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WBWC October 2011 Board Meeting
Thursday, October 6, 2011 at 7pm
Ecology Center, Ann Arbor
Board Members in Attendance: Pete Hines (Chair), Joel Batterman (Vice Chair), Karen Moorhead, (Treasurer), Erica Briggs, Larry Deck, Carolyn Grawi (by phone), Tim Athan (Secretary)
1. Introductions
Peter Zetlin, John Baranek and Emma Wendt attended this meeting.
2. Treasurer's Report
Karen presented a record of recent transactions:
Balance Withdraws Deposits
Past (6/6/11) $2,128.20
06/20/11 Check #198 $1,565.00
06/30/11 Check #197 3,531.00
07/08/11 Interest $1.03
07/08/11
PED GRANT
07/14/11 Deposit 969.00
07/18/11 Deposit 3,531.00
08/03/11 POS 11.91
08/09/11
08/18/11 POS 11.91
08/31/11 Interest 0.93
Subtotals 5,119.82 4,501.96
Current Balance $1,510.34
Karen explained that the terms of our pedestrian project grant required that we were reimbursed by the grantor after we were billed by our contractor, which was a bit challenging. Pete suggested we ask other organizations how they handle such arrangements. Peter said that in his experience with non-profits he hadn’t encountered such “reimbursement grants.”
Larry suggested that it would be a good idea to include accounts receivable in the Treasurer’s Report.
Pete would like to see an accounting of in-kind support received from the City of Ann Arbor for the grant.
Karen suggested that it would be good to at least ask for administrative money when asking for grants.
Peter recommended Quickbooks for non-profit treasurer work.
Carolyn says that in her organization they write in about 20% of the grant for administrative costs. She says that U-M grants include administrative costs at “about 55%” of the total.
John asked how the lessons learned from this, our first, grant process will be retained by our organization. There was discussion about methods for this, without conclusions drawn.
3. New Business
a. Doris West award
Erica met with Kris. Kris would like to lead this project, and envisions the Annual Meeting could be a good time to make the first presentation. She has a number of candidates in mind. She would like to have some assistance in brainstorming this new program. Karen and Joel volunteered to assist, and Erica reported that Lily has said she would like to, too.
b. Annual membership meeting in November
Joel recalled last year’s meeting at the Corner Brewery in Ypsilanti. We had pizza and a number of speakers.
Erica suggested we could provide an update of what we are doing, a presentation of about 15 minutes duration. For a statewide speaker she suggested Nancy Krupiarz of Michigan Rails-to-Trails.
At the meeting the membership will vote for board member elections. Pete reminded us that we changed our rules to allow 5 to 15 board members.
Carolyn suggested that we could encourage the bike clubs to work together by inviting the various local ride organizations.
Emma suggested there should be some “schmoozing time” for attendees to become acquainted.
Pete noted we have to think about publicity for the event.
Joel is willing to organize this, with assistance. Emma, Karen and Eric agreed to help, too.
Joel reminded us that we are trying to engage the U-M, and so he suggested that this might be a chance to identify someone there who could talk about a relevant specialty. Pete mentioned the U-M safety worker who confiscates improperly parked bicycles. Steve Dolan was suggested by Larry; Steve is interested in bike sharing.
We discussed a date, and decided we would consider dates between November 10 and 16. Start time in the area of 6:30 or 7.
Emma suggested that we offer proxy voting. We will consider this in the future.
Erica will call Arbor Brewing tomorrow.
Larry was asked about a speaker he had discussed previously: Spencer Havlick, Professor Emeritus of the University of Colorado and non-motorized transportation expert. Larry said it would take time to arrange this, too much time for this meeting.
c. End of Year Financial Requirements (IRS reporting)
Discussed above.
d. Public Health Grant Issues
Discussed above.
e. Board Election Planning
In November we will have a board election, and in December we will elect officers. John, Emma, and Matt Grocoff are candidates.
f. Sidewalk Repair Milleage and Street Milleage
The city will hold public review meetings on Tuesday October 11, Wednesday Oct 12 and Tuesday Oct 18. Larry suggested we should attend them to say a word in support of the Sidewalk Repair Milleage. Karen volunteered for the 18th, Joel for the 12th. Erica reminded us that finding funding for sidewalks improvement is included in our strategic plan. The street mileage is 2 mils and the sidewalk is 2/10 of a mill. Here is a link for more information:
g. State Street
Plans are being made for improvements to State Street. Larry suggested that in the future we take a position on it. Joel said he is philosophically opposed to roads with more than 3 lanes.
3. Old Business
a. Larry reported from the WATS meeting that the sidewalk underpass work on Washtenaw beneath U.S. 23 will go forth but it has been delayed.
5. Organizational Development
a. Strategic Plan Update - We want to have a draft by the October meeting.
Erica and Joel met to develop the strategic plan earlier this week. Joel put together a draft document. “Mission, Vision and Goals” is how Joel describes it.
Erica suggested that she mail it out for everyone to review. She will also send out the link to their strategic planning meeting, (which took place in April).
They revisited the mission statement. We don’t have a vision statement.
Erica suggested we try for a December adoption. Perhaps at the November meeting we could solicit member suggestions.
Pete asked if it is an outgrowth of the project priority plan. It is not.
John asked if this is a brand new endeavor for the WBWC. It is.
Joel suggested that all board members be granted permission to edit the Facebook site.
Emma suggested a weekly virtual staff meeting.
