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Minutes - BOARD OF DIRECTORS MEETINGS BOD Meeting - November 2011 Called to order at 6:10pm
NOTE: WI Biker Day is back on
Donation is typically $1,500 - MSP
We reviewed the draft Job Descriptions, and made notes on necessary changes. Sheila will make the changes and bring them to the next board meeting for final review. We are missing the following job descriptions: First Aid
Motion to sponsor this event and coordinate the run – MSP.
Motion to adjourn – MSP. Adjourned 8:20pm Items for January BOD Meeting:
BOD Meeting - September 2011 9/18/11
Still not sure. Bills still coming in for beer, pop, trash. There’s still $6k in the SCVR Paypal account, we will transfer it after the Newsletter has been paid for. There will be a Chili Feed Wrap-Up meeting on Sunday, October 2nd at 3pm.
Sheila will email out a format for Job Descriptions by the end of September. Coordinators and Board Members will draft their job descriptions and turn in to Sheila no later than Oct 25th for her to compile for discussion prior to the next Board Meeting. This includes all board positions as well as: Membership Coordinator, Webmaster, Newsletter Coordinator, Election Coordinator, Public Relations Coordinator, Road Captain, and Merchandise Coordinator.
We need to move the deadlines and timing of the newsletter submissions and mailing to allow time for proofreading without Juliann being in such a time crunch. We agree that the exact mailing dates can be flexible as needed depending on holiday and event schedules.
We have several open positions.
#1 - Creating an absolute rule about no board member holding any other position can create issues with trying to get the best person in each position.
Mar 23-25 2012 in Omaha, NE – They asked for our usual budgeted $250 donation MSP. Mark will email the info to Bev.
Phil Robey and some board members will be attending the Meeting of the Minds, and will be leaving Thursday morning Sept 22nd. He will receive room and registration paid for by SCVR for the Sept 22-24th event in Detroit. He will then need to write an article about his experience and submit it for the newsletter.
Ron Lischied is looking for an MN Volunteer (eastern side of Dakota County) for on-call pickups. They would give us a trailer if members volunteer to take on-call shifts on weekends. NEXT MEETING: Thursday, November 17th at 6pm. BOD Meeting - July 2011 7/24/11 Called to order at 7:02
We discussed Sundays vs weekdays This translates into the following dates: Sunday, September 18th at 6pm
We discussed an overall need for documented responsibilities, contacts, status of event planning each year, in case something were to happen to the Board Member or Appointed Chair/Coordinator.
We will table this topic with respect to the Chili Feed and Round Barn Run until the next Board Meeting, to consider the idea of Co-Chairs or Assistants for those two big events.
Currently we have been operating under the idea that in the event of an offensive or personally derogatory/slanderous post, we were to have both parties agree to the removal of a post. This isn’t a feasible policy, as non-members are able to set up message board logins and our only contact info is an email address.
There have been a few typos in the newsletters that prompted the idea of having another member proofread the newsletter before it goes to print, just to have a second set of eyes look at it. Jim Dahling brought up the fact that for some members, the newsletter is our only contact with them. So we should be putting our best foot forward, and produce the newsletter on quality paper, with clear, nice-looking photos, and larger, clear font. We agreed that it would be worth the additional printing expense to do so. We will contact Juliann to discuss better quality color laser paper with a higher weight, tabs on each side and on the end of each folded newsletter, and a minimum of 11-pt font.
We have several open positions.
Christy is willing to stay on and oversee Merchandise as well, as long as we find 1-2 Merchandise Assistants to help cover SCVR meetings and motorcycle events. This position will be posted on the message board and in the newsletter again by Mark Koon.
Adjourned 8:58pm
BOD Meeting June 2011 06-07-2011 Bev Sargent, Mike Deavey – absent excused Audit Committee Motion to table the bylaw change (#1) until the next BOD meeting. MSP #2 Reimbursements must be accompanied by an official reimbursement form filled out and signed by the chair of the committee or a BOD member. Motion to table #2 for clarification and to be readdressed at the next BOD meeting. MSP #3 Deposits must be accompanied by the official deposit form filled out and signed by the chair of the committee or a BOD member. Motion to adopt as a matter of policy, deposits are to be made in a timely fashion and a written revenue breakdown to be communicated to the treasurer. Lobbyist Reimbursement MOTM is in Detroit Michigan this year. New BOD should find out who is planning to go as the rates get higher in August. We need to fill the PR position. Currently, the person in this position is not a member. This person would need to get information out to biker publications, whether it be print or online, about our events and happenings. We do suggest that the PR person and Website administrator work together on some tasks. Advertising Motion to adjourn 8:27 pm BOD Meeting April 2011 April 3rd 2011 Jim Dahling, Steve Landgraf both absent excused. Member spotlight – 2 website issues – There is a private business who is going to do riders training in MN. He is going to apply for 2010 money. State classes are cheaper because of getting this grant money. Clarification on PAC fund. Although it is recognized, there is no basis/law for the Minnesota Motorcycle Safety Advisory Committee to exist. All open appointments currently go thru the Attorney General. The Governor recognizes it, the state has funded it. They have made recommendations that current open seats only be 2 year terms. They are seeking legislation to make it a legitimate group. Currently there are too many members, it will need to be restructured. What is SCVR’s stance? We would like to get more information before we take a stand. Tabled until get more information. Rider education – Ron has ideas to expand our reimbursable training. Examples of things to include, minor motorcycle maintenance training, informative classes (riding in the rain, group riding, etc.) SCVR is looking for a defibrillator. We are looking at prices, motion