Montogmery County Road Runners Club
Minutes
of Board of Directors Meeting
Called to order 7:00
Present: Jean Arthur, Christina Kichula, Craig Roodenburg, Cathy Blessing, Janet Newburgh, Susan Gagnon, Sethiya Renwick, Dave Haaga
Invited Guests: Pat Maloney
Minutes Prepared by: Susan Gagnon
1.
Minutes of the Previous Meeting
a. Motion to accept minutes, Craig moved, Christina seconded, 4 yes 3 abstain (new members)
2. Business Involving Invited Guest
a. Pat Maloney raised issues concerning online registration process
i. It should be easier to sign up
ii. Volunteers were not always notified of their jobs through the old system
iii. Question as to whether race directors are seeing the feedback on the pink cards
iv. Suggestion that we should start an "Ask the Board"column in which different board members could respond to different topics
v. Jean will talk to Chris Caravoulias about this
3. Treasurer's Report
a. Motion to accept, Cathy moved, Janet seconded, unanimous
b. See attached
Montgomery County Road
Runners Club, Inc.
April 6, 2005
Attached
are the following reports:
·
Balance Sheet, as of March 31, 2004
·
Profit & Loss, March 2004
·
Profit & Loss, Budget Performance, March
2004
MCRRC
Account Detail:
The
total cash in MCRRC accounts, as of March 31 (not including Marathon in the
Parks, Pike's Peek, and HYR accounts) was the following:
Checking
$7,586.85
Savings
$29,126.45
Savings Ð Clubhouse $5,796.90
Legg Mason
$11,217.36
Merrill Lynch
$0
TOTAL
Bank Accounts
$53,727.56
Other
Assets (CDs)
$20,000.00
Marathon
in the Parks:
Bank Accounts:
(as of February 28, 2005)
Checking
$13,205.03
Savings $ 2,861.15
TOTAL Bank Accounts $16,066.18
Pikes
Peek:
Bank Accounts
(as of April 6, 2005)
Checking $ 18,327.08
Savings $2,062.97
TOTAL
Bank Accounts
$20,390.05
HYR:
Bank Account
(as of January 4, 2005)
Checking $7,747.69
TOTAL Bank Accounts $7,747.69
March
Financial Information:
The
March financial statements indicate a net income of $2,017.51. Significant income was received from:
Significant
expenses included:
Budget
Items:
None
Old
Action Items:
1.
Prepare for end of year reconciliation and upcoming tax
filings.
2.
Transfer $10,000 plus cone money into Legg Mason account.
New
Action Items:
Respectfully
prepared by:
Christina
Kichula, MCRRC Treasurer
4.
Unfinished Business
a. RRCA Convention - information
i. Registration is coming up soon, have to let Jean know if we're interested in going
ii. Amount of reimbursement depends on how many people attend
b. Notter Consulting - discussion
i. Club member owns the company
ii. Could consult with board on functioning more effectively
iii. Board consensus was that the board is newly constituted and functioning well at present, so we have no need for this service
c. Chi Running - information
i. Danny Dreyer will be holding a two-day workshop locally
ii. He asked for the club's co-sponsorship and help in procuring a location, and Jean set him up with the Aspen Hill Club on June 10.
iii. The club will incur no expense except possibly providing refreshments
iv. No objections from board to the club's name being associated with this
d. Lona Brady Award - Discussion
i. Lona was a club member who died of cancer at 48 years old
ii. Her husband and sister gave $1500 to set up an award
iii. Club could present 2 awards annually, one a member of the Beginning Women's Program and the other to a member of the Speed Development Program
iv. Guidelines need to be established for determining eligibility for the award
v. Sethiya agreed to write a draft of a paragraph describing ³Lona's spirit² and the board will base the criteria on this
vi. Christina and Jean will work to establish a separate account for this fund
vii. Janet recommended publicizing the existence of this fund via normal club channels so that club members can contribute to keep the fund going
e. Partnering with Elite Training Ð discussion
i. This local gym would like to come to races and lead warm-ups and stretches
ii. Sethiya asked what the advantage would be for the club
iii. Craig agreed to deal with businesses wishing to partner with us and will work on establishing what we could ask of these businesses in return
f. Child Care at Club Events Ð discussion
i. A parent brought up the question of child care during races so that both parents can run/volunteer
ii. The board brought up that this has been attempted in the past, no one was in support of trying again
g. Outstanding Participant Award Proposal Ð discussion
i. draft proposal submitted by Wayne Carson
ii. aims to recognize a club member with an exceptional record of participation, both running and volunteering
iii. board agreed to accept the criteria as stated in the draft but to amend by saying that a person can only receive this award once.
