Minutes of
Board of Directors Meeting
Meeting of
March 2, 2006
Called to order: 7:10 pm
Present: Jean Arthur
(President), Craig Roodenburg (Vice−President), Christina Kichula
(Treasurer),
Invited Guests: Keith Dowling
(National Marathon Race Director), Bob Sweeney (Greater
Minutes
Prepared By:
1.
Review Agenda
a)
No new items
2.
Business involving Invited Guests
a)
MCRRC Support for
the National
i)
There was
discussion regarding sponsorship of a club race, such as the new Parks
Half-Marathon in September, by the Washington Sports Alliance, in exchange for
the club's support of the National Marathon (sponsored by the Washington Sports
Alliance)
ii)
The
Board agreed to support the National Marathon by offering the club’s RMS
services and encouraging club members to volunteer
iii)
It
was also understood that there is a scheduling conflict with a club race, the
Piece of Cake 10K. The Board agreed
not to change the date of the Piece of Cake but we will indicate that the club
is partnering with the National Marathon and encourage those who are not coming
out to the club race (and election) to volunteer for the National Marathon
iv) ACTION ITEM: Gary will write a notice
for the web site and MCRUN describing the partnership with the National
Marathon
v)
The details of
the agreement were developed through a separate meeting between the National
Marathon representatives and Mike Acuna, Lyman Jordan and Phil Quinn. These details were concluded and the
Board then voted by acclamation for the agreement, with the understanding that
a Memorandum of Understanding will be drafted and signed by all parties before
the National Marathon is run on March 25.
vi) MOTION BY ACCLAMATION: The MCRRC will support the
National Marathon by offering its RMS services and by encouraging club members
to volunteer. As part of the
arrangement, the Washington Sports Alliance will be a major sponsor for the
club’s new Parks Half-Marathon to be run in September, 2006.
3.
Review MCRRC
Calendar
a)
Greenway Trail
Marathon & 50k, Sat. March 4, 8 AM
b)
Stride Clinic,
Sat. March 11, (by appt)
c)
Frozen Slopes 8k
(XC), Sun. March 12, 9 AM
d)
Super Sligo m
(JP) & 4m (CS), Sat March 18, 9 &9:15 AM (followed by Race Director
Training)
e)
Piece of Cake
.25m/.5m (YR), 2.78m (JP) & 10k (CS), Sat. Mar 25, 9 AM, 9:20 AM & 10
AM (followed by Birthday Bash and election of Directors)
4.
Minutes of the
Previous Meeting
a)
Motion to accept
minutes, Craig moved, Susan seconded, passed unanimously
5.
Treasurer’s
Report
a)
The total cash in
MCRRC accounts, as of February 28 (not including Marathon in the Parks,
Pike’s Peek, and HYR accounts) was the following:
i)
Checking
$8,333.46
ii)
Savings
$20,166.10
iii)
Savings –
Clubhouse $5,823.28
iv) Legg Mason $29,820.93
v)
TOTAL Bank
Accounts
$64,143.77
b) Other
Assets
(CDs)
$21,000.00
c) Marathon in the Parks Bank Accounts (as of December,
2005)
i)
Checking
$3,141.51
ii)
Savings
$2,875.49
iii)
TOTAL MIP Bank
Account
$6,017.00
d) Pikes Peek Bank Accounts (as of
March 1, 2006)
i)
Checking
$20,704.07
ii)
TOTAL Pikes Peek
Bank Account $20,704.07
e) HYR Bank Account (as of January 5, 2006)
i)
Checking
$18,409.78
ii)
TOTAL HYR Bank
Account
$18,409.78
f) February Financial Information: The February financial
statements indicate net expenses of $7,375.57. MCRRC has not yet been paid for the
Turkey Chase RMS which was recorded in Jan 05. Update: We just received money
from the HYR but not yet from Turkey Chase.
