Wednesday, March 8, 2011
Minutes

Members Present: Jamie Bagley, Keith Batchelor, Griff Baute, Bill Cole, Dwayne Edwards, Peggy Littrell, Jeff Pearson, Phil Pietrowski (via telephone link), Terio Sutherland, Pam Thomas

Members Absent: Mike Bagley, Christian Erickson

Club members present: Shawn Hokanson, Marrea Matthews

Approval of February Regular Meeting and Retreat Minutes – Peggy noted that the minutes for both the February Meeting and the Retreat were e-mailed to members and also posted on the website prior to the meeting.  Motion by Dwayne  to approve the minutes from both meetings, seconded by Terio and approved unanimously.

Treasurer’s Report- Terio reported that there is $29,400 in the operating account. The reserve remains the same at $50,000. A detailed financial report and the 2011 adopted budget were e-mailed to members prior to the meeting and are attached to these minutes for reference.  A report for the full year 2010 was also e-mailed prior to the meeting.  Terio noted that we budgeted $600 for two workshops this year, and that we have already spent $600 on the first workshop, so we may need to adjust this portion of the budget later.  Terio also noted that the Dolphin banners at $2,400, the purchase of which was approved last month, are not included in the budget.

ACTION ITEM: Pam made a motion to allocate the expenditure of $2,400 for the banners to the undesignated balance. Dwayne seconded the motion and the motion was approved unanimously.

Committee Reports-
The board reviewed a document e-mailed to board members prior to the meeting (revised version attached) outlining the BCC committees for 2011 and establishing the committee charges, membership and reporting requirements. Bill made a motion to accept the committee charges and descriptions, the motion was seconded by Jamie and approved unanimously.

• Ride/touring- Mike – Jamie provided Mike’s report in Mike’s absence
  • Currently there are rides scheduled for every day in March, and new rides are being added
  • The big event coming up is the kickoff ride March 19th.Tthere are 3 distances, the maps are done and ride leaders are lined up.
  • Ride leader training will be held on April 2nd at Trane Company on Mercer Rd from 9 am - 1pm. Lunch will be provided. After the training, there will be a ride from Coldstream Park.  Training will feature:
    • First Aid training by certified trainer
    • Review of the accident form
    • Review of how to lead a ride including maps, expectations for ride leaders and riders, and how to get rides on the calendar
    • Peggy noted that we need to publicize information about the training
  • Mike challenged everyone on the board to take the training and lead a ride before the end of June.
• Events
  • HH Update- Dwayne – The next meeting of the Horsey Hundred committee is on March 22nd at Don’s house. Things are moving along as needed at this point. More details will be provided in April.

 

• Membership/Recruitment/Retention –

Members: Jamie is working on recruiting members for this committee. 
Currently the club has 325 members. This compares to 254 members as of the same date last year.  Terio reported that approximately ½ of the members are paid members , and that we are approximately $2,000 ahead of last year in the collection of dues from members.

• Financial oversight- Jeff  - Jeff noted that inventory is also under the purview of the Financial Oversight Committee.  There is no other report as a quarterly report was provided last month.

 

• Philanthropic/Education
  • Educational workshop evaluation – Keith reported that the workshop went well. There were many guest speakers and a lot of information delivered. There were 35 people in attendance and 15 no-shows. The next workshop will be shorter and less expensive.
  • LCI certification – Griff reported that traffic Skills 101 will be offered on March 19th .

• Merchandise-Bill – Bill passed around cue clips that were purchased for sale and will be available for the Horsey Hundred.

 

Current jersey sales: 59 club jerseys, 72 Horsey Hundred jerseys. Both went into production today.

Bill reported that there is an issue with the current ordering system for jerseys and Bill knowing for sure that he has all of the orders.  Some missing orders have come to Bills attention simply because the person ordering the jersey followed up with Bill to see if Bill had the order and he didn’t. Currently the orders pass through too many hands before they are finalized, leading to the possibility of more errors.

ACTION ITEM:  To help address the potential issues caused by the situation described above, Bill made a motion approval to order 25 extra club jerseys to have on hand to address size swap outs, etc.  Cost will be $1,000 and the expenditure will need to come from the undesignated balance. The motion was seconded by Pam and approved unanimously.

• Social- Peggy/Jamie - Kickoff plans – Everyone will bring a dish to share and the club will provide the main course (probably barbecue), drinks and paper products.

 

• IT- Phil reminded the board that he sent everyone a link so they could review the Base Camp project management system. Phil would like to move forward with the 30 day free trial from Base Camp and then go with their basic plan which is $49 per month which includes up to 2 gig of storage.  There will be some ramp up time using the forum for committees. Phil would like to roll it out using the board first.  Phil has reviewed several different types of project management programs and recommends that we go ahead and commit to using this program at this point.

