Bluegrass Cycling Club
Annual Report 2011
January 14, 2012

 

Mission Statement:

To encourage bicycling for health, recreation, and transportation; to promote bicycle safety; to improve bicycling facilities; and to further all phases of bicycling.

 

Officer Reports

President’s message

Peggy Littrell

The Bluegrass Cycling Club, incorporated in 1972 as a 501(c)(4) nonprofit membership organization, made great strides in fulfilling its mission statement in 2011. The board held a strategic planning retreat before the cycling season began to discuss the purpose and function of the organization, and to identify goals and objectives for 2011. The top priority for 2011 was improving member benefits. Other goals were to continue offering excellent cycling events and to continue our commitment to philanthropic endeavors. The new administrative structure implemented two years ago, which includes a twelve member board of directors with officers elected by the board, has been very effective. The board established a committee system which operated very well during 2011.

Vice President

Mike Bagley

Just want to say THANK YOU for the opportunity to serve as VP in 2011. The Board and committees are running great and it is a pleasure to work with everyone on the Board and in the club. We have a great place to ride and are lucky to have such a great group of diverse people to ride with. If there are any concerns that anyone has please let me know and I will try to help.

Treasurer

Terio Sutherland

See the attached 2012 budget, which was adopted by the Board in December. The BCC currently enjoys financial security.

Secretary

Pam Thomas

Draft minutes from board meetings are usually posted on the website within two days after being approved by the board. Guidelines and operating procedures are also available on the website, usually within a week of approval by the Board. The BCC e-newsletter is distributed around the 15^th of every month . The newsletter contains information on upcoming events, including rides, social events, and volunteer opportunities.

COMMITTEE REPORTS

Ride/Race

Submitted by Committee Chair Mike Bagley

 

Committee members: Patrick Wesolosky, Bill Cole, Christine Cole, Terio Sutherland, Mike Wirth, Keith Tolley, Gayle Tomkinson, Dwayne Edwards

Highlights of the year include:

• The BCC continued to offer club rides every day of the week during the touring season with at least two beginner rides every week;

• The BCC held its’ first ride leader training in 2011 and will have another in 2012;

• The club transitioned to a new mileage statistician – Thanks to outgoing Shelia Tolley and new statistician Christine Cole

• Thanks to the leadership of Bill Cole, Dave Overton and Keith Batchelor, a large group of club members rode their first century ride in 2011;

• The board approved changes to the ride guidelines, the most significant of which is that miles will be allowed for any ride anywhere, as long as the ride is on the calendar, a sign in sheet is available, and at least 6 riders from the club participate;

• Continued support and recognition for our the ride leaders;

• Provided input for a new webpage and input about what is needed relating to rides;

• Winter riding picked up in 2011 (thanks weatherman)

For 2012 the committee has the following plans:

• To focus on maps for 2012. The committee is looking for any and all maps. Give a copy of the map to anyone on the committee and we will try to get it posted so that it is available for use on our website.

• The BCC will field a race team that will be targeted for beginners…Get ready for hill repeats…

Our total mileage for the year was 200,415miles, which is an increase of 28,316 miles from last year.

 

Membership

Submitted by Committee Chair Jamie Bagley

Committee members: Jamie Bagley, Muhammad Saifullah, Melinda Pierce, and Dan Sharp

 

Membership grew by 11% last year. We ended the year with 700 members! Thanks to all new and returning members for making 2011 such a great year of growth for the club. We are likely to see even more growth in the coming year!

Starting January 2012, we will be rolling out our new online system for membership sign-ups and renewals. Each member will have the opportunity to renew and manage their own accounts online.

Merchandising

Submitted by Committee Chair Bill Cole

Committee Members: Bill Cole, Christine Cole, Peggy Littrel, Mark Cornelison, Laurie Roberts, Griff Baute and Rowena Ruff.

 

During 2011 we successfully had the BCC store was open at enough events that we have sold out of practically everything. We will be restocking water bottles and HeadSweats (both caps and “shortys”) in time for the Kick-Off Ride in the spring. We plan to produce some underseat and top tube bags with the club logo embroidered on it in time for the Horsey Hundred, and for the fall we will be producing a vintage hoodie in time to be sold at the Red River Rally. We still have plenty of the new BCC jersey design in stock and available at any time.

