May 12,2010
Bluegrass Cycling Club Board Meeting Minutes
Members Present: Peggy Littrell, Malcolm Barrett, Griff Baute, Dwayne Edwards, Terio Sutherland, Jamie Bagley, Mike Bagley, Jeff Pearson, Nedim Slijepcevic, Patrick Wesolosky, Pam  Thomas

Members Absent: Sandy Duff

Minutes- Approval-Pam Thomas
A motion to approve the minutes was made by Dwayne and seconded by Malcolm. Minutes from the April meeting were unanimously approved

Officers Reports-
President- Peggy- Bike Lexington Month report -

• The ride of silence is on the 19th of May. It is not sponsored by the BCC this year but it is being organized by Bill Fortune. The ride is 7 miles from 7-9 at Commonwealth Stadium.
• This Sunday the BCC MS team will have a training ride and cookout.
• The Bike Lexington ride is on the Monday of Memorial Day.
• There  will be a press conference tomorrow at 1:30 at the airport to announce that there will be a 2nd Sunday ride on June 13th from 2-5 on the new runway at the Bluegrass Airport.  Peggy encouraged everyone who can to go to the press conference in their jerseys.

Vice President- Dwayne – No report

Treasurer- Terio –
Terio reported that the bank balance is approximately $80,000.  Sales tax for the first quarter of 2010 has been paid and the club’s federal tax return will be filed this week. The new storage unit for merchandise has been paid for the year, and the second storage unit for club equipment is set up.  Horsey Hundred giveaways have been paid for, and the flags for the SAG vehicles have been received.

New Business

Bicycling Magazine Interview – Dwayne reported that he had a phone interview today with Bicycling Magazine and that the Monday Masterson Station ride will be highlighted in the magazine in August.

Merchandise pricing-proposal- Bill Fortune/Peggy Littrell – Peggy reported that she and Bill Fortune worked to develop a proposal for merchandise pricing with input from Griff and Dwayne.  The proposal was presented and discussed. After discussion, the board adopted the following guidelines:

• The board will have final approval on all recommendations.
• Design team will be able to purchase one item of the article/item designed at cost.
• Non-club members will pay the board established retail price unless items are discounted by board for everyone.
• Club members will be able to purchase items at a discount, which will be determined by the committee responsible for the store/ordering merchandise with the discount being set at a level that will result in a profit of at least 2% and that does not exceeding 20% of retail price.
• Event merchandise still in stock after the event will be sold at the original price for 1 year after the event. The second year after the event, the price will be cut in half. After two years, all merchandise will be clearance priced at no more than $5.
• The person responsible for the store will decide which non-event items will be clearance items and what the prices for those items will be.
• Giveaway Merchandise that remains after an event will be sold after the event for double the purchase price, with the ability to give the items away with for promotional purposes or membership recruitment/retention at a reasonable level without permission of the board.

Old Business
Griff distributed a draft of the “Member Memo” for this month.  Griff will add the Ride of Silence and will look to see if anything else specific should be added. The board discussed and approved the document prepared by Griff. The board discussed the timing of the Member Memo and it was decided to try sending the memo twice a month.  Griff agreed to prepare the memo twice a month and will send a draft to everyone who has indicated that they want to help.  One memo each month will be more detailed and the other will be more concise.

Committee Reports-
Ride/race- Mike – Mike reported there have been 158 rides led so far this season (people leading rides, sometimes at the same location and time). 172 club members have logged club miles so far this year.  36,244 miles have been entered so far, averaging 27 miles per ride. In April there were 74 rides scheduled or completed. In May there are 69 rides scheduled or completed, including 8 Horsey Hundred rides, four Ride for the Red rides, and a time trial. There are 54 rides scheduled for June as of now.

At the last time trial there were 20 participants. For the first ride, there were marshalls at 2 corners and 1 additional marshall will be added for future rides.

The rides committee has not yet met but will meet in June.

Mike will edit the information provided to ride leaders to read at the beginning of the rides based on feedback received and will send it to all ride leaders.  The document will also be posted on the website under “rides”.

Peggy suggested acknowledging new riders Mike noted that the information for ride leaders mentions this.

Patrick raised the issue of headphones on rides and suggested that we should have a rule/requirement that headphones not be allowed on group rides.  Discussion was had and it was decided that ride leaders cannot and should not have to police issues like this, but that the opening information provided by the ride leader should state that helmets are required, that head phones are not allowed, and that everyone needs to sign in.

Discussion was had about the potential liability of the BCC for riders who do not sign the ride sheet but participate in the ride. Dwayne/Mike will call the insurance company tomorrow to determine what the limits of our insurance coverage are relating to rides and what we should do to reduce/mitigate potential liability.

Philanthropy/Education/Advocacy- Malcolm
Malcolm reported that the philanthropy/Education/Advocacy Committee met on May 5th. The budget recommendation from the committee is based on a budget of $9,950.  It was recommended that $6,000 be earmarked for the bike giveaway with the remaining $3,950 for philanthropy and other charitable purposes.  It was decided that the application process will be lenient through October because of the change, but in October, we will adhere to the process.  The committee recommended that $2,000 be allocated for the current funding cycle, and that the remainder of the funds be reserved for October. At the May 5th meeting, four funding requests were addressed – MS 150, Bike Lexington, American Lung Association and Legacy Trail. The recommendations of the committee regarding the four applications considered are as follows:

• MS 150 – Funding at a maximum of $1,000 total not to exceed $50 per rider;
• American Lung -  Funding at a maximum of  $300 not to exceed $50 per rider;
• Legacy Trail – No funding provided because the  minimum sponsorship level was too high; and
• Bike Lexington – A contribution of $500 to support general Bike Lexington events.

Malcolm made a motion that the recommendation of the committee be approved, seconded by Mike approved unanimously. Malcolm will notify the various groups of the funding that will be provided.

Membership/Recruitment/social-Jamie Jamie reported that we currently have 406 members.  She will have a membership table set up at Ride for the Red and Bike Lexington.  Jamie thanked Malcolm for leading beginner rides, and asked for others to consider leading novice rides.

Jamie reported that Robert Underwood has agreed to chair the social committee. The social calendar is established but Robert may add some additional activities.

Events-
Ride for the Red-Dwayne
The 62 mile riders will begin at 9:30.  The 30 mile group will leave at 9:50 and the 10 mile ride will leave at 10 am.  103 people are pre-registered – they are prepping for 300. Griff will SAG for most of the event. There will be separate sign up for BCC mileage. There are ride leaders for the 30 mile ride and will have mounted and car SAG for the 10 miles. Capital City Cycles will be on site for mechanical support. 
Horsey Hundred-Dwayne
The last committee meeting is tomorrow at the Thomas house at 7:30. Pam gave an update on volunteers, noting that we are in generally good shape.  Mike reported that Jerseys should be in next Friday

Financial Oversight-Jeff Pearson  - Jeff reported that he and Mindy will do the quarterly review until after the Horsey Hundred. Nedim will make sure that the reimbursement form gets posted on the web.

Additional Issue – Bike shops on the website – Mike asked whether it would be possible to give the bike shops that sponsor the club more visibility on the page than bike shops that do not. It was agreed that this should be done.
Adjourn- Next Meeting scheduled for Wednesday, June 9, 2010