Minutes of Board of Directors Meeting
Meeting of October 5, 2006
Called
to order: 7:15 pm
Present:
Craig Roodenburg (President), Dave Haaga (Vice−President), Sethiya
Renwick (Treasurer), Gary Resnick (Secretary), Cathy Blessing (Member at
Large), Jim Farkas (Member at Large), Jean Arthur (Member at Large), Chris
Richey (Member at Large)
Invited
Guests: Kimberly Price (Darcars Young Run), George Tarrico (2007 race schedule)
Minutes
Prepared By: Gary Resnick, Secretary
1. Review Agenda
a)
Add to New
Business:
i)
mile markers
ii)
RMS discussion
2. Business Involving Invited Guests
a)
Kimberly Price
(Darcars Young Run)
i)
Gave an update on
the race; did not give enough money back to the club last year, so she has a
larger check now to give back to the club
ii)
This year, MCPS
is limiting the number of non-school event flyers going home with the kids, so
the Physical Education Department required approval from all the school
principals before allowing the flyers to go out, this took a lot of time, as a
result flyers did not get to the kids until just 2 wks ago, right now about 200
registrations behind last year's rate and the volume is down, looks we will
have fewer this year, maybe only 2,000 runners and, as a result, fewer t-shirt
sales
iii)
After making a
donation to Rockville we will probably just break even for the race, with not
much money going back to the club
iv)
New this year is
that we are offering registration at packet pickup so we may recover by race
start
v)
Kimberly was
approached by Voice of America in Indonesia for them to come to the race to
film it and to interview parents and runners (as well as Kimberly), she is
asking the Board for permission, Board granted permission (by
acclamation)
b)
George Tarrico
(2007 race schedule)
i)
George distributed
a draft 2007 Race Calendar: The Board discussed the dates of club races as well
as key dates for other large local-area races and gave George feedback. George
will now confer with facilities and race directors to see which suggested
revisions work best and will present a revised draft of the 2007 schedule to
the Board prior to the next meeting, and then, following Board approval, to the
membership when it is finalized.
3. Review MCRRC Calendar
a)
Candy Cane City
5K (CS), Sat 10/14, 9am, Chevy Chase
b)
DARCARS Young Run
(ages 12 and under) 1M (JP); .25 and .5 mile Young Runs, Sun 10/22, 9am,
Rockville
4. Minutes of the Previous Meeting
a)
Change the
following items in the September minutes
i)
7a-ii "who
pay specifically for a link" change to "certain RMS clients"
ii)
Item 7a-iii
Remove words after quote (ending "to the club"), “change this
criterion”
b)
Motion to accept
minutes, Jean moved, Chris seconded, unanimous (1 absent)
5. Treasurer’s Report
a)
The total cash in
MCRRC accounts, as of September 30 (not including Marathon in the Parks,
Pike’s Peek, and DYR accounts) was the following:
i)
Checking (9223)
$68,906.82
ii)
Savings (6828)
$10,123.43
iii)
Savings –
Clubhouse (7652)
$
5,842.62
iv)
Smith Barney
$20,796.28
v)
TOTAL Bank
Accounts
$105,669.15
b)
Other Assets
(CDs)
$41,000.00
c)
Parks
Half−Marathon (as of September 2006):
i)
Checking
$20,904.30
ii)
Savings
$
2,348.65
iii)
TOTAL Bank
Accounts
$23.252.95
d)
Pikes Peek bank
accounts (as of June 2006)
i)
Checking
$3,800.48
ii)
TOTAL
Bank
Accounts
$3,800.48
e)
DYR bank account
(as of September 2006)
i)
Checking
$
6,090.27
ii)
TOTAL Bank
Accounts
$
6,090.27
f)
Significant
income was received from:
i)
Membership dues
$
3,220.00
ii)
RMS
$
2,825.00
iii)
Pike’s Peek
10K
$15,000.00
g)
Significant
expenses included:
i)
Professional fees
(taxes)
$
1,466.25
ii)
Club race program
(Riley’s/Comus) $
1,272.33
h)
Old Financial
Action Items:
i)
2005 tax
preparation: Completed
i)
New Financial
Item:
i)
Sethiya will
purchase more CD's
j)
Motion to approve
this month’s Treasurer’s Report, Gary moved, Cathy seconded,
unanimous
6. Unfinished Business
a)
Budget 2007
(0609−5h): Sethiya and Craig are working on it, they will have a draft
prior to next month's meeting
b)
Request for
Running Coach (0608-7a): Instead of an email group Cathy will setup a Yahoo
Group
c)
CPR Class
(0608-9c): Jean will setup a CPR class for sometime in January, in
process
d)
Club Clothing
(0609−7c): Cathy talked with Priscilla and she is not doing it, so we
need to find someone to coordinate the club clothing line at R&J, Jean
volunteered,
i)
Action Item: Jean
will talk with Kelly Scherf about ordering
e)
2007 Race
Schedule (0609−7d): see “Invited Guest” item
7. New Business
a)
Conflict of
interest policy: Based on the Federal Sarbanes-Oxley bill, non-profit
organizations are now required to adopt a conflict of interest policy, the
National Council of Non-Profit Associations has a common conflict of interest
policy which was passed around for Board members to view
i)
Motion: The Board
approved use of the conflict of interest policy from the National Council of