If you have an idea for a product that you’d like to see us produce feel free to contact any member of the committee to pass the suggestion along. Remember that our mission is not to provide everything you need but to provide high quality, BCC specific and/or logoed items at a “member benefit” price point.

Contact Bill Cole at This e-mail address is being protected from spambots. You need JavaScript enabled to view it to make arrangements to get what you need to start the season off right.

 

Horsey Hundred

Submitted by Don Leach Event Coordinator

 

Committee Members: Many, many BCC members including Don Leach (coordinator) Pam Thomas (volunteers), Dan Sharp (registration) Dwayne Edwards and Randy Thomas (Food and Rest Stops), David Leach (SAG), Bill Cole (BCC Store), Terio Sutherland (Finance), Cheri Stipp (publicity/marketing), Christian Erickson (Sponsorships), John Hall (Finish line/Banners). In addition to the planning committee, the Horsey Hundred involves over 200 volunteers over the course of the weekend.

 

The following information is offered for the 2011 Horsey Hundred:

• We added two evening social events, one in Georgetown and one in Midway

• While we spent more on the event providing social events, banners, more signage, and increased safety, we had a net profit of $35,000

• We had over 1600 registered riders along with over 200 volunteers

• We added more sponsors and vendors to the exhibition hall

• The financial support of 13 sponsors contributed $3,400 to the event

• We increased our sales of BCC merchandise through the BCC Store and sold out of much of the existing BCC merchandise

• We has couple of incidents that raised additional safety concerns and will incorporate additional safety features in next year’s event

• Georgetown College was, and continues to be, an ardent supporter of the HH contributing greatly to our success

• Adding a police officer at the Georgetown Road/Iron Works Pike intersection proved to be very beneficial and appreciated by the riders

• Without the focused labors of the committee members and volunteers, the HH would not have been as successful an event

 

Red River Rally

Event Coordinator Patrick Wesolosky

The Red River Rally was profitable again this year. 170 riders participated over the two days. Because of less than ideal weather on Saturday, rider numbers were down on Saturday and roughly the same on Sunday. Overall there were fewer riders than in 2010 for the event, however the event was still profitable due to a slight increase in the fee. Food was once again provided by club member Rand Cimano, with high praise from all participants.

 

Bike for Bikes

Submitted by Event Coordinator Bill Cole

 

On September 3rd 130 riders braved temperatures in the upper 90s to ride in support of the two area Community Bike Shops, Broke Spoke in Lexington and Folk Bile ReCyclery in Frankfort. A light breakfast and a fantastic lunch catered by the BCC's master caterer Rand Cimino fueled the journey from Equus Run for the day.

In addition to the ride, the BCC also sponsored a raffle of refurbished vintage bikes donated by the shops. Tickets were sold throughout the fall and the drawing was held in November as part of the Broke Spoke one year birthday celebration. The matched pair of his and her 1970s Robin Hoods (complete with child seat) was won by Marty Donaldson and the vintage Western Flyer by Jill Howe. Net proceeds from the ride and raffle, in the amount of $3,000 was split evenly between the two bike shops. The BCC has supported the two bike shops financially since they were formally organized, and we hope to continue offering support to these important community resources as they grow and expand. Thanks to Equus Run for donating the venue for the day and sponsors Tim Hamilton Nationwide Insurance in Lexington, Capital City Cycles in Frankfort, Cloud Printing in Nicholasville and RoadID for providing funding, door prizes and support to make this event possible.

 

Information Technology

Submitted by Committee Chair Phil Pietrowski

 

Members: Christine Cole, Dan Sharp, Jamie Bagley, Mike Bagley, Rowena Ruff, Sheila Tolley, Terio Sutherland, Tony Hardee, Phil Pietrowski, Jr.

 

Committee Highlights:

• Transitioned day-to-day management of bgcycling.org from Neidem Slijepcevic to Dan Sharp. Dan has been instrumental in updating the back-end systems that keep the site running. This is a huge undertaking on Dan’s part. Thank you!