iv. Qualifications for award will be published in The Rundown
v. Jean will contact Chris C. to let her know about this
vi. See draft on next page
Outstanding
Participation Award (Draft)
Submitted
by Wayne Carson
03/23/05
Justification: To recognize one MCRRC club member for a broad range of participation in the club. This participation shall include but not be limited to running in club races, volunteering in club races, and running on MCRRC teams.
Minimal Qualifications for Consideration:
Note: There were 3 participation series award winners that met these criteria in 2004 (I was disqualified on item 5).
Final Selection
The final selection shall be made by the board from the list of eligible candidates. Possible criteria for making the final selection may include:
The participation series coordinator provides the statistics for item 1.
h. Stride Clinic Ð discussion
i. Steve Horowitz from Varsity Sports would like to work with MCRRC to develop a second stride clinic in Rockville
ii. Steve says he will use his staff and MCRRC will only have to advertise it
iii. Christina suggested that we would need to charge the same price as the existing clinic
iv. Craig suggested that we should have him organize a prototype session so that some of the club leadership could attend and assess
v. Jean will call Steve back and talk to him about this
i. Volunteer Picnic Ð Sunday June 5th
i. Jean will take care of food
ii. Sethiya will be in charge of organizing the games. Janet suggested bingo, Sethiya will look into it.
j. Championship Series - discussion
i. Suggestion was made that we add a volunteer component to this series
ii. If so, we should add a volunteer component to the XC Race Series as well
iii. Jean agreed to announce this new criteria
5.
New Business
a. Big Brothers Big Sisters proposal for Riley's Rumble Ð proposal
i. Cathy's contact would like to supply corporate sponsorship for this race if MCRRC agrees to donate race proceeds to BBBS
ii. The board disagreed because we need to make a profit from this race and the corporate sponsorship would disqualify it from being a low key club race
iii. Board agreed that we could give them a waterstop if they provide volunteers and a table at the start/finish for visibility
iv. Cathy will find out from Tom Temin how many volunteers would be appropriate and will take the proposal back to her contact at BBBS
b. Adding Late-Breaking News on MCRRC.ORG - proposal
i. Janet expressed that there is a communication gap for late-breaking news
ii. She presented a sample of a simple, low key article that could be put on the web right after the event
iii. Pam Clark will set this up when she gets a chance
iv. Board agreed that this is a great idea
c. RRCA Championship Races - proposal
i. Jean stated that bids can be put in to RRCA to make a race a championship race, and that she would like to see MCRRC apply for a major race
ii. She will put in a bunch of our races to see what happens.
d. VP and At-Large Responsibility Areas Ð proposal
i. Craig suggested that VP and at-large members volunteer to be the contact points for questions/concerns in given areas
ii. This will take the pressure off of Jean and will get the board members more involved
iii. Craig suggested that the members look over the list of areas he provided and contact him with their preferences
iv. This discussion will be tabled until the next meeting
6.
Closure
a. Action Items
i. Jean will contact Chris C. regarding an ³Ask the Board² column
ii. Jean will contact Notter Consulting and let them know that we do not currently need their services
iii. Sethiya will write a paragraph for the Lona Brady Award
iv. Christina and Jean will establish and account for the Lona Brady Award
v. Jean will contact Chris C. regarding the establishment of the Outstanding Participant Award
vi. Jean will contact Steve Horowitz regarding the organization of a prototype session for a second stride clinic
vii. Sethiya will organize games for the volunteer picnic
viii. Jean will announce the newly created volunteer component for the Championship Series and the XC Series
ix. Cathy will take the Riley's Rumble proposal back to her contact at BBBS
x. Jean will apply for Championship Race status for several of our club races
xi. At-Large Board members will notify Craig of their preferences for areas of responsibility
Meeting adjourned: 9:30pm
Next meeting will be held on Thursday, May 5 in the 5th floor conference room of the County Office Building.