TCBC Board Meeting Minutes

October 1, 2013

Held at: Roseville Library Board Room
Recorder: Gina Sapia

Board members present: Patt Seleen, Diane Ziemer, Michele Brougher, George Hagemann, Gina Sapia, Paul Frenz and Gary Stang

Also present: Doug Nelson, Pete Hawkins, Roger Fickbohm, Steve Scott, Fran Rabe

Approval of September 3, 2013 board minutes
George Hagemann made a motion to accept the September minutes, Gary Stang seconded the motion and the motion was unanimously approved.

TREASURER REPORT – Roger Fickbohm
Roger went over the draft of the 2014 budget as prepared by the finance committee. As prepared, the budget results in a deficit of approximately $10,000. The board discussed possible adjustments to eliminate or reduce the budget. Many options were discussed but the overall agreement was to raise membership dues. George Hagemann made a motion to raise membership dues by $5 for individuals to $30 and $5 for family memberships to $40. Gary Stang seconded the motion. Discussion ensued about whether to increase family dues by $10 to $45 per year. With this increase, it was estimated that membership due revenue would increase by approximately $9,000. George amended his motion to increase family dues by $10 to $45 per year and individual dues by $5 to $30 effective November 1, 2013. The motion was unanimously approved by the board. Michele will draft an article to go out to the membership explaining the increase and the benefits that they receive through the bike club. Other minor adjustments were made bringing the budget to break even for the 2013/14 year.

Roger continued by going over the September cash disbursements, income statement by class, balance sheet and accounts receivable aging report as of 9/30/2013.

The last invoice from Boodleware for $2,430 for work done on the new ride calendar was submitted for payment. George made a motion to approve the expense, Paul seconded the motion, and it was unanimously approved by the other board members.


NEW BUSINESS

2013 Charitable Donations
The board members went over the donations to be made for this year. The gifts will be given as follows:

Gateway Trail Assoc $300 Gina McCrone
Midway Greenway $300 Michele
Boulder Options $300 Diane
Express Bikeshop $300 George
Parks and Trails $400 Pete May
Transit for Livable Communities $400 Gary Stang
Bicycle Alliance $1,000 Patt LAB $1,000 Paul Frenz

Annual meeting
Patt went over the agenda of the annual meeting and will be in touch with the board members to fill agenda slots.

Halloween Ride – Gina McCrone
Gina went over some details of the ride, including the use of a new caterer this year. The cost for the food will be $7.29 per person. The board is excited for the change in location for the ride and thanked Gina for all of her efforts.

Record Retention policy
Gina Sapia presented a draft of the record retention policy. The policy will be used by the board as a guide to determine how long specific documents should be retained. The board members had a few changes. Gina will update and work with Paul to incorporate it into the documents and records policy.

Member Only Rides – Patt Seleen
Patt opened the discussion and it appears that there is a growing number of expired TCBC members continuing to participate in club rides. The board discussed several options in getting people to renew their memberships in a timely manner. Paul made a motion that a policy be created that stipulates that a non-member of the club can participate in one club ride. After that, they must become a member before joining in on another club ride. This policy is to take effect as of 11/1/13. Michele seconded the motion and it was unanimously approved by the board.

Recognition committee
The board agreed that members qualifying for a medal for their mileage must opt in to receive that medal.

Key volunteer replacement
Diane is working on several individuals to see if they’re interested in volunteering in a few specific areas of the club.

Sponsorship
For the upcoming year, there will be no rate changes and the web will continue to be utilized for many sponsorship ads. Steve Scott is working on the media kit for the 2013/14 year.

Ride stats
The ride stats committee is meeting less frequently. Michele said that the next big project is to connect ride stats with the calendar, which will take a lot of time and effort.

Herb bench
Pete May has contacted Xcel and is working with them on the new location for the bench. 


Newsletter
Doug needs articles and board member bios with photos by next week.

Membership report
There is no membership report this month. Recognition Corner Jeff Ramburg needs submissions and suggestions for the recognition corner on an ongoing basis.

eNews
There is no eNews this month.

George made a motion to adjourn the meeting at 8:45pm. Michele seconded the motion and it was unanimously approved by the board.