will be made at next meeting. Legion has an issue on Sunday, they need the room at 12:30. We should change the meeting time to 11 as there are nominations at this meeting, so we may need more time. Should we move our May meeting closer to roadside cleanup? There was not much interest in Uncle Mikes. We have been offered a room at 2nd St Depot in Hastings. It would be better to keep our meetings closer to 94 to accommodate our members from all over the cities and WI. We will check into RJ’s tavern in Woodbury. Bike Show, possibly we could have a 2nd bike show later in the summer. Chris from Willow is still interested, he will ask Gilby to run it. Dwight will contact him. Should we sell merchandise at the Have a Heart event? We should let them sell the shirts for the ride, but other than that lets take a break. We need to get a new banner. There is a member who is willing to trade a banner for advertising in the newsletter. Miller has offered to make magnets, pens and bumper stickers for us. Looking for dependable people to take merchandise to Maiden Rock for the fall flood run, Motion to adjourn 3:21 MSP BOD Meeting February 2011 01-30-2011 2:10 Roll Call – Dave Anderson – excused Abate donation $1500 passed at general meeting. Motion to donate $1500 Discussion – we would like to designate this money to be used for Lobby Day. MSP Bike Show Curlys has been sold. Willow River Saloon has asked us to host it. Bill has offered to sponsor it at the Gas Lite – free camping. Possibly June 11th. We need to make money at it this year. We will talk to both places and see which one will sponsor for a better deal. We need to find a member to run it. Road Captain Dylan Matsch has stepped down. Randy Holland has offered to do it. We would like to start having more rides after the meetings. Motion to accept Randy Holland as the new Road Captain. MSP RBR We need to start running the RBR with Chair positions as we do the Chili Feed. Should membership be the RBR Chairperson? She has enough to do as the Membership Chair at the event, we should select someone who can be in charge of the entire event. Dwight Smith has offered to run the RBR Motion to have Dwight Smith be the RBR Chair MSP STEAM Handouts for breakout session Jim Dahling will be doing a group riding class at the STEAM conference. We will need workshop booklets, cost is approximately $2 each. We will need about 100 or so booklets. MNDot will possibly donate this material. We need to have members e-mail Dwight if they would like to come to the STEAM conference. We will choose 1 member to go to STEAM, SCVR will cover the cost of their room. If any member has collected doorprize/raffle items for Midwinter Membership Drive, please get them to Sheila. We will possibly raffle tickets to RBR/Chili Feed at the Midwinter Membership Drive. Fail to Yield has made it through committee. ABATE MN has put in a letter of Support for the bill. We feel that we should also. Motion to give authorization to Jim Dahling or Jill Keilblock to give letter of support, or testify at any hearings as they deem appropriate for Failure to Yield bill. MSP We would like to encourage members to take ongoing rider training. We would like to set up a womens ERC – Possibly June 4th or 5th. We will set up 2 classes on one of those dates, to be held at St Paul Tech, Dakota County Tech or Century College. MN Patriot Guard is changing the date of their September event so it does not conflict with the Chili Feed. Have a Heart Foundation – we need to start setting up the ride portion of their event. They will let us pick the date. We will have Randy contact them. MN Biker Day Wed, Feb 2nd. Bus stops will be in Hastings, Carmike Theatre in Oakdale (694/10th) Winners of our contests (Most members, Advertising, sponsors) will be handed out at the Midwinter Membership Drive. We still need to purchase the Brick for Diane Mackenzie. Plaque for deceased members at Gas Lite, we have 4 members to post on plaque. We need to find a place to hold our meetings. We need one to accommodate the numbers who attend, and is quiet enough to be able to hear at the meeting. If you have an idea, please let a BOD member know. Next BOD meeting April 3rd at Dwight Smith's house, 2:00 Motion to adjourn 3:50pm BOD Meeting December 2010 12-05-10 Roll call: Membership dues: Biker Day MN Proposed 2011 Budget:
Motion to accept as 2011 budget MSP Motion to adjourn 5:25pm MSP BOD Meeting October 2010 2:10pm Roll Call – all present Riders Ed – Rules for reimbursement effective 01-01-2011: Have to be a member in good standing with SCVR for 3 consecutive years. Should retroactive membership years count toward the 3 year commitment? 6 yes, 2 no CF finances Products MRF donation – Do we want to back failure to yield at MN biker day at the capital? Should we sit back and see what is coming? Concern – we are possibly setting ourselves up to have a helmet law attached. Should we get involved in Have a Heart charity ride in 2011? They came to our meeting and asked that we set up and lead a ride. We can choose the date. They will pick up all of the cost for the bands, etc. Steam conference will be the 4th weekend in March 2011 in Bloomington MN. Every organization involved will need to send in $250 for start up money. Also, every organization involved will need to set up a seminar. Everyone in this room is considered a leader of this organization – there seems to be a lot of negativity amongst all. We need to learn to accept differing ideas and opinions, not chastise. We would like to set up a lottery of some sort to get a couple general members interested to go to the Steam conference. It is a great learning experience. Motion to adjourn 5:05 pm
