Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of April 5, 2007 

Called to order:   7:06 pm 

Present:  Craig Roodenburg (President), Cathy Blessing (Vice-President), Chris Richey (Treasurer), Mical Honigfort (Secretary), Jim Farkas (Member at Large), Christina Kichula (Member at Large), Sethiya Renwick (Member at Large) 

Invited Guests:  John Sissala, Lyman Jordan 

Minutes Prepared By:  Mical Honigfort, Secretary 

  1. Review Agenda
    1. Nothing added or changed
  2. Business Involving Invited Guests
    1. John Sissala and Lyman Jordan- New Storage Space
      1. John is advocating a new storage space on Southlawn Lane, Rockville.  He passed out a handout with information on the property, costs, and layout. The front door could accommodate a box truck backing in which would be very helpful for RDs and the space already has a bathroom to which a shower/wet-room could be added.  The landlord (a club member) is interested in the club having training runs or races start from the location as well.
      2. John explained that the club could put in a meeting room/office area (12’x26’).  The office would give us a “home” to do business and we would have the roof over the office for more storage area.  He estimated a cost of $3000 for building out the office space.  The remaining space around the proposed office is equivalent to what we currently have at Tri-Mini, plus a 50% increase vertically.
      3. John went through the change in costs compared to our current space at Tri-Mini.  This space is available for $8/sq foot (compared to $10/sq ft now at Tri-Mini), though the rent will increase over the 3 year lease.  The monthly rent would be $1200 for 2007, $1350 for 2008, and $1500 for 2009.  In response to a question about the rent increase, Lyman explained that the $1200 cost is below market value for this property right now; the lease would be renegotiated in 3 years and current market rate would be considered. 
      4. There was a discussion about the monthly “common costs” associated with this space.  John explained that these would be about $100/month (for gas, electric, water, and trash).  He also explained that we do not need additional insurance as our RRCA insurance policy covers us for liability. 
      5. Lyman explained that we will need a time period of dual payment on storage facilities for build out and move.  Lyman offered to lead the move.
      6. MOTION: The Board approves that we sign the lease (effective May 1) with written attachment about improvements made prior to taking tenancy.  Cathy moves, Chris seconds.  Unanimous.
      7. MOTION: The Board approves that we establish a budget of $3500 to build out the office space in the new storage facility. Chris moves, Jim seconds.  Unanimous.
      8. ACTION ITEM: Sethiya will get together with John Sissala to discuss the signing of the lease, the build out of the office space, and the possibilities and cost for wet-room facility.
      9. ACTION ITEM: Sethiya will ask Lyman Jordan to notify Tri-Mini that we will terminate our lease effective June 30.
 
  1. Review MCRRC Calendar
    1. Saturday 4/7, 9:00 AM, Difficult Run 8k XC
    2. Thursday 4/12, 6:45 PM, Firebirds Mile
    3. Sunday 4/29, 8:00 AM, Pike’s Peek 10k
  2. Minutes of the Previous Meeting
    1. Cathy moves to accept minutes with changes discussed. Gary seconds, passed unanimously.
  3. Treasurer’s Report
    1. The total cash in MCRRC accounts, as of March 31, 2007 (not including Parks Half Marathon, Pike’s Peek, and DYR accounts) was the following:
      1. Checking (9223) $36,332.29 
      2. Savings (6828) $10,170.68
      3. Savings – Clubhouse (7652) $ 5853.08
      4. Smith Barney $11,989.00
      5. Total Bank Accounts  $64,345.05
      6. Other Assets (CDs)  $51,000.00
    2. Parks Half Marathon Bank Accounts  (as of December 2006)
      1.  Checking   $5967.99
      2.  Savings   $2354.93
      3. Total Bank Accounts     $8322.92
    3. Pikes Peek Bank Account 
      1. Checking $26,698.59
      2. Total Bank Accounts                      $ 26,698.59
    4. DYR Bank Account (as of February 2007)
      1.  Checking   $9217.33
      2. Total Bank Accounts                        $9217.13
    5. March Financial Information
      1. Significant income was received from:
        • Membership $2160.00
      2. Significant expenses included:
        • RMS Advances $6724.00
        • Rundown $3801.21
    6. Motion to accept Treasurer’s Report: Gary moves, Jim seconds, passed unanimously
    7. ACTION ITEM: Officers need to get their bank forms notarized and returned to Chris.
  4. Unfinished Business (action items from previous meeting)
    1. Financial (0702-5f):  The move of $10,000 from checking to the Smith Barney account and to purchase a CD has been tabled pending the move to new storage space.  ACTION ITEM: Chris will close clubhouse account and put money into higher paying “Clubhouse” CD
    2. 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- in progress
    3. Equipment and RMS (0611-7c):  The incoming Board coordinator for club equipment will meet with Phil Quinn to determine a procedure for requesting use of club equipment- tabled pending selection of new coordinators
    4. RRCA Eastern Region Championships Bid (0612-7b)  Jean will talk with Mike Acuna about bringing the possibility of a bid to Parks Half Marathon- tabled
    5. Strategic Plan – Increasing participation and volunteerism (0612-8c):  Jim will talk with Christina Caravoulias about the status of the volunteer task list- in progress
    6. Strategic Plan - Compiling/updating governance policies (0612-8b):  Gary will scan the compilation of old club policies by Don Carter when he was club Secretary, from 1987 to 1991, received from John Sissala, to a CD-ROM - in progress
    7. Amendment to the By-Laws (0701-7d): At the March annual meeting, the board will propose an amendment to the bylaws to raise the two-signature requirement to $200- passed at annual meeting.  ACTION ITEM: Sethiya will send new bylaws amendment to Trey Kinkead for posting on the website.
    8. Strategic Plan – Club Program Reports (0703-7a): The Board agreed that, as part of our governance and strategic initiative, we establish a practice for each club program (training as well as races and social activities) whereby the program heads submit a pre-program and a post-program report to the Board (except in the case of the Stride Clinic and other yearly events which may require only an annual report). Cathy, as training program coordinator, will put together the requirements for these reports and will provide this information to the program heads- in progress
    9. Annual Meeting (0703-7b): Chris will put together a brief report about the clubhouse costs and where we are at this point for the Annual Meeting- completed
    10. Proxy Voting at Annual Meetings (0703-7c): Discussion to extend the voting franchise by allowing club members to vote by proxy on bylaw motions at Annual Meetings was tabled until the next meeting.
 
