Montgomery County Road Runners Club
Minutes of Board of Directors Meeting
Meeting of November 3, 2005
Called to order: 7:20 pm
Present: Jean Arthur
(President), Craig Roodenburg (Vice-President), Gary Resnick (Secretary), Susan
Gagnon (Member-at-Large), Cathy Blessing (Member-at-Large), Dave Haaga
(Member-at-Large), Janet Newburgh (Member-at-Large)
Absent: Christina Kichula
(Treasurer), Sethiya Renwick (Member-at-Large)
Invited Guest: George Tarrico
Minutes Prepared By: Gary
Resnick, Secretary
1.
Review Agenda
a)
No new items
1. Review MCRRC Calendar
a)
Nov. 6: Darcars Halloween Young Run
b)
Nov. 13: Rock
Creek Marathon
c)
Nov. 20: Little
Bennett's
d)
Nov. 26: Turkey Burnoff
2. Minutes of the Previous Meeting
a)
Motion to accept
minutes, Susan moved, Janet seconded, passed unanimously
3. Business Involving Invited Guest (George Tarrico)
a)
Riley’s Rumble:
Question was whether to treat it as a major race (with sponsors, t-shirts,
etc.) due to its size, and whether this should be done for next year or not
i)
Tom Temin will be
stepping down as RD of Riley’s Rumble next year so it would be tough to change
it to a major race during the time of transition of the RD
ii)
There was also
discussion of the new half-marathon scheduled for September 2006 to be directed
by Mike Acuna,
iii)
There was also
discussion about running the Rock Creek Marathon next year or the following
year. An issue that was considered was
if it would be too much in terms of getting sponsors and volunteers, to have
three major races within a short time span (4 months)
iv)
Also, Riley's
Rumble is the "long" race in the Championship Series so it should be
kept as is, because CS races are low-key (free to members).
v)
George recommends
not making Riley's Rumble as a major race (e.g. specific bib number for race,
premiums, sponsorship); leave it the way it is
vi)
Board agreed to
keep Riley's Rumble as is for next year
vii)
There was also
discussion about changing the date of Riley's Rumble, George will talk with Tom
Temin
viii)
Rock Creek
ix)
As well, there
was discussion of a New Year's Day race; George talked about preparations but
maybe not for this year and he was thinking of it taking place at South
Germantown Recreational Park
4. Treasurer's Report
a)
As a result of
Christina’s absence, prior Treasurer’s Reports were not voted on
b)
The current
month’s Treasurer’s Report was submitted November 8, 2005.
c)
MCRRC Account
Detail (October, 2005):
i)
The total cash in
MCRRC accounts, as of October 31 (not including Marathon in the Parks, Pike’s
Peek, and HYR accounts) was the following:
·
Checking $36,906.41
·
Savings
$29,390.32
·
Savings –
Clubhouse $5,813.48
·
Legg Mason $21,568.18
·
TOTAL Bank
Accounts
$93,678.39
·
Other Assets
(CDs) $20,000.00
ii)
Marathon in the
Parks Bank Accounts (as of August 30, 2005):
·
Checking $13,376.88
·
Savings
$2,869.28
·
TOTAL Bank
Accounts
$16,246.16
iii)
Pikes Peek Bank
Accounts (as of November 8, 2005)
·
Checking $1,465.06
·
Savings
$2,015.76
·
TOTAL Bank
Accounts $3,480.82
iv)
HYR Bank Account
(as of August 30, 2005)
·
Checking $8,250.24
·
TOTAL Bank
Accounts
$8,250.24
d)
October Financial
Information:
i)
The October
financial statements indicate a net income of $2,218.92. Significant income was received from:
·
RMS
$4,106.76
·
MCM room $1,636.00
·
Membership dues $1,332.00
·
Mailing list
rental $1,175.48
ii)
Significant
expenses included:
·
Rundown $3,914.15
·
XMP expenses $2,530.00
iii)
Budget Items:
·
Stride Clinic
income - Sign-me-up should be sending a check.
·
We have a large
amount of money in our savings account and checking account. We should consider moving additional funds
into higher interest accounts (e.g., purchase additional CDs). I have additional information from Legg Mason
that I will share with the board for discussion at the next meeting.
e)
Old Financial
Action Items:
i)
Determine
appropriate budgets for low-key races. – In-process
ii)
Finalize 2006
Annual Budget – in process (as of October 30, 2005)
iii)
August, September
and October budgets will need to be voted for approval at the next meeting
6.
