Board Meeting Agenda and Minutes - 11/07/07
Attendees: PJ, Laura, Carl, Zora, Chuck, Andrea, David, Patrick
Housekeeping (Pete)
- Need historian at each meeting to record minutes and vote tallies - Peter
- Verification of quorum (at least 50% of active board Members present) - Confirmed
Calendar of Events
- Monday, November 12 - MS 150 Phone bank and work session for thank you cards to top donors and volunteers
- Wednesday, November 14 - Volunteer Council Meeting - recognition for Velo Valero - need an attendee, Laura and I will be out
- Laura suggested Jana or Nerissa, since they are at the meeting anyway; Andrea will represent if these ladies can't make it
- Tuesday, November 20 - Deadline for individual MS 150 fundraising to qualify for individual prizes
- Saturday, December 1 - Mission to Mission ride
- Wednesday, December 5 - MS 150 Awards Banquet, and the return fo the Pink Ladies - encourage all riders and volunteers to attend
- Thursday, January 17 - Valero HQ Fitness Fair (already called by Amber to start planning)
Fundraising - Peter/David
- Currently at $191,000. $5K of team fundraising still not posted, so actual amount is $196,000 - matching last year's total is within reach!
- Mounds of Coffee fundraiser between now and the end of year - 40% of first sale to new customers goes to team fundraising
- Phone Bank next Monday after spin class to call team members who participated in the MS 150, but who did not raise the minimum
- Peter made a motion for Board Support of a measure to not allow riders who don't raise the minimum in this year's MS 150 to sign up with Team Velo Valero in next year's MS 150; Board approved unanimously
- Strategy for distributing the approximately $10K in team fundraising - award team members to get to the next prize level in the following order
- Active Board Members
- First year riders who raised above the minimum ("Rookie of the Year" award)
- Captains from groups that came from out of town
- Long time team members who are close to next prize level
2008 Ride Schedule
- In 2007, promoted team-wide participation in 3 events for which Valero was title or presenting sponsor
- Hotter than Salsa
- Tour de Cure
- Bike ot the Beach
- Participated in lots more - spring TDC events, Katy, HTH, CTC, TDG, M2M, etc.
- What about 2008?
- Texas
- Laura suggested we remain fair in selecting rides, and focus on ones that have a strong Valero sponsorship
- Out of town - Napa TDC, BR TDC, Long Beach TDC (06/14) - others???
2008 Board of Directors
- Will review Board Membership in December, and reorganize
- Captain will meet with each of you to determine ongoing interest in being on the Board
Some members (Ken, Gwen) have already announced they will step down
- Possible new Board Members
- Possible new Board Positions
- Need President, Vice President, and Treasurer to conform to new Volunteer Council guidelines
- NOTE: These positions can't be held by non-employees
- Proposal to allow non-Valero employees/retirees to be Board members
- Pete made a motion to allow non-employees to be Board Members
- David suggested we wait until Bylaws are finalized, and include this change then
- Peter tabled motion until next Board Meeting
- Changes in Board for 2008
- Standing bi-monthly meeting, always the second Wednesday of the month during lunch at Valero HQ
- Captain will publish a 12 month schedule of meeting topics
- Formation of subcommittees to handle team business; Board Members chair the subcommittees, recruit volunteers to assist, and report to the Board during the meeting on activities and status
Development of Team Bylaws, Including Succession Plan for Captain
- Need volunteer to run task force to create team by-laws - PJ and Patrick will continue work started this summer
- Some items to address are
- Board member roles and responsibilities
- Board member term limits
- Selection of Board members
- National Captain roles and responsibilities
- National Captain term limit and succession planning
- National Captain Elect role to assist in orderly transition
- Election process for National Captain
- Relationship of HQ team to field teams
Brainstorming Route Changes for the Valero MS 150 Bike to the ???
Other Business to Be Determined
None proposed