TCBC BOARD MEETING
Tuesday, October 6, 2015 6:30 PM
Life Link 111 Board Room
Attendance/Call to Order
Board Members Present: Diane Ziemer, Edward Eroe, Paul Frenz, George Hagemann, Kasey Kramer, Pete May, Gina Mccrone, Fran Rabe
Board Members Absent George Blank
Non-Board Members Present Roger Fickbohm, Ginny Halloran, Pete Hawkins, Mike Kubes, Doug Nelson, Steve Scott,
The meeting was called to order at 6:30 pm - Diane
August 11, 2015 minutes, which were re-generated were reviewed and approved. There was an amendment to the spelling of George Hagemann's last name. Paul made a motion to approve and Edward seconded the motion. The motion passed.
The minutes from September 1, 2015 meeting were reviewed. Pete made a motion to accept the minutes with the suggested amendments. Gina seconded the motion. The motion was passed.
New Business - Diane
Bob Prudhomme was seriously injured on the Friday Metric, Friday, October 2nd. The accident is under investigation. Prayers and thoughts are needed.
Treasurers Report (Refer to the September 2015 Report) - Roger
Ginny Halloran, future financial auditor of club, was introduced. She will perform quarterly audits.
Quick Book Controls - Ginny and Roger met with Gina Sapia to review current QB controls to turn controls over to Ginny. Roger made a motion to approve Ginny as Club Financial Auditor/Advisor. George H. moved to approve, and Gina seconded the motion. The motion was passed by the Board.
The Restricted Reserve is equivalent to approximately 6 months of operating reserves. We determined expenses (using 2016 budget figures) related to 6 month operating costs and the funds required to keep the club operational. The Operating Reserves will be more flexible and easier to access.
To summarize, we will have 3 accounts: Operating Checking, Operating Savings/Operating Reserves and Restricted Reserve. We previously approved having 3 accounts in the policy. Roger will evaluate the cost associated with having 3 versus 2 physically separate accounts.
The budget was reviewed and discussed. Fran made a motion to approve. Kasey seconded the motion. The motion passed.
Newsletter - Doug Nelson
Some articles for the Nov/Dec newsletter have been written. The board member's bios need to be included in this issue. TCBC has th.e back cover for Jan/Feb and May issues. The content for these issues needs to be determined.
We need an event coordinator.
Awards Banquet, 2016 - Diane
The venue, Crystal Lake Golf Course in Burnsville and Banquet has been set for Saturday January 30th, 2016.
Annual Meeting and Banquet (Busines s Meeting)
The presenters have been determined
The minutes from the November 2014 Business Meeting will be displayed on the screen and will be read by the secretary. This will provide the required information and will reduce printed associated expenses.
The 2016 committee is already established. We will be starting in the same location as the two previous years. Laurie Holm will be the new coordinator.
The process of ride validation by Michelle was discussed: If a rider is expired the ride is put on hold by the validator. The validator waits for next membership data dump from Neon. If the rider is still expired that rider does not get credit. If they are a member the rider receives credit and the ride is removed from "hold" status. In the future, an alternative option is miles of expired riders could be tracked but not recorded. Currently nonmembers and expired members are not recorded (their mileage).
It was suggested to discuss with Membership that they add verbiage that if you are not a current member you will not get mileage and are not eligible for insurance. Pete Hawkins will work on this.
Contributions - 2015
The contributions were passed to board members for them to mail with a note to the receiving establishment.
The next meeting is scheduled for November 10th.
The Meeting Closed at 8:16. A closed door session was held.