Invited Guests: Phil Quinn

Minutes Prepared By:  Gary Resnick, Secretary

1. Review Agenda
1. Add Club Brochures to New Business
2. Review Current MCRRC Calendar
1. Midsummer Night's Mile July 9
2. Twilighter July 17
3. Riley's Rumble July 25
3. Minutes of the previous board meeting
1. June Minutes: Cathy moves to accept the June minutes as revised, Bill seconds, 7 in favor, 1 abstention (was not present at this meeting), passed
2. March 2004 Minutes: Jean moves to approve the final version of the March minutes (which were never approved due to change in Board secretary), Bill seconds, 6 in favor, 2 abstained (were not present at this meeting), passed
4. Treasurer’s Report
1. Account Detail (as of June 30)
1. Checking $22,282.08
2. Savings $15,552.21
3. Savings - Clubhouse $3,441.18
4. Merrill Lynch $31,215.98
5. Total Bank Accounts $72,491.45
2. Marathon in the Parks $16,054.82
3. Pikes Peek $31,044.87 (as of June 30, 2004)
4. May Financial Information:
1. The May financial statements indicate net income of $4,430.69
2. Significant income was received from:

• membership dues $5,070.00
• FTM program $2,685.00
• RMS $4,117.71
• Mailing List rental (Pike's Peek) $1,309.00
• KOTR $1,492.75

1. Significant expenses included:

• HYR (new account) $4,560.00
• Volunteer Picnic $2,212.45
• Payroll $1,339.06
• Club race program $952.25

0. Budget Items:
1. Received first payment from Book Clearing House for $325.00
1. Old Financial Action Items
1. Increase credit line of MCRRC credit card to John Sissala's name is in process
2. Responded to questions from accountant re: 2003 taxes, and all taxes are submitted
3. Budget was compared to current accounts and is complete
4. Completed item regarding how postage is accounted for in our prepaid postage account
5. The HYR account was opened with $3,750
2. New Action Items:
1. Consider an audit or alternative: Christina requested a quote but has not received a response to date, will also talk to Jeff Lowe about costs of an audit
2. The cell phone with number 301-518-0884 was cancelled.
3. Jim moved to accept Treasurer's report, Janet seconded, unanimous

