Montgomery County Road Runners Club
Minutes of Board of Directors Meeting
Meeting of October 6, 2005
Called to order: 7:08 pm
Present: Jean Arthur (President), Craig Roodenburg (Vice-President), Gary Resnick (Secretary), Susan Gagnon (Member-at-Large), Cathy Blessing (Member-at-Large), Sethiya Renwick (Member-at-Large), Dave Haaga (Member-at-Large), Janet Newburgh (Member-at-Large)
Minutes Prepared By: Gary Resnick, Secretary
1. Review Agenda
a)
No new items
2. Review MCRRC Calendar
a)
Oct 22: Candy
Cane City Race
b)
Oct. 30: Marine
Corps Marathon
c)
There was
discussion about the purpose of the Race Calendar section in the Board
meetings. The Board agreed with a
suggestion that the race calendar for the next month should be included in the prior
meeting’s agenda, rather than in the same month as the Board meeting (example:
rather than October races discussed at the October Board meeting, October races
would be discussed at the September Board meeting).
3. Minutes of the Previous Meeting
a)
Motion to accept
minutes, Jean moved, Cathy seconded, passed unanimously
4. Treasurer's Report (submitted Oct. 10, post-meeting)
a)
Christina was not
able to attend this meeting, and so the Treasurer’s Report was submitted
October 10, 2005.
b)
MCRRC Account
Detail (September, 2005):
i)
The total cash in
MCRRC accounts, as of September 30 (not including Marathon in the Parks, Pike’s
Peek, and HYR accounts) was the following:
·
Checking $33,956.42
·
Savings
$29,350.36
·
Savings –
Clubhouse $5,811.09
·
Legg Mason $21,507.78
·
TOTAL Bank
Accounts
$90,625.65
·
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 September 30, 2005)
·
Checking $3,012.02
·
Savings $2,024.90
·
TOTAL Bank
Accounts
$5,036.92
iv)
HYR Bank
Account (as of August 30, 2005)
·
Checking
$8,250.24
·
TOTAL
Bank
Accounts
$8,250.24
c)
September
Financial Information:
i)
The September
financial statements indicate a net operating loss of $4,293.38. Significant income was received from:
·
XMP
$4,679.00
·
Membership dues $2,275.00
·
Smarter Running $1,534.75
·
RMS
$1,051.81
ii)
Significant
expenses included:
·
Rundown
$7,156.50
·
FTM Shirts and
expenses $3,903.81
·
Payroll
$1,023.07
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.
d)
Old Financial
Action Items:
i)
Determine
appropriate budgets for low-key races. – In-process
e)
New Financial
Action Items:
i)
2006 Annual
Budget: Christina and Jean will present a draft at the next meeting
ii)
August and
September budgets will need to be voted for approval at the next meeting
5. Unfinished Business
a)
Review Action
Items from September, 2005 board meeting
i)
Web Page Update
(originally Membership Renewal, 0507-7b): Sethiya reported on a cost estimate
she asked Pam Clark to provide, estimated cost of $3,600, can be done by the
end of November, with an estimated labor of 4-5 days, Pam gave a set of options
for lower cost,
·
One possible
option is for Pam to design the main page and for Sethiya and other volunteers
to do the remaining pages
·
Another issue
that Sethiya discussed was the prevalence of access to the web site password by
various entities (club members and vendors), which often results in new files
uploaded that may not integrate with existing content
·
ACTION ITEM:
Sethiya will look at the pages and identify the number of key pages, and then
she will ask Pam for another estimate, with the idea of reducing the cost
ii)
Chi-Running
(0509-8b):
·
Letter received
from Danny Dreyer asking if we would be a Chi-Running Affiliate Club
·
One issue is that
the club would then be affiliated with a commercial entity that is tied to one
training program/philosophy, which would constitute an endorsement of a
particular approach
·
It was noted that
the club has been approached by other training programs/approaches for
affiliate status
·
The issue is not the
commercial status of the organization/company but the actual approach, which
while valuable, should not tie the club into supporting only one approach or
style
·
The Board agreed
that the club should maintain a great deal of latitude to encourage its members
to train with a variety of approaches.
