Montgomery County Road Runners Club
Minutes of Board of Directors Meeting
Meeting of July 29, 2004
Called to order: 7:13
Present: Jean Arthur, Marty Horan, Gary Resnick,
Christina Kichula, Bill Riggs, Craig Roodenburg, Cathy Blessing, Jim Rich
Invited Guests: Rachel Miller
Minutes Prepared By: Gary Resnick, Secretary
- Review Agenda
- Review Current MCRRC Calendar
- Take Back the Night August 3, 2004
- Go for Glory Track Meet August 6, 2004
- Comus Cross Country Race August 15, 2004
- Board Meeting Sept. 2, 2004
- Minutes of the previous board meeting
- Note: Bill was present at the meeting
- Motion to Accept Minutes: Cathy moves, Bill seconds,
unanimous
- Business involving invited guest (Rachel Miller,
Stride Clinic)
- Stride Clinic Shirts for Participants.
- Rachel reports that we have run out of Stride Clinic
shirts and are looking for new ones; cost was $600 to MCRRC (two
years ago, the last time they were ordered) with Rachel Miller and
Adam Spector each picking up one-third of the cost. This year Rachel
found another set of shirts that might be cheaper from Bill Noonan,
and again is hoping to split it three ways, Rachel, Dr. Spector
and MCRRC. The Board noted that Rachel is asking for the same arrangement
approved by the Board two years ago
- Rachel indicated that the Sugoi shirts currently
used are $22.75 per shirt but that the cost for the new shirts,
although not fully known, will be less, possibly under $20
- Board members asked about whether the Stride Clinic
charges members. Rachel said that currently there are no charges,
and there is some debate about whether we should charge, on the
downside if we charge then expectations for services may increase,
and also there is no mechanism within Stride Clinic staff for receipting
the money. This issue was discussed several months ago among Stride
Clinic staff but no decision was made at that time. The Board expressed
interest in asking the Stride Clinic to consider charging members
a nominal amount, with amounts in the range of $10 to $20 to be
considered
- There was also discussion about the amount of the
shirt cost that the club should subsidize.
- MOTION: The club provide up to $400 for Stride
Clinic shirts, Craig moved, Bill seconded, tabled, unanimous. The
motion was tabled pending additional information from Rachel on
the actual costs of the shirt and the cost to MCRRC.
- ACTION ITEM: Rachel will email Jean the shirts
and costs of the shirt, Jean will then email current board to vote
on new motion
- The Board asked Rachel to have the Stride Clinic
staff consider the issue of charging members, and to make a recommendation
to the Board about the fee
- Treasurer’s Report
- Account Detail (as of July 28, 2004)
- Checking $26,086.02
- Savings $25,557.95
- Savings - Clubhouse $3,442.17
- Merrill Lynch $31,221.49 (as of June 30, 2004)
- Total Bank Accounts $86,307.63
- Marathon in the Parks $12,806.26
- Pikes Peek $5,743.47 (as of June 22, 2004)
- July Financial Information:
- The July financial statements indicate net income
of $10,671.15
- Significant income was received from:
- Pike's Peek $10,000.00
- MITP $1,000.00
- Membership Dues $5,315.00
- Significant expenses included:
- Rundown $1,330.00
- Payroll $1,327.46
- Books for Experienced Marathoner Program $925.00
- Budget Items:
- Old Financial Action Items
- Audit Update: Still in process of obtaining
quotes and looking at alternatives
- Increase approved in May for the Pikes Peek
credit card is still in progress but should be completed soon
- HYR account to be opened (Kimberly needed Board
signatures), but not yet opened, will be opened with $3750
- New Action Items:
- Need to reopen sales and use tax account to
pay tax on book sales through the club. Need to gain a better
understanding of how these sales are being conducted/recorded.
- Providing club financial performance information
the Web Site
- Club member asked Board to provide financial
performance information, comparing budgeted and spent items,
to be put on the Web site
- Question arose as to who will compile the data
and how it will be presented on the web site, another issue
is that monthly information of this type would be of limited
value because it does not represent the larger picture of the
club finances
- Jean noted that any club member who wants any
financial information or budget can make a request to the Treasurer
or the Club president
- Board stated that we should not publish a detailed
financial performance report on the web site due to the public
nature of the site and that such information should be limited
to club members who ask for it. Thus, members are encouraged
to ask for this information by contacting treasurer@mcrrc.org
- MOTION: to accept Treasurer's report, Gary moved,
Bill seconded, unanimous
- Apportionment/ Committee Reports
- No reports were available
- Unfinished Business
- Gift Certificate for Ed Shultze
- Ed Shultze lost his house in a fire
- Board members agreed that the money should
come from Sunshine Fund, to give a gift certificate from Bed,
Bath and Beyond, no motion required
- R&J Club team uniforms.
