Meeting Minutes for: September 17, 2008

 SWIMBA  - BOARD ATTENDANCE  2008-2009 

Members Present:  Colby Selekoff

President’s Address:  Dave asked the board to keep in mind the interests of SWIMBA and not focus on individual agendas.

Treasurer’s Report:  Tom Foote reported income for the month $40,749.52; expenses $10,118.74; committed funds $33.783.40.  Tour de Fat was very successful, taking in a gross of $40,259.00.  $4,029.90 of the committed funds is owed to Boise Parks and Rec for Tour de Fat share. 

Committee Budgets:  Hard copies of the budgets are to go to the President and Secretary.  Dollars spent from a committee’s budget must be OK’d by the chair prior to the expenditure and receipts are to be submitted by or through the committee chair.  A policy will be drafted.

Motions:  Chris Cook wants motions clearly stated in the minutes.

Trailpalooza:  Kudos to Jodi Peterson.  All agreed it was a great, very successful event.  Dan will follow up on the SWIMBA sign and Wild Rockies sign.

Minutes of July and August meetings:  Dave Thomas moved to approve with Dave’s edit and Margie’s proposed edits to treasure’s reports.  Passed unanimously.

Google Group:  Discussion held regarding people outside the board seeing the SWIMBA board log in.  Jill thinks it would be good to encourage access to the website.  Gary agreed to moderate the website and will coordinate with Brett and Jeff.  Chris moved to appoint Gary the moderator, Dan seconded, passed unanimously.  To get a log in you register your user name and password.  Terry Floyd believes posting to forums would encourage people to go to the website.  Chris moved to change from Google to SWIMBA website forum when completed and accessed by board members or designer’s approved by the Board.  Terry Floyd seconded, passed unanimously.

Meeting Location:  A bigger, better forum was discussed.   The Foothills Learning Center was mentioned previously but no beer is allowed.  Terry Floyd suggested including members in the search and getting their ideas.  Dan suggested considering it at the next meeting, maybe riding at 5:30, then meeting.  Dave Thomas will talk to Jennie Riley at the FLC.

Velopark Signs:  Chris Cook said apparently a kid and parents were playing in the sand near the jump line and apparently someone crashed.  $743 in signs are ordered and he wants a couple more for the Skilz Park.  Big signs cost $185.  He asks for $1,023 for signs. 

The total budget at Velopark was for $3,750 for lumber for Skilz Park.  Some was for the beginner line, there were items beyond wood such as materials and tools.  Margie explained the contention over funds budgeted for Education Committee being utilized for signs at Velopark.  Chris said the total for signs is $1,023.  Discussion was held about how to pay for the signs, maybe taking the money from the funds allotted for the Skilz Park.  Tom Foote moved to allocate $1,023.50 for signs at the Velopark, large scale or directional.  Terry Floyd seconded.  Jill wants to look at how the SWIMBA logo is being utilized.  Motion passed unanimously. 

Policy for Budget Expenditures:  Tom Gattiker suggested a policy or general norm for spending committee funds.  Funds should not be spent without approval by the committee chair.  Jill suggested it be in writing.

Education Committee:  Tom Gattiker mentioned the article in the Statesman on trail braiding and signage on the same.  He will talk to Boise Trail Dog to work with them on education.

Marketing Committee:  Jill wants to continue use of the photo cards rather than order brochures.  She hopes to get people to trail build, then join, wants to give out T-shirts and water bottles.  Tom Gattiker moves to allow latitude to the Marketing Committee in expenditure of funds approved for the brochures, Gary seconded, passed unanimously.  Terry Floyd commented the brochures might be better for education purposes than the cards.  Chris Cook wants breathable T-shirts, the education and marketing committees will make the determination.  Jill will update the marketing budget and come back to the Board.  Dan commented that he is more comfortable with the marketing budget now, that we need to get the numbers up for grant writing purposes.

Parking Lot:  Dan commented that we may be asked for $10,000 more.

Board Member Conduct:  Dan indicated that we must be very cautious as Board Members of SWIMBA regarding what we say, that although your comments might reflect your own personal opinions they affect this group.  An example is trails that have been approved for multi-use and the affect that negative comments in that regard by Board members have on SWIMBA as a whole.  He asks that everyone keep it in the back of their minds.

REI Service Project:  The project will be at the Velopark this year.  Crew leaders are Dan, Margie, Mike, Al, maybe Dave Johnson.

Tour de Fat:  Event was recapped, it was a highly successful year.  Margie indicated our success has outgrown our resources and getting the number of volunteers this year was extremely difficult as over 160 were needed for the beer token sales alone.  Gary volunteered for the committee for next year.  Jill thinks the membership chair and committee can help. 

Membership:  Jill suggested a new member program with e-mail, contact from the Board, sponsoring or inviting to the meetings, coupons from local shops, etc.  Terry Floyd suggested more activity regarding  membership.  Chris Cook suggested someone volunteer to help with chairing the committee and Terry Floyd agreed to help out.  Dan Meeker will update Jodi since she was unable to attend the meeting.

Strategic Planning:  Tom Gattiker noted that most successful organizations take some time to look back, he thinks we need to revisit our strategic plan.  He suggests committee chairs meet beforehand.

Adjourn:  Dave Thomas moved, Terry Heslin seconded, unanimous vote.