Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of April 6, 2006

 

Called to order: 7:10 pm

Present: Craig Roodenburg (President), Dave Haaga (Vice-President), Sethiya Renwick (Treasurer), Gary Resnick (Secretary), Susan Gagnon (Member-at-Large), Cathy Blessing (Member-at-Large), Jim Farkas (Member-at-Large), Jean Arthur (Member-at-Large), Chris Richey (Member-at-Large)

Invited Guests: Laura Sildon, Bob Quinn, Rebuilding Together, Montgomery County, and residents of Kensington

Minutes Prepared By: Gary Resnick, Secretary

 

1.       Review Agenda

a)      No New Items

 

2.       Business with Invited Guests

a)      Rebuilding Together, Montgomery County provides home rehabs and modifications for low-income families and the elderly, to keep them in their homes, also they are a charity partner with Marine Corps Marathon

b)      They are asking the club for our support providing a group to train their runners who are raising money for the group

c)      Rebuilding Together is partnering with DC Fit to recruit charity runners, now would like to have a Montgomery County running group, runners must raise $1,000, plus MCM registration, plus the club gets $15 per runner based on the number of runners recruited

d)      Also, they would send runners to MCRRC who will join the club and pay for the marathon training program (assuming they meet the criteria)

e)      ACTION ITEM: Craig will inform Rebuilding Together of the Board's decision

f)       MOTION: In lieu of the direct solicitation of club members we will instead subsidize the placement fee for inserting flyers from Rebuilding Together in packets for Pike's Peek 10K race, Cathy moved, Susan seconded, passed unanimously

 

3.       Review MCRRC Calendar

a)      Wed 4/19, 6:45pm Gaithersburg, Firebirds Mile 1M;.25 mile Fun Run

b)      Sun 4/23, 8am, Gaithersburg, Pike's Peek 10K; 1K Fun Run and 50 meter Toddler Trot Susan Gagnon is the volunteer coordinator and we need volunteers

c)      Sun 4/30, 8am, Potomac, Hills of Cabin John Cross Country 5K (XC); 1K (JP); .25 and .5 mile Young Runs 

 

4.       Minutes of the Previous Meeting

a)      Motion to accept minutes, Susan moved, Jean seconded, passed unanimously

 

5.       Treasurer's Report

a)      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:

i)           Checking                                       $  9,010.22                     

ii)         Savings                                          $20,195.43

iii)        Savings-Clubhouse                         $  5,825.51

iv)       Legg Mason                                  $29,820.93

v)         TOTAL Bank Accounts                                      $64,852.09

b)      Other Assets (CDs)                                                   $21,000.00

c)      Marathon in the Parks Bank Accounts (as of April 2006)

i)           MOTION; the Board authorizes the Half-Marathon to access and use the MITP account, Gary moves, Jim seconded, unanimous

ii)         Checking                                       $ 7,891.62

iii)        Savings                                          $ 2,340.79

iv)       TOTAL MIP Bank Account                                $10,232.41

d)      Pikes Peek Bank Accounts    (as of April 2006)

i)           Checking                                       $21,879.19 

ii)         TOTAL Pikes Peek Bank Account                      $21,879.19 

e)      HYR Bank Account (as of April 2006)

i)           Checking                                       $11,023.81

ii)         TOTAL HYR Bank Account                              $11,023.81

f)       March Financial Information

i)           MCRRC received money from the HYR but has not been paid for the Turkey Chase RMS which was recorded in Jan 05.

ii)         Significant income was received from:

·         Membership dues                                           $2,460.00

·         Pike’s Peek                                                   $2,636.75

iii)        Significant expenses included:

·         Rundown                                                       $3,943.39

g)      Old Financial Action Items:

i)           Determine appropriate budgets for low key races – Done (see Old Business)

ii)         Transfer $8,870 to Legg Mason for 2004 & 2005 cones - Done

iii)        Transfer $20,000 to Legg Mason for contribution to reserves. In process, considering two installments

iv)       Begin 2005 tax preparation. - In process

v)         Begin search for bookkeeper (see Old Business)

vi)       Draft agenda for Strategic Planning Meeting targeted for May 2006 (see Old Business)

h)      Motion to approve this month's Treasurer's Report, Dave moved, Chris seconded, unanimous

 

6.       Unfinished Business

a)      National Marathon (0603-2a): Gary will write a notice for the web site and MCRUN describing the partnership with the National Marathon - completed

b)      Run Aware Campaign (06023b): Richard Stukey is no longer able to lead this committee so we are in search of a volunteer

c)      Board members will review Richard Stuckey’s announcement about a committee formed for the campaign - on hold pending a campaign committee chair

d)      Run Aware Campaign (0602-3b): Susan will look for statistics on headphone use - completed, there are no available statistics

e)      Run Aware Campaign (06023b): Jean will talk with Jim Hage - on hold pending a campaign committee meeting

f)       MOTION BY ACCLAMATION: The Board agreed that the Run Aware Campaign will be a standing item in future Board meetings

g)      Email Membership Renewal Reminders (0602-3c): Janet will post Christina Caravouliass message about creating an email master list on the web sites Breaking News page - completed

h)      Financial  (05087a): Susan handed out a preliminary spreadsheet showing income and expenses for the low-key club races, the plan is to derive a budget for each race director so they know beforehand what they can spend