BOD Meeting August 2010 Patty Thompson – excused Dave Anderson - excused Bill Fleischman – unexcused Chili Feed – additional chunk of land across the creek-across bridge will be available this year’s event, enough for 15-20 tents. Steve bulldozed, only tents will be allowed – no bikes. In the larger pasture, enough for 200 tents for 2010 – will need to be mowed. Cost $25/hour to be mowed. Lots of wood that could be used for the bonfire – wouldn’t need to purchase wood. Maybe discuss new area at gate – push it. Rent for new lot is $250 – does this include additional insurance? Should only cost additional $50-$70 for insurance if we even need it. Would need additional security posted at the bridge – for wristbands, etc. Install a light tower right at bridge. Motion made by Steve Landgraf to spend the $250 for the rental of the lot, the premium for the extra insurance. Second - Mark Koon. Discussion - $25/hour to cut grass – estimate 1.5 hours to cut grass. A lot of willows growing, etc. needs to be cleaned out. Need volunteers – but wood needs to be cleaned out first. Vote – passed. Printer - Juliann did a lot of research regarding printer. Discussion – if we keep the current printer, need to buy new image drums – about $550 – current printer is 5 years old. Can expect about 15,000 pages – which happened during the printing of the newsletter. Would need toner also. With a new printer, cost per page will be about the same – toner more expensive but prints more pages – prints about the same speed. Having trouble finding cartridges, etc for the current printer. New printer would cost approximately $800 + $100 IF we purchased bluetooth (wireless). Motion: Buy a new printer after September 1st, Motion by Jim Dahling, 2nd by Steve Landgraf. Motion passed. Merchandise – There is a full inventory estimated to be $5,000+ just prior to RB Run. We take about 20% profit. With financial constraints, we need to cut back on merchandise. For Chili Feed, get rid of stuff we got. Bev keeps track of product separately showing costs versus revenues. $4721 for product sales for 2010. Product costs of $4600. Last year’s CF purchased $5,000 in product and sold $7300. Don’t we want to carry only $2,000 worth of product? Except for a larger event such as CF? Let’s get inventory down a little – wouldn’t have so much money tied up or so much to store/carry around. Target is selling out summer tshirts – then just have CF logos put on – this would cut our per shirt cost – this would be the good quality tshirts. Advanced would then only get paid to sew on the logo. A full inventory with dollars is being provided to BOD this week. Treasurer - Opening a new account at Anchor Bank. Anchor Bank will work with us and won’t charge any extra for depositing extra cash like Wells Fargo has, as they are charged to turn cash back into the feds. Advertising – Suggestion by Sheila Sumner to sell advertising spaces on SCVR event apparel. For instance, a 2”x2” logo on shoulder or just below logo on shirt. Would only cost another $25 to add this screen to our printing. CF tshirts are not printed yet. For just CF event tshirts – about 250 shirts – a sponsor would pay $200 per slot – if we sold 5 slots – would be extra $1,000 in revenue to reduce merchandise expense. If an email was sent to potential sponsors and the current advertisers/vendors, could get commitment back from sponsors in 2-3 weeks in time for CF tshirt printing. Chili feed prices 2011 – MRO members should get reduced rates? Discussion if MRO members should get reduced gate fees, i.e., $5 per ticket, or on advanced ticket purchase only, or just at gate. At other events (i.e., Algona), can sign up right at gate. One problem is many CF advanced tickets are sold at bars – and busy bartenders are not going to want to check membership cards. CF is different in that we offer free beer and chili on Saturday – most other events don’t have the food/drink as part of the entry gate fee. Do the bands really draw the crowd? It is a blend of events–they come to our event because of our entertainment, always things going on the grounds, not just the music, more like a carnival. Discuss of gate fees for 2011 is tabled. Also, be sure to consider the vendor prices. Gate fees are always decided by the board. Vendor prices at CF meeting. Can always put it in newsletters if we decide to change the rates for 2011. Volunteer reimbursement – does putting up fences count as volunteer hours? Did it at the RB for two hours – do the volunteers get credit? Steve’s opinion should be volunteer – not a credit. Dwight – if they want to volunteer, 2 hrs fence – then still needs two other hours – needs to be cleanup for 2 hours in some other fashion? Has never really been clear guidelines for the RB Run. Four hours for each event was the concensus. Rider reimbursement – currently reimbursed for $6,000 in classes in 2010. Discussion - Should we change the policy? Should they need to be a member for a number of years? Should we make them sign up for 3 years for $36? Or just pay a portion of the class fees? Or should they have to come to a meeting? Come to a meeting for your reimbursement? What is our mission? Only reimburse for half of the class? Member in good standing, get reimbursed. Do we need a policy on how old is my class receipt? Policy, only get reimbursed at a meeting? Maybe will see what group is about. Can ask what you thought of the class when they attend a meeting? Check gets to them at end of meeting, so they stay for the full meeting. Should be a set of rules in place. Proposed rules to be discussed at the October membership meeting: - Turn in receipts in the calendar year when class is taken - Have already been a member for years or if new, must pay for 3 year membership - Cap is currently MN’s price – paying up to the cheapest. - Require volunteer hours at an event? No. We make a commitment to the education for riders, riders make a commitment to SCVR. Motion made by Jim to bring to discussion to be discussed at October membership meeting, seconded by Bev Sargeant. Motion passed. Fail to yield bill – Minnesotans for Safe Roads – to think about – 1) pursue the bill, 2) go after the bill, etc? Does SCVR want to work with them? Biker Day 2011 at the Capitol ABATE wants to see more people there. SCVR needs to think about what needs to determine priorities by end of year. Meeting of the Minds – who of Board is going? BOD is reimbursed hotel and entrance. Membership gets their entrance paid for. Volunteers just pays for meal. Dwight thinking about it, Steve maybe, Jim and Jill going, Mark is off. Discount registration ends August 22nd. If anyone decides after discount, $10 late fee is not reimbursed. Meeting of Minds contribution – Motion made to sponsor $2,000 by Jim, seconded by Mark – discussion – bring to general membership. Passed. One opposed. Chili Feed - Sheila to advertise at CF - free 2010 membership with purchase of advance 2011 membership, only one newsletter would be SCVR cost for this. Agreement – already been done unofficially in the past. 2011 meeting schedule – BOD meetings remain on Sunday nights at 6 p.m.? One or two preferred week nights? It is only one meeting every other month. First Sunday every other month. October 3rd at Mike Deavey’s, When SCVR BOD meeting is at an individual’s house, should not be on web – should then be at a public