AHBC Board Meeting

April 28, 2010

 

Don Ami

Alan Gibbs

Jackie Kelley

Vince Kelley

Dave Martin

Paula Matzek

Ron McPheron

Scott Schaedel

Christine Van Dornick

Ford Sakata

 

Membership Report (Paula Matzek)

As of April 28th, 119 households (153 individuals) have renewed.  This includes 18 new households.  Last year we had 122 households and 167 individuals.  If you subtract the new households, this means that 17% of last year’s households have not renewed (yet).

Scott asked whether the Club should set membership goals for an increase each year.  There was not time for discussion so this is being added to the “parking lot” for a future meeting.

Treasury Report (Ron McPheron)

Ron provided a treasury report.  Recent club expenditures included:

•         Annual Club insurance premiums;

•         The balance of our jersey order costs; and

•         Expenditures related to the Bike Swap and Arlington 500

The total proceeds from the Swap were not available prior to the meeting so a balance sheet was not available for review but money on hand was about the same as last month. 

Al Gibbs stated that he planned on bringing the donations (below) agreed by the Board in March up for vote at the General Membership meeting following the Board meeting.  If passed, these donations would be made in May 2010.  [Note: these donations were passed during the General Membership meeting (which immediately followed the Board meeting]

Bike Swap Report – April 24, 2010 (Dave Martin) 

Dave summarized the results of the bike swap.  The new bar coding system worked very well overall but in the spirit of continuous improvement, several improvements were already being considered for next year including. 

•         Pre-registration of sellers with large numbers of items to sell

•         Separate area, registration and cashier for accessories

•         Ability for sellers to pre-register items online with express check-in at the swap

•         Consider charging a larger percentage (25% vs.10%) commission for selling accessories due to higher handling risk

•         Begin payouts earlier in the day to sellers

Dave requested that Board and regular members send their ideas, suggestions or observations regarding how to improve the swap experience to Dave at dcmartin4@comcast.net or through the swap link on www.cyclearlington.com.

The proceeds from the Swap were not available because a couple of transactions were in dispute.  Overall, the Club is expecting the proceeds to be equal to the Swap costs (as planned) this year because of the one-time costs related to the purchase of equipment for the bar coding system.  Next year, the Swap should return to being a fund-raiser for this not-for-profit organization.

During the discussion, the Board unanimously approved a cash award for the student software developer and moved that the Board President write a Letter of Recommendation for the student for his work on the software and day of Swap.

The Board also thanked Dave for his leadership with the Swap.

Arlington 500 Preparation – May 16, 2010 (Don Ami)

Don provided a summary of preparations made to date.  A last minute plea for volunteers yielded a great response from the membership so all volunteer needs have been filled.  Over 70 riders have pre-registered for the ride so the Club costs for the event have been covered.  We’re looking forward to a good day.

Jersey Report (Ford Sakata)

Ford reported that payment for the balance of our invoice has been received by Hincapie so shipment should take place as soon as the jerseys come out of production.  Shipment is expected within the next week or so.  Once received, it will take a few days to get the jerseys sorted for distribution.  Laurie Larson will make an announcement as soon as we are ready for distribution.

As agreed by the Board, a very small number of extra jerseys were purchased when our order was placed.  Because last years’ members had the opportunity to purchase jerseys before they were ordered, the extra jerseys will first be offered to new members.  These jerseys will be offered to new members in the order that they joined (paid their dues).  Because a limited number of jerseys were ordered in limited sizes, it is not likely that we will be able to accommodate all new members with jerseys.  If any jerseys remain after being offered to new members, they will be available for anyone to purchase until they are gone.

Discussion of a basis or criteria for how much of a balance ($$$) the club needs to sustain itself (Alan Gibbs)

This discussion was postponed to May due to lack of time and information. 

Participation in Annual Frontier Days Parade on Monday, July 5, 10am (Alan Gibbs)

Al has received an application for the Club to again participate in the annual parade.  The Board supported participation so Al will submit the application to reserve our spot.

Thrive to Revive Veteran’s Park brick Donation (Alan Gibbs)

Last Fall, the Club approved a $500 donation for an engraved brick for placement at Veteran’s Park.  Al said he received notification that the brick will be received by the City within the next two weeks.  Members should look for the brick at Veteran’s Park soon after that.

Meeting adjourned at 7:33pm.

 

 

Parking lot items:

•         Membership goals?