Bluegrass Cycling Club Board

April 14, 2010

Board Members present:  Malcom Barrett, Sandy Duff, Jeff Pearson, Patrick Wesolosky, Griffe Baute, Dwayne Edwards, Mike Bagley, Jaime Bagley, and Terio Sutherland

Board Members absent:  Peggy Littrell, Pam Thomas, Nedim Slijepcevic

Club members present:  Shawn Hokanson, Bill Fortune

Minutes from the March board meeting were reviewed online and the minutes were approved.

Treasurer’s report:  Currently the club has $63,000 in the bank.  Registrations are continuing for the Horsey Hundred, none of the major bills for the Horsey have come in or been paid yet (Porta Potties, Georgetown College etc.).  Sales tax for the 1st quarter of 2010 has been paid to the state, and our accountant is beginning to prepare our tax return for 2009.

New Business:

KET request:  KET has inquired about the clubs interest in manning the phones for the winter telethon, as the club did last year.  The event was enjoyable and successful last year, and the club gained some public exposure by participating.  The shift we manned was rather long however.  Malcom volunteered to coordinate this event if the club decided to participate again. The motion to participate in this event passed by a vote of 7 in favor, 0 opposed, and 2 abstained

Car Flag proposal:  Tom Walters has proposed that we purchase 20 magnetic car flags from A.G.A.S. Manufacturing at a cost of $16.10 per flag.  Including shipping the total cost will be a little less than $350.  Participants at last years Horsey Hundred commented that they didn’t see any SAG vehicles on the road, the vehicles had a magnetic marking that stuck to the side of the vehicle, but it was difficult to see while riding, the new flag will be visible easily since it will stick out from the car body.  20 flags were proposed to allow for numerous SAG vehicles if necessary, and to have a couple of spares.  The motion to purchase the flags at the proposed price passed unanimously.   

BCC store clerk:  Bill Fortune agreed to be the store clerk for a term of one year.  The vote to approve Bill as the store clerk was unanimously in favor of doing so.  Club jerseys will be kept by Tom Walters.  Items which the club owns, but does not intend to sell will be kept in a separate storage area, such as tables, coolers, tents, signs etc.

Bill would like to check out inventory from the storage unit directly, and will setup dates and times as appropriate.

ROS: The Ride of Silence will be on May 19th this year, the board voted to support this ride by a vote of 7 in favor, 1 opposed, 1 abstaining.  Bill Fortune will head this ride this year.

BCC store clerk for Horsey Hundred:  The financial oversight committee recommended that the club hire a clerk to do the inventory of merchandise for the Horsey Hundred weekend.  The board discussed this but felt it was unnecessary since the club president will be managing the club store for the event, and Bill Fortune has agreed to be the store clerk.  The motion to hire a store clerk for the Horsey Hundred was defeated, 0 in favor, 9 opposed, 0 abstained.

Combine Advocacy and Philanthropic committees:  There was a proposal to combine the Advocacy and Philanthropic committees since currently the work of both committees is largely intertwined, and there are no large advocacy initiatives that require a separate committee at this time.  The motion to combine committees passed by a vote of 7 in favor, 1 opposed, 1 abstaining.

PNC card proposal: The treasurer proposed that the club enter into an agreement with PNC bank to rent credit card processing equipment for the Horsey Hundred weekend.  Costs to the club would be a one time fee of $391, a yearly fee of $17.50, and per transaction costs of 19 cents and 1.69% of the amount charged.  This is less than the club has paid in the past for such services, and having the ability to pay by credit card at the event was very helpful to our customers and assisted sales at the club store in the past.  In future years the club would only have to pay the $17.50 yearly charge, and the per transaction costs, making it very cost effective for the club.  The motion to enter into the agreement with PNC Bank passed 8 in favor, 0 opposed, 1 abstaining.

