Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of February 3, 2005

 

Called to order: 7:00

 

Present: Jean Arthur, Christina Kichula, Gary Resnick, Bill Riggs, Craig Roodenburg, Cathy Blessing, Jim Rich, Janet Newburgh

Absent: Marty Horan

Invited Guests: John Holten, Ron Ely

 

Minutes Prepared By: Gary Resnick, Secretary

 

  1. Review Agenda
    1. No new items

 

2.      Review MCRRC Calendar

    1. Feb. 6 Country Road 5-Miler
    2. Feb. 13 Awards Party 
    3. Feb. 20 RRCA Challenge Columbia

 

3.      Minutes of the Previous Meeting

    1. Motion to accept minutes, Cathy moved, Bill seconded, unanimous

 

4.      Business Involving Invited Guest

    1. MCRRC support for community sidewalks (John Holten)
      1. John championed need for sidewalks on Longdraft road, and through going through county's Annual Sidewalk Program, from Public Works Dept., the sidewalks were installed
      2. Club members use the sidewalks in the Monday Kentlands run.
      3. New request for sidewalks, with a hearing, Bayswater and Fernshire, of Longdraft, John did some research, wants to obtain a comment in support generally for sidewalks or specifically for John's neighborhood request
      4. County hearing process allowing people to present or oppose sidewalks, hearing was Jan 20 but there is a public comment period, John wants us to support his proposal and also for sidewalks in general
      5. Opposition to sidewalks is typically substantial, especially following county law requiring snow to be cleared from sidewalks
      6. In general promoting sidewalks is a good thing because it promotes neighborhood safety and also encourages fitness
      7. Jean is willing to submit a letter on behalf of the club
      8. Action Item: Jean to draft a letter of support to the County in favor of sidewalks generally, and specifically in John's neighborhood effort
      9. Motion: Consistent with the club's goals of promoting fitness through running and walking the Board approves adopting a general policy of supporting the building of sidewalks in Montgomery County, Bill moves, Craig seconds, unanimous                   
  1. Treasurer's Report
    1. The total cash in MCRRC accounts as of Jan. 31 (not including Marathon in the Parks, Pike's Peek, and Halloween Young Run accounts) was the following:

      2. i)               Checking $14,659.92

      ii)              Savings $29,075.20

      iii)            Savings - Clubhouse $3,449.55

      iv)            Merrill Lynch $31,269.18  (as of December 31, 2004)

      v)             TOTAL Bank Accounts               $78,453.85

    2. Marathon in the Parks Bank Accounts (as of January 2, 2005)

      3. i)               Checking $13,995.60

      ii)              Savings $ 1,369.71

      iii)            TOTAL Bank Accounts   $15,365.31

    3. Pikes Peek Bank Accounts (as of February 1, 2005)

      4. i)               Checking $13,710.79

      ii)              Savings $ 2,062.26

      iii)            TOTAL Bank Accounts   $15,773.05

    4. Halloween Young Run Bank Account (as of January 4, 2005)

      5. i)               Checking  $7,747.69

      ii)              TOTAL Bank Accounts   $7,747.69

    5. January Financial Information
      1. The January financial statements indicate a net loss of $4,343.87. 
      2. Significant income was received from:
        • Membership dues $4,940.00
        • RMS $7,862.70
        • HYR2004 $4,000.00
        • Speed Development Program $ 925.00
      3. Significant expenses included:
        • Equipment storage $9,886.00
        • Rundown $5,424.75
        • Championship & XC Series $2,310.00
        • Club Race Program (bibs) $1,142.11
      4. Budget Items:
        1. Storage paid for entire 2005 year
        2. Championship and XC series awards $110.00 over budget for 2005
      5. Old Financial Action Items:
        1. Need to file Sales and Use Tax for 2004: Completed.
        2. Open Legg-Mason Account; Account is open. CD's will be purchased with $20,000. Four $5,000 CD's laddered at 3, 6, 9 and 12 months. As the CD's come due a one year CD will be purchased so that the CD's will continue rolling with one due every 3 months. The other $11,000 is in an interest earning account at 1.5%.
        3. Christina to ask Mildred Lieder about Bookkeeping for Races: complete. Mildred did this for a race and it worked out well.
      6. New Financial Action Items:
        1. Need forms signed for Legg-Mason; completed (at meeting)
        2. Transfer money from savings to money market account: Question is whether and how much to take out of savings and move to the Legg Mason account. Last year we moved $10,000. Action Item: Christina will transfer $10,000. plus the "cone money."
        3. Question about putting money into the clubhouse. Money was supposed to come from cones but it was hard to distinguish the payments for cones vs. rest of RMS so no money has been transferred. We need to consider this issue.
      7. Motion to Accept Treasurer’s Report: Craig  moves to accept the Treasurer's report,  Bill seconded, unanimous

     

    7.      Apportionment / Committee Reports

     

