Montgomery County Road Runners Club

Minutes of Board of Directors Meeting

Meeting of April 29, 2004

 

Called to order: 7:10 pm 

Present: Jean Arthur, Marty Horan, Gary Resnick, Bill Riggs, Craig Roodenburg, Cathy Blessing, Janet Newburgh

Invited Guests: Lyman Jordan

Minutes Prepared by:  Gary Resnick, Secretary 

  1. Review Agenda
    1. added team building to New Business
    2. added discussion of Board member responsibilities to Apportionment/Committee Reports
 
  1. Review Current MCRRC Calendar
    1. Cabin John Cross-Country May 1
    2. Kids on the Run May 22
    3. Sue Wen Run Saturday May 29

 

  1. Minutes of the Previous Board Meeting
    1. Error in dates noted for Firebird Mile (minutes incorrectly stated May 15 rather than April 15) and Pike’s Peek (minutes incorrectly stated May 25th rather than April 15th).
    2. Firebird mile policy will be revisited
      1. A question arose as to why the Firebird's web page could not contain a weblink to one of the sponsors (Galyans).  Currently the club’s policy is not to allow commercial advertising on its web pages.  This will be discussed in terms of overall club policy in New Business (see item #8).
    3. Minutes approved, unanimous.
 
  1. Business Involving Invited Guest
    1. Club Apparel
      1. Lyman discussed arrangement with R&J: we have struggled with having a reliable source of club clothing, R&J will set aside space in their inventory tracking for us, as long as a club member keeps tabs on the inventory to make sure we have enough, R&J do not want any back stock and thus will give us enough rack space (plus counter space for polo shirts). Lyman gave the following information:
        • we can have multiple styles and colors, whatever will fit on a rack, R&J thinks it will require an ongoing investment of about $1,000
        • they will sell the clothing at R&J's dealer cost, will hope that club member traffic will increase sales
      2. Jean raised the issue of the club having to pay to maintain inventory, we have no good way of determining what to order, so we end up having lots of clothing left, we put money in and we are not getting it back
      3. another method is that R&J would embroider/silk screen whatever is on the racks, which means we do not need to maintain inventory
      4. Lyman suggested that one advantage of having club inventory is that it would attract new members who visit the store and that even if new inventory has different styles it should not change too dramatically
      5. One suggestion: Lyman's plan to be done on a trial basis
      6. Another suggestion: a hybrid approach, whereby have some items available to be embroidered, put some of these on display, plus purchase a small inventory for rack space, R& J would show samples of items, perhaps restricting to colors so there is a club "look" but we don't have the expense of club stock
      7. Lyman said he is willing to get his approach (club clothing inventory) going and to champion the plan, Marty suggested that others in the club may be willing to take it over
      8. Discussion then centered around how much the club’s initial investment would be.  Lyman suggested that it may only require $600 initially and that he would work on keeping track of the inventory, and to publicize club clothing
      9. issue: someone has to get club members to go out to R&J to purchase the club clothing, we should not underestimate the amount of work involved
      10. suggestion: have a small scale pilot with some measurable indicator of success, over a limited period of time
      11. According to Lyman, R&J recommended the inventory approach should be tried for a year
      12. Lyman said he will get more information about the brands that sell, the types of clothing that should be ordered, etc.
      13. it was also noted that the club should be prepared to lose their initial investment otherwise we should not do this, and it was also noted that this year's club budget does not have a lot of extra money to lose
      14. another suggestion: launch the embroidery program first rather than starting with inventory, see how that goes for a limited period of time and then move into inventory, this did not gain much support among Board members
      15. break even point would be where gross sales equals the cost of the base inventory
      16. MOTION: Authorize $600 for base inventory to Lyman to get the R&J approach to inventory started, and commit to a one year trial period wherein we will refresh that initial inventory at least monthly and determine if at the end of year the gross sales of club clothing is not equal to the amount invested (or put it in positive), Craig and Cathy moved, Marty seconded, 6 in favor, one abstention and 1 not in favor, PASSED
    2. Equipment Requests
      1. Lyman proposes that the club buy a Cushion Load Platform Truck. He argued:
        • key members hauling equipment are getting injured or are at risk of injury
        • there are RMS jobs where one cannot get a vehicle close to the equipment
        • the item in question is well made, with an removable handle
      2. Disadvantages of this piece of equipment are:
        • pneumatic tires may be a problem due to flats
        • it would be important to know how much it weighs as it may pose a burden for volunteers using it if it is too heavy, and
        • the amount of room it would occupy in storage and in a van
      3. MOTION (Janet): Defer this issue for another meeting pending further information (e.g., weight of truck, size, does it fit on a ramp for a truck, pneumatic tires vs. solid?), seconded by Bill, 6 in favor, 2 against. PASSED
      4. currently year budget for new equipment is $2,000 and we don't know of any additional costs yet, but we also have not looked at all of the club’s upcoming equipment needs
      5. straw vote taken: no one was unequivocally opposed, the issue was that there are too many questions
      6. Lyman also proposed that the club consider buying the following: an ultralite aluminum "truss" for finish/start line banners and/or a cold-air inflatable banner (of the type used at the Marine Corps Marathon).  The advantages of this equipment are:
        • cold-air banner is easy to move, but not clear how much they cost
        • the existing club truss is heavy and difficult to work with, as a result is used less and less, so if we had one that was easier to work with it would see more use
      7. Lyman offered to get more information on cost, types, etc. and will report back to the Board
 
