Minutes of Board of Directors Meeting
Meeting of August 4, 2005
Called to order: 7:20 pm
Present: Jean Arthur, Craig
Roodenburg, Christina Kichula,
Minutes Prepared By:
1. Review Agenda
a)
No new items
2. Review MCRRC Calendar
a)
August 2: Take
Back the Night
b)
August 5: Go for
Glory Track Meet
c)
August 14: Comus
Cross-Country Run
3. Minutes of the Previous Meeting
a)
There was
considerable discussion regarding item 7h. New information has emerged
indicating that the SignmeupSports fees have not increased
i)
Motion: Amend the
minutes to reflect that no motion was submitted regarding payment of membership
fees because the fees have not increased, based on new information, Dave moved,
Craig seconded, unanimous
b)
Motion to accept
amended minutes, Cathy moved, Jean seconded, 8 for, 1 abstention
4. Treasurer's Report
a)
MCRRC Account
Detail: The total cash in MCRRC accounts, as of July 30 (not including Marathon
in the Parks, Pike’s Peek, and HYR accounts) was the following:
i)
Checking
$21,744.32
ii)
Savings
$29,263.80
iii)
Savings –
Clubhouse $5,806.15
iv)
Legg
Mason
$26,341.57
v)
TOTAL
Bank
Accounts
$83,155.84
b)
Other
Assets
(CDs)
$15,000.00
c)
Marathon in the
Parks Bank Accounts (as of May 1, 2005):
i)
Checking
$13,166.38
ii)
Savings
$2,862.13
iii)
TOTAL
Bank
Accounts
$16,028.51
d)
Pikes Peek Bank
Accounts (as of August 3, 2005):
i)
Checking
$7,403.69
ii)
Savings
$2,043.19
iii)
TOTAL
Bank
Accounts
$9,446.88
e)
HYR Bank Account
(as of January 4, 2005):
i)
Checking
$7,747.69
ii)
TOTAL
Bank
Accounts
$7,747.69
f)
July Financial
Information:
i)
The July
financial statements indicate a net income of $9,305.76. In addition,
there were deposits of $9577.55 that have not yet been recorded (no information
available for distribution, probably a good deal is membership and XMP).
Significant income was received from:
·
Pikes
Peek $14,000.00
·
Membership
dues $1,785.00
·
Run for
Roses $1,639.43
ii)
Significant
expenses included:
·
New equipment
(sound system & truck cart) $2,586.10
·
Smarter
Running $1,274.40
·
Payroll
$1,141.80
·
Community
Outreach $550.00
g)
Budget Items:
i)
Stride Clinic
income - $18 – Sign-me-up should be sending a check.
ii)
We are now
significantly over budget for new equipment. After paying for the new
sound system (check mailed 7/1) and the new computers, we have spent $4,725.46
on new equipment. We should carefully consider new purchases for the
remainder of the year. In addition, we have paid over $700 for the shed
clean-up.
iii)
We did receive
$2000 more than expected from HYR and $6000 more than expected from Pike’s
Peek.
h)
Old Financial
Action Items:
i)
Prepare for end
of year reconciliation and upcoming tax filings. – completed
ii)
Transfer $10,000
plus cone money into Legg Mason account. – In-process, Legg Mason has not yet
credited our account
iii)
Discuss fees
assessed by Sign-Me-Up Sports with Phil Quinn: Mary found out that the SignMeUp
Sports fees have not changed, and we were refunded some money
i)
New Financial
Action Items: None
j)
Motion to accept
Treasurer's Report: Janet moved, Craig seconded
5. Unfinished Business
a)
Review Action Items from July, 2005 board meeting
i)
Safety
Notification System (0501-9c): Jean will talk with some of the retired national
park police contacts - in process
·
Jean said that
Montgomery County Police have crime reports on their web site that is public
access information but it does not cover the parks, and the Park Police do not
publish crime reports anywhere
ii)
Membership
Renewal (0507-7b): Sethiya will look to see whether the current membership
renewal form can be more prominently displayed
·
One suggestion
was to put a button "For Members" or "Membership Renewal"
on the front page
·
Sethiya noted
that it takes a lot of clicks to get to the membership page, and she will try
to make it easier for members to renew by making the page more prominent
iii)
Chi Running Group
(0504-4c): Betty Smith will attend in September to present her chi-running plan
to the Board
iv)
Membership Dues
(0507-7h): The question arose as to whether the club should pass on the service
fees associated with online membership renewal to club members or whether the
club will continue to pick these fees up
·
Family membership
fees cost $4 vs. $1.25 for single memberships, however, the fees have not
increased
·
The
Board agreed to keep the policy as is, which is that the club pays the fees for
members renewing online
v)
Including runner
ID tag order forms in new member packets (0507-7a): Gary will contact
RoadID.com regarding discounts for club members (GR will also contact John
Sissala about his contact in the company)
·
Sethiya talked
with John Sissala who said that we should not be promoting a private venture,
and that the company was difficult to work with
·
The Board agrees
to drop this idea
6.
