Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of January 11, 2007

 

Called to order:  7:04 pm

 

Present:  Craig Roodenburg (President), Dave Haaga (Vice President), Sethiya Renwick (Treasurer), Jim Farkas (Member at Large), Susan Gagnon (Member at Large), Jean Arthur (Member at Large), Chris Richie (Member at Large), Cathy Blessing (Member at Large), Mary Foster (Club Administrator)

 

Invited Guests:  None

 

Minutes Prepared By:  Susan Gagnon

 

1.         Review Agenda

a)    Nothing added or changed

2.         Business Involving Invited Guests

a)    None

3.         Review MCRRC Calendar

a)    Saturday 1/20, 8 am, Hillandale, Shooting Starr 5M (CS)

b)    Sunday 2/4, 8 am, Olney, Country Road Run 5M (CS), 1 mile Fun Run (JP)

4.         Minutes of the Previous Meeting

a)    Approval of the December minutes was done between meetings via email. Susan moved, Jean seconded. Passed unanimously with one abstention.

5.         Treasurer’s Report

a)    The total cash in MCRRC accounts, as of December 31 (not including Parks Half Marathon, Pike’s Peek, and DYR accounts) was the following:

i.                Checking (9223)                          $77,973.64       

ii.              Savings (6828)                             $10,154.30

iii.             Savings – Clubhouse (7652)          $ 5,848.75

iv.            Legg Mason                                $10,120.57

v.              TOTAL Bank Accounts                                    $104,097.26

vi.            Other Assets (CDs)                                          $ 52,000.00

b)    Parks Half Marathon Bank Accounts:

i.                Checking                                     $5,967.99

ii.        Savings                                       $2,354.93
iii.TOTAL Bank Accounts                                          $8,322.92

c)    Pikes Peek Bank Account

i.         Checking                                     $3,800.48

ii.              TOTAL Bank Accounts                                    $3,800.48

d)    DYR Bank Account (as of September 2006)

i.         Checking                                     $6,090.27
ii.        TOTAL Bank Accounts                                    $6,090.27

e)    December Financial Information

i.                Significant income was received from:

•        DYR                                                            $5,000.00

•        Rockville 5K/10K                                         $3,359.50

•        Membership                                                 $4,088.00

•        Holiday Party                                               $1,104.00

ii.              Significant expenses included:

•        Speed Development                                      $1,122.07

•        RMS                                                            $7,194.18

•        RRCA Dues                                                 $9,730.00

•        Shed                                                            $1,976.00

•        Intervals                                                       $1,225.91

•        Awards Banquet                                           $1,000.00

6.         Unfinished Business (action items from previous meeting)

a)    Request for running coach (0608-7a):  Cathy set up a Yahoo group for coaches, starting with the program leaders

b)    CPR Class (0608-9c): 

i.                Jean identified a CPR/AED/First Aid class for $80 per person.   People can sign up for either the CPR/AED portion (morning), the First Aid portion (afternoon) or both.  The class will be held from 10:00-3:00 on 2/3 or 2/24, depending on which date works best for people. 

ii.              Motion:  The board agreed to pay all but $10 of the $80 fee for club members, provided they agree to volunteer to coach, work AED at a race, or direct a race.  Cathy moved, Chris seconded, unanimous. 

c)    Club Clothing (0609-7d):  Jean will talk to Kelly Scherf about changing the inventory to consist of one seasonal item with club logo – in process.

d)    2007 Race Schedule (0609-7d):  Sethiya confirmed the dates of races and published the race schedule on the web site.

e)    Gaithersburg HS track lights (0610-7b):

i.                Tom Brennan made arrangements for one year of lights and he will request reimbursement. 

ii.              Action Item:  Cathy will try to find someone who would like to take on the role of Tuesday night track coordinator after Speed Development is over for the season.

f)     Equipment and RMS (0611-7c):  Susan will meet with Phil Quinn to determine a procedure for requesting use of club equipment – in process.

g)    RRCA Eastern Region Championships Bid (0612-7b):  Jean will talk with Mike Acuna about bringing the possibility of a bid to Parks Half Marathon – in process.

h)    Strategic Plan – Compiling/updating governance policies (0612-8b):  Gary was unable to find the box of old minutes and Anna Hayes does not have it.  Board acknowledges that they will have to compile governance policies from the minutes currently available.

i)      Strategic Plan – Increasing participation and volunteerism (0612-8c):  Jim will talk with Christina Caravoulias about the status of the volunteer list – in process.