• Implemented Basecamphq.com for online project management and collaboration of all the Bluegrass Cycling Club’s various committees. Feedback from users has been positive.

• Implemented Clubexpress.com to better organize the Bluegrass Cycling Club’s membership management. Membership enrollment will now be on a rolling basis and feature self-support for most membership questions. Clubexpress.com will also be used to track rider annual mileage statistics.

 

 

Philanthropy

Submitted by Committee Chair Pam Thomas

Committee Members: Pam Thomas, Dwayne Edwards, Ana Edwards, Mike Wood, Peggy Littrell, Rowena Ruff, and Bill Fortune

 

The Philanthropy Committee had a very busy year with two grant funding cycles and two youth bicycle giveaways. The committee started the year as the Philanthropy/Education Committee, however due to increased activity and interest in the education area, the committee was split in August and a separate Education Committee with a separate budget was established.

The following organizations/entities/individuals were provided with funding during 2011 based upon recommendation of the committee and approval by the board:

 

• Broke Spoke Community Bike Shop – $2,600 - The BCC continued its’ support of our community bike shops by providing grant funds during the spring funding cycle of $1,100 to Broke Spoke. In addition, the BCC sponsored a fall bike ride and raffle to support Broke Spoke and Folk Bike ReCyclery that resulted in an additional $1,500 being distributed to each community bike shop.

• Folk Bike ReCyclery –$3,000 - The BCC provided a $1,500 grant and $1,500 from the proceeds of the bike ride and raffle to support the work of the Folk Bike ReCyclery in Frankfort.

• Bluegrass Bike Partners Program – Midway Renaissance $2,000 – Funding was provided to begin a pilot program identifying businesses that are “bicycle friendly” and providing those businesses with signs/decals indicating their participation. In addition, bike racks were purchased for downtown Midway.

• Cardinal Hill Hospital – $1,930 for the purchase of a Hand Propelled Cycle – Cardinal Hill will use the cycle with their clients and will also use it in the community to help handicapped people learn about different ways they can be active.

• Bike Lexington - $500 – To support bike month activities in the Bluegrass area.

 

In addition, funding was offered to the Kentucky Mountain Bike Association to assist with trail development and to the Legacy Trail extension project, to assist with development of plans for the trail extension, however both organizations declined the offer of funding.

 

Member Reimbursement

One club member who was certified as a League Certified Instructor (LCI) by the League of American Bicyclists was reimbursed $100 of the costs incurred in obtaining the certification after submission of all required documentation.

Ride Support

A team of BCC riders participating in the Shakertown ride received support of $50 per rider with a maximum of $500.

Insurance Coverage

Insurance coverage and the cost of coverage of up to $250 was provided for the Preservation Pedal ride held in Springfield, Kentucky in July. In addition, insurance coverage and the payment of up to $250 for the coverage was offered to the Fayette Alliance Ride, however they obtained coverage elsewhere and therefore declined the BCC offer.

 

Bike Giveaways

North Lexington YMCA Committee – Melissa Bellew, Tari Young, and Beth Hellebusch

Isaac Murphy Committee – Rowena Ruff, Rachel Jacobs, and Pam Thomas

 

In an effort to better identify children who need and want bikes, and to tie the bike giveaway program to more and better bicycle education, the BCC partnered with the North Lexington YMCA and the Isaac Murphy Bike Club for our bike giveaways this year. The North Lexington YMCA program involved children participating in the summer program at the Y. Participants voluntarily enrolled in weekly bike classes taught by Y staff using bikes the Y owns for such programs. 21 bikes, helmets and locks were purchased by the BCC for the program. The bikes, helmets and locks were provided to children successfully completing the North Lexington Y program at the close of their program in August.

The Isaac Murphy Bike Club had a goal of providing 50 bikes to children participating in the club by the end of 2011. As part of their program, children were required to attend 2 out of 3 educational sessions. The BCC purchased 23 bikes, helmets and locks for children meeting the requirements to receive bikes from the Isaac Murphy Bike Club.

