Meeting Minutes for TCBC

September 13, 2021

Virtual Meeting

Roll Call/Meeting Minutes

Board Members present: Shelby Miller, Ann Harris, Jean Hurlbert, Pat Diedrich, Mike Kubes, John Benda, Dick Stardig, Craig Larson, Pete Hawkins

Non-Board Members Present: Jim Pederson, Kate Kovar, Steve Scott, Patt Seleen, Edward Eroe

The meeting was called to order by Shelby Miller at 6:33 pm.

Guest Proposal

Edward Eroe presented to the Board the Green Miles Program. This program will be a non-mandatory program that does not include insurance coverage and miles are not eligible for club mileage. Riders are given credit for riding bikes to and from TCBC rides rather than driving.

  • Edward talked to Tech Committee and he is willing to keep track of mileage to see how things go for tracking.
  • At the end of each participation year, we can report Green Miles and possibly offer awards. The Green Mile Program would focus on club contributions.
  • Do education to members via newsletter, zoom meeting.
  • Mileage would be tracked on a on your honor basis. Perhaps have members join Strava so there is accountability.
  • Shelby suggested a button on website to make reporting green miles easy for members.

Edward would like to get Board approval and then he will come together with details.

A motion was made by Mike Kubes to accept the Green Miles Program and seconded by Pete Hawkins. There was one opposed, majority ruled and the motion passed. Edward will come back to the Board with a more detailed plan.

The meeting minutes from August 9, 2021 were reviewed, two corrections made. A motion was made by John Benda to accept the meeting minutes, and seconded by Craig Larson. There was no opposition, the motion passed.

Reports and Committees

Ride/Stats and Technology – Mike Kubes reported for the Technology Committee.

Ride Stats were reviewed and rides being led are still down. We had discussion of why some ride leaders are not doing rides. Pete Hawkins sent out an email to encourage ride leaders but got no response. Perhaps more education is needed and Board confirmed that GPS routes are not required to lead rides. We need to remind leaders that 4 rides led gives you a reward at end of season. We discussed the popular rides (e.g., Pink Express) that do not happen when regular leaders are not available. Figure out a way to make it easy for other ride leaders to fill in as ride leader. Patt Seleen will follow-up with leaders that are not currently leading rides. Jean Hurlbert is available to help with this.

Follow-up of the 24-hour vs 48-hour ride posting that was started. Jim Pederson confirmed that is working fine. There has been no feedback about it and shorter times are starting to be used.

Ride Stats met with Kristi Linder about concerns of moving RideStats and Neon. Kristi is going to have a meeting with Mary Derks and Scott Larson and get back to Board. There is no extra fee to go to Ride Stats and Michele is working on programming for this change.

Volunteer Committee – Mike Kubes provided an update from the Volunteer Committee.

  • Edward Eroe has agreed to be Bike U Coordinator; Mike Kubes will report this on ENews.
  • TCBC Volunteers stepped up for St Paul Classic and Open Streets.

Membership Committee- Jean Hurlbert reported that we received numbers from Bob Fix for current Membership.

  • Membership is still increasing
  • Membership numbers were sent to Roger Fickbohm and Pete Hawkins.

Safety Committee – Dick Stardig reported there were two accident reports filed for the month of August

Accident on Oakdale Ride. Before ride start rider lost consciousness. 911 was called and rider regained consciousness and felt fine. The rider refused ambulance. Rider was not sure why they lost consciousness but he sustained some minor injuries from fall. The rider had ridden to the ride start so group escorted rider to his home. He planned to follow-up with doctor.

 Accident on Cannon Valley Trail. Rider incorrectly shifted to go uphill and fell on side sustaining minor injuries and struck head. Members took him to clinic he was released and insurance report was filed.

Treasurer’s Report – Roger Fickbohm submitted the August Treasurers’ Report via email. Roger was not able to make meeting. The Board agreed to review report on their own time and call Roger if they had any questions.

