Bluegrass Cycling Club
Board of Directors Meeting Minutes
Wednesday, November 10, 2010


Board Members Present: Peggy Littrell, Dwayne Edwards, Terio Sutherland, Pam Thomas, Jeff Pearson, Patrick Wesolosky, Mike Bagley, Jamie Bagley
Board Members Absent: Griff Baute, Nedim Slijepcevic, Sandy Duff

Club Members Present: Keith Batchelor, Bill Cole, Shawn Hokanson, Don Leach, Bill Fortune, Christian Erickson

Peggy reported that Keith Bachelor and Bill Cole both received awards as a result of their participation in the Ride to Shakertown. Keith was recognized as a new ride captain and Bill was recognized as the outstanding “newcomer”.

Approval of Minutes from the October Meeting -Dwayne made a motion to approve the minutes as submitted, seconded by Patrick and approved unanimously.

Officer Reports
President-

Letter to the Mayor and Mayor Elect - Peggy noted that she e-mailed board members draft letters to the Mayor and Mayor elect thanking the Mayor for his bike advocacy and welcoming the Mayor-Elect. The letters will be sent from the entire board.

Executive committee report/ Plans for retreat – Peggy reported that the executive committee met last week to watch a LAB webinar on budgeting and to develop a draft budget. At the meeting, the executive committee discussed several issues that will require discussion and action by the board, such as developing a philosophy on philanthropy and engaging in additional organizational planning. A discussion was had about holding a retreat, either one day in Lexington or an overnight at a state park. It was generally agreed that a retreat is a good idea and the final decisions regarding location and length will be made at the December or January board meeting. Possible date for the retreat is the third weekend in February.



Treasurer-

Budget Presentation - Terio distributed a proposed budget for 2011 which is based on the budget from last year with some amendments to reflect actual expenditures from this year and some additional expenses. Terio explained the proposed changes and reviewed the budget proposal line by line. The board discussed the amount of the reserve and how much should be retained. Peggy suggested that the discussion of the reserve be continued at the retreat. Mike requested that the budget be amended to increase donation amounts to ride locations for next year and to join USA Cycling. In addition, he asked that we budget some money in case the club supports a race team to provide for extra insurance for race training.







Committee Reports - Brief oral analysis and 2011 goals/suggestions
NOTE: Committee will submit written reports in December for the club Annual Report– Committee Reports need to be submitted to Peggy one week before the December Board Meeting

Ride/touring/racing- Mike – Mike reported that member participation in rides was up this year, and that there is more interest in winter riding with 14 rides already scheduled. A lot of new people have been involved with a lot of new rides offered.

Improvements – We need to try to establish more, longer, weekend rides for all paces

Christian suggested trying to get people to team up to lead rides at a specific location on a weekly basis to make it easier for people to commit to being ride leaders.

Improve ride descriptions so that club members know what to expect

Provide maps for new ride leaders

Ride leader training will be provided in the early spring for experienced and new ride leaders









Events HH Update- Dwayne/Don – Dwayne reported that the Horsey Hundred continues to grow and that the transition to new leadership has been very smooth. Don reported that they had a good meeting with the Midway Merchant’s Association and that planning for an event in Midway is in the works. All leadership positions for the Horsey Hundred are currently filled. First e-mail blast will be in December. A meeting has been scheduled with Georgetown College on November 30th..

RRR-Patrick –Patrick suggested earlier and more promotion for the ride.Consider having something for people to do on Saturday evening to bridge the two days. Publish the Red River Rally at the Horsey Hundred. We need to consider whether to cap attendance at the ride.





Membership/Social/ recruiting – Jamie – Jamie reported that we have 620 members in the club this year, and strong interest continues. Next year, Jamie would like to have more novice and new member rides, possibly using the Legacy Trail. Jamie would also like to improve retention of current members. E-mails will be going out within the next few weeks reminding members to pay their dues. There were a lot of social events this year and they were well attended. Jamie recommended that social and membership be separated so that each area can get the attention it deserves. We may also look at the possibility of rolling memberships with automatic renewal notices sent at the expiration of the membership. Jamie will also explore getting reports generated providing information about areas where members are willing to volunteer.



Financial oversight- Jeff - Jeff posted a notice of the forum today that the board is looking for an additional person to serve on the Financial Oversight Committee. Ed Jennings has agreed to serve on the committee as well. A meeting will be scheduled within the next 30 days.



Philanthropic/Education Funding cycle proposal-Pam - Pam presented the funding recommendations from the Philanthropy Committee for the funding cycle that closed on October 15th. The committee reviewed three submitted applications and recommends funding for all three. The recommendation of the committee was to provide $1,000 in funding for the FolkBike Recyclery, $500 in funding for the Broke Spoke, and $500 in funding for Bike Lexington. Pam made a motion for approval of the recommendations of the committee. The motion was seconded by Mike. Mike made a motion to increase the funding for the Broke Spoke to $1,000 seconded by Patrick. Unanimously approved. Mike made a motion to increase the funding for FolkBike Recyclery to $1,250 motion was seconded by Pam. Motion approved unanimously. Unanimously approved funding for Bike Lexington for $500 under the original motion. Pam will notify all recipients.