Report on
DCRRC Handicapped 4-mile race
i)
Dave reported on how DCRRC conducted the handicapped race
·
Time increments were posted
·
Last group left the start 18 minutes 44 seconds later
·
Groups run together and some of the later groups that are faster are
running down the slower groups
·
At the finish participants are closer together but there was still a good
spread (144 finishers)
·
Posted clock and net times as well as handicap group
·
First person across the finish is the winner
·
Start time is based on the time for a 75% age graded result for that age
group
·
There was a table of prizes, so that those who finished first got their choice
of award
·
Discussion ensued about how the club can adopt this type of race,
suggestion was to include both net times as well as handicap times, and
possible race dates, such as using existing races, although no race was
identified as a potential candidate
·
Suggestion was to consider a handicap race when the Board discusses the 2006
race calendar
7. New Business
a)
Club members
making purchases without board permission
i)
Issue was that a
member bought a piece of equipment without authorization
ii)
The purchase was
charged on the Pike's Peek account and has already been paid by the club
iii)
Previous Board
minutes indicated this was a low priority equipment item and the Board had
explicitly refused to authorize this purchase
iv)
An important
issue: Race directors need authorized budgets (this was an issue from last year
but nothing was done) - this will be tabled for the upcoming yearly budget
planning meeting
v)
Action Item:
Christina will prepare a spreadsheet of expenditures for club low key races
vi)
There needs to be
a new policy regarding capital purchases, that is consistent with current
policy regarding signing checks (requires two Board officers for amounts over
$100)
vii)
Motion: Any
purchase for the club above $100 must have prior authorization from the
appropriate Board member responsible for the area or from the Club Race
coordinator or the Director of a major race The Board reserves the right not to
reimburse for any purchase regardless of the amount if it has not been
pre-authorized. Craig moved, Cathy seconded, unanimous
viii)
Motion: The Board
should ask Pike's Peek to return the payment that the club paid for the cart.
Craig moved, Gary seconded, 2 in favor, 7 against, motion fails
ix)
Motion: The Board
will send a letter of instruction to the club member responsible for making a
recent un-authorized purchase, Craig moved, Dave seconded, unanimous
b)
Charging team
members 1/2 cost of entry into Chicago Marathon
i)
The team fee
payment is quite high, $25 on top of the individual entry fee, and we are
spending a large portion of the team racing budget on the Chicago marathon
ii)
We pay a similar
amount for the Columbia race but it affects a wider range of club members
iii)
Suggestion was
that, for this year’s Chicago (2005) we will keep the arrangement the same
since many members have already signed up for the team, but we should change it
for the following year (2006) and thereafter
iv)
Motion: The Board
approves that club members pay for 1/2 the team fee, or $12.50 of the $25 (at
current rates or half of whatever the rates become) with the team coordinator
being responsible for collecting the amount from members, to take effect for
Chicago Marathon 2006, the current arrangement stays for the 2005 race whereby
the club pays the entire entry fee, Craig moved, Susan seconded, unanimous
c)
Waiving membership
requirement for Potomac Community Resources to participate in Smarter
Running/Best Foot Forward
i)
This is a group
of individuals with special needs who participate in the Smarter Running
program
ii)
Eight individuals
are not covered within families for club membership
iii)
Potomac Community
Resources asked if we set a "corporate" or group rate for these
individuals
iv)
Issue is that we
need to set some parameters for approving groups to obtain this rate, perhaps
only for non-profit organizations
v)
Motion: That the
club waive the membership requirement for Best Foot Forward for individuals
associated with Potomac Community Resources for 2005, but these participants or
their legal guardians are still required to sign the waiver of liability, Gary
moved, jean seconded, unanimous
d)
Donation to “Take
Back the Night”
i)
This race started
as a result of the national Take Back the night organization. They asked the
club to help with the expenses incurred with putting on the race because their
expenses have increased.
ii)
Motion: The Board
agrees to donate $200 to the Olney Take Back the Night, Janet moved, Cathy
seconded, unanimous
e)
Request for
donation from Joe Aukward
i)
Jean read a
letter forwarded from Joe, congratulating him for qualifying for the 2005 Pan
American Games for disabled athletes
ii)
Joe is asking the
club to donate money to help him attend the Games
iii)
The Board agreed
to not give this time since we donated money last year, but will consider
future requests from Joe
f)
Fundraising
for resurfacing the tracks
i)
Janet
noted that both the Gaithersburg and Montgomery College tracks badly need
resurfacing and suggested that MCRRC coordinate the donation of funds by club
members toward the resurfacing of either or both of the tracks. The club gave money in the past for the
Montgomery College track but no work has yet been done on resurfacing.
