COASTAL CRUISERS BICYCLE CLUB
P.O. Box 7424
●
North Port, FL 34287-0424
|
|
COASTAL CRUISERS BICYCLE CLUB |
|
CCBC Board
Policy #1
May 10, 2010
Amended August 19, 2010
Goals for the 2010-2011 year:
Ø Improve safety
Ø Continue to have fun
Ø Increase volunteer pool
Ø Communicate openly
Ø Provide a rich ride menu
Definition of “Club Ride”:
A “club ride” (or a CCBC ride) is any ride listed on the ride schedule of the club web site. This definition does not include rides to or from a club ride, or any other gathering of club members for rides not so listed
Financial Management:
Ø Per Club Bylaws, routine disbursement decisions will be made by the board and non-routine disbursements will be voted on by the board and then presented to the membership for a vote.
Ø The Treasurer has the authority:
o To disburse funds for routine expenses, either approved by the board or coincidental with, and in support of, any of the Club’s authorized and ongoing activities.
o To disburse funds for non-routine expenses approved by the membership.
o To manage expenses related to all club rides.
Ø Process for reimbursement of club ride expenses:
o Because club funds are being used, any after ride functions are open to all members whether or not they participate in the ride.
o The ride leader prior to the ride must send a request by email to the treasurer indicating 1.) Which ride the expense is related to, 2.) In general what the money will be spent on, and 3.) What dollar amount will cover the expenses.
o The treasurer may grant permission to spend, or take it to the board for a decision. In no case will this authority be granted after the ride.
o After the ride, the ride leader will submit a request for payment with appropriate receipts to the treasurer.
o The treasurer will disburse the funds to the ride leader.
o Added August 19, 2010: Ride leaders who request reimbursement of club ride expenses will not be reimbursed for alcohol.
CCBC Board Policy Statement #2 June 24, 2010
The by-laws require at least quarterly meetings with four officers needed to form a quorum. As a rule the Board will meet monthly, unless there is no business to discuss, in which case the meeting will not be held. Should officer absences make it difficult to convene a quorum, the President or his designated representative may survey the officers by email in order to obtain a vote to resolve any issue. The Secretary is in charge of scheduling and publishing an agenda.
Regular meetings are held on the second Monday of each month, except that there are no scheduled meetings in the summer (June – August) or in December. The Board may make changes to this as the situation warrants. The membership meetings will be conducted generally according to Robert’s Rules of Order. The Secretary is in charge of room reservation, room set up, and publishing an agenda. The VP is in charge of inviting and introducing guest speakers as appropriate.
The Club communicates with membership in three ways: a.) Membership Meetings; b.) Website, which displays upcoming events, new members, weekly and monthly rides, event photos and other items of bicycling interest; and c.) Periodic electronic broadcast messages. The President or his representative runs the membership meeting and writes a short monthly article/update for the website. The Webmaster runs the website. The Director of Communications sends out the periodic broadcasts.
4. Support to Charitable Causes:
Per Club Bylaws, “Club income and resources shall not be expended on charitable organizations or to raise funds for charitable causes”. The Board interprets this as precluding expenditure of club funds or hosting a club ride or event in support of any member’s charitable cause. The Board also interprets this as allowing the inclusion in our periodic email broadcast to our membership of a short (several lines) personalized (include name) message from any member to the rest of our membership on behalf of a charitable cause with which the member is directly connected. As a footnote, the club got quite involved in support in the aftermath of Hurricane Charlie. Such exceptions will require a membership vote.
Our club maintains membership in various local, state, and national organizations promoting bicycling. Specifically, the club maintains an annual membership in the League of American Bicyclists (LAB), the Florida Bicycling Association (FBA), the Friends of the Legacy Trail (FLT), and Venetian Area Beautification, Inc. (VABI), which supports the Venetian Waterway Trail. (Because there does not appear a way to support the Pioneer Trail independent of the overall Charlotte County budget, we do not.)
These and other bicycling organizations could receive additional financial support on a case-by-case basis pending financial review of excess funds and subsequent membership approval. The secretary will maintain correspondence with these organizations. Club members may be asked to serve as liaison as needed. The treasurer will maintain a historical log to determine our past history with regard to money going to any of these organizations so that we can consider precedent in our decision making.
The club will also eagerly respond to publicity requests from local press and community organizations such as chambers of commerce. To support this effort, the Board will endeavor to enlist a point of contact from the membership as appropriate (e.g. someone from Venice for the Venice Gondolier). These contacts will be coordinated by, and under the direction of, the Club’s Director of Communication.
This is our club effort to reach out to members during their times of need and/or unique life situations, ranging from injury to death. Our intent is to be in touch and supportive, while respecting personal privacy. A card is sent when a need becomes known. On some occasions the card is signed by members at a ride start or at a club meeting. If a member is injured on a club ride, we intend to have a volunteer make a visit with a small “get-back-on-the-bike-soon” cheer gift from the club. On some occasions, having received permission by a family member, a brief announcement or update is issued in our e-mail broadcast. The process for each situation is flexible and personalized, with the intent of being meaningful, timely, and respectful. Members assist this program by informing the Sunshine Director when a need occurs.