Minutes of Board of Directors Meeting
Meeting of May 4, 2006
Called to order: 7:05 pm
Present: Craig Roodenburg (President), Dave
Haaga (Vice-President), Sethiya Renwick (Treasurer),
Invited Guests: Mary Wildberger, Mary Foster
(Club Administrator)
Minutes Prepared By:
1. Review Agenda
a) Add section called Standing Items to follow New Business, place Run Aware item in it
b)
Add section
called Business Between Meetings, add Donation to Track Challenge as item
c)
Add Bracelet ID
to New Business
2.
Business
with Invited Guests
a)
Sports Drink
Proposal (Mary Wildberger): Mary introduced a number of products for athletes,
we sampled some of the energy drinks and sports bars, and she left her card
3.
Review
MCRRC Calendar
a)
May 6: Millennium
Trail 10.656 Mile Fun Run. The City of Rockville formally opens it 10.656 mile
Millennium Trail on May 6 at 8:20 am with a once around the city fun run.
b)
May 6, 10:00 am
Stride Clinic
c)
Sat May 20,
8:30am,
d)
May 27, Sat, Shed
Cleanup led by
e)
Mon May 29, 8am,
4.
Minutes of
the Previous Meeting
a)
Motion to accept
minutes, Jean moved, Susan seconded, passed unanimously
5.
Treasurer's
Report
a)
The total cash in
MCRRC accounts, as of April 30 (not including
i)
Checking
(9223)
$
27,406.92
ii) Savings (6828)
$ 19,619.56
iii) Savings - Clubhouse $
5,830.38
iv) Legg Mason
$ 29,820.93 (as of March, 2006)
v) TOTAL Bank Accounts
$
82,677.79
b)
Other Assets
(CDs)
$
21,000.00
c)
i)
Checking
$
7,891.62
ii) Savings
$
2,340.79
iii) TOTAL MIP Bank Account
$10,232.41
d) Pikes Peek Bank Accounts (as of
April 2006)
i)
Checking
$21,879.19
ii) TOTAL Pikes Peek Bank Account
$21,879.19
e) HYR Bank Account (as of April 2006)
i)
Checking
$11,023.81
ii) TOTAL HYR Bank Account
$11,023.81
f)
March Financial
Information
i)
MCRRC was paid
for the Turkey Chase RMS which was recorded in Jan 05.
ii)
Significant
income was received from:
·
Speed Development
Program $
2,987.75
·
Mailing List
rental
$
3,248.16
·
Membership dues
$
4,500.00
·
RMS
$
2,959.27
·
Parks Half
iii)
Significant
expenses included: None
g)
Old Financial
Action Items:
i)
Begin 2005 tax
preparation. In process
ii)
Search for
bookkeeper (see Old Business). In process
h)
Motion to approve
this month's Treasurer's Report, Dave moved, Chris seconded, unanimous
6.
Unfinished
Business
a)
Rebuilding
Together (0604-2): Craig informed Rebuilding Together of the Board's decision
and brochures were placed in the race packets - completed
b)
Financial
(0508-7a): Susan will continue to refine the spreadsheet and will send to
the Board financial analysis - in process
c)
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
d)
Hiring an
accountant or bookkeeper (0601-7e): Sethiya and Chris will work on defining
scope of work to be purchased - Chris mentioned a potential candidate,
e)
Club Strategic
Planning (0602-7f): Susan will pull together comments from exBoard
members and current Board members to send out to the Board by April 18
i)
Susan sent out an
email to Board members and ex-Board members but is still looking for more
responses
ii)
Susan is still
looking for the concept behind the Strategic Planning Workshop, looking for a
plan and also a discussion of what it means to do Strategic Planning
iii)
Discussion ensued
about how to make the Workshop productive
iv)
Action Item:
Board members to give Susan ideas about best practices in Strategic Planning,
Susan will compile a set of ideas and choose two or three for discussion at the
workshop
v)
f)
Ultra-Marathon
program (0603-7c): Chris talked to the program's proponents, they did not want
to go through the "administrative structure" and thus decided not to
pursue it - completed (see New Business for additional thread regarding
ultra-running program)
g)
MCClassifieds
Listserv (0603-7a): Sethiya set up this listserv and a message was posted on
MCRUN indicating the startup of this list
7. Business Between
Meetings
a)
Middle School
Track Challenge Donation
i)
The request came
to the Board President between meetings and required quick action in order to
allow the money to be used by the Track Challenge for this year’s event
ii)
The amount of the
club’s donation is similar to prior year amounts, and due to the urgency
of the action Craig asked the Board to vote on the motion prior to the May
Board meeting.
iii)
MOTION VIA EMAIL:
The Board approves donating $300 to the Middle School Track Challenge.
