Bluegrass Cycling Club

Board of Directors Meeting Minutes

Wednesday, December 14, 2011

 

Board Members Present: Peggy Littrel, Mike Bagley, Pam Thomas, Keith Batchelor, Jeff Pearson, Phil Pietrowski, Bill Cole, Terio Sutherland, Dwayne Edwards

Board Members Absent: Jamie Bagley, Christian Erickson

Club Members Present: Randy Thomas, Dave Overton, Dan Sharp, Don Leach, Shawn Hokanson

Minutes- Approval of November minutes - Minutes were approved as submitted by consensus.

Committee Reports-Approval of committee reports posted on Basecamp – Reports from committees were posted on Basecamp prior to the meeting and are included at the end of the minutes. Bill made a motion to approve the reports as submitted. The motion was seconded by Mike and approved unanimously.

 

Action Items from Committee Reports:

• Social- Funding guidelines proposal

  • Discussion – Peggy referenced proposed guidelines that were submitted for consideration by the Social Committee prior to the meeting. The guidelines address board policies regarding financial support for various social events.

  • Board Action – Peggy made a motion to accept the committee recommendation as submitted. The motion was seconded by Mike and approved unanimously. (See the attached Social Committee report for the guidelines)

• Rides – Guidelines change proposal –

  • Discussion - Mike referenced the suggested changes for rules relating to mileage for out of town rides, which were submitted in advance to the board for consideration, and which are included in the attached rides committee report. The change essentially allows members who participate in out of town rides where at least 6 members participate and the ride is posted on the calendar to record the mileage they actually ride on the out of town ride. This removes the need to determine what rides are offered locally to determine maximum mileage and provides a simpler process.

  • Board Action - Pam made a motion to accept the proposal from the ride committee as submitted. The motion was seconded by Jeff and approved with one nay vote.

• Merchandise – Purchase proposal –

  • Discussion - Bill described a mistake that was made by the vendor providing the fleece for the BCC, which is further described in the Merchandise Committee report. He proposes that the BCC purchase the fleece at cost to sell at a later date.

  • Board Action – Bill made a motion to expend $150 to purchase the fleece jackets at cost. The motion was seconded by Mike and approved unanimously.

• Club Express Update – Phil - Phil reported that he is in the process of getting Club Express set up and ready to go January 1 and that he anticipates no problems with meeting the timeline. Phil asked how we want to handle people who do not want to register on line using Club Express. After discussion, it was agreed that people should still be able to join by completing paper forms and paying directly. Peggy asked Phil to provide written information that can be provided to people who sign up at the banquet regarding how to log on to Club Express. Questions that Phil will research include how family members will be tracked and accounted for in the system, and how we will be charged by Club Express for family members. Phil agreed to go through the member registration process at the banquet.

 

Business

Approval of 2012 Budget -Terio/Pam

Terio noted that the proposed budget was reviewed and discussed at the November meeting, and that the document as revised during that meeting was posted on Base Camp for review by board members prior to the meeting. Terio made a motion to approve the budget as posted on Base Camp. The motion was seconded by Bill and approved unanimously. A copy of the approved 2012 budget is attached to the minutes following the committee reports.

 

Nominating Committee/Elections Update -

Voting goes live on-line on December 15^th. Dave will also have paper ballots and the corporate documents for review at the meeting. Dan will provide a list of people who voted on line as well as a list of members in good standing as of the banquet.

 

There was a discussion about who is eligible to vote, given the way that our voting technically spans two membership years. It was decided that for purposes of voting and any other sign ups or events that require membership, a “member in good standing” shall incorporate a 30 day grace period after expiration of the member’s membership.”

Board Action - Bill made a motion to adopt this definition. The motion was seconded by Jeff and approved unanimously.

 

Annual Banquet Update

Peggy confirmed that we will not have a speaker at the banquet, and that we will have a brief overview of our committees, highlights, and what will be different going forward.

Tentative agenda:

• Terio will give a brief overview of the budget

• Phil will talk about Club Express

• Don will do a 3 minute discussion of the Horsey Hundred

• Mike will present the ride leader awards

• Dwayne will do other recognitions

• Dave will present election results

 

Retreat Date, Time and Location – It was agreed to do a social gathering on Friday evening again, followed by a ½ day meeting the following Saturday. Tentative date is February 24-25.

It was agreed that the board will skip the January board meeting. The February meeting will be held on the 8^th.

