Minutes
of Board of Directors Meeting
Meeting
of August 3, 2006
Called to order: 7:09 pm
Present: Craig Roodenburg (President), Dave
Haaga (VicePresident), Sethiya Renwick (Treasurer),
Guest: Pat Maloney (club member and new chair
of RunAware campaign)
Minutes Prepared By:
1.
Review
Agenda
a)
Jean: add
discussion about contribution to Take Back the Night (7d)
b)
Craig discussed
request for solicitation of products to club members, sent a standard response
c)
Cathy: Add
Request for Running Coach by a local school, Cathy will assemble an email group
for certified coaches to deal with requests, and she will respond to this
specific request
d)
Jean: add item
regarding CPR classes
2.
Business
Involving Invited Guest: Pat Maloney RunAware campaign
a)
Pat has
volunteered to chair the RunAware campaign, asked the Board for their goals,
purpose of the campaign, asked how will we know that we've been successful?
b)
outward signs of
support would be nice, also if the campaign gets picked up by other clubs or on
national newswires
c)
Pat suggested the
current stickers be included in the race packets for the Half-Marathon
d)
Another
suggestion from Pat: connect with the Montgomery County Sports Council
e)
A Letter to the
Editor from MCRRC was sent to Runner's World online forum already but it was
not published
f)
Pat will send out
a message on the Dead Runner's Society listserv
g)
h)
Pat will come
back at the next meeting to report on the committee's progress
3.
Review
MCRRC Calendar
a)
Go for the Glory
Track Meet, Fri 8/4, 7:30pm, Bethesda, 2M (CS, JP); 1M; 400 meter; .25 and .5
mile Young Runs
b)
Comus Run Cross
Country 5K (XC), Sun 8/13, 5pm, Comus
4.
Minutes of
the Previous Meeting
a)
b)
Motion to accept
minutes, Jean moved, Chris seconded, passed unanimously
5.
Treasurer’s
Report
a)
The total cash in
MCRRC accounts, as of July 31 (not including
i)
Checking (9223)
$57,948.19
ii)
Savings (6828)
$10,090.47
iii)
Savings –
Clubhouse (7652) $
5,837.74
iv) Smith Barney
$
619.11
v)
TOTAL Bank
Accounts
$74,495.51
b) Other Assets (CDs)
$50,854.05
c)
i)
Checking
$7,891.62
ii)
Savings
$2,340.79
iii)
TOTAL Bank
Accounts
$10.232.41
d) Pikes Peek bank accounts (as of June 2006)
i)
Checking
$3,800.48
ii)
TOTAL Bank
Accounts
$3,800.48
e) HYR bank account (as of April 2006)
i)
Checking
$11,023.81
ii)
TOTAL Bank
Accounts
$11.023.81
f) Significant income was received from:
i)
Membership dues
$5,345.00
ii)
XMP
$6,721.02
g) Significant expenses included:
i)
Rundown
$6,532.06
h)
Old Financial
Action Items:
i)
Legg Mason
CD’s: $10,000 was moved from savings to Legg Mason CD's - done
ii)
Begin 2005 tax
preparation. Paperwork was mailed, applying for an extension.
iii)
Search for
bookkeeper: Sethiya suggested instead of a bookeeper that we find an accountant
to audit the club books
i)
Motion to approve
this month’s Treasurer’s Report, Dave moved, Susan seconded,
unanimous
6.
Unfinished
Business
a)
Review Action
Items from July Board meeting:
i)
Financial
(0607-4g): Sethiya will clean up the balance sheet by fixing the budget and
reconciling the budget report and accounts
b)
Review other
Unfinished Business from July Board meeting minutes
i)
Financial
(0508-7a): Chris presented his work on the spreadsheet for low-key race
budgets. He gave the spreadsheet to
ii)
Most improved
runner of year award (0602-9a): Dave talked with Ron Ely and indicated that the
c)
Internet
volunteer database/intranet site (0606-6a): Written report still expected
from Christina Caravoulias.
i)
Sethiya talked
with Pam about a race director's site for the club intranet, and she estimated
$720.
ii)
Motion: Board
agreed that this be tabled until the next year's budget is prepared. Motion Dave
moved, Cathy seconded, unanimous
d)
Equipment
purchase (0605-8a): New time machine was purchased
e)
Updating of MCRRC
message boards on Rock Creek Trail (0606-6c): Chris purchased locks and
installed them on the message boards. Completed.
f)
Self-Defense Class
(0605-8g): Cathy talked to the club member who approached us on behalf of
the trainer, and she will talk to us and get back to us. Completed.
