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!

< Prev		Next >