Minutes of Board of Directors Meeting
Meeting of May 5, 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)
May 21: Kids on the Run
b)
May 30 (Memorial Day): Sue and Connie's Run
c)
June 5: Volunteer Picnic and same day of
d)
Next Board meeting: some people may not be able to make it, changed to
May 26 instead of June 2
3. Minutes of the Previous Meeting
a)
Motion to accept minutes, Cathy moved, Dave seconded, unanimous
4. Business Involving Invited Guest
a)
John Sissala: Pike’s Peek Report
i)
Received reports it was the best ever
ii)
Only heard two complaints about loud music and Port-a-Johns
iii)
Race was a technical success as well as a financial success; the race
will net somewhere around 25-35K after all bills are paid
iv)
50% of net proceeds go to club, the rest are split among four
beneficiaries including Schleroderma and Parkinson's
charities, City of
v)
The club will make about 10-15K
vi)
Darcars was the main sponsor, and Darcars
Volvo was the major dealerships
vii)
White Flint is another major partner, looking for a video sponsor, very
enthusiastic about next year
viii)
The negative was that we were 400 runners fewer than last year, flyer
was a bit late but it was also a Jewish holiday (Passover)
ix)
Janet did a great job recruiting volunteers, despite that only had 288
volunteers including 35 team captains, fewer than the 330 we had last year
x)
Lots of people signed up through the club's online volunteer site
xi)
Next year we will probably raise prices, especially for race day
registration, and we will determine the age group winners based on net time
rather than gun time (even if they started the second or third wave)
xii)
John sent Jean a notice that next year will be his last year as race
director, so we should look for someone else to work with John next year and
then take over the following year
xiii)
In general, we received many positive comments about the race
xiv)
One issue was that we were charged by the city of
xv)
Bid for Pike's Peek as RRCA National Championship: John indicated there
was positive response by the Pike's Peek Exec Committee to make a bid for the
race as the RRCA National Championship Race
5. Treasurer's Report
a)
The total cash in MCRRC accounts, as of April 30 (not including
i)
Checking
$9,823.26
ii)
Savings
$29,153.41
iii)
Savings –
Clubhouse
$5,798.97
iv)
Legg
Mason
$11,217.36
v)
TOTAL Bank
Accounts
$55,993.00
vi)
Other Assets (CD’s)
$20,000.00
b)
i)
Checking
$13,166.38
ii) Savings $ 2,862.13
iii) TOTAL Bank Accounts $16,028.51
c)
Pikes Peek Bank
Accounts (as of May 3, 2005)
i) Checking $ 41,079.15
ii) Savings $2,063.76
iii)
TOTAL Bank
Accounts
$43,142.91
d)
HYR Bank
Account (as of January 4, 2005)
i) Checking $7,747.69
ii) TOTAL Bank Accounts $7,747.69
e)
April Financial Information:
i)
The April financial statements indicate a net income of
$1,670.91.
ii)
Significant income was received from:
·
Membership
dues
$3,308.50
·
RMS $2,750.00
·
Contributions ($1500 Lona Brady Award) $1,846.94
·
Mailing List Rental
$1,645.00
·
FTM
$1,550.00
iii)
Significant expenses included:
·
Rundown
$5,989.07
·
Payroll
$ 915.34
·
KOTR (Kids on the Run)
$707.73
f)
Budget Items:
i)
There is a question about where/when is the income from the Stride
Clinic coming to us.
·
ACTION ITEM: Christina will talk with Phil and/or Signmeup
Sports, the online registration site for the clinic, regarding the money due
the club.
·
Old Financial Action Items:
ii)
Prepare for end of year reconciliation and upcoming tax filings – in
process.
iii)
Transfer $10,000 plus cone money into Legg Mason account - in
process.
iv)
Forms signed for bank accounts – complete
g)
New Action Items:
i)
None
6. Unfinished Business:
a)
Review Action Items from April 7, 2005 board meeting
i)
Partner Matching System
·
in progress
ii)
RRCA Convention
·
Jean will go to RRCA Convention
iii)
Leader of Beginning Women’s Program. (Janet)
·
Valerie Grasso is in charge, program started
mid-April
iv)
Second Stride Clinic (Jean)
·
Jean is waiting to hear from Dr. Horowitz
v)
Big Brothers Big Sisters proposal for Riley’s Rumble (Cathy)
·
Cathy talked with BBBS and they are looking into volunteering for the
two water stops
vi)
RRCA Championship Races (Jean)
·
Nothing new to report
vii)
Link to Club web site on RRCA site
·
Issue: club link on RRCA web site doesn't seem to be working
·
ACTION ITEM: Jean will check with RRCA
b)
Lona Brady Award (Sethiya, Jean)
i)
Sethiya prepared a description (see handout #2), there are two awards
to be given out yearly
ii)
There was a question about bringing age limit down to 40 to allow more
potential candidates
iii)
Board agreed to set the age limit at 45, since that was Lona’s age when she passed away
iv)
Jean talked with Beginning Women's Runners, who were very enthusiastic
about the award, and agreed it should be given out at the end of the Run for
the Roses to a beginning woman runner
v)
A second Lona Brady award for Speed
Development runner may be given at the awards party for the program, Jean will
talk with Tom Brennan about it
vi)
Award amounts set at $50, Board agreed
c)
Most Improved Runner Award (Dave)
i)
Dave prepared a report (see handout #1); notion was to funnel it into
the existing Runner of the Year (ROY) Committee, and he talked with Ron Ely and
Joanne Mallet (Joanne is on the
ii)
The next steps are to get Board approval then circulate ideas to ROY
committee at their annual meeting end of 2005, then take changes back to the
Board for final approval, and, if approved, we would publicize in 2006 with first
award to be given for 2006, at Jan/Feb 2007 awards party.
