Board Meeting Agenda and Minutes - 06/10/08
Attendees: PJ, Chuck, Kirstin, Andrea, Zora, Megan, Phoebe, Sylvia, David, Eddie, Tanya (Guest)
Housekeeping (Pete)
- Need historian at each meeting to record minutes and vote tallies - Kirstin
- Verification of quorum (at least 50% of active board Members present) - Confirmed
- Peter out the week of 06/22-27 - David Sloan will act as team President in my absence
Calendar of Events
- TDC Rides
- Long Beach - June 14
- Oklahoma City - June 28
- Bike to the Beach dry run of the Harbor Bridge - June 14
- Bike to the Beach Kickoff Training Ride - July 19
- Bike to the Beach Kickoff Party - Valero HQ D Building - July 23, 6 - 9 pm
- Hotter 'N Hell - August 23
- David mentioned MS will have a booth there promoting the BTTB
- Fall Board Retreat - Labor Day Weekend - August 30-31
- Bike to the Beach Packet Pickup - Valero HQ Cafeteria - September 23, 4:30 to 07:30 pm
- Conquer the Coast - September 27 (one day tune-up for the Bike to the Beach)
- Bike MS: Valero Bike to the Beach - October 4-5
- Rock and Roll Marathon - November 16th
- Bike to the Beach Awards Banquet - TBD
Volunteers Needed
- Oklahoma City Tour de Cure Ride Captain - David S.
- Bike to the Beach - Assign Coordinator who will report progress at next Board Meeting
- Saturday Night Team Experience - Lucy, (Stella, Dora, Priscilla)
- Volunteer Coordination Work with Volunteer Council on posting jobs to SignUp, etc.- Laura, Phoebe
- Team Communications - Web Site Maitnenance, posting of photos, writing and publishing team news - Zora, Sylvia
- Peter will conduct a workshop for all board members on editing content on the web site
- Fundraising, including coordinating shared team fundraising events - David S., Andrea
- Jersey Orders - David G.
- Membership/Recruiting - Chuck, Carl
- Goodie Bags and Sponsorships - Kirstin, Andrea
- New Rider Program - Megan, (Tanya)
Training Ride Schedule (John)
- 12 week training ride for BTTB begins weekend of 07/14
- Will look at joint team training rides like we did for TDC this year
Bike to the Bach New Rider Program (Megan)
- Will be more aggressive in recruiting new members instead of relying just on the RES
- Monthly social during lunch for new riders
- Roadside lecture series - experienced riders answer questions for new riders prior to the ride start - need a volunteer for each of the rides
- Thursday night rides on the Southeast side of town
- Resumption of Carl's no drop Sunday morning ride
- Creation of new content on the web site targeted to new riders
- Sunday 7 am rides in the Cibolo/Shertz area - will coordinate with Carl's rides
Jersey Orders
- Store is already open - we'll send announcement in the next blog
- Will submit order mid-August for mid-September delivery
- No shipping of out of town orders - will distribute at the Friday night Expo or at the ride start
- PJ indicated we need to let folks know that we will not be shipping jerseys this year
- Increase in price ($70 vs. $65) to cover the cost of smaller order we expect
Fundraising (David/Andrea)
- Results from National ADA Team Campaign - at around $64,000, we are way below goal of $100,000
- Numbers down because of loss of key fundraisers and weak economy
- 2008 goal for Bike to the Beach - last year we did set a goal of $250,000 and reached $223,000
- What should our goal be for this year?
- Peter moved that we scale back fundraising goal this year to $200,000 - motion seconded and approved
Budget (PJ)
- Quarterly update
- PJ discussed the shortfall she has in this year's budget
- Concern the estimate for catering for the BTTB may be too low
- 2009 Budget
Team By-Laws (PJ/Peter)
- Draft of bylaws completed by PJ and Patrick - click here to review
- Review key points
- How to handle team members younger than 18
- Creation of a Secretary Board position that will take minutes at the Board Meetings and assist with maintenance of the team web site
- Non-employees as Board members - we have done this in the past, and will continue to do so, but want to keep the majority of Board positions reserved for employees
- How Officers and Board members are nominated and elected
- Need to plan for new President and National Team Captain this November
- Motion to ratify
- Once again we ran out of time to review - will make first item for the August Board Meeting
- Peter stressed the importance of ratifying the Board and Officer election sections, so we can have orderly succession at the end of the year
Sponsorships
- Not reviewed
- HP purchased team shirts for us in the spring
- Completely out of socks - need to replenish
- Microsoft has agreed to provide another $2500 sponsorship this summer
- Need to get a proposal to Microsoft before July 1
Other Business (to Be Determined)
None proposed