Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of September 1, 2005

 

Called to order: 7:08 pm

 

Present: Jean Arthur, Craig Roodenburg, Gary Resnick, Susan Gagnon, Cathy Blessing, Sethiya Renwick, Dave Haaga,

 

Invited Guest: Kimberly Price

 

Minutes Prepared By: Gary Resnick, Secretary

 

1.      Review Agenda

a)         No new items

 

2.      Review MCRRC Calendar

a)         Cabin John Young Run, Sept. 11

b)         Lake Needwood, Sept. 24  

 

3.      Minutes of the Previous Meeting

a)         Motion to accept minutes, Dave moved, Susan seconded, passed

 

4.      Treasurer's Report

a)         Christina was absent but informed the Board that she will send a financial report by email before next meeting, with the Board to approve at the next meeting (see attached report below).

 

5.      Treasurer’s Report (Submitted Sept. 12, post-meeting)

a)         MCRRC Account Detail:

i)               The total cash in MCRRC accounts, as of August 31 (not including Marathon in the Parks, Pike’s Peek, and HYR accounts) was the following:

·              Checking       $37,844.52       

·              Savings         $29,350.36

·              Savings – Clubhouse  $5,811.09

·              Legg Mason  $21,381.12

·              TOTAL Bank Accounts         $94,387.09

ii)              Other Assets (CDs)         $20,000.00

iii)            Marathon in the Parks:

·              Bank Accounts:         (as of August 30, 2005)

·              Checking       $13,376.88

·              Savings         $2,869.28

·              TOTAL Bank Accounts         $16,246.16

iv)            Pikes Peek:

·              Bank Accounts          (as of August 16, 2005)

·                  Checking   $537.56

·                  Savings     $2,043.19

·              TOTAL Bank Accounts                                $2,580.75

v)             HYR:

·              Bank Account           (as of August 30, 2005)

·                  Checking   $8,250.24

·              TOTAL Bank Accounts                                $8,250.24

b)         August Financial Information:

i)               The August financial statements indicate a net income of $3,028.22.  Significant income was received from:

·              Membership dues       $4,685.00

·              XMP $3,307.50

·              RMS $1,648.00

ii)              Significant expenses included:

·              Professional fees       $955.00

·              Team programs (Chicago Marathon)   $875.00

·              Intervals        $876.64

c)         Budget Items:

i)               Stride Clinic income - Sign-me-up should be sending a check.

ii)              We are now significantly over budget for new equipment.  After paying for the new sound system (check mailed 7/1) and the new computers, we have spent $4,725.46 on new equipment.  We should carefully consider new purchases for the remainder of the year.  In addition, we have paid over $700 for the shed clean-up.

iii)            We did receive $2000 more than expected from HYR and $6000 more than expected from Pike’s Peek.  We will not be receiving the expected $8000 distribution from Marathon in the Parks 2004. 

d)         Old Financial Action Items:

i)               Transfer $10,000 plus cone money into Legg Mason account. – Complete

ii)              Discuss fees assessed by Sign-Me-Up Sports with Phil Quinn. – Complete

e)         New Financial Action Items:

i)               Determine appropriate budgets for low-key races. – In-process

 

6.      Business Involving Invited Guest

a)         Halloween Young Run (Kimberly Price)

i)               Secured Darcars as the title sponsor for four years, to 2008, with a name change, so it is now called the Darcars Young Run, but the theme is still based on Halloween

ii)              Kimberly showed the posters and the race applications

iii)            Sponsorship deal is $10K for first three years, $12K for last year

iv)            Due to renaming of posters, medals, signs, etc. the first year will involve more capital outlay but this should be reduced in the succeeding years

v)             Kimberly said she is a bit behind schedule on this year’s race because schools initially had a problem with the new race name because publicizing the race on school grounds would make it appear as if the schools were promoting Darcars, thus requiring a longer period of time for the approval process

vi)            Most team captains have returned, new medical coordinator, but looking for a registration assistant to field parent questions

vii)          Due to the sponsorship fees will stay the same, $5 mail or $3 by internet, Rockville city police will charge for their time (this is new this year),

viii)         Kimberly distributed a draft copy of the budget, overall looking at a profit of about $4K this year, which is less than in previous years but this is due to the name change (new t-shirts, medals, signs, applications, etc.)

ix)            Kimberly gave long-term notice that she will step down as race director after 2008. She will stay as race director until 2008 but plans to step down after that.

