Bluegrass Cycling Club

Board of Directors Meeting Minutes

Wednesday, October 12, 2011

Board Members Present: Keith Batchelor, Terio Sutherland, Bill Cole, Dwayne Edwards, Christian Erickson, Peggy Littrell, Mike Bagley, Pam Thomas

Board Members Absent: Phil Pietrowski, Jeff Pearson, Jamie Bagley

Club Members Present: Patrick Wesolosky

Approval of September Minutes - Mike made a motion to approve the September minutes as submitted. The motion was seconded by Keith and approved unanimously.

Corporate Document Revisions - Pam reminded board members that the proposed restated Articles of Incorporation and By-laws were posted on Basecamp for board member review. Both sets of revisions must be approved by the general membership before they are effective. After the board approves the documents, links for members to review the documents will be included on the website and the vote will be conducted in conjunction with the board of elections.

Bill made a motion to place the revised and restated articles before the members at the next general membership meeting. The motion was second by Dwayne unanimously approved.

Dwayne made a motion to place the revised by laws before the members at the next general membership meeting. The motion was seconded by Mike and approved unanimously.

Officer Reports

• President-
  • KBBC Annual Conference - Peggy reminded the board that the KBBC annual meeting is Oct 28-29 in Lexington, and that registration closes on October 13. Registration is free.
  • LAB News – Peggy noted some interesting items included in the latest LAB on-line newsletter and urged board members to check it out.
• Treasurer-Terio posted budget information on Basecamp prior to the meeting and distributed an updated document reflecting the approved budget revisions and expenditures to date.
  • Financial update – There was a general discussion of the budget/expenditure report and the possibility of adding a column to show the net totals for each line item (over/under budget). Terio will see if adding this column is possible.
  • Committee Budget Information - Terio asked what the committees need to have in order to submit their budget request – it was agreed that they should be given basic P&L as well as the detailed information for their committee. Terio will post the necessary information to Basecamp for each committee in time for the committees to consider and submit budget proposals.
  • Budget 2012 draft proposal plans – Pam suggested that for budgeting next year, Merchandise be a completely separate budget unit and not included as part of any event budget. It was generally agreed that we should budget all merchandise for sale separately from the events.

Retreat plans – We will hold the planning retreat in February to plan for both 2012 and 2013 (so that we are able to budget better for 2013)

Committee Reports

Events-

• RRR evaluation-Patrick reported that there were $3,166 expenses. Food expenses were the same as last year but there were 30 less people than last year so the cost per rider increased, but extra fees made up for the reduced revenues. The event was profitable. Patrick suggested that we keep Saturday in Stanton next year because of the superior facilities there. Patrick suggested adding a discount for people who register for both days, and that we forget the discount for pre-registration since we really don’t get much pre registration regardless. Finally, Patrick suggested that we pay Mark Cornelison to produce a DVD/ media package from the ride. Patrick will have a meeting to talk about future plans for the RRR. Patrick declined the offer of the club to pay for his lodging this year (see approved expenditure included in the September minutes).

• Horsey Hundred – In Don’s absence, Pam presented the pricing recommendation from the Horsey Hundred committee. Information presented was as follows:
  • Entry Fee/dorm proposal:
    • Registration capped at 2,000
    • Fees: On line in advance $55 plus active.com fee; mail in advance $55, on site $65 for both days, $30 Sunday only
    • Dorm rooms limited to 250
    • Advertise that on site registration will not occur next year.

There was a general discussion about whether to advertise that we will not have on-site registration in 2013. It was agreed to not accept the proposal to advertise no on-site registration for next year.

There were no objections to the proposed pricing structure.

There were several questions regarding the proposed budget that will be passed along to Don. (Pam talked to Don on the phone and also e-mailed Don the questions relating to the budget )

Membership// recruiting – Jamie (Report provided by Mike in Jamie’s absence)

• Membership – We have 695 members. At this time last year, we had 616 members.
• 2^nd Sunday evaluation – Event went well. Three people signed up for 2012. Jay McChord (Lexington urban county council) stopped by to thank the club for being so active in the community.
• Membership Dues – Peggy asked board members to think about what to do about our membership fees. Now is a good time to revisit this since we will be transitioning to club express and because there are expenses related to implementing club express. The board agreed to ask the Membership Committee to develop a proposal regarding membership dues.