  1. Treasurer's Report
    1. Account Detail (as of April 27)
      1. Checking $4,642.81
      2. Savings $15,540.23
      3. Savings - Clubhouse $3,448
      4. Merrill Lynch $31,206.30
      5. Total Bank Accounts $46,546.81
      6. Marathon in the Parks: $5323.52
      7. Pikes Peek (as of April 23, 2004): $46,059.91
    2. April Financial Information:
      1. Net income of $6,150 is not real income but is a transfer to the Merrill Lynch account
      2. Income from membership dues received of $3,020 and from First Time Marathoners Program is $1,400
      3. Significant expenses included postage ($1,500) Pike's Peek Entries for SDP ($1,830), RD awards ($1,786.87), RMS advances ($800) and Intervals ($712.90).
      4. Christina noted that we appear to be approaching our budget for Intervals
      5. With two races we have exceeded our annual budget for team programs
      6. Christina having trouble identifying some transactions, esp. prepaid postage account
      7. ACTION ITEM: Christina will explore cost of having an audit done
    3. John Sissala’s credit limit for his Pike’s Peak card was increased last year to $3,000 but he needs a higher limit for expenditures incurred for this race, MOTION: Increase John Sissala's Bank of America credit card (Account #4798 0900 0017 8789) limit to $10,000 (Jean), Second (Bill), PASSED unanimous
    4. Policy on Financial Contributions
      1. within the past few days Jean received a number of requests, many from individuals, and the club typically contributes to the city, etc. but there is no club policy defining how decisions are made
      2. suggestion: contribution should be given to someone in Montgomery County, and should be running related
      3. issue: whether to give to individuals or just to organizations
      4. suggestion: that the club should give to organizations where there is an impact, with impact defined as promoting running in the larger community
      5. suggestion: for individuals, we have a page on the web site publicizing individual club members' fundraising/charity efforts to allow members to make contributions (e.g., "Fundraising Corner")
      6. suggestion: individual requests be posted for a limited period of time
      7. MOTION (Craig): Cash contributions should normally be limited to Montgomery county organizations involved in promoting running. Cash contributions may be made to individuals only under extraordinary circumstances, Bill seconds, unanimous in favor
      8. ACTION ITEM: Craig will investigate the viability of having on its website a Fundraising Corner, available only to members, listing their name, email address or a member's web site link, the event the member is participating and the charity for which donations are solicited,
    5. Internet Banking
      1. Jean asked if the club can pay some of its bills via internet banking, whether this makes sense for the Treasurer
      2. ACTION ITEM: Christina said she will investigate this issue
 
  1. Apportionment/Committee Reports
    1. Craig distributed a list generated from last year's Board of potential functions for individual members
    2. ACTION ITEM: Board members should look at the list of apportionment and send any edits or suggestions by the next Board meeting
 
