AHBC Board Meeting Minutes from March 23, 2011
The meeting was called to order by Vince Kelley at 6:35pm.
Board members present were:
· Vince Kelley, President;
· Christine Van Dornick, Vice President and Co-Ride Chair;
· Alan Gibbs, Treasurer;
· Ford Sakata, Secretary;
· Paula Matzek, Membership Chair;
· Dave Martin, Bike Swap Chair and Board member at large;
· Debra Watson, Program Chair; and
· Scott Schaedel, Board member at large
Also in attendance were several regular members.
Financial Report (Alan Gibbs)
Alan provided a financial report. The Club funds on hand include: $31,882 in our money market account and $1,304 in checking. Recent expenditures included printing costs for Swap brochures and membership applications.
Membership Report (Paula Matzek)
Membership renewals are now past due. As of the Board meeting, 100 households representing 132 individuals have renewed. This is approximately 70% of last year's membership.
Meeting Programs (Debbie Watson)
Debbie reported the following updates to the program schedule for 2011 regular membership meetings: Linda from Village CycleSport will be here in May to talk about new cycling products and the September speaker will discuss a recent cycling trip in France.
Bike Swap Report (Dave Martin)
The bike swap will be held on April 30, 2011 at Centennial Park at 1209 Burr Oak Drive in Arlington Heights. Dave Martin provided an update. Many volunteers are needed to run this event which is the first of only two Club fundraisers for the year. Members are encouraged to sign-up with Dave. Board discussions included posting of signage at the park; volunteer training; items still needed to run the swap; and volunteer recruitment to help distribute flyers for the swap.
Online pre-registration of bicycles and accessories for sale will take place from our website on or about April 10th and will close a day or two before.
Swap hours have been shortened this year because pre-registration will make check-in easier and most of the sales have typically been completed by early afternoon.
Sale hours will be 9:30am to 3:00pm. Bike drop-off (check-in) will be allowed from 7:30 to 9:30am.
Arlington 500 (Don Ami)
The Arlington 500 is on schedule for May 22nd starting from Barrington High School. This is the second of the two Club fundraisers for the year and many volunteers are also needed to run this event. All members are strongly encouraged to contact Don to sign-up to volunteer. Don has already pre-ridden the route once and it looks good. A Club pre-ride has been scheduled for the day before. The Board also discussed some ideas for promoting the event for Don’s consideration.
Policy regarding Club Miles (Vince Kelley)
Vince distributed the new policy regarding Club mileage to the membership via e-mail on March 23, 2011. For reference, the Board agreed to the following policy:
o To count, rides must be posted at least 24-hours prior;
o Someone must be responsible for providing an official Club Ride Sign-in sheet for members to sign;
o In-State rides require at least two members;
o Out-of-State rides require at least three members;
o The ride leader must submit the completed Ride Sign-in sheet within 30-days to one of the Co-Ride Chairpersons.
During the Board meeting, a suggestion was made to make the requirements for In-State and Out-of-State rides consistent. No conclusion was reached regarding the suggested change due to lack of agenda time.
Ride Incentives (Vince Kelley)
Vince proposed the creation of additional recognition for Club riders and ride leaders. Some ideas raised include the creation of Tiered Ride categories (e.g. 1000, 1500 and 2000 “Mile Clubs”) and the recognition for new ride leaders. The Board supported this proposal but did not reach any final conclusions due to lack of agenda time.
Tuesday and Wednesday Night Rides
April 5th will be our first Tuesday night ride starting at Recreation Park at 6:30pm. A sign-up sheet was passed around for members to sign-up as ride leaders. Laurie Larson will continue coordinate the Tuesday night rides. Wednesday night rides will continue to be announced on an ad-hoc basis.
Advanced and Intermediate Weekend Ride Schedule
The weekend ride schedules have been posted to the Club website. The first scheduled advanced ride has already taken place and the first scheduled intermediate ride will take place April 2nd.
Policy Regarding Under 18 Riders
The Club's standing policy is that riders under the age of 18 are not allowed on Club rides unless accompanied by a parent or guardian. The Board has agreed to modify this policy to allow unaccompanied teenage riders (who are capable of keeping up with the posted ride) without a parent or guardian if the parent or guardian is at the ride start and signs the Ride Sign-in sheet for them. The ride leaders have the right to deny unaccompanied under-age riders if they do not feel comfortable having them on their particular ride. All ride leaders must be aware of this requirement. The Board reserves the right to modify this policy if it becomes problematic.
Event Calendar (Alan Gibbs)
The Event Calendar was sent by regular mail to the Club membership in mid-March. The Picnic date has been established for July 17th. In addition, the September Board and general membership meeting has been rescheduled to September 21st . Key dates include:
o April 30th Bike Swap
o May 22nd Arlington 500
o May 18th Ride of Silence
o Picnic – July 17th (a member is need to host this event)
o Progressive Dinner (likely to be last Saturday in August, members are needed to host this event)
o September meeting changed to the 3rd Wednesday (September 21st)
o Annual Banquet – November 19th
40th Anniversary Bicycle License Plates
Ford is looking for someone to help with the graphic design for the customized bicycle license plates that we want use to celebrate the Club’s 40th anniversary. The metal license plates would be printed with our design can be personalized with individual names.
The Board meeting adjourned at 7:30pm and was followed immediately after by a Club general membership meeting.