Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of October 4, 2007

Called to order: 7:00 pm

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

Invited guests: Joel Carrier

Minutes Prepared By: Mical Honigfort, Secretary

  1. Review Agenda
    1. Nothing added or changed
  2. Business involving guests
    1. Joel Carrier- USATF XC Championship bid
      1. Joel discussed the need to establish a course PR at the Little Bennett’s XC race for the bid and the race plans to use “ringers” to achieve this; Small prize purse and travel expenses will be paid
      2. An announcement will be made to the club explaining the details behind the bid and the invited runners
      3. Requested comments from the board on the draft bid by the next meeting
      4. MOTION: Chris moves that we fund a total of $500 for the prize purse and appearance fees for the Little Bennett’s Revenge XC race in preparation for the 2009 USATF XC Championship bid. Jim seconds, unanimous.
  3. Review MCRRC Calendar
    1. Sunday, October 14, 8:30 am – Little Bennett’s Revenge, Derwood
    2. Sunday, October 21, 9 am – DARCARS Young Run, Rockville
  4. Minutes of the Previous Meeting
    1. Jean moves to accept minutes. Chris seconds, passed unanimously.
  5. Treasurer’s Report
    1. The total cash in MCRRC accounts, as of September 30, 2007 (not including Parks Half Marathon, Pike’s Peek, and DYR accounts) was the following:
      1. Checking (9223) $ 83,076.04
      2. Savings (6828) $ 10,221.78
      3. Savings – Clubhouse (7652) $ 5,861.88
      4. Smith Barney $ 39,845.43
      5. Total Bank Accounts $139,005.13
      6. Other Assets (CDs) $ 25,000.00
    2. Parks Half Marathon Bank Accounts (as of October 4, 2007)
      1. Checking $ 19,376.92
      2. Savings $ 2,358.66
      3. Total Bank Accounts $ 21,735.58
    3. Pike’s Peek Bank Account (as of October 4, 2007)
      1. Checking $ 13,568.01
      2. Total Bank Accounts $ 13,568.01
    4. DYR Bank Account (as of February 2007)
      1. Checking $ 9,217.13
      2. Total Bank Accounts $ 9,217.13
    5. September Financial Information
      1. Significant income was received from:
        • Membership $ 2,535.00
        • Pike’s Peek $ 25,000.00
    6. Motion to accept Treasurer’s Report: Sethiya moves, Christina seconds, passed unanimously.
  6. Unfinished Business (action items from previous meetings)
    1. Candidates for Club Administrator position (0708-7a)
      1. The board discussed the five applicants for the administrator position.
      2. ACTION ITEM: Jim and Chris will interview applicants.
    2. Using Yahoo groups for Board communications (0707-6a): Jim will set up Yahoo group for current board members- completed
    3. Run Aware Policy (0708-2a): Gary will incorporate suggestions and circulate- completed.
      1. MOTION: Jim moves to accept the Run Aware policy document. Jean seconds, unanimous.
    4. Financial (0702-5f): Chris will close clubhouse account and put money into higher paying “Clubhouse” CD- in progress
    5. Gaithersburg HS track workout (0610-7b): Cathy will try to find someone who would like to take on the role of Tuesday night track coordinator. Cathy posted note on website and listservs and so far no one has come forward.
    6. RRCA Eastern Region Championships Bid (0612-7b): Jean will talk with Mike Acuna about bringing the possibility of a bid to Parks Half Marathon. Jean discussed this with Mike and this is an option for 2009 and will be pursued further.
    7. Strategic Plan - Increasing participation and volunteerism (0612-8c): Jim will talk with Christina Caravoulias about the status of the volunteer task list- Jim has contacted Christina Caravoulias and she is working on this list. Jim will provide an update when Christina Caravoulias gets back to him.
    8. 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
    9. Strategic Plan - Club Program Reports (0703-7a): Gary (taking over from Cathy), as training program coordinator, will put together the requirements for these reports and will provide this information to the program heads- in progress
    10. Training Programs (0703-7a): Gary will contact training program heads for reports as well as lists of expenses and income for their programs- in progress
    11. Discussion of Rundown and Intervals (0707-6b): The board discussed the Rundown as related to budget planning.
    12. MCRRC Bumper Sticker (0709-7b): Cathy will price out 4-inch stickers and vinyl clings with plans to purchase 500 of each- in progress
    13. RMS purchases and future requirements (0709-7a): Christina talked with Lyman Jordan about setting up a meeting to discuss RMS.
  7. New Business
    1. 2008 race schedule (0710-7a): Jean passed out a draft race schedule and will send it to George who will obtain race directors’ approval.
    2. Interest in kids program (0710-7b): The board discussed the concept of a kids’ program and agreed that we would support a program if it had a champion and did not conflict with other club events, and would welcome a proposal for such a program.
    3. 2008 budget discussion (0710-7c): Chris is working on the budget to present at the November board meeting and will circulate it prior to the meeting.
    4. Open House/Fun Run (0710-7d): The board agreed to hold a fun run on Dec. 8 from the new club house, and the club will provide brunch. ACTION ITEM: Jim will talk to Michelle McGleish about putting an invitation to the open house on the holiday party invitations.
  8. Standing Items
    1. Strategic Plan – Clubhouse research/fundraising
    2. Strategic Plan – Compiling/updating governance policies
    3. Strategic Plan – Increasing participation and volunteerism
  9. Business Between Meetings
    1. Ed Schultze presented a plaque to Capt. Walt Brown on behalf of the club, on the occasion of his retirement from Seneca Creek State Park, thanking him for help with MCRRC events through the years.
  10. Announcements - none
  11. Closure
    1. Motions passed:
      1. The board approved funding a total of $500 for the prize purse and appearance fees for the Little Bennett’s Revenge XC race in preparation for the 2009 USATF XC Championship bid.
      2. The board approved the Run Aware policy document.
    2. Action items:
      1. Jim and Chris will interview club administrator applicants.
      2. Jim will talk to Michele McGleish about putting an invitation for the clubhouse open house on the holiday party invites.
    3. Review Plans for Next Meeting
      1. Next meeting is November 2, 2007 at 6:30 pm at the Stella Werner Council Office Bldg, 5th Floor Conference Room, 100 Maryland Ave. Sethiya offered to bring food.

Meeting adjourned: 10:15 pm

Respectfully submitted,

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Mical Honigfort