Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of January 3, 2008 

Called to order: 7:05   pm 

Present:  Craig Roodenburg (President), Cathy Blessing (Vice President), Chris Richey (Treasurer), 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) 

Minutes Prepared By:  Gary Resnick, Member at Large 

  1. Review Agenda
    1. Nothing added or changed
  2. Business involving guests
    1. Joel Carrier – Update on 2009 USATF Cross Country Championship bid
      1. We have been selected for the next round of the competition, the site visit, as one of only four groups vying for the bid; we were told that our application met or exceeded all requirements for hosting the Championships
      2. Club’s receiving site visits must reimburse the air fare for one site visitor (approx. $200)
      3. We will find out about the winning bid by the end of January
      4. If we win, we should have a club presence at the upcoming 2008 USATF Cross Country Championships in San Diego Feb. 16, which means sending 2-3 members who were on the bid committee
      5. MOTION: The club approves the reimbursement of air fare for one USATF site visitor as part of our bid for hosting the 2009 USATF Cross Country Championship.  Jim moved, Jean seconded, unanimous.
    2. Ted Wroth – MD Senior Olympics
      1. Ted, the Executive Director, presented a proposal to the club to host the 5K/10K race event as part of MD Senior Olympics. The idea is to use an existing 5K/10K road race, such as the Rockville 5K/10K, and to identify the Olympic participants in the scoring.  Further, since the MD Senior Olympics are held annually, the Rockville 5K/10K would thus continue to host the event on an annual basis.
      2. The 2008 MD Senior Olympics will be based in Montgomery County; they are in the process of trying to secure venues for all of the events. 
      3. This is a qualifier for the 5K and 10K races of the 2009 National Senior Olympics at Stanford University in Palo Alto, CA.  Qualifiers are held every two years.
      4. Most MD Senior Olympics events will operate in the fall of 2008, from Labor Day weekend through end of October (but they could extend it to use the Rockville 5K/10K race)
      5. Seniors start at age 50 and go in age groups through 95+; there are likely a number of club members who would be interested in participating, and the benefit to the club is to gain more entries into this race
      6. Ted asked to Board to write a few sentences to him indicating that the club agrees to manage the MD Senior Olympics 5K/10K road race, making it part of the existing Rockville 5K/10K race
      7. It was pointed out that an alternate 5K will also be needed for those participants who plan to run both distances, and Ted indicated that he will work on this.  The Board suggested he consider the Kentlands 5K and Ted will follow-up with the organizers of this race.
      8. Since the Rockville 5K/10K is really “owned” by the City of Rockville Parks and Recreation Department, we will have to ask them for approval to host the MD Senior Olympics event.
      9. MOTION: The club agrees to host the Rockville 5K/10K as part of the MD Senior Olympics, on an annual basis beginning in 2008, subject to approval by the City of Rockville. Cathy moves, Jim seconds, unanimous
  3. Review MCRRC Calendar
    1. Saturday, January 12, 2008, Speed Development Program Orientation, 1:30 pm, Gaithersburg
    2. Saturday January 18, 2008, Shooting Starr 5mi (CS), 8:00am, Silver Spring
    3. Sunday February 3, 2008, Country Road Run 5mi (CS), 1mi fun run (JP), 8:00am, Olney
    4. Sunday February 10, 2008, Awards Party, 4:00 pm, Rockville
  4. Minutes of the Previous Meeting
    1.    Christina moves to accept minutes. Cathy seconds, passed unanimously.
  5. Treasurer’s Report
    1. The total cash in MCRRC accounts, as of December 31, 2007 (not including Parks Half Marathon, Pike’s Peek, and DYR accounts) was the following:
      1. Checking (9223) $73,290.37 
      2. Savings (6828) $10,247.57
      3. Savings – Clubhouse (7652) $  5,866.31
      4. Smith Barney $  5,717.43
      5. Total Bank Accounts  $95,121.68
      6. Other Assets (CDs)  $60,000.00
    2. Parks Half Marathon Bank Accounts  (as of November 30, 2007)
      1.  Checking   $4,795.03
      2.  Savings   $2,360.06
      3. Total Bank Accounts      $7,155.09
    3. Pike’s Peek Bank Account  (as of November 30, 2007) 
      1. Checking    $8,334.37
      2. Total Bank Accounts $8,334.37
    4. DYR Bank Account (as of November 30, 2007)
      1.  Checking   $18,200.00
      2.        Total Bank Accounts                         $18,200.00
    5. October Financial Information
      1. Significant income was received from:
        • RMS $5,925.49
        • Membership Dues   5,058.00
      2. Significant Expense Items:
        • RRCA Dues & Insurance $11,104.60
        • Rundown Production 4,149.36
    6. Financial Items
      1. Old Action Items
        • Continue depositing checks until new Club Administrator is on board
        • 2008 Budget approved by membership at December Budget Meeting
        • Centralized Corporate Cards – in progress, Chris will have options to present at the next board meeting