Unfinished Business - Review Action
Items from October, 2005 board meeting
a)
Web Page Redesign
(originally Membership Renewal, 0507-7b): Tabled due to Sethiya’s
absence (packet stuffing for DYR)
b)
Safety
issues/Run Aware Campaign (0509-8c): Gary
will talk with Richard Stukey about helping
coordinate a public service campaign. Gary did not have an opportunity to talk
to Richard, in process.
c)
Safety
issues/Run Aware Campaign (0509-8c): Susan
will work on developing a symbol that might be appropriate for an ad campaign
on not running with headphones, and will report back at the next meeting
i)
ACTION ITEM:
Susan will look into round stickers of different sizes
ii)
She has been
getting quotes, and another suggestion is to put MCRRC at the bottom,
iii)
has two estimates
for smaller stickers and larger stickers, overall one estimate is $300, another
is close to $500
iv) suggestion was to get quotes for t-shirts and other
items
v)
ACTION ITEM:
Susan will get quotes for other items such as t-shirts, hats and bumper
stickers
vi) MOTION: The Board authorizes the expenditure of $300
for "Run Aware" stickers, Craig moved, Jean seconded
d)
Awards Party
(0510-6c)
i)
We need to pick a
date for the Party, potential dates are Feb. 12 or 19
ii)
Cathy asked Mical
if she would be willing to do it and she agreed to coordinate it again
iii)
Date now set for
Feb. 12 from 4-9pm
iv) Idea: give a schedule of when awards are being given
so that candidates know when to be available to receive awards
v)
We will use the
same venue as last year (Doubletree Hotel)
e) Course Marshal handouts to motorists (0510-6d)
i)
Cathy asked
Angelo Witten to develop a handout
ii)
Angelo came up
with an initial draft of the handout, Cathy made some modifications
iii)
Board gave Cathy
a number of suggestions
iv) ACTION ITEM: Cathy will rework the handout and then
send to Board members via email for additional comments/revisions
f)
Christina
will prepare a spreadsheet of expenditures for club low key races (0508-7a): on
hold as Christina is out of town
7.
New Business
a)
2006 Budget (Jean)
i)
Jean presented
the next year's budget, which was balanced
ii)
The Board went
over each of the line items to determine the appropriateness of the budgeted
estimates for 2006. The goal was to keep
the club programs at the same level and to have a budget that balances
iii)
Income
·
Change Twilighter
to $5000 instead of $5900
·
Rockville Youth
Track increase to $800 from $750
·
Stride Clinic
Income change from $2000 to $1600
iv)
Expenses
·
RRCA dues is now
known as $10,100, so it is reduced from $10,500
·
Board Meeting
costs were changed from $800 to $900
·
Add $2000 to
Professional Fees expenses due to Web Redesign
v)
ACTION ITEM: Jean
will make changes and put budget on the web, so that members can view in time
for the Dec. 11 budget meeting
8.
Announcements
a)
Jean announced
that Brian Tresp is moving to San Diego, so the club
bought some of the race equipment that Brian had purchased on his own
9.
Closure
a)
Review Action
Items
i)
Financial (0508-7a): Christina will prepare a
spreadsheet of expenditures for club low key races
ii)
Safety
issues/Run Aware Campaign (0509-8c): Gary
will talk with Richard Stukey about PR strategy
iii)
Safety
issues/Run Aware Campaign (0509-8c):
Susan will get quotes for other items such as t-shirts, hats and bumper
stickers and will look into round stickers of various sizes
iv)
Course Marshall
Handouts for Motorists at Races: Cathy will rework the handout and then send to
Board members via email for additional comments/revisions
v)
2006 Budget: Jean
will make changes and put budget on the web, so that members can view in time
for the Dec. 11 budget meeting
b)
Motions Passed
(including motions by acclamation)
i)
Run Aware
Campaign: The Board authorizes the expenditure of $300 for "Run
Aware" stickers, Craig moved, Jean seconded
ii)
c)
Review Plans for
November Meeting
·
Next meeting is
December 1, 2005, 6:30 pm, at 100 Maryland Ave, 5th Floor conference room.
·
Craig offered
to bring food
Meeting Adjourned: 10:00 pm
Gary Resnick Secretary, Montgomery County Road Runners Club