Archive for the ‘Meetings’ Category

DC Randonneurs General Meeting Minutes from 2010/01/23

Sunday, January 24th, 2010

The meeting notes from the January 2010 General Meeting have been posted in PDF format.   

DC Randonneurs General Meeting Minutes 2009-01-24

Monday, March 2nd, 2009

The DC Randonneurs General Meeting Minutes from 2009/01/24 have been posted.  Please click the link to download the PDF document.

DCR Proposed bylaws: Significant changes and the motivation for them.

Monday, January 12th, 2009

Dear DC Randonneurs member,

We have posted to the DCR website a proposed set of amended DCR bylaws, approved unanimously by the DCR Board, and submitted to the DCR membership for their approval at the 2009 annual meeting.  There are two PDF’s: One is the proposed amended bylaws (DCR Bylaws v10), the second shows changes in those bylaws relative to the bylaws as amended at the 2008 annual meeting (Proposed DCR bylaws — differences from prior bylaws).

I’ll try to explain as briefly as possible the significant changes and the motivation for them.  As you review the bylaws, feel free to email me or other Board members with questions.

1) We introduce the concept of a “Club Brevet Administrator” (CBA).  That’s just our name for the club member who is responsible for running brevets on behalf of DCR, and who would be expected to either be a RUSA Regional Brevet Administrator (RBA) or to apply to RUSA to become an RBA.  Brevets are of course required to be run subject to applicable RUSA/ACP/RM rules.

The main reason for introducing the CBA concept is just to fix a problem with the old bylaws.  The old bylaws say that DCR has to have a RUSA RBA on its Board — but we have no way to force any RBA to be on our Board.  And the old rules say that the RBA is “appointed by RUSA subject to the approval of the membership.”–but in fact, DCR has no role in RUSA’s approving RBA’s.

So what we have done is to write a description for how we would like to interact with any RBA who chooses to affiliate with DCR and be a DCR member and serve on our Board as the club’s CBA.  (Same applies to anyone who wants to apply to be an RBA and affiliate with DCR.)  The descriptions was written in close cooperation with Bill Beck, to try to strike an attractive balance between independence for the CBA/RBA and oversight by DCR.

2) We correct an oversight in the bylaws changes adopted in 2008 by reducing the size of the Board back to seven, since an odd number is preferable to avoid tie votes, and we think that nine is unwieldy for a club of our size.

3) We have Board members serve two-year terms, with the CBA serving an unlimited number of terms, but the remaining Board members not allowed to serve more than three consecutive terms.  This encourages continuity of governance, while at the same time meaning that no more than half the Board is replaced in any one election.

4) The bylaws provide a way for Board members or DCR members to call meetings.  Under the prior bylaws, only the President could call meetings, and the President was only required to call one meeting a year.  By providing a mechanism for members of the Board to call a Board meeting, and for members of DCR to call a general meeting, we help to ensure that the President and the Board will be responsive to the DCR membership.

5) The proposed bylaws describe procedures for electronic voting, including timing and quorum requirements.  Because of the ease with which electronic voting can occur, relative to a meeting in person, an increased share of the DCR membership is required to form a quorum for the purpose of any electronic vote by the membership in general.  Similarly, for electronic votes by the Board, a motion does not pass unless a strict majority of the Board has voted affirmatively — it is not enough to have a quorum vote (4) and a majority of that quorum vote in favor (3), since that would allow a minority of the Board to affirm a motion.

Members will need to make an up or down vote on the proposed bylaws.  Amendments to the proposed bylaws may also be offered at the annual meeting; proposed amendments must be voted on separately by the Board, and then either accepted and submitted to the membership for approval. If rejected then they may be submitted directly to the membership.

Many thanks to the Bylaws Committee — Chuck Wood, Chris Mento, and George Winkert — for their service.  And many thanks also to the DCR Board for their patient and diligent work in combing through the proposed changes.

Look forward to seeing you at the annual meeting,

Nick Bull
President, DC Randonneurs
On behalf of the Board of DC Randonneurs

Annual Meeting and DC Randonneurs logo!

Monday, December 15th, 2008

Dear DC Randonneur,

Please plan to attend the annual meeting at Glen Echo Town Hall on Saturday, January 24 at 3:30 pm. This is the same location we’ve used several times; directions will be provided, later. We shifted to an earlier time in response to complaints that we were ruining Saturday night.

There will be a bike ride before the meeting. With eight hours of daylight before the meeting, fast riders can knock off a century, and slower riders have a good excuse for shortcuts.

Besides the business meeting, this is also a social event, and we plan to have food and beverages available (maybe some classic randonneuring items such as pizza, energy bars, gatorade … your contributions are welcome; more later …)

Proposed agenda for the annual meeting:

  1. President’s report on 2008
  2. Treasurer report on 2008
  3. Brevet schedule for 2009
  4. Volunteer coordinator report on 2008 and recruitment of volunteers for 2009 ride schedule
  5. Approve budget for 2009.
  6. Member discussion and vote on proposed bylaw amendments.
  7. Website report.
  8. Elect Board members.
  9. Recognition of members
  10. Adjourn

We plan to circulate the ‘08 financials, ‘09 budget, and any proposed bylaw amendments at least a week prior to the meeting. The Board has not yet discussed the nomination process for Board members, but we know that members have expressed a desire for a more-open process than in the past.

If you have issues that you would like to discuss that are not covered in the scope of this agenda, please email me.

Next … Mary Gersema would like to announce the results of the logo contest. But before she does, please all join me in thanking Mary for running this contest … Twice!. Here’s Mary’s note:

“Finally, the seasons have turned, and we have a winner of the logo contest. It’s ‘Option A’, the logo with a cyclist superimposed on a big red star under an arc of blue stars: posted to the website.

Many thanks to all of the artists who submitted logos. Because there were so many good choices, it was tough to choose only one.

The winning design was submitted by Dave Choat, who works with Bill Beck at the US Army Research Laboratory (ARL) in Adelphi, MD. Dave is a graphic artist at ARL, where he creates a wide range of artwork, usually involving more armored vehicles than bicycles. But he is also interested and experienced in designing logos and generously agreed to submit a few designs to both the first and second rounds of our logo contest. In fact, one of his designs was the winner in the first round. Dave is also a recently-converted cyclist, and we hope to convince him to join us on an upcoming DCR ride. Thanks to Dave for his winning design, and to all of the contributors for the excellent batch of entries.”

Keep those spokes spinning, and we all look forward to seeing you at the annual meeting.

Nick Bull,
On behalf of the Board of the DC Randonneurs

2008-01-27 General Meeting Notes

Thursday, January 31st, 2008

The meeting notes from the DC Randonneurs general meeting have been posted.

General Meeting - (Updated with Agenda) Sunday, January 27th, 2008 @ 7:00PM EST

Sunday, January 13th, 2008

As stated in our By Laws, we will be having a general meeting on January 27th, 2008 at 7:00PM EST. We have reserved Glen Echo Town Hall for this purpose.

Agenda Linked Here

 

Directions:

From the Washington Beltway
Take exit #41 for Glen Echo/Clara Barton Pkwy. Go 1.2 miles and take the exit for Cabin John. Turn right on MacArthur Blvd at the T. Go 0.7 of a mile to Harvard Avenue on the right. Turn right on Harvard Ave; the Town Hall is straight ahead at 6106 Harvard.
Parking is very limited, please carpool with other riders and use nearby on-street parking.