Minutes of Board of Directors Meeting
Meeting of September 7, 2006
Called
to order: 7:10 pm
Present:
Guests:
Pat Maloney (RunAware campaign chair), Christina Caravoulias (Volunteer
database)
Minutes
Prepared By:
1. Review Agenda
a)
A suggestion was made to discuss the 2007 race calendar.
2. Business Involving Invited Guests
a)
Pat Maloney RunAware campaign
i)
Pat presented a
memo to the Board along with a proposed budget and an ad that will appear in
the Rundown (see attached). Main
points of the memo include:
·
The Parks
Half-Marathon will be the first Run Aware campaign presence
·
Race announcer
will publicize specific instructions about no headphones, and there will be
course marshal training at the Parks Half-Marathon
·
There was also
discussion of sanctions for runners wearing headphones during club races. For these races, the runner may be
disqualified, at the discretion of the race director, and for races that are
part of a series where points are awarded, they could lose their points.
·
Also, there will
be a presence for the Darcars Young Run, kids to color logo's and an art
contest for older children
·
We will have a
banner for the Parks Half-Marathon,
·
A letter will be
drafted to be signed by Craig, to go out to other running club presidents and
all the Women's Distance Festivals
·
Another element
will be public service announcements and cable TV ads
·
We want to have a
crew of people wearing special t-shirts on our trails, in the club training
programs and in races
·
Next committee
meeting will be Saturday Sept. 9 at noon
·
There is also a
Yahoo group for the committee, we would be happy to allow Board members to use
it
·
Board approved
these plans (motion by acclamation) but the budget was not complete so approval
will occur prior to the next meeting (via email)
ii)
Motion: The Board
authorizes $1300 to the Run Aware campaign as seed money, Cathy moved, Jean
seconded, unanimous
b)
Christina
Caravoulias (Volunteer database)
i)
Internet
volunteer database/intranet site (0606−6a): Christina received
information from all of the race directors, to get a sense of the number of
volunteers they used, most use electronic means to notify volunteers, rarely by
mail, most race directors keep electronic records except for a few, no one said
they had too many volunteers but few said they were lacking in volunteers, but
the problem is that there are shortages just before the race and then people
sign up
ii)
Information
around the types of volunteers they need (experience in certain areas),
Christina says the volunteer lists are often incomplete; we miss people who
volunteer (usually at the last minute) and they are not subsequently
acknowledged, but overall the conclusion is that we do end up getting enough
volunteers
iii)
Christina has a
list of volunteers for the entire club but it is not yet broken down by
assignments or by races
iv)
Main issue is
that we need to keep volunteer lists updated by race directors before they
are submitted after the race
v)
Christina also
asked Board to finalize the 2007 race schedule
c) Sarah Stanley (Social Coordinator): She was scheduled but was unable to attend
3. Review MCRRC Calendar
a)
Sun 9/10, 9am,
Potomac Cabin John Kids Runs (ages 18 and under) 1M (JP); .25 and .5 mile Young
Runs
b)
Sat 9/16, 8:30am,
Derwood, Lake Needwood Cross Country 10K (XC); 1 mile Fun Run (JP); .25 and
.5mile Young Runs
c)
3.3 Sun
9/24, 7:30am,
d)
Sunday 10/1 is
4. Minutes of the Previous Meeting
a)
Change item
0608-6b to indicate it was completed,
b)
Motion to accept
minutes, Cathy moved, Jim seconded, unanimous (1 absent)
5. Treasurer’s Report
a)
The total cash in
MCRRC accounts, as of August 31 (not including
i)
Checking (9223)
$51,290.33
ii) Savings
(6828)
$10,102.81
iii) Savings
– Clubhouse (7652)
$ 5,840.22
iv) Smith
Barney (CD’s)
$10,455.45
v) TOTAL
Bank Accounts
$77,688.81
vi) Other
Assets (CDs)
$51,000.00
b)
i)
Checking
$7,891.62
ii) Savings
$2,340.79
iii) TOTAL Bank Accounts
$10.232.41
c) Pikes Peek bank accounts (as of June 2006)
i)
Checking
$3,800.48
ii) TOTAL Bank Accounts
$3,800.48
d) HYR bank account (as of April 2006)
i)
Checking
$11,023.81
ii) TOTAL Bank Accounts
$11.023.81
e)
Significant
income was received from:
i)
Membership dues
$5,305.00
ii) RMS
$2,349.11
iii) XMP
$1,700.00
f)
Significant
expenses included:
i)
New Equipment
$1,143.24
g)
Old Financial
Action Items:
i)
Begin 2005 tax
preparation. Sethiya received the completed tax forms from E. Cohen and they
will be mailed to the IRS by October 15, 2006.
ii)
Search for
bookkeeper: Sethiya talked with accountant at E. Cohen and, after reviewing the
books, declared them to be in good shape. Completed.