1. Business involving invited guests
1. Race Management Services (Phil Quinn)
1. Phil asked for Board feedback on RMS
2. Christina asked how the accounting was done, Phil explained, giving an historical perspective, coordinators may not know how the invoicing to clients is done, but Phil says the lack of information on this can be corrected through better training, and discussion ensued about administration of RMS, including billing, Phil agreed it needs to be made more systematic
3. Phil described the different levels of RMS jobs, and discussed how, in some levels, age groups and teams are more limited
4. Phil was asked what he sees as the future of RMS; according to Phil, in past years we have earned 20-25K but there are no guarantees, demand has been dropping, some due to moving to chip timing, which we don't do (1,000 finishers or more justify chip timing but some clients insisted even though they did not have this amount), Phil suggested that to gain clientele we need to be more aggressive going after business
5. Phil suggested we consider buying an alternative chip system, cost of about $30,000 for 500 chips (these are more expensive than the ChampionChips but have a better hit rate), could have two sensors and the equipment could be carried in a small suitcase rather than a truck required by the ChampionChip (currently it costs over $5,000 per year for Pike's Peek), and that with a chip system you would need fewer people to do the timing, Jim pointed out that a chip system would allow us to bid on other jobs
6. Phil reports that Smartbib appears to need more development and is not ready for rollout at this time.
7. Phil pointed out that one problem is the limited number of people who are savvy enough with RunScor software, he suggested the club provide on a half-day class for members to learn RunScor, and that a chip system could be easily integrated with RunScor, Phil says the key would be to get people involved in RMS by training on the use of RunScor
8. Another issue is if we get a chip system we might be competing with Capitol Running
9. More importantly, Phil also announced there is a chance that he may be moving permanently to South Carolina (approximately at or before June 2005), and so he suggested we continue RMS as is, don't count on getting a lot of funds, focus on keeping long-term clients, do the D-level races, train people on RunScor, give people an incentive to work races using RunScor by raising fees to increase the pay for the RMS workers, the Board agreed that we need to find a replacement for heading RMS; Phil said we need someone who understands the mechanics of race management
10. Board also suggested we need a tighter system of invoicing, Phil said he would centralize the invoicing of clientele before he leaves
11. Craig suggested that RunScor (and time machine) training should be combined with Race Director training, either adding it on the same day or as a separate component; have a separate RunScor training then have Race Director training separately, and he suggested that we encourage Race Directors to lend their expertise for RMS coordination
12. ACTION: Phil will coordinate with Christina Caravoulis to advertise in the Rundown for a RunScor training class, and Phil will arrange the class, and that every trainee should have a computer at home, as that is critical to practicing with the program, Phil said we should aim for 6-12 people to attend, with a class to be done in early September
2. New Business
1. Club Brochure: Mary Foster's daughter designed some sample club brochures, two were passed around, Jean had prices for the costs of the brochure ranging from 843 to 881 for printing costs plus design fees (Jean does not recall but will find out), the Board had already agreed that we need to develop a club brochure and that other people did not come through
1. ACTION ITEM: Jean will communicate feedback from Board on preferences, what they liked and disliked from each, and will ask her to come up with another version
2. Woods Academy Contribution; Brian Tresp suggested we make a contribution for their help in putting on the Burning Tree race, feedback has been very positive about the course and the race, suggestion is to pay what we pay the county public schools for a race
1. Suggestion is to give them an amount similar to what we pay for county public schools
2. MOTION: The Board will contribute an amount equal to that paid to county public schools, up to an amount of $200 to recognize their hospitality in allowing us to use the school facilities, Craig moved, Bill seconded, unanimous
3. ACTION ITEM: Jim will find out about the running program at Woods Academy, with the possibility of allowing race entries
3. Contribution to MCRRC member going to Paralympics
1. Christina gave information about Joe Aukward's first-time participation in the Paralympics to Greece in September, his trip is paid for but he would like to bring his family, contributions are not tax-exempt, would like to see a link on the web site for club members to contribute, with a club match up to a certain amount
2. Janet raised the issue that we need to confirm he is an active MCRRC member
3. MOTION: The Board will provide $200 to Joe Aukward to support his trip to the Paralympics, to enable his family to accompany him, as long as he is a current member of MCRRC, Christina moved, Janet seconded,
4. AMENDMENT: The Board will ask Joe to write an article on his experience for the Rundown, Jean moved, Jim seconds
