Meeting Minutes for TCBC
September 12, 2022
Roll Call/Meeting Minutes
Board Members present: Dick Stardig, Jean Hurlbert, Pat Diedrich, John Rogers, Jean Bentley, Roger Fickbohm, John Benda, Ann Harris, Craig Larson. Absent: Rita Rowe
Non-Board Members Present: Patt Seleen, Jim Pederson, Steve Scott, Pete Hawkins
The meeting was called to order by Dick Stardig at 6:30 pm.
The meeting minutes from August 1, 2022 were reviewed and changes made. A motion was made by Jean Bentley to accept the meeting minutes as changed and seconded by Craig Larson. There was no opposition, the motion passed.
Reports and Committees
RideStats and Technology – Dick Stardig, reported for the Technology Committee.
The Technology Committee is back to meeting regularly after not having summer meetings. It was discussed that the API Key needed for the Neon/RideStats project has not yet been implemented. Michele is keeping TCBC information isolated and does not feel that security needs are as urgent at this time. We will continue to work with Technology and Membership Committees on this project.
Template approvals are no longer used in RideStats. The custom code that was required is in need of maintenance and the Board agreed to have the Technology Committee simply remove the code since template approvals are no longer needed.
Ride with GPS got 22 new members and we currently have 240 members on Ride with GPS.
We discussed the Meet Up Group Membership and Chuck Fiason suggested putting recurring rides offered by TCBC on the Meet Up Site. Chuck is willing to help set this up indicating this would give more TCBC exposure to the Meet Up Group. Gordon Fink will post Meet Up Guide on the Forum and put this out on the Facebook Discussion. All Ride Leaders need to take the initiative to make sure ride is on both schedules. This led to discussion about at what point are we requesting Ride Leaders to do too much. There are only 3 Ride Leaders that are doing their rides through TCBC and Meet Up.
Issue of a Ride Leader not being able to print a list of ride participants after their ride was brought up and will be reported to technology.
Membership Committee- Jean Hurlbert reported on the membership report provided.
Reviewed Membership report provided by Membership Committee. We have 872 total Memberships which is a 2% increase. We are still having a decrease in renewal memberships. We reviewed survey offered to members that are choosing not to renew and we will continue to monitor this.
Safety Committee – Jean Bentley reported for Safety Committee
There were two accidents reported from one ride on August 30th each accident was not related to the other. One rider had significant injuries and the other had just minor abrasions. This particular ride had some trail sections that had some debris in blind areas on the trail.
Jean has asked if we have safety concerns on rides to forward them to Jean and she will bring up in Newsletter.
Equity Committee Report – John Benda
John Benda, Amy Sitze and Dan Miller have been having discussions on the Non-Binary Option for membership or sign up of Rides. They reached out to Erin Ayala from the Stamina Racing Collective, a femme/trans/women bike racing group. She gave them feedback of a race where they were allowed to sign up as non-binary – it was well received and it went well.
We discussed if we want to offer this option we need to reach out to Membership and RideStats with feasibility. John will reach out to Mary Derks and Bob Fix to get logistics.
John is working with Membership and RideStats to find out new members. We have had 60 new members since May and they have not done any rides. John would like to email new members and offer new member rides.
Recent volunteer opportunities have gone well. We had good turnout at the St. Paul Classic. TCBC will also work with Mankato River Ramble to get volunteers for that.
Newsletter – Doug Nelson on vacation so no report
Treasurer Report – Roger Fickbohm
- Reviewed Operating/Savings/Investment and Bank Balances as of August 31, 2022
- Have outstanding payable to Ed’s Trophy for $7.00
- Have accrued expense to RideStats of $2,040
- Finance Committee has met and is working on annual budget. Waiting for numbers for insurance, promotional items and sponsorship.
- End of year contributions will be done in October.
- Roger commented that the t-shirts listed as a reward is a typo and they will be re-characterized as promotional. These are the t-shirts for new member sign ups at a TCBC Expo event.
Because of accident and injuries incurred Rita Rowe has indicated that she would like to resign from the Board of Directors. Dick will give Rita formal resignation protocol which basically states Rita should write a letter of resignation. We will need to find a person quickly in order to get it put on ballot for annual meeting. Jean Hurlbert will attempt to get a nominating committee. Board agreed to do vote of nomination via email.
Fall All Club Ride
Ride went well with 137 participants, good weather and good feedback.
Pete Hawkins reported to Board that the American Specialty Insurance approved coverage for short-term memberships. The Neon system has been set up and tested and Membership Committee just needs OK to turn this option on. The membership would be for 30 days with unlimited renewal option. Temporary membership cost will be $10 (which covers $6 insurance coverage cost). Temporary memberships will only receive online newsletter option. A motion was made by Pat Diedrich to approve $10 30-day membership option – online newsletter only. Motion was seconded by John Benda. There was no opposition and motion was passed.
TC Marathon Expo
Ann Harris volunteered to make banners at Costco at a cost of $24.99 each. She will get two banners with grommets for hanging. Jean Bentley has the TCBC large banner and will get this to Ann Harris.
Invites have been sent out.
Pat Diedrich contacted Cozy’s Pub but they will be closed for the season after September 30th. Ride start will be in Como Park area – she is looking in various food options. Ride leaders are in place for ride and routes will have similar distances as last year. There will be a rider sign up for lunch.
$4,000 is amount given in 2021. John presented a list of all of the charitable organizations we gave to and their mission. Reviewed that 5 organizations we get direct benefit from – League of American Bicyclists, BikeMN, Midtown Greenway Coalition, MN Parks and Trails and the Gateway Trail Association. The remaining 5 organizations promote cycling in the community we are in – Free Bikes 4 Kidz, Recovery Bike, Express Bike Shop, Full Cycle Bike Shop and Move Minnesota.
Looking at past financials prior to Covid, charitable contributions have averaged between 10.1% and 10.5% of membership dues. If we use 10% as a guide this year’s contribution would be $3,350.
A motion was made by Jean Hurlbert to accept giving 10% of membership fees to charitable organizations and seconded by Ann Harris. There was one opposed, the motion passed.
We will make final decisions regarding the amounts to each organization at October meeting so Roger can do checks.
Interest in being committee members include Ann Harris, Shelby Miller, Jean Hurlbert, Tony Le, and Barb Thurmes
Annual Business Meeting/Recognition Banquet – proposed for November 19th – 5p Social hour and 6:30 Dinner – Location Fridley
Ann Harris, Dick Stardig and Pat Diedrich will work on a planning committee. They are looking for theme for the meeting.
Ride Leader Gifts
Jean Hurlbert sent members options given to her by Bergren Promotional. Board will review and email Jean with their choice she will then get quote.
The bike license plates we have been offering is costing the club because of cost of shipping with Ed’s Trophies. Linda Johnson has been coordinating this. Pat will follow-up with Linda and get options. Do we raise the price to cover cost or have participants get direct from Ed’s Trophies.
ENEWS – Due September 15th
Annual Meeting – Dick will submit
Halloween Ride – Pat will submit
Nomination if available – Jean will submit
Mt Biking Weekend – Dick will submit
VIP Picnic, Sept 20th
TC Marathon Expo Volunteer, September 30th – Oct 1st
Halloween Ride, October 29th
Banquet, November 19th
A motion was made Ann Harris to adjourn the meeting seconded by Jean Bentley. There was no opposition, the motion passed. The meeting was adjourned at 9:43pm
Meeting minutes recorded by Jean Hurlbert