Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of December 6, 2007 

Called to order: 7:10 pm 

Present:  Craig Roodenburg (President), 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), Gary Resnick (Member at Large) 

Invited guests:  George Tarrico 

Minutes Prepared By:  Mical Honigfort, Secretary 

  1. Review Agenda
    1. Nothing added or changed
  2. Business involving guests
    1. George Tarrico
      1. DrinkMore Water sponsorship- 
        • The details of DrinkMore’s proposal for 2008 sponsorship and service agreement were discussed.
        • MOTION:  Chris moves to accept DrinkMore’s proposal for 2008 as circulated.  Christina seconds, unanimous.
      2. Race director jackets-  George brought samples of the race director jackets for the 2007 race directors
      3. 2008 race calendar-  The board will review and approve the race calendar between meetings
  3. Review MCRRC Calendar
    1. Saturday, December 8, 8:00 am – Clubhouse Open House (fun run followed by brunch and open house), Rockville
    2. Sunday, December 16, 9:00 am – Jingle Bell Jog 8k (CS), 1 mile Fun Run (JP), Rockville, followed by Annual Budget Meeting
    3. Tuesday, January 1, 10:00 am – New Year’s Day 5k, Gaithersburg
  4. Minutes of the Previous Meeting
    1. Christina moves to accept minutes. Jean seconds, passed unanimously.
  5. Treasurer’s Report
    1. The total cash in MCRRC accounts, as of November 30, 2007 (not including Parks Half Marathon, Pike’s Peek, and DYR accounts) was the following:
      1. Checking (9223) $ 78,549.21 
      2. Savings (6828) $ 10,238.87
      3. Savings – Clubhouse (7652) $ 5,864.82
      4. Smith Barney $ 5,707.14
      5. Total Bank Accounts  $100,360.04
      6. Other Assets (CDs)  $ 60,000.00
    2. Parks Half Marathon Bank Accounts  (as of November 30, 2007)
      1.  Checking   $ 24,874.76
      2.  Savings   $ 2,360.06
      3. Total Bank Accounts       $ 27,234.82
    3. Pike’s Peek Bank Account  (as of November 30, 2007) 
      1. Checking $ 11,345.01
      2. Total Bank Accounts                        $ 11,345.01
    4. DYR Bank Account (as of November 30, 2007)
      1.  Checking   $ 13,269.00
      2.        Total Bank Accounts                        $ 13,269.00
    5. October Financial Information
      1. Significant income was received from:
        • RMS $1,896.00                      
    6. Motion to accept Treasurer’s Report: Christina moves, Sethiya seconds, passed unanimously.
  6. Unfinished Business (action items from previous meetings)
    1. Criteria for lending club equipment (0711-7e)- in progress
    2. MCRRC Bumper Sticker (0709-7b)
      1. Cathy is working on the pricing.
      2. We will order some for distribution at the awards party.
    3. Strategic Plan - Compiling/updating governance policies (0612-8b)
      1. Gary brought the copy of policies and Mical will scan them.
      2. Gary turned over the box of old documents to Mical, which will eventually be scanned.
    4. Strategic Plan - Club Program Reports (0703-7a): Christina and Cathy will put together the requirements for these reports and will provide this information to the program heads- in progress
    5. Outcome and next steps of RMS meeting (0709-7a)
      1. ACTION ITEM:  Chris will research club credit cards.
      2. ACTION ITEM:  Christina will follow up on equipment issues with Phil Quinn and Lyman Jordan and will also discuss the 2008 RMS fee schedule with Phil Quinn. 
    6. Financial (0702-5f):  Chris will close clubhouse account and put money into higher paying “Clubhouse” CD- in progress
    7. Training Programs (0703-7a):  Chris will contact training program heads for lists of expenses and income for their programs- completed
    8. Contributions to RRCA for Grand Prix and Women’s Distance Festival (0711-7b):  completed
    9. JFK support for 2007 (0711-7c): We received positive feedback on the support we provided.
    10. Lending items to Girls on the Run (0711-7d):  completed
    11. Transition of new office administrator (0708-7a)
      1. The computer equipment is being set up and other equipment is being transferred.
    12. Clubhouse open house and fun run (0710-7d): discussed
  7. New Business
    1. Communications (0712-7a)
      1. Rundown
        • Jean and Christina talked to Chris Caravoulias about the Rundown.
        • Chris Caravoulias needs help recruiting writers and help encouraging RDs and program coordinators to provide write-ups. 
      2. Replies to postings
        • The board discussed how to promptly handle inquiries to mcboard.
        • The board liaison associated with the topic will try to respond within 24 hours, and reply to all.
        • Mical will send Trey Kinkead a list of the board contacts for the various topics for posting on the website.
      3. E-newsletter
        • The board discussed options for an e-newsletter and how to promote the Yahoo groups.
        • ACTION ITEM:  Jim is going to start an e- newsletter for January, which will keep club members informed of upcoming events.
      4. Posting policy regarding non-club programs/events
        • Craig will post a note to mc-info regarding the club policy.
    2. Reimbursement of club coaches for races associated with club training programs (0712-7b)
      1. MOTION:  Chris moves to provide complimentary entries to the Parks Half Marathon to coaches for the XMP and FTM programs.  Gary seconds, 7 in favor, 1 opposed.
    3. Volunteer gift (0712-7c):  Send ideas to Jean.
    4. Complimentary membership for Ize’s owners (0712-7d)
      1. The board agreed to provide the memberships; Cathy will let George Tarrico know.
  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. Members of the board met with Lyman Jordan and Phil Quinn to discuss RMS issues.
    2. The board approved the hiring of Nicole Bernstein as the new club administrator.
    3. MOTION:  Jean moved to approve the 2007 budget. Gary seconded, unanimous.
    4. The board approved a gift for Mary Foster to thank her for her service as club administrator.  We will present the gift at the Jingle Bell Jog.
  10. Announcements
    1. Gary announced that the stride clinic is in need of coaches.
  11. Closure
    1. Motions passed:
      1. The board agreed to accept DrinkMore Water’s 2008 sponsorship proposal.
      2. The board approved providing complimentary entries to the Parks Half Marathon for coaches in the FTM and XMP programs.
    2. Action items:
      1. Chris will research club credit cards.
      2. Jim will start a club e-newsletter.
      3. Christina will follow up on equipment issues with Phil Quinn and Lyman Jordan and will also discuss the 2008 RMS fee schedule with Phil Quinn. 
    3. Review Plans for Next Meeting
      1. Next meeting is January 3, 2008 at 6:30 pm at the Stella Werner Council Office Bldg, 5th Floor Conference Room, 100 Maryland Ave.  Jim offered to bring food.

Meeting adjourned: 10:32 pm 

Respectfully submitted, 

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Mical Honigfort