5. First we vote on the amendment then we vote on the main motion plus amendment (assuming the amendment passes). The amendment passed 6 in favor 2 against, and the main motion with amendment was also passed 6 in favor 2 against
4. Compilation of Board Policies
1. Jim talked about the plan from last year to pull together the policies from past Board minutes to help guide Board decisions
2. ACTION ITEM: Jean will look up what was said at last year's Board meeting about this issue
3. ACTION ITEM: Gary will organize a Board member review of past Board minutes, all members will be asked to help review minutes from prior Boards to identify policies that arose from these meetings that have a bearing on this Board’s decision-making
5. Contribution to Smarter Runner Summer Training Program
1. Bob Fabia asked for the club to defray costs of the shirts to participants or to buy free shirts for coaches (and have participants pay for their own shirts), it was noted that this program is free while many of the training programs involve a fee that pay costs for shirts and gifts for coaches
2. MOTION: For this year the Board will pay the cost of shirts for the Smarter Runner Summer Training Program coaches, for $252 total cost, Craig moved, Bill seconded, 7 in favor, 1 abstained (due to conflict of interest)
3. Next month board item: to discuss the terms of authorization of the next year's summer training programs in terms of fee structure, coaches etc.
3. Unfinished Business
1. Apportionment Positions/Board Organization, it was decided we need a separate meeting date to hold this discussion as we run out of time during regular Board meetings
1. ACTION ITEM: Jean will look for some possible dates via email, to hold a separate meeting
2. Awards Dinner
1. Christina suggested Mical and Paul Honigfort to help plan the Awards Dinner as long as there is a long-time member to assist, Cathy and Craig volunteered to assist them
2. ACTION ITEM: Christina contact information for Mical and Paul to Cathy, Craig and Jean
3. Club fundraising corner on web site
1. Craig exchanged correspondence with Pam Clark and will put it on her to do list, but it is low priority
4. Clydesdale/Athena Division
1. Craig exchanged correspondence with Lyman Jordan regarding Clydesdale/Athena division. Lyman will develop a proposal to take to the Pike's Peak committee for consideration.
2. Craig talked with George Tarrico about a handicap race, it looks like the 5-mile option of the Turkey Burnoff may be a possibility since it doesn't interfere with the championship race
5. HHS Small Steps program
1. Jim reported about the involvement in the HHS Small Steps program, he has learned it is not a focused program and does not appear to have a useful link to the club
4. Announcements
1. Gary and Janet will not be available on the next scheduled Board meeting date of August 5, suggest changing date of meeting
2. Congratulations to Cathy Blessing and Terry Adirim, both of whom successfully completed the RRCA Certification, with the help of Mike Broderick who provided the additional training RRCA required, and the Board thanks Mike for his work on this
5. Closure
1. Reviewed Action Items:
1. Audit or alternative: Christina will check on her request for a quote and will talk to Jeff Lowe about costs of an audit
2. Phil will coordinate with Christina Caravoulis to advertise in the Rundown for a RunScor training class, and Phil will arrange the class, and that every trainee should have a computer at home, as that is critical to practicing with the program
3. Club Brochure: Jean will communicate feedback from Board on preferences, what they liked and disliked from each "model" brochure, and will ask Mary Foster’s daughter to come up with another version
4. Jim will find out about the running program at Woods Academy, with the possibility of allowing race entries
5. Compilation of Board Policies: Jean will look up what was said at last year's Board meeting about this issue
6. Gary will organize a Board member review of past Board minutes, all members will be asked to help review minutes
7. Next month board item: to discuss the terms of authorization of the next year's summer training programs in terms of fee structure, coaches etc.
8. Apportionment Positions/Board Organization: Jean will look for some possible dates via email, to hold a separate meeting
9. Awards Dinner: Christina will provide contact information for Mical and Paul to Cathy, Craig and Jean, who will organizing the Awards Dinner
2. Motions Passed:
1. The Board will contribute to Woods Academy an amount equal to that paid to county public schools, up to an amount of $200 to recognize their hospitality in allowing us to use the school facilities, Craig moved, Bill seconded, unanimous
2. The Board will provide $200 to Joe Aukward to support his trip to the Paralympics, to enable his family to accompany him, as long as he is a current member of MCRRC, Christina moved, Janet seconded, passed 6 in favor and 2 against, and AMENDMENT: the Board will ask Joe to write an article on his experience for the Rundown, Jean moved, Jim seconds, passed 6 in favor, 2 against. Both motion and amendment passed.
3. For this year the Board will pay the cost of shirts for the Smarter Runner Summer Training Program coaches, for $252 total cost, Craig moved, Bill seconded, 7 in favor, 1 abstained (due to conflict of interest)
3. Next Board Meeting: To accommodate Gary and Janet’s schedules, the next Board meeting has been moved to July 29, 2004, at 6:30 PM at 101 Maryland Avenue, Rockville. Christina volunteered to coordinate the dinner.

Gary Resnick

Secretary, Montgomery County Road Runners Club

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