TCBC Board Meeting Minutes
October 2, 2012
Held at Ramsey County Library, Roseville
Recorder: Liesa Miller
Board Present: Richard Franco, Michele Brougher (via phone), Paul Frenz, George Hagemann, Liesa Miller, Gina Sapia, Patt Seleen, Diane Ziemer
Board Absent: Gina McCrone
Also Present: Roger Fickbohm, Pete Hawkins, Doug Nelson, Steve Scott
APPROVAL OF MINUTES
The minutes of the September Board meeting were approved, with edits.
The minutes of the July Board meeting were never approved as there was no August meeting.
Therefore, Richard will circulate the July minutes via email so they can be approved by email.
TREASURER’S REPORT –Roger
Roger has continued to clean up classes in the financial reports to make things easier to read, combining some things and pulling other things out. He is also trying to reduce the number of things that get dumped into "Misc Expense." He has separated out Administrative/Rental, Awards/Recognition, and Travel-General Membership. He has been tracking postage by class as well. He is continuing to refine this – his goal is to be able to show as much key info on one sheet of paper as possible.
Patt asked that a column for the Annual Meeting be added to the report of Profit/Loss by Class.
Gina suggested removing the column for Bike U. Roger will make those changes.
Roger asked if we should post Promotional Items Inventory separately. This would change how we see the Total Net Income reported. The Board agreed that would be a good idea.
Retention of all the club's paper records was brought up. That is a topic for a future discussion.
Thanks Roger and Gina!
Review of Proposed 2013 Budget – Roger
Roger also provided numbers for a proposed 2013 budget. He provided past budgets for comparison. The Board agreed that it is useful to be able to look back at 3 or 4 years but it is not necessary to go back farther than that. The Board made one change: the amount for charitable contributions in 2013 was raised from $4000 to $5000.
2012 Charitable Contributions – Pete
Pete worked on a list of possible candidates and amounts. The Board decided to raise this year's contribution amount to $4400. We will contribute to 9 organizations. They are:
$1000 Mn Bike Alliance
$ 400 Parks and Trails Council
$ 400 Transit for Livable Communities
$ 400 Cycles for Change (formerly Sibley Bike Depot)
$ 300 Gateway Trail/Brown's Creek Extension
$ 300 Midtown Greenway Association
$ 300 Bolder Options
$ 300 Bike Express
Roger wrote out checks and the Board members will send to the organizations.
The Board talked with Steve about a timeline to implement the color interactive pdf version of the newsletter. Steve estimates the cost would be about 35% more than the current version. Almost 40% of the membership is opting out of the printed newsletter now. All agreed we should have Steve move ahead with this. He aims to have this implemented for the January/February issue. Patt will work with the sponsorship committee to solicit color ads from the sponsors. Also, we should announce in the ENews that this new version is coming soon. Steve mentioned again the need for more photos. He suggested using the services of a professional photographer, but for now we will work on soliciting more photos from the membership.
Board Officer Discussion -- Richard
The Board discussed the roles for next year. Patt is willing to serve as President after Richard steps down. George will assist her.
Randonneur Schedule Approval – Paul
Paul passed out the proposed schedule developed by the Randonneur Committee. All rides are TCBC rides, and riders must be TCBC members. Ride lengths are currently 600k or less. The Board approved the schedule.
Recognition Awards Opt-in – Patt
Patt is working on this. We will eliminate the kids' awards as most of these are not picked up. She will work on publicizing the opt-in change with the membership.
Meeting Location – Patt
Patt is looking into a meeting room at the Minnesota Nonprofit organization near University and Hwy 280. It would be nice to have a stable location that does not need to be reserved every month. This option would involve a fee.
Back Page Newsletter Ad for Nov/Dec – Patt
We will put a range of merchandise on the back cover and give it a "holiday gifts" theme.
Ride Safety Rules – Paul
Paul has been working on these rules to post on the website. He passed out copies to the Board.
Annual Meeting will be 5:30 to 8:00 on November 4, 2012, at Brooklyn Park Community
Center, Brooklyn Park.
Next Board meeting will be 6:30 to 8:30 on November 6, 2012, at Java Train Café, 1341 Pascal St. N., Saint Paul.