Minutes of Board of Directors Meeting
Meeting of November 2, 2006
Called
to order: 7:05 pm
Present:
Craig Roodenburg (President), Dave Haaga (Vice−President), Sethiya
Renwick (Treasurer), Gary Resnick (Secretary), Cathy Blessing (Member at
Large), Jim Farkas (Member at Large), Susan Gagnon (Member at Large), Jean
Arthur (Member at Large), Chris Richey (Member at Large)
Invited
Guests: Kimberly Price (Darcars Young Run)
Minutes
Prepared By:
1. Review Agenda
a)
Add to new items “budget rental cars” and “JFK
50-miler”
2. Business Involving Invited Guests
a)
Kimberly Price
(Darcars Young Run)
i)
Kimberly discussed potential dates for
2007 Darcars Halloween Young Run. After some discussion, the date was set for
October 21, 2007.
ii)
This year’s
race had a total registration of 2,714, the second highest in race
history. This was attributed to the
availability of Saturday late registration. As a result, greater revenue was
generated.
iii)
Budget is not
finalized but in general we did well this year, so more money will be going to
various charities, as well as back to the club. Suggestion was to use some of the
revenue to fund other running programs for children, such as a weekly youth
workout and/or to assist Girls on the Run.
The Board was generally in favor of this plan and instructed Kimberly
Price to determine where in the community to best put the extra revenue.
iv)
There was also
further discussion of changing one of the charities for next year (Healthy
Families) and to increase next year’s race advertising.
3. Review MCRRC Calendar
a)
Sun 11/19, 9am,
b)
Sat 11/25, 10am,
c)
MCRRC
4. Minutes of the Previous Meeting
a)
Motion to accept
minutes, Cathy moved, Jean seconded, unanimous
5. Treasurer’s Report
a)
The total cash in
MCRRC accounts, as of October 31 (not including
i)
Checking (9223)
$60,300.12
ii)
Savings (6828)
$10,135.80
iii)
Savings –
Clubhouse (7652)
$
5,845.10
iv) Legg Mason
$22,932.15
v)
TOTAL Bank
Accounts
$99,213.17
b) Other Assets (CDs)
$39,000.00
c)
Parks
Half−Marathon (as of September 2006):
i)
Checking
$20,904.30
ii)
Savings
$
2,348.65
iii)
TOTAL Bank
Accounts
$23.252.95
d)
Pikes Peek bank
accounts (as of September 2006)
i)
Checking
$3,800.48
ii)
TOTAL
Bank Accounts
$3,800.48
e)
DYR bank account
(as of September 2006)
i)
Checking
$
6,090.27
ii)
TOTAL Bank
Accounts
$
6,090.27
f)
Significant
income was received from:
i)
Membership dues
$2,616.75
ii)
Rundown Advertising
$2,815.00
g)
Significant
expenses included:
i)
XMP
$2,000.00
ii)
FTM
$3,409.79
iii)
Post
iv) Rundown
$1,575.04
h)
Old Financial
Action Items:
i)
Sethiya will
purchase more CD's – done
ii)
2007 Budget
– in process
i)
Motion to approve
this month’s Treasurer’s Report, Chris moved, Susan seconded,
unanimous
6. Unfinished Business
a)
Budget 2007
(0609−5h): Sethiya and Craig presented a draft budget and discussed the
rationale for next year’s estimates. There was discussion about
converting all budget lines to both income and expense items, to improve
transparency. While this cannot be
done for this year, we will work on this for next year’s budget (showing
separate expense and income lines for each budget item).
i)
Action Item:
Sethiya will talk with Christina Caravoulias about spending on t-shirts and
estimates for next year.
ii)
Motion: The Board
approves dropping the paper version of the Intervals and providing it only on
the club web site. Dave moved, Jean seconded, 7 in favor, 1 opposed, 1 absent
b)
Request for
Running Coach (0608-7a): Instead of an email group Cathy will setup a Yahoo
Group – in process.
c)
CPR Class
(0608-9c): Jean will setup a CPR class for sometime in January, in
process
d)
Club Clothing
(0609−7c): Jean talked with Kelly Scherf at R&J and found that the
clothing did not move after the initial orders. They are willing to do one seasonal item
with fresh artwork, rather than keeping an inventory. However, R&J will continue to embroider
a club logo on any clothing a club member buys. The Board was in agreement on moving to
this new procedure, with reduced inventory of club clothing.
i)
Action Item: Jean
will talk with Kelly Scherf about changing the inventory to consist of one
seasonal item with club logo’s.
e)
2007 Race
Schedule (0609−7d): The Board discussed the draft schedule presented by
George Tarrico.
i)
Action Item: As
Board coordinator for club races, Dave will make changes to the schedule based
on Board member feedback and then send it to George who will verify the changes
with the race directors.
f)
Conflict of
interest policy (0610-7a): The Board approved adoption of the conflict of
interest policy from the National Council of Non-Profit Associations, requiring
all Board members to sign the form at the next Board meeting.
i)
Action Item:
Craig will email the consent form to Jean, who will make copies and bring to
the next Board meeting for Board members to sign.
g)
Strategic
planning—member survey (0610-8a): Board members will give suggestions to
h)
Gaithersburg HS
track lights (0610-7b): Jean has not yet talked with Alan Roth about the
history of the arrangement for the lights at Gaithersburg HS. Cathy talked with
Tom Brennan and he is not in favor of moving the speed development workout to
Wooten HS.
i)
Action Item: Jean
will talk with Alan Roth about the past arrangements for the track lights at
Gaithersburg HS in order to decide what we do for this year.
