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Minutes of the Board of Directors meeting: October 2, 2007

Present: Katie Angle, Lisa Austin, Mike Beadles, Charles Breer, Mary Derks, Garry Glubka, Pete Hawkins, Kelly Hazel, Paul Huntington
Also present: Doug Nelson, Kristine Poelzer, Tony Stifter

MINUTES from September 4, 2007 were amended and approved.

REPORTS

• TREASURER: Tony Stifter reported that September was a slow, quiet month with income slightly more than expenses. 
• TCBC NEWS:   Doug Nelson asked for articles for the Nov/Dec combined issue. Delivery delays for the October issue were from US mails two week period allowed for delivery.
• MEMBERSHIP: No report this month.
• RECOGNITION CORNER: Farewell to ride leaders who moved: Dave Dugan and Bill Buse
  St Paul Classic and Grand Round coordinators of TCBC’s efforts:  Laurie Holm and Rob Mann
  Outreach Door County Century ride/trip coordinator: Mary Derks
• OUTREACH UPDATE: No report

BUSINESS

• 2008 BUDGET REVIEW AND APPROVAL: The budget commitee of Charles Breer, Mary Derks, Pete Hawkins, Terry Quam, Tony Stifter prepared a proposed budget for 2008. Extra money from 2007 can be used to pay for computer software/upgrades. Wow budget remained the same as a benefit for members. Projected watermelon income/expense is an average for the last six years. More money was proposed for LCI, LAB training. The club has moved from $50,000 club to a $70,000 club in expenses and income since 2004. The board approved the proposed budget. Mary Derks will present this at the general membership meeting on October 26. 
• ADVERTISING UPDATE & ALTERNATIVES: Kristine Poelzer updated the board on the new ads in the Oct. newsletter which provide a service, a product or event. If mailed issues increased to 1500 households compared to 1219(80 to stores) sent in Oct, this would interest more advertisers.  Discusssion followed on web ads and Erik's, the only advertiser on TCBC's website, whose contract is up for renewal in early 08. An additional alternative for generating income is the  sponsorship of special event and ongoing rides(eg. All Club, Sunrise Solitude, GTF) with ads on the maps.  For added value, advertisers can also donate door prizes at bike presentations. A new media kit for advertisers is available on the web. This kit explains costs for the newsletter and how to submit ads. 
• BANQUET: Kristine Poelzer continues a search for the place of the banquet on January 18, 2008 which should be published in the Nov/Dec newsletter. 
• ANNUAL MEETING AGENDA OCT 26:  Charles Breer presented an agenda with various presenters for each item. The board passed a motion to not allow personal listening devices on club rides as a policy of safety and against the spirit of rides. Pete Hawkins drafted and sent the following letter to the ride leaders via message board and newsletter.

  Dear TCBC Leaders:
  In accordance with our Risk Management Policy, the TCBC Board of Directors at its October 2, 2007, meeting unanimously voted to ban all Personal Listening Devices (PLDs) on all TCBC rides effective immediately. PLDs include such items as iPods and radios or headphones of any type, except for tandem communication systems. The TCBC Board believes that using PLDs while bicycling, either in a group or alone, is unsafe and poses an unnecessary risk to the user and other riders. Safe bicycling demands the riders' complete attention and the total use of available senses 100% of the time. Riders who fail to respect this policy will be removed from the participation list of the ride they are on. Habitual offenders will not be welcomed on future TCBC rides.
  Best Regards,
  The TCBC Board

• Reminders to members of the annual meeting will be on  the home page and message board. Charles will  oversee sending a postcard to each household, also.
• NEW MEMBER COMMUNICATIONS: Garry Glubka asked that map clips be available at the
  membership meeting for the new members.
• VOLUNTEER COORDINATOR POSITION: Charles Breer presented a draft for this position. Discussion centered on the need for ride leaders in this listing. Volunteers could be promoted as a separate group from ride leaders for the many outreach type requests the club receives as well.
• TCBC RANDONNEUR RIDES: Charles Breer reported that Rob Welch has determined dates that coordinate with other qualifying rides on Saturdays -May 17, June 28, Sept 6 and Sept 20 in Apple Valley. This is a  new category for the club which will have an minimal additional charge to co-insure and cover other expenses.

BOARD PRIORITIES

• RIDE SCHEDULING SYSTEM: Mike Beadles reported that two people expressed interest in the project manager position and will meet with the committee of Jim Pederson, Richard Franco, Scott Larson, Charles Breer, Julie Kosbab and Mike. They will define the project, what the roles will be, who is available to work on the project and what money is available.
• CLUB ANNOUNCEMENT SYSTEM UPDATE: Kelly Hazel will coordinate sending official club announcements upon request using current emails from the membership list kept by Dave Erick. Cost estimated at $15-25 per message($.0025 per address). Frequency and events for a year will need to be determined.
• BIKE ATLAS PROJECT: Editors are working on TCBC pages to be included in the Atlas. Patt Seleen will provide an update at the annual membership meeting.
• OTHER BUSINESS: Mary Derks would like ideas for recognition awards for the banquet. Kelly Hazel would like to discuss the message board at the Board retreat in December.

Meeting adjourned at 9:00 PM.
Respectfully submitted, Katie Angle,Secretary

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