Cathy moves, Jim seconds, passed unanimously.
8. New Business
a)
Purchasing more
cone top arrows and CAUTION signs: Discussion around club needs, we need more
because many of the existing signs are broken, Craig suggested about a dozen
arrows and 3-4 caution signs, cost is approximately $200
i)
Issue is that
there are other important major equipment needs such as Time Machines
ii)
ACTION ITEM:
Sethiya will look at Equipment budget for this year and see how much we can
afford
b)
Preparation for
volunteer picnic 6/4/06
i)
Jean suggested
that club member names need to be typed for the mailing labels
ii)
Discussion around
tasks for Board members for this year's picnic
c)
RRCA Roads
Scholar contribution
i)
Sethiya
summarized money we either donated and/or raised, last year we donated $250
ii)
Community
Outreach budgeted for $1900, already spent some on Track Challenge
iii)
MOTION: The Board
approves donating $400 for the RRCA Roads Scholar, Dave moved, Jean seconded,
Voting For = 3 , Opposed = 5. 1 abstention, Motion Defeated
iv)
Discussion of
motion around how we arrived at $400, suggestion was to base it on RRCA dues
the club pays
v)
NEW MOTION: The
Board approves donating $300 to Roads Scholar, Cathy moved,
d)
Ultra-Marathon
training program
i)
An ultra component
was proposed by Cathy for the Experienced Marathon Program, coach Mike
Broderick agreed. Cathy will assist by speaking about ultra's, and training for
JFK, she will keep it simple and it will not require a separate budget
ii)
Issue around
inviting proponents of original Ultra program to join this effort
iii)
ACTION ITEM:
Cathy will talk with the original proponents and ask them if they would be
willing to help with beginning Ultra Running
iv)
MOTION BY
ACCLAMATION: The Board endorses adding an Ultra component to the experienced
Marathon Program
e)
Suggested change
to article V (2) (E) of bylaws in which invoice amounts higher than $100
require two signatures from Board officers (Pres, VP, Treasurer or Secretary)
i)
A change in this
By-Law was suggested in which the minimum limit requiring signing authority
from club officers be increased from the current $100 to a higher amount as yet
unspecified. The Board agreed in
principle with this change and the matter was tabled until January 2007, where
it will be brought before the next annual member’s meeting.
ii)
There was
discussion about giving signing authority to office administrator for small
amounts and/or routine expenditures.
The Board did not express any interest and the matter was dropped.
f)
Arrangements for
using
g)
Self-defense
class: a club member is willing to offer a self-defense class, he is trained in
the martial arts, for a nominal fee
i)
The Board
reiterated its policy not to endorse and promote any for-fee program
ii)
Action Item:
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
h)
ID Bands: Mary
presented an idea of ordering silicon bracelets with block for Name, Emergency
Number, Other Information, costs $0.50 each with minimum order of 2,000
i)
There are other
engraving systems (on bracelets) but they are more expensive
ii)
Issue is that we
don't know how well the engraving will work and the number of bands we may
order will be more expensive ($2.49 for 100) so we should be sure before we
place the order, so we should try out a “test batch”
iii)
Mary Foster,
Office Administrator will investigate cost of a test batch
9. Standing
Items
a)
Run
Aware Campaign (0602-3b): Board members will find a campaign committee
chair
b)
Action
Item:
10.
Announcements
a)
Craig reported on
work as President
i)
Individual from
Discovery.Com HR dept talked with Mike Acuna and other club members, were
looking for a coach
11.
Closure
a)
Action Items
i)
Financial
(0508-7a): Susan will continue to refine the spreadsheet and will send 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 Strategic
Planning (0602-7f): Board members to give Susan ideas about best
practices in Strategic Planning, Susan will compile a set of ideas and choose
two or three for discussion at the workshop
v)
Equipment
Purchase: Sethiya will look at Equipment budget for this year and see how much
we can afford for cone signs and time machines
vi)
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
vii)
Run Aware
Campaign (0602-3b):
viii) Self-Defense Class: 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
b)
Motions Passed
(including motions by acclamation)
i)
Middle School
Track Challenge: The Board approves donating $300 to the Middle School Track
Challenge.
ii)
RRCA Roads
Scholar Program: The Board approves donating $300 to Roads Scholar
iii)
Ultra-Marathon
Program (0603-7c): The Board endorses adding an Ultra component to the
experienced Marathon Program
c)
Review Plans for
Next Meeting:
i)
Next meeting is
June 1, 2006 at 6:30 pm, at the Stella Werner Council Office Bldg, 5th Floor
Conference Room,
Meeting Adjourned: 10:05 pm
Gary Resnick Secretary,