ACTION ITEM: Dwayne made a motion to approve the expenditure of $50 to begin using Base Camp software for the next two months, with a re-evaluation at that time about whether to continue with Base Camp. The $50 will come from the unallocated carry forward balance. The motion was seconded by Keith and approved by a vote of 9-1.

Phil hopes to have an initial meeting and then do meetings by conference call after that.
Committee members: Griff Baute, Jamie Bagley, Mike Bagley, Nedim Slijecpvcic, Terio Sutherland, Shelia Tolley, Dan Sharp and Rowena Ruff

Business

• Kymba event –
  • Marrea Matthews reported that the March 29th event is in order. There will be approximately $600 in door prizes. The BCC will have a membership table there.
  • Marrea needs a contact from the BCC to coordinate with the KYMBA to plan a combined mountain biking/camping event in June. Peggy will be the contact temporarily. Marrea would like to have information available about the event at the March 29th event.

Board Meeting Guests – Peggy noted that we have received a lot of requests from various groups and individuals to present information to the board.  We will try to refer requesters to committees rather than having presentations directly to the board when possible.  Further discussion will be tabled until a future meeting.

ACTION ITEMS IMPACTING THE BUDGET:

ACTION ITEM: Pam made a motion to allocate the expenditure of $2,400 for the banners to the undesignated balance. Dwayne seconded the motion and the motion was approved unanimously.

ACTION ITEM:  To help address the potential issues caused by the situation described above, Bill made a motion approval to order 25 extra club jerseys to have on hand to address size swap outs, etc.  Cost will be $1,000 and the expenditure will need to come from the undesignated balance. The motion was seconded by Pam and approved unanimously.

ACTION ITEM: Dwayne made a motion to approve the expenditure of $50 to begin using Base Camp software for the next two months, with a re-evaluation at that time about whether to continue with Base Camp. The $50 will come from the unallocated carry forward balance. The motion was seconded by Keith and approved by a vote of 9-1.

 

Approved Bluegrass Cycling Club Budget 2011
REVENUES	Subtotals	Totals
Carry forward balance		$35,000
Fiscal Year 2010 funds not spent		$15,000
New Revenues
Membership dues	$5,000
Event income	$120,000
Merchandise Sales	$3,000
Banquet	$800
Total New Revenues	$128,800	$128,800
TOTAL AMOUNT AVAILABLE		$178,800
EXPENDITURES
Administrative/Business Expenses		$7,000
Event expenses (Horsey Hundred $65,000, Red River Rally $5,000  - NOTE - Individual events will submit individual budgets - current estimates are based on past expenditures)		$85,000
Ride Expenses (Ride leader will submit budget with breakdown for amount - included  - ride leader recognition, ride leader equimpent, map program, map expense, refreshments, ride start location donations, new rider support)		$9,000
Store Inventory		$2,000
Membership Expenses		$7,000
Banquet	$4,000
Fellowship/Rides (includes food and donation to ride location)	$2,000
New Member Recruitment	$500
Membership Packet Expense/ Member Communication	$500
Philanthropy/Education		$16,440
Philanthropic causes	$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
Miscellaneous Expenses		$1,000
Retreat		$1,000
TOTAL EXPENDITUES		$128,440
Budgeted Reserve/Carry Forward		$50,360

Bluegrass Cycling Club
Committees 2011

Meeting Schedule - All committees will be asked to establish and report a tentative meeting schedule for the remainder of the year, which will be posted on the website.

Meeting Summaries - All committees will also be asked to keep meeting summaries recording at a minimum meeting date and time, persons in attendance, topics discussed, and any decisions made.  Minutes should be e-mailed to the Secretary (until a central web-based storage area is established) who will be responsible for retaining all records.

Committees
Rides
BOD Liaison:                 Mike Bagley
Chairman:        Mike Bagley
Committee:  Mike Wirth, Bill Cole, Terio Sutherland, Patrick Wesolosky, Shelia Tolley, Keith Tolley, and Gayle Tompkinson

Charge:            Prioritize and begin addressing the following:

• Improve/provide system for ride leader administrative details and training
• Ride descriptions – work on developing a more detailed but uniform way to describe rides so that members have better information
• Improvement in mileage reporting and tracking (in conjunction with the IT committee)
• Further development of a map library with possible GPS assistance (also partially in conjunction with the IT committee)
• Increase the variety and type of rides available, especially on the weekends

Membership/Recruitment/Retention
BOD Liaison:                 Jamie Bagley
Chairman:        Jamie Bagley
Members:       
Charge:            Prioritize and begin addressing the following:

• Work with the IT committee to recommend a revised membership system to improve membership management including tracking memberships, improved on line-registration, and automatic renewal notifications. If possible and if the committee determines that it is feasible, the system should allow:
  • Rolling memberships
  • Multi-year and lifetime renewals
  • Efficient and effective communication with members
• Discuss and develop a growth strategy/goals for presentation to the Board of Directors.
• Discuss and develop a strategy for communicating the value of membership to our existing member.s
• Develop a strategy to recruit new members and to improve the visibility of the BCC in the community. Possibilities include placing literature in local bike shops reaching out to local institutions and groups, and developing a brochure that includes an application.
• Work with the Philanthropy/Education/Advocacy committee to plan and present more cycling-related educational opportunities in the community.
• Plan and promote more non-cycling social events

