County Road Runners Club
Board of Directors Meeting
April 3, 2008
Called to order:
Present: Cathy Blessing
(President), Sethiya Renwick (Vice President), Chris Richey (Treasurer),
Mical Honigfort (Secretary), Jean Arthur (Member at Large), Jim Farkas
(Member at Large), Craig Roodenburg (Member at Large)
Invited guests: John Sissala
Minutes Prepared By:
Mical Honigfort, Secretary
- Review Agenda
- Added discussion
with John Sissala re. build-out, and discussion of board liaison roles
- Business involving
- John Sissala
- Bobby Srour (clubhouse
landlord) estimates cost of build-out to be $10,000 and an additional
$5,000 for bathroom. MOTION: Jean moves to spend up to $12,000
to have Bobby Srour provide drawings, serve as general contractor, and
hire contractors for the build-out of the clubhouse. Craig seconds,
- Joel Carrier and
- Pam Clark is working
on the logo for the race; Joel passed around one example of the logo
- Joel asked about
the status of getting the bank account established. Chris reported
that he is in the process of opening the account with Bank of America.
- The race received
a donation of $2500 from a vendor in DC (Document Systems, Inc.) towards
the event. We will try to use this company for computer needs
during the event.
- The club is to go
forward with a formal announcement that we have been selected to host
the event. The contract will be forthcoming. Joel is going
to work with USATF on coordinating the announcement.
- The committee has
three event planners (club members) that are helping with the logistics
for the hotels, etc.
- Pam Clark has started
creating drafts for the event website. It will be a static website
that will give event information, volunteer information, and sponsor
acknowledgement but will link to the USATF site for registration, etc.
- Club Administrator
- Susan was unable
to attend by provided the following report prior to the meeting:
- Jim offered to check
the club phone line for a few weeks while Susan is not available.
- Susan proposed putting
a "change of member information" form on the webpage.
When people change their address or other information, it will be sent
directly to Susan. This will hopefully reduce the cost of returned Rundowns
which are 50 cents each (last month we had almost 50). These were
all due to people who moved and hadn't notified us). Arya Akmal,
the current webmaster, will help with this.
- Susan sent invites
to everyone with an email address on file who is not a member of the
Yahoo mcrrc-alert group. In an initial "pilot experiment",
Susan averaged 20% sign up. She also hopes to have a process where
she will send the invite to all new club members.
- The stickers and
magnets arrived and will go in new member packets.
- Review MCRRC
- Difficult Run 8k-
April 5, 9:00am, Great Falls, VA
- Firebirds Mile-
April 17, 6:45pm, Gaithersburg
- Pike’s Peek 10k-
April 27, 8:00am, Rockville
- Minutes of the
moves to accept minutes. Jim seconds, passed unanimously.
- The total cash in
MCRRC accounts, as of March 31, 2008 (not including Parks Half Marathon,
Pike’s Peek, and DYR accounts) was the following:
- Checking (9223) $26,122.18
- Savings (6828) $16,116.84
- Smith Barney $17,130.21
- Total Bank Accounts $59,369.23
- Other Assets (CDs) $85,000.00
- Parks Half Marathon
Bank Accounts (as of February 29, 2008)
- Checking $5,590.03
- Savings $2,360.06
- Total Bank Accounts $7,950.09
- Pike’s Peek
Bank Account (as of March 31, 2008)
- Checking $14,404.62
- Total Bank Accounts $14,404.62
Bank Account (as of March 31, 2008)
- Checking $10,306.95
- April Financial
- Significant income
was received from:
Motion to accept
Treasurer’s Report: Craig moves, Jim seconds, passed unanimously.
(action items from previous meetings)
- Rundown Ads $5,500.00
- DARCARS Young Run $6,000.00
- Review Action Items
from prior Board meeting:
- Discussion of the
club purchasing a chip timing system
- Sethiya proposed
a meeting of key personnel to discuss how we are going to proceed with
the purchase of a system.
- The board discussed
the IPICO system and the cost. The cost would be $50,000 for the
elite package. Chris estimated that with our three large chip-timed
races (Pike’s Peek, Twilighter, and Parks Half) that the system would
pay for itself in 3-4 years. The board discussed that this is in the
long-term interest of the club. Cathy also presented some
information on the system she had received from Phil Quinn and talked
about the demonstration she and Jim attended recently.
- MOTION: Craig moves
to authorize spending up to $50,000 on the IPICO timing system.
Chris seconds, unanimous.