i)           ACTION ITEM: Susan will continue to refine the spreadsheet and will send to the Board financial analysis

i)        Most improved runner of the year award (0502-9a): Craig will approach the coaches and report back on their willingness to form a committee for this award - in process

j)        Hiring an accountant or bookkeeper (0601-7e): Christina will look at the costs of hiring a bookkeeper

i)           ACTION ITEM: Sethiya and Chris will work on defining scope of work to be purchased

k)      Club Strategic Planning (0602-7f):  Christina will work on an agenda for a Strategic Planning meeting that will involve current and former Board members, Susan has taken this over, we have a room reserved on Sat May 20 from 11-3 at South Germantown Park and we have a facilitator, the room costs nothing, facilitator will get a stipend, need to meet with Susan and/or any other Board meetings, Susan obtained Board comments from Nominations Committee, would like to ask MCBOARD recipients for their input, Jean will share summary from last time,

i)           ACTION ITEM: Susan will pull together comments from ex-Board members and current Board members to send out to the Board by April 18

ii)         Plan is to have at least two areas or topics to give to the facilitator by the end of the first week of May

l)        Follow up on ultra marathon training program (0603-7c): Jean or Craig will ask the Ultra-Marathon program coordinator to submit a budget for the next Board meeting.

i)           The board is strongly in favor of implementing an Ultra-Running training program but the proposal needs to have more structure and a clear champion.

ii)         ACTION ITEM: Chris will communicate the Board's concerns to the program's proponents

 

7.       New Business

a)      How to pick a training program [idea for web site]

i)           ACTION ITEM: Cathy will present a plan on how to help runners identify the appropriate training program, and this will serve as an opening page on club training programs

b)      Discussion with Richie Weiss re New Thursday night run from Carderock

i)           Cathy talked with Richie Weiss about having a down county weekly program at Carderock and whether an extra run on Thursdays would be supported and not conflict with his run, only in the summer, and Cathy will host

ii)         MOTION: The board endorses a new Thursday night weekly training run in summers only, to start April 20 and through early September, Chris moved and Dave seconded, unanimous

c)      MCClassifieds

i)           Sethiya showed a sample web page, the Board gave suggestions

ii)         ACTION ITEM: Sethiya will setup this listserv and post a message on MCRUN indicating the startup of this list

d)      Functional responsibilities assignments

i)           Craig handed out last year's list of functional assignments for the At-Large members and the Vice-President, for the new Board assignments

ii)         Suggestion; these functional assignments should be identified to the club administrator (so that she knows who to go to when there is a request from a member) and advertised on the Board page on the web site

iii)        The functional assignments were as follows:

·         Susan: Facilities and equipment needs

·         Chris: commercial activities, includes anything involving money as well as RMS jobs, sponsors, etc.

·         Jim: Membership Involvement and Communication, includes work on Rundown, communications with members, public relations and advertising and general information dissemination, like an internal news service for the club

·         Cathy; Training Programs

·         Dave: Races and race series

·         Jean: Weekly Workout

 

8.       Announcements

a)      Craig reported on work as President:

i)           Hughes Sicotte will be leaving the area and so there was an opening for a coach for the Smarter Running/Best Foot Forward, Hal Danoff, an RRCA Certified coach, will be taking on this job

ii)         Concern raised by a club member that the teams were focused on longer distance races, Craig agreed to include the Sallie Mae 10K and the Capitol Hill Classic in the team competitions

 

9.       Closure

a)      Action Items

i)           Rebuilding Together: Craig will inform Rebuilding Together of the Board's decision (see Motions Passed)

ii)         Run Aware Campaign (0602-3b):  Board members will find a campaign committee chair.

iii)        Financial  (0508-7a): Susan will continue to refine the spreadsheet and will send to the Board financial analysis

iv)       Most improved runner of the year award (0502-9a): Craig will approach the coaches and report back on their willingness to form a committee for this award

v)         Hiring an accountant or bookkeeper (0601-7e): Sethiya and Chris will work on defining scope of work to be purchased

vi)       Club Strategic Planning (0602-7f):  Susan will pull together comments from ex-Board members and current Board members to send out to the Board by April 18

vii)      Ultra-Marathon Program (0603-7c): Chris will communicate the Board's concerns to the program's proponents

viii)    MCClassifieds Listserv (0603-7a): Sethiya will setup this listserv and post a message on MCRUN indicating the startup of this list

b)      Motions Passed (including motions by acclamation)

i)           Rebuilding Together Support: In lieu of the direct solicitation of club members we will instead subsidize the placement fee for inserting flyers from Rebuilding Together in packets for Pike's Peek 10K race

ii)         Run Aware Campaign (0602-3b): This is now a standing item in the Board Agenda.

iii)        Financial: the Board authorizes the Half-Marathon to access and use the MITP account

iv)       Carderock Thursday Night Run: The board endorses a new Thursday night weekly training run starting from Carderock, in summers only, to start April 20 and through early September

c)      Review Plans for Next Meeting:

i)           Next meeting is May 4, 2006 at 6:30 pm, at 100 Maryland Ave, 5th Floor conference room. Cathy offered to bring food.

 

Meeting Adjourned: 9:50  pm 

 

 

Gary Resnick Secretary, Montgomery County Road Runners Club