iii)
Dave suggests starting with one award, no sex or age breakdowns, since
anybody can improve, but we should include age and # years as a runner in the
nomination application because it's harder to improve by a given amount [say,
taking 3% off your 10K time] the older you are and the longer you've been
running.
iv)
Dave is asking for the Board's approval for this award
v)
MOTION: The Board approves a new Most Improved Runner of the Year award
and assign selection of the Most Improved Runner of the Year to the standing
ROY Committee, Craig moved, Susan seconded, unanimous
vi)
ACTION ITEM: Dave will take plans to standing
d)
Dr. Fartlek and “Ask the Board” communication
with club members (Dave)
i)
Conceptually related to the "Ask the Board" issue, since it
has to do with obtaining feedback from club members, there is the long-standing
Dr. Fartlek column in Rundown
ii)
Dave talked with Dr. Fartlek and learned that
Dr. Fartlek only gets one or two emails a year, but
there also does not appear to be sufficient awareness among club members. However, Dr. Fartlek
is happy to continue and, as is his practice, consults with the Board and other
club members with specific expertise when questions do come in to him
iii)
The question is whether Dr. Fartlek is only dealing
with technical questions. Dave felt that Dr. Fartlek
deals with all questions, including rants/rave/suggestions for the club/Board
iv)
Board agreed that the Dr. Fartlek outlet does
not serve the purpose of providing an easy method for club members to
communicate questions, concerns or feedback directly to the Board, and thus
agreed to supplement Dr. Fartlek (who will continue
to field questions for the Rundown) with a more broadly-focused "Ask the
Board" function on both the web site and the Rundown
v)
Jean suggested we set up an email to start, advertise the email link,
Susan agreed to receive the emails, need to have space on the home page
indicating the email address for "Ask the Board", also have a column
for answering the questions/comments in the Rundown
vi)
Jean should introduce it in the Rundown, and it can be included in
Janet's Breaking News
vii)
ACTION ITEM: Jean and Susan will work on setting up the “Ask the Board”
via web site and Rundown, Jean to setup the email and introduce it in the
Rundown, and Susan to receive the emails and send some, with answers from the
Board, to the Rundown and/or web site for publication
e)
Board Member Functional Responsibilities; New Assignments (Craig)
i)
Craig passed around the list of functions, with main categories (e.g.
training programs) and subcategories.
Based on choices everyone made earlier, these were the final
appointments:
·
Dave: Races and race series
·
Cathy: Training Programs
·
Susan: Weekly workouts
·
Janet: Membership Involvement and Communicaton
·
Sethiya: Commercial Activities including improving system for receiving
checks from RMS jobs, working with Christina (Treasurer)
·
Craig: will take Facilities and Equipment, interacting with Phil, Lyman
etc. but he will also help Jean in terms of fielding issues from Board member
functions
ii)
Responsibilities of the Board member in charge of a functional area is
to serve as a contact and supervisory role, to bring issues in front of the
Board
iii)
Also, club members will know which Board members to call about a
particular function, rather than just calling Jean
iv)
Also Board members can help recruiting volunteers for specific club
functions
7. New Business
a)
Volunteer Picnic – Sunday June 5th (Jean)
i)
Sethiya's husband was volunteered to do the announcing and MC
duties because
ii)
Craig will be responsible for the rental van and to move equipment from
the storage shed
iii)
Jean will arrange for the food but will need supplementary ingredients
from Costco, Susan agreed to go to Costco
iv)
Picnic is on June 5, from 1:30 to 4:30 at
v)
Jean arranged for an "activity center" rather than just a
moon bounce
vi)
Jean will call the AstraEvents people about
amperage needed to run off electricity and not use gas generator
vii)
Day of Event we need Board members there at 12:30
viii)
Jean took the invitations to the print shop, hopefully invitations will
go out in a week
b)
Getting Metro Run/Walk Involved with Club
i)
Jean: Commercial Activities, Metro Run/Walk are very
interested in working with the club
ii)
Coaching Certification course will take place at Metro
Run/Walk store
iii)
Suggestion: use store for First Aid/CPR Certification
iv)
Suggestion: hold fashion shows and equipment reviews at
Metro Run/Walk store, get some publicity
c)
Web Site Redesign
i)
Christina pointed out the new Board was not presented on
the Web Site
ii)
Question about if anyone knows someone in the club about
Web design to help Pam with the Web Site upkeep, revisions
iii)
Sethiya offered to help with the Web site,
iv)
ACTION ITEM: Sethiya will talk with Pam about helping with
web duties
8. Announcements
a)
Becky Lambros is resigning as Executive Diretor of RRCA
b)
Gary gave out awards at the Montgomery County Middle School Track
Challenge at MacGruder HS, club is a key sponsor,
MCPS were grateful for club's sponsorship
9. Closure
a)
Review Action Items
i)
Stride Clinic income: Christina will talk with Phil and/or Signmeup Sports, the online registration site for the
clinic, regarding the money due the club.