    8.      Unfinished Business: Review Action Items from January 3, 2005 board meeting

      1. Back of the Pack Running Group T-shirts; Jean; completed, shirts were bought and distributed
      2. Equipment Needs: Janet gave information to Jean, next step is for Jean to buy sound system and a time machine, in progress
        1. Also purchase of plastic long tables, Craig offered to check with a retailer going out of business and see if he can get a good price on a few tables
      3. MCRRC member complaint, letter was sent out, have not heard back from the member involved, the letter was seen as sufficient for now, no further action needed
      4. MCRRC position on removal of Bikepath from ICC plan — Board to send letter: Jean talked to head of Parks and Planning, and she will talk to the County Council, complete
      5. Runner Safety Awareness: Janet emailed Jodi Finkelstein, and Christina Caravoulias about having a regular safety column, Jodi Finkelstein is willing to write one. Also Janet talked with Pat Taylor who is interested in helping to restart the running partner matching program, this was referred to Jodi Finkelstein who will work with Pat Taylor and Nolan Danchik on it. Finally, Jodi Finkelstein is working on updating safety bulletins on the club web site
        1. Action Item: Janet will follow-up with Jodi and others
      6. Valerie Grasso, donating an MCRRC family membership to Valerie's child's school auction, complete
      7. Leadership Development: A meeting of "head coaches" (those leading training programs) will be held on Sat Feb. 12 at Bill’s office building, and Bill announced a race director's clinic for Sat April 30, at lunch, also in Bill's office building
      8. Volunteer Recruitment, Bill emailed the volunteer coordinator and has not heard anything back
        1. Action Item: Jean and Janet will discuss options for updating/revising the volunteer database and bring some proposals to the Board about developing an infrastructure for better coordinating volunteers
      9. Brochure: Question about where it stands. A new brochure was designed and paid for, but there was incorrect information and it had to get reprinted. Action Item: Jean will check with Mary about the status of the new club brochures.

    9.      New Business

      1. Most Improved Runner — discussion of award suggestion for 2006
        1. Suggestion is to have this new award for next year, based on looking at race results, can be an award anyone can get, looking for improvement over 2 year periods
        2. Initial notion is to use data from race results, but Board agreed this would be difficult to implement
        3. Perhaps using nominations or a subjective judgment of a committee from heads of training programs and a select few, not nominations but decision making
        4. The identification of most improved runner currently exists in some training programs such as beginning marathon program and the speed development program. The Board agreed that coaches of all training programs should play a key role in nominating members for this club-wide award.
        5. Suggestion is to make it like Runner of the Year, where someone can nominate runners, including coaches, and runners can also nominate themselves. Ron Ely offered to be a champion for this award. 
      1. Awards Party Update
        1. Thus far we have 140 people registered
        2. For those who have not already registered, there are options for letting Mical know, she needs to know by early next week or sooner
      1. Marathon In the Parks Update, Guest Ron Ely
        1. MITP is not going to take place in 2005 because we do not have a sponsor, would rather not have it than to do it at less than optimal quality
        2. Ron suggested having a low key marathon around the time of MITP for 2005. Ron said there is a way to have a marathon that requires fewer volunteers and investment of time and resources.
        3. Ron has laid out a preliminary course route, it will be challenging but because it is compressed into a small area we need fewer volunteers, aid stations, water stops, and don't need to start the race so early, better for slower runners, as follows: start race at Lake Needwood, loop the lake, go out Avery Rd then loop Lake Frank, basically a half marathon done twice, allowing for relay teams and for runners to do a half-marathon as well as a full marathon. Ron estimates we need only about 60-75 volunteers because the course does not cross major roads.
        4. Ron said this would be a low key race: no T-shirts, no finisher's times, like a club race, we might charge a small fee like the Greenway marathon, maybe $10-15 for club members, $25 for non-members
        5. Ron suggests it should be restricted to 500 people total, but if we can use more sections of road we can probably support more, the course right now will be run on a narrow trail
        6. A tentative name is The Rock Creek Marathon, but if the Parks Foundation would become involved then we might call it Rock Creek Park Marathon or something along those lines.
        7. Motion: The Board authorizes Ron Ely to develop and implement a low key marathon for 2005 to replace Marathon in the Parks. Jean moved, Bill seconds, unanimous.
      2. Request for auctioning club membership, Jean a second request, Andy Steinfeld asked if he can auction a club membership to his child's school, Bill moved, Cathy seconded, unanimous
      3. Volunteer Gift: the Board agreed that certain award members would receive a year free membership; volunteer service, president's award, and volunteer of the year, this was approved between Board meetings, via email

    10.  Announcements

      1. Jean was offered polo shirts and these will have logos, Jean will decide who in the club it will go to
      2. Male Runner's of the Year award is a jacket, this year's jacket has LED's on them, and will have writing indicating Male Runner of the Year
      3. Jean got a call from John Noble about putting in an ad in Run Washington for the beginning marathoner's group, last year's enrollment was down, we also received a request to partner with ASHA, John Noble indicated he's willing to work with them

    11.  Closure

    1. Review Action Items
      1. MCRRC Support for Community Sidewalks: Jean to draft a letter of support to the County in favor of sidewalks generally, and specifically in John's neighborhood effort
      2. Transfer to Money Market Account: Christina will transfer $10,000 plus the "cone money."
      3. Runner Safety Awareness: Janet will follow-up with Jodi Finkelstein, Pat Taylor (runner matching program), Nolan Danchik and Christina Caravoulias
      4. Volunteer Recruitment: Jean and Janet will discuss options for updating/revising the volunteer database and bring some proposals to the Board about developing an infrastructure for better coordinating volunteers
      5. Club Brochure: Jean will check with Mary about the status of the new club brochures.
    1. Motions Passed
      1. MCRRC Support for Community Sidewalks: Consistent with the club's goals of promoting fitness through running and walking, the Board approves adopting a general policy of supporting the building of sidewalks in Montgomery County
      2. Low Key Marathon to replace Marathon in the Parks for 2005: The Board authorizes Ron Ely to develop and implement a low key marathon for 2005 to replace Marathon in the Parks.
    2. Next Meeting: March 3, 2005, at 6:30 pm at 100 Maryland Ave, 5th Floor conference room. Janet will bring food

     

    Meeting Adjourned: 8:45 pm

     

    Gary Resnick

    Secretary, Montgomery County Road Runners Club