- ACTION ITEM:
Sethiya will schedule a meeting with the key personnel to discuss the
purchase of the timing system and the potential direction of RMS.
items from prior meetings:
- Susan will get Craig
a list of member email addresses and Craig will compare these to addresses
on mcrrc-alert (cross reference with a list from Don Libes) and we will
send out a mass email to invite club members to sign up for mcrrc-alert-
- Christina will ask
Lyman about the “Property of MCRRC” stickers- Sethiya and Craig
confirmed that we have plenty of these stickers; completed
- Club credit cards
(0712-6e-i)- Chris explained that all card users will sign a ‘terms
of use’ statement in order to have a club credit card; in progress
- Criteria for lending
club equipment (0711-7e)- draft criteria for lending of club equipment;
Christina is continuing work on the document
- Strategic Plan -
Club Program Reports (0703-7a)- Christina will continue working
on requirements for the club program reports.
- Presentation on
running club as part of wellness seminars- Covance Wellness in Gaithersburg
is interested in having someone come to talk about the club and its
training programs- Jim is presenting next Friday, April 11.
- MetroSports DC-VA-MD
Magazine booth (0804-8a)
- MetroSports asked
if they could have a booth at a number of low-key races as well as at
Twilighter, in order to distribute their publication. Craig is
taking the request to the Twilighter committee, since we discourage
commercial businesses at our low-key races. ACTION ITEM:
Craig will respond to them on the issue of low-key races.
- Club training personnel
Program Liaison (0804-8b)
- Wanda Walters asked
about becoming a club training program liaison for the 5k,10k, and 8k
programs. The board will tell her that we appreciate her help
as programs transition from under the “BFF umbrella” but we don’t
see this as a long-term position. ACTION ITEM: Cathy will
talk to Wanda Walters.
- Volunteer picnic
- The picnic is scheduled
for June 15 at Cabin John.
- ACTION ITEM:
Cathy will talk to Jean about picnic details.
- A previous discussion
as to whether to open up the picnic to the entire membership was re-opened,
and it was decided to continue to have the picnic for club volunteers
- National Marathon
team competition (0804-8d)
- Craig proposed that
the club write the National Marathon to request that participation on
teams not preclude runners from other awards. If the rule does
not change we would give serious consideration to not fielding teams
next year. ACTION ITEM: Craig will draft the letter.
ACTION ITEM: Cathy will talk to Angelo Witten and ask him to please
have team coordinators review team rules for future races.
- New board liaisons
- The board decided
on the new liaisons for club programs, as follows:
- Communications and
member involvement- Jim
- Training programs-
- Weekly workouts-
- Commercial activities
and sponsors- Susan
- Races and race series-
- RMS and equipment-
- Strategic Plan –
Compiling/updating governance policies- Mical proposed to work
on creating an updated policy guide. This document will be a collection
of decisions and policies made at board meetings. She will start
with present minutes and work backwards. The board agreed with
this approach to creating an updated guide.
- Strategic Plan –
Increasing participation and volunteerism. Cathy proposed an idea
for coordinating volunteer projects, and having a contact person for
people interested in working on particular items. ACTION ITEM:
Cathy is going to pursue a coordinator for organizing groups of volunteers
for programs and projects.
- The following by-law
change to facilitate vendor payments was approved at the March Annual
Meeting: E. Check Signatures - Checks and/or electronic debits
issued for over $200 by the MCRRC shall require the written documented
approval (e-mail or otherwise) and/or signature of two officers.
- Beginning Women’s
Running starts April 8 at 6:30 in the GHS cafeteria.
- Carderock starts
next Thursday, April 10.
- FTM starts April
- There were 8 people
in the CPR class held in March.
- Action items:
- Sethiya will schedule
a meeting with the key personnel to discuss the purchase of the timing
system and the potential direction of RMS.
- Craig will respond
to MetroSports on the issue of having a booth at low-key races.
- Cathy will talk
to Wanda Walters about the Program Liaison position.
- Craig will draft
a letter to the National Marathon committed expressing our disagreement
with their rules related to team members and individual awards.
- Cathy and Jean will
discuss details for the volunteer picnic.
- Cathy will talk
to Angelo Witten and ask him to have team coordinators review team rules
for future races.
- Cathy is going to
pursue a coordinator for organizing groups of volunteers for programs
- Motions passed:
- The board approved
spending up to $12,000 to have Bobby Srour provide drawings, serve as
general contractor, and hire contractors for the build-out of the clubhouse.
- The board authorized
spending up to $50,000 on the IPICO timing system.
- Review Plans for
- Next meeting is
May 1, 2008 at 6:30 pm at the Stella Werner Council Office Bldg, 5th
Floor Conference Room, 100 Maryland Ave. Sethiya offered to bring food.