Bluegrass Cycling Club

Board of Directors

Wednesday, September 8, 2011

Minutes

 

Board Members Present: Peggy Littrell, Keith Batchelor, Dwayne Edwards, Terio Sutherland, Pam Thomas, Mike Bagley, Pam Thomas, Phil Pietrowski, Jamie Bagley

 

Board Members Absent: Christian Erickson, Jeff Pearson

 

Club Members Present: Bill Fortune, Shawn Hokanson

 

Board Guest-Bill Fortune –Member Bill Fortune attended the board meeting to discuss exploring the possibility of the BCC becoming a central resource for cycling information and advocacy in the central Kentucky region. Bill provided a history of the Mayor’s Bike Task Force, the role that it played and the role it currently plays. Bill summarized the results of a meeting he called to bring cycling advocates together to talk about cycling information dissemination and advocacy in central Kentucky. The salient point from the meeting was that there should be a centralized point of information sharing and advocacy that is regional. Bill noted that there is no group that has really assumed responsibility for this function, and that the BCC is well placed to consider filing this void. Bill asked the board to authorize he and Pam to have conversations with other cycling-related groups about the possibilities and how collaboration and coordination might work Mike made a motion that the BCC take the lead on beginning a discussion with different cycling groups about dissemination of information and bicycling advocacy in the Bluegrass area and what that might involve. The motion was seconded by Phil and approved unanimously.

 

Approval of August Minutes - Mike made a motion to approve the minutes for August as submitted. The motion was seconded by Bill and approved unanimously.

 

Treasurer’s Report - Terio distributed a copy of the budget for review at the meeting. The final bill for the Horsey Hundred is still under negotiation but should be settled by the end of this month.

 

2012 Budget Approval Process – The Executive Committee met prior to the Board meeting and established the following process for budget development and approval:

• Committee Chairs and event coordinators will be sent a copy of the current budget with expenditures year to date as a guide. They will be asked to meet with their committees and come up with a proposed budget for their area, which will be submitted to Terio by October 31.

• The Executive Committee will meet and to develop a proposed budget for the Board to consider at the November meeting. The document and any explanations will be available on Base Camp for review prior to the meeting.

• Amendments will be made and the final, revised document will be available on Base Camp prior to the December meeting. The Board will approve the budget in December.

Committee Reports

Events

• Red River Rally –Patrick – The event is 3 weeks out. Patrick will e-mail the changes to the maps to Dave and will ask him not to put dates on the maps so they can be used in subsequent years. The working number for Sunday is 150 and on Saturday 75 for food and other planning. The state park will be providing coffee and hot water. The Sheriff will be there both Saturday and Sunday to make sure that the riders get out on the road together. The Middle Fork Volunteer Fire Department will be present at the tunnel on Sunday and Patrick has been in contact with the ham radio operators. Patrick noted for future planning that if we outgrow the picnic shelter at Natural Bridge that we can use the park in Stanton the entire weekend, which has some advantages.

• ACTION ITEM: Mike made a motion that the club pay for Patrick’s hotel room during the event. The motion was seconded by Pam and approved unanimously.

 

• Horsey Hundred – Dwayne (Information submitted on Base Camp in advance) – The Horsey Hundred Committee met on August 29^th and have recommendations for the board to consider. The recommendations include limiting the registrations (not including volunteers) to 2,000, eliminating on-site registration, and running on line registration longer. (on-line closed 2.5 weeks before the event last year, the proposal would close it 3 days before). In addition, the committee recommended implementing a tiered pricing system Oct- December $55, Jan – March $65, April – May $75. The rationale for the changes is to increase predictability in numbers.

 

• Mike made a motion to cap registration at 2,000 Pam seconded the motion, which was approved unanimously.

 

• Mike made a motion to continue with on-site registration as we’ve done in the past with essentially the same structure as in the past. The motion was seconded by Bill approved unanimously.

 

• Dwayne made a motion to adopt the recommended tiered price structure. The motion was seconded by Bill. The motion was voted down with 1 in favor and 8 against. As additional direction, the Board supports a slight increase in prices with a higher price for day of registrations and asked the Horsey Hundred Committee to come back with a pricing proposal at the October meeting.

 

• Terio made a motion that we limit the amount of dorm rooms as recommended in the proposal. The motion was seconded by Keith and failed with 1 abstention and 8 voting against.

 

Membership// recruiting – Jamie

• Membership – We currently have 679 members. Last year we had 606 members at this point.

