Buffalo Chips Board of Directors meeting minutes
Draft minutes, unapproved by the board
Oct 4, 2010
Present:
Ed, Maggie, Leslie, Dennis, Dan, Jenny, Jennifer, John, Tony, Arnold, Mark
Race directors reports
Stampede
Not much new to report.
The number of racers was down about 200 this year.
We did get some great donations from Whole Foods and Mark Lantz’s employer.
Treasurer’s report:
Balance in the bank is $53,365 but we will still have many expenses to pay.
Chips’ Bible and the Enquirer newsletter are estimated at $4,600.
In the end we have an estimated loss of $3,000 for the year
We budgeted a loss of 13,000, so that’s good news.
That will leave us without about $26,000 in the bank, which is way more than we need.
Ed
Still, even a $3000 annual loss is not sustainable. Eventually we run out of reserves. If just a few things change, our bottom line number becomes a much bigger negative. We need to prepare for that.
Dues
Ed…we spent a lot of time on this in December, discussing the issues….We were looking at a $12,000 loss, which is not something a majority of the board was comfortable with going forward.
My recollection was that , we took a vote and agreed to raise the dues by $5 starting in 2011. That’s not what others recall, and it is not in the minutes. We can vote now to correct the minutes to reflect that, vote again on the dues increase or vote on a different proposal.
Jennifer…Since we are not in dire straits, and the economy is in dire straits, it’s not a good message to send right now to increase dues.
Leslie…This may not be the right time. ….We have been holding steady at the same amount of membership….
Jenny…If in fact we are going to help people pay for races, you get something back, incentives, jackets and clothing, $35 per jacket is one membership. If we are going to start paying for races, giving away clothing, we need to make sure we are getting the dues to pay for it. Every week I hear from someone who says, I think I deserve a jacket. That $5 was going to help offset people paying for races, and apparel.
John…That is only $1400, it is not going to affect our budget tremendously.
If we are concerned about driving, the club revenue, I don’t know, I don’t have a problem raising the dues, but if we are looking to increase revenue, this may not be the way to go. It might be more effective to do some marketing, draw some people into the club…
One of the concerns I have, with regard to revenue, as we saw with Stampede, Jed Smith, we are having a hard time getting volunteers to show up and do some work. When we go outside the organization, to get volunteers, we have to provide cash, donations. I see it as inescapable…Tthe same people show up all the time.
Dennis..
$1500…I think we can make that up in the races.
It might be better to raise the race fees instead.
Tony
Volunteers…that’s a separate issue. But maybe we should look at the race fees.
Irrational as it is, $5 in the dues makes a difference in the way people make these decisions.
Mark
A lot of opportunities to raise revenue. Our races are underpriced.
Jose
Last year I raised the rates $5 for stampede…Nobody said anything
Arnold…We talked about adding value. Maybe do that first, then talk about the dues.
John….We could have people kick in 10 bucks for the training program…..to help offset the cost of that service.
Motion to raise dues by $5 by Weintraub. Second by Blue.
0-7…the motion fails.
John….
New motion
If as of Oct 2011 meeting, if the budget is not in the black projected for year’s end, dues will increase by $5 as of Jan 1 2012
Second by Weintraub
10-1. Motion approved.
Web site
Jennifer….Can we put the minutes from the board meetings on the web site
Training coordinator
Coaching….people are doing great..getting lots of prs.
Seems to be going really well
More Race directors
4th of july….got a check from Ken Press (SacFit) for 350….puts us somewhere in the black…
SBA…nothing to add
XC…Race is next Saturday…looks pretty good. Pre-reg is up a bit. Been weak for the Chips. That’s disappointing…maybe a lot of people will show up on race day. We have been trying to keep expenses down. That seems to be working well. I could use more volunteers. George Paddeck will be the race official.
Enquirer…got one at the end of July.
Should we put the minutes in the Enquirer? No.
Bash
Jenny volunteered to chair, co chair.
Abe was doing it. He will help.
Awards
Dennis will procure the awards
Mark, John Blue
Volunteers, prime agenda item for the next meeting
Race team/race team incentives, something to work on,
Adjourned 853 pm.
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