider a proposal for funding from the Fayette Alliance. The Fayette Alliance requested $2,000 in funding from the Club. The Club supported the ride last year at the amount of $2,000. The recommendation of the Philanthropy Committee to the board is to provide insurance to cover the riders who attend the ride, publicize the ride on the website, and allow members to get club miles for participating in the ride, but not to provide the requested $2,000.

After lengthy discussion, Malcolm made a motion that the BCC contribute $750 to the Fayette Alliance to support the ride, which amount shall include the cost of providing insurance through the club for participants. The motion was seconded by Jamie. The vote was 6-3 with one abstention – Motion carries.

Malcolm also noted that the committee discussed the philosophical underpinnings of our philanthropy efforts and what types of events and initiatives we should support with our funding. After lengthy discussion at the committee meeting, the committee decided that the discussion about our overall philosophy should be had and the policy determined at the board level.

Minutes from the August meeting – Motion was made by Dwayne to approve the minutes as submitted, seconded by Mike approved unanimously.

Officer Reports (Executive Committee)
President-Peggy – No report
Vice-President-Dwayne – Reminded everyone that there will be a club event on September 18th at Equus Run – Not a ride, just a social get together.
Treasurer-Terio – Terio reported the bank balances as follows: Checking $38,306, savings $35,000, and pay pal $931.

Budget Proposal and Planning Timeline for 2011 Budget- (Terio, Pam, Peggy) Terio noted that he sent an e-mail to the board and all committee chairs establishing a timeline for submission of budget requests for the 2011 year. Requests from committee chairs and others should be submitted by October so the budget committee can review the requests and present the proposed budget to the entire board by the end of the year.
the budget status of the various committees and budget units for this year to date.
Club Treasurer Laptop/Accounting Function Proposal- Terio reported that the club laptop has died. Rather than buying a new laptop, Terio suggested that we transition our treasurer accounts to Quicken on-line so it is available to whoever becomes treasurer, and it can be accessed easily – The information will also be backed up and secure. The cost is approximately $35 per month. Dwayne made a motion that we transition to the on-line version of Quicken rather than purchasing a new computer and software at a maximum cost of $450 per year. The motion was seconded by Sandy and approved unanimously.

Committee Reports (Board of Directors)
-Ride/touring/racing- Mike Bagley provided the following annual statistics - 455 people have led rides this year. 126,418 total miles have been recorded. Ride length average has been 31.6 miles per ride.

August statistics: There were 66 rides; over 60 riders attended the brunch ride, there were 3 novice/C rides per week, which will continue in September. There were some new, longer B rides on weekends.

September - So far, there are 61 rides scheduled for September, and there will be 2 more time trials added. There will be a meeting of the rides committee at Mike’s house on September 19th.

Events-
-Horsey Hundred update- Dwayne Edwards – First coordination meeting will be held at Don Leach’s house on September 14th at 7 pm – Don will be the new Horsey Hundred coordinator. Marc Roth will head the routes this year – A report will be provided next month with more details.
-Red River Rally plans - Patrick –
Tee Shirts - Patrick shared four different tee shirt designs, which will long-sleeved gray shirts – 3 colors on the front, three different colors on the back. 144 tee shirts will be ordered. Volunteers will be able to buy a tee shirt at a discount.
Saturday – The Saturday ride will begin at 12:00 from the city park in Stanton which is different from last year. Patrick will get Nedim information and directions for the starting point. Registration will begin at 11:00. Joe Bowen will mark the roads for Saturday – routes will be 20 miles and 40 miles. The 40 mile ride has a couple of climbs. The routes will be finished tomorrow and maps prepared after Patrick drives the route.
Sunday – Same rides as last year (38 and 65) leaving at 10 am Registration begins at 8:30 leaves from Shelter #2. A 28 mile route will be added this year as well. David Earle will be marking the roads.
Food- Food will be provided both days by club member Rand Cimano. Patrick still has to finalize the menu with Rand however, the menu will likely include a grilled chicken sandwich on Saturday with sides and salad, and chili on Sunday with toppings (veggie and traditional meat) with salad and dessert. Patrick is still working on Sunday morning food/coffee .

Mike made a motion for the club to pay for Patrick’s hotel room on Friday and Saturday evening. Motion was seconded by Dwayne and approved unanimously.

Membership/Social/ recruiting – Jamie Bagley – Jamie reported that our membership is currently at approximately 606 members, which is the highest number we’ve had. Nedim has changed the computer program so that it matches our membership year.
Trailapoolaza – Peggy reported that she and Bill and Christine Cole manned the BCC table at the event.
Brunch ride evaluation – Over 60 people attended the ride – There were lots of positive comments about the routes.
Labor Day ride and picnic – Question about whether the ride should be moved from Adena Park – Everyone likes the location but it was agreed that we need to address the bathroom situation if we continue holding the ride there. Consider the possibility of catering the event or making sure there are a couple more grills.
Monday Pasta Ride at the Edwards – The Edwards will once again host a pasta dinner after the Monday night ride the 2nd Monday in October. Jamie noted that Dwayne and Ana can be reimbursed from the social account if they so desire.
End of Season Equus Run Event – Jamie is working on an end of season ride from Equus Run again this year – tentative date October 25th.
Halloween Ride- Jamie is working on a Halloween ride

-Financial oversight- Jeff Pearson (absent)

New Business

Ad-hoc committee update – Bill Cole - The merchandising committee will meet next week. Bill has had input from several people and has many good ideas. They will be working on designing new jerseys, etc. and a method for placing jersey orders during the year rather than maintaining inventory. Peggy reminded Bill that his committee will need to spend some time developing a budget proposal.

Bourbon Trail Update – Pam reported that the Distiller’s Association approved the proposal from the BCC to establish Bourbon Trail Bike Ride routes. Details to follow.

Bike Give Away – Dwayne will make the necessary calls to Big Brothers/Big Sisters and Dicks to see about timeline

Election plans – A chair for the nominating committee needs to be identified.



Adjourn- Next meeting of Board/ October 13, 2010








08/11/10 Meeting Minutes







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 hflorenc@lexingtonky.govThis 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.