place. On website, we will post date/time of meeting, interested attendees should contact a board member. Next chili feed meeting is Monday, August 16th, 6 p.m. at Gas Lite. Tickets are available. Adjourned – motion by Jim and seconded by Bev. Motion passed. Roll call – Jim Dahling, Mike Deavey absent excused WI basic riders cost vs. MN basic riders cost Motion that the SCVR payment reimbursement be changed to ‘up to 20% above the least expensive on the MN/ WI state recognized training course’ effective Jan 01, 2011. MSP Website/Paypal/Election link. We have purchased dreamweaver software for the website. We are working on getting the website cleaned up. We need to get RBR tickets available online ASAP!! Bike Show update Getting ready for this weekend. Ballots are ready – everything is by vote. RBR update – stops are set up – need to post bars on the website. Vending machine raffle – it is not an 8 ft machine. It does come with beer. SCVR branding We should start a book of policy and procedure for all facets of the organization. (SOP) Chili Feed, RBR, Midwinter, all chairs/ positions put into print by Jan 1, 2011. Motion to adjourn 8:52pm
Meeting called to order 7:12 p.m. Present: President Dave Anderson; Vice President Mark Koon; Director at Large Steve Landgraf; Director at large Joe Thompson; Treasurer Bev Sargeant; Emeritus President Dwight Smith; Lisa Lundmark, Public Relations; Angie Meuwissen, Election Judge. Shelley Landgraf, Temporary Notetaker. Excused: Wisconsin Leg director, Mike Deavey; Sargeant at Arms, Ray Miller; Secretary, Patty Thompson; MN :Legislative Director; Jim Dahling. Article 6.2.3 - Discussed a change to be a standing committee: Finance Review Committee, which shall include the President, emeritus president, and two trustees to be elected by the general membership. SCVR Treasurer to be included as an advisor. This was discussed due to a motion at the January SCVR meeting. Motion to change by-laws as stated – 1st - Bev Sargeant; 2nd, Joe Thompson. Vote. Passed. April Steam Meeting - discussed. Forms completed. Rooms needed _____?. This will be completed via email. Meet at a central point and leave at 11 a.m. Friday? Meet and greet starts about 7 p.m. Newsletter coordinator – Discussion of the need for a new newsletter coordinator starting June 2010 – Juliann Anderson has volunteered to take it over. Does this require a vote by membership. It was determined a vote was not needed. No one else has stepped forward. Membership Coordinator – Discussion. No one has stepped forward. Juliann will do this through the Round Barn Run. Web master vacancy – Mike Banks moving to Tennessee. Jeff Berg has a Mac. Dwight volunteered to be the webmaster if he can purchase the appropriate software. Discussion regarding purchasing Dreamweaver – seems to have more options/sophisticated – especially when several are doing the web site. Should web site be redesigned? Web site seems a little antiquidated. Frontpage software is another option – more compatible with Word. Who has the password to Pay Pal? Can Julianne change the password. Election Judge: The next SCVR Election Day is June 13th. Discussion of who would be election judge for June elections. Election judge needs to do absentee-ballots – which needs to be completed first – in time for next newsletter. Will respond to phone calls, emails, etc. Ballots need to be in by a certain date – how firm is the deadline date? The election judge needs to have guidance, structure and parameters. Is this a ‘Coordinator’ position? Will announce at April meeting. Elections must be in newsletter. Dave Anderson will ask Jeff Smith, a former election coordinator, to type up process for elections. To further help Angie, process needs to be cleaner than last year. Absentee ballots were an issue last year. Angie was present for discussion and will coordinate with Dwight and Dave to get information into newsletter. SCVR Branding: Discussion took place regarding the brand of SCVR. Lisa walked the Board thru the history and previous discussions. SCVR has multiple logos, older versus newer. There are marketing efforts going on for web site, trailer, booths, booths, etc. For the brand, we need to be consistent with how we use the brand. When the trailer goes down the road, we want it to be recognized. In order to generate revnue, there is some risk. If these huge events are taking place, this is a way to draw people and make revenue. The previous poster campaign was dropped. One of the reasons was there was no budget. When there is no budget, momentum runs out – members get burned out. To get volunteers, you sometimes have to have a carrot. If we need a really good graphic design, it may cost a couple of hundred dollars. Need something to lead with. If you have to go find something for free, it takes longer and closure never comes. It is more of a challenge. We cannot have a ‘can’t do’ attitude – must have a ‘can do’ attitude. It is hard to volunteer with no budget at all. Marketing can’t be run without any resources. Lisa distributed a handout summarizing possible ideas for marketing SCVR – branding. Lisa listed the needs to have a consistent plan. If you get one logo design, you then have guidelines for usage. For instance, how much white space there is, makes a difference. Key message is a huge thing. Having 12 words or less of who you are, then talk about it at every meeting, is a key thing – then people know what you are about. Key message is something to drill home (i.e., Geico 15% or less is an example). Key message would be on everything you are at. Key message goes with logo. For instance, SCVR currently has 3 logos they use – people are confused. Must be visually appealing to young and old alike. The old would disappear into the archives, write an article and can stay in the website in archives. Do we want a brochure that looks like we print it ourselves or by a professional? SCVR has the appealing big logo and the two-state logo, then the ribbon. If elements are different, they don’t tie together – hard to recognize. We don’t want to project a club – it is about safety and rights. We want to sound serious and professional. If 18,000 web sites have a flag in the background, then we are just another group with a flag. Take a locked design and split it off depending on what you are doing – but just don’t have 3 different logos. Should have search engines on the web site – so when people search for motorcycle rights – SCVR pops up in the top ten. This can be done for relatively cheap. A company