Montgomery
County Road Runners Club
Minutes of
Board of Directors Meeting
Meeting of
June 5, 2008
Called to order:
7:05 pm
Present: Cathy Blessing
(President), Sethiya Renwick (Vice President), Mical Honigfort (Secretary),
Jean Arthur (Member at Large), Susan Debad (Member at Large), Jim Farkas
(Member at Large), Leonard Lee (Member at Large), Craig Roodenburg (Member
at Large)
Minutes Prepared By:
Mical Honigfort, Secretary
- Review Agenda
- Nothing added or
changed
- Business involving
guests
- Susan Mapes- Petition
to end violence against elite runners in the Rift Valley
- Susan passed around
a recent article from the May 2008 Runner’s World about the Rift Valley
and the runners from that part of the world being targeted by violence
- Susan proposed that
the club sponsor a petition through both MCRRC and RRCA to bring attention
to the problems and raise the issue to a higher level
- A suggestion was
made to raise awareness of the issue within the club (via discussion
groups); to possibly obtain permission to copy the article from Runner’s
World to distribute at events and there is potential for a possible
Rundown article on the topic
- The board supports
having a petition available to sign at the volunteer picnic and other
low-key races
- Jim will publicize
the petition and the issue in the next Ins and Outs newsletter
- Joel Carrier- USATF
XC Championship Race
- Joel circulated
copies of the Marriott contract for the hotel rooms to be held for the
event; 80% of the rooms that we hold must be booked. The board
agrees that the club should go ahead and sign the contracts to hold
the rooms.
- Joel passed around
a ‘tracking sheet’ template to keep track of budget, personnel,
issues, etc.
- There will be an
event (probably 4 races) on the course on Nov. 15; a nominal fee will
be charged and the event may be held in conjunction with Brooks-Pacers.
- Club Administrator
Report
- Susan has been working
on updating and correcting the database, which has numerous errors such
as many expired memberships.
- Susan found out
that we need to purchase some equipment for the AED (pediatric pads
and a hard sided case). MOTION: Craig moved to purchase
these items, Jim seconds, unanimous.
- Review MCRRC
Calendar
- Gaithersburg XC
5k- June 6, 7pm, Gaithersburg
- Run for Roses 5k-
June 21, 8am, Wheaton
- Volunteer picnic-
June 14, 1pm, Rockville
- Minutes of the
Previous Meeting (business between meetings)
- Susan moves to accept
minutes. Jim seconds, unanimous
- Treasurer’s
Report
- Chris was absent
and circulated the profit and loss and the Treasurer’s Report after
the meeting.
- The total cash in
MCRRC accounts, as of May 31, 2008 (not including Parks Half Marathon,
Pike’s Peek, and DYR accounts) was the following:
- Checking (9223) $44,105.20
- Savings (6828) $16,173.41
- Smith Barney $22,942.74
- Total Bank Accounts $83,221.35
- Other Assets (CDs) $55,000.00
- Includes $10,000
Clubhouse CD at NASA FCU and $45,000 CDs at Smith Barney
- Parks Half Marathon
Bank Accounts (as of May 31, 2008)
- Checking $2,083.48
- Savings $2,360.06
- Total Bank Accounts $4,443.54
- Pike’s Peek
Bank Account (as of May 31, 2008)
- Checking $28,241.12
- Total Bank Accounts $28,241.12
- DYR
Bank Account (as of May 31, 2008)
- Checking $10,306.95
-
Total
Bank
Accounts
$10,306.95
- May Financial
Information
- Significant individual
items:
- Purchase of timing
system necessitated a $35,000 transfer from reserves; system was paid
in full by the end of May
- Significant income
was received from:
- FTM registration
fees $15,000
- Membership renewals $6,925
- Motion to accept
Treasurer’s Report (via email after the meeting): Mical moves,
Susan seconds, passed unanimously.