Non-Profit Associations, requiring all Board members to sign the form at the
next Board meeting, Jim moved, Dave seconded,
unanimous
b)
Gaithersburg HS
track lights (Cathy): question arose as to who pays for it, to ensure they are turned
on for club programs, formal program is finished but weekly workouts still
going on, we've paid in the past, typically $300-$400 for 9 months, which is
far below the city rates
i)
Action Item: Jean
will talk with Alan Roth about prior arrangement about the lights at
Gaithersburg HS while Cathy will talk with Tom Brennan to see if he would move
his speed development workout to Wooten HS (where lights are already covered)
c)
Mile Markers
(Craig): We desperately need new cone top arrow signs as well as cone-top mile
markers for the club races
i)
we have maxed out
our equipment budget but not for consumables, where we probably have about $300
left after paying for the yellow tape
ii)
we need arrows
more than mile markers for putting on top of cones, there are important for low
key races
iii)
this issue was
raised in the May meeting (see item 0605-8a) but the Board tabled the item
until we had a better idea of how much we need to spend for other new equipment
iv)
Motion: The Board
authorizes spending $300 on directional arrows and similar cone top signs,
giving approval for Craig to do the purchase, Cathy moved, Jean seconded
v)
Action Item:
Craig will order the cone-top arrows
d)
RMS Discussion:
The question arose as to how decisions are made about which races to accept as
RMS jobs and which not, particularly with respect to races we have worked in
the past. One factor in making these decisions is the staff availability, and
how the coordinator (Phil Quinn) can best estimate it for future races. The
Board noted that Phil has been working particularly hard on RMS and this has
provided a very important income stream for the club.
i)
The Board also
noted that Chris is the Board liaison to the RMS activity and suggested that he
should talk with Phil to see if he needs more support and to use this as an
opportunity to discuss a succession plan with him (e.g. training someone to
assist and ultimately split the work)
ii)
Action Item:
Chris will talk with Phil about how the Board can support Phil and the RMS work
8. Standing Items
a)
Strategic
planning: a follow-up strategic planning meeting was held 9/25/06 to work on
drafting a member survey, see “Business Between Meetings”
below
9. Business Between Meetings
a)
Member survey:
Gary gave a brief primer to the Board on conducting a survey, going through
issues of sampling as well as survey design
b)
Overall subject
areas of interest to survey were listed including: Runner
Characteristics/Backgrounds, Participation in Club Programs, Volunteer
Participation, Club Communication, and Future Directions/Recommendations.
i)
Action Item:
Board members will give suggestions to Gary for questions to ask on the member
survey and he will compile a draft survey
ii)
Action Item:
Sethiya will check on web-based survey clients that could link with the
club’s web site
10. Announcements
a)
Received a thank
you card from George for the flowers the club sent on the death of his mother
11. Closure
a)
Action Items
i)
Budget 2007:
Sethiya and Craig will present a draft budget at the next board meeting
ii)
Request for
Running Coach: Cathy will set up a
Yahoo Group for club coaches
iii)
CPR Class: Jean
will arrange for a class sometime in January
iv)
Club Clothing:
Jean will talk with Kelly Scherf about ordering new clothing
v)
2007 Race
Schedule: George Tarrico will present a revised 2007 race schedule prior to the
next board meeting, for the Board to discuss at the meeting
vi)
Gaithersburg HS
track lights: Jean will talk with Alan Roth about prior arrangement about the
lights at Gaithersburg HS while Cathy will talk with Tom Brennan to see if he
would move his speed development workout to Wooten HS (where lights are already
covered)
vii)
Strategic
Planning – Member Survey: Board members will give suggestions to Gary for
questions to ask on the member survey and he will compile a draft survey, and,
Sethiya will check on web-based survey clients that could link with the
club’s web site
b)
Motions Passed
(including motions by acclamation)
i)
The Board agreed
that Kimberly Price could allow Voice of America Indonesia to film at the DYR,
to talk with parents and children, and to interview her.
ii)
Conflict of
interest policy: The Board approved
use of the conflict of interest policy from the National Council of Non-Profit
Associations, requiring all Board members to sign the form at the next Board
meeting
c)
Review Plans for
Next Meeting:
i)
Next meeting is
November 2, 2006 at 6:30 pm, at the Stella Werner Council Office Bldg, 5th
Floor Conference Room, 100 Maryland Ave, 5th Floor conference room.
Chris offered to bring food.
Meeting
Adjourned: 10:00 pm
Respectfully
Submitted,
Gary
Resnick Secretary, Montgomery County Road Runners Club