Randonneurs USA Board of Director Minutes

April 10, 2024

1. Call to order: The meeting on April 10, 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. Gardner Duvall
   6. Dave Thompson

Member Vinny Muoneke had an excused absence.

2. Minutes: The minutes for the March 2024 meetings were approved.
    
3. The Treasurer submitted a written report.
    
4. Dave Thompson reported that the Financial Audit Committee had a Zoom call in April to review March financials and the draft 2023 IRS tax return.
    
5. RUSA’s draft 2023 IRS tax return was discussed and approved for filing.
    
6. The Board had previously approved by email the following matters, each of which was affirmed.
   1. The Board’s 2024 goals were approved for publication.
   2. Counsel was retained to trademark “Randonneurs USA.”
   3. A motion to grant a rider an R-12 award exception was withdrawn, as unnecessary.
       
7. The RBA Liaison reported that some results are not being timely entered by RBAs.  Some of these result from confusion about reporting events with no riders.  Rob will work with non-responsive RBAs.  Rob has several events to review promoted by new RBAs.
    
8. The Website Committee submitted a written report. There was a discussion about allowing Randoplan.com to integrate with RUSA.org.  For 2024 and later, our website now uses a logic that gives ACP Super Randonneur credit to events in the calendar year in which they are ridden, even for events after the end of the ACP calendar year.  There was a discussion about whether RUSA needs to collect DOB data and whether it can be better protected.
    
9. Marketing: It was reported that the Marketing Committee would meet on April 15, 2024.
    
10. There was a discussion about whether all RUSA volunteers need to be RUSA members.  It was resolved that vetting is sufficient so that not all volunteers have to be members, but all RUSA officials have to be members.
     
11. Audax Committee: The current Audax Committee is Josh Haley, Greg Merritt, Chris Argo, Paul Rozelle, and Dan Diehn.
     
12. It was resolved that RBAs should be encouraged to use other RBAs as resources for website development.
     
13. True secret balloting for elections of the six RUSA Board members elected at large was discussed.  Third party software is probably a better solution than volunteer development, at least for 2024.  Any secret ballot solution will require a unique email address for each RUSA member.  Members using shared email addresses will need to have unique email addresses.  A plan to amend the RUSA Bylaws to decide uncontested Board elections by acclamation without the need for a vote was referred to Tim Sullivan for development.  The RBA-L election by RBAs is sometimes uncontested.
     
14. The ability of members to control their public-facing information was discussed.  A policy needs to be developed.  This policy may distinguish between members with RUSA roles and those without.  Authentication may be required for members to access volunteer contact info.  Development of this policy is an ongoing project.
     
15. Dawn provided a Communication Report to share details of the status of the March Between Controls. For Between Controls there were 2,813 sends, 77% open rate, and a 5.4% click rate.  BC will have its third anniversary in July, and a survey is expected concerning use of this media.
     
16. The next meeting was set for May 8, 2024.
     
17. Adjournment: The meeting was adjourned at 9:48 Eastern time, without objection.