builds meta tags in the background so that speaks to the engines. For instance, shredding versus document destruction. So you populate your site with these common terms with meta tags and will pop up automatically. Having an appealing web site is important – the tabs on the left side, i.e., when hover, sub titles show up. People want information fast. If people don’t find it right away, they go away from the web site. SCVR doesn’t have much stimulation on the web site. Too many documents or scrolling, loses customers. Maybe we have a user group to look at the web site to get feedback for improvements. Discussion continued about this is a good time to start marketing efforts. You want to get people pumped up and get excited about the web site. Could potentially change the template of the newsletter whatever was decided, including the point of sale – the brand would be carried through, including a 3-word tag line, i.e., live free, ride free. But everyone uses this. Not sure if we qualify for free public service message – can’t be used to sell. Video production is in planning stages. There can be home videos or spend a lot of money. We do want to target a young audience – but need to figure out the plot of the video. Should it be fast paced? Funny? We have some volunteer actors. Dwight’s daughter, Matt, Dave Anderson’s daughter and significant other, need a videographer, take direction, edit, cut, etc. Someone who knows how to work the camera. then do some editing, etc. To summarize: We need to have an annual budget for branding to make it a higher priority. Priorities would be set each year. Even with minimal dollars, what can be done. For instance, pick a couple of trade shows – cannot do every show. Purchase signs one year, and use them for a couple of years. Have a nominal amount budgeted for a priority project or two. Or take a small percent for marketing to market our cause. We shouldn’t be happy with same amount – we should be doubling our memberships. By membership going up, draws more to events, more resources. Leveraging resources for marketing works to increase SCVR’s membership. Doesn’t take money to decide on a consistent logo and continuity – what brands us. Then next budget period, maybe setaside some marketing dollars. Maybe just a motion for a special marketing project. Once decisions are made, then need someone to give to get a final signoff, i.e., before it goes out to the public. Ask the question, does this fit in our marketing plan? Is the feel we intended? The merchandise already kind of follows a consistent look. However, we don’t have a guideline for pink t-shirts as an example (use consistent colors, only). PR – is more press releases – getting message out. Marketing is overarching. For the newsletter, a template would be created. Use a private vendor to pay $15/month to send out the newsletter via email. Does marketing need a motion? Should there be a smaller committee to make recommendations to the board - maybe a workshop – to figure out what coming up with a consistent brand/message, etc. Steps for next step – The free things - consistency of logo, come up with a timeline or gantt chart, have what accomplished by June ____, video by August ____, set priorities for public relations coordinator. Want clear direction. Moving toward our marketing to a targeted audience could be done at a later date. Need to prioritize, get a group together, consistency, next steps, key message. Migrate away from old logo. At next meeting: Discuss at next meeting. First step is to create a marketing committee. Juliann Anderson, Steve Landgraf, Lisa Lundmark to discuss priorities, next steps, etc. PO Box authority – who has the authority at the St. Paul Park post office – Mark has filled out the forms – not sure Bike Show at Curly’s May 22 and 23rd – Discussion regarding exposure for SCVR and business at Curly’s. Charge admission for cars. Sell t-shirts. SCVR will run an ad. Also place an ad in next newsletter and announce at next meeting. Pass out fliers. Need to buy trophies, etc. Need a volunteer to run this? Let’s look at cost of t-shirts, how many we sold, etc. Not order any extras.. MRF Report on agenda. Motion at last meeting to add ‘MRF report’ officially on the agenda Discussion – if this motion was approved, it would need to be added to by-laws. Would it be better to keep under ‘new business’. Under ‘new business’ requires no by-law change. Keeping it under ‘new business’ follows precedence. Vote by board: Motion made by Dwight, Steve seconded. Discussion took place regarding steps to take, etc. Motion failed. Reimbursement. Motion by board made to reimburse Dylan Maatsch $100 for inconvenience of broken glass for vandalism on bus during legislative visit to Madison. SCVR takes no responsibility for liability – just providing $100 for inconvenience. Dave Anderson – first – Steve Landgraf second – discussion. None. Vote was tied. Tie breaker by President - made it in favor. Scheduled Rides – Discussion regarding more SCVR scheduled rides. For instance, after a meeting, there would be an official ride to go somewhere specific, for lunch,, etc. Dave will talk to Dylan. Next board meeting – May 20th, Thursday, place to be determined. Adjourned at 10 p.m.
January BOD meeting01-21-2010 Roll Call – Jim Dahling – absent excused MRF is asking SMRO’s to let them know who will be the state rep. Each state can have 1 representative. Todd Riba , Charlie Dowell to be an assistant. Jim Dahling was nominated as a chapter representative for ABATE MN BOD. (Mississippi Valley) He would like our input before he goes any further. He will call later to see if we have any questions. Should we create our own postcards to mail out for Biker Day? Mass e-mail? Phone call? (8¢ per call) We think we should do one phone call for both states and an e-mail for WI members, and MN members. Motion to make donation to ABATE WI for their lobby day. In the past we have given between $1500 to $2000. We are not paying for a lobbyist other than expenses. We have asked Mack what they are doing for a lobbyist, he would not say, they will announce soon. We do not have the resources in WI that we have in MN. Should we match what we give for MN lobbyist? We have no way of knowing what we might spend in MN at this time. Motion to give ABATE WI $1500 MSP
Jim being the ABATE MN (Missippi Valley Chapter) Board rep Jim Feels that it would be great to have one of our BOD members attend the ABATE BOD meetings. As long as he can handle the addition, we are OK with it.