7.         New Business

a)    Selection of nominating committee chair

i.                Craig appointed John Sissala to be the chair of the nominating committee

b)    Proposed changes to the club budget format for 2008 and beyond

i.                The budget will be made more “transparent” by indicating expenses and income for items that include both.

ii.              Motion:  The Board will develop a more transparent budget structure.  Chris moved, Jean seconded, unanimous.

c)    Rundown publication schedule

i.                The board expressed concern that the Rundown has been continually off schedule

•        Action Item:  Jim will ask Christina Caravoulias what we can do to help her to keep issues coming out on time.

d)    Proposed bylaws change for consideration at annual meeting March 2007

i.                Sethyia requested that the amount required for a second signature on a check should be increased from $100 to $200.

ii.              Motion:  The board will propose an amendment to the bylaws before the membership at the annual meeting to raise the two-signature requirement to $200.  Dave moved, Jim seconded, unanimous.

iii.             Awards  

e)    Awards Dinner

i.                Craig proposed the creation of a new award category, the sponsor recognition award.  This year’s award will be presented to Ize’s Bagels.

ii.              Lifetime Achievement Award:  A candidate was unanimously accepted.

iii.             Volunteer Service Award:  Several nominations were accepted.

iv.            Volunteer gifts:  Suggestions were made regarding volunteer gifts, and Jean agreed to do more research

v.              Plans for the upcoming Awards Dinner were discussed

vi.            Outstanding Ru+nning Achievement:  The ROY committee asked the board to make a decision regarding several proposed candidates.  Consistent with the board’s intention not to micromanage programs and subcommittees, the board refused to take jurisdiction over this matter and returned the decision to the ROY committee.

f)     Website volunteer proposal

i.                Trey Kinkead sent a proposal to the board volunteering his assistance with the web site.  The board agreed to accept his offer of help.

ii.              Action Item:  Sethiya will communicate with Trey and let him know that his proposal has been accepted and the board thanks him and looks forward to working with him.

8.         Standing Items

a)    Strategic Plan – Clubhouse research/fundraising.

i.                Chris presented an analysis of the likely costs involved in obtaining a clubhouse as a permanent home for the club.  It was agreed that the major commitment needed to realize this goal requires us to present a plan to the entire club membership for their consideration.  We will describe this plan at the annual meeting in March.

b)    Strategic Plan – Compiling/updating governance policies – tabled until February

c)    Strategic Plan – Increasing participation and volunteerism – tabled until February

9.         Business Between Meetings

a)    Motion:  George Tarrico or Phil Quinn is authorized to spend up to $250 on radios.  Passed 8-0 with one abstention.

10.     Announcements

a)    Craig received a letter of thanks from the Parkinson’s Foundation for our donation from the Pike’s Peek 10K proceeds.

11.     Closure

a)    Action Items

i.                CPR Class (0608-9c):  Jean will finish arranging for a class on 2/4 or 2/24.

ii.              Club Clothing (0609-7d):  Jean will talk to Kelly Scherf about changing the inventory to consist of one seasonal item with club logo

iii.             Gaithersburg HS track lights (0610-7b): Cathy will try to find someone who would like to take on the role of Tuesday night track coordinator after Speed Development is over for the season.

iv.            Equipment and RMS (0611-7c):  Susan will meet with Phil Quinn to determine a procedure for requesting use of club equipment

v.              RRCA Eastern Region Championships Bid (0612-7b)  Jean will talk with Mike Acuna about bringing the possibility of a bid to Parks Half Marathon

vi.            Strategic Plan – Increasing participation and volunteerism (0612-8c):  Jim will talk with Christina Caravoulias about the status of the volunteer list

vii.           Rundown publication schedule (0701-7c) Jim will ask Christina Caravoulias what we can do to help her to keep issues coming out on time

viii.         Website volunteer proposal (0701-7f): Sethiya will communicate with Trey and let him know that his proposal has been accepted and that the board thanks him and looks forward to working with him.

b)    Motions Passed:

i.                CPR Class (0608-9c): The board agreed to pay all but $10 of the $80 fee for club members, provided they agree to volunteer to coach, work AED at a race, or direct a race.

ii.              Proposed changes to the club budget format for 2008 and beyond (0701-7b): The Board approved the development of a more transparent budget structure.

iii.             Proposed bylaws change for consideration at annual meeting March 2007 (0701-7d): The board will propose an amendment to the bylaws before the membership at the annual meeting to raise the two-signature requirement to $200.

iv.            Equipment Purchase (0701-9a) George Tarrico or Phil Quinn is authorized to spend up to $250 on radios.

c)    Review Plans for Next Meeting

i.                Next meeting is February 1, 2007 at 6:30 pm at the Stella Werner Council Office Bldg, 5th Floor Conference Room, 100 Maryland Ave.  Jean offered to bring food.

 

Meeting Adjourned: 9:30  pm (estimated)

 

Respectfully submitted,

 

 

Susan Gagnon