Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of August 7, 2008 

Called to order: 7:05 pm 

Present:  Cathy Blessing (President), Sethiya Renwick (Vice President), Chris Richey (Treasurer), Mical Honigfort (Secretary), Jean Arthur (Member at Large), Susan Debad (Member at Large), Jim Farkas (Member at Large), Leonard Lee (Member at Large), Craig Roodenburg (Member at Large) 

Minutes Prepared By:  Mical Honigfort, Secretary 

  1. Review Agenda
    1. Added item 8(f)
  2. Business involving guests
    1. George Tarrico- Riley’s Rumble
      1. Race went very well
      2. Addition of the Radio Club was very beneficial
      3. Consensus of race committee was to keep the race as it is (stay a low-key club race; don’t try to increase number of entries)
    2. Joel Carrier- USATF XC Race
      1. Going to try to push local participation for November 15 race
      2. Shuttling-  Joel moved forward with getting quotes for transportation
      3. Sponsorship- Packages are out to a number of companies; Will be pursuing local sponsors soon- contact Joel if you have any ideas of companies to contact
  3. Club Administrator Report
    1. Renewal notices-  Right now, we send 2 notices (initial and ‘last chance’) but get a very small response to the ‘last chance’ notice.  Susan suggested that we send only one notice as a savings on postage.  The board agreed with this approach, with changing the wording on the renewal to indicate that this will be the only notification.
    2. Susan will work on capturing volunteering as a field in the membership database.
  4. Review MCRRC Calendar
    1. Comus Run XC 5k- Saturday, August 16, 5:30 pm, Comus, MD
  5. Minutes of the Previous Meeting
    1. Craig moves to accept minutes. Jean seconds, unanimous.
  6. Treasurer’s Report
    1. The total cash in MCRRC accounts, as of July 31, 2008 (not including Parks Half Marathon, Pike’s Peek, and DYR accounts) was the following:
      1. Checking (9223) $33,387.54 
      2. USATF XC (0963) $1,000.00
      3. Savings (6828) $16,193.6
      4. Smith Barney $ 45,554.61
      5. Total Bank Accounts  $96,135.78
      6. Other Assets (CDs)  $33,000.00
        • Includes $10,000 Clubhouse CD at NASA FCU and $23,000 CDs at Smith Barney
    2. Parks Half Marathon Bank Accounts  (as of July 31, 2008)
      1.  Checking   $11,478.74
      2.  Savings   $2,365.93
      3. Total Bank Accounts      $13,844.67
    3. Pike’s Peek Bank Account  (as of July 31, 2008) 
      1. Checking    $44,656.26
      2. Total Bank Accounts $44,656.27
    4. DYR Bank Account (as of July 31, 2008)
      1.  Checking   $8,970.75
      2.        Total Bank Accounts                         $8,970.75
    5. July Financial Information
      1. Significant items
        • Second phase of IPICO timing system equipment purchased
        • USATF XC Race account established (more funds to be added as necessary)
        • Smith Barney cash balance due to $10,000 CD that matured on 7/17 and $12,000 CD that was called on 7/31 (was with IndyMac and was set to mature in February 2009)
        • Funds will be transferred to checking for the timing system and reinvested in new CDs
    6. Motion to accept Treasurer’s Report:  Jean moves, Susan seconds, passed unanimously.
  7. Unfinished Business (action and in-progress items from previous meetings)
    1. Review action items/open issues from prior Board meeting:
      1. Furnishing clubhouse meeting room/equipment (0807-8a)
        • Phil suggested the purchase of a new laptop.
        • MOTION:  Susan moved to authorize the club’s equipment manager to spend up to $2,500 to buy a laptop that will meet the needs of the club.  Jean seconds, unanimous.
        • Craig will convey this to Phil. 
      2. Fleet Feet Gaithersburg- working with the club on a member night (0807-8b)
        • Susan drafted a letter and Cathy is reviewing it.
      3. Holiday Party
        • Jim talked to Michele (McGleish) Potter who is happy to organize the party again.
        • The party will be held Friday, December 5 at the Gaithersburg Senior Center and will be similar to last year.
    2.   Review in-progress items from prior meetings:
      1. Training on IPICO (0806-8b)
        • Sethiya talked to Phil Quinn, who sent out an email but a date has yet to be set.
      2. Club credit cards (0712-6e-i)- Chris to research the issue and is to provide options
