board meeting minutes (final approved minutes, january 8, … · 2018. 12. 11. · rosenberg, angie...
TRANSCRIPT
Page1
BoardMeetingMinutes(FINALApprovedMinutes,January8,2019)December11,2018,5:30-7:55PM,StellariaBldg.,Eugene,ORRecordedbyAngelaLong,SecretaryBoardMembersPresentLarryDiffie,President;MaxRosenberg,Treasurer;AngieLong,Secretary;KarenGoodwin,Member-at-large;JohnReidy,Member-at-large;JimWilcox,Member-at-large;DarcyDillon,Member-at-large;BobBeals,Member-at-large;MikeCantrell,Administrator(ex-officio)
1. WelcomeandIntroductions.Themeetingwascalledtoorderat5:38p.m.byBoardPresidentLarryDiffie.Noguestswerepresent.
2. ApprovalofthePreviousMeetingMinutes.JohnReidymoved,anditwas
seconded,toapprovetheNovemberBoardmeetingminutes.Johnmoved,anditwasseconded,toapprovetheNovember2018GeneralMembershipMinutes,asamendedindicatingHermanKriegerwasinstalledasalifetimemember.Bothminuteswereapprovedunanimously.
3. WelcomeNewBoardMembers.Larrywelcomednewboardmembers,Max
Rosenberg,AngieLong,DarcyDillon,andBobBeals.HeexpressedoptimismforthenewBoardandindicatedthatthatconstructiveconflictishealthyandhelpstheboardgrow.MikeCantrellprovidednewBoardmembersabinderwithkeygovernancematerials.HealsoprovidedupdatedmaterialstoreturningBoardmembers.TheBoarddiscussedpossiblygoingpaperlessinthefuture,byusingGoogleDriveorsomeothershareddriveapproach.ThisapproachhasbeenusedsuccessfullybythebRambleCommittee,soitpotentiallywouldbeaneasytransition.
• Action:AngieLongtoinvestigateusingashareddrivebythenextmeeting.
LarryencouragedBoardmemberstosharetheirexperiencesandwhattheywanttoaccomplishthisyearasaGEARsBoardmember.Boardmemberssuggested:
• AdesireforcohesivenessamongBoardmembers• Exploringadditionalfundingopportunities• GreaterinvolvementwithandsuccessforthebRamble• Addingfunbikeridesandextendedeventsthroughouttheyear• Attractingmorepeopletoridebikes,especiallywomenandayounger
demographic
Page2
• Action:BoardmemberstosubmitaphotoandashortbiotoMikebeforeJanuary8,2018.
Mikeexplainedhisrole.Heisresponsibleforadministrativemattersfortheclub,e.g.,thewebpage,newsletter,businessactivities,otheradministrativeactivitiessuchasmanagingtheGEARsstorageunit.Itisapaidpositionat$625/month.
TheBoarddiscussedtheirinitialbudgetrequests,perbelow:
1. RideCommittee=$1,000,includingtrophy,ridergiftcertificates.2. bBramble=TBD.ThebRambleCommitteeisgoingtodeterminetheir
budgetbytheJanuarymeeting(seeCommitteeReports,below).3. GeneralGEARsMarketing=$5004. Education=$600,includesrentingfacilitiesandfood5. Advocacy=$300
ItwassuggestedbynewBoardmembersthatperhapsastrategysessionisnecessarybeforeabudgetiscreated.Bob,Angie,andDarcyallknowapossiblefacilitatorforsuchastrategysession.
4. CommitteeReports
a. bRambleStandingCommittee—KarenGoodwinKarenGoodwinindicatedthatthebRambleCommitteehadaninformalmeetingofthecommitteeonDecember7.Theydiscussedpotentialcommitteemembers,thecommunityride,thecoordinationoftheeventandpossiblymovingthedateoftheridesoitdoesn’tconflictwithsomekeyEugeneevents,includingtheWhiteakerBlockParty.Karenalsoisinvestigatingthetimingofotherridesthatwouldpotentiallyattractthesameriders.Thegoalistoestablishandpostthedateassoonaspossible.
ValerieRosenberg,thevolunteercoordinatorisworkingonjobdescriptionsandestimationofhoursforeachposition.Shewillhavethatreadybymid-January.Abudgetalsoisbeingdeveloped.Thereisanideatoreachouttootherclubstopotentiallyconductavolunteerexchangeprogram.KarenalsoindicatedthattheCommitteeisconsideringraisingmoneyfortheCampFirevictims’bikefundbypre-sellingregistrationsandaskingfordonations.
• ActionItems:1. KarenwillprovidefurtherinformationabouttheCampFire
fundraisingideaattheJanuaryBoardmeeting.2. ThebRambleCommitteewilldevelopapreliminarybudgetby
thenextmeeting.3. BobwillseeifFreeBikesforKidshasanybikesforadultsthatcould
possiblybedonatedtoCampFirevictims,attherighttime.4. JimwilldonateabiketotheCampFirevictims.