- R&J will provide club color clothing (blue
and white) and will embroider or silk screen the club logo (depending
on whether it is a shirt or short), members can also ask for
other clothing sold by R&J to be embroidered or silk-screened
with the club logo
- Some clothing has already been embroidered
and silk screened. Some of this clothing was purchased by the
club for team participation, while others are now on display
and available for immediate purchase (at the Rockville store),
the club sent checks to R&J for the team participation clothing
- For all the tops, the logo will be silk screened
on the back and front, for the shorts, the club logo will be
embroidered
- Review Action Items from July 1, 2004 board meeting.
- Apportionment Positions/Board Organizational
Meeting: In progress (Jean to organize)
- Awards Dinner: Mical and Paul Honigfort agreed
to propose some ideas, Cathy and Craig are on the committee,
Jean surfed the web looking at what other clubs did and generally
did not find anything new in terms of ideas for the awards dinner/party
- Club fundraising corner on web site: In progress,
we are waiting until the new web person will settle into her
role before raising this with her
- Clydesdale/Athena Division: In progress, waiting
until the next Pike's peek meeting
- Handicap age-grade race: Craig talked with
the Turkey Burnoff Race Director and she said it was fine to
try it for the 5-mile option as long as someone else organized
this aspect of the race, Craig volunteered to lead this effort
- RunScor Training Class: Phil is taking care
of this, announcement will be forthcoming
- Woods Academy Running Program: Jim found out
that the kids in their running program range from Montessori
preschool to 8th grade, athletic director on summer
break but we have to wait to find out more, the issue is how
to reward the school for hosting the event, Board has already
authorized $200 to pay the school but an extra thank you might
be in order, looks like giving race entries may not be appropriate
given the age of the kids in their running program
- MOTION: As a gesture of appreciation, the
club send a copy of the MCRRC book to the Academy, Craig moved,
Cathy seconded, unanimous
- Club Brochure: In progress, Mary Foster's daughter
still working on next version
- Contribution to MCRRC member going to Paralympics:
In Progress: awaiting additional information
- Compilation of Board Policies: In Progress,
Jim talked with Don Carter, had an index of minutes, once was
in Denny's possession but we don't know where it is and how
useful it is, not likely to have a software, Gary will distribute
binders to Board members at the next meeting, and Board members
will be given specific directions about what to summarize from
past Board meetings, in terms of policy items
- New Business
- New Member Night
- The club has not had one for some time, Board
discussed having it again, with Board buying pizza, hosting
it at Montgomery College or RMHS, after track workout, preferably
end of September or beginning of October
- ACTION ITEM: Jean will arrange for a new member's
night, with help from Mary, to notify Rundown, sending invitations
to new members
- Triathlon Training Program
- Jean has received requests for a Triathlon
training program under the auspices of the MCRRC, she is interested
in coordinating this task,
- Question is whether it is within the realm
of the club to support such a program, then the next question
is how a training program would operate, one suggestion is that
there be a triathlon training camp, another is for club members
to serve as contact points for information on triathlons and
duathlons, as well as weekly training
- Some Board members suggested its role is to
serve as a point of contact or link to direct club members to
some resources who do triathlons and duathlons, and to organize
resources, but there was division of opinion regarding whether
it could endorse a formal program, such as a camp
- Board suggested that members be encouraged
to submit a proposal for a triathlon training program that the
Board would evaluate for consideration. In general, Board members
supported the notion of using our resources to put club members
interested in triathlons in touch with those in the club with
expertise. Bill Riggs volunteered to serve as a point of contact
for club members on triathlons and duathlons
- Suggestion was that this involves a change
in club policy and that Board should first draft a statement
of principle about support for such training programs, as to
whether it is within the purview and scope of the club’s
mission, and then we could decide what activities fit within
the general principle.
