Feb 3 2016

Attendees:  Debra Banks (b), John Lee Ellis(b),  Lynne Fitzsimmons(b),  Rob Hawks(b),  Spencer Klaassen(b),  Susan Otcenas(b),  Mark Thomas (b)

Meeting started 5:00pm PST

1         Prior meeting minutes approval

·         Passed

2         Confirm Email Vote on Sierra Vista RBA Application

·         Passed

3         Eastern PA RBA Succession

3.1       Discussion

Board members noted that the application was

·         Thoughtful

·         Complete

·         Has route design experience

·         Seemed that he was on top of things

·         Has volunteers

·         Is responsive to questions

3.2       Vote

·         Motion:  Approve Andrew Mead as Eastern PA RBA, succeeding Tom Rosenbauer.

·         Passed.

4         Follow-up on the Insurance Portion of the 2016 Budget

4.1       Discussion

The treasurer noted that most of the RBAs perceived the new insurance plan as beneficial to their regions.  Some RBAs had detailed questions on what and was not covered.  There was pushback from one RBA on having to pay $5 for non-member riders.  There is not a sense on how many regions will drop their individual coverage.

One RBA said that non-member results would just not be reported.  That would be detrimental to the organization if that occurred.

There is a need for someone to make forms for the website, such that RBAs can request a Certificate of Insurance (COI) for their region, and also such that RBAs can request an ad-hoc COI to cover a third party.  There would also need to be a mechanism for transmission of those forms to our insurance agent.  This needs to happen by Feb 15 2016.

There was some discussion about asking the current RUSA Insurance and Liability Committee to manage this.

4.1.1       Vote

·         Motion:  Due to the logistics of collection, to defer the start date of the new insurance scheme to Feb 1.

·         Passed.

 

4.1.2       Discussion on the Implementation of Insurance Billings

The Board discussed billing once a year vs billing annually.  Billing once a year means there would be a single transaction per RBA, rather than one for every brevet over 200k during the year.

The question of is someone considered a member if they join or renew their membership after the day of the ride was raised again.   This broke down into two topics – member for the sake of awards and member for the sake of insurance billings.

4.1.3       Resolution

·         The Board decided that membership for awards and membership for insurance billings would be separated.  We can be lenient for awards, but the rider was indeed a non-member for the sake of insurance on the day of the ride.

·         Insurance billing will be annual.

5         American Randonneur Award

5.1       Discussion

The Board discussed the merits of the nominees.  It was noted that all the nominees were deserving, and it was a difficult decision.

5.1.1       Vote

·         Motion:  Select Vincent Muoneke as the 2016 American Randonneur Award recipient.

·         Passed.

6         Adding a Member to the Rules Committee

The chair of the Rules Committee proposed adding Tim Sullivan to the committee.  After discussion about RUSA process for creating committees and appointing individuals to the committees, and discussion on Tim’s suitability for the committee, and what relevant content is in the Bylaws…

6.1       Vote

·         Motion: Add Tim Sullivan to the Rules Committee.

·         Passed.

6.2       Action Item

Dan Diehn, who is reviewing RUSA’s documents, recommends that the Bylaws be updated to state how committees are formed.

7         Creating a new volunteer position:  ACP/RM coordinator

Deferred to email.

8         Routes Committee Distance between Services clarification

The Board decided that Routes Committee's expectations and the RBA Procedures should be congruent (so that RBAs can verify that what the Routes Committee is asking for is described in the RBA Procedures, as agreed by the Board).

The RBA Procedures are the guiding document for RBAs, and the chairperson of the Routes Committee can suggest changes for that document to the Board, for discussion and possible update to those procedures.

9         Additional Business/Future Agenda Items

·         How to address the list of items from Dan commenting on our board practices.

·         Website update.

·         RUSA Logo update.

·         Should the Board have a strategy/grand plan?  Typically Boards to have a big picture of things they want to get done.  Currently, issues come up organically; the Board does not have a plan it is acting on.

Meeting concluded 7:08 PST

Next Meeting: March 2, 2016, 5pm PST