Meeting Minutes for TCBC Board Meeting

2-12-18

Life Link III Board Room

Roll Call

Board Members Present: Shelby Miller, Ann Harris, Mike Kubes, Kasey Kramer, Fran Rabe, Pete May.

Board Members Not Present: Bob Fix, Edward Eroe, Roger Fickbohm, and George Blank.

Non Board Members Present: Doug Nelson, Pete Hawkins, and Kate Kovar and Jim Pederson joined via telephone.

The meeting was called to order at 6:30pm

The meeting minutes from January were reviewed. There were no corrections to be made. A motion was made by Mike to approve the meeting minutes, and it was seconded by Fran. The motion passed with no opposition.

Treasurer’s Report

Shelby presented on behalf of Roger, who was not in attendance. The insurance has been paid for 2018. The 1099 form had been forwarded to Paul Arsenault for the tax filing. The annual charitable trust filing for the club is due in April.

Technology

Kate K and Jim P reported to the board on behalf of the Technology committee. We now have the ability to move the club website to a secure site, so we can get the SSL certificate. The technology committee is working on options for the website and Michele. Because of the time crunch we will still be using IP House for 1 more year. Jim is working on putting old meeting minutes on the website. The old newsletters will eventually go on the website as well. The committee is looking at online meeting options for board meetings or possibly the ride leader forum.

Volunteer Committee

Mike spoke to the organizers of the Hot Chocolate Run. They will be looking for volunteers to serve as ride marshals again this year. In exchange for volunteers they will let us put up a tent at their expo. Mike will send an email to ride leaders looking for volunteers. An email was sent to last year’s Watermelon Ride committee volunteers looking for help again for this year.

Jersey Committee

Mike shared a 3-D version of the new jersey design with the board. Another meeting is scheduled for Wednesday. A question was raised regarding who owns the design the club has chosen for the new jersey? Will we run into issues when trying to branch the design out into things like arm warmers, socks, caps, etc….

Newsletter

Doug told the board that the next edition is almost done. Some slides from the banquet will go in the next newsletter, as well as some old cartoons and articles from old editions of the newsletter.

Annual Sponsor Refund for the Ironman

Kate Kovar from sponsorship spoke to the board regarding this topic. With the cancellation of the Ironman ride for this year, should any refund be given to annual sponsors? Several options were put forth by sponsorship. After discussion it was suggested to do nothing. The media kit was put together in good faith, and it is not the club’s fault there is no Ironman this year. However, if sponsors raise questions about this then the issues should be forwarded to Kate who can bring them to the board. Pete M made a motion to accept this option, and it was seconded by Mike. The motion passed with no opposition.

Old Business/Follow up

Ironman Alternative

Doug told the board that TCBC will have a ride on what would have been Ironman Ride day. The name and route have yet to be determined. Information will be on the website by early April.

Lifetime Outdoor Cycling Club

There is currently no follow up on this topic at this time.

25th Anniversary events

Shelby is looking for ideas for 25th anniversary this upcoming year. Something like throwback rides? Throwback jersey rides? Please share any ideas you may have.

New Business

BOD emails

Shelby told the board that the email address of the board listed on the website have been getting a lot of “suspicious emails”. Please proceed carefully with emails asking for information, gift cards, or wire transfers.

Ride Leader Forum

Fran asked if plans had been made for the ride leader forum. Pete Hawkins stated work has been started on the forum and work has been done on the slides for the presentation. Bob Fix will be approached to help address the technical side of the forum. The date of the forum is April 12th.

Tax Return

Copies of the club’s tax return were displayed overhead for the board members to see. There were no errors that anyone could find. Pete M made a motion to approve the tax return, and it was seconded by Mike. No opposition, the motion passed.

A motion was made by Mike to adjourn the meeting, and it was seconded by Fran. The meeting was adjourned at 8:45pm.

Meeting minutes recorded by Kasey Kramer