International bike show, Feb 5-7th. Hours 4-9, 9:30-8:30, 9:30-4 Steve/Shelley (Friday night) Mark/Dawn (Saturday morning) Dave/Juliann (Saturday afternoon) Ray/Bev (Sunday) Patty will do breaks on Saturday.
Budget 2010: Please se attached document with 2009 actuals and proposed 2010 budget. Chili feed, we are going to raise the budget to $110,000 (20th anniversary). We are looking for sponsors to offset this cost. KQRS is in talks for being a sponsor. We are shopping around for better deals on generators. 2009 was the 1st year volunteer reimbursements were added as expenses. 2009 $10,000 sponsors $8,000 vendors $83,000 tickets. Should we try to separate vendor/concert area? That would be a major area to fence off. RBR – 2 pigs? Expenses for Ron was $586 we will have volunteers serving the food. We were down on attendance, but had more sponsors. We should get an advertising committee. We should have a contest for our members to get advertisers for the newsletter. Motion for $50 prize for the member who gets the most $$ in advertising, and $50 for the member who gets the most # of advertisers. MSP Merchandise – our prices are competitive – we do not want to raise them. Possibly hand out 2 drink tickets at roadside cleanup. Conferences – the membership used to vote on all trips. We need the membership to be more involved in how much we spend. Newsletter – As our number of members goes up, and we gain more advertising – the cost per newsletter will go down. Riders Ed – we always budget a certain amount. We maybe we should require an extended membership in order to get reimbursement? Possibly only reimburse $100-$150. We can address these issues if/when they arise. Sunshine fund. What should we do if something happens to a member in January (before they renew)? If they have been a member for the past few years, they can have a 90 day grace period. Motion to accept 2010 budget (attached) MSP Motion to adjourn 10:12pm MSP Next BOD meeting at Steve Landgrafs house. March 18th
4th Quarter BOD Minutes 12-17-2009 BOD meeting Roll call – all present Lobbyist 2010 – in the past we have given $$ to MMRA, the last year the were in existence, we gave $5000. We paid lobbyist Tom Workman $5000, past few years we have had contracts with the Bohns $2000 (2008), $2500 (2009). Jill Keilblock is a registered lobbyist – her employer is OK with her lobbying for us. Tom Workman has resigned as MN ABATE lobbyist. Jill knows her way around the capital and is happy to do it. She is not looking for any financial reward, just expenses. We possibly will need a backup plan in case anything major comes up. Motion to retain Jill Keilblock as our Lobbyist, to pay any expenses and her trip to Washington DC. If we have an emergency arise, we can retain another lobbyist to run tot the capital. The emergency plan to be finalized in January. MSP Dave will contact Mack to see what
ABATE MN is doing, we will research a few options.
Possible bylaw change. – Finance committee and changing our fiscal year to calendar year. Motion to change the bylaw change as written. We will need to send new bylaw
changes to the state ($35.00)
Share a booth with Dial-a-ride. $600.00 for space. Up to $200.00 for printed materials. We could get our own booth. More people would be attracted to a larger booth. We can list this on our AMA grant application. It would get our name out there. We spend approximately $25 per swap meet. Our finances are down this year. Maybe we can get the people who sign up to stay as members. Motion to share a booth with Dial-a-ride contingent that we can sell or merchandise and how many people can man the booth. Longer shifts, less people working. Feb 5th, 6th, 7th Friendly amendment We share the booth with dial-a-ride
(at a cost up to $800) contingent that we can sell our merchandise, BOD
will supply workers without reimbursement except merchandise chair (2
tickets). MSP
Bylaw article 3.0 to not let couples have top 4 positions on the BOD. Is it opinion or due to access of funds? Some members are tired of spouses/significant others being on the BOD. How do we choose who cannot run. If this motion is adopted, we would have to define a couple. If the membership does not want couples on the BOD, why are they being voted in? A small number of members run for the positions, if they are the only ones stepping up, why should we exclude them? We just do not have the number of volunteers to start turning them away. Motion to amend current motion to change to any BOD position (not just top 4 positions) cannot be spouse/significant other on the BOD. Seconded Friendly amendment that they are not couples on the membership form (cohabitation in a committed relationship – provide care/sustenance – as per definition by MN. Roll call vote Mike Deavey – Yes but wanted to make it a point that he does not feel it is in the best interest of the organization. Ray Miller – no Joe Thompson – no Mark Koon – yes Steve Landgraf – yes Patty Thompson – no Bev Sargent – no Jim Dahling – yes
Tie breaker to go to president Dave
Anderson – No
Vote on what the membership originally passed at general meeting Motion to not have spouses/significant others in the top 4 positions on the SCVR BOD 3 yes, 4 no Motion does not pass
Bob Illingworth award criteria To give this award at the midwinter membership drive. Who nominates this person – bring nominations to the president. Should be involved in political side (attend Biker Day at the Capitol, lobby, etc.) Should volunteer # of years in the organization Must be a current SCVR member – unless deceased Cannot be a current BOD member The president will make the final
decision as to who will receive the award.
Motion that the president shall determine who is chosen for the award Msp Motion that nominees are submitted by BOD or member in good standing in writing to the president Msp Motion that this award be given at the midwinter membership drive Msp Motion that the criteria for this award be that the person is politically active, they volunteer, current member – or deceased past member, and cannot be a current member of the BOD. Msp
Motion to increase BOD meetings to bi monthly. We can always call for a special meeting if we need to. The organization is getting larger, brings up more issues. We need to look at ways to cut down the time of our BOD meetings. Should we look at having them before the general meetings? Should we keep the same schedule we already have? (3rd Thurs of the month, every 4 months) Motion to change the bylaws to have
our BOD meeting every other month. MSP
Wrap up the AMA grant We all looked it over, it looks
good.