        • Bulk Mail Account – Research CAPS Electronic Funding of Bulk Mail
      2. New Action Items
        • 2007 Contribution to Reserves
        • Establish CD account at NASA FCU for Clubhouse Savings
    7. Motion to accept Treasurer’s Report:  Cathy moves, Jim seconds, passed unanimously.
  6. Unfinished Business (action items from previous meetings)
    1.  Review Action Items from prior Board meeting:
      1. Research into club credit cards (0712-6e-i); Chris reported that he will have options to present at the next Board meeting
      2. Jim will start a club e-newsletter (0712-7a-iii); in progress
      3. Equipment issues and 2008 RMS fee schedule (0712-6e-ii)
        • Phil will send out a revised fee schedule that will be considered final
        • The Board discussed the possibility of using electronic signatures to pay RMS staff
        • Clocks and a speaker are out for repair, we need clock stands and Lyman/Phil have authorization to buy these
        • Discussion of the broken generator, Phil is looking at it, will make a recommendation at the next Board meeting
        • The Board discussed the possibility of buying a timing system instead of sub-contracting this cost. Tabled for the next meeting.
      4. Posting policy of non-club events (0712-7a-iv); Craig circulated a draft on the MCBOARD listserv and, after getting no suggestions for revisions, will now post it on the MCRRC-Discuss and MCRRC-Info Yahoo Groups
        • The following is the draft policy:
  1. New Business
    1. Volunteer awards (plaques, consensus on winners):
      1. Cathy discussed the candidates for which she received email nominations.
      2. ACTION ITEM: Cathy and Craig will discuss the logistics of getting the plaques
    2. Webmaster replacement
      1. Trey Kinkead has resigned as Webmaster; Board discussed finding a replacement
      2. ACTION ITEM: Cathy will post an ad on the MCRRC-Info Yahoo Group, then post to other Groups and listservs associated with the club
    3. Clubhouse runs by Don Shulman
      1. Don Shulman offered to head a monthly run starting and finishing at the clubhouse
      2. Lyman Jordan has offered to setup Don with a passcode for access to the clubhouse before/after
      3. MOTION: The Board endorses an official monthly club run from the new clubhouse. Jim moved, Cathy seconds
    4. Proposed bylaw change: "Checks issued for more than $200 by the MCRRC shall require the APPROVAL (add the word "approval" and delete "signature") of two officers."
      1. Board discussed the potential bylaw change to liberalize check-writing authority
      2. ACTION ITEM: Jean will draft the bylaw and present at the next meeting
    5. Centralized photo site
      1. A suggestion arose about having a central web site for club photos
      2. Cathy asked several club members (Don Libes, Ken Trombatore, and Doug Sullivan) to research different options and present recommendations; the recommendation they made was SmugMug.com.  The group is working on possible configurations and will present options and suggestions at the next meeting.
  1. Standing Items
    1. Strategic Plan – Clubhouse research/fundraising
    2. Strategic Plan – Compiling/updating governance policies
    3. Strategic Plan – Increasing participation and volunteerism
  1. Business Between Meetings
    1. The club member’s meeting to approve the annual budget was held following the Jingle Bell Jog and the budget was passed
    2. After checking to make sure no dates conflicted with Jewish holidays, the Board approved the 2008 Race Schedule.
  1. Announcements – none
  1. Closure
    1. Motions passed:
      1. The club approves the reimbursement of air fare for one USATF site visitor as part of our bid for hosting the 2009 USATF Cross Country Championship
      2. The club agrees to host the Rockville 5K/10K as part of the MD Senior Olympics, on an annual basis beginning in 2008, subject to approval by the City of Rockville
      3. The Board adopts the changed guidance on the allowable content on posting of non-club events on the MCRRC-Discuss Yahoo Group
      4. The club will buy 500 bumper stickers and 500 vinyl static clings, each bearing the MCRRC logo, for a total cost of approximately $550.
      5. The Board endorses an official monthly club run from the new clubhouse.
    2. Action items:
      1. Bumper stickers/vinyl clings; Christina will ask Lyman about the “Property of MCRRC” stickers
      2. Volunteer awards (plaques, consensus on winners); Cathy and Craig will discuss the logistics of getting the plaques done
      3. Webmaster replacement: Cathy will post an ad on the MCRRC-Info Yahoo Group, then post to other Groups and listservs associated with the club
      4. Proposed bylaw change: Jean will draft the bylaw and present at the next meeting
    3. Review Plans for Next Meeting
      1. Next meeting is February 7, 2008 at 6:30 pm at the Stella Werner Council Office Bldg, 5th Floor Conference Room, 100 Maryland Ave. Cathy offered to bring food.
 

Meeting adjourned: 9:55  pm 

Respectfully submitted,

 

Gary Resnick