- ACTION ITEM: Craig offered to draft a statement
of principle regarding triathlons and duathlon training within
the club
- Use of MCRUN to advertise races
- Jean received a request to post information
on the Washington Running Club Challenge race on MCRUN, but
not adding links on the web site, just a message to send out
- Board noted that the club was not organizing
teams for the race and that it is not a club-sponsored race
- MOTION: Board will only post races on MCRUN
that are club-sponsored activities. The current request is inconsistent
with our standing club policy and thus we move to deny the request.
Craig moved, Jim seconded, unanimous
- Advertising RMS races
- Jean received a request to put up links on
the club web site for races that are RMS jobs, most recently
a request came in from the Kentlands 5K, currently we put results
of RMS races but not links to the race sites
- MOTION: If an RMS client makes a formal request
to have a link on our web site, the club will allow links to
be posted, to be coordinated by the RMS coordinator, Craig moved,
Marty seconded, unanimous
- Political activities at club events
- A request came in to consider the club policy
regarding politically-based activities at club events, at the
Twilighter there was a group called Run Against Bush that paid
for a booth, sold shirts, someone complained, the club Race
Coordinator asked if we should have a policy at the club races
about groups making political statements;
- Board members noted that this was not so much
a political as an entrepreneurial activity since the group paid
for a booth, and besides the race was not a club race but rather
it was sponsored by the city
- Board agreed that we simply need to reaffirm
our position that, as a non-profit organization, it is not the
club’s role to engage in political activities or to encourage
such activities. However, the club does not have any control
over the purchase of booths at non-club races or individuals
taking their own initiatives, particularly at events that are
not operated by the club.
- Summer Training Programs
- It was noted this discussion is regarding ALL
club training programs, not just those done in the summer (although
this was initially where the issue was raised, at last Board
meeting)
- Question arose at last Board meeting about
the club policy regarding the fee structure for various club
training programs
- Board reiterated the principle that beginning
club programs do not charge fees, whereas intermediate and advanced
programs should be more self-sufficient,
- Board members agreed that intermediate and
advanced programs are defined as those where participants are
looking to improve their running, require more prior experience
from participants and provide more extensive and intensive coaching.
The programs should have a fee structure that enables them to
be self-sufficient and, in the case of the advanced programs,
provide some profit back to the club. No motion was required.
- Some Board members suggested outlining specifically
how all the training programs fit within the beginning, intermediate
and advanced classification. Other Board members felt this was
not necessary since the policy was established and programs
can be reviewed regularly for how they fit within the policy.
Further, the Board did not want to restrict any future Board’s
decisions on how the training programs should be classified.
- Announcements
- None
- Closure
- Reviewed Action Items:
- Stride Clinic Shirts: Rachel will email Jean
the shirts and costs of the shirt, Jean will then email current
board to vote on new motion
- New Member Night. Jean will arrange for a new
member's night, with help from Mary, to notify Rundown, sending
invitations to new members
- Triathlon/Duathlon Training Program: Craig
will draft a statement of principle regarding triathlons and
duathlon training within the club, to share with Board members
at the next meeting
- Old Action Items in Progress:
- Apportionment Positions/Board Organizational
Meeting
- Awards Dinner
- Club fundraising corner on web site
- Clydesdale/Athena Division
- Club Brochure
- Contribution to MCRRC member going to Paralympics
- Compilation of Board Policies
- Motions Passed:
- Use of MCRRC to Post Information on non-club
Races: Board will only post races on MCRUN that are club-sponsored
activities. The current request is inconsistent with our standing
club policy and thus we move to deny the request. Craig moved,
Jim seconded, unanimous
- Advertising RMS Races: If an RMS client makes
a formal request to have a link on our web site, the club
will allow links to be posted, to be coordinated by the RMS
coordinator, Craig moved, Marty seconded, unanimous
- Woods Academy: As a gesture of appreciation,
the club send a copy of the MCRRC book "What Do You Think
Of When You Run?" to the Academy, Craig moved, Cathy seconded,
unanimous
- Next Board Meeting
- The next Board meeting will be held September
2, 2004, at 6:30 PM at 101 Maryland Avenue, Rockville. Jean
will tell Board members if there is a room change, Bill volunteered
to coordinate the dinner.
Meeting adjourned at 10:05 pm
Gary Resnick
Secretary, Montgomery County Road Runners Club
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