Minutes of Board of Directors Meeting
Meeting of June 1, 2006
Called
to order: 7:15 pm
Present:
Also Attending:
Mary Foster (club administrator)
Minutes Prepared
By:
1. Review Agenda
a)
There were no
changes to the agenda.
2. Review MCRRC
Calendar
a)
Sun 6/4, 7:30am,
b)
Sun. 6/4
1:30pm—4:30pm,
c)
Fri 6/9, 7pm,
d)
Sat. 6/17 7:45am
–
3. Minutes of
the Previous Meeting
a)
The minutes will
be amended to indicate that the clarification of the By-Law change was to
increase the minimum limit in which signing authority from club officers is
required from the current $100 to a higher amount as yet unspecified. Additionally, the Board indicated there was
no interest in giving signing authority to the administrator for smaller
amounts
b)
Motion to accept
minutes, Susan moved, Chris seconded, passed unanimously
4. Treasurer’s
Report
a)
The total cash in
MCRRC accounts, as of May 31 (not including
i)
Checking (9223)
$44,546.46
ii)
Savings (6828)
$19,619.56
iii)
Savings –
Clubhouse (7652)
$
5,830.38
iv)
Legg Mason
$21,672.67
(as of April 2006)
v)
TOTAL Bank
Accounts
$91,669.07
vi)
Other Assets
(CDs)
$29,883.47
b)
i)
Checking
$7,891.62
ii) Savings
$2,340.79
iii) TOTAL Bank Accounts
$10.232.41
c) Pikes Peek bank accounts
i)
Checking
$43,766.63
ii) TOTAL Bank Accounts
$43,766.63
d) HYR bank account (as of April 2006)
i)
Checking
$11,023.81
ii) TOTAL Bank Accounts
$11.023.81
e)
Significant income
was received from:
i)
Membership dues
$3,875.00
ii)
FTM
$7,304.50
f)
Significant
expenses included:
i)
MCM Room
$3,000.00
ii)
Rundown
$4,205.43
g)
Old Financial
Action Items:
i)
Sethiya suggested
moving $20,000 from the money market account into CD's and also to move an additional
$10,000 from savings to Legg Mason CD's
ii)
There was also a
suggestion from the Board to move the money in the Clubhouse savings account
into a CD to earn higher interest
iii)
Begin 2005 tax
preparation. In process, we are filing an extension.
iv)
Search for bookkeeper:
In process
h)
Motion to approve
this month’s Treasurer’s Report, Dave moved, Jean seconded, unanimous
5. Unfinished
Business
a)
Financial
(0508−7a): Susan sent out the refined spreadsheet and Chris will
conduct a financial analysis
b)
Most improved
runner of the year award (0602−9a): Craig will ask coaches and report
back on their willingness to form a committee for this award − in process
c)
Hiring an
accountant or bookkeeper (0601−7e): Sethiya and Chris will work on
defining scope of work and will talk with several potential candidates
d)
Club Strategic
Planning (0602−7f): Meeting was held - completed (see New Business for
follow-up)
e)
Equipment
Purchase (0605−8a): Sethiya provided a report of YTD equipment purchases
and budgeted amt, we are within $73 of budget on equipment maintenance, we have
almost the full amount budgeted for new equipment
i)
Discussion around
which equipment to buy, signs for cones and/or time machine
ii)
Action Item:
Susan (Equipment Coordinator) will ask
f)
Ultra−Marathon program (0603−8d): Cathy will talk with the
original proponents and ask them if they would be willing to help with
beginning Ultra Running - in process
g)
Run Aware
Campaign (0602−3b):
h)
Self−Defense Class (0605−8g): Cathy
(Training Coordinator) will follow-up with the club member, discussing the idea
that the club would pick up the fee and offer it to our members
i)
Cathy wrote the
trainers and their response was that it would cost about $500 for a relatively
large group, unclear on maximum size, different from standard sessions being
offered, questions arose regarding the club policy against promoting commercial
vendors
ii)
Board wants more
information about the class and to ask for a reduction in the rate and/or
offering advertising in Rundown in exchange for fee
iii)
Action Item:
Cathy will discuss these issues with the instructor
6. New Business
a)
Strategic Plan
meeting follow-up: Susan wrote a summary of the meeting and she suggested we
continue to meet outside of Board meetings to follow-up
i)
One action step:
Christina is collecting info from race directors on volunteer needs.