 

7.      Unfinished Business

a)         Review Action Items from August, 2005 board meeting

i)               Christina will prepare a spreadsheet of expenditures for club low key races (0508-7a): on hold as Christina is out of town

ii)              Fundraising for resurfacing the tracks (0508-7f): Janet (who was absent) sent an email indicating that she left messages for the AD at Gaithersburg High School and with the track coordinator at Montgomery College indicating “our willingness to approach MCRRC members for their financial participation regarding track maintenance and/or resurfacing.”

iii)            Purchase of folding tables (0508-7g): Craig talked with Phil and they are being purchased - Complete

iv)            Membership Renewal (0507-7b): Sethiya reported on a new web site design with drop down menu's, we don't know when it is going to be online, in the interim she can put the renewal form accessible from the main page with one or two clicks

·              ACTION ITEM: Sethiya will ask Pam Clark how much it will cost for the web site to be done by the new year (or sooner if possible)          

v)             Club members making purchases without board permission (0508-7a): Jean talked with the member involved and will send a written note

·              ACTION ITEM: Jean will send a letter to the club member indicating the new motion about unauthorized purchases and will also note that the Pike's Peek credit card cannot be used for purchases not related to the race

vi)            Drinkmore Water Sponsorship (0508-7h): Jean sent two emails about the agreement and has not heard back, Christine Caravoulias also sent an email inviting them to place a free ad in the Rundown but has not heard back from them either

 

8.      New Business

a)         CPR Courses – should we charge to offset cost?

i)               there is a large amount of interest among club members, enough for two classes

ii)              last time we paid the instructor $100 (she is a nurse for the county) but will cost more for the next few classes

iii)            Prior instructors suggested we charge members the cost of the books, approximately $8

iv)            Question: should we charge some minimal fee?

v)             Suggestion that we not charge active club coaches and race directors, in recognition of their club work, while other club members will be charged $10

vi)            Motion: The club will charge $10 for CPR courses offered by the club after 2006, with the exception of active coaches and race directors, Craig moved,, John seconded, 6 in favor, 1 opposed

b)         Betty Smith; still waiting to hear from her about her plan with chi-running

c)         Safety issues

i)               Suggestion about a public service campaign about educating the public against wearing headphones

·              Use as a symbol headphones with a red circle crossed out, perhaps hand out stickers, make use of the media for this campaign

·              ACTION ITEM: Gary will talk with Richard Stukey about helping coordinate a public service campaign

·              ACTION ITEM: Susan will investigate getting a sticker with the symbol and a poster done

·              Another suggestion is to use t-shirts with the symbol in the front and reasons for not wearing headphones listed on the back

ii)              Self-defense classes: Jean is working on the details with Jodie and Officer Carlin

 

9.      Announcements

a)         We received a thank you card from Irv Newman and family; the club sent flowers in sympathy after learning of their loss

b)         Also from Christina Caravoulias: the Rundown will start coming out on a regular schedule, but she is still looking for help

 

10.  Closure

a)         Review Action Items

i)               Membership Renewal on Club Web Site: Sethiya will ask Pam Clark how much it will cost for the web site to be done by the new year (or sooner if possible)

ii)              Club Members making purchases: Jean will send a letter to the club member indicating the new motion about unauthorized purchases and will also note that the Pike's Peek credit card cannot be used for purchases not related to the race

iii)            Safety Issues: Gary will talk with Richard Stukey about helping coordinate a public service campaign

iv)            Safety Issues: Susan will investigate getting a sticker with the symbol and a poster done

b)         Motions Passed

i)               CPR Courses offered by the club: The club will charge $10 for CPR courses offered by the club after 2006, with the exception of active coaches and race directors.

c)         Review Plans for October Meeting

i)               Next meeting is October 6, 2005, 6:30 pm, at 100 Maryland Ave, 5th Floor conference room.

d)         Sethiya offered to bring food

 

Meeting Adjourned:  8:45 pm

 

 

 

Gary Resnick Secretary, Montgomery County Road Runners Club