Bluegrass Cycling Club

Board Meeting

May 11, 2011

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

Club Members Present: Bill Fortune, Shawn Hokanson

Guests Present: Dick Robinson, Christy Robinson, Leslie Flanders

Presentation Relating to Extension of Legacy Trail through the Horse Park to Georgetown – Dick Robinson provided a brief presentation about the second and third phases of the Legacy Trail to extend the trail through the Horse Park to the Bengals practice facility in Georgetown. The second phase will take the trail through the Kentucky Horse Park, and the third phase will take the trail from there to the Bengal’s practice field in Georgetown. The focus of the presentation was on phase two of the plan through the Horse Park. The committee working with the Horse Park is awaiting approval of the Horse Park Board to begin work on the route through the Horse Park. The proposed route would be on existing paved routes in the Horse Park with conforming signs directing bicyclists and pedestrians onto the appropriate roads/paths. The route would not interfere with horse activities at the park. The route would go through the camp ground, by the store and restrooms there, and extend around the perimeter. The Horse Park phase is the least expensive phase. The next phase will involve possible agreement with property owners on Lyle Road to extend the trail there. The group is working with the Bluegrass Community Foundation to administer funds and donations through their existing trails fund. The group will submit a request for funding during the current funding cycle.

Approval of Minutes – April minutes were posted on Basecamp after the last meeting. There were no corrections. Mike made a motion to approve the minutes. The motion was seconded by Dwayne and approved unanimously.

PROCESSS CHANGE: In the future, minutes will be posted on Basecamp for board members, approved at the next meeting and then posted on the website. Pam will add a sentence in the newsletter stating the board process for approving minutes and notifying members that if they want draft minutes they can contact the Secretary.

Newsletter – Pam reminded the board members that the next issue of the newsletter will be published on May 18^th and anyone with items for inclusion should get them to Pam by the 16^th if possible.

Treasurer’s Report – The Treasurer’s report was posted on Basecamp for review by members prior to the meeting. There were no questions about the report. Receipts from dues are at $4,300 currently which is very close to our annual goal of $5,000. We have $56,000 in the bank in addition to our normal reserve of $50,000.

Committee Reports

• Rides/Touring/Racing
  • Rides Report - There were 54 rides on the calendar in April. Most posted rides have multiple paces this year. The Monday night ride at Masterson has averaged 60-70 participants regularly, and there are 40-50 people at the ride on Thursday nights at Russell Cave. There is some concern that some of the rides are getting too big. Mike reported that we have a lot of new riders this year. It was suggested that new ride leaders be paired with seasoned ride leaders so that there can be follow up and a person to answer questions. Mike reported that mountain bike rides start next Tuesday from Capitol View Park in Frankfort.
    
    
  • New Ride Submittal Form – The new form is available for use by ride leaders and eventually the new system will be more efficient for Mike and will help to prevent missing requested postings.
    
    
  • Revisions to Ride Guidelines – Suggested revisions to the ride/touring guidelines were posted to Basecamp for review prior to the meeting. The biggest changes relate to mileage awards and what awards mileage recipients receive.

BOARD ACTION: Pam made a motion to approve the changes to the ride guidelines proposed by the Rides committee. The motion was seconded by Phil and approved unanimously with one abstention.

• Horsey Hundred - The last meeting before the event will be held on Friday, May 13^th. Planning is going well and everything appears to be moving along as it should.

• Membership/Recruiting – Jamie reported that the club currently has 453 members, which is about 50 from last year at this time. There is a recruitment opportunities coming up at Bike Lexington.

• Financial Oversight – The committee met on April 18^th and reviewed the financial information and everything was fine. The committee still needs to review the inventory with Bill, which will be completed within the next week.

ACTION ITEM: The committee suggested that the board remind everyone to use the reimbursement forms when asking for reimbursement so that there is a trail regarding purchases and reimbursements. Pam will put a reminder in the newsletter.

• Philanthropic/Education –
  • The committee will meet on May 18^th to review applications submitted for the first round of funding for 2011, which are due on May 15^th.
  • Commuting classes are currently being offered downtown in Lexington as part of Bike Lexington. Several of the new BCC LCIs’ are participating in the training.

• Merchandise - BCC jerseys have been delivered for the most part. Bill has Horsey Hundred jerseys for delivery and is in the process of doing that. Horsey Hundred tee shirts have been ordered. Committee is on hiatus until later in the ride season. Bill asked board members to think about a process for a second order of club jerseys and whether there is a way to accommodate additional orders without having to hold some people’s money for an excessively long time.

• Social – Social event at Bena’s house in April went well. Next no bike event is May 20^th at 6:00 pm at the Atomic Café. Bena will host another event later in the season. There are two events coming up this month. The first is Sunday May 22^nd at 2:00 pm and it is a new member welcome ride from the lot across from Windy Corners. At least 2 routes will be offered. Keith will do a brief introduction, and BCC merchandise will be available. Jamie also wants to promote the social event in Georgetown the Friday of the Horsey Hundred. Food will be provided by Evans Orchard for $5. The band is “Up on Bloks” and they will play from 6-10 pm. The location of the event will be at Royal Spring Park.

• IT – The committee will meet on Wednesday May 18^th at 7:00 pm at Phil’s house. The first order of business will be to address membership issues, followed by rebuilding the website.
  
  
• Bike Giveaway Committee
  
  • Proposal for bike giveaway – A written proposal was posted on Basecamp for review prior to the meeting. The Bike Giveaway Committee proposed that the club change the bike giveaway program to support both the YMCA summer bike program and the Isaac Murphy Bike Club by providing 20 bikes, helmets and locks to each program. The YMCA giveaway would be in August and the Isaac Murphy giveaway in September . The criteria and conditions for each giveaway will be established in conjunction with the Bike Giveaway Committee.
    
    

  BOARD ACTION: Jeff made a motion that the proposal be approved. The motion was seconded by Phil and approved unanimously.

  
  

  • Bike Lexington Bike Giveaway - The second proposal, which was approved at the last meeting, is to give a bike to a girl and boy as part of Bike Lexington. The committee checked with Pedal Power, Pedal the Planet and Capital City Cycles and have decided to buy the bikes from Troy, who will sell them to us at his cost. Jeff has talked to Kenzie Gleason about promotion. The bikes will be at our booth on Monday and will be awarded that day with the understanding that the winners can exchange them for the right size. Pam will prepare an application form and Jeff will coordinate the actual giveaway.

New Business

• Bourbon Trail – Shawn and Pam finished the final leg of the Bourbon Trail route last Sunday. The entire distance is 156 miles with over 11,000 feet of elevation. Different alternatives for a supported ride have been discussed that would make the routes more accessible to more people given the elevation. The next step is to coordinate with the Bourbon Distiller’s Association about getting routes and maps published and available and getting permanent route signs on the route.
  
  
• ITEM FOR JUNE AGENDA: Dwayne asked the board to consider cutting back to 9 meetings a year since the committee system is up and operating and a lot of business is being conducted through the committees. Mike noted that we also need to work toward identifying committee chair people who are not board members.

Action Item Follow Up

• Trail Maintenance – Legacy Trail – Follow up from last meeting action item - Mike made contact with appropriate Lexington officials about clean up/maintenance of the Legacy Trail and is still waiting for additional information. Mike will provide additional information as he gets it.