Bike Giveaway plans-Dwayne – Dwayne distributed a schedule for the event, which will be held on December 12th at 2:00 at the North Lexington YMCA. We still need to work out bike transportation from Dicks on Saturday morning. Christian suggested that we contact the McDonalds race team to see if we can use their van and trailer to transport the bikes. Don Leach also has a trailer that we can use. Bike rodeo will be outside this year weather permitting. We will show a video this year rather than doing the oath. Pam will contact Joe Graviss about McDonalds providing food.









Bike the Bluegrass evaluation-Peggy – The event sold out several days before and was very successful. Suggestions to pass on to the organizers include that the fact that the route crosses a stream need to be addressed.



Merchandise (ad-hoc)-Bill - Bill would like to have more people involved next year as the responsibilities of the committee grow. Update/timeline – Arm warmers are ordered and stock will be available for sale at various events. They should arrive around December 14th. The Horsey Hundred jersey design has been completed and will be submitted to Champion Systems soon. Horsey give away items are gym sacks with reflective stripes. The sack will be yellow with a black logo. Cost will be between $2.50 and $2.60 each.

Jersey design – First draft of the new club jersey has been developed and was distributed. Final proof will be presented to the board in December. Bill anticipates that we will order 500 jerseys combing both Horsey and Club Jerseys – if we do order this number, our cost will be $41 per jersey. Highest cost we will pay for any jersey will be $48 and the cost will go lower depending on quantities of each order and the total number ordered. ACTION ITEMS – There is a stash of Horsey Hundred shirts from last year that people paid for but didn’t pick up and the committee would like to sell them since nobody had claimed those shirts. Bill would also like to provide one shirt as a gift to a person from MYOKHT who has assisted Bill with issues relating to jerseys and tee shirts. Pam made a motion to approve sale of the shirts and to provide the gift of one of the extra shirts to the jersey coordinator. The motion was seconded by Mike and approved unanimously.







Nominating/Elections-Bill/ Sandy - Bill reported that there are currently 6 nominations and that bios of the nominees are on the website. Nominations will close at the end of November and Nedim will send an e-mail blast and voting information will be included in the newsletter



Business

Replacement for Nedim's term – Nedim has resigned effective at the end of the calendar year due to school commitments. According to the by-laws, the board nominates a replacement for the remainder of Nedim’s term. Peggy nominated Jamie Bagley to fill the remainder of Nedim’s term. No other nominations were received from the floor. The vote will be held in December

KET request-Peggy/Keith – We will not be providing volunteers for December because KET pushed for a response before the Board had a chance to consider the request. We may be able to provide assistance in March (20 people). The issue will be revisited later.

Bourbon Trail Update-Pam – Pam reported that the Bourbon Trail map project is moving along well. Shawn Hokanson is doing the majority of the work developing maps and cue sheets and the goal is to have routes identified by January of 2011. The current timeline is to have the maps ready during 2011, and to offer the inaugural supported ride on the trail in the spring of 2012.

Annual Bikeway Meeting Report-Pam/Mike – Pam and Mike attended the Annual State Bike/Ped meeting at Mammoth Cave on behalf of the BCC. Attendance was good and many useful contacts were made.

Newsletter Guidelines proposal-Pam – Pam noted that proposed newsletter guidelines were e-mailed to board members before the meeting. Patrick made a motion that Pam be responsible for the newsletter and to approve the newsletter guidelines mailed to the board members previously. The motion was seconded by Jeff and approved with one abstention. The approved newsletter guidelines are attached as “Attachment A”.

Annual Banquet-Jan 21 @ Malone's Contract – The contract is for 100 people rather than 80 people, which is an increase from last year.

Awards-Bill Cole/Sandy will be responsible for rewards other than the ride committee awards







Decorations/program-Peggy and Jamie







December BOD meeting-committee written reports due for development of annual report

December BOD meeting place invitation-Pam – The Board agreed to meet at the FolkBike Recyclery in Frankfort on December 8th.





Attachment A

Bluegrass Cycling Club
Outspoken E-Newsletter Guidelines

Purpose: The purpose of the BCC E-Newsletter is to inform members about upcoming BCC and other cycling –related events and to provide education and information to members related to cycling.

Publication Dates: The newsletter will be published around the 1st and 15th of each month from March – October. The newsletter will be published around the 1st of each month between November – February.

Newsletter author and editor: The BCC board will appoint a member write the newsletter and another member to edit the newsletter. Responsibility for the writing and editing the newsletter may rotate among several individuals, provided that in all cases, the newsletter shall be reviewed and edited by at least one person besides the original author before publication.

Submission Deadlines: The deadline for submission of items to be included in the newsletter is three days before the publication date. The newsletter editor will e-mail committee chairs and board members if possible prior to the submission deadline to solicit items to be included in the newsletter.

Distribution: The newsletter will be e-mailed to all members on the BCC e-mail distribution list unless a member has asked to be excluded from the list. The most recent newsletter will also be posted and accessible on the BCC website.

Layout and Content: Items included in the newsletter will be short and informative. As a general rule, the newsletter will not include lengthy articles or commentary. To the extent possible, the newsletter will conform to the following format:

“Did you know” … interesting fact about cycling or cycling related topics

Upcoming BCC events including rides, board meetings, and committee meetings

Club-related reminders and updates

Other events or rides that may be of interest to members

Brief educational or informational tidbit … maximum one or two each newsletter

Member recognition or profile.





The author and editor shall determine the content of the newsletter, subject to any correction or direction provided by the BCC Board.

The BCC Board will solicit input from the members about the newsletter during the off-season in an effort to improve communication.