Minutes of Board of Directors Meeting
Meeting of February 2, 2006
Called to order: 7:08 pm
Present: Jean Arthur (President), Craig Roodenburg (Vice-President), Gary Resnick (Secretary), Susan Gagnon (Member-at-Large), Dave Haaga (Member-at-Large), Janet Newburgh (Member-at-Large), Christina Kichula (Treasurer), Sethiya Renwick (Member-at-Large)
Invited Guests: Richard Stukey, Warren Prunella, Christina Caravoulias
Minutes Prepared By:
1.
Review Agenda
a)
Jean adds RRCA
Convention to New Business
2. Review MCRRC Calendar
a)
Feb. 4 Stride
Clinic Philbin's
b)
Feb. 5, 8am,
Country Road Run, 5 mile,
c)
Feb 12, Annual
Awards Banquet, 4 pm, Doubletree Hotel
d)
Feb 26, 8am, RRCA
Club Challenge 10 miler, HCCC,
3. Business involving Invited Guests
a)
Revision of the
Runner of the Year (ROY) criteria (Warren Prunella)
i)
Handout (prepared
by Warren Prunella, chair of the ROY Committee, and Dave Hagaa, Committee
member): proposed new criteria for Runner of the Year, eliminating club
contributions from the required eligibility
criteria. The new criteria, which will
be posted to the website and in the Rundown, require for eligibility as a
Runner of the Year finalist only (a) being a club member the entire year, (b)
not having won ROY award previously, and (c) being in the right age/sex
category the entire year (e.g., 40 and over for masters, 60 and over for
grandmasters, any age for Open). This is
to be distinguished from the selection
criteria, in which club participation as defined above may still play a
role in determining the winner from among those eligible.
ii)
Motion: The board
accepts the revised eligibility criteria as submitted by the ROY committee,
with an amendment clarifying that selection
of the ROY winner from among the finalists will take into consideration the
extent of club participation (as a runner and as a volunteer) in the event that
there are two or more finalists of similar race performance. Dave moves, Craig
seconded, voting on motion as amended; 6 in favor, 2 opposed, passed
b)
Run Aware
Campaign (Richard Stukey)
i)
Motion: The Board
will create a Public Awareness Campaign committee for the purpose of developing
the Run Aware campaign by involving club members as well as members of the
Board, with the committee to be chaired by Richard Stukey, Dave moved, Craig
seconded, unanimous
ii)
Richard will send
a draft email to the Board announcing the committee, Board members will revise
and then Richard will send out to the Rundown, MCRUN, the web site (Breaking
News, and main page)
iii)
Action Item:
Board members will review Richard's announcement
iv)
Run Aware
Campaign: a letter drafted by the Board to Runner's World criticizing their
implicit support of running with headphones was approved by the Board
v)
Run Aware Campaign:
Susan will look for statistics on headphone use - in process
vi)
Run Aware
Campaign: Jean will talk with Jim Hage - in process
c)
E-mailing
membership renewal notifications (Christina Caravoulias): Christina presented a
plan to pull together a master list in order to notify members to renew their
memberships by e-mail
i)
Christina Caravoulias
will give an announcement to Janet to put into Breaking News asking members to
provide and/or verify their emails
ii)
Action: Janet
will post Christina's message about creating an email master list on the web site’s Breaking News page
iii)
Christina Caravoulias
will send an updated master list to the Board for review
4. Minutes of the Previous Meeting
a)
Motion to accept
minutes, Dave moved, Janet seconded, passed unanimously
5. Treasurer's Report
a)
Christina did not
have a report available. Report was
submitted February 8, 2006.
i)
The total cash in
MCRRC accounts, as of January 31 (not including
·
Checking
$14,722.47
·
Savings
$30,126.26
·
Savings –
Clubhouse $5,820.81
·
Legg Mason
$20,876.97
·
TOTAL Bank
Accounts
$71,546.51
ii)
Other
Assets
(CDs)
$20,000.00
iii)
·
Checking
$3,141.51
·
Savings
$2,875.49
·
TOTAL MIP Bank
Account
$6,017.00
iv)
Pikes Peek Bank
Accounts (as of February 8, 2006):
·
Checking
$3,582.73
·
TOTAL Pikes Peek
Bank Account $3,582.73
v)
HYR Bank Account (as
of January 5, 2006):
·
Checking
$18,409.78
·
TOTAL HYR Bank Account
$18,409.78
vi)
January Financial
Information: The January financial statements indicate net expenses of
$22,901.53. Similar expenses occurred in
Jan 05, with the exception of the second Rundown printing (due to the November
issue delay). MCRRC has not yet been
paid for the Turkey Chase RMS or HYR 2005, which were recorded in Jan 05.
vii)
Significant
income was received from:
·
Membership dues $4,425.50
·
RMS
$2,892.50
viii)
Significant
expenses included:
·
Rundown (two
issues) $10,683.71
·
Equipment Storage $10,296.00
·
Championship
& XC Awards $2,372.50
·
Race Director
Awards $1,823.68
ix)
Budget Items:
·
Consider
strategic planning meeting for near future.
x)
Old Financial
Action Items:
·
Determine
appropriate budgets for low-key races. – In-process
·
Transfer $8,870 to Legg Mason for 2004 &
2005 cones. – In-process
·
Transfer $20,000 to Legg Mason for
contribution to reserves. – In-process – considering two installments.