·
MOTION BY
ACCLAMATION: It was the opinion of the Board that the club should not be
associated with any particular training philosophy or approach, and thus it
will respectfully decline the invitation to become a Chi-Running affiliate
club, but coaches and members are encouraged to try this training philosophy
and approach.
iii)
Club members
making purchases without board permission (0508-7a): Jean talked with the
member involved and will send a written note. Completed.
iv)
Safety
issues (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.
v)
Safety
issues (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
·
There was a
symbol in the latest Rundown about not wearing headphones, but there was
agreement that Susan's was slightly better
·
Discussion about
alternative designs, but ultimately the Board agreed with the simplicity of the
symbol with just the headphones
·
Further discussion
of the broader campaign to education runners about not using headphones while
running
·
Possible slogan
was suggested: "Run Aware" across the top of the symbol
·
ACTION ITEM:
Susan will look into round stickers of different sizes
vi)
Christina
will prepare a spreadsheet of expenditures for club low key races (0508-7a): on
hold as Christina is out of town
6. New Business
a)
Runner Exchange
Page: there is a note about no commercial vendors unless they wish to sponsor
the page, Sethiya received a call and someone wants to sponsor the page, a club
member Jet Defensor. The Board had questions about having a commercial entity.
Decision: not to have a sponsor for this page and the note will be removed from
the page
b)
MCM Hospitality
Room: Janet was asked about the hospitality room for the upcoming marathon
i)
Linda McDermott
is in charge of the hospitality room
ii)
There is a notice
in the Rundown about the room but no place to actually sign up online
iii)
There will be an
ad in the Intervals, and it will be sent to Sethiya, Jean will send a message
to MCRUN about the link to sign up
iv)
Concern that many
people are not yet aware of the room and the race is coming up at the end of
the month
v)
Another issue is
whether volunteers have been recruited to staff the room
vi)
ACTION ITEM: Janet
will talk with Linda about recruiting volunteers
c)
Awards Party
i)
We need to pick a
date for the Party, potential dates are Feb. 12 or 19
ii)
ACTION ITEM:
Cathy will ask Michal if she would be willing to do it
d)
Course Marshal
handouts to motorists
i)
Cathy was
contacted by club member Angelo Whitten about whether motorists are given
information on race day about the race, a small handout that describes the
race, who is the race director and the club putting on the race, how many
people are running the race, how long they will be inconvenienced, what steps
were taken to notify the public and possibly a number and/or name of whom to
contact to complain
ii)
The Board thought
this was a good idea to fit on a card that is easy to hand out, targeted
generically for the low key races
iii)
ACTION ITEM:
Cathy will ask Angelo Whitten to develop a handout
7. Announcements
a)
Gary said that
the Stride Clinic is looking for a new coach to assist in the clinic on a
regular basis
b)
ACTION ITEM:
Janet will post a request for potential coaching candidates for the Stride
Clinic on the Breaking News page of the club web site
8. Closure
a)
Review Action Items
i)
Membership
Renewal on Club Website and Website Redesign: Sethiya will look at the pages
and identify the number of key pages, and then she will ask Pam for another
estimate, with the idea of reducing the cost
ii)
Financial:
Christina will prepare a spreadsheet of expenditures for club low key races
(0508-7a)
iii)
Anti-Headphone
While Running (Run Aware) Campaign: Susan will look into round stickers of
different sizes and will develop a logo with the slogan “Run Aware”
iv)
Run Aware
Campaign: Gary will talk with Richard Stukey about PR strategy
v)
MCM Hospitality
Room: Janet will talk with Linda about recruiting volunteers
vi)
Awards Party: Cathy
will ask Michal if she would be willing to be in charge again
vii)
Course Marshall
Handouts for Motorists at Races: Cathy will ask Angelo Whitten to develop a
handout
viii)
Stride Clinic
coaches: Janet will post a request for potential coaching candidates for the
Stride Clinic on the Breaking News section of the club web site
b)
Motions Passed
(including motions by acclamation)
i)
Chi-Running
Request for Club Affiliate Status: The Board declined the request from
Chi-Running to become an affiliate club but coaches and members are encouraged
to try this training philosophy and approach. (by acclamation)
c)
Review Plans for
November Meeting
i)
Next meeting is
November 3, 2005, 6:30 pm, at 100 Maryland Ave, 5th Floor conference room.
ii) Janet offered to bring food
Meeting Adjourned: 9:27 pm
Gary Resnick Secretary, Montgomery County Road Runners Club