Minutes of Board of Directors Meeting
Meeting of March 2, 2006
Called to order: 7:10 pm
Present: Jean Arthur
(President), Craig Roodenburg (Vice−President), Christina Kichula
Invited Guests: Keith Dowling
(National Marathon Race Director), Bob Sweeney (Greater
1. Review Agenda
a) No new items
2. Business involving Invited Guests
MCRRC Support for
i) There was discussion regarding sponsorship of a club race, such as the new Parks Half-Marathon in September, by the Washington Sports Alliance, in exchange for the club's support of the National Marathon (sponsored by the Washington Sports Alliance)
ii) The Board agreed to support the National Marathon by offering the club’s RMS services and encouraging club members to volunteer
iii) It was also understood that there is a scheduling conflict with a club race, the Piece of Cake 10K. The Board agreed not to change the date of the Piece of Cake but we will indicate that the club is partnering with the National Marathon and encourage those who are not coming out to the club race (and election) to volunteer for the National Marathon
iv) ACTION ITEM: Gary will write a notice for the web site and MCRUN describing the partnership with the National Marathon
v) The details of the agreement were developed through a separate meeting between the National Marathon representatives and Mike Acuna, Lyman Jordan and Phil Quinn. These details were concluded and the Board then voted by acclamation for the agreement, with the understanding that a Memorandum of Understanding will be drafted and signed by all parties before the National Marathon is run on March 25.
vi) MOTION BY ACCLAMATION: The MCRRC will support the National Marathon by offering its RMS services and by encouraging club members to volunteer. As part of the arrangement, the Washington Sports Alliance will be a major sponsor for the club’s new Parks Half-Marathon to be run in September, 2006.
3. Review MCRRC Calendar
a) Greenway Trail Marathon & 50k, Sat. March 4, 8 AM
b) Stride Clinic, Sat. March 11, (by appt)
c) Frozen Slopes 8k (XC), Sun. March 12, 9 AM
d) Super Sligo m (JP) & 4m (CS), Sat March 18, 9 &9:15 AM (followed by Race Director Training)
e) Piece of Cake .25m/.5m (YR), 2.78m (JP) & 10k (CS), Sat. Mar 25, 9 AM, 9:20 AM & 10 AM (followed by Birthday Bash and election of Directors)
4. Minutes of the Previous Meeting
a) Motion to accept minutes, Craig moved, Susan seconded, passed unanimously
5. Treasurer’s Report
a) The total cash in MCRRC accounts, as of February 28 (not including Marathon in the Parks, Pike’s Peek, and HYR accounts) was the following:
i) Checking $8,333.46
ii) Savings $20,166.10
iii) Savings – Clubhouse $5,823.28
iv) Legg Mason $29,820.93
v) TOTAL Bank Accounts $64,143.77
b) Other Assets (CDs) $21,000.00
c) Marathon in the Parks Bank Accounts (as of December, 2005)
i) Checking $3,141.51
ii) Savings $2,875.49
iii) TOTAL MIP Bank Account $6,017.00
d) Pikes Peek Bank Accounts (as of March 1, 2006)
i) Checking $20,704.07
ii) TOTAL Pikes Peek Bank Account $20,704.07
e) HYR Bank Account (as of January 5, 2006)
i) Checking $18,409.78
ii) TOTAL HYR Bank Account $18,409.78
f) February Financial Information: The February financial statements indicate net expenses of $7,375.57. MCRRC has not yet been paid for the Turkey Chase RMS which was recorded in Jan 05. Update: We just received money from the HYR but not yet from Turkey Chase.
i) Significant income was received from:
· Membership dues $4,281.00
· HYR $2,000.00
· RMS $1,800.00
ii) Significant expenses included
· Recognition programs $3,509.46
· Rundown $2,084.48
· Awards banquet $1,673.70
· AARC dues (paid back to MitP) $1,596.54
· Team programs (clothing & HC Challenge) $1,473.76
g) Old Financial Action Items:
i) Determine appropriate budgets for low key races. – In process
ii) Transfer $8,870 to Legg Mason for 2004 & 2005 cones. – Done
iii) Transfer $20,000 to Legg Mason for contribution to reserves. – In process, recommends it be done in two installments; $10k now and transfer $10K in a few months.
iv) Begin 2005 tax preparation. – In process
v) Begin search for bookkeeper
vi) Draft agenda for Strategic Planning Meeting targeted for May 2006.
h) Motion to approve this month's Treasurer's Report,
Susan moved, Dave seconded, unanimous
Motion to approve last month's Treasurer’s Report, Craig moved, Susan seconded
6. Unfinished Business
a) Run Aware Campaign (0602−3b)
i) ACTION ITEM: 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) – in process
ii) ACTION ITEM: Susan will look for statistics on headphone use − in process
iii) ACTION ITEM: Jean will talk with Jim Hage − in process
b) E−mailing membership renewal notifications (0602−3c): Christina Caravoulias will give an announcement to Janet to put into Breaking News asking members to provide and/or verify their emails. Completed. Janet posted the notice on the web site February 4.