Several club members participated in both bike giveaways

 

Education

Submitted by Committee Chair Keith Batchelor

 

Committee Members: Keith Batchelor, Dave Overton, Peggy Littrell, Rowena Ruff, and Fran Bevins

 

2011 has been a benchmark year for the Education Committee in many respects. We are fortunate to have so many talented people with skills, care and dedication who serve to make a difference. The committee was established as a separate committee mid- year in 2011, and was provided with a separate budget, emphasizing the increased focus on offering more educational opportunities to members.

During 2011, committee members Peggy Littrell, Pam Thomas, and Dave Overton were certified by the League of American Bicyclist’s as League Certified Instructors, allowing them to offer LAB certified cycling instruction. In addition, Keith Batchelor was certified as a USA Cycling Coach – Level 3 accreditation.

Committee members assisted in both club bike giveaway events, helping with bike and helmet fittings and pre-ride bike check-ups, as well as offering instruction in basic riding skills in a safe environment.

The committee held two well-attended interactive bike workshops - One in the spring and one in the fall. The committee plans to continue with a similar format for 2012.

In addition, our LCI accredited instructors offered a Traffic Skills (TS-101) 2-part workshop in November, where 12 BCC members had their road skills and knowledge put to the test - all twelve passed.

We look forward to another year of helping people in all phases of their cycling lives and help keeping them safe and enjoying their cycling.

 

Social

Submitted by Committee Chair Peggy Littrell

 

Committee Members: Jamie Bagley, Rowena Ruff, Rachel Jacobs, Laurie Roberts, and Peggy Littrell.

 

The 2011 season began with a Kick-off ride in March. The warm barbeque was devoured after a chilly ride from Falling Springs Park in Versailles. During the season, many social events took place. Some involved bikes and some did not. Monthly opportunities for socializing and mingling were well attended and offered the opportunity for members to share plenty of food and great fellowship. We enjoyed getting together for a Tour de France pancake ride, a brunch ride at Springview Farm, a Labor Day Ride and picnic, an Italian night, an Oyster Bake, several Winery rides, and end of the season Halloween ride from Berries on Bryan Station Farm.

The committee also developed guidelines for financial reimbursement for the next season. An increased budget for the 2012 season was submitted and approved.

 

Financial Oversight

Submitted by Board Representative Jeff Pearson

 

Committee Members: Sandy Duff and Billianne Withers, co-chairs, Jeff Pearson, board representative, Terio Sutherland, Board Treasurer, Ed Jennings, George Pierce, and Richard Fern

The committee was formed in 2009, to provide a financial review of all spending on a quarterly basis and to offer recommendations on spending issues and coordination of materials owned by the Club, including reimbursements of club members for monies spent on behalf of the Club as well as inventory of retail merchandise and other hardware and equipment the Club owns.

 

• The committee met [4] times this year on a regularly scheduled basis – the month after the end of each quarter. The meetings consisted of review of each bank statement, checks, charges, and reimbursement requests from the previous quarter.

• The committee reviewed retail inventory as submitted by the Merchandise Chair and discussed options on how to better track both inventory and sales to make sure that they match-up.

• The Club has decided to address retail sales and other club functions with the new Club Express web system that will allow for better review of inventory and tracking of sales.

• The goal for the future is to better evaluate the approach for existing equipment and software systems to allow the Club better oversight of all permanent items.

• The next meeting of the committee is scheduled for February 2012 to allow the committee to welcome a new club board member, and address action items regarding electronic payment of disbursement of funds, as well as alternate or duel signers on the checks to allow confirmation of expenditures and availability of account access.

 

Other Items

Thanks to outgoing board members - We offer our sincere thanks and appreciation to our outgoing BCC Board of Directors members. Thank you to Terio Sutherland, Jeff Pearson, Jamie Bagley, and Pam Thomas.

Update on Bourbon Trail Bike Routes – Submitted by Shawn Hokanson - The Bluegrass Cycling Club coordinated with the Kentucky Distillers Association to develop several bicycle touring routes between the six major bourbon distilleries in Kentucky (Jim Beam, Heaven Hill, Maker’s Mark, Four Roses, Wild Turkey and Woodford Reserve). The roads used are generally lightly travelled, and store stops or restaurants are generally available along the route (or in the case of Harrodsburg, slightly off route) approximately every 20 miles. The terrain is hilly, and the routes of over 100 miles are expected to require more than one day for recreational cyclists to complete.