Fail to yield update There is a new author carrying it
in the house, looking for a sponsor in the senate
PSA for U-tube Lisa Lundmark is working on a PSA for u-tube. Trying to attract younger riders. U-tube is free. Any publicity is good publicity The script will need to be approved
by BOD
BOD term limits should we increase term limits? This will be on the agenda for next meeting This has been discussed in the past. Tabled until next BOD meeting
Budget to actual Chili Feed income/expenses, RBR income/expenses Merchandise Merchandise should have it’s own. We need to look closer at product sales, and discuss inventory. Variety does sell. We need to run with a tighter inventory. Possibly give members discounts?
Motion to adjourn msp 3rd Quarter BOD Minutes 09-17-09 BOD meeting
Roll call – all present
Wireless card machine for merchandise. $19.95 per month. $40.97 machine rental $15 wireless fee. (approx $910 per year) We set up approx 19 times per year. Profits would need to be approx $50 each time to cover the cost. We rarely get asked f we take cards. There is still a charge even if you do not use the card. Sometimes the fees can differ by credit card company. Motion to not move forward with attaining a credit card machine at this time. MSP
SCVR historian
Our organization is almost 20
years. Gary Tonges/ Gary
Wetschreck will get some things together. Old fliers/ board members. President
will appoint someone to get this all together.
Mass e-mail criteria
We have had requests to do mass e-mails other than legislative updates/SCVR business. There should be criteria set up for this. · benefit information, the person should be (minimum) one year member of SCVR · life changing events · legislative reports · SCVR official business some feel that if we start opening
the flood gates to what we send out, the members receiving the e-mail
will disregard it as spam.
Motion to, if members ask, send out
SCVR mass e-mails about benefits (as long as the person the benefit is
for is (at minimum) a 1 yr member), life changing events, legislative
updates & SCVR official business. MSP by 6-2 vote
Disclaimer on message board
We should have disclaimer posted on
the message board that SCVR can remove/delete any post at our
discretion.
Paypal on website We will look for someone to help
get the paypal button set up on website so people can sign up to be
members/ buy merchandise.
Trademark update
We have a lawyer looking into it
2009-10 lobbyist
Jill Keilblock to possibly be our
lobbyist. She will need to
check with her employer to see if legally she can before she can accept. Our current lobbyist is paid $2500. If Jill cannot, we will see if the Bohns would do it for us
again.
Finance audit team
Our treasurer is for it! Good practice for our books. · trustees will serve on rotating basis. · These positions are to be elected by the membership, not appointed. · Any member in good standing can fill the position.
We are looking for a few extra sets of eyes at the books. Possibly the ex president, and 2 rotating elected positions. There would need to be a bylaw change before this can go into effect. Tabled until next meeting to look over our current bylaws. Straw poll – should we look
further into this? Yes.
(8-0)
MN safety committee recommends
mopeds/scooters to be included with regular motorcycle endorsement.
Currently, a moped is anything motorized/2 wheels/ no pedals/ 49 ½ cc and under and cannot go over 30 mph. If they crash it does not (currently) go under motorcycle statistics. Currently the mopeds can park in bicycle parking. Safety Committee and ABATE MN are for making the recommendation that mopeds/scooter riders should have valid motorcycle license in order to drive on the streets. They would be able to take MC test and pass on the moped/scooter. We do not feel that we should abstain from this. They are talking about changing the motorcycle rule, not a law. Motion to NOT accept this as a
recommendation. MSP
Right of way bill
We should back away from presenting it again this year. It did not pass in the long session last year, very dangerous to bring attention during a short session. People are pushing cleaner lifestyles. We are dealing with a dangerous area. We should wait to see who is elected before we proceed. Unofficially, we will talk to senators/house to see if we have a chance before we proceed. Jim will look further into this. Motion to make this a Dec BOD agenda item and to make a decision then. MSP Mid winter party
Feb 20th RBR 2010
July 9-10-11 (weekend after 4th of July)
CF Volunteer appreciation party
Saturday, Nov 21 We will talk to Bill to verify is
we can keep this date.
Motion to recommend to the
general membership to do the pledge of allegiance, then start the
meeting. MSP
Possibly to have BOD meetings
every month, instead of quarterly.
This might cut the length of the meeting. Tabled until Dec. BOD meeting.
MRF $2000 donation
This amount was approved by membership. Motion to donate $2000 to MRF. We have given this amount in the past. MRF are our eyes/ears at the federal level. MSP
Bob Illingworth award discussion
moved to the Dec. BOD meeting.
Motion to adjourn 10:00pm MSP
2009 2nd Quarter 06-04-2009 2009 1st Quarter BOD Meeting
03-25-2009
7:05 p.m.