Page3
b. Education—VacantAninterimsolutionforGEARseducationalactivityisneededsincetherecurrentlyisnoVP.LarrymentionedthattheSpringfieldLibraryhasinvitedGEARstopresenton“BikeTouring101”onMay6th,from6to7:30p.m.,duringBikeAppreciationMonth.ThepresentationwouldbeofSpringfieldresidentGarrySwanson’srecenttripdowntheOregonCoastwithcompanions.Jimisworkingonapresentationabouttouring,whichalsowillbeavailable.
c. Advocacy–JimWilcox
TheAdvocacyCommitteebroughtsomefoodforthestreet-sweepingcrewsafterleafpickupandtheyappreciatedit.Heaskedforamotiontodoitagain;$100fromGEARsandTomRautoaddsomethingadditionalMotion:GEARstoprovideupto$100tothanktheStreetSweepingCrewsfortheir2018work.Johnmoved,anditwasseconded.
• Discussiono ShouldwegivethemamembershiptoGEARsinsteadoflunch;
No,theyprobablywouldnotutilizeaGEARsmembershipo Couldtherebeaslideshowwithpictures?No,thiseventtakes
sometimetocoordinateandaslideshowwouldbeanadditionalitemtomanage.
• Themotionwasapprovedunanimously• JimwilldothisinJanuary2019.Larryalsowillparticipate.
5. Treasurer’sReport—MaxRosenbergMaxpresentedtheNovemberfinancialreport(seereportbelow),whichwascompletedbyJohnHofer,thepriorTreasurer.
Page4
Additionally,Maxreportedthatabudgetisimportantfortheclubandforourmainevent,bRamble.Abudgetwillgiveautonomytocommittees,andthatfreedomandflexibilityisimportant,soisbalanceandcontrol.MaxwillwriteadraftbudgetpoliciesandproceduresfortheJanuarymeeting.WediscussedusingaprofessionalaccountingprogramlikeQuickBooks.
• Action:Maxwilllookatthisandreportbackoncostandlearningcurve.
6. RideCommittee—MikeCantrellTheRideCommitteeisintheprocessofcombiningthreecurrentGooglelistsintoone,tobecalled“GearsRide.”ThiswillbeimplementedJanuary1,2019,andtherewillbealinkinthenewslettertosignupforthenewemailgroup.TherestillareplanstohavetheGearsGatherandGoridesoutsideofthemonthlyrides.ThesearepostedonFacebook.TherealsowillbeaRideLeaderpageonthewebsiteforrideleaderstoalterridedescriptionsontherideschedule,ifnecessary.• Actions
o MiketosendrideleaderinformationtoDarcyo MiketoadvertisetheGoogleGrouponthewebsite,inthe
newsletters,etc.
7. AdministratorReport–MikeCantrellMikeindicatedthattherearenoupdates,otherthanwhathehasmentionedbefore.
8. PendingBusiness-Statusofactionitems• BoardArticlesforNewsletters:Boardmembersareencouragedto
writearticlesfortheGEARsmonthlynewsletter.• BoardMemberphotosandintroontheGEARswebsite?Previously
discussed.• RequirementforaBoardMembertobeingoodstandingtobeonor
continueontheBoard?(tabled)• TheFrenchConnection—MaxindicatedthattheFrenchclubishaving
aspecialmeetingonDec.15toseeifthereisinterest.• Wednesdaynightrides:GarryhasspokenwithLentofollow-upwith
himregardingcombininghisshop’sWednesdayRideintoaGEARsride.Theyarenegotiatingwhetherornotthestarttimecanbedelayedto6p.m.,especiallyinpeakdaytimesummermonths.
• AmazonPrimeNon-ProfitBeneficiary–Larrytogetmoreinfo–tableduntilnextmeeting.
• GettingHealthy–howdoweupdateourwebsitetopromotehealthylifestylesabitmore?Thismayhelpuswithcontributionopportunities.25HealthyReasonsforriding.
§ Larryhandedoutthe25healthbenefitsofcycling.
Page5
§ ActionItem:AngiewillworkwithLarryDiffieonthedocument.
9. NewBusiness
a. AgendaItemsforJanuaryMeeting:StrategicPlanningb. VicePresident:Currentlyseekinganinterestedpersontofulfilthisrole,
includingacurrentmemberfromtheBoard.c. FundRaising:GEARsreceiveda$500donationfromGloryBee;
PacificSourcecouldbeanotherpotentialdonor.TheysupportedCommunityRideatthebRamblefor3years
d. ExecutiveBoard:ForBoardcohesiveness,wemaynotneedtocontinuethispractice.
e. BetterEugeneSpringfieldTransportation(BEST)Pledge:BESThassolicitedGEARstoseeiftherecouldbeaconnectionofsomesortinthefuture.LarryaskedaboutputtingtheLaneSafeCoalitionPledgeontheGEARswebsite.StrategicPlanningwillhelpusdetermineifthisisagoodfit.Thepledgeisaboutridinganddrivingresponsibly.
f. OtherBusinessi. GoPro—MikewilldonateonetoGEARsii. Meetinglocation—remainattheStellariaforthetimebeing.
Themeetingadjourned7:55pm
NextMeeting–January8th,2019atTheStellariaBldg