 

A 146 mile point to point route of the six distilleries is available and includes historical stops at Perryville Battlefield and Old Fort Harrod State Parks, with a potential hotel stop in Danville. A second, 114 mile point to point route of the six distilleries includes a stop at the Lincoln Homestead State Park and a potential hotel stop in Springfield. The final route is a 50 mile loop that includes the Woodford Reserve, Wild Turkey and Four Roses Distilleries.

 

The routes will soon be available on the Kentucky Distillers Association website and will be linked on the BCC website. Watch the BCC newsletter for additional information!

 

It has been a busy year! We have experienced a large growth in membership, gaining not only new members, but new, actively involved and engaged members. It is only through the increased participation and involvement of our members that we’ve been able to grow and improve as we have... Thanks to all of you for your contributions, and thanks to a wonderful Board who made this all possible. I have enjoyed working alongside each of you and look forward to cycling in beautiful Central Kentucky with the BCC for many years.

Respectfully submitted,
Peggy Littrell
President

 

 

Bluegrass Cycling Club 2012 Adopted Budget
	2011			Proposed 2012
	Subcategory	Category Totals	2011 Actual Receipts or Expenditures	Subcategory	Category Totals
REVENUES
Carry forward balance		$35,000			$ 35,000
Fiscal Year 2010 funds not spent		$6,012			$ 17,500
New Revenues
Membership dues	$ 5,000		$5,670	$ 5,000
Event income	$ 123,300
RRR			$5,006	$ 5,000
Horsey Hundred			$133,874	$ 138,500
Merchandise Sales	$ 8,970		$8,447	$ 24,000
Banquet	$ 800		$1,162	$ 1,380
Raffle Ticket Sales	$ 1,690
Total New Revenues	$ 139,760	$139,760	$154,159	$ 173,880	$ 173,880
TOTAL AMOUNT AVAILABLE		$180,772			$ 226,380
EXPENDITURES
Administrative/Business Expenses (Includes base camp, quick books on line, storage units, general liability insurance, equipment replacement, miscellaneous expenses)		$10,338	$5,100		$ 9,000
Event expenses		$87,500			$ 104,300
Horsey Hundred			$97,500	$ 100,300
RRR			$4,000	$ 4,000
Ride Expenses		$9,000			$ 12,970
Ride location donations			$1,550	$ 1,900
Ride leader gifts			$2,445	$ 6,170
Ride Support			$600	$ 4,900
Store Inventory		$13,270	$10,000		$ 27,000
Taxes (Sales Taxes)			$1,724		$ 1,620
Social					$ 3,000
Membership		$7,000			$ 10,200
Banquet	$ 4,000		$3,911	$ 5,200
Fellowship/Rides (includes food and location rental/donation) NOTE: MOVED TO SOCIAL FOR A SEPARATE BUDGET CATEGORY FOR 2012	$ 2,000		$1,212
New Member Recruitment	$ 500			$ 500
Club Express Expenses				$ 4,000
Membership Packet Expense/ Member Communication	$ 500		$692	$ 500
Philanthropy		$21,440			$ 16,500
Philanthropic causes	$ 11,000		$6,365	$ 8,000
Bike Giveaway	$ 5,500		$5,000	$ 5,500
Proactive/Affirmative Projects				$ 3,000
Bike for Bikes Ride	$ 1,600		$ 1,600
Bike for Bikes Raffle	$ 1,690		$1,690
Bourbon Trail Map	$ 1,650
Education		$3,740			$ 4,500
Short Term member education initiatives	$ 300			$ 250
Other education initiatives	$ 2,500			$ 2,000
Workshops	$ 600		$603	$ 1,300
USA Cycling Coaching Certification Scholarships	$ 240			$ 200
LCI Training Scholarships	$ 100		$100	$ 500
Literature and Printing				$ 250
Miscellaneous Expenses		$1,000	$692		$ 1,000
Retreat		$1,000	$183		$ 500
Recognition Gifts					$ 1,000
TOTAL EXPENDITUES		$154,288	$144,967		$ 191,590
Budgeted Reserve/Carry Forward		$26,484

 

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