Also transition from management to governance, pull together all of the
policies into one place
ii)
Develop a formal
template for anyone suggesting new club programs, with common information
iii)
Empower
coordinators to make the small decisions
iv)
Suggestion: to
have one yearly strategic planning meeting, possibly after the Jingle Bell Run
when the club budget is presented to the membership
v)
Board agreed to
hold another strategic planning meeting on July 10, Monday, Giuseppe's in
b)
Intranet site;
This idea came out of the strategic planning meeting, having specific
special-access links on the club web site, but not very secure, asked Pam to
look into something more secure,
i)
Question is
whether we want an intranet site for coordinators, race directors, volunteer
database, etc for information about club members, need to keep it secure, other
examples of intranet uses is to have race director budgets online for race
directors,
ii)
Problem is
potential abuse by some to get access to volunteers beyond what they agreed to
volunteer for
iii)
Also more
pressing is to pull together a single volunteer database
iv)
Action Item:
Sethiya will ask Pam for estimates on a volunteer database and she will also
talk to
c)
Updating of MCRRC
message boards on Rock Creek Trail: problem is that the boards are all
padlocked and they don't open due to rusted locks, need to locate someone with
a bolt cutter
i)
Action Item:
Chris offered to open the locks and to purchase new locks
ii)
Jim proposed to
update the bulletin boards (as Communication Coordinator)
d)
Online
registration of new members: Mary discusses problems using Signmeup
because revenue doesn't match number of registrations, so there is a lag between
accounting new memberships and having updated info if new members inquire about
their status
i)
Discussion ensued
about how to maintain new member lists with billing from Signmeup
ii)
Action Item:
Craig will ask Phil to turn on the membership enrollment on Signmeup,
and to send a confirmation file
e)
Budget rentals
[vans]; trouble with Budget Rent-a-Car, authorization letter, charging to club
account, some race directors were asked to use their personal credit cards,
also sometimes van not available, and we have been double-charged
i)
Mary talked to
Budget contact and was told they would fix things
ii)
Suggestion:
budget administrator to write a memo to staff/manager about procedures for
club, with a copy to us to handed out to the race directors
iii)
Mary will talk
with Budget administrator
f)
Shelving for new
shed: last weekend we moved to a new larger shed, the moving went well, but
there is no shelving to provide space for equipment, cost is $400-450 for wood
shelves, $300 for less ideal metal shelves, we don't have money in the budget,
so this should be 'shelved' for next year
g)
Stride clinic
t-shirt order:
i)
Motion: Board
approves $120 for the next batch of Stride Clinic t-shirts, Jean moved, Cathy
seconded, passed unanimously
ii)
Motion by
Acclamation:
7. Standing
Items
a)
Run
Aware Campaign (0602−3b):
8. Business
Between Meetings
a)
Approval [via
email] of proposal to rent a larger equipment storage shed (Susan)
i)
Craig reported
that the amount originally given was based on keeping 4 sheds, but one shed was
being dropped, so the actual cost was $60 when the lease was signed but now is
$150 per month more than what we are paying, and the Motion voted on was for
only $70/month more
9. Announcements
a)
Craig reported on
work as President
i)
Craig received a
thank you letter from RRCA for donation to Roads Scholar Fund
ii)
Mary received a
message from "Run Like A Girl" and wanted to know if club can do
something together
·
Action Item: Jean
will contact the group to determine whether there are opportunities for
collaboration
iii)
Mary received a
certificate of insurance from Philbin's, wasn't sure
what it was for, it appears to be for the New Year's Race since the Stride
Clinic does not need insurance
10. Closure
a)
Action Items
i)
Financial
Chris will perform an analysis of the low-key race budget spreadsheet and
will prsent to the Board financial analysis
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)
Hiring an
accountant or bookkeeper (0601−7e): Sethiya and Chris will contact
prospective candidates
iv)
Club Intranet:
Sethiya will ask Pam for estimates on a volunteer database and she will also
talk to
v)
Equipment
Purchase: Susan (Equipment Coordinator) will ask
vi)
On-line
registration: Craig will ask Phil to turn on the membership enrollment on Signmeup, and to send a confirmation file
vii)
Ultra−Marathon Program (0603−7c): Cathy will talk with the
original proponents and ask them if they would be willing to help with
beginning Ultra Running
viii) Run Aware Campaign (0602−3b):
ix)
MCRRC Message
Boards on Rock Creek Trail: Chris offered to open the locks and to purchase new
locks, Jim proposed to update the bulletin boards (as Communication
Coordinator)
x)
Self−Defense Class (0605−8g): Cathy
(Training Coordinator) will follow-up with the instructor, to get more
information about the class and to ask for a reduction in the rate and/or
offering advertising in Rundown in exchange for fee
b)
Motions Passed
(including motions by acclamation)
i)
Stride clinic
t-shirt order: Board approves $120 for the next batch of Stride Clinic
t-shirts, and placed
ii)
Strategic
Planning: Board agreed to hold another strategic planning meeting on July 10,
Monday, Giuseppe's in
c)
Review Plans for
Next Meeting:
i)
Next meeting is
July 6, 2006 at 6:30 pm, at the Stella Werner Council Office Bldg, 5th Floor
Conference Room,
ii)
Meeting
Adjourned: 9:35 pm
Respectfully Submitted,
Gary Resnick Secretary,