Minutes of Board of Directors Meeting
Meeting of January 5, 2006
Called to order: 7:10 pm
Present: Jean Arthur (President), Craig
Roodenburg (Vice-President), Gary Resnick (Secretary), Susan Gagnon
(Member-at-Large), Cathy Blessing (Member-at-Large), Dave Haaga
(Member-at-Large), Janet Newburgh (Member-at-Large), Christina Kichula
(Treasurer), Sethiya Renwick (Member-at-Large)
Invited Guest: Richard Stukey
Minutes Prepared By:
1.
Review
Agenda
a)
No new items
2.
Review
MCRRC Calendar
a)
Shooting Starr 5
mile, January 21, 2006
3.
Business
involving Invited Guest
a)
Richard Stukey
discussed ways of promoting the Run Aware program
i.
Action Item:
Janet will draft letter to Runner's World
ii.
Board agreed that
the Run Aware program be presented at the Pike's Peek committee meeting
iii.
Action Item:
Susan will look for statistics on headphone use
iv.
Action Item: Jean
will talk with Jim Hage
v.
Richard Stukey will
write a draft Press Release
vi.
Richard will give
an update in February
4.
Minutes of
the Previous Meeting
a)
Motion to accept
minutes, Craig moved, Jean seconded, passed unanimously
5.
Treasurer's
Report
a)
Motion to accept
minutes: Craig moved, Jean seconded, unanimous
b)
MCRRC Account
Detail (December 31, 2005):
i.
The total cash in
MCRRC accounts, as of December 31 (not including
§ Checking $36,410.95
§ Savings $30,086.55
§ Savings – Clubhouse $5,818.34
§ Legg Mason $30,637.62
§ TOTAL Bank Accounts
$102,953.46
ii.
Other Assets
(CDs)
$15,000.00
iii.
§ Checking $13,376.88
§ Savings $2,869.28
§ TOTAL Bank Accounts
$16,246.16
iv.
Pikes Peek Bank
Accounts (as of January 4, 2006)
§ Checking $2,177.14
§ Savings CLOSED
§ TOTAL Bank Accounts
$2,177.14
v.
HYR Bank Account
(as of August 30, 2005)
§ Checking
$8,250.24
§ TOTAL
Bank
Accounts
$8,250.24
c)
December
Financial Information:
i.
The December
financial statements indicate net expenses of $16,780.92. Treasurer was
on vacation for most of November, so several checks were written in December.
In addition, funds were misdirected to the club from some of our RMS races
through Signmeup. These funds were returned in December.
ii.
Significant
income was received from:
§
Membership dues $1,675.00
iii.
Significant
expenses included:
§
Payback of
misdirected funds $7,642.65
§
MCM Room
$3,415.18
§
XMP Expenses
$1,629.98
§
Club race program $1,236.17
§
Awards part
deposit $1,125.00
§
General/Administrative $1,035.74
d) Budget Items:
i.
We have a large
amount of money in our savings account and checking account. We should
consider moving additional funds into higher interest accounts (e.g., purchase
additional CDs). Christina has additional information from Legg Mason
that she will share with the board for discussion at the next meeting.
e) Old Financial Action Items:
i.
Determine
appropriate budgets for low-key races. – In-process
ii.
Christina will
transfer $20K from savings to Legg Mason and transfer "cone income"
from checking to Legg Mason
f) New Financial Action Items:
i.
Transfer of
$5,740 to Legg Mason for 2005 cones
ii.
Transfer of
$3,130 to Legg Mason for 2004 cones.
This number is probably low because Christina does not have all of the
invoices.
iii.
Christina put an
order to purchase another CD for Legg Mason since one CD had come due.
iv.
The board agreed
to put more money into CD's rather than just into savings.
v.
Action Item:
Christina will buy another set of CD's laddered across time periods, leaving
$20K in the Legg Mason savings but increasing the amounts for the CD's
vi.
Christina
reviewed other investment options (such as Treasuries or bonds) but no
decisions were made
6.
Unfinished
Business
a)
Review Action
Items from November Board meeting:
i.
Financial
(0508-7a): Christina will prepare a spreadsheet of expenditures for club low
key races - in process
ii.
Safety issues/Run
Aware Campaign (0509-8c):
iii.
Most improved
runner of the year award (0502-9a): in process
iv.
Website Redesign
(0507-7b): Sethiya handed out web pages for redesign. Overall, the board agreed
with the choice of sections, except that the Teams link was misplaced under
member forum and it should be moved to Club Races, and that this link should be
changed to "Racing"
§
Action Item:
Sethiya will ask Pam how much she would charge to work on these web pages with
the idea of reducing the cost (Sethiya will work on the other pages)
v.
Publications
(0512-7c): Jean will talk to Christina about finding someone to take over the
Intervals so that she can concentrate on the Intervals - in progress
vi.
RRCA Award
Nominations (0512-7e): The deadline was extended and we managed get in the
nomination for RRCA Master's Runner of the Year (Dan Lawson)
vii.
