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
- Review Agenda
- Nothing added or
changed
- Business involving
guests
- Joel Carrier –
Update on 2009 USATF Cross Country Championship bid
- 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
- Club’s receiving
site visits must reimburse the air fare for one site visitor (approx.
$200)
- We will find out
about the winning bid by the end of January
- 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
- 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.
- Ted Wroth – MD
Senior Olympics
- 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.
- 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.
- 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.
- 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)
- 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
- 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
- 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.
- 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.
- 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
- Review MCRRC
Calendar
- Saturday, January
12, 2008, Speed Development Program Orientation, 1:30 pm, Gaithersburg
- Saturday January
18, 2008, Shooting Starr 5mi (CS), 8:00am, Silver Spring
- Sunday February
3, 2008, Country Road Run 5mi (CS), 1mi fun run (JP), 8:00am, Olney
- Sunday February
10, 2008, Awards Party, 4:00 pm, Rockville
- Minutes of the
Previous Meeting
- Christina
moves to accept minutes. Cathy seconds, passed unanimously.
- Treasurer’s
Report
- 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:
- Checking (9223) $73,290.37
- Savings (6828) $10,247.57
- Savings – Clubhouse
(7652) $ 5,866.31
- Smith Barney $
5,717.43
- Total Bank Accounts $95,121.68
- Other Assets (CDs) $60,000.00
- Parks Half Marathon
Bank Accounts (as of November 30, 2007)
- Checking $4,795.03
- Savings $2,360.06
- Total Bank Accounts $7,155.09
- Pike’s Peek
Bank Account (as of November 30, 2007)
- Checking $8,334.37
- Total Bank Accounts $8,334.37
- DYR
Bank Account (as of November 30, 2007)
- Checking $18,200.00
-
Total
Bank
Accounts
$18,200.00
- October Financial
Information
- Significant income
was received from:
- RMS $5,925.49
- Membership Dues
5,058.00
- Significant Expense
Items:
- RRCA Dues &
Insurance $11,104.60
- Rundown Production 4,149.36
- Financial Items
- 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
- New Action Items
- 2007 Contribution
to Reserves
- Establish CD account
at NASA FCU for Clubhouse Savings
- Motion to accept
Treasurer’s Report: Cathy moves, Jim seconds, passed unanimously.
- Unfinished Business
(action items from previous meetings)
- Review Action Items
from prior Board meeting:
- Research into club
credit cards (0712-6e-i); Chris reported that he will have options to
present at the next Board meeting
- Jim will start a
club e-newsletter (0712-7a-iii); in progress
- 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.
- 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:
“The Board has decided
to moderately loosen the restriction on announcements of non-club, running-related
events and programs on the Discuss, Yahoo-Group. Announcements of this
type are still strictly prohibited from the Info, Yahoo-Group.
Such announcements
must be pre-approved by the Board's Communication's liaison; currently
that role is being handled by Jim Farkas. This approval is intended
to ensure that the poster is a contributing member of the club and not
simply someone that wished to buy an advertising opportunity for the
cost of a membership. While that is an extreme statement of the issue,
we want to stress that we consider this an earned privilege. Also, pre-approval
ensures that the announcement clearly communicates that the event/program
is not under the club auspices and is not endorsed by the club. Further,
such announcements will be limited to specific, time sensitive, events
(lectures, program registration). Additionally, announcements are limited
to events and programs where MCRRC does not offer a directly comparable
program (i.e. Stride Clinic). Road races are considered to be inherently
in competition with the club's major races, those of our RMS clients,
the MD-RRCA Grand Prix Series. The advertisement of ongoing services
(physical therapy, massage, photography) is still prohibited. At this
time, we are still prohibiting announcements from retail businesses.
However, we are seriously considering allowing announcements from such
businesses where the Board feels the benefit to the membership would
be substantial.”
- MOTION: The Board
adopts the changed guidance on the allowable content on posting of non-club
events on the MCRRC-Discuss Yahoo Group. Craig moved, Jim seconded,
unanimous
- Review in-progress
items from prior meetings:
- Criteria for lending
club equipment (0711-7e): draft criteria for lending of club equipment;
Christina is working on the guidance for the equipment manager
- Bumper stickers/vinyl
clings; Cathy reported on the cost of various quotes
- ACTION ITEM: Christina
will ask Lyman about the “Property of MCRRC” stickers
- MOTION: The club
will buy 500 bumper stickers and 500 vinyl static clings, each bearing
the MCRRC logo, for a total cost of approximately $550. Craig
moved, Jim seconded, unanimous
- Strategic Plan -
Compiling/updating governance policies (0612-8b): Mical to 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
- 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
- Cathy handed out
a draft set of criteria developed by herself and Christina for information
about each of the club training programs; suggestions were made by Board
members, they will make revisions and send out the final version to
program heads
- Program heads will
be asked to complete these reports on a regular basis to assist the
Board in planning and budgeting
- Outcome and next
steps of RMS meeting (0709-7a): see item 6-iii in these minutes.
- Financial (0702-5f):
Chris will close clubhouse account and put money into higher paying
“Clubhouse” CD; in progress
- Transition of new
office administrator: Susan Debad has accepted the job as the new administrator.
She met with Mary and did a full day of training and is currently working
on updating the club database and will come to the next Board meeting.
- New Business
- Volunteer awards
(plaques, consensus on winners):
- Cathy discussed
the candidates for which she received email nominations.
- ACTION ITEM: Cathy
and Craig will discuss the logistics of getting the plaques
- Webmaster replacement
- Trey Kinkead has
resigned as Webmaster; Board discussed finding a replacement
- ACTION ITEM: Cathy
will post an ad on the MCRRC-Info Yahoo Group, then post to other Groups
and listservs associated with the club
- Clubhouse runs by
Don Shulman
- Don Shulman offered
to head a monthly run starting and finishing at the clubhouse
- Lyman Jordan has
offered to setup Don with a passcode for access to the clubhouse before/after
- MOTION: The Board
endorses an official monthly club run from the new clubhouse. Jim moved,
Cathy seconds
- 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."
- Board discussed
the potential bylaw change to liberalize check-writing authority
- ACTION ITEM: Jean
will draft the bylaw and present at the next meeting
- Centralized photo
site
- A suggestion arose
about having a central web site for club photos
- 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.
- Standing Items
- Strategic Plan –
Clubhouse research/fundraising
- Strategic Plan –
Compiling/updating governance policies
- Strategic Plan –
Increasing participation and volunteerism
- Business Between
Meetings
- The club member’s
meeting to approve the annual budget was held following the Jingle Bell
Jog and the budget was passed
- After checking to
make sure no dates conflicted with Jewish holidays, the Board approved
the 2008 Race Schedule.
- Announcements
– none
- Closure
- Motions passed:
- 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
- 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
- The Board adopts
the changed guidance on the allowable content on posting of non-club
events on the MCRRC-Discuss Yahoo Group
- The club will buy
500 bumper stickers and 500 vinyl static clings, each bearing the MCRRC
logo, for a total cost of approximately $550.
- The Board endorses
an official monthly club run from the new clubhouse.
- Action items:
- Bumper stickers/vinyl
clings; Christina will ask Lyman about the “Property of MCRRC” stickers
- Volunteer awards
(plaques, consensus on winners); Cathy and Craig will discuss the logistics
of getting the plaques done
- Webmaster replacement:
Cathy will post an ad on the MCRRC-Info Yahoo Group, then post to other
Groups and listservs associated with the club
- Proposed bylaw change:
Jean will draft the bylaw and present at the next meeting
- Review Plans for
Next Meeting
- 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