7.
New
Business
a)
Request for
Running Coach by a local school: A local school is looking for a running coach
and sent the club a message for help with this.
i)
Action Item:
Cathy will assemble an email group for certified coaches to deal with requests,
and she will respond to this specific request
b)
Preparation of
member survey. Dave passed around excerpts from 1989 club survey published in
'What do you think of when you run". Board agreed this should be discussed
at the next strategic planning meeting
c)
Scheduling of
next strategic planning meeting: The Board agreed to meet on August 21, 6:30
pm, at Guiseppi's in
d)
Review and
possible ratification of 3 priorities selected at July 10 strategic planning
meeting [see standing items below]
8.
Standing
Items
a)
Run Aware
Campaign (0602-3b): see Business with Invited Guest
b)
Strategic
planning Priorities
i)
Motion: As a
result of several strategic planning meetings the Board agreed to a
three-pronged approach to developing long-term strategic priorities based on
key club functions: a) clubhouse research and fundraising with the goal of
possibly purchasing a clubhouse, b) compiling and updating Board and club
governance policies, and c) increasing member participation and volunteerism
including developing new leaders, Jean moved, Cathy seconded, unanimous
9.
Business
Between Meetings
a)
Strategic
planning follow-up meeting held 7/10/06
b)
Take Back the
Night 5k cancelled for 8/1/06 due to excessive heat warning
i)
Even though the
race was canceled the Foundation would like a donation from the club. Motion to
give a donation to the Olney Take Back the Night Foundation. Cathy moved,
Motion was withdrawn pending further information
ii)
Action Item:
Sethiya will report the amount of last year's contribution and the Board will
vote at next meeting on an appropriate amount..
c)
CPR classes: Jean
was asked to setup another course, she contacted people who taught in the past,
has not heard back from all of them, some were booked, there are two possible
teachers, likely costs are $35/person, in previous classes club members were
reimbursed $25 of the amount and this will likely occur for this class.
i)
Motion: The Board
will schedule a new CPR class for club members, Sethiya moved, Cathy seconded,
unanimous
ii)
Action Item: Jean
will contact instructors and arrange for schedule, space, etc. for an upcoming
class
10. Announcements
a)
Jean reminds
everyone to sign up for Half-Marathon in the Parks
11. Closure
a)
Action Items
i)
Financial
(0607-4g): Sethiya will clean up the balance sheet by fixing the budget and
reconciling the budget report and accounts
ii)
Request for
Running Coach: Cathy will assemble an email group for certified coaches to deal
with requests, and she will respond to this specific request
iii)
Take Back the
Night Foundation donation: Sethiya will report the amount of last year's
contribution and the Board will vote at next meeting on an appropriate amount.
iv)
CPR Class: Jean
will contact instructors and arrange for schedule, space, etc. for an upcoming
class
b)
Motions Passed
(including motions by acclamation)
i)
Internet
volunteer database/intranet site (0606-6a): Board agreed to table any
decision to pay for a race director's site for the club intranet until the next
year's budget is prepared.
ii)
Strategic
Planning Priorities: As a result of several strategic planning meetings the
Board approved a three-pronged approach to developing long-term strategic
priorities based on key club functions: a) clubhouse research and fundraising
with the goal of possibly purchasing a clubhouse, b) compiling and updating
Board and club governance policies, and c) increasing member participation and
volunteerism including developing new leaders
iii)
Strategic
Planning: Board agreed to hold another strategic planning meeting on July 10,
Monday, Giuseppe's in
iv)
CPR Classes: The
Board approved scheduling a new CPR class for club members
c)
Review Plans for
Next Meeting:
i)
Next meeting is
September 7, 2006 at 6:30 pm, at the Stella Werner Council Office Bldg, 5th
Floor Conference Room,
Meeting Adjourned: 9:05 pm
Respectfully Submitted,
Gary Resnick Secretary,