Technology
BOD Liaison                  Phil Pietrowski
Chairman:        Phil Pietrowski
Members:        Mike Bagley, Jamie Bagley, Griff Baute, Nedim Slijepcevic, Terio Sutherland
Charge:            Prioritizing and investigating a more efficient/effective use of technology for the club, taking into account future growth, and making recommendations to the board, including a proposed budget, relating to the following areas:

• Identification of issues and concerns relating to technology/IT
• The update and improvement of systems used for membership, accounting, inventory control and ride statistics
• Development of procedures and guidelines for what is posted on the web, when it is posted, who requests postings, etc.
• How to make necessary documents and forms more easily accessible through a project management system with a focus on effective and efficient document storage, transferability, and transparency
• Policies and procedures for the use of social media and other forms of communication
• Upgrade of the website

Events/Projects
BOD Liaison                  Dwayne Edwards

• Horsey Hundred:        (Memorial Weekend)-Chairman-Don Leach
  • Members
• Red River Rally:         (October 1-2)-Chairman-Patrick Wesolosky
  • Members:        Pam Thomas, Terio Sutherland, Mike Bagley

• Fall (Charity) Ride:     Chairman-Bill Cole
  • Members:        Pam Thomas, Dave Overton
  • Charge:            Development of a new event
• Bike Giveaway                       Chariman – Jeff Pearson
  • Members:        Pam Thomas, Dwayne Edwards, Christian Erickson
  • Charge:            Review the current bike giveaway process and plan and submit ap proposal to the board for any adjustments in date, time, partnering organization(s), requirements, etc.  (NOTE: Budget for this event is currently part of the Philanthropy/Education/Advocacy Committee budget)
• Bourbon Trail Project: Chairman: Pam Thomas
  • Members:        Shawn Hokanson, Randy Thomas, Mike Bagley
  • Charge:            In conjunction with the Bourbon Distiller’s Association develop cycling maps along the Bourbon Trail.

Financial Accountability
BOD liaison:                  Jeff Pearson
Chairman:        Billyanne Withers and Sandy Duff
Members:        Jeff Pearson, Rick Fern, Terio Sutherland, George Pierce, Ed Jennings
Charge:            Oversee the finances and integrity of the BCC's assets and club merchandise inventory. (Bill Cole will attend inventory meetings)
Meetings and Reports: The committee will meet the third Monday in the months of April, July, October and January to review financial information for the prior quarter, and will report to the Board at the next meeting following the review.

Merchandise
BOD Liaison- Bill Cole
Chairman:        Bill Cole
Members:        Christine Cole, Mark Roth, Mark Cornelison, Griff Baute, Peggy Littrell, Cheri Stipp
Charge:            Develop, distribute, and inventory BCC merchandise to supply members and advertise the existence to the Club
Committee will operate primarily during the off season.

Social
BOD Liaison-Peggy Littrell
Peggy and Jamie will work on getting people together in hopes of divvying up events to be managed by different people.
Chairman:       
Members:        Rowena Ruff, Laurie Roberts, Peggy Littrell, Jerry Pang, Rachel Jacobs
Charge:            Discuss and develop recommendations to the board regarding the following:

• A process/system for planning and executing cycling and non- cycling social opportunities for club members and for recruiting additional club members to participate in and plan events
• Work with the membership/retention committee to  organize events for all members to enjoy

Philanthropic/Education
BOD Liaison- Pam Thomas
Chairman:        Pam Thomas
Members:        Dwayne Edwards, Mike Wood, Peggy Littrell, Griff Baute, Keith Batchelor, Rowena Ruff, Malcolm Barrett
Charge:

• Prioritize the charitable disbursement of funds allocated in the budget to organizations and entities that support our mission statement. Make recommendations to the board regarding:
  • Guidelines for funding priorities and decisions
  • Guidelines for providing insurance for charity rides
• Support and promote educational opportunities for cycling related events  
  • Identify a schedule for providing educational and informational events for members

Executive Committee/Budget/Fiscal Policy
Members-Peggy Littrell, Pam Thomas, Dwayne Edwards, Mike Bagley
Charge:
Fiscal Policy Matters:            Development of an annual budget for consideration/approval of the board. The budget will be first presented in November and voted by the board in December.  
Fiscal Reporting:         Treasurer, Terio Sutherland – Will submit budget reports to the Board prior to each meeting.
Corporate Sponsorship Review Committee - A committee will be formed after the HH to develop parameters for corporate sponsorship for our events.

Adjourn-Next Board Meeting April 13, 2011

 

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