January 2012 Board Meeting Minutes

(Note: This meeting took place on December 28, 2011 in-lieu of the regularly scheduled January meeting because several Board members were not going to be available)

AHBC Board Meeting Minutes from December 28, 2011

The meeting was called to order by Vince Kelley at 7:03pm.

Board members present were:

- Vince Kelley, President;

- Christine and Dave Van Dornick, Co-Vice Presidents and Ride Chairs;

- Alan Gibbs, Treasurer;

- Paula Matzek, Membership Chair;

- Ford Sakata, Secretary; and

- Debra Watson, Program Chair and member at-large

Approval of October Meeting Minutes

Vince asked for a motion to approve the minutes. The minutes were approved with one minor change.

Financial Report (Alan Gibbs)

Alan provided a financial report. The Club funds on hand include: $29,545.54 in our money market account and $4,258.60 in checking. Recent expenditures included:

o Banquet Expenses $2,243

Alan also provided a preliminary 2012 budget for review and discussion. The Club remains in sound financial shape.

Membership Report (Paula Matzek)

The year ended with a record high membership. In 2011, 144 households submitted membership dues representing 194 individual members. This included 33 new households, up from previous years. As discussed in the October meeting, we will develop a new member welcome package in January. We will also develop a list of frequently asked questions (FAQ) for our membership.

The Board endorsed Paula's idea to make "mentors" available to new members to welcome them to the Club, introduce them to our rides/members, and answer their questions. Paula will send a request out to our membership to ask for volunteers who would be willing to be mentors for all three ride paces.

The Board also approved Paula's request to purchase up to 500 "Fun Meter" buttons for members and for sale at the upcoming Bike Swap and Arlington 500. Cost of the buttons is not expected to exceed $450 including tax and shipping.

Ride Report (Christine Van Dornick)

Christine reported that the December weather has been cooperating so the Club is continuing to have daily Leisure and weekend/holiday Show and Go rides with very few cancellations.

Christine asked that members provide feedback if they would like to see any particular rides or ride destinations on the 2012 ride schedule.

The Zero Mile Ride schedule has been issued by Gary Gilbert. Zero mile rides are social events where members meet for breakfast or dinner without riding.

Program Review (Debra Watson)

Debbie reviewed several ideas for program speakers at 2012 regular membership meetings. She will wait until the results of the membership survey are available before finalizing all of the speakers. For the January meeting, the agenda will include review of the survey results; finalization of the 2012 ride calendar; and watching a slideshow of collected 2011 photos from Club activities.

To ensure members (and non-members) are aware of our meeting schedules and speakers, it was decided to better utilize the Club website (www.cyclearlington.com) and Facebook (https://www.facebook.com/groups/366008467792/) page to announce meeting dates/times and speakers.

Ride Calendar (All present)

Paula and Al gathered dates for key 2012 events. The Club calendar is normally sent to our membership in January along with the membership dues renewal request. Because member feedback is necessary to complete the ride schedule, the calendar will not be finalized until after the January 25th regular membership meeting.

Known key dates include:

· Bike Swap - April 28, 2012

· Ride of Silence - May 16, 2012

· Arlington 500 - May 20, 2012

· Picnic - July 15, 2012

· Progressive Dinner - August 18

· Banquet - November 17, 2012

Membership Survey (Ford Sakata)

Ford reported that the membership survey has been created using Survey Monkey and reviewed the proposed questions with the Board. The Board endorsed the survey which would be sent out before the end of the year with member responses requested by January 15th. This will allow time to compile the results for presentation to the membership at the January 25th regular membership meeting. Results will be used to develop the 2012 calendar and planned activities.

Miscellaneous Items (All)

· 2011 Restaurant Choice Awards - As a result of the voting which took place at the Club holiday banquet, the following restaurants will receive a certificate indicating that they were voted a Favorite AHBC Restaurant Destination in 2011:

o Panera Bread - Elk Grove Village, IL

o Millie's Pancake Shoppe - Addison, IL

o The Picnic Basket - Libertyville, IL

· Club Photos - A question was raised regarding how to make photographs taken at the Arlington 500 available to riders. This led to a discussion regarding how to best manage photographs taken at Club events. The Board endorsed the idea to set up an online public photo site. Members can submit photos to Ford or Paula for uploading. Members (or riders from the Arlington 500) can view and download photos directly from that site for their own use. Ford agreed to create the photo site for the Club.

· Service Payments - A request was received for payment for a service that the Board believed was being completed on a voluntary basis. This led to a lot of discussion regarding voluntary services. In the end, the Board agreed that as a general rule, the Club does not pay for voluntary services. If payment is expected, it must be discussed and approved by the Board before those services are requested and rendered. For this particular case, payment of 50% (or $50) of the requested payment was approved.

The board meeting adjourned at 9:06pm.

Respectfully submitted,

Ford Sakata

Secretary