i)
Significant
income was received from:
·
Membership dues
$4,281.00
·
HYR
$2,000.00
·
RMS
$1,800.00
ii)
Significant
expenses included
·
Recognition
programs
$3,509.46
·
Rundown
$2,084.48
·
Awards banquet
$1,673.70
·
AARC dues (paid
back to MitP)
$1,596.54
·
Team programs
(clothing & HC Challenge) $1,473.76
g) Old Financial Action Items:
i)
Determine
appropriate budgets for low key races. – In process
ii)
Transfer $8,870
to Legg Mason for 2004 & 2005 cones. – Done
iii)
Transfer $20,000
to Legg Mason for contribution to reserves. – In process, recommends it
be done in two installments; $10k now and transfer $10K in a few months.
iv) Begin 2005 tax preparation. – In process
v)
Begin search for
bookkeeper
vi) Draft agenda for Strategic Planning Meeting targeted
for May 2006.
h) Motion to approve this month's Treasurer's Report,
Susan moved, Dave seconded, unanimous
Motion to approve last month's Treasurer’s Report, Craig moved, Susan
seconded
6.
Unfinished
Business
a)
Run Aware
Campaign (0602−3b)
i)
ACTION ITEM:
Richard will send a draft email to the Board announcing the committee, Board
members will revise and then Richard will send out to the Rundown, MCRUN, the
web site (Breaking News, and main page) – in process
ii)
ACTION ITEM:
Susan will look for statistics on headphone use − in process
iii)
ACTION ITEM: Jean
will talk with Jim Hage − in process
b)
E−mailing
membership renewal notifications (0602−3c): Christina Caravoulias will
give an announcement to Janet to put into Breaking News asking members to
provide and/or verify their emails.
Completed. Janet posted the notice on the web site February 4.
i)
Christina
Caravoulias will send an updated master list to the Board for review
c)
Financial
(0508−7a): Christina Kichula will prepare a spreadsheet of expenditures
for club low key races - in process
d)
Most improved
runner of the year award (0502−9a): Craig will approach the coaches and
report back on their willingness to form a committee for this award – in
process
e)
Hiring an
accountant or bookkeeper (0601−7e): Christina will look at the costs of
hiring a bookkeeper – in process
f)
RRCA Convention
(0602−7e): Jean talked with Jeanne Knaack, RRCA Executive Director,
winner was already chosen - completed
g)
Club
Strategic Planning (0602−7f): Christina will work on an agenda for
a Strategic Planning meeting that will involve current and former Board members
- in process
i)
We
received an email from John Sissala in which a club member offers the Board the
use of a condo in Ocean City for its strategic planning meeting for the first
or second week in May. While the
Board graciously thanks the club member for this offer, there was general
agreement to use a local space for an all-day or part-day meeting.
ii)
ACTION
ITEM: Susan will look into the space used for the Montgomery County Sports
Alliance at South Germantown Park for its recent meeting.
h)
Race Director
Openings (0602−7d): The race director openings for Pike's Peek as well as
Twilighter were discussed, possible candidates were identified.
i)
Website Redesign
(0507−7b): Sethiya reported that almost half the redesign is completed.
7.
New Business
a)
MCRUN posting
policy
i)
Jean received
many suggestions about broadening the MCRUN rules to cover any running-related
item
ii)
MOTION: The club
will initiate a new listserv devoted to running-related events and advertising,
with the only restriction that posts be submitted by a club member, Gary moved,
Susan seconded, unanimous
b)
RRCA−MD
Presidents’ meeting report
i)
Craig reported on
a meeting of the club presidents in MD, after the 10-mile Club Challenge Race,
three items were discussed
ii)
XC team series:
MD RRCA is planning to put together a club team series with XC races, each club
would designate one XC race as MD race series, like the Grand Prix race series
for road races, no decision or motion is required at this point, the idea is in
development but the Board was in favor of the club participating
iii)
WDF funding;
request for funding for race series awards, suggestion was that each club
donate $0.50 per entrant, in MCRRC it would come to about $120 (based on last
year's entry), generally accepted by all other clubs
MOTION: the club will donate $120 for this year's RRCA Women's Distance
Festival, Craig moved, Gary seconded, unanimous
iv)
RRCA−MD
funding (Grand Prix contribution and promotion & Bay Café 5k
proposal); Craig reported that the MD RRCA should be supported and that the
club should help them become self-sufficient. To that end, two actions were passed by
the Board, as follows:
·
MOTION: the club
will give RRCA Grand Prix race series greater visibility on the club web site
and in club publications, Craig moved, Jean seconded, unanimous
·
MOTION: the club
authorizes donating $300 to the MD RRCA, Craig moved, Jean seconded
c)
Ultra-Marathon
Program: A proposal was submitted to the Board for a new self-supporting
program aimed at training for ultra-marathons
i)
The Board
reiterated the general policy to provide support for any program with a champion
that is also aimed to be financial self-supporting.