Roll Call Dave VanderSchaaf absent – excused
Jeff Berg absent – excused 2008 4th Quarter BOD meeting 12-11-08 7:03 pm Roll call: Jeff Berg absent excused. Road Captain approval: Dylan Matsch has shown interest. He knows the WI roads. Motion/2nd to approve Dylan Matsch as the new road captain. Discussion: The previous road captain has offered his help any time the new RC needs it. We need to make sure that the new RC has a clear idea about what we need them to do for this position. These duties to include RBR, Most miles for a member and to organize the ride for MOTM 2009. MSP to accept Dylan Matsch as the new road captain. Jeff Bradt has officially resigned as the MN legislative director. Jim Dahling and Jill Keilblock have shown interest. This position is appointed by the President. If it is decided that Jim Dahling will take over the position, he will need to resign his current position, then be appointed.. We can run the BOD with one less director. The BOD would like to fill the vacancy, if needed. We would like to have a legislative director with some experience. We also would like to get a new face for the position to gain some new perspective. This position will not be based solely on lobbying experience. Budget: Checking balance $38,711. we made approximately $6000 this year. In 2007 we lost $9000. in 2006, we made $6000 too. We actually made ~ $22,000 in 2008 than 2007. The $2000 donation is currently listed as a conference fee, should be under donation. Motion to accept treasurers report. MSP to accept. There will be a BOD meeting January 11th, 11:00am to discuss the budget for 2009. Merchandise: Lisa Leslie has decided to resign her position as merchandise coordinator effective after the midwinter membership drive. There are a few ladies who have expressed interest in possibly filling the position. We would like to get a paypal account set up on the webpage for Merchandise and Membership. We possibly have someone to help to teach us how to do online sales. Curly’s Bike Show: Saturday, May 30th Electronic Phone Calls: meeting reminder postcards cost us approximately $237 in postage, $17 for paper and $75 for toner. The total cost(about $325) to go to 880 households is approximately $.37 per house. In the effort to save money for the organization, we would like to look into sending out reminders/ other useful information via electronic phone calls. This would cost approximately $130 per month for unlimited calls. (about $.15 per house) The message would be recorded by the President of the org. We would lose the postcard with all SCVR events listed. RBR is July 11 2009. With phone call, we can get our messages out to our members ASAP. This can be used on a trial basis – for 6 months. Having emergency contact with members is important. Motion to try on a 4 month trial basis and to discontinue the postcard reminders. Seconded. Amendment to the original motion to try this for 6 months and to discontinue the postcard reminders. Seconded. MSP to try the electronic phone calls for 6 months and to discontinue the postcard reminders. BATE WI donation: Can we donate money and have it earmarked as we did last year? – yes. Could we possibly use the money to pay for the hospitality room at lobby day, and hang a banner? We have a large # of members from WI. This money should be used for Lobby Day/Legislative expenses. We would like to ask if we can hand out a membership pamphlet to all who go to lobby day? Miller might make s a sign. Motion to donate $1500 earmarked for lobby day/legislative expenses and to ask that a membership form be included with all of their packets and a sign in the hospitality room. Membership Dues: We need to finalize this decision. The membership dues should cover basic membership expenses. These include - Newsletter, postcards, sunshine fund and riders training. (about $14,000) If the phone tree works, we will save about $1800 per year. CF $ covers legislation/MOTM/STEAM – these things are not solely for SCVR members. Membership dues brought in approximately $12,000 in 2008. We need to look at where we can cut costs to keep the dues low. Some examples, look at the number of volunteers, edit newsletter to be less pages, get memberships online, electronic newsletters. It is important that the members are aware that we are trying to cut costs so we can keep the dues low, but if this is not enough, they might go up. We would like to add a line on the membership form in case a member would like to donate a bit more to the org. MOTM – all BOD members should attend. SCVR to cover all room/travel/food. This was our 2nd year as an organization going out there, and we are very well recognized. The BOD needs to go to get training and connections to do their elected positions. Dues have not been raised in 10 years. Motion to keep the 2009 dues the same, with a donation line on the application also that with cutting expenses we reevaluate again at the end of the 2009 legislative session to decide what to do about the 2010 dues. MSP Legislation: Mandatory training for new riders. ABATE MN will not support us. MRF will not support us. MMAC is against it (by vote of 7 to 5) Chances of us passing this bill are very good. Of the respondents, our members are 85% for it. We need to make a decision about what to do. We do not want to start an internal MC war. Motion to recommend to members not to advance the concept of mandatory riders training legislatively at this time. MSP Raising MC tab fee: Abate is not sure if they would fight it. The College said that they do not need the extra money for training. For a $2 increase, they would make $500,000. If we are not expanding the program, they do not need the money. Motion to recommend to our members to not proceed forward with raising tab fees at this time. MSP Raising the penalty for riding without an endorsement/permit 22% of problems/fatalities are those riding without a permit/endorsement. If you get pulled over without a drivers license, you get minimum $200 fine. As a motorcyclist, you might get a ticket, might get a fine, might tow the bike. This would not be creating new law, but increasing the penalties to match those for an automobile. We will need to trust our author to pull this bill if there are attachments. Motion to recommend to our members to formulate a bill for not having a MC endorsement/penalties to match the penalties of not having a drivers license in conjunction with ABATE MN. MSP Education: The packets that we sent out to drivers training centers – about 6 months age, we will get feedback in about another 6 months. Lobbyist – Ray/John Bohn. They quoted us $2000 for 2009 to keep us aware of any legislation that might come up pertaining to MC. This is a necessity to have. Motion to hire the Bohn’s as our lobbyist in 2009 for the cost of $2000. MSP Trademark update: This is in process. It is currently at the Trade Commission for approval. Our current bank has been nickel and diming us. We would like to shop around for a new bank that will not cost us nearly as much (currently about $1000 per year) Right now our budget is currently 1st day of april (fiscal year) We should change this to a calander year. Also, we would like to see about getting a wireless credit card machine for merchandise/membership. *******Bylaw change******** Article 6.0 Motion to change fiscal year April 1 to calendar year January 01 MSP Motion to adjourn 9:52pm MSP 2008 3rd Quarter 09-19-2008 2008 2nd Quarter BOD meeting 06-03-08 2008 1st Quarter
2007 4th Quarter12-27-07 2007 3rd Quarter BOD
09-27-07 7:00 pm 2007 2nd Quarter 06-26-07 2007 1st quarter 03-26-07
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