h)
New Financial
Action Items:
i)
Discussion of
work on 2007 budget: Sethiya and Craig will create a draft budget that will be
reviewed by the entire Board
i)
Motion to approve
this month’s Treasurer’s Report, Dave moved, Chris seconded,
unanimous
6. Unfinished Business
a)
Financial
(0607−4g): Sethiya will clean up the balance sheet by fixing the budget
and reconciling the budget report and accounts. Completed.
b)
Request for
Running Coach (0608−7a): Cathy will assemble an email group for certified
coaches to deal with requests, and she will respond to this specific request,
i)
Cathy found there
is a coaches email group but it is out of date, not sure who is on it, whether
it just has certified coaches or not, need to contact coaches and ask if they
want to be on the list, in order to deal with future requests for coaches
ii)
Action Item:
Cathy will update the list, checking with current active club coaches
c)
Take Back the
Night Foundation donation (0608−9b): Sethiya reported that we have never
donated to the Olney Chamber of Commerce but we donated $40 to city of
i)
Jean has the
names of the two people who asked club for a donation as we did in previous
years
ii)
Motion: The
Board approves donating $50 to the City of
d)
CPR Class
(0608−9c): Jean found that these classes cannot be set up at
short notice, although some instructors said they can do one in October but
also Jean found that the Red Cross is changing its course sometime in November,
so it would be better to wait
i)
Suggestion is to
set it up for sometime in January, one class with limited space
ii)
Action Item: Jean
will setup a CPR class for sometime in January
7. New Business
a)
Request to put
Philbin’s sponsor link on club website
i)
Mike Broderick
requested that the link to Philbin's be put on the home page because of all
they have done for the club
ii)
The more general
question; firms that give us in-kind donations/sponsorship rather than cash,
how do we deal with these kinds of sponsorships and how do we decide which
sponsors get on the home page? Issue is that the home page is for sponsors
throughout the year or certain RMS clients
iii)
The Board
developed the following criteria for home page sponsors: the sponsor must make
a "substantial and continuing contribution to the club"
iv)
Philbin’s
meets this criterion because they hosted the New Year's Day race, they host the
monthly Stride Clinic, and they provide space upon request for coaching
certification and special training groups
v)
Motion: The Board
approves adding Philbin's on the club home page, due to their substantial and
continuing contribution to the club, Cathy moved, Jim seconded, unanimous
b)
RRCA 2006 Awards
Announcement: Board agreed to ask for nominations on MCRUN
c)
Club clothing:
Cathy asked who is in charge of the club clothing, because the clothes at
R&J are no longer in stock, We know that Priscilla Prunella took this on at
some point, and Cathy is in the process of asking her for the status of the
club logo clothing
i)
Question is
whether there is a club champion for the logo clothing at R&J
ii)
Action item:
Cathy will check to see if Priscilla is still interested in coordinating the
club clothing line at R&J
d)
2007 Race
Schedule: To begin the process of finalizing the next year’s race
schedule, the Board agreed to share thoughts and ideas about any changes to the
existing schedule via email, Dave will compile the suggestions and take it to
i)
Dave requests
that all Board input must be received by September 16
ii)
Action Item:
Board members will exchange email re: ideas for next year's race schedule, Dave
will compile the ideas and send to
8. Standing Items
a)
Run Aware
Campaign (0602−3b): see Business with Invited Guest
9. Business Between Meetings
a)
Strategic
planning follow-up meeting held 8/21/06. Next one scheduled for 9/25/06
to discuss a member survey.
10. Announcements
a)
Jean announced
that 1000 people have so far been entered in the Parks Half-Marathon (PHM)
b)
Cathy announced
that there are over 40 club members who will be running the JFK 50-miler
11. Closure
a)
Action Items
i)
Budget 2007:
Sethiya and Craig to work on a draft budget
ii)
Request for
Running Coach: Cathy will assemble a list by contacting certified club coaches
from its various training programs, to deal with requests
iii)
CPR Class: Jean
will contact instructors and arrange for schedule, space, etc. for a class
sometime January
iv)
Club Clothing:
Cathy will check to see if Priscilla is still interested in coordinating the
club clothing line at R&J
v)
2007 Race
Schedule: Board members will exchange email re: ideas for next year's race
schedule, Dave will compile the ideas and send to
b)
Motions Passed
(including motions by acclamation)
i)
Take Back the
Night Foundation donation: The Board approved donating $50 to the Olney Chamber
of Commerce
ii)
Philbin’s
Sponsor Link on the MCRRC Web Site: The Board approves adding Philbin's link to
the club home page, due to their substantial and continuing contribution to the
club
iii)
RRCA 2006 Awards
Announcement: Board agreed to ask for nominations on MCRun
c)
Review Plans for
Next Meeting:
i)
Next meeting is
October 5, 2006 at 6:30 pm, at the Stella Werner Council Office Bldg, 5th Floor
Conference Room, 100 Maryland Ave, 5th Floor conference room. Jean offered to
bring food.
Meeting
Adjourned: 9:10 pm
Respectfully
Submitted,
Gary
Resnick Secretary, Montgomery County Road Runners Club