Board Meeting Agenda and Minutes - 08/14/08
Attendees: Peter, David S., Andrea, Phoebe, Chuck, Megan, Eddie, David G., Carl, Patricia
Housekeeping (Pete)
- Need historian at each meeting to record minutes and vote tallies - David G.
- Verification of quorum (at least 50% of active board Members present) - confirmed
Calendar of Events
| Aug |
| 23 |
Hotter 'N Hell |
|
David Sloan is the Event Captain and will drive the team truck |
| 26 |
Lunch and Learn - Nutrition |
11:45 am - 1:00 pm |
Cafeteria Private Dining Room |
| 27 |
Photo Shoot with Bill Klesse |
7:30 AM |
By the Team Truck wear your team jersey and black pants |
| 30 |
Labor Day Weekend |
|
No events currently scheduled |
| Sep |
| 2 |
Lunch and Learn - Cycling Technique, New Rider Q&A Session |
11:45 am - 1:00 pm |
FB-128, would like the entire Board there |
| 6 |
Poth Ride to Remember |
|
Carl will drive the Team Truck |
| 13 |
Lavernia Hammerfest |
|
One day tune up for the Bike to the Beach |
| 17 |
Bake Sale |
Outside Cafeteria |
Andrea is coordinating |
| 24 |
Lunch and Learn - Final Bike to the Beach Briefing |
11:45 am - 1:00 pm |
Cafeteria Private Dining Room |
| 24 |
Packet Pickup |
4:30 pm - 7:30 pm |
Cafeteria Main Dining Room |
| 27 |
Conquer the Coast |
|
Conflicts with Valero Family Fun Day |
| Oct |
| 3 |
Wear Your Jeans to Work Day |
All Day |
Only for folks who buy a t-shirt - awaiting approval from Sylvia |
| 3 |
Friday Night Expo |
6:00 pm - 09:00 pm |
El Tropicana Hotel - Meet and Greet |
| 4 |
Bike to the Beach |
Sat-Sun |
Board can stay at Cobb Ranch |
| Nov |
| 16 |
San Antonio Rock and Roll Marathon |
|
|
| TBD |
End of Year Board Retreat |
|
West Texas, including a climb to the McDonald Observatory |
| TBD |
Bike to the Beach Awards Banquet |
|
|
| TBD |
November Board Meeting |
|
Elect 2009 Board Members |
| Dec |
| TBD |
December Board Meeting |
|
Elect 2009 Officers |
BIKE TO THE BEACH COORDINATOR REPORTS
Fundraising, including coordinating shared team fundraising events - David S., Andrea
- Status of team fundrasiers
- Chuck will contact Matt from Bicycle Heaven regarding a donated item we can raffle off
- Bake Sale - 09/17
- T-Shirt sale - 09/24 - need to have design finalized and approved and shirts printed
- Weekly spotlight on "Fundraising Superstars"
- One per week, we already have 3 testimonials we can use
- Incentive gifts for top fundraisers this year - Board recommended we rely on MS incentives for this, but we should do everything possible to recorgnize the top fundraisers
- Top First Year Rider
- Top Fundraising Family
- Any other ideas?
- Motion to not distribute our goodie bags to anyone who hasn't raised the minimum
- Motion approved - once we finalize contents we'll communicate to the team and let them know this is only for folks who raise the minimum
Jersey Orders - Patricia J, David G.
- We will sale over 100 jerseys, which reduces our per jersey cost to $48.50
- With additional funds collected, will purchase additional jerseys and contribute to team fundraising
- Store closes Friday, Aug 15 - order will be how many additional jerseys to order?
- No shipping of out of town orders for BTTB riders - will distribute at the Friday night Expo or at the ride start
- Will have to ship for out of towners not riding the BTTB
- 2009 Jersey Redesign Options
- Keep the same jersey, but do shorts with logo for MS and ADA on them?
- Keep same jersey, but sale a patch commemorating the 20th Anniversary Bike to the Beach
- Complete redesign
- Motion to perform a complete redesign failed 6 to 5 - we will keep the same jerseys in 2009
Goodie Bags and Sponsorships - Kirstin, Andrea
- Microsoft has agreed to provide another $3000 sponsorship this fall
- Will purchase team socks and bandanas for us
- Money budget for additional goodie bag items
- Some goodie bag items donated by Valero Community Relations
Saturday Night Team Experience - Lucy
- Thursday night work session at Luz' house to discuss the theme, entertainment, etc.
- Lots of folks have volunteered to help with this - Jacque, Dora, Stella, Norma, Priscilla Hamel, etc.
- New offshoot of the Valero Band ("Sweet Crude") may be available to play Beach Music for us in the afternoon
Volunteer Coordination - Laura, Phoebe
- Need to get SignUp setup, assign coordinators for each area
- Janie Borie is contacting folks for the massage tent
- There is no sponsor for the Kenedy Rest Stop - Three Rivers pulled out because of a turnaround - should we try and recruit volunteers for it? - Phoebe will see if she can identify a coordinator for this, if we can't by next Wednesday, we'll tell MS we can't accomodate this request
- 15 to 20 volunteers required from 09:30 to 3:30 am in Kenedy
- MS provides tables, refreshments, etc.
Membership/Recruiting - Chuck, Carl
New Rider Program - Megan
- 96 new jersies have been ordered, which is a good measure of the number of new riders we have this year
- Sunday morning rides have been very successful
- Wednesday Camp Bullis Rides have been very successful
Team Communications - Zora, Sylvia
- Web Site Maintenance, posting of photos, writing and publishing team news
- Schedule for training session on maintaining the team web site - Peter dropped the ball on this
OTHER ITEMS
Training Program (All)
- 12 week training ride for BTTB began weekend of 07/14 - only 7 weekends left!
- Program of 4 rides per week seems to be working - lots of options for riders
- First Thursday of the month doing a joint Hillfest/Family Friendly ride starting and ending at Spechts
- Feedback on joint hosted training rides with other teams very lukewarm - will invite on a selective basis
- Fitness Center will start the Tour de Valero first week in September - similar format to last year
- SAG support for training rides - we have on SignUp, but we need to promote - goal should be to have SAG support for all long rides beginning the first weekend in September
Budget (Patricia)
- Update
- Motion to approve expenditures - Expenditures approved
- Software upgade to team web site - $333 in January
- Cool Bandanas - Microsoft sponsorship will cover - $609
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
- Parent must sign waiver for children younger than 18
- Officer positions are filled by
- Valero employees
- Board members who have served at least one year on the Board
- Creation of a Secretary Officer position that will take minutes at the Board Meetings and assist with maintenance of the team web site
- How Officers and Board members are nominated and elected
- Nominating committe formed in September with at least 3 Board Members
- Review applications and recommend at November meeting
- Next year Officer positions elected via majority rule by new Board Members at end of year meeting
- Motion to ratify
- Motion approved - Bylaws approved with the following modifications
- No term limits for Board Members or Officers
- Board members perform two year overlapping terms; i.e., 50% of the Board positions are re-elected each year
- Officers are elected each year in December and serve one-year terms
Other Business (to Be Determined)
None proposed