  1. New Business
    1. Board member roles/responsibilities- tabled for discussion between meetings
    2. New storage space- approved by Board
    3. New listserv administrator- Don Libes volunteered to take over from Andy Steinfeld. ACTION ITEM:  Cathy will discuss transfer of the listserv responsibilities with Don Libes and Andy Steinfeld.
    4. The Board discussed the cost of the Holiday Party.  ACTION ITEM: Craig will talk to Michele McGleish about the options and costs for the Holiday Party, and find out if there are kitchen facilities if we considered a potluck.
    5. Massage therapists and races-  We have a request from a massage therapist to volunteer her services at low-key races.  The Board approved the massage therapist volunteering her services with minimal solicitation, after working through George Tarrico and RDs.  ACTION ITEM:  Cathy will put the massage therapist in touch with George Tarrico to work through him to volunteer at low-key races.
  2. Standing Items
    1. Strategic Plan – Clubhouse research/fundraising.
    2. Strategic Plan – Compiling/updating governance policies
    3. Strategic Plan – Increasing participation and volunteerism
  3. Business Between Meetings - none
  4. Announcements – Tuesday/Thursday group moves to Needwood (4/10).  Carderock runs start next Thursday (4/12).  Beginning Women’s Running starts April 10 and Board members are invited to talk to the group on April 10 at Gaithersburg HS.  FTM orientation is on April 21.  ACTION ITEM: Cathy will notify Trey Kinkead to update the website with these dates. 
    1. Action Items
      1. Storage Space (0704-2a):  Sethiya will get together with John Sissala to discuss the signing of the lease, the build out of the office space, and the possibilities and cost for wet-room facility.
      2. Storage Space (0704-2a): Sethiya will ask Lyman Jordan to notify Tri-Mini that we will terminate our lease effective June 30.
      3. Bank forms (0704-5g):  Officers need to get their bank forms notarized and returned to Chris
      4. Financial (0702-5f): Chris will close clubhouse account and put money into higher paying “Clubhouse” CD
      5. Amendment to bylaws (0701-7d): Sethiya will send new bylaws amendment to Trey Kinkead for posting on the website.
      6. New listserv administrator (0704-7c):  Cathy will discuss transfer of the listserv responsibilities with Don Libes and Andy Steinfeld.
      7. Holiday Party (0704-7d): Craig will talk to Michele McGleish about what we could get at what cost and find out if there are kitchen facilities if we considered a potluck.
      8. Massage Therapist at low-key races (0704-7e):  Cathy will put the massage therapist in touch with George Tarrico to work through him to volunteer at low-key races.
      9. Club training runs: Cathy will notify Trey Kinkead to update the website with the updated dates and locations for club runs. 
    2. Motions Passed:
      1. Storage Space (0704-2a):  The Board approves that we sign the lease (effective May 1) with written attachment about improvements made prior to taking tenancy. 
      2. Storage Space (0704-2a): The Board approves that we establish a budget of $3500 to build out the office space in the new storage facility.
    3. Review Plans for Next Meeting
      1. Next meeting is May 3, 2007 at 6:30 pm at the Stella Werner Council Office Bldg, 5th Floor Conference Room, 100 Maryland Ave.  Gary offered to bring food.
 

Meeting adjourned: 9:30 pm 
 

Respectfully submitted, 

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Mical Honigfort