Bluegrass Cycling Club

Board of Directors

Wednesday, April 13, 2011

Minutes

Board Members Present: Mike Bagley, Jamie Bagley, Keith Batchelor, Griff Baute, Bill Cole, Dwayne Edwards, Christian Erickson, Peggy Littrell, Jeff Pearson, Phil Pietrowski, Terio Sutherland, Pam Thomas

Board Members Absent:

Members Present: Shawn Hokanson, Don Leach, Marrea Matthews

Minutes - Griff made a motion to approve the minutes from the March meeting. The motion was seconded by Dwayne and approved unanimously.

Newsletter - Pam asked members to get her information for inclusion in the newsletter by April 17^th if possible. Pam will e-mail Dan to request that he include information about how to submit items for the newsletter on the website.

Officer Reports

• President-Peggy –Peggy reported that at this time, there is not an official Mayor’s Bike Task Force, however there may be some other group related to cycling associated with the Mayor’s office. Griff asked any members who are aware of vandalized or missing share the road signs in Fayette County to e-mail him as he has volunteered to identify signs needing maintenance for Bike Lexington.

• Treasurer-Terio submitted written financial reports prior to the meeting for review. There were no questions from those present related to the reports submitted. The balance in the regular checking account is approximately $37,000.

Committee Reports

• Ride/touring/racing- Mike
  • Next committee meeting is April 22^nd at Gayle Tompkinson’s house
  • Kickoff evaluation – The kickoff ride went well … it was cold … 60 or 70 people attended the ride. It was suggested that we begin planning the kickoff event sooner – that the ride committee for this year go ahead and establish the parameters and details for the ride for next year since otherwise, the planning must occur just as new committees are forming and gearing up.
  • Workshop evaluation – 22 members attended the ride leader training. 33 signed up. Next time, the first aid portion of the training will be shorter, and more time will be spent on information about rides. The workshop was followed by a 22 and 44 mile ride. Mike also had all attendees sign a list identifying those willing to serve as substitute ride leaders. The committee will discuss how to get this information to people who need it so that they can contact possible substitutes. It was decided that for now, holding the training once a year is sufficient.
  • Rides – Time trials will be beginning again soon. There were 37 rides in March, 38 scheduled at this point for April.
  • Legacy Trail Maintenance – The Lexington Community Foundation is seeking volunteers to maintain portions of the Legacy Trail. The trail will be divided among various groups, who will be responsible for maintaining that portion of the trail, including plantings, removal of invasive species, etc.. Mike made a motion that the BCC further explore helping with the trail. The motion was seconded by Keith and approved unanimously. Mike agreed to obtain additional information about the parameters of the project, and to contact Christine Cole about the possibility of leading the project. Information needed is how long the segment will be, how long the commitment will be for, what the expectations are regarding frequency of maintenance, and whether any costs/expenses will be required.
  • Ride key concerns – Mike reported that the ride committee has discussed the issue of classification of rides, and how to refine/improve the categories descriptions and that there will always be issues and concerns. There was a lengthy discussion about issues related to ride keys and ride descriptions. The new ride description form may help with these issues to some extent.

• HH Update-Don – The Horsey Hundred Committee will meet on April 14^th at Dwayne’s house. Don reported that everything is on track. Jamie will be meeting with representatives from Georgetown about the Friday night event.

• Membership/ recruiting – Jamie - Jamie reported that the club currently has just under 400 members. Last year at this time we had 334 members. There will be a new member kickoff ride on May 22^nd from Masterson Station.

• Financial oversight- Jeff - The committee will meet April 18^th.

• Philanthropic/Education-Pam
  • Philanthropy Funding Cycle – Pam reported that the next funding cycle closes on May 15^th and that all information necessary to complete and request funding are available on the website.
  • LCI certification-(April 15-17)-Griff – The class will be held this upcoming weekend and will involve 24 hours of classes/training over the course of the weekend.
  • Webinars-Griff – Griff reminded the board that there LAB webinars monthly and that information from webinars are archived and available for up to 2 years after the webinar.

• Merchandise-Bill
  • Jersey progress - Horsey Hundred jerseys will ship April 20^th, and BCC club jerseys arrived at Bill’s house today.
• Social-Jamie/ Peggy – The committee will next meet April 19^th.. The committee identified 1 or 2 events each month combining rides with social events. May 1 will be a ride and cookout from Bena’s house.

• IT-Phil -
  • Website Maintenance – Peggy reported that Nedim has resigned as the webmaster for the club. He has other commitments related to his PhD/Dissertation and no longer has time to handle the webmaster duties. Peggy expressed thanks to Nedim for his past service. Phil reported that Dan Sharp is handling the day to day updating of the website for now.
  • Base camp – Base camp is now set up and can be used by the board to transfer information. Phil asked for all committee chairs to send names and e-mail addresses for their committee members so that they can be set up on Base camp.
  • Update on website progress – Phil spoke with a consultant who does website design/update/ and the price range quoted was $10,000 - $14,000.
  • Next Steps - The next focus for the IT committee will be updating and refining the website including membership and mileage tracking. The planning process will begin now, but no changes will be made until after the ride season. Phil asked members to think about what they want and need the website to do and to let the committee know.

• Joint Mountain Bike/BCC Event – Camping trip/bike ride planned for June 22^nd. Rowena Ruff is the BCC representative working with KyMBA on the project.

• Bourbon Trail-Shawn/Pam – Shawn reported that we rode another leg of the point to point route last weekend. 44 miles with over 4,000 of elevation. We will ride the final leg in the beginning of May and will then move on to developing the maps/website access and permanent signage for the routes. Supported ride may need to be 3 rather than 2 days when we get to that point due to the difficulty of the terrain.

• 2 Hours of Captiol View Mountain Bike Race -June 11 – Troy Hearn is looking for volunteers to assist with the event.

• Bike Giveaway Committee Report – Jeff reported that the Bike Giveaway Ad Hoc Committee (Jeff, Christian, Dwayne and Pam) met immediately before the board meeting to discuss ways to revamp our bike giveaway program. An idea for immediate consideration for the board is to tie a bike giveaway with the Bike Lexington event. The recommendation is to give away 1 bike for a boy and 1 bike for a girl based on applications/submissions made during the Bike Lexington event. In addition, the committee will further explore possible partnerships with the Isaac Murphy Bike Club and the North Lexington YMCA and will report back to the board next month. Jeff made a motion for the board to approve giving away 2 bikes, one for a boy and one for a girl, in collaboration with Bike Lexington/2^nd Sunday. The motion was seconded by Christian and approved unanimously. Peggy asked the committee to keep in mind we want to make sure that our members remain involved and are a part of the process.

Adjourn-Next Board Meeting May 11, 2011

Time- 7-9 pm.

Location- Russell Capital Management, Inc., 476 East High Street, Lexington