| Home | Join Us! | Contact Us | News | Schedule |

Minutes of the Board of Directors meeting: August 7, 2007

Twin Cities Bicycling Club
Minutes of the Board of Directors Meeting
August 7, 2007

 

Present: Charles Breer, Mary Derks, Lisa Austin, Garry Glubka, Pete Hawkins, Kelly Hazel, Paul Huntington, Mike Beadles
Absent: Katie Angle
Also Present: Doug Nelson, Jim Pederson, Tony Stifter, Scott Larson, Mary Nelsen, Susie Anderson, Patt Seleen, Hugh Gitlin, Laurie Holm, Kristine Poelzer

MINUTES from June 5, 2007 were approved with one correction.

MOMENT of Silence for those impacted by I-35W bridge collapse

RECOGNITION of and Thank You to Key Volunteers by Charles

REPORTS

Treasurer:
- Special thank you to Marianne and Mary for assistance, and to everyone else for their support, both personal and professional
- June income and expenses was reasonable based on budget
- July income was higher than budget, due to Watermelon success and new members
- July expenses for 600-51 was double the normal amount due to timing of paying as requested by payee, should be on track now though going forward
- Brief explanation of our club's conservative financial strategy by Pete

Newsletter:
- August issue came out well.
- Concern by some present that it did not arrive by the 1st however.
- Working on September issue now, looking good, but could always use more articles.

Membership:
-No report from membership coordinator, however, Scott Larson did present a graph reflecting number of memberships (total, single, household) from 1998 to current. Some observations were made, including the decrease in membership after the split in 2000, the steady growth over the years (roughly - 900 in 2000, 1,000 in 2002, 1,100 in 2004, 1,200 in 2006 - about 100 members every 2 years), the dip on the right side is actually a delayed timing issue and should be ignored.
-Concern was expressed over expiring memberships and only 1 pink card reminder to renew membership however.

Recognition:
- to Marianne for assisting Treasurer
- to Mary Miller for excellence in Rider Leader briefings
- to Mary Derks & Scott Larson for the picnic event after Burgers & Bikes ride on 7/11 which had 47 total people

Outreach update:
- Lisa reports that MnDOT's SBAC is promoting a multi-day not-for-profit Minnesota Bike Event called BAM (Bicycle Around Minnesota) and SBAC may be interested in handing off the event to a bike group eventually, although, not necessarily TCBC.
- Laurie reports that St Paul Classic organizers are aware, open, ready, and have some creative ideas (although are open to more suggestions) regarding the safety issues expressed by TCBC. Paul H will handle the helmet fitting booth.

MEETINGS to schedule:
- Annual TCBC Membership Meeting will be held Friday, October 26 from 7-9 PM with 6:30 catered buffet style dinner. Location and caterer to be determined.
- First Board Meeting of the newly elected Board will be held Monday, October 29.
- Board Retreat will be held in lieu of December Board meeting, date to be determined
- Annual Recognition Dinner will be held on Friday January 18th, with the rotation around the Twin Cities of this event, South East was chosen as a general idea, Patt Seleen has ideas for locations, and will send those suggestions to Kristine, who will head up the ARD committee again this year.

NOMINATION committee:
- Board members whose terms will expire at end of October 2007:
- Lisa, Charles, Kelly, Garry, Mary
- Pete volunteered to head up Nomination committee as ìboard member who is not up for re-election, Hugh volunteered to assist Pete.

WEB-BASED ride scheduling committee:
- Jim P presented interesting slide show, which showed many concerns ñ total number of rides has been growing steadily each year and will reach 1,800 this year, percentage of rides that are ìWeb Ridesî has also been growing steadily and is now 24% of total rides this year, flowchart of ride scheduler process/procedure - how it's done presently and how it could be done potentially in the future with some type of web scheduling software - showed a simplified process that would reduce the number of hours required to perform this function.
- Short-term solution? 3 hours are spent each month separating the weekly ride listing from the daily ride listing for the printed newsletter, and additional 3 hours are spent each month un-doing the weekly ride listing by now incorporating these with daily ride listings for the web version of the schedule. Suggested that we continue the separated weekly listing in the newsletter through October, then consider a potential change in Nov/Dec to reduce the workload for this specific task.
- Long-term solution? Board has approved money for this project, we still need someone that understands our specifications and requirements and can work as a project manager (no dabblers) to lead this project to document what we need, can follow-through with hiring someone to do the database programming and/or purchase database software and implement onto our website. Charles will write something to put into newsletter requesting interested persons to join Jim P and Mike B as a Project Manager.

WATERMELON committee:
- Registrations
- Pre-registered 200
- Day-Of 573
- Volunteers 76
- TOTAL 849
- Net Income exceeded expectations
- Concerns:
- Registration handling person is needed on the committee
- Active.com handling ìtechyî person is needed, Scott Larson has volunteered.
- Present Watermelon committee will turn over event to new committee in 2008, with new committee to shadow present committee in 2008, taking over event in 2009, and training new committee in 2010, and so on, using a ì3 year rotationî.

BIKE ATLAS committee:
- will hopefully be published and ready by Christmas 2007
- will include 102 maps from 6 areas - Metro NE, Metro NW, Metro SE, Metro SW, and Western Wisconsin.
- Will include a CD copy of maps and cue sheets
- Pictures are needed from the 6 areas, Laurie said that Rob has many pix, and will work with Patt/Scott to offer those for publication.

NEW MEMBER welcome:
- Tony S is presently sending new member packets which include ñ newsletter, welcome letter from President, and 1 map clip (or 2 for household memberships). Cost of each packet is about $8.50 per packet. Concern about workload for this, and the inconsistent supply of map clips was expressed.
- Pete moved that we cease sending map clips, but continue to send a welcome letter with a ìcouponî for 1 free map clip (or 2 for household memberships) available to be picked up at any of the 2 All-Club Rides, Halloween Ride, WOW Ride, Watermelon Ride, Annual Membership Meeting, or Annual Recognition Dinner. Kelly seconded. Approved by a vote of 7 yes and 1 no. Lisa will make coupon, Garry will take over sending letter and coupon, Tony S will send list of new members to Garry.

HALLOWEEN ride:
- Pete moved that we budget $500, Lisa seconded, unanimously approved.

ADJOURNED as moved, seconded and unamimously approved at 9:00 PM

[ Back to Top ]