Randonneurs USA Board of Director Minutes

December 12, 2023

1. Call to order: The meeting was called to order at 8:01 p.m. Eastern time, over Zoom.  The following members were present.  
   1. Bill Bryant
   2. Dawn Piech
   3. Charlie Martin
   4. Dan Driscoll
   5. Rob Hawks
   6. Vinny Muoneke
   7. Gardner Duvall
   8. Dave Thompson, member-elect
   9. Greg Merritt, invited presenter
       
2. Greg Merritt appeared to discuss his written report, called “Proposal to improve Randonneurs USA’s collection and use of member sex/gender data to better meet organizational values and objectives.”  This includes consideration of data collection, gender identification in awards, privacy, and inclusivity.  The Board deferred discussion on the report in light of the full agenda.  The Board thanked Greg for his thorough report.
    
3. Minutes: The minutes for the November 2023 meeting were approved.
    
4. The Treasurer and member-elect Dave Thompson appeared, having submitted a written report.
    
5. Gardner Duvall reported on the review by the Financial Audit Committee Treasurer’s written report and supporting documents, and Dave noted that the FAC Chair Lois Springsteen reviewed the account balances.
    
6. The RBA-L and Brevet Coordinator submitted a written report.
    
7. The Website Committee submitted a written report.
    
8. Charlie Martin began a discussion on gravel credit for permanents.  It was agreed that the target date for starting the program is February 1, 2024.  The Gravel Committee was tasked with writing the rules and procedures modifications necessary to inform and guide riders, and the Web Committee was tasked with completing the work needed to manage the program.
    
9. Dawn Piech reported in advance of the meeting the highest unsubscribers since starting Between Controls, despite moving the release date later than typical.The November stats were:
   
   3,728 sends
   77% open rate
   14% click rate
   Total unsubscribed: 8
   Total Click Through:  626
   
   Of the clicks on the page, studying the heat map, the TOP THREE Areas Clicked were:
   
   1. 1200k spreadsheet (30% with 188 clicks)
   2. YouTube video (28% with 179 clicks)
   3. Calendar (9%, 59 clicks)
   
   Dawn’s monthly report now includes Between Controls, YouTube, Instagram and Facebook channels. Dawn will be soliciting input from RUSA BOD on the monthly report to see if any changes/additions to the monthly report warranted.
    
10. Dawn reported that she had worked with Ben Everett to place closed captioning on the videos on our YouTube channel.
     
11. Volunteer recognition was discussed.  A motion to present volunteers at RUSA and in the regions with low-cost souvenirs carried.  Presentation of these souvenirs will be by RUSA Committee Chairs, and by RBAs to their volunteers.  RUSA will fund the initial supply of these souvenirs, with additional supplies available to RBAs at a subsidized price.  The motion was not intended to foreclose other means of volunteer recognition.
     
12. There was a continuing discussion about an RBA's 2024 plans for their region.  Charlie Martin is to complete a draft agreement with that RBA for the Board’s final consideration.
     
13. There was a discussion about forming Marketing and Advertising committees.
     
14. The next regular meeting was set for January 10, 2024, by Zoom.  A potential second meeting was set for January 24, 2024, by Zoom.
     
15. At the final Board meeting of his term, Dan Driscoll was thanked for his service.
     
16. Adjournment: The meeting was adjourned at 9:59 Eastern time, without objection.