Minutes of Board of Directors Meeting
Meeting of May 26, 2005
Called to order: 7:10 pm
Present: Jean Arthur,
Christina Kichula, Craig Roodenburg, Cathy Blessing, Janet Newburgh, Susan
Gagnon, Sethiya Renwick, Dave Haaga,
Minutes Prepared By:
1.
Review
Agenda
a)
No new items
2. Review MCRRC Calendar
a)
Monday Sue and
Connie's Run, May 30
b)
Capital Crescent
Run on June 5
c)
Volunteer Picnic
June 4
d)
Run for Roses
June 18
e)
Burning Tree June
26
3. Minutes of the Previous Meeting
a)
Motion to accept
minutes, Cathy moved, Janet seconded, unanimous
b)
Discussion around
whether to include handouts as part of minutes, it was decided this should be
done on an individual basis. In the case
of the previous (May) meeting, the handouts were considered appropriate.
4. Business Involving Invited Guest
a)
None
5. Treasurer's Report
a)
MCRRC
Account Detail:
i)
The total cash in MCRRC accounts, as of May 25 (not including
·
Checking $20,104.99
·
Savings $29,185.04
·
Savings –
Clubhouse $5,801.30
·
Legg Mason $21,253.36
·
TOTAL Bank
Accounts $76,344.69
·
Other Assets
(CDs) $20,000.00
ii)
·
Bank Accounts: (as of May 1, 2005)
·
Checking $13,166.38
·
Savings $2,862.13
·
TOTAL Bank
Accounts $16,028.51
iii)
Pikes Peek:
·
Bank Accounts (as of May 3, 2005)
·
Checking $41,079.15
·
Savings $2,063.76
·
TOTAL Bank
Accounts
$43,142.91
iv)
HYR:
·
Bank Account (as of January 4, 2005)
·
Checking $7,747.69
·
TOTAL Bank
Accounts
$7,747.69
b)
May Financial Information:
i)
The May financial statements indicate a net income of $20,181.73.
ii)
Significant income was received from:
·
Membership dues $6,292.00
·
RMS $5,029.56
·
FTM $11,756.50
iii)
Significant expenses included:
·
RRCA Convention $985.34
·
Payroll $1,046.11
·
Intervals $654.53
c)
Budget Items:
i)
Stride Clinic income - $18 – where is online money? It appears that
ii)
Action Item:
Stride Clinic -
d)
Old Financial Action Items:
i)
Prepare for end of year reconciliation and
upcoming tax filings. – In-process
ii)
Transfer $10,000 plus cone money into Legg
Mason account. – In-process
e)
New Financial Action Items:
i)
None
f)
Motion to accept
Treasurer's Report: David moved, Cathy seconded
6. Unfinished Business - Review Action Items from May,
2005 board meeting
a)
Stride Clinic
income
i)
see above
b)
Big Brothers Big
Sisters proposal for Riley’s Rumble (0504-5a)
i)
Cathy has not
heard back definitely from BBBS, just that they are checking to see if they can
get people
c)
Link to Club web
site on RRCA site (0505-6a)
i)
Jean fixed the
problem, RRCA sent her a letter and password to fix the club's information on
the RRCA's website - completed
d)
“Ask the Board”
(0504-2a)
i)
Susan and Jean
are still working on it, Jean will talk to Andy Steinfeld re: email address for
"Ask the Board" and then advertise in Rundown and on web site
ii)
when emails come
in Susan will collect the emails and work with Board to answer them
iii)
eventually there
will be a space in the Rundown for answers
iv)
questions where a
lot of members would be interested and where information needs to go out
quickly to members might be posted in Janet's column on the web
e)
Partner Matching
System (0503-9b)
i)
Janet working
with Pat Taylor on implementing the system
f)
Safety Notification
System (0501-9c)
i)
this notification
has gone through the RRCA in the past, but it's not clear what their current
plans are in that regard, and that may not be the most appropriate system, since
the notification is basically a local issue, so ultimately it is up to our club
to take the initiative to collaborate with the MC police about safety issues
ii)
Action Item: Jean
will approach state RRCA rep re: setting up a safety notification system
iii)
Janet checked
with Jodi, who said that she is on that notification list now, but that there
have not been any recent incidents that were of safety concerns to runners
iv)
Action Item: Jean
will talk with some of the retired park police contacts in the district
g)
Volunteer Picnic
i)
invitations went
out, but some people have not yet received them
ii)
board members
will show up at 12:30 to organize the event, food will arrive around the same
time
iii)
Sethiya and Jean
will work on obtaining prizes
iv)
Jean will bring
picnic prizes - Janet will put an announcement on MCRUN and her web column