Equity Committee – John Benda provided an update from the Equity Committee

The Equity Committee put together TCBC promotion business cards. These are being given out at events. Mike will try to get these distributed to other Board Members. TCBC participated in the Open Streets event. Quality Bike Parks donated some prizes that were given. It was a great event. Dan Miller made the suggestion to attend this event and we should make sure he gets special recognition for this. Mike Kubes said he will make sure this happens.

Old/Follow-up Business

Nominating Committee/Board Positions

Committee Members, Mike Kubes, Jeff Johnson and Mike Beadles talked to at least 20 members and presented 3 candidates: John Rogers, Jean Bentley and Rita Rowe.

There are three Board openings, Shelby Miller, Mike Kubes and Pete Hawkins (who intends to resign at the end of the fiscal year). Because Pete Hawkins was appointed by Board to replace Tammy McLemore, who resigned from her 2-year term earlier this year, the replacement of his position will be different than the other two Board Positions.

The replacements for Board Members Shelby Miller and Mike Kubes will be voted on by Membership at the Annual Meeting. The replacement for Board Member Pete Hawkins will be appointed by the Board.

Since Rita Rowe was the third candidate secured, the Board will appoint her for Board Position to replace Pete Hawkins.

Discussed Nelson Adamsonand Gordon Fink would be good candidates for future years.

A motion was made by Craig Larson to accept the three nominations and seconded by Pat Diedrich. There was no opposition, the motion passed.

Bios and pictures will be requested.

John Benda and Craig Larson are up for renewal with 2 years each. They will update their bios.

Board needs to determine if Ann Harris is up for renewal her start date is 11/2017

Pete will send resignation to Board effective October 31st with Rita being appointed on November 1st.

Fall All Club Ride

Brief recap – individual ride set-ups worked very well. Participation was about 140.

Annual Meeting Recognition Banquet

A motion was made by Mike Kubes to have annual meeting/recognition event virtually via Zoom and seconded by Dick Stardig. There was no opposition, the motion passed.

Date of Sunday, November 14th with breakout sessions starting at 5pm. A motion was made by Jean Hurlbert to accept annual meeting date and seconded by Ann Harris. There was no opposition, the motion passed.

Shelby will work on sending out form for Volunteer of the Year survey. We will work on plaque and hopefully be able to present award in person and have film clip for virtual annual meeting.

Ride Leader Awards/Merchandise

Ann Harris has been working with Steve Scott on designing T-Shirts that match our sweatshirts. John requested putting the QR-Code on the back of t-shirts. Ann will check on prices for adding this and possibly adding TCBC circle emblem on sleeve or back. The goal is to sell T-Shirts for around $20. We would order in bulk and sell in online store.

Ann is working on TCBC stickers and magnets. These would be made not to make profits but to advertise TCBC. Steve Scott has agreed to share artwork file.

The Board discussed giving T-shirt, stickers and magnet package to Rider Leaders for appreciation gift.

A motion was made by Mike Kubes to give appreciation gift of T-Shirt, stickers and magnets to Ride Leaders and seconded by Craig Larson. There was no opposition, the motion passed.

Jean Hurlbert, Patt Seleen and Ann Harris will form a committee to coordinate getting gifts to Ride Leaders. Discussed that since the meeting will be virtual, we do not have to have together for Annual Meeting date.

New Business

VIP Picnic

Discussed the original date of September 20th was too soon to organize. Settled on Monday, September 27th at Island Lake Park in Shoreview.

Shelby, Ann and Mike will put together list and send out invites.

Halloween Ride

Alex Johnson has agreed to plan the Halloween Ride. She is working on this.

EBikes

Pete Hawkins confirmed that American Specialty insures Class 1 and Class 3 Ebikes. They do not insure Class 2 Ebikes. Policy will be worked on and formulated this fall/winter.

ENews

Annual Meeting/Award Recognition – Dick Stardig

Green Miles – Edward Eroe and Mike Kubes

Halloween Ride – Alex Johnson

Upcoming Events

Annual Meeting – November 14th

Board Meeting October 11, 2021

A motion was made Mike Kubes to adjourn the meeting seconded by Pat Diedrich. There was no opposition, the motion passed. The meeting was adjourned at 9:39PM

Meeting minutes recorded by Jean Hurlbert