Shawnee Trail Cycling Club
Board of Directors Meeting Minutes
Date: September 21, 2025
Time: 2:00 PM – 4:00 PM
Location: Bike Mart, 16702 Hollyhock Road, Frisco, TX 75033
Board Member Attendees:
• Dustin Palmer – President
• Jeff Frayser – Vice President
• Sarah Panepinto – Secretary
• Saylee Sakalikar – Community Relations Director
• Christine Saville – Treasurer
Board Member Absent:
• Tim Connor – Ride Coordinator
Call to Order:
- Meeting called to order by Dustin at 2:05 PM.
Conflict of Interest:
Next Meeting:
- Tentatively scheduled for October 25, 3–5 PM. Dustin to confirm with Tim. Jeff will check availability to hold the next meeting at Scottish Rite.
Big Dam Bridge (BDB) Event:
- Tent and benches will be taken; drinks will be refilled.
- Setup can occur the night before.
- Saylee will ask for volunteers to transport items.
Scottish Rite Event:
- Masons will handle cooking.
- Sarah will order food (burgers, hot dogs, veggies, buns, tomato, lettuce, pickles, onions, chips).
- Saylee will recruit volunteers (inside and outside) and lead the volunteer committee.
- Jeff will review routes and find ride leaders.
- Silent auction: Each board member to secure two items for auction.
- Meetings every two weeks to coordinate.
Annual Awards:
- Awards for 2024 and 2025 to be presented.
- Categories: Ride Leader, New Ride Leader of the Year, Volunteer, Male and Female Rider of the Year (based on sign-ups).
Holiday Party:
- Possible venues: Common Table, The Owl; dates: December 6 or 13.
- Event can be managed through ClubExpress.
- Saylee and Anjali in charge of planning; will provide restaurant options and prices by next Sunday.
- Christine will manage the raffle and send out the budget.
Board Elections:
- Election Coordinator: Lyle Zeller (Jeff to confirm and guide through process).
- Positions: Vice President, Membership Coordinator, Sponsorship, Social.
- Motion to create new Board Position of Social Director made by Sarah, seconded by Jeff, all in favor.
Bylaw Changes:
- Discussion on incorporating last year’s suggested changes.
- Sarah will locate previous version and share with the board.
Dues Increase:
- Dues will increase effective January 1; announcement to be included in newsletter.
- Jersey information also to be included in newsletter.
Sponsorship:
- BikeMart expressed concern about not being included on the jersey; have not paid sponsorship for 2–3 years, citing in-kind donations.
- Motion to add BikeMart to current jerseys made by Jeff, seconded by Christine, all in favor.
- Dustin will ask BikeMart to contribute to Scottish Rite event to determine jersey placement.
- Starting January 1, all sponsors must contribute the required amount in cash or goods; coupons do not count.
Ride Issues:
- Attendance tracking needs improvement; ride leaders to meet and establish expectations.
- Ride standardization and posting discussed.
- Noted that a Tuesday ride led by JO from Toyota was not listed in the store.
- Reminder: Riders must be registered to be covered by insurance; to be included in newsletter.
ClubExpress Issues:
- Family signups, minor issues, board member page (Jeff will create), training needs discussed.
Pink Jersey for Cancer:
- Proposal to raise price by $5 with Scudo, with proceeds donated to a cancer charity. Dustin to discuss with Scudo.
Finance:
- QuickBooks: No need for detailed income information (member by member); annual extract sufficient.
Rollin into Fall:
- Continued involvement approved; potential for more input into routes.
Other Business:
- Shane will be reinstated to the Facebook page, contingent on following club rules.
Adjournment:
- Meeting adjourned by Dustin at 4:18 PM.