 

December Committee Reports

 

Education Committee Report

Submitted by Keith Batchelor

We held our second interactive bike workshop of the year on November 20th at the North Y in Lexington. The workshop was reasonably attended but didn't really "click" with the group. The winter workshop also presents a different challenge than the spring event since most members are basically "closing shop' for the year. We did seek follow-up evaluations from attendees and will be using that information to get back to the focused energy of the previous event.

 

We are currently looking into ideas for a spring workshop focused not on general issues as this one was but instead on a cycling theme of one specific point and going into that topic with a depth to create the energy and drive that came out of last spring's workshop. We are also considering a return to the previous location-- while we appreciate the generosity of the Y in loaning us the facilities I have come to believe that the multi-purpose room there is not as conducive to our group as McConnell's Trace was.

 

Merchandise Committee Report

Submitted by Bill Cole

All fleece orders are in and to the vendor in hopes of getting them to members in time for Christmas (this should happen but we have had some supplier issues with this product so I cannot be certain of it at this point). We are having a minor billing dispute with Jeremy at H2-- some fleeces were ordered incorrectly (their error and acknowledged) and embroidered. He has offered to sell them to us at a significant discount (basically at his cost) which will increase our outlay for this project approximately $150 over approved amount. All are items which will be sold easily and the recommendation is that we purchase them-- we will turn a profit of about $120 on them once sold and this was a "cost plus" project generating no significant profit from the beginning (we will turn about $50 on them in total without this).

No other news to report.

 

Membership Committee Report

Submitted by Jamie Bagley

Nothing new to report at this time. Hopefully, we will have details soon on how we will proceed using Club Express for membership sign-ups and renewals.

 

Philanthropy Committee Report

Submitted by Pam Thomas

The Philanthropy Committee has not met since the last board meeting and will not meet again until the budget is approved. Once that happens, the Philanthropy Committee will meet to discuss revision of our funding guidelines, and to identify potential projects for 2012.

 

Social Committee Report

Submitted by Peggy Littrell

The Social committee has conferred over Basecamp and developed proposed funding guidelines for the BCC social activities at the request of the Board at the November meeting. A total of 4 out of 5 committee members have endorsed these guidelines. The guidelines are listed below and uploaded on Basecamp for review by the Board members. The committee requests Board approval of these guidelines or suggestions for changing them.

Action Required:

Review and approval of the proposed guidelines

 

Proposed Guidelines

• A proposed event will be submitted and approved by the social committee at least a month in advance (preferably a year in advance) of the event.

• All BCC members will be invited and notified of sanctioned events through regular mass notification avenues.

• Funding up to and no more than $200.00 will be reimbursed if funding is available.

• Reimbursement upon submission of the appropiate BCC form and receipts.

• Preference will be given to yearly bike and bike-related events with approval of additional events as finances permit with priority given to bike and bike related events over no bike events.

 

Ride Committee Report

Submitted by Mike Bagley

 

The Ride Committee recommends the following change to the ride guidelines to the board:

 

Remove noted items currently in the Ride Guidelines. Committee felt that if a group of riders of 6 or more ride they should be given the mileage that they ride. The committee wanst to remove the restriction applied that is tied to local rides.

• Local – Non BCC Sponsored Ride

  • Mileage will be awarded as listed on the BCC Sign-up Sheet, Release and Waiver of Liability form.

  • The maximum mileage that may be awarded is the longest distance listed for the ride in the BCC Ride Calendar/Schedule.

  • There are no requirements for a minimum number of riders

  • An BCC Member must act as Ride Leader for the ride

• Out-of-Town – BCC Sponsored Ride

  • A minimum of 6 BCC members must attend the ride.

  • Mileage will be awarded as listed on the BCC Sign-up Sheet, Release and Waiver of Liability form

  • A BCC Member must act as Ride Leader for the ride

  • The maximum mileage that may be awarded is 100% of the longest distance listed for the ride in the BCC Ride Schedule. If there is no local ride the entire mileage of the ride will be awarded.

  • There must be no attendance restrictions for the ride other than general equipment restrictions. (Lights required, must supply own camping gear, off road bike required, etc.).

• Out of Town – Non BCC Sponsored Ride

  • A minimum of 6 BCC members must attend the ride.

  • Mileage will be awarded as listed on the BCC Sign-up Sheet, Release and Waiver of Liability form

  • A BCC Member must act as Ride Leader for the ride

  • The maximum mileage that may be awarded is 100% of the longest distance listed for the ride in the BCC Ride Schedule. If there is no local ride the entire mileage of the ride will be awarded.

  • There must be no attendance restrictions for the ride other than general equipment restrictions. (Lights required, must supply own camping gear, off road bike required, etc.).

Other items discussed:

• We will start to feed maps to Dan that can be loaded into a map library.