Committee reports-

Ride:  so far in 2010 58 rides have been led, with riders covering 14,000 miles. There were 34 rides in March, 67 have been scheduled or completed in April, and there are 58 scheduled for May.  The rides committee will schedule a meeting sometime in April.  Mike would like to have a ride leader cookout in May for new and returning ride leaders, and a thank you cookout in October for all those who led rides.  He is investigating having 1st aid training scheduled for ride leaders by the Red Cross.  Mike will also purchase a copy of Delorme Street Atlas to use as a mapping program at a cost of $99.  If it works well for our uses, he would like to purchase a second copy to be distributed to the other ride leaders.   

Philanthropy- The philanthropy committee proposed two documents for board member approval.  The first was a grant application document.  This document was accepted as proposed unanimously.





Bluegrass Cycling Club

Grant Application Information

The mission of the Bluegrass Cycling Club is to encourage bicycling for health, recreation and transportation, to promote bicycle safety, to improve bicycling facilities, and to further all phases of bicycling.  

In support of this mission, we offer philanthropic support to programs, projects, and events sponsored or offered by nonprofit organizations and entities that support and promote health and wellness or that are specifically bicycle-related.   

We also support advocacy initiatives or programs offered by other nonprofit organizations that are specifically related to cycling.

The Bluegrass Cycling Club considers funding requests two times each calendar year. Submission deadlines are May 15th for funding that will be available on or after July 1, and October 15th, for funding that will be available on or after December 1.  The amount of funds available to outside organizations for advocacy and philanthropic initiatives will vary from year to year, and it is possible funds may not be available during all funding cycles.  

The appropriate committee of the BCC board will review all proposals submitted before the submission deadline and not previously considered, and will submit recommendations for funding to the BCC board within 30 days of the submission deadline.  All applicants will be notified of the funding decisions of the board within 15 days of the board meeting.


All award recipients must submit a final report within 30 days of completion of the program, project, or event. The report shall include:

* A description of the completed program, project or event;
* An evaluation of the program, project or event, including an analysis of whether the stated goals and objectives were accomplished; and
* A final expense report.



The BCC reserves the right to approve in advance any brochures or publications supported by funding from the BCC, and also may require such brochures or publications to acknowledge the support provided by the BCC.  

The BCC has supported or sponsored the following events and activities in the past:

* Sponsorship of “Ride for the Red” to support the Red Cross;
* Sponsorship of a bike giveaway in conjunction with the Big Brothers, Big Sisters program, The Brain Injury Association, and the North Lexington YMCA;
* Support through donations to the Tri for Sight, Multiple Sclerosis Foundation (as part of the MS 150 bike ride), Shriner’s Hospital; American Lung Association (as part of the Trek to Shakertown); and Fayette Alliance (assistance with a ride);
* Support of bicycle advocacy through donations to Bike Lexington, Rails to Trails and Share the Road.



Bluegrass Cycling Club

Grant Application

Cover Sheet

Organization name: ______________________________________________

Organization Address: ____________________________________________

City, State, and Zip: ______________________________________________

Contact Person: __________________________ Title: ___________________

Contact Phone number: ___________________  

E-mail address: __________________________

Organization Tax ID Number and tax status: _____________________________

Total cost of the project, event or program: __________________

Amount requested: _______________ Date when funds needed: ___________________

Include with this cover sheet an attachment containing the following information

* A brief description of the organization’s purpose, goals and objectives;
* A description of the program, project, or event for which funding is requested, including the goals and objectives of the program, project or event, and how you will measure the success of the program, project or event;
* A budget for the program, project or event listing all funding sources and expenditures;
* When funding is needed;
* A statement explaining how the program, project or event relates to the mission statement of the Bluegrass Cycling Club;
* If the project is ongoing or more than a single day event, please provide a schedule or timetable for the project;
* The organization’s website, if any.



Attach any relevant brochures, newsletters, media articles or other publications that describe your organization.

The cover sheet and all attachments must be submitted electronically to the following address ___________________________________________ before midnight on the filing deadline.

