Randonneurs USA Board of Director Minutes

July 17, 2024

1. Call to order: The meeting on July 17, 2024 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. Rob Hawks
   5. Vinny Muoneke
   6. Gardner Duvall
   7. Dave Thompson
       
2. Minutes: The minutes for the June 2024 meetings were approved.
    
3. Prior email votes were confirmed: approval of the May 2024 minutes, and the following motion concerning electronic waivers for events:

a) There are only two e-waivers currently approved for RUSA use - Smartwaiver and RideStats.  Use of any other e-waiver or form is not approved.

b) RideStats e-waiver approval sunsets 12/31/2024.  RideStats RBAs must download copies of all waivers for 2024 events for RUSA to file and use Smartwaiver for 2025 events.

c) Our target is to have all Regions move onto Smartwaiver in time for 2025 events.  RBAs may also, at their discretion, use paper waivers in addition to Smartwaiver.

4. The Treasurer submitted a written report.
    
5. Gardner reported in writing that the Financial Audit Committee had a call on July 15, 2024, which included the Treasurer.  The call reviewed financial results and reporting for the first half of 2024, with no follow-up required of the Treasurer.
    
6. The RBA Liaison reported about two regions with RBAs contemplating retirement.  One of those RBAs is moving out of the region, and in the other the RBA intends to serve until a replacement can be appointed.  Certain RBAs continue to be unresponsive to RUSA, and possible tools to enhance collaboration were discussed in a general way.  About 40% of RBAs have not responded to RUSA’s effort to deliver to them free of charge patches to honor their volunteers.  Also discussed was the failure of certain RBAs to timely submit event results, and to communicate in that regard.  A technology solution was discussed that might reduce the resulting workload on RUSA officials seeking results for timely and complete insurance reporting.
    
7. The Website Committee submitted a written report.  Charlie reported that the Brevet Routes Committee can now manage elevation for loop and out-and-back routes, using RWGPS climbing as the standard, for inclusion in result reporting.  Alaska represents a particular challenge for the approximate accuracy of RWGPS climbing, which may need a one-off solution.
   
   Members trying to log in to a RUSA website account when they do not have one receive a faulty message about inaccurate credentials.  There was a consensus that the Board would be in favor of this change and will follow up with the Website Committee for further consideration, discussion, and prioritization. Also, members with RUSA website accounts can view their results while in their account, but results viewed this way are not as featureful.  The Board would be in favor of this change and will follow up with the Website Committee for further consideration, discussion, and prioritization.
    
8. Dawn discussed a charter for the RUSA Instagram account for use by that team, after that charter had received comments from Board members in advance of the meeting.  She will put that charter into effect.
    
9. The Board adopted a motion to conform the time limits for RUSA events and permanents with the standards for ACP or LRM events of the same distances.  The rule will not take effect immediately, but rather it will be subject to collaboration and prioritization between the rules committee and website committee.  Charlie stated the following motion, which passed:

a) 1200+ km permanent time limits are updated to align with LRM time limits for distance and climbing. A time bonus of 5% per every full m/km of climbing greater than 11 m/km will be added on top of the standard LRM distance-based time limit. The normal permanents gravel time extension of 1 minute per unpaved km will be added on after the climbing time extension has been applied.

b) RUSA brevet and permanent time limits for 200 km and 400 km routes align to the respective ACP time limits of 13:30 and 27:00, respectively, and additionally that these time limits apply as a lower bound for any higher distances (i.e. 13:30 for distances 200-202 km, and 27:00 for distances 400-404 km)

10. Dave discussed preparations for RUSA’s 2024 elections, which will be the first true secret ballot.  The Election Buddy app has had two limited no-cost test elections with good results and no problems, but a third, larger test will be conducted at a cost of $29.
     
11. Dawn discussed the ongoing development of a calendar for RUSA operations.  She will finalize that work for the next Board meeting.
     
12. Dave briefly discussed applications for 2025 grand randonnées.  With a July 31, 2024 deadline, eight applications for 2025 have been received, and one of those has been withdrawn.  Two more are expected.  One application has been received for 2026.  The process for Board consideration of those applications was discussed.  Also discussed was RUSA’s potential role if applications have significant potential for conflicting events.  The intent is to give applicants feedback by the middle of August.
     
13. The review of 2024 goals continues to be developed, with the intent to publish a report to the members in July 2024.
     
14. Dawn addressed gender identification by members.  There was a June Zoom meeting with the committee members, Dawn and Dave, with follow up.  The major consideration of those communications has been messaging to members, which will include an initial communication and brief status update in the July issue of Between Controls.  Dawn and Dave also shared a longer plan as well as a plan to communicate to the membership at large.  At the same time, protection of privacy needs the involvement of the Website Committee, which will have to give a timeline to the Board for this.
     
15. Bill reported on the Marketing Committee.  The Board discussed whether it wanted to give additional direction to the Marketing Committee.
     
16. Dawn provided a written Communication Report to share details of the status of the June Between Controls, Instagram, Facebook and YouTube.  For Between Controls there were 3,366 sends, with a 76% open rate and a 9% click rate.  Dawn also discussed she is working with John Lee Ellis and the Website Committee in adding E-newsletter, Instagram and Facebook team/members to our volunteer page and volunteer historical page on our website.
     
17. Dawn led a discussion about the possibility of RUSA staffing a table and possibly a presentation at the Philadelphia Bike Expo in March 2025, or at alternative venues.  The concept was received positively, and Dawn will develop a proposal for further consideration by the Board. Dawn has scheduled a zoom meeting in August to meet with Membership, Marketing and an RBA at large to share the idea and get feedback on the concept.
     
18. The next meeting was set for September 10, 2024, with the Board committed to addressing needs while members travel in August.
     
19. Adjournment: The meeting was adjourned at 9:57 Eastern time, without objection.