• Mike will post a note on the forum concerning “How to fill out the Ride Sign In Sheet”

  1. Include something on if you do not sign back in you will not get mileage and why it is important

  2. Have Dan change the “Car Description” to “Car Description/Cell Phone #”

• Create a list of normal start locations with addresses

• Suggestion that the major rides have the roads marked

• Suggestion that potholes and hills etc be marked on major routes

• Ride leader get together will be in February this year – Mike got behind

• We will have ride leader training again next year

• Some limited funds have been requested in next year’s budget to help start a race team – Very limited funds and support from the club. This would include USA Cycling membership and insurance (insurance to be determined)

IT Committee Report

Submitted by Phil Pietrowski

Currently in the middle of the implementation of Club Express. Working with CE to map the BCC’s procedures to their system.

We are on-time for a January 1, 2012 roll out.

 

Horsey Hundred Report

Committee Chair Don Leach reported that he had nothing new to report at this time.

 

Financial Oversight Committee Report

Submitted by Jeff Pearson

Date: 4 December 2011

REPORT: THERE IS NO NEW REPORT – THE COMMITTEE MEETS QUARTERLY TO REVIEW FINANCIAL INFORMATION ON THE CLUB – [NOTES FROM LAST MEETING AS FOLLOWS]

• It was noted that Terio S. will be stepping down from the Board at the end of 2011 – implications of a new Treasurer and reporting information was reviewed.

• It was discussed that Jeff P will be stepping down from the Board and the Committee at the end of 2011, and that a Board Representative will have to be identified.

• We discussed the operation of the Treasurer and how that may change with the next person since Terio will off the Board.

ACTION REQUIRED:

1. The Board will have to select and identify a Board Representative to serve on the Financial Oversight Committee.

2. Board consideration of Treasurer responsibility and work load should be addressed prior to next Treasurer’s appointment.

3. The Board may want to consider the possibility of electronic payments for disbursement of funds for payments to vendors and/or reimbursements to allow for easier and faster payments.

4. The Board should review the possibilities of an alternate signer or double signers on checks that are written to confirm expenditures and allow for someone other than just the Treasurer to write a check if they are indisposed or unavailable.

 

NOTE: This attachment was amended from the original document submitted to the board for consideration on Base Camp. The document also included actual information from 2011 for comparison. As what was approved was the 2012 budget, only that portion is presented below.

 

2012 Approved Budget	Approved 2012
	Subcategory	Category Totals
REVENUES
Carry forward balance		$ 35,000
Fiscal Year 2010 funds not spent		$ 17,500
New Revenues
Membership dues	$ 5,000
Event income
RRR	$ 5,000
Horsey Hundred	$ 138,500
Merchandise Sales	$ 24,000
Banquet	$ 1,380
Raffle Ticket Sales
Total New Revenues	$ 173,880	$ 173,880
TOTAL AMOUNT AVAILABLE		$ 226,380
EXPENDITURES
Administrative/Business Expenses (Includes base camp, quick books on line, storage units, general liability insurance, equipment replacement, miscellaneous expenses)		$ 9,000
Event expenses		$ 104,300
Horsey Hundred	$ 100,300
RRR	$ 4,000
Ride Expenses		$ 12,970
Ride location donations	$ 1,900
Ride leader gifts	$ 6,170
Ride Support	$ 4,900
Store Inventory		$ 27,000
Taxes (Sales Taxes)		$ 1,620
Social		$ 3,000
Membership		$ 10,200
Banquet	$ 5,200
Fellowship/Rides (includes food and location rental/donation) NOTE: MOVED TO SOCIAL FOR A SEPARATE BUDGET CATEGORY FOR 2012
New Member Recruitment	$ 500
Club Express Expenses	$ 4,000
Membership Packet Expense/ Member Communication	$ 500
Philanthropy		$ 16,500
Philanthropic causes	$ 8,000
Bike Giveaway	$ 5,500
Proactive/Affirmative Projects	$ 3,000
Bike for Bikes Ride
Bike for Bikes Raffle
Bourbon Trail Map
Education		$ 4,500
Short Term member education initiatives	$ 250
Other education initiatives	$ 2,000
Workshops	$ 1,300
USA Cycling Coaching Certification Scholarships	$ 200
LCI Training Scholarships	$ 500
Literature and Printing	$ 250
Miscellaneous Expenses		$ 1,000
Retreat		$ 500
Recognition Gifts		$ 1,000
TOTAL EXPENDITUES		$ 191,590
Budgeted Reserve/Carry Forward		$ 34,790

 

< Prev		Next >