The second document was an Application for Member Support for Charity Rides.  There was extensive discussion on this document about how much the club should donate, how many events a member could gain support for, whether new free members would be eligible for support, when the donation would be made and to whom.  The consensus was that all members should be eligible for support, that the support should be able to be divided into 2 rides to support more charities, and that the donation would be made after the event was complete.  The document was accepted with amendments as below by a vote of 8 in favor, 0 opposed, and 1 abstaining.



Bluegrass Cycling Club

Support for Member Participation in Charity Rides

To the extent that funds are available, as a way to give back to our members, the Bluegrass Cycling Club may support members who ride in charity bike rides by providing contributions to the event on behalf of the member.  One of our goals is to encourage the formation of BCC teams to ride in events raising funds for causes or purposes related to our mission1.    

NOTE: The BCC will not provide support to an event directly AND support members who ride in an event – the support must be provided in one form or the other.  For example, if XYZ charity is hosting a fundraising bike ride, and XYZ charity submits a grant funding application to the BCC that is funded, members raising money to participate in that event will not qualify for BCC support for that event because of the BCC contribution made directly to the organization.  

Following are the criteria for BCC support of a member rider:

* The organization sponsoring the ride must be a 501(c)(3) organization and the proceeds from the ride must benefit the organization;
* The contribution by the club will be made directly to the charitable organization through the member’s account on the member’s behalf after the event is complete;
* A minimum of six (6) BCC members must participate in the ride as a team for ride/riders to qualify;
* The maximum club support per club member per calendar year regardless of the number of charity rides a member participates in is $50 which may be divided into 2 different rides, pending availability of funding , and it is possible that support may be provided in a lesser amount at the discretion of the board;
* A written application must be submitted by the team captain that includes all required information;
* The application deadlines for members participating in charity rides are the same as for grant applications – Submission by May 15 for funding on or after July 1, and submission by October 15 for funding on or after December 1;
* The charity ride must  be in Kentucky; and
* The member must be in good standing.



Review Process

The Philanthropy/Education/Advocacy Committee of the BCC board will review all applications submitted before the submission deadline and not previously considered.  The membership committee will also review all applications and confirm that all members listed for support are members in good standing. The Philanthropy/Education/Advocacy Committee will submit recommendations for funding to the BCC board within 30 days of the submission deadline.  All applicants will be notified of the funding decisions of the board within 15 days of the board meeting.



Application for Member Support

Charity Ride

Cover Sheet


Name of Ride or Event: ______________________________________________

Contact person for Event: ____________________________________________

(Associated with the event)

Phone number for event contact person:________________________________

E-mail for event contact person: _______________________________________

Event website: _____________________________________________________

BCC Team Captain/Coordinator: _______________________________________

BCC Team Captain/Coordinator Contact Phone number: ___________________  

BCC Team Captain/Coordinator E-mail address: __________________________

Amount requested: _______________ Date when funds needed: ___________________

Include the following with the cover sheet to complete the application:

* A brief description of the event and the purposes for which the funds will be used (it is fine to print and attach information from the organization website); and
* A list of team members with names and contact information, and the amount each team member requests as support (NOTE: some team members may have already used some or all of their BCC support for another ride).



The application and all attachments must be submitted electronically to the following address_____________________________________ on or before midnight on the filing deadline.



Membership- the club has 334 members so far, there will be a New Member kickoff ride April 25th, at Masterson Station.   

Events-  

Ride with the Red- public service announcements are going out to advertise the ride.

Horsey Hundred- planning is going well, next meeting at Peggy’s on 4/21.

Financial oversight committee- Storage Unit for sellable items is now functional; rent has been paid for the unit for 1 year.

Meeting adjourned at 8:45pm.

Next meeting:  Scheduled for Wednesday, May 12th 2010 7pm at Peggy’s house.

Minutes recorded by Terio Sutherland.