- Unfinished Business
(action items from previous meetings)
- Review action items/open
issues from prior Board meeting:
- IPICO and RMS (0804-7a-i):
Susan will work with Phil to purchase the system; Craig will discuss
the future of RMS after the purchase of the IPICO system with Phil and
other involved members
- We have purchased
the IPICO system
- Craig is continuing
to discuss the issues of RMS with the key personnel
- Sethiya will contact
Wanda Walters about the duties she is currently performing (0804-8b):
Wanda can help with the programs as needed by the programs; we are unable
to categorize her duties
- Volunteer picnic
(0804-8c): Discussed board responsibilities for the picnic
- New website change
of address form (0805-3a): completed
- Hats for volunteer
gifts (0805-8b): Mical will contact Kimberly and let her know
that we are not going to order the hats- completed
- Clubhouse buildout
(0804-2a): Jean will email John Sissala to update him that the
board agrees with proceeding- completed
- John Sissala reported
via email that the buildout is almost done and that the room looks great.
- Review in-progress
items from prior meetings:
- Craig will respond
to MetroSports on the issue of low-key races (0804-8a): Craig
is going to decline the offer to distribute their product at low-key
races- completed
- Club credit cards
(0712-6e-i)- Chris explained that all card users will sign a ‘terms
of use’ statement in order to have a club credit card- in progress
- Cathy is going to
pursue a coordinator for organizing groups of volunteers for programs
and projects (0804)- in progress
- Criteria for lending
club equipment (0711-7e)- Craig will draft criteria for lending of club
equipment- in progress
- Strategic Plan -
Club Program Reports (0703-7a)- Sethiya will continue working
on requirements for the club program reports- in progress
- New Business
- Billing club races
for use of IPICO system
- The details still
need to be worked out as far as the ‘per chip’ charge races will
be charged. ACTION ITEM: As a start, Craig will discuss
the timing costs for the Parks Half Marathon with Mike Acuna, and then
talk with RMS about the billing for club races.
- Training on IPICO
system
- The board agrees
that we should pay for a training day from IPAX personnel as soon as
feasible. ACTION ITEM: Sethiya will contact IPAX about training
issues (i.e. when they can come, what they will do at the training).
- Rockville Booster
Club at Midsummer Night’s Mile
- The Booster Club
would like to come out to sell refreshments for Midsummer Night’s
Mile, pending recruitment of their membership to volunteer. We
will tell them we are happy to have them come out.
- Fall track locations
and lights
- Wootton HS track
may not be available in September due to construction. For Wednesday
night track, we need to find out what the city of Rockville is planning
for “Community Night Out” of which we are a part . ACTION
ITEM: Craig will check on this.
- We need a
track location for the Coed 5k/10k and walking programs on Tuesday nights.
The board agrees that we will pay for lights at Rockville HS for Tuesday
nights as needed for the programs, and will advertise the track is available
for use by any club member.
- Marriott rooms contract-
completed (see item 2b above)
- AED- Cathy
is in the process of touching base with Christina on the progress she
made on the AED program. ACTION ITEM: Jean will contact
Christina.
- Run Aware in club
races- ACTION ITEM: Jean to talk to Bill Morrison about
enforcing the headphone ban at club races.
- Standing Items
- Strategic Plan –
Compiling/updating governance policies - a draft is in progress.
- Strategic Plan –
Increasing participation and volunteerism
- Business Between
Meetings
- Approved the May
meeting minutes
- Approved the May
Treasurer’s Report
- Donation to charity
for Kids on the Run
- Announcements-
none
- Closure
- Action items:
- Craig will discuss
the timing costs for the Parks Half with Mike Acuna
- Sethiya will contact
IPAX for information on training on the IPICO timing system.
- Craig will check
on the location of Wednesday night track for the fall.
- Jean will contact
Christina to obtain any work she has done on the AED program.
- Jean will discuss
with Bill Morrison the issue of enforcing the headphone ban at club
races.
- Motions passed:
- The board approved
purchasing the needed items for the AED.
- Review Plans for
Next Meeting
- Next meeting is
July 3, 2008 at 6:30 pm at the Stella Werner Council Office Bldg, 5th
Floor Conference Room, 100 Maryland Ave. Mical offered to bring
food.
Meeting adjourned:
9:45 pm
Respectfully submitted,
Mical Honigfort