Financial oversight- Jeff (absent) – No report

Philanthropic-Pam

• Bike Giveaway plan change – Pam provided an update on the bike giveaway program. The Isaac Murphy Bike Club was slated to do another bike giveaway before the October second Sunday event, however the BCC bike giveaway committee did not hear anything from the Isaac Murphy board regarding this event and it is assumed that it did not occur. Pam contacted the North Lexington YMCA about offering a bike giveaway/education program specifically targeted at kids who do not have bicycles and Melissa Bellew responded that they would like to work with the BCC to develop and implement this program.
• Next meeting-Oct 19 – Pam reported that so far, only one application for funding has been received. The committee will also discuss the budget proposal at it’s next meeting.

Merchandise-Bill - Fleece sales – 20 fleece jackets were ordered up front based on the prior approval of the board. About ½ were sold at the RRR. 24 additional were ordered before the RRR in addition to the up- front order. Additional orders for 10 or 11 have been placed based on orders at the RRR. Bill will continue to take orders through the beginning of December.

Social- Peggy

• Evaluation - Oyster Roast – Peggy reported that the event was fun, and thanked Bill and Malcolm for providing the stew and oysters.
• Upcoming events – The Halloween ride will be at 1:00 on October 30. Everyone will be asked to bring a snack and there will be a bonfire.

Ride- Mike – Mike reported that 359 people have participated in rides so far this year. There have been 6,096 rides with a total of 183,227 miles covered. The average ride length has been around 30 miles. The committee will meet this month and there will also be a ride leader dinner.

Education- Keith

• TS 101 Nov 5, 6 plans –Keith reported that there are currently 11 people signed up, including one staff member from the North Lexington YMCA, where the training will be held.
• Bill reported that he participated in a webinar for the LAB last week and that they were very impressed with the spring workshop that Keith presented.

IT-Phil - Club Express update – Phil was absent, but reported via telephone that club express will be ready to roll on January 1.

Update Dissemination of Information in the Biking Community – Bill Fortune came to the last board meeting to ask the board for permission to explore the club serving as a clearinghouse for biking information. Bill met with Mark and Wendy Trimble with Pedal the Planet and they indicated that they planned to publish both a newsletter and an on line resource for dissemination of biking information. He recommends at this point that we wait to see what Pedal the Planet does and that we should not move forward at this point. This topic will be placed on the retreat agenda for further discussion.

Business-

Nomination committee/Elections – The nominating committee includes Jamie Bagley, Dave Overton, and Jessica Sutherland

• Dave Overton will serve as the single point of contact for all nominations
• Nominees must select either the one year or three year term and cannot be considered for both. There will be separate votes for the one year term and the three year terms. Top 4 vote getters for the 3 year terms will be elected. Top vote getter for the one year term will be elected.
• Members nominating someone else for the board must submit the nominee’s name and contact info (phone # and e—mail)
  • A member of the nominating committee will follow up with the nominee to make sure that he/she is willing to serve if elected and will get a confirmation in writing from the nominee (e-mail is fine)
  • The nominee will be asked to submit a biography
• Self-nominations must submit name, contact info, and a biography.
• The nominating committee will develop a basic biography form/guidelines that will be available on the website.
• All biographies must be submitted by December 1 and all will go on-line on that date.
• Biographies will appear in reverse alphabetical order on the website
• Someone needs to coordinate with Dan Sharp to get the on line voting ready to go

Annual Banquet - Peggy has tentatively reserved Malone’s on Saturday, January 14 for the annual banquet. The capacity for the two rooms is 138 people and we will reserve for that amount. It was agreed that each attendee will pay $10 and the club will pick up the rest of the cost. Peggy needs approval to send in the deposit and sign the contract. Motion to approve the proposal was made by Mike, seconded by Keith and approved unanimously.

Adjourn-Next Board Meeting November 9, 2011