Feb 4 2010 SC Mtg minutes
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Central Vermont Cycling Tour Steering Committee Minutes
February 4, 2010, 6-8 pm
Libby Residence, 56 Liberty Street, Montpelier, VT
Subject to Review and Approval
Present: Jim Libby, Eric Scharnberg, Barry McPhee, Andrew Wellman, Dave Blumenthal, Bill Merrylees, Dot Helling
1)
Call to Order
The meeting began roughly at 6:00 pm, accompanied by excellent soup, bread, salad & wine.
2)
Recognition of Visitors – Roundtable
3)
New Business
A. Ride name – The event is now called the Central Vermont Cycling Tour.
B. Online file basket / info repository / forum (Barry) Barry has set up an online file “basket” located at
C. FOOD –
i. Donations: what suppliers, restaurants, farms, bakeries should be targeted?
1. Dot – Black Door, Julio’s
2. Dave – Red Hen, Nutty Steph’s Granola
3. Barry – Pete’s Greens, Sarducci’s
4. Bill – Cabot, Positive Pi II
5. Jim – NECI
6. Andy – Butterfly Bakery, VT Peanut Butter, American Flatbread
D. FUNDRAISING –
i. Grants – National Life Group & Northfield Savings Bank both have regular giving programs. Eric will work
on applications, Jim will review.
ii. Solicitation sheet – we need to set one up, both for food sponsors and fiscal sponsors. This would show a
tiered program of what we can offer and what they can give us. Andy said that he has a copy of one from
previous race events that we can use as a template.
iii. Other – Options for sponsors –set up a booth at the event? Contribute supplies? Restaurants could run a
SAG stop?
iv. Past donors ‐ Ben & Jerry’s & Concept 2 are orgs that have given in the past. Need to solicit them as well.
E. YOUTH INVOLVEMENT –
i. Volunteers ‐ CVTA has a pool of volunteers from local schools, inc U32, who we can draw from.
ii. Teams ‐ It was suggested at the meeting that we solicit local TEAMS (i.e. high school XC running team,
etc), to participate as a group in the event to build team unity, training component, etc.
F. PUBLICITY –
i. Printed Media –
1. Graphics cards – Andy – we need to have these done by March 29th. We can get 4,500 for $153.
2. Newspapers – local articles, press releases
3. Posters?
ii. Internet
1. Blog – wordpress – we will set this up ASAP
2. CVTA website – page which references blog?
3. Sharing Links with other orgs – Suggestions?
4. URL ‐ Eric is purchasing the urls www.centralvermontcyclingtour.com and
www.centralvtcyclingtour.com. These can be set up with a DNS pointer to go to either a page on
CVTA’s website or a blog page.
5. Facebook ‐ Jim Libby has created a Facebook page for the tour event.
iii. Calendars – Race schedules, VT Sports Today, Community Calendars – printed AND online
iv. Dept of Tourism?
G. STAFFING / VOLUNTEERS –
i. 18 minimum staffers ‐ Each field station needs 3 people, Start/finish needs 2 for registration, 6 for food
(cook the big post‐ride feed).
ii. Shirts – bright flourescent orange. Andy Wellman says he has a number of these.
H. BUDGET ITEMS – preliminary
INCOME ‐ registrations
Preregister ($50 each)
40
$2,000
Register day of event ($60)
80
$4,800
Junior Register ($30)
30
$ 900
Total income from Registration
$7,700
4)
Other New business
5)
Old Business
6)
Determine Time/Date/Location of next meeting
A. Date determined at the time of meeting was
7)
Adjourn by 8:00 PM
