DXC Board Minutes – August 2011

DXC Board of Directors Meeting Minutes

Monday, August 22, 2011 6:30 pm at The Duluth Grill

Board Members Present: Kristin Riker-Coleman (KRC), Bryan French (BF), John Ipsen (JI), Anne Flueckiger (AF), Jay Monson (JM)

Board Members Absent: Phil Rogers, Tony Shoberg (excused)

1. Minutes from 5/16 Meeting

• Board minutes approved and uploaded to the DXC web site (JM)

2. Treasurer’s Report (KRC)

• Summer program coaches will be paid in full soon. (KRC)
• $30,975.46 balance in checking and approximately $600 in savings

3. Old Business

a) Finance: DXC bookkeeping, etc. (KRC)

• Discussion regarding ways we can simplify finances. (Board)
• (KRC) going to research options for online bookkeeping.
• (KRC) will mail tax form to summer coaches.

b) Youth & Juniors Programs: 2011 summer program (BF); Mentor Duluth partnership (AF)

• Program served a lot of kids, from fairly new skiers to varsity level skiers. Definitely successful. Discussion about offering a similar, concurrent program aimed at middle-school aged student athletes. (BF)
• Hiring of coaching staff for next season can be done with more input from the current board. (AF)
• The Morning/Afternoon practice format was successful.
• Most participants coming from the east side of Duluth. (BF)
• Youth and Juniors Committee needs to meet by or in January for organizing upcoming training, hiring coaches, etc. (BF)
• Responsibility for publicity (taking photos, etc.) of summer program can be determined at a later date. There was talk of making this a responsibility of the coaches. (AF & BF)
• (AF) connected with Mentor Duluth. More talk on this connection will be discussed in committee.

c) Special Events: Banff (BF); Nordic Spirit (TS)

• Nona has been ably handing all things Banff. (BF)
• (BF) contacting Burrito Union/Brewhouse for food details
• Banff Mountain Film Festival to be held November 20^th and 21^st, 2011. (BF)
• We need registration and web page help for the Nordic Spirit Race. (AF)

d) Trails: Trails & Bikeways Master Plan, DNR funding, signage, maps (AF & JI)

• (AF) attended August 22^nd meeting about the trails and bikeways master plan.
• $6,000 of additional DNR funding from the MN ski pass will be utilized for maintaining our local ski trails. (AF)
• Parks and Recreation funding is going to be coming from another location within the city budget. (AF)

e) Sponsorships & Grants: Community Foundation grant (AF)

• We did not receive the latest Community Foundation grant but are encouraged to resubmit October 1^st. (AF)

f) Other: Google calendar, thanking past board members

• Bryan is adding upcoming/outgoing DXC events to Google calendar with the hope of making more effective planning and communication. (BF)
• (AF) will be getting our thanks to past board members.

4. New Business

a) Adult Programs: formal/informal fall programming (AF & PR)

• Craig Hertz has agreed to coach adult program this fall. (AF)
• The program would be two times a week starting in September 8^th and costs $125
• The program would roughly cost DXC about $700. (KRC)
• Last year there were approximately eight participants. (BF)
• We would need at least seven people to hold this training program—this will be explained in the promotional e-mail. (AF)

b) Trails: Spirit/City update, fall trail work (AF & JI)

• The city is willing to take over Spirit Mt. grooming but a lot of questions remain. (AF)
• September 7^th meeting will answer some questions regarding grooming issues—(AF) will attend this meeting.
• The use and responsibility of the Lester Park building is still in question. (AF)
• (JI) is going to take on fall trail work and (AF) is going to focus on other city connections.
• (KRC) connecting with a faculty member to see if there are any academic service-learning possibilities that can benefit local trails.
• Discussion of what it would take to get trail stewards to get reports to maintain trails around the city. (JI)

c) Sponsorships & Grants: committee needs to meet (TS & AF)

• Committee will be meeting soon. (AF)

d) Membership: committee needs to meet to figure out swag, business discounts, registration forms, online registration (JM & AF)

• (JM) will contact Patti Harvieux to gain information on managing registration.
• Membership swag needs to be ordered by mid-September. (AF & BF)
• Membership drive begins October 1^st. (AF)
• Committee will be meeting soon with (AF) and (JM).

e) Communications: committee needs to meet to discuss website guidelines/policies, emailing DXC news to members, Facebook, etc. (JM, BF, AF)

• Committee will be meeting soon. Anyone willing to join (AF) and me can feel free (JM).
• Include a trail communication addition on our web site including stewards, what needs to be done, what has been done, etc. (JI)

f) Youth & Juniors Programs: committee will meet in Sept.  (KRK & JM)

• (AF) to contact Peter Langr about Kid Ski program and Youth & Juniors committee.
• (KRC) and (JM) will meet at 3:00 p.m. August 30^th at Great Harvest Bread Co. to talk about an overall plan for youth programming.

5. Fall board meetings

• Next meetings are September 22^nd, October 18^th, November 14^th and December 12^th.

 

By admin in Board Meetings, Duluth XC Latest on September 11, 2011