Board Meeting Minutes (FINAL Approved Minutes, January 8, … · 2018. 12. 11. · Rosenberg, Angie...

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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

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• 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.

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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.

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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.

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§ 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