·
Begin 2005 tax preparation. – In-process
b)
New Financial
Action Items:
i)
Begin search for
bookkeeper.
ii)
Draft agenda for
Strategic Planning Meeting targeted for May 2006.
c)
Approval of this Treasurer’s
Report will be done at the March Board meeting.
6. Unfinished Business
a)
Review Action
Items from January Board meeting:
i)
Financial
(0508-7a): Christina will prepare a spreadsheet of expenditures for club low
key races
ii)
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
iii)
Shed Lock-Boxes
(0601-7d): Lyman decided not to pursue this further, the matter is dropped
iv)
Website Redesign
(0507-7b): Sethiya submitted design to Pam but has not heard back
v)
Policy and
Response to Commercial Overtures (0601-7c): there is now a Philbin's link on
the club web site, also there is now an ad on the Rundown
vi)
Club Accounting
Methods (0601-7e): Christina gave a report and recommended that we not pursue the
issue at this time
vii)
Hiring an
accountant or bookkeeper (0601-7e): Christina will look at the costs of hiring
a bookkeeper - in process
viii)
Club
Administrator reporting arrangement and compensation increase (0601-7f): Office
administrator was not able to attend the meeting but provided a report by email
to Board members, Christina Kichula talked with office administrator
·
Motion: The Board
increase the compensation to Office Administrator by $1 per hour, retroactive
to February 1, 2006, Christina moved, Jean seconded, unanimous
7. New Business
a)
Post club race
maps on website: The board approves allowing Mark Zimmermann and Jim Rich to
provide Gmap links for club races for the club website
b)
New Award – Top
Participator: The board was asked for advice on selecting the winner from the
list of nominees
i)
The board decided
this was not a board matter as there are clear criteria, and that the Participation
Race Series Coordinator or chair of the committee (Wayne Carson) should make a
decision
c)
d)
Pike’s Peek, Race
Director replacement: John Sissala is stepping down as race director after this
year
i)
The board
discussed potential candidates, to be tabled for next meeting
e)
RRCA Convention:
to take place in
i)
Action Item: Jean
will talk with Jeanne Knaack, RRCA Executive Director, about whether we can
find out the award winners now so we can invite Dan
f)
Club Strategic
Planning: The Board discussed holding a
Strategic Planning meeting to discuss the paid club positions as well as
overall goals and direction of the club
i)
Action Item:
Christina will work on an agenda for a Strategic Planning meeting that will
involve current and former Board members
8. Announcements
a)
There were no announcements
9. Closure
i)
Run Aware
Campaign: Board members will review Richard's announcement
ii)
Run Aware
Campaign: Susan will look for statistics on headphone use - in process
iii)
Run Aware
Campaign: Jean will talk with Jim Hage - in process
iv)
Email Membership
Renewal Reminders: Janet will post Christina's message about creating an email
master list on the web site’s Breaking News page
v)
Financial
(0508-7a): Christina will prepare a spreadsheet of expenditures for club low
key races
vi)
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
vii)
Hiring an
accountant or bookkeeper (0601-7e): Christina will look at the costs of hiring
a bookkeeper
viii)
RRCA Convention: Jean
will talk with Jeanne Knaack, RRCA Executive Director, about whether we can
find out the award winners now so we can invite Dan
ix)
Club Strategic
Planning: Christina will work on an
agenda for a Strategic Planning meeting that will involve current and former
Board members
b)
Motions Passed
(including motions by acclamation)
i)
Runner of the
Year (ROY) Revised Criteria: The board accepts the revised eligibility criteria
as submitted by the ROY committee, with an amendment clarifying that selection of the ROY winner from among
the finalists will take into consideration the extent of club participation (as
a runner and as a volunteer) in the event that there are two or more finalists
of similar race performance.
ii)
Club
Administrator Compensation Increase: The Board increase the compensation to
Office Administrator by $1 per hour, retroactive to February 1, 2006
iii)
Post club race
maps on website: The board approves allowing Mark Zimmermann and Jim Rich to
provide Gmap links for club races for the club website
c)
Review Plans for
March Meeting: Next meeting is March 2, 2006 at 6:30 pm, at
Meeting Adjourned: 10:00 pm
Gary Resnick Secretary,