  1. Unfinished Business
      1. None
 
  1. New Business
    1. Halloween Young Run
      1. proposal that it have its own account like Marathon in the Park and Pikes Peek
      2. this makes sense because of errors in the past with deposits and checks whereby money incurred for the run are not deducted from race expenses but instead are put into the main club account, and that deposits are not always properly credited to the race
      3. MOTION (Jean): That Halloween Young Run create its separate accounts, with board members still signing checks, passed unanimously
    2. Awards Dinner
      1. we need to book a place quickly, looking for January 22
      2. we need to attract more members, last year we had 99 attendees
      3. ACTION ITEM: Board will take up the discussion on MCBoard
    3. Volunteer Picnic
      1. June 20 is the date and it will be held at the same place as last year, Bohrer Park in Gaithersburg
      2. we want to get more people to attend, Jean would like to pursue some of the offers made by individuals, such as square dancing
      3. ACTION: Jean will investigate expanding the club's social calendar
    4. Clydesdale Running Group
      1. Jean read a suggestion by a member to have a Clydesdale/Athena division in the Championship Series (both road and cross-country)
      2. suggestion: put out a request on MCRUN asking how many people will likely participate
      3. ACTION ITEM: Janet will send out a query to MCRUN about initiating a Clydesdale/Athena division
    5. Web Site name change:
      1. Richard Stukey suggested that MCRRC.ORG is not the easiest to remember, for new and prospective members, and that perhaps we should change the name to MCRUN
      2. it would be set up so as not to conflict with the email listserv
      3. we could set it up as just a pointer to the website so we can keep MCRRC.ORG as well as MCRUN
      4. MOTION (Jean): the Board recommend investigating adding a new domain name of MCRUN, which will be our primary domain name (while also keeping MCRRC), passed unanimous
      5. ACTION ITEM: Jean will investigate the feasibility of using MCRUN.ORG and to check on MCRUN.COM
    6. WebMaster
      1. we have a new webmaster, Pam Clark
      2. Linda will work with Pam on transition and will provide backup
    7. Team Development
      1. USATF is pushing club team competitions, e.g. Akron Ohio Marathon club team competition, and a club team cross-country championship
      2. Suggestion: club should consider grooming a team to compete in these various national championships
      3. issue of who would pay for team to travel, cost of team fees, team uniforms, etc.
      4. notion of having a "Varsity" team in which members train together and some members "make the cut" while others do not
      5. criteria are set for making the team
      6. Jim Whitnah has indicated interest in coordinating a club national team
      7. Suggestion: have a qualifying event that determines who makes the team, with some wild cards
      8. ACTION ITEM: Jean will investigate how other clubs do this concept, she will talk to Team Leaders
      9. it was noted that we are not reducing options for club members to compete in the regular team events, just that we would offer something to the top runners
      10. suggestion is that it is funded from separate team fund-raising events or activities
      11. having an elite club team would also bring recognition and pride to the club in general but that it would not take away from the club's focus on wider participation in most club events
      12. this should be vehicle for getting publicity in the community, so that we would work with team successes so that it becomes publicity for the club
      13. ACTION ITEM: Jean will research the possibility of having a national-level club team to participate in national competitions, she will talk to Jim Whitnah
    8. Policy for links to commercial sponsors
      1. our policy in the past is to not have commercial sponsor links on our web site, we only link to non-profit organizations, however for specific races there are links to a commercial sponsor site in some races, such as Pike's Peak (separate web sites)
      2. we might be closing ourselves off to potential revenue sources, but we need a consistent approach to marketing the club or club events
      3. the Board will continue this discussion
      4. ACTION ITEM: Bill Riggs of the Sponsorship Committee will look into commercial links
    9. Equipment Committee
      1. Janet wanted to know what are our equipment needs
      2. we may have equipment that needs replacement
      3. the club has an ongoing need for an Equipment Manager, but we have not been able to locate someone to take on this job
      4. ACTION ITEM: Janet will talk to the people familiar with our equipment needs, such as RMS, Race Directors
    10. Parks Liaison and Issues
      1. there are sometimes Parks issues that would require club liaison
      2. Fred Carson volunteered to serve as the liaison, talking with Parks people about club issues
    11. Member List
      1. we have an enormous file that is difficult to use
      2. need to get a membership file printed
      3. the club is currently pursuing improvements to the club database; a first priority would be to design a usable report, but we do have a membership directory available that can be printed, even if data may not be accurate
 
  1. Announcements
      1. None
 
  1. Closure
    1. Reviewed Action Items:
      1. Christina will explore cost of having an audit done.
      2. Craig will investigate the viability of having on its website a Fundraising Corner, available only to members, listing their name, email address or a member's web site link, the event the member is participating and the charity for which donations are solicited.
      3. Christina will investigate the use of internet banking for club bill-paying
      4. Board will take up the discussion on MCBoard as to how to increase attendance at the annual awards dinner.
      5. Jean will investigate expanding the club's social calendar, particularly for more frequent, small-group activities, as well as increasing attendance at the larger club functions, including the Volunteer Picnic, Holiday Party, and Awards Dinner.
      6. Janet will send out a query to MCRUN about initiating a Clydesdale/Athena division.
      7. Jean will investigate the feasibility of using MCRUN.ORG and to check on MCRUN.COM to make sure it is not already taken
      8. Jean will investigate how other clubs develop, setup a national competitive team, and she will talk to club Team Coordinators
      9. Bill Riggs (of the Sponsorship Committee) will look into commercial links on club websites and make recommendations to the Board
      10. Janet will talk to the people familiar with our equipment needs, such as RMS, Race Directors, and develop a list of those needs as well as priorities for equipment purchase/repair
      11. Board members should look at the list of apportionment developed by Craig and send any edits or suggestions by the next Board meeting
    2. Motions Passed:
      1. Club Clothing: Authorize $600 for base inventory to Lyman to get the R&J approach to inventory started, and commit to a one year trial period wherein we will refresh that initial inventory at least monthly and determine if at end of year the gross sales of club clothing is not equal to the amount invested (or put it in positive), Craig and Cathy moved, Marty seconded, 6 in favor, one abstention and 1 not in favor.
      2. Cushion Wheeled Truck: defer purchase pending further information (e.g., weight of truck, size, does it fit on a ramp for a truck, pneumatic tires vs. solid), Janet moved, seconded by Bill, 6 in favor, 2 against.
      3. Credit limit for John Sissala’s Pike’s Peak credit card will be increased to $10,000, Jean moved, Bill seconded, unanimous.
      4. Policy on Financial Contributions: Cash contributions should normally be limited to Montgomery county organizations involved in promoting running. Cash contributions may be made to individuals only under extraordinary circumstances, moved by Craig, Bill seconds, unanimous.
      5. Halloween Young Run Finances: That Halloween Young Run create its separate accounts, with board members still signing checks, moved by Jean, seconded by Bill, passed unanimous.
      6. Club Web Domain Name: the Board recommend investigating adding a new domain name of MCRUN, which will be our primary