i)
Cone Top Arrows
and Mile Markers (0610-7c): Craig ordered cone-top arrows for a good price, and
plans to spend the remaining funds on mile markers.
j)
RMS (0610-7d):
Chris will talk with Phil about how the Board can support Phil and the RMS work
[see new business item #7c]
7. New Business
a)
Budget Rental
Truck (Mary): Mary reported on problems with the truck rentals, such as trucks
not being available on race day when they were reserved in advance. Discussion
involved whether to switch companies since these problems have been ongoing and
attempts at resolving the problems through discussion with the current company
have been unsuccessful. The Board instructed Mary to start looking for alternative
companies.
b)
JFK 50-Miler:
Cathy reported that we have approximately 80 club members registered for this
race. Don Libes is interested in putting on an aid station or support team for
club members during the race, and Cathy asked if the club could reimburse his
expense and use a club banner for the station.
i)
Motion: The Board
authorizes Don Libes to spend up to $80 for refreshments at the JFK 50-miler,
for use by club members. Cathy moves, Jean seconds. Unanimous.
c)
Equipment loaning
and RMS policies [merge with unfinished business item x above]. There was
discussion of the need to have depth in terms of personnel leading the RMS
activities, that is, to develop a succession policy. Also discussed is the need to report for
tax purposes payment to RMS staff (for those earning above a minimum amount for
the year). Another issue is the loaning of equipment and there have been
problems with equipment not being available when needed because others have
already checked it out.
Additionally, the Board considered that the RMS director is the one who
should know about club equipment and should be in charge of such equipment
being loaned out.
i)
Motion: The Board
authorizes donation of scaffolding, truss and cones to the American Running
Association’s Blue and Grey race. Cathy moved. There was no second. The motion fails for lack of a second.
ii)
Motion: The Board
authorizes that the RMS director will coordinate the use of all club equipment
and that any requests for use of club equipment must go through the RMS
director. Chris moves, Jim seconds. Unanimous.
iii)
Action Item:
Chris and Susan will meet with Phil Quinn to determine a procedure for
requesting use of club equipment.
They will bring the new procedure to the Board for approval.
d)
2007 Stride
Clinic dates: Gary checked the proposed clinic dates for 2007 and noted a
conflict for Dec. 1 with Frozen Slopes.
The Board suggested only that as long as the coaches who run
cross-country are okay with the date, then we will leave the date as is.
e)
USATF sanctioning
of club races 2007 [see unfinished business 6. b. v. and discussed in
conjunction]: Dave received a reminder from Nancy Betress about sanctioning
MCRRC races such as Pike’s Peak since there is prize money involved and
it may draw runners to set records. Dave investigated the sanctioning process
and found that it is complicated, costly and involves more time for the
RD. The Board agreed that we should
drop the issue, other than just alerting the Pike’s Peak RD of the
possibilities.
f)
Web-based club
calendar proposal from Don Libes: Don would like to see an easy to read
calendar on the web site that shows all club events.
i)
Action Item: Jim,
in charge of club communication, will talk with Don about setting up a calendar
on the club’s web site that summarizes all club activities each month.
g)
RunAware update:
Jim gave an update on the Run Aware committee activities. The Rock Creek boards have been updated
with Run Aware messages, and flyers were put in packets at the
8. Standing Items
a) Strategic plan -- Clubhouse
research/fundraising
b) Strategic plan --
Compiling/updating governance policies
c)
Strategic plan
– increasing participation and volunteerism
9. Business Between Meetings - None
10. Announcements
- None
11. Closure
a)
Action Items
i)
Budget 2007:
Sethiya will talk with Christina Caravoulias about spending on t-shirts and
estimates for next year.
ii)
Request for
Running Coach: Cathy will set up a
Yahoo Group for club coaches
iii)
CPR Class: Jean
will arrange for a class sometime in January
iv)
Club Clothing:
Jean will talk with Kelly Scherf about changing the inventory to consist of one
seasonal item with club logo’s
v)
2007 Race
Schedule: As Board coordinator for club
races, Dave will make changes to the schedule based on Board member feedback
and then send it to George Tarrico who will verify the changes with the race
directors
vi)
Gaithersburg HS
track lights: Jean will talk with Alan Roth about the history of the
arrangement for the lights at Gaithersburg HS
vii)
Conflict of
Interest Policy: Craig will email the consent form to Jean, who will make
copies and bring to the next Board meeting for Board members to sign.
viii)
Strategic
Planning – Member Survey: Board members will give suggestions to
ix)
Equipment and
RMS: Chris and Susan will meet with Phil Quinn to determine a procedure for
requesting use of club equipment.
They will bring the new procedure to the Board for approval.
x)
Web-based club
calendar: Jim, Board coordinator for club communication, will talk with Don
Libes about setting up a calendar on the club’s web site that summarizes
all club activities each month
b)
Motions Passed
(including motions by acclamation)
i)
Budget: The Board
approves dropping the paper version of the Intervals and providing it only on
the club web site.
ii)
JFK 50-Miler: The
Board authorizes Don Libes to spend up to $80 for refreshments at the JFK
50-miler, for use by club members.
iii)
Equipment and
RMS: The Board authorizes that the RMS director will coordinate the use of all
club equipment and that any requests for use of club equipment must go through
the RMS director.
c)
Review Plans for
Next Meeting:
i)
Next meeting is
December 7, 2006 at 6:30 pm, at the Stella Werner Council Office Bldg, 5th
Floor Conference Room,
Meeting
Adjourned: 10:25 pm
Respectfully
Submitted,
Gary
Resnick Secretary,