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Minutes of the Board of Directors meeting: May 6, 2008
Present: Katie Angle, Lisa Austin, Mike Beadles, Charles Breer, Mary Derks, Garry Glubka, Kelly Hazel Absent: Laurie Holm
Also present: Bruce Berry, Doug Nelson, Tony Stifter
MINUTES The April 8, 2008 minutes were approved.
REPORTS
- TREASURER: Tony Stifter reported that revenue for April came from memberships new and renewal, and advertising. Interest rate continues to decline. Major expenses were for newsletter, award gift certificates, promotional items and commissions. Revenue in advertising is over budget. In expenses, commissions and promotional items are over budget.
- NEWSLETTER: Doug Nelson reported on the May issue's two mailings, 1673 for TCBC and 4636 Ironman preregistrants. Scanning the addresses for duplicates is time-consuming. To reduce repeats, can this be automated somehow through the printer or a mailhouse? Garry Glubka will check on the cost of nonduping.
Steve Scott produced a high quality issue for May in layout and content. Jim Pederson edited the repeating rides (See May 2...) in the Schedule part of the newsletter. Doug would like more articles for the June issue.- MEMBERSHIP: Membership is up. RECOGNITION: John Avoles for setting up, taking down, and storage of the TCBC Booth for the Ironman, Lisa Austin for Co-chair of the Bike Summitt, Laurie Holm for initiating Cafe Press, Mary Derks for new socks, Steve Scott, Kristine Poelzer, Doug Nelson, Jim Pederson for Ironman/TCBC May newsletter, Joel Stenoien for DVD of Ride Leader's Training.
- OUTREACH UPDATE: Lisa Austin reported on the successsful MN Bike Summit. 120 people attended from public agencies, industry, citizen groups and non-profits from all over the state to establish a state group that promotes all kinds of cycling - trailusers, commuters, recreational and road.
- SAFETY: Riders need reminders on skills to avoid accidents. For the newsletter/announcements, how to ride over potholes will be posted by Pete Hawkins. In July, Road 1 class will be offered by Lisa Austin, Mike Beadles, and Julie Kosbab.
BUSINESS
- 96 HOUR LEAD TIME for ride submission. Bruce Berry requested a 3 day deadline for submitting new rides based on weather and schedule gaps. In September the programmers will look at this suggestion and the other 77 modifications that have surfaced with the new system.
- ADS ON TCBC WEBSITE: Mike Beadles reported that the web committee of Steve Scott, Phil Doi, Kristine Poelzer, and Mike created a plan to gradually increase the ads on the website, beginning with phase 1, one ad on the schedule page. Phase 2 adds a zone on the home page of three ads rotating, then adding a zone 2 of three rotating ads on the schedule page. Phase 2 could begin in July with phase 3 adding a 2nd zone to the schedule page for up to 3 more ad clients from Oct 08 to Mar 09. The Board approved Kristine to go ahead with soliciting web site advertisers for phase 2 and 3. The committee will determine the price based on membership and other factors.
- KSTP STORY: President Mary Derks wrote a letter in response to Bob McNaney's "Bicyclists Breaking the Law" ( news story aired on 4/29) with a request for a followup story on educating the general public on cyclists rights and responsibilities. The Board approved the letter with a suggestion to also send a copy to the General Manager of KSTP.
- MILEAGE ACCUMULATION GUIDELINES: Pete Hawkins presented an updated policy for the TCBC Member Mileage Award program. Riders need to sign up at the start of the ride and earn miles only while on the prescribed route as submitted by the ride leader. No mileage credit for cancelled rides and the ride must be posted on the TCBC Ride & Event Schedule.The board adopted the policy with no changes. The complete policy can be found on the Document page of the TCBC website
- BOARD FOCUS ITEM: VOLUNTEERS: Mary Derks reported that 1/4 of Key Function Volunteers(43 in all) returned the Task description for the Procedure Manual. Mike Beadles suggested an interview process to get more responses which the board agreed to support by offering to be the interviewer. Mary also raised the question of how to get more people to volunteer. Suggestions: Put on master calendar, continue soliciting on announcement page, call people for specific tasks, ask them to think about how they can give back to the club, what volunteer skill do you have, etc.
- ANNOUNCEMENT SYSTEM: Kelly Hazel reported that the announcement system has 1000 valid emails. 50% are opening them with about 15-30% using the click thru to a link. Steve Scott will add some new graphics. The announcement page also goes on the message board.
- ACTIVE.COM vs PAYPAL: The club may want to look at switching to paypal for memberships and registrations for ease of use and cost.
- ROAD 1 CLASS DATES: July 8 and 15 Tuesdays from 5:30 to 9 PM. Place to be determined.
Meeting adjourned at 9:17 PM.
Respectfully submitted,
Katie Angle, Secretary