        • Chris drafted a policy for credit card use.  The main points were 1) that the same type of approval is required as for other purchases as stated in the by-laws, 2) receipts must be provided, 3) the board reserves the right to suspend/revoke credit cards.
        • ACTION ITEM:  The board will comment on the policy within a week and Chris will start applying for credit cards.
      3. Criteria for lending club equipment (0711-7e)- Craig will draft criteria for lending of club equipment- in progress
      4. Strategic Plan - Club Program Reports (0703-7a)-  Sethiya passed around a sample report that she generated for the Beginning Women’s Runners Program
        • ACTION ITEM:  Sethiya will distribute copy of her report to other program heads as an example.
        • We hope to get most of the program reports for the 2008 programs before the budget meeting.
      5. IPICO and RMS (0804-7a)
        • Craig discussed RMS issues with Phil Quinn, who put together a budget for RMS for the remainder of the year.
        • Chris proposed adding Susan to the main account so she can sign checks, and suggested that this approach would serve RMS.  We could authorize money for equipment purchases in advance for the year, and these purchases could be made on the credit card.  We will continue this discussion after receiving a list of equipment needs from RMS.
        • Chris will research adding Susan to the account so that she can sign checks.
      6. Volunteer program/project coordinators (0805)- in progress
  8. New Business
    1. Development of formal reserve payback plan for the timing system
      1. Major races and RMS will pay back money to the reserves for use of the timing system
      2. ACTION ITEM:  Chris will work on compiling the amount the races will contribute to the reserves.
    2. Back of the Pack (BOP)
      1. Debbie Mellman is no longer coordinating the BOP group.
      2. ACTION ITEM: Leonard will ask Arya Akmal to move the location of BOP on the website from under training programs and make some other updates to the website as necessary.  Leonard will also contact some members to see if they would be interested in taking over as the contact for BOP. 
    3. Hilton Employee Health Fair
      1. Jean will be attending the Health Fair as a club representative on August 26.
    4. Going Green
      1. Daryl Hultquist is interested in how to make our races greener, and offered to champion this effort. 
    5. DYR
      1. Kimberly Price reminded the board that this is her last year directing the race and that we need to find a new RD for 2009. 
    6. Gaithersburg track/Speed Development Program
      1. GHS track is resurfaced and Tom Brennan has reserved the track for SPD in January. 
  9. Standing Items
    1. Strategic Plan – Compiling/updating governance policies
    2. Strategic Plan – Increasing participation and volunteerism
  10. Business Between Meetings
    1. Approved the June Treasurer’s Report
  11. Announcements
    1. The original AED was found.
    2. Carderock potluck picnic will be held on 8/14.
    3. Letter from Michele McGleish-  City of Gaithersburg thanks the club for the program and donation to the fund
  12. Closure
    1. Action items:
      1. The board will comment on the proposed credit card policy within a week and Chris will start applying for credit cards.
      2. Sethiya will distribute copy of her training program report to other program heads as an example.
      3. Chris will work on compiling the amount the races will contribute to the reserves towards the purchase of the IPICO transponder timing system.
      4. Leonard will ask Arya Akmal to move the location of BOP on the website from under training programs and make some other updates to the website as necessary.  Leonard will also contact some members to see if they would be interested in taking over as the contact for BOP. 
    2. Motions passed:
      1. The board authorized spending up to $2500 on a new laptop.
    3. Review Plans for Next Meeting
      1. Next meeting is September 4, 2008 at 6:30 pm at the Stella Werner Council Office Bldg, 5th Floor Conference Room, 100 Maryland Ave.  Susan offered to bring food.
 

Meeting adjourned: 10:05 pm 
 

Respectfully submitted,

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Mical Honigfort