i) Christina Caravoulias will send an updated master list to the Board for review
c) Financial (0508−7a): Christina Kichula will prepare a spreadsheet of expenditures for club low key races - in process
d) 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 – in process
e) Hiring an accountant or bookkeeper (0601−7e): Christina will look at the costs of hiring a bookkeeper – in process
f) RRCA Convention (0602−7e): Jean talked with Jeanne Knaack, RRCA Executive Director, winner was already chosen - completed
g) Club Strategic Planning (0602−7f): Christina will work on an agenda for a Strategic Planning meeting that will involve current and former Board members - in process
i) We received an email from John Sissala in which a club member offers the Board the use of a condo in Ocean City for its strategic planning meeting for the first or second week in May. While the Board graciously thanks the club member for this offer, there was general agreement to use a local space for an all-day or part-day meeting.
ii) ACTION ITEM: Susan will look into the space used for the Montgomery County Sports Alliance at South Germantown Park for its recent meeting.
h) Race Director Openings (0602−7d): The race director openings for Pike's Peek as well as Twilighter were discussed, possible candidates were identified.
i) Website Redesign (0507−7b): Sethiya reported that almost half the redesign is completed.
7. New Business
a) MCRUN posting policy
i) Jean received many suggestions about broadening the MCRUN rules to cover any running-related item
ii) MOTION: The club will initiate a new listserv devoted to running-related events and advertising, with the only restriction that posts be submitted by a club member, Gary moved, Susan seconded, unanimous
b) RRCA−MD Presidents’ meeting report
i) Craig reported on a meeting of the club presidents in MD, after the 10-mile Club Challenge Race, three items were discussed
ii) XC team series: MD RRCA is planning to put together a club team series with XC races, each club would designate one XC race as MD race series, like the Grand Prix race series for road races, no decision or motion is required at this point, the idea is in development but the Board was in favor of the club participating
request for funding for race series awards, suggestion was that each club
donate $0.50 per entrant, in MCRRC it would come to about $120 (based on last
year's entry), generally accepted by all other clubs
MOTION: the club will donate $120 for this year's RRCA Women's Distance Festival, Craig moved, Gary seconded, unanimous
iv) RRCA−MD funding (Grand Prix contribution and promotion & Bay Café 5k proposal); Craig reported that the MD RRCA should be supported and that the club should help them become self-sufficient. To that end, two actions were passed by the Board, as follows:
· MOTION: the club will give RRCA Grand Prix race series greater visibility on the club web site and in club publications, Craig moved, Jean seconded, unanimous
· MOTION: the club authorizes donating $300 to the MD RRCA, Craig moved, Jean seconded
c) Ultra-Marathon Program: A proposal was submitted to the Board for a new self-supporting program aimed at training for ultra-marathons
i) The Board reiterated the general policy to provide support for any program with a champion that is also aimed to be financial self-supporting.
ii) The Board also indicated concern about the burden placed on the Wed night track workout from the added runners and suggests the program consider alternate locations or times (e.g. Tuesday night).
iii) The Board agreed that it could not make a decision about this program without further input from two sources: a) a proposed budget from the program coordinator, and b) hearing from Cathy Blessing, Board member and certified coach who is also an ultra-runner (Cathy was not able to attend the meeting).
iv) After receiving further information as indicated above, the Board will make a decision and notify the Ultra-Marathon program coordinator
v) ACTION ITEM: Jean or Craig will ask the Ultra-Marathon program coordinator to submit a budget for the next Board meeting.
d) Board Elections: Jean received a report from John Sissala, chair of the nominations committee about the upcoming slate
a) There were no announcements
a) Action Items
i) National Marathon: Gary will write a notice for the web site and MCRUN describing the partnership with the National Marathon
ii) Run Aware Campaign (0602−3b): Board members will review Richard’s announcement about a committee formed for the campaign
iii) Run Aware Campaign (0602−3b): Susan will look for statistics on headphone use
iv) Run Aware Campaign (0602−3b): Jean will talk with Jim Hage
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) Club Strategic Planning (0602−7f): Christina will work on an agenda for a Strategic Planning meeting that will involve current and former Board members
ix) Club Strategic Planning (0602−7f): Susan will look into the space used for the Montgomery County Sports Alliance at South Germantown Park.
x) Ultra-Marathon Program: Jean or Craig will ask the Ultra-Marathon program coordinator to submit a budget for the next Board meeting.
b) Motions Passed (including motions by acclamation)
i) National Marathon: The MCRRC will support the National Marathon by offering its RMS services and by encouraging club members to volunteer. As part of the arrangement, the Washington Sports Alliance will be a major sponsor for the club’s new Parks Half-Marathon to be run in September, 2006.
ii) MCRUN Posting Policy: The club will initiate a new listserv devoted to running-related events and advertising, with the only restriction that posts be submitted by a club member
iii) RRCA-MD: The Board approves donating $120 for this year's RRCA Women's Distance Festival
iv) RRCA-MD: The Board approves giving the RRCA Grand Prix race series greater visibility on the club web site and in club publications
v) RRCA-MD: The Board authorizes donating $300 to the MD RRCA
c) Review Plans for April Meeting:
i) Next meeting is April 6, 2006 at 6:30 pm, at 100 Maryland Ave, 5th Floor conference room. Craig offered to bring food
Meeting Adjourned: 10:35 pm
Gary Resnick Secretary, Montgomery County Road Runners Club