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

 

  1. Review Agenda
    1. Add to New Business: Bid for RRCA Eastern Region Championship race
  2. Business Involving Invited Guests
    1. None
  3. Review MCRRC Calendar
    1. Sun 12/10, 9am, Rockville, Jingle Bell Jog 8K (CS); 1 mile Fun Run (JP), Followed by budget meeting
    2. Monday, January 1, 10:00 am, New Year’s Resolution Run, Philbin’s
  4. Minutes of the Previous Meeting
    1. Motion to accept minutes,  Dave moved, Jim seconded, unanimous
  5. Treasurer’s Report
    1. 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:
      1. Checking (9223) $  88,508.44 
      2. Savings (6828) $  10,145.69
      3. Savings – Clubhouse (7652) $    5,847.17
      4. Legg Mason $       120.57
      5. 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.
    2. Other Assets (CDs)              $  62,000.00
    3. Parks Half−Marathon (as of September 2006):
      1. Checking     $20,904.30
      2. Savings     $ 2,348.65
      3. TOTAL Bank Accounts      $23.252.95
    4. Pikes Peek bank accounts (as of September 2006)
      1. Checking      $3,800.48
      2. TOTAL Bank Accounts                              $3,800.48
    5. DYR bank account (as of September 2006)
      1. Checking     $ 6,090.27
      2. TOTAL Bank Accounts                           $ 6,090.27
    6. Significant income was received from:
      1. Membership dues $  2,620.00
      2. Stride Clinic $  1,788.40
      3. Rundown Ads $  3,861.00
      4. RMS $20,209.50
      5. Twilighter $  5,777.28
    7. Significant expenses included:
      1. XMP $1,775.00
      2. FTM $2,660.25
      3. Rundown $6,409.55
    8. Storage Costs: Discussion arose about the cost of the storage lockers
      1. Action Item: Craig will the check the lease for the storage lockers
    9. Motion to approve this month’s Treasurer’s Report, Jean moved, Susan seconded, unanimous
  6. Unfinished Business (Action Items from Previous Meeting)
    1. Budget 2007 (0609−5h): Sethiya talked with Christina Caravoulias about spending on t-shirts for the Run for the Roses and verified these costs
      1. Tabled: In January we will look at the budgets of the low-key races
    2. Request for Running Coach (0608-7a):  Cathy will set up a Yahoo Group for club coaches
      1. Cathy was not able to attend due to illness but sent an update: She is trying to figure out whom to invite.
      2. The Board suggested that she make the list as broad as possible. Cathy will go ahead and make the invitations using this guidance.
    3. CPR Class (0608-9c): Jean will arrange for a class sometime in January – in process
    4. 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
    5. 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
      1. 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
      2. 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
    6. 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
      1. 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
      2. Action Item: Craig will talk with Tom Brennan about how many nights he uses the Gaithersburg HS track for the Speed Development Program
      3. 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
    7. Conflict of Interest Policy (0610-7a): All Board members signed the form
    8. 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
      1. 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
    9. 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.
    10. 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
  7. New Business
    1. Request from R&J regarding MCRRC Appreciation Day
      1. 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
      2. 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
      3. The problem is that there is a firm club policy that we do not promote commercial enterprises on the club listerve
      4. 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
    2. RRCA Eastern Region Championships Bid: the question is whether we ask one of the club races to bid on this race
      1. The Board agreed that we should bring this to the Parks Half-Marathon committee
      2. Action Item: Jean will talk with Mike Acuna about bringing the possibility of a bid to Parks Half-Marathon
  8. Standing Items
    1. Strategic plan -- Clubhouse research/fundraising
      1. 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
      2. The Board decided to table this suggestion until January and at that point decide whether to transfer some money towards funding the Clubhouse
    2. Strategic plan -- Compiling/updating governance policies
      1. There was word of a set of policies compiled, but we cannot seem to find them
      2. Action Item: Gary will check box of old minutes to see if there is anything, and he will check with Anna Hays
    3. Strategic plan – increasing participation and volunteerism
      1. Christina Caravoulias was going to compile a list of volunteer needs, we need to get a status report
      2. Action Item: Jim will talk with Christina about the status of the volunteer list
      3. 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
  9. Business Between Meetings - None
  10. Announcements
    1. Michele McGleish has offered to take over planning and directing the annual holiday party
    2. 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
  11. Closure
    1. Action Items
      1. 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.
      2. CPR Class (0608-9c): Jean will arrange for a class sometime in January
      3. Club Clothing (0609−7c):Jean will talk with Kelly Scherf about changing the inventory to consist of one seasonal item with club logo’s
      4. 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
      5. 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
      6. 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.
      7. RRCA Eastern Region Championships Bid (0612-7b): Jean will talk with Mike Acuna about bringing the possibility of a bid to Parks Half-Marathon
      8. 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
      9. Strategic plan – increasing participation and volunteerism (0612-8c): Jim will talk with Christina Caravoulias about the status of the volunteer list
    2. Motions Passed (including motions by acclamation)
      1. 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
      2. Strategic Planning – Member Survey (0610-8a): The Board voted to suspend work on a member survey for now
      3. 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
    3. Review Plans for Next Meeting:
      1. Motion: The Board proposes moving the January meeting to the second week, January 11, Susan moved, Jim seconded, 6 in favor, 1 abstained
      2. 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. 
      3. 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