Montgomery
County Road Runners Club
Minutes of
Board of Directors Meeting
Meeting of
December 7, 2006
Called to order: 7:02 pm
Present: Craig Roodenburg (President),
Dave Haaga (Vice−President), Sethiya Renwick (Treasurer), Gary Resnick
(Secretary), Jim Farkas (Member at Large), Susan Gagnon (Member at Large),
Jean Arthur (Member at Large), Mary Foster (Club Administrator)
Invited Guests: None
Minutes Prepared By: Gary Resnick,
Secretary
- Review Agenda
- Add to New Business:
Bid for RRCA Eastern Region Championship race
- Business Involving
Invited Guests
- None
- Review MCRRC
Calendar
- Sun 12/10, 9am,
Rockville, Jingle Bell Jog 8K (CS); 1 mile Fun Run (JP), Followed by
budget meeting
- Monday, January
1, 10:00 am, New Year’s Resolution Run, Philbin’s
- Minutes of the
Previous Meeting
- Motion to accept
minutes, Dave moved, Jim seconded, unanimous
- Treasurer’s
Report
- The total cash in
MCRRC accounts, as of October 31 (not including Marathon in the Parks,
Pike’s Peek, and DYR accounts) was the following:
- Checking (9223) $
88,508.44
- Savings (6828) $
10,145.69
- Savings – Clubhouse
(7652) $ 5,847.17
- Legg Mason $
120.57
- TOTAL Bank Accounts $104,621.87
- It was noted that
this large cash balance is primarily due to a number of CD’s maturing
within the same month, pending reinvestment.
- Other Assets (CDs)
$ 62,000.00
- Parks Half−Marathon
(as of September 2006):
- Checking $20,904.30
- Savings $ 2,348.65
- TOTAL Bank Accounts
$23.252.95
- Pikes Peek bank
accounts (as of September 2006)
- Checking $3,800.48
- TOTAL
Bank Accounts
$3,800.48
- DYR bank account
(as of September 2006)
- Checking $ 6,090.27
- TOTAL
Bank Accounts
$
6,090.27
- Significant income
was received from:
- Membership dues $
2,620.00
- Stride Clinic $
1,788.40
- Rundown Ads $
3,861.00
- RMS $20,209.50
- Twilighter $
5,777.28
- Significant expenses
included:
- XMP $1,775.00
- FTM $2,660.25
- Rundown $6,409.55
- Storage Costs: Discussion
arose about the cost of the storage lockers
- Action Item: Craig
will the check the lease for the storage lockers
- Motion to approve
this month’s Treasurer’s Report, Jean moved, Susan seconded, unanimous
- Unfinished Business
(Action Items from Previous Meeting)
- Budget 2007 (0609−5h):
Sethiya talked with Christina Caravoulias about spending on t-shirts
for the Run for the Roses and verified these costs
- Tabled: In January
we will look at the budgets of the low-key races
- Request for Running
Coach (0608-7a): Cathy will set up a Yahoo Group for club coaches
- Cathy was not able
to attend due to illness but sent an update: She is trying to figure
out whom to invite.
- The Board suggested
that she make the list as broad as possible. Cathy will go ahead and
make the invitations using this guidance.
- CPR Class (0608-9c):
Jean will arrange for a class sometime in January – in process
- Club Clothing (0609−7c):
Jean will talk with Kelly Scherf about the choice of the current seasonal
item to bear the club logo for sale at R&J – in process
- 2007 Race Schedule
(0609−7d): Dave talked with George who checked with the race directors
and the race schedule is almost finalized except for the Parks Half-Marathon,
we need to finalize the race schedule for insurance purposes as soon
as possible
- Action Item: Sethiya
will check with George to confirm the dates of the remaining two races
in question and then she will publish the first six months of the schedule
on the web site
- Discussion that
the Difficult Run is not at the place of the same name but is located
at Scott’s Run, Great Falls, this should be changed in the schedule
- Gaithersburg HS
track lights (0610-7b): Jean talked with Alan Roth, last time we paid
was 2004, the figure was an arbitrary amount in prior years, we have
never been billed, Mrs. Stone from Gaithersburg HS said they are no
longer accepting what was done in the past, and we now must pay $75
per hour for January to March or April (about 12 weeks give or take),
starting Jan. 16
- Motion: The Board
agreed to pay the amount required for keeping the lights on for one
hour Tuesday evenings through the winter at Gaithersburg HS, at a rate
of $75 per hour, Jean moved, Susan seconded, unanimous
- Action Item: Craig
will talk with Tom Brennan about how many nights he uses the Gaithersburg
HS track for the Speed Development Program
- Action Item: Craig
will talk with Michele McGleish about the City of Gaithersburg Parks
and Recreation willing to support the cost of the lights in return for
advertising P&R activities, similar to the arrangement we have with
the City of Rockville
- Conflict of Interest
Policy (0610-7a): All Board members signed the form
- Strategic Planning
– Member Survey (0610-8a): Board members will give suggestions to
Gary for questions to ask on the member survey and he will compile a
draft survey, while Sethiya will check on web-based survey clients that
could link with the club’s web site
- Motion: The Board
drop the idea of conducting a member survey for now, due to time constraints,
Dave moved, Jean seconded, 6 in favor, 1 opposed
- Equipment and RMS
(0611-7c): Susan will meet with Phil Quinn some time in January to determine
a procedure for requesting use of club equipment. They will bring
the new procedure to the Board for approval.