• 2^nd Sunday Booth - It was decided that we will have an information booth at the event. Peggy and Bill volunteered to help.

 

 

Philanthropic

• Bike for Bikes Recap – Bill reported that the event went well and that we hit our target numbers. We should net someplace between $1,000 and $1,500 for each shop with the revenues from the ride and the raffle ticket proceeds.

• Funding Update – Pam reminded the board that applications for the next funding cycle will be due October 15 and that the Board will have funding proposals to consider at the November meeting.

 

Merchandise-Bill (Information submitted on Base Camp in advance) – Bill made a motion that the board approve the Merchandise Committee to purchase 10 each of two different type of fleece pullovers at a total cost of $670. The in stock items will be sold at the Red River Rally and they will also take orders and offer different options. The motion was seconded by Mike and approved unanimously.

 

Social-Jamie/ Peggy –

• Labor Day Ride – Due to bad weather, only 7 people rode but approximately 40 showed up for the food.

• Upcoming events

  • Halloween Ride will be from Berries on Bryan on October 30

  • Oyster Roast/Brunswick Stew is October 8^th at Malcolm Barrett’s house.

  • Pasta ride at Dwayne and Ana’s on October 10^th after the Masterson Station Ride. (Rain date 24^th)

 

Ride- Mike – Ride dates change to 5:30 at the beginning of October.

 

Education- Keith – The committee held its first meeting in August. The committee is working on a survey to formulate the agenda for a February workshop for members. The committee is working on preparing a double-sided handout to be provided to new riders including rules of the road, nutrition and hydration. Traffic Skills 101 will be offered on November 4^th and 5^th, limited to 12 registrants and offered to ride leaders first. Traffic Skills 101 is required to become an LCI. Keith has 100 cycling safety books that he obtained from Kensie Gleason for distribution to new members.

 

IT-Phil - Club Express update – The committee is moving forward with Club Express, which will be in place by January 1. To make it all work, the BCC needs a merchant credit card account. Ride mile tracking can be incorporated into the system and information included on each person’s page as an add on for $2,240 as a one-time cost. The IT committee will explore this further. To move the data will cost $150.

 

 

New Business-

• Nomination committee/Elections – In the upcoming elections, there is one one-year and 4 three year positions to be filled. Our nominating committee consists of Jamie Bagley, Jessica Sutherland and Dave Overton. Peggy urged board members to encourage members they think would be good on the board to consider running. The timeline for nominations and voting is as follows:

• Nominations will open October 15 and close November 30^th.

• Candidate biographies will all go on the website December 1 (none before). Members will have one week to file any complaints about the nomination process (people who want to run but were not included or who decide they do not want to be a candidate)

• The nominating committee will have 1week to make any adjustments to the slate of candidates after the comment period closes.

• On-line voting will begin December 15^th and will end January 10^th. (NOTE: This is a change from what was discussed at the Board Meeting due to availability of Molone’s for the banquet … banquet will now be Saturday, January 14)

• Members will also be able to vote in person on January 14, … those not attending the banquet will be able to come and just vote if they want to. The nominating committee will tally the on-line and on-site votes at the banquet, and will announce the preliminary results.

• After the one week comment period, the results will be certified and new members will take their seats prior to the February meeting.

 

• Annual Banquet location – Peggy will check on Malone’s again and the tentative date is January 20^th. NOTE: Date is now January 14 … Molone’s was booked on the 20^th)

 

Request for Support – State Bike Commission - Mike made a motion to approve the expenditure of $150 from the rides budget unit to provide snacks at the State Bikeways commission meeting the motion was seconded by Phil and approved 8 to 1.

 

Items impacting the budget:

• ACTION ITEM: Mike made a motion that the club pay for Patrick’s hotel room during the event. The motion was seconded by Pam and approved unanimously.

• ACTION ITEM: Bill made a motion that the board approve the Merchandise Committee to purchase 10 each of two different type of fleece pullovers at a total cost of $670. The in stock items will be sold at the Red River Rally and they will also take orders and offer different options. The motion was seconded by Mike and approved unanimously. ((For budget purposes, an income item will be added equal to the expense item since the pullovers will be sold)

• ACTION ITEM - Request for Support – State Bike Commission - Mike made a motion to approve the expenditure of $150 from the rides budget unit to provide snacks at the State Bikeways commission meeting the motion was seconded by Phil and approved 8 to 1.

Adjourn-Next Board Meeting October 12, 2011

< Prev		Next >