ii)
Rather
than the club donating more money, Janet suggests the club coordinate contributions
from members, but only if and when track resurfacing actually begins to take
place
iii)
Action
Item: Janet will find out from Gaithersburg and Montgomery College about their
plans to resurface the tracks
g)
Purchase of
4’ folding tables (5 @ $35 = $175)
i)
Phil Quinn asked
the board to purchase five more folding table for the club
ii)
Motion: The Board
approves purchasing five folding tables as per Phil Quinn's request, Jean
moved, Janet seconded, unanimous
iii)
Action item:
Craig will communicate Board motion to Phil with authorization to purchase the
tables
h)
Drinkmore Water
Sponsorship Agreement
i)
Drinkmore Water came
up with a written proposal for the terms of their sponsorship of club events
and George Tarrico, race coordinator, was looking for guidance from the Board
about these terms, that is, whether we can live with the agreement
ii)
The sponsorship
handout was passed around to Board members
iii)
There was a
general sense it is not fully responsive to club needs for a number of reasons
(e.g., race directors do not get prior confirmations about water deliveries until
it is almost too late, and that they want exclusivity in sponsoring water for
club events since in the case of Pikes Peek, some water is donated from other
sources, although this not exactly the same type of water)
iv)
However, there
were some extenuating circumstances regarding the late notification of water
delivery to races, and the manager has apologized, but it is more difficult to
get the water in their new location
v)
Jean sent emails
to Drink More describing ways that the club can help to advertise, but they
have not provided ad content for the Rundown, etc. or provided flyers, although
an ad or logo has been on the club web site
vi)
The sponsorship
agreement asks for the club to do what we are already providing to sponsors, so
there is no additional burden to the club
vii)
It is also noted
that the club does pay for water from Drink More, in addition to their
providing free water in other races, and even when we do pay we give them full
sponsor benefits
viii)
The Board
reiterated the club policy not to give its mailing list to commercial
enterprises (previously DrinkMore asked to buy the mailing list)
ix)
The Board agrees
with the terms of the sponsorship agreement
i)
Changing from
Keyed to Combination Locks for the Storage Sheds
i)
There has been
interest on the part of some club members to change the locks on the storage
lockers from keyed to combination
ii)
While combination
locks have their advantages, there are increased problems with security, and
with knowing who has access to the lockers
iii)
The Board
considered the pros and cons and decided that the advantages of switching to
combination locks did not sufficiently outweigh the disadvantages
iv)
Motion: The Board
agrees that key locks remain on the club sheds and that no combination locks be
installed, Craig moved, Jean seconded, unanimous
8. Announcements
a)
There were no
announcements
9. Closure
a)
Review Action
Items
i)
Christina will
prepare a spreadsheet of expenditures for club low key races
ii)
Fundraising
for resurfacing the tracks: Janet will find out from Gaithersburg and
Montgomery College about their plans to resurface the tracks
iii)
Purchase of
folding tables: Craig will communicate Board motion to Phil with authorization
to purchase the tables
b)
Motions Passed
i)
Equipment
Purchases: Any purchase for the club above $100 must have prior authorization
from the appropriate Board member responsible for the area or from the Club
Race coordinator or the Director of a major race The Board reserves the right
not to reimburse for any purchase regardless of the amount if it has not been
pre-authorized.
ii)
The Board will
send a letter of instruction to the club member responsible for making a recent
un-authorized purchase
iii)
Charging team
members 1/2 cost of entry into Chicago Marathon: The Board approves that club
members pay for 1/2 the team fee, or $12.50 of the $25 (at current rates or
half of whatever the rates become) with the team coordinator being responsible
for collecting the amount from members, to take effect for Chicago Marathon
2006 (the current arrangement stays for the 2005 race whereby the club pays the
entire entry fee).
iv)
Waiving membership
requirement for Potomac Community Resources: That the club waive the membership
requirement for Best Food Forward for individuals associated with Potomac
Community Resources for 2005, but these participants or their legal guardians
are still required to sign the waiver of liability
v)
Donation to “Take
Back the Night” organization in Olney: The Board agrees to donate $200 to the
Olney Take Back the Night
vi)
Changing from
Keyed to Combination Locks for the Storage Sheds: The Board agrees that key
locks remain on the club sheds and that no combination locks be installed
c)
Review Plans for
September Meeting
i)
Next meeting is
September 1, 2005, 6:30 pm, at 100 Maryland Ave, 5th Floor conference room.
ii)
Susan offered to
bring food
Meeting Adjourned: 10:20 pm
Gary Resnick Secretary, Montgomery County Road Runners Club