- Web-based club
calendar (0611-7f): Don Libes completed the calendar and sent the link
to Jim; it will be on the web site in January
- New Business
- Request from R&J
regarding MCRRC Appreciation Day
- Lyman Jordan brought
a proposal from R&J to create an MCRRC Appreciation Day at R&J
on December 16 in which club members would receive 20% off, and that
it would be advertised on MCRUN
- Question is whether
we would have to do it with other stores, but it is not clear if they
would not offer this size of discount, the notion is to give them the
opportunity
- The problem is that
there is a firm club policy that we do not promote commercial enterprises
on the club listerve
- Motion: The Board
declined R&J’s request for a “Club Appreciation Day” discount
because it was not consistent with club policy against the promotion
of commercial enterprises on the club listserve or web site, Jean moved,
Gary seconded, unanimous
- RRCA Eastern Region
Championships Bid: the question is whether we ask one of the club races
to bid on this race
- The Board agreed
that we should bring this to the Parks Half-Marathon committee
- Action Item: Jean
will talk with Mike Acuna about bringing the possibility of a bid to
Parks Half-Marathon
- Standing Items
- Strategic plan --
Clubhouse research/fundraising
- Chris drew up a
rough spreadsheet showing the costs of paying for the clubhouse, we
would need 6 years to raise the downpayment, but the monthly costs would
be substantially greater than what we are currently paying in storage
sheds
- The Board decided
to table this suggestion until January and at that point decide whether
to transfer some money towards funding the Clubhouse
- Strategic plan --
Compiling/updating governance policies
- There was word of
a set of policies compiled, but we cannot seem to find them
- Action Item: Gary
will check box of old minutes to see if there is anything, and he will
check with Anna Hays
- Strategic plan –
increasing participation and volunteerism
- Christina Caravoulias
was going to compile a list of volunteer needs, we need to get a status
report
- Action Item: Jim
will talk with Christina about the status of the volunteer list
- Mary discussed how
we can encourage volunteerism by reminding members to volunteer when
they receive their membership renewal forms, she will investigate how
we can do this
- Business Between
Meetings - None
- Announcements
- Michele McGleish
has offered to take over planning and directing the annual holiday party
- Cherry Blossom
changed from Gatorade “Basic” to “Gatorade Endurance” and as
a result we are getting for club use all of the Gatorade cups with the
old logo
- Closure
- Action Items
- Request for Running
Coach (0608-7a): Cathy will set up a Yahoo Group for club coaches making
the list of invitees as broad as possible, as per Board suggestion.
- CPR Class (0608-9c):
Jean will arrange for a class sometime in January
- Club Clothing (0609−7c):Jean
will talk with Kelly Scherf about changing the inventory to consist
of one seasonal item with club logo’s
- 2007 Race Schedule
(0609−7d): Sethiya will check with George to confirm the dates of
the remaining two races in question and then she will publish the first
six months of the schedule on the web site
- Gaithersburg HS
track lights (0610-7b): Craig will talk with Tom Brennan about how many
nights he uses the Gaithersburg HS track for the Speed Development Program,
and Craig will talk with Michele McGleish about obtaining City of Gaithersburg
Parks and Recreation support for the cost of the lights in return for
advertising P&R activities
- Equipment and RMS
(0611-7c): Susan will meet with Phil Quinn sometime in January to determine
a procedure for requesting use of club equipment, and then bring the
new procedure to the Board for approval.
- RRCA Eastern Region
Championships Bid (0612-7b): Jean will talk with Mike Acuna about bringing
the possibility of a bid to Parks Half-Marathon
- Strategic plan --
Compiling/updating governance policies (0612-8b): Gary will check box
of old minutes to see if there is anything, and he will check with Anna
Hays
- Strategic plan –
increasing participation and volunteerism (0612-8c): Jim will talk with
Christina Caravoulias about the status of the volunteer list
- Motions Passed (including
motions by acclamation)
- Gaithersburg HS
track lights (0610-7b): The Board agreed to pay the amount required
for keeping the lights on for one hour Tuesday evenings through the
winter at Gaithersburg HS, at a rate of $75 per hour
- Strategic Planning
– Member Survey (0610-8a): The Board voted to suspend work on a member
survey for now
- Request from R&J
regarding MCRRC Appreciation Day (0612-7a): The Board declined R&J’s
request for a “Club Appreciation Day” discount because it was not
consistent with club policy against the promotion of commercial enterprises
on the club listserve or web site
- Review Plans for
Next Meeting:
- Motion: The Board
proposes moving the January meeting to the second week, January 11,
Susan moved, Jim seconded, 6 in favor, 1 abstained
- Next meeting is
January 11, 2007 at 6:30 pm, at the Stella Werner Council Office Bldg,
5th Floor Conference Room, 100 Maryland Ave, 5th Floor conference room.
Cathy offered to bring food.
- Gary will not be
able to attend as he will be out of town, Susan agreed to do the minutes
Meeting Adjourned: 9:00
pm
Respectfully Submitted,
Gary Resnick Secretary, Montgomery
County Road Runners Club