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