ii)
The Board also
indicated concern about the burden placed on the Wed night track workout from
the added runners and suggests the program consider alternate locations or
times (e.g. Tuesday night).
iii)
The Board agreed
that it could not make a decision about this program without further input from
two sources: a) a proposed budget from the program coordinator, and b) hearing
from Cathy Blessing, Board member and certified coach who is also an
ultra-runner (Cathy was not able to attend the meeting).
iv)
After receiving
further information as indicated above, the Board will make a decision and
notify the Ultra-Marathon program coordinator
v)
ACTION ITEM: Jean
or Craig will ask the Ultra-Marathon program coordinator to submit a budget for
the next Board meeting.
d)
Board
Elections: Jean received a report from John Sissala, chair of the nominations
committee about the upcoming slate
8.
Announcements
a)
There were no announcements
a) Action Items
i)
National
Marathon: Gary will write a notice for the web site and MCRUN describing the
partnership with the National Marathon
ii)
Run Aware
Campaign (0602−3b): Board members will review Richard’s
announcement about a committee formed for the campaign
iii)
Run Aware
Campaign (0602−3b): Susan will look for statistics on headphone use
iv) Run Aware Campaign (0602−3b): Jean will talk
with Jim Hage
v)
Financial
(0508−7a): Christina will prepare a spreadsheet of expenditures for club
low key races
vi) Most improved runner of the year award
(0502−9a): Craig will approach the coaches and report back on their
willingness to form a committee for this award
vii) Hiring an accountant or bookkeeper (0601−7e):
Christina will look at the costs of hiring a bookkeeper
viii) Club Strategic Planning (0602−7f):
Christina will work on an agenda for a Strategic Planning meeting that
will involve current and former Board members
ix) Club Strategic Planning (0602−7f):
Susan will look into the space used for the Montgomery County Sports
Alliance at South Germantown Park.
x)
Ultra-Marathon
Program: Jean or Craig will ask the Ultra-Marathon program coordinator to
submit a budget for the next Board meeting.
b) Motions Passed (including motions by acclamation)
i)
National
Marathon: The MCRRC will support the National Marathon by offering its RMS
services and by encouraging club members to volunteer. As part of the arrangement, the
Washington Sports Alliance will be a major sponsor for the club’s new
Parks Half-Marathon to be run in September, 2006.
ii)
MCRUN Posting
Policy: The club will initiate a new listserv devoted to running-related events
and advertising, with the only restriction that posts be submitted by a club
member
iii)
RRCA-MD: The
Board approves donating $120 for this year's RRCA Women's Distance Festival
iv) RRCA-MD: The Board approves giving the RRCA Grand Prix
race series greater visibility on the club web site and in club publications
v)
RRCA-MD: The
Board authorizes donating $300 to the MD RRCA
c) Review Plans for April Meeting:
i)
Next meeting is
April 6, 2006 at 6:30 pm, at 100 Maryland Ave, 5th Floor conference room. Craig
offered to bring food
Meeting Adjourned: 10:35 pm
Gary Resnick Secretary, Montgomery County Road Runners
Club