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 

  1. Review Agenda
  2. Review Current MCRRC Calendar
    1. Take Back the Night August 3, 2004
    2. Go for Glory Track Meet August 6, 2004
    3. Comus Cross Country Race August 15, 2004
    4. Board Meeting Sept. 2, 2004
  3. Minutes of the previous board meeting
    1. Note: Bill was present at the meeting
    2. Motion to Accept Minutes: Cathy moves, Bill seconds, unanimous
  4. Business involving invited guest (Rachel Miller, Stride Clinic)
    1. Stride Clinic Shirts for Participants.
      1. 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
      2. 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
      3. 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
      4. There was also discussion about the amount of the shirt cost that the club should subsidize.
      5. 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.
      6. ACTION ITEM: Rachel will email Jean the shirts and costs of the shirt, Jean will then email current board to vote on new motion
      7. 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
  5. Treasurer’s Report
    1. Account Detail (as of July 28, 2004)
      1. Checking $26,086.02
      2. Savings $25,557.95
      3. Savings - Clubhouse $3,442.17
      4. Merrill Lynch $31,221.49 (as of June 30, 2004)
      5. Total Bank Accounts $86,307.63
    2. Marathon in the Parks $12,806.26
    3. Pikes Peek $5,743.47 (as of June 22, 2004)
    4. July Financial Information:
      1. The July financial statements indicate net income of $10,671.15
      2. Significant income was received from:
        • Pike's Peek $10,000.00
        • MITP $1,000.00
        • Membership Dues $5,315.00
      3. Significant expenses included:
          • Rundown $1,330.00
          • Payroll $1,327.46
          • Books for Experienced Marathoner Program $925.00
      4. Budget Items:
        1. 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
        2. 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.
        3. Providing club financial performance information the Web Site
          1. Club member asked Board to provide financial performance information, comparing budgeted and spent items, to be put on the Web site
          2. 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
          3. Jean noted that any club member who wants any financial information or budget can make a request to the Treasurer or the Club president
          4. 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
        4. MOTION: to accept Treasurer's report, Gary moved, Bill seconded, unanimous
      5. Apportionment/ Committee Reports
        1. No reports were available
      6. Unfinished Business
        1. Gift Certificate for Ed Shultze
          1. Ed Shultze lost his house in a fire
          2. Board members agreed that the money should come from Sunshine Fund, to give a gift certificate from Bed, Bath and Beyond, no motion required
        2. R&J Club team uniforms.
          1. 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
          2. 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
          3. For all the tops, the logo will be silk screened on the back and front, for the shorts, the club logo will be embroidered
        3. Review Action Items from July 1, 2004 board meeting.
          1. Apportionment Positions/Board Organizational Meeting: In progress (Jean to organize)
          2. 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
          3. 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
          4. Clydesdale/Athena Division: In progress, waiting until the next Pike's peek meeting
          5. 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
          6. RunScor Training Class: Phil is taking care of this, announcement will be forthcoming
          7. 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
          8. Club Brochure: In progress, Mary Foster's daughter still working on next version
          9. Contribution to MCRRC member going to Paralympics: In Progress: awaiting additional information
          10. 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          
      7. New Business
        1. New Member Night
          1. 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
          2. ACTION ITEM: Jean will arrange for a new member's night, with help from Mary, to notify Rundown, sending invitations to new members
        2. Triathlon Training Program
          1. Jean has received requests for a Triathlon training program under the auspices of the MCRRC, she is interested in coordinating this task,
          2. 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
          3. 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
          4. 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
          5. 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.
          6. ACTION ITEM: Craig offered to draft a statement of principle regarding triathlons and duathlon training within the club
        3. Use of MCRUN to advertise races
          1. 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
          2. Board noted that the club was not organizing teams for the race and that it is not a club-sponsored race
          3. 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
        4. Advertising RMS races
          1. 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
          2. 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
        5. Political activities at club events
          1. 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;
          2. 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
          3. 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.
        6. Summer Training Programs
          1. 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)
          2. Question arose at last Board meeting about the club policy regarding the fee structure for various club training programs
          3. Board reiterated the principle that beginning club programs do not charge fees, whereas intermediate and advanced programs should be more self-sufficient,
          4. 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.
          5. 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.
      8. Announcements
        1. None
      9. Closure
        1. Reviewed Action Items:
          1. 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
          2. New Member Night. Jean will arrange for a new member's night, with help from Mary, to notify Rundown, sending invitations to new members
          3. 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
          4. 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
          5. Motions Passed:
            1. 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
            2. 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
            3. 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                
        2. Next Board Meeting
          1. 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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