May 11, 2022 Board Meeting

MINUTES OF A MEETING

OF THE BOARD OF DIRECTORS OF

RANDONNEURS USA, INC. 

 

Held: May 11, 2022

A meeting of the RUSA Board of Directors was convened by Zoom / telephone conference and called to order by the President at 17:02 PDT.

The Directors in attendance were:

• Dan Driscoll

• Rob Hawks

• Charlie Martin

• Dawn Piech

• Tim Sullivan

• Dave Thompson

Vincent (Vinny) Muoneke was absent due to diligently riding his bike in another continent.

There had been an E-vote to record board meetings, but the motion was dismissed following subsequent discussion.

A motion was made and passed to approve the meeting minutes for April 13, 2022.

Dan, as Treasurer, provided the Board with a monthly Statement of Activity Year to Date Comparison Report and a Financial Position Comparison Report. He also provided a general summary of income and expense items and a comparison from last year. Dan has taken over all Treasurer functions, and did all the bookkeeping and paid all the bills this month. Dave provided a 5-year report of store sales.

Rob reported on his activities as RBA liaison. Rob had shared an anonymized summary of RBA perspectives on incorporating their clubs. There is a sense that some of the non-incorporated regions could use some guidance on the benefits and process for incorporation. The rest of the Board will review the document and provide thoughts. Rob also asked RBAs if they had thoughts on how to ensure event results get submitted in a timely manner. There is frequently a strain on RUSA admins to get result submissions in time for insurance reporting.

A motion was made and passed to ask the Web Team to send automated reminders to RBAs to submit results for past scheduled events whose results have not been submitted after 5 days.

Charlie presented a written report prepared by John Lee Ellis on the activities of the Web Team. Gravel event functionality is code complete and ready for launch, pending coordination with a launch announcement. The Web Team discussed regularly closing out delinquent PayPal payments and also phasing out the payment method by check. The Web Team is blocked on a one-event / one-week membership feature until other committees are able to drive the requirements for how that should work. The Web Team investigated using a USPS address API to validate member addresses. There have been several PayPal errors recently that the team investigated that appear to be transient. Man-Fai and Paul cloned Paul's Drupal repository into the RUSA GitHub account so that the rest of the team can now maintain that code. John Lee compiled a RUSA Committee History and published it on the website under the Records navigation menu item. This will be refined over time as additional information is crowdsourced. The Web Team is open to publishing a set of RBA best practices if received from the RBA-L.

Dawn inquired as to the next steps for the one-week membership feature. The Web Team is blocked on more knowledgeable parties driving those requirements. Rob suggests Nigel as a point of contact for this. Tim inquired about the upcoming BRM 600 requirement for the ACP R-10000 award, and what RUSA should be doing to facilitate these routes getting created and made accessible to interested riders. Some limited information can be collected from the Routes Committee, and Rob as RBA-L can query RBAs to see if they have any routes that are close to meeting the requirements.

Dawn had provided reports on the April issue of Between Controls. The issue was sent to 3,311 members with a 69% open rate and a 19.6% click rate. The top 3 areas that received clicks were the safety article by John Hughes (35.2% with 352 clicks), the 2022 board strategic goals (11.6% with 118 clicks), and the RUSA members Facebook group (11.4% with 115 clicks). The epic adventure feedback link received 53 clicks and the Board meeting notes received 22 clicks. The May edition will be sent on May 12, 2022. The Board discussed the awards survey that was to be included in the May issue of Between Controls and decided there were important changes to make before sending it out to the membership. Additional changes to the awards survey will be done, taking the Board feedback into consideration.

Dawn provided a status update on RUSA's updated Mission and Values statements. The Board agrees on the content in the current draft, but will hold off on publishing until Dave, Dawn, and Vinny fold in overlapping content from the Member Responsibilities document.

The Board refined a section of a Board Covenant proposal. Discussion on this will be ongoing.

The next scheduled meeting is June 14, 2022. The meeting was adjourned at 19:10 PDT.