about the picnic, RSVP by Thursday June2
7. New Business
a)
Involving more
young adult runners in MCRRC
i)
Dave handed out
discussion points about the lack of young adult (20's and 30's) runners in
MCRRC
ii)
Dave discussed
the results of a brief informal survey of 11 female graduate students in their
20s, 8 responded
iii)
every respondent
said something about wanting social activities, happy hour or run and picnic,
brunch at someone's house after a group run, or other athletic outings such as
hiking, kayaking
iv)
another theme was
the issue of demystifying the club, understanding what goes on in a club, don't
need to be a fast runner
v)
when asked about
what price they'd be willing to pay, there was a positive response to the
notion of having an initial price break or a free trial period
vi)
some people also
liked the idea of having someone designated to greet newcomers at a club event
while others thought it might be too intrusive
vii)
when asked about
how to publicize club events, suggestions included posting on www.active.com, flyers
at Whole Foods, Trader Joe’s, Hudson Trail Outfitters, REI, running stores, ads
on metro or in buses or ads on NPR (some of these are too costly), ads in the
Express, information at community boards
viii)
we should put
flyers out at various places, running stores, there are new MCRRC flyers in the
shed
ix)
Jean will take
flyers out to running stores and her gym,
x)
there was
considerable discussion about how to bring in more young adults
xi)
we should also
reach out to club members who are young adults and who do not participate in
club events, especially among family members
xii)
agreement that we
should have a social event for young adults
xiii)
We need to find a
champion to organize a singles/young adult social evening
xiv)
Action Item: Jean
will ask Mary to do a query on the number of members in their 20s and will
check on an email from a young adult as possible champion
b)
Parks Bulletin
Boards
i)
Janet was checking
out the course for Sue and Connie's run and saw one of the Park Bulletin Board
near
ii)
Dave lives nearby
and is willing to update the Bulletin Board
iii)
there are four
Bulletin Boards altogether, Ken Gar, Cedar, Baltic (most northern), near
East-West and the synagogue
iv)
Christina can do
the one by East-West highway
v)
Jean said she can
do the ones by Ken Gar and Cedar
c)
Club Equipment
Shed Cleanup
i)
Jean received an
email from Lyman saying that Phil wants to do a shed cleanup on June 18-19, Lyman
and Phil will sort through the stuff in the shed beforehand, setup some
shelving
ii)
there will be an
announcement in MCRUN
d)
RRCA Convention
i)
RRCA is allowing
in for-profit organizations, but it was voted that they do not get voting
rights
e)
Club Database Management
i)
Jean talked about
a vendor called Club Express that manages clubs and community organizations
databases via the web, from volunteering to registering for races, not clear
how much it would cost
ii)
it would be easy
to do queries and to manage club database
iii)
Action Item: Jean
will look into the costs (it seemed high), there are actually four businesses
doing this kind of work, the business is relatively new
8. Announcements
9. Closure
a)
Review Action Items
i)
Stride Clinic Finances:
ii)
Safety
Notification System: Jean will approach
state RRCA rep re: setting up a system
iii)
Safety
Notification system: Janet will check with Jodie who will talk to her Park
police contact as to how we can get on the existing park police incident list
iv)
Safety
Notification system: Jean will talk with
some of the retired park police contacts in the district
v)
Involving more
young adult runners in MCRRC: Jean will ask Mary to do a query on the number of
members in their 20s and will check on an email from a young adult as possible
champion
vi)
Updating Club
Information on Bulletin Boards in
vii)
Club Database
Management: Jean will look into the costs (it seemed high), there are actually
four businesses doing this kind of work, the business is relatively new
b)
Motions Passed
i)
None
c)
Review Plans for
Next Meeting
i)
Next meeting is June
30 instead of July 7 [POST-MEETING: the date was subsequently changed to June
28 due to long weekend]
ii)
Dave is bringing
food
Meeting Adjourned: 9:25 pm
Gary Resnick Secretary,