Racer's First Meeting Notes

Hey guys, just a quick rundown of what we covered at the racers meeting. Remember, if you want to get on the racers email list, e-mail Matt Demarest (mcd38@case.edu).

And now, the minutes:

I. Welcome

a. Introductions all around.

II. Housekeeping stuff

a. Emergency contact forms: All racers need to either fill out an emergency contact form or have a registered RoadID (or both). If not, you don’t ride that day.

i. Club members that present a filled out Emergency contact form when paying dues save $5 (and only have to pay $15)

b. Membership forms: Everyone needs one on file. If you filled one out last semester, you’re good to go. Otherwise, you need to fill one out and give it to Jenna.

III. Stern Race VP Lecture

a. If you’re going to race, you need to put in time and effort for the club. The vast majority of the club’s fundraising goes toward racing costs, which means that less than 50% of the club is supported by the efforts of everyone else. Make good on their commitment, put in time fundraising and training too.

i. The team decided that all potential racers should be training AT LEAST twice a week.

ii. We recognized that school and life happens, so all riders will be held to the “honor system” to explain to everyone else if training falls behind.

iii. All racers should also notify the team if they will no longer be able to attend a race (preferably WELL in advance), as to avoid problems related to funding.

iv. At the very, very least, all racers need to be “Members in Good Standing” which means you must attend one ride per week, the meetings, and the fundraising events.

b. If you sign up for a race, you should attend that race. If we have to get an extra room or allocate money for another car to bring extra people, they need to be there. Otherwise, the rest of the club is paying for your absence. Not cool.

IV. Finances

a. Currently, the club has $1,957.00 allocated for racing this semester.

i. This is $588 less than what we budgeted for (as we ended up taking a budget cut and removing one of the races from our lineup last year

ii. However, we also should have $160 more in dues/fundraising than originally anticipated.

iii. Race funding will cover transportation room/lodging, transportation, and race entry fees.

iv. Race funding will not cover licensing costs ($60 for USAC and Collegiate license)

V. Races

a. The club plans to attend 3 Collegiate Races: Ohio State (March 5/6), Notre Dame (March 26/27) and Michigan/Michigan State (April 9/10).

i. Racers are allowed to attend any of the other 5 races, but must do so on their own dime.

b. Other races (USAC/Dark Star) can be attended as well.

i. Again, this will be done at cost to the racer, until we do more fundraising!

ii. Many of these races are Saturday only races, and a large portion of them are close enough that lodging will not be required, significantly reducing costs.

VI. Transportation

a. Transportation will likely happen in student vehicles

i. All passengers will need to fill out waivers, attesting that they are aware that they are essentially traveling at their own risk.

ii. Drivers will be reimbursed based on IRS reimbursement rates (currently at 51 cents per mile for business miles driven, 19 cents per mile driven for medical or moving purposes, and 14 cents per mile driven in service of charitable organizations). Patricia is going to double check with Pat K to make sure this is the case, and to get a hard copy of the rulebook.

VII. Lodging

a. All efforts will be made to ensure single-sex rooms.

b. Jenna/Erica to see if there is a written policy regarding this.

VIII. Non-Collegiate Racing (Team Ride On)

a. Those interested in continuing to race on a non-collegiate circuit should speak with Kevin Steiner about the possibility of joining Ride On, a racing team based out of Wooster, Ohio.

IX. Final assorted items (I know, ENOUGH ALREADY)

a. Someone is going to create a Race-specific listserv, so we don’t have to keep badgering the rest of the club with our ramblings. (Thanks Matt!)

b. Someone is going to post the link to the license information. (Thanks Matt!)

c. Someone is going to help me remember all of this.

a. Introductions all around.

Electing Officers for '11-'12

Why not lead the Cycling Club next year - and extend the Leadership section of your resume at the same time?

Maybe you’d like to run for an office, but you first want to know what is expected of each officer. Here are descriptions that hopefully balance informational quality and concise reporting. For a more personal take from those who know these jobs best, just ask a current officer. Their contact info is posted on the Cycling Club website.

The President must…
-Be the principle representative of and spokesperson for the Club.
-eg. Respond to inquiries from prospective members, alumni, USG.
-Plan and preside at all Club meetings.
-Serve on the Sport Club Presidents’ Council (SCPC).
-Every week, give a verbal update to Mr. Kennedy (in the Athletic Department).
-Find a faculty advisor for the Club

The Vice-President must…
-Work in cooperation with the President in fulfilling the duties of the Presidency
-Serve as the delegate to the National Association of Collegiate Cycling.
-In the absence of the President, the Vice President shall discharge all the duties of the President.

The Secretary must…
-Give notice of meetings and event to the members.
-Keep the minutes of all the proceedings of the members and make proper records of the same.
-Keep books, including membership books as required by the Athletic Department
-Collect Membership forms from new members.
-Schedule Indoor spinning and outdoor rides

The Treasurer must…
-Keep general supervision over all finances
-Collect and deposit Fall and Spring dues before a deadline.
-Keep proper books of account and keep accurate account finances of the Club
-Prepare and present a projected budget for the coming academic year to the Sport Club Presidents’ Council at the annual budget meeting.

The Safety Officer must...
-Be knowledgeable of emergency procedures when an accident or injury occurs.
-Report incidents and submit injury reports.
-Report safety hazards to the Sport Club Director.
-Promote safety among Club members.
-Be responsible for finding an officer to handle the Club’s yearly clothing order

All Officers must…
-Collaborate to complete a Semester Report for the Athletic Department (once each semester)
-Hold elections of officers at least once each year.
-Attend all meetings called by the Sport Club Director.
-Submit all required forms on a timely basis to the Sport Club Director.
-Coordinate club activities with the Sport Club Director.
-Inform club members of policies, procedures (including emergency procedures) and regulations that must be followed.
-Keep active recruitment at the top of your list of priorities.
-(One suggestion: post posters around campus to advertise Club meetings)

Minutes from Meeting with Mr. Kennedy

January 12, 2011

Organizational Meeting is on the 19th at 7pm
To prepare, officers are planning to meet between now and then.
Shared with him these potential topics for Meeting on the 19th
Elections; Races; Triathlon; Spring fundraising efforts; Discuss a new “no ID, no ride policy”
(Note: Mr. Kennedy has no problem with the ID policy)

I asked Mr. Kennedy to approve 2 posters that advertise the Meeting
He REALLY liked them – so Go Ryan (and Co.?) for supplying those!

The new Club Website and Blog
Mr. Kennedy was glad to see this addition to our media sources

Next SCPC Meeting is on the 18th at 7pm
Cycling Club, as member of Orientation committee under Cheerleading’s chairmanship, is scheduled to give presentation on “Officer Transition.”
I (Patricia) emailed Cheerleading today to ask them what they’ve planned for this presentation.