National
viii.
Awards Dinner
(0510-6c): the dinner is confirmed for February 12, 4:00 at the Doubletree
Hotel on Rockville Pike (same as last year)
ix.
Nominations for Club
Awards:
§
The Board voted
on Lifetime Achievement Award nominations
§
The Board also
discussed who will announce which awards, George Tarrico will announce the Lifetime
Achievement Award, Cathy Blessing will announce all of the volunteer awards
7.
New
Business
a)
E-mailing
membership renewal notifications (originally Membership Renewals via Website 0507-7b)
i.
Action Item: Jean
will invite Mary Foster, Christina Caravoulias and Andy Steinfeld to discuss
setting up email notifications for membership renewals
b)
Board
Decision-Making Process: There was discussion of how issues raised by club members
are brought to the board’s attention
c)
Policy and
Response to Commercial Sponsor overtures (Philbins)
i.
Janet Newburgh received
an email asking for contact information for the runners who participated in the
race
ii.
The board upheld
the club policy about not giving our mailing list to commercial entities, but it
was decided that we will offer to them a link to Philbin's on the web site, in
the Stride Clinic page, since Philbin’s hosts the Stride Clinic
iii.
Action Item:
d)
Real Estate style
lock-box at sheds:
i.
Lyman
ii.
Action Item:
Craig will ask Lyman to provide more information about vendor, cost,
installation
e)
Club Accounting Methods
and Whether to Hire a CPA:
i.
There was a
suggestion to move our method of accounting to the more widely accepted accrual
method, but that to do so would require hiring a CPA
ii.
Action Item:
Christina will talk with Jen Norris, Hal Danoff, and Jeff Lowe about the
advisability of using this system, the potential costs of doing it, and who we
can find to do this
iii.
The other issue
is about hiring a bookkeeper or accountant to do the club books rather than the
Treasurer doing this
iv.
Action Item:
Christina will look at the costs of hiring a bookkeeper
f)
Club Administrator
compensation and reporting:
i.
The board agreed
that the administrator should report to the Board on a monthly basis
ii.
Action Item:
Christina will set up performance goals with achievement of these goals linked
to a bonus in six month's time, and will ask the office administrator to give a
report at each Board meeting
8.
Announcements
a)
Jean is working
on a grant from Moving Comfort, proposing a project related to women and
running. Proposals have to have a commercial partner and the grants are not
large ($300-$1000), the deadline is March 10
b)
Jean received an
email from Park Police to set up classes with the club to act as an extra set
of eyes and ears on crime prevention, being aware about potential incidents
i.
The board
suggested that the Park Police officer become involved in the club’s Run Aware
program and to set up the classes as part of this program
c)
d)
9.
Closure
i.
Run Aware
Campaign: Janet will draft letter to Runner's World
ii.
Run Aware
Campaign: Susan will look for statistics on headphone use
iii.
Run Aware
Campaign: Jean will talk with Jim Hage
iv.
Financial: Christina
will buy another set of CD's laddered across time periods, leaving $20K in the
Legg Mason savings but increasing the amounts for the CD's
v.
Website Redesign:
Sethiya will ask Pam how much she would charge to work on these web pages with
the idea of reducing the cost (Sethiya will work on the other pages)
vi.
Membership
Renewal Notifications via email: Jean will invite Mary Foster and Christina
Caravoulias to discuss setting up email notifications for membership renewals
vii.
Member Issues
brought before the board: Jean will invite Andy Steinfeld to the next meeting
viii.
Policy and
Response to Commercial Overtures:
ix.
Shed Lock-Boxes: Craig
will ask Lyman to provide more information about vendor, cost, installation
x.
Club Accounting
Methods: Christina will talk with Jen Norris, Hal Danoff, and Jeff Lowe about
the advisability of using this system, the potential costs of doing it, and who
we can find to do this
xi.
Hiring an
accountant or bookkeeper: Christina will look at the costs of hiring a
bookkeeper
xii.
Club
Administrator reporting arrangement and compensation increase: Christina will
set up performance goals for office administrator with achievement of these
goals linked to a bonus in six month's time, and will also ask the office
administrator to give a report at each Board meeting
b)
Motions Passed
(including motions by acclamation)
i.
Run Aware
Campaign: the Board agreed that the Run Aware program be presented at the
Pike's Peek committee meeting
ii.
Financial: the
Board agreed to put more money into CD's as they become due as per a laddering
strategy, to improve club’s investment income
iii.
Commercial
Overtures from Philbin’s: the board upheld the club policy about not giving our
mailing list to commercial entities, but will offer a link to Philbin's on the
web site, in the Stride Clinic page, since Philbin’s hosts the Stride Clinic
iv.
Office
Administrator: the board agreed that the administrator should report to the
Board on a monthly basis
c)
Review Plans for February
Meeting
i.
Next meeting is
February 2, 2006 at 6:30 pm, at
Meeting Adjourned: 10:20 pm
Gary Resnick Secretary,