ii)
Web Site Redesign: Sethiya will talk with Pam
about helping with web duties
iii)
Most Improved Runner of the Year Award: Dave will take the plans for
the new award to the standing Runner of the Year (ROY) committee for approval,
sometime December 2005 or January 2006
iv)
“Ask the Board”: Jean and Susan will work on setting up the “Ask the
Board” via web site and Rundown, Jean to setup the email and introduce it in
the Rundown, and Susan to receive the emails and send some, with answers from
the Board, to the Rundown and/or web site for publication
v)
RRCA link to club web site: Jean will talk with RRCA
b)
Motions Passed
i)
Most Improved Runner of the Year Award: The Board approves a new Most
Improved Runner of the Year award and assign selection of the Most Improved
Runner of the Year to the standing Runner of the Year (ROY) Committee, passed
unanimously
c)
Review Plans for Next Meeting
i)
Meeting is changed from June 2 to May 26, 2005, due to some member
absences on the original date, still at 6:30 pm at
Meeting Adjourned: 9:15 pm
Gary
Resnick Secretary,
Attachments:
1. Most
Improved Runner of the Year Award: Draft Criteria by Dave Haaga
2. Lona Brady Award Announcement
Most Improved Runner of the Year
award MCRRC
Dave Haaga 5/5/05 MCRRC Board Meeting
Draft Criteria after consultation with Joanne Mallet, Runner of the Year (ROY) Committee Chair
Justification: To recognize one MCRRC club member for the effort involved in making substantial improvement in running performance from one year to the next.
Minimal Qualifications for Consideration
1. A member of MCRRC for the entire year as well as the previous year.
2. Ran at least 5 club races during the year.
3. Volunteered at least once for MCRRC during the year. Nomination Process
1. Any club member can nominate anyone for the award. Self-nominations are welcome.
2. The
3. A nomination will consist of a list of the club member's race performances [name of race, distance, finishing time, whether the race was a PR] during the year for which the award is being given AND during the previous year. The club member's age, sex, and number of years as a runner will be provided.
4. Nominations
will be due in time for consideration at the December meeting of the
Final Selection
The final selection will be made by the
1. Number of PRs achieved during the year.
2. Range of competitive distances at which PRs were achieved.
3. Age and number of years as a runner.
4. % time improvement from the previous year in races run both years.
5. % time improvement from the previous year in races
of the same distance.
The club member selected will be
asked to provide a photo and some information for an introduction at the awards
ceremony [basis of the improvement etc.]. At the awards party the winner will
receive a poster and a plaque.
Lona Brady Award Announcement
The Montgomery County Road Runners Club announces the establishment of the Lona Brady Award honoring the memory of outstanding club member Lona Brady who died in September 2003 after battling lung cancer. Lona joined MCRRC through the Beginning Women's Running Program in 2000 and started running at the age of 45. She quickly became an active club member, running in many races and volunteering her time tirelessly. She went on to become a coach in the BWR Program, leading and mentoring women like herself, novice runners looking for a structured program and camaraderie. She also joined the Pike's Peek 10K executive committee where she helped plan the annual race of 3000 runners. When the position of Pike's Peek Treasurer opened up, she willingly volunteered.
Beginning in 2005, this award will be presented annually to one BWR participant and one Speed Development participant, 45 or older, who has demonstrated upstanding character, enthusiasm, generous spirit, and support of others. The winner will be chosen by the respective program's coaches and pace group leaders.
This award is funded by donations from Lona's husband Mike Brady and sister Sue Dembo. If you would like to make contributions to this fund, contact MCRRC.