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Minutes of the Board of Directors meeting: April 8, 2008

Present: Katie Angle, Lisa Austin, Mike Beadles, Charles Breer, Mary Derks, Garry Glubka, Pete Hawkins, Kelly Hazel, Laurie Holm
Also present: Doug Nelson, Steve Scott, Tony Stifter

MINUTES The Minutes from March 11, 2008 were approved with correction.

REPORTS

• TREASURER: Tony Stifter presented the budget vs actual for the year from Nov 07 - March 2008. Income is over budget due to increased advertising even while revenue from membership was down. Printing costs for newsletter(including April issue) and brochures for membership, event releases, watermelon, renewal cards and waivers were major expenses. Other expenses included insurance renewal whose rates went down, awards banquet and commissions for advertising. CD 6 month renewal is due next month.
• NEWSLETTER: A new record for number of ads - 30 in the May 28 page issue, 6000 copies printed. Advertising is paying for the extra pages. Discussion continued for a template of ad amounts vs articles which would be useful for Kristine Poelzer. Lisa Austin will call for an advertising subcommittee to analyze last year’s newsletters for ad percentages and to make recommendations for ads at the website. With the new ride scheduling system, Doug Nelson is unable to edit the schedule for the newsletter anymore. 220 rides are scheduled for May. The weekly ride format has been discontinued. The “See May 2...” format returns for weekly rides to save space.
• RECOGNITION CORNER: Ride Scheduling Committee: Mike Beadles, Charles Breer, Mary Derks, Richard Franco, Peter Fischer, Greg Flom, Scott Larson, Steve Oppel, Jim Pederson, & Steve Peterson. Swap Meet: Valerie Olson. Ride Leaders Forum and Training: Pete Hawkins, Lisa Austin & Patt Seleen. Donations for Ride Leaders’ Training: Maple Grove Cyclery. Bike U Seminars: Laurie Holm, Rob Mann. Bike U Hosts: Jamie McDonald & Velocity Sports.
• OUTREACH UPDATE: Mary Derks attended Road 1 class in Rochester. She now qualifies to take LCI training in May. Lisa Austin reported that 85 are registered for the Bike Summit on April 26, 2008. This group is working towards state organization of biking communities. On the next email to members, Pete Hawkins will remind riders of Safe Riding habits when getting back on the road. Kelly Hazel has continued the Announcement page usually a week after the board meeting with current local events in the community and club.
• MEMBERSHIPS: Latest figure available is 1473 members and 1239 memberships.

BUSINESS

• MILEAGE ACCUMULATION GUIDELINES: Pete Hawkins is updating ride mileage credit for the Ride Leaders Forum, stressing safety and fairness. Approval of these guidelines will be finalized at the May board meeting.
• RIDE LEADER TRAINING: Pete Hawkins, a 22 year ride leader trainer and Lisa Austin conducted training for 33 new ride leaders. One item, approved by the board, was the blackout dates for the following rides: the Watermelon ride on July 4 and two All club rides, Sat May 24th and Sat Aug 30 until 3 PM.
  OVERNIGHT TRIPS: The Board passed a motion on overnight rides that all riders should be TCBC members for insurance purposes.
• STORAGE LOCKER: The lease for the storage locker expires April 30 at $90 per month. It was agreed that the club won’t need to move if someone stores the booth in their garage(John Avoles or Cindy Hanson?). Garry Glubka will clean and organize the unit for additional space. Mike Beadles will update the Storage Unit Access procedure document, addressing the safety issues and other changes needed.
  FOCUS ITEMS 2008
• RIDE SCHEDULING SYSTEM: Mike Beadles announced that the new ride scheduling system is up and running. He will demo it at the ride leader’s forum on Apr 9, then turn off the old system. The web ride classification has been discontinued. Additional rides can be submitted up to 96 hours(four days) before the date of the ride with Jim Pederson observing that guideline. Steve Scott is working on a survey monkey for feedback on the new system.
• ATLAS/PROMO ITEMS: Lisa Austin and Charles Breer reported on the press release ride for the new atlas on Sun Apr22. Riders should wear a club jersey. The Atlas is projected to break even for cost after the Ironman. Laurie Holm announced that CafePress.com/tcbc is ready to take online orders and showed samples of a hat, t-shirt, courier bag, and mug with the club logo for those who desire something other than a club jersey to identify themselves as a TCBC member.

OTHER

L.A.B. RENEWAL: Pete Hawkins will send in $95 for TCBC plus $100 donation to LAB for yearly renewal. The Board approved this expense.

Meeting adjourned at 9:06 PM.
Respectfully submitted,
Katie Angle, Secretary

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