Auburn Endurance Capital Committee Meeting - May 26, 2021

Note: The provided meeting date (2021-05-26) conflicts with the agenda and minutes, which list the meeting as Wednesday, May 21, 2025. The summary below reflects the content from the agenda and minutes.

The Auburn Endurance Capital of the World Committee met in a hybrid format (Zoom and Room 10, City Hall) on the recorded date. The meeting lasted from 6:00 PM to 7:30 PM. Key actions included approval of the consent calendar, adoption of the FY 2025-26 work plan and budget with amendments, and updates on upcoming endurance events and committee projects.

Consent Calendar

• Agenda Approval: Approved unanimously.
• Minutes Approval: Minutes from the April 16, 2025 meeting were approved unanimously.

Public Comments & Testimony

• No public comments were recorded.

Discussion Items

• Treasurer's Report (Larry Grilli): Bob Peterson presented the report on behalf of Treasurer Larry Grilli, who was excused. The report was approved unanimously.
• Work Plan & Budget for FY 2025-26: The committee discussed and amended the proposed budget:
  • Reallocated funds originally designated for Placer High School signage ($0 requested for FY 2025-26) to the water filling station tile project ($2,500 requested).
  • Removed the "Welcome to Auburn" sign line item for Placer High School track; Bob Peterson will contact Placer High about potentially securing free signage space.
  • Website hosting discussion: Darci Pierce and Cynci Calvin presented pros and cons of keeping the website independent versus moving under the city's umbrella. Alice Dowdin Calvillo recommended forming a subcommittee (Darci and Cynci) to develop a year-long website plan. The committee will review the website to consider the importance of maintaining historical content.
  • Approved Budget Lines: Event presence and promotional materials: $2,150; Water filling station (Endurance Zone Recognition Tile): $2,500; Website support and maintenance: $350; High school signage: $0. Total from these lines: $5,000 (original memo requested $5,350).
  • Vote: Approved unanimously as amended.
• Fundraising: Alice provided a submission form and discussed the fundraising process. A formal fundraising request form for the recognition tile project had been submitted to the City Manager and City Council.
• 2025 Event Updates:
  • Canyons (April 23-26): Event successfully held despite rain. Anne Thilges completed the 50K.
  • May is Bike Month Kick-Off (May 4): Minimal booth setup with trail maps; reported successful networking.
  • Upcoming Events: Western States Endurance Run (WSER) – Shannon to confirm expo tent location at the finish line. Tevis Cup (July 12-13) – confirmed participation at awards ceremony. Festival of Lights Parade (Dec. 6) – despite new ownership at Echo Valley Ranch Feed, a flatbed truck may still be available.
• Swag Update: Inventory low on cowbells and children's items (Hot Wheels, ponies). A draft proposal for new items (cowbells, stickers, children's items) will be presented as an action item at the next meeting.
• Olmstead Tile Celebration: Target date: spring/early summer. A-Town Bikes will host the reveal event.
• Cycling Report: Continued promotion of Bike Month.
• Water Sports: No updates.
• Trail Projects: The start location near Tahoe City is now owned by the Tevis Foundation and is officially protected. Robie Park Trail Work Day scheduled for May 28 – more volunteers needed.
• Website: Discussed during budget planning; no further updates beyond the subcommittee formation.
• Social Media:
  • Instagram: Since launching April 21, the account reached 579 accounts, gained 1,332 views, and acquired 91 followers.
  • Newsletter Proposal: A monthly ECW newsletter draft to be prepared for the next meeting, including a volunteer sign-up system.
  • Facebook: No new updates.
• Open Topics:
  • Darci Pierce requested members review the website to recommend content worth keeping or retiring.
  • Shannon Weil announced her new book Buckle Fever releasing in June.
  • Suggested that the ECC Committee attend TrailCon during next year's Western States week.

Key Outcomes

• Approved consent calendar (agenda and minutes) unanimously.
• Approved the FY 2025-26 Work Plan & Budget as amended (unanimous).
• Directed Bob Peterson to contact Placer High School about free signage space.
• Formed a website subcommittee (Darci and Cynci) to develop a year-long plan and explore hosting options with the city and outside vendors.
• Directed Cynci Calvin to draft a swag approval proposal for the next meeting.
• Directed Erika Thompson to enable Zoom AI note-taking for future meetings and update meeting agenda terminology.
• All members to review the current website and suggest content retention or retirement.
• Next meeting scheduled for Wednesday, June 18, 2025 at 6:00 PM.