May 8, 2024 Board Meeting

Randonneurs USA Board of Director Minutes

May 8, 2024

 

  1. Call to order: The meeting on May 8, 2024 was called to order at 8:00 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 April 2024 meetings were approved.
     
  3. The Treasurer submitted a written report.
     
  4. Gardner reported that the Financial Audit Committee had reviewed the April Treasurer’s report and had no comments.
     
  5. A resolution was passed to Modify Signing Authority For Financial Accounts to submit to Fidelity Brokerage Services LLC and its affiliates, to provide signing authority to Lois Springsteen.
     
  6. The Board had previously approved by email the following matter, which was affirmed: Don Hamiliton will conduct the 2024 RUSA Board elections.
     
  7. A complaint about an RBA was discussed.  Rob and Charlie were assigned to investigate further.
     
  8. The RBA Liaison reported again that some results are not being timely entered by RBAs, but not always the same RBAs.  This delays the monthly insurance reporting.  All results need to be in the RUSA  database by the 9th day of the month following the event, and all results should be entered seven days after an event.  Rob will address the community of RBAs on this, seeking to create a culture of timely event submission.  Rob also reported on the review of a new RBA’s first event.
     
  9. The Website Committee submitted a written report. Charlie reported that PBP results have been uploaded to the RUSA database with no difficulty. The results of a membership analysis were discussed. A problem with permanent route submission google forms issue was discussed. There was a discussion about recovery of member accounts with lost credentials. There was a discussion about waivers created by RideStats websites.
     
  10. The Board agreed to end the use of electronic waivers generated or stored by RideStats with waivers for 2024 events.  Regions using waivers generated by RideStats will have to download all waivers for 2024 events for RUSA filing.  Motions in this regard were deferred to the June Board meeting.
     
  11. Marketing: The Marketing Committee met on April 15, 2024.  There was a discussion about Dart team events and audax brevets to build membership and participation.
     
  12. The Board anticipates amending the Bylaws regarding elections, consistent with the following principles that the Board approved:

    1) If there is more than one accepted nomination for RBAL, there will be an election by secret ballot in the same timeframe as that for regular board members.

    2) If there is only one accepted nomination for RBAL then the nominee is elected by acclamation.

    3) A vacancy on the board for either the RBAL or regular board members can be filled for the balance of the calendar year by the board by simple majority vote by board members present at a scheduled board meeting.

    4) If the vacancy occurs after October 1 (the start of nominations), that board-filled seat would extend through the following calendar year if the term of the vacating member would have extended.

    5) Any remaining term of the vacating board member would be filled in the next election by the nominee with the next highest vote count.

  13. Charlie reported that he has looked at two software solutions for conducting RUSA elections, work which continues.  Don Hamilton has been involved in this.
     
  14. Dawn reported that she continues to develop a Google calendar for shared use for the Board and the membership at large.
     
  15. Charlie reported continued work on member privacy considerations.  He is working to determine who else to involve.
     
  16. Dawn provided a Communication Report to share details of the status of the April Between Controls, Instagram, Facebook and YouTube.  For Between Controls there were 3,066 sends, with a 76% open rate and a 10.3% click rate.  She reported on a call with the Instagram influencers in our membership which include Lisa Charlebois, Elsa Lagache and Mac Vergara. on April 30, which resulted in objectives to increase the number of IG posts, and posting BC there, as well as on other social media.   In addition, Phil Fox, Marketing Committee Chair, was also invited and present. Dawn will provide additional thoughts on growing our Instagram presence in the June Board call.
     
  17. The next meeting was set for June 12, 2024
     
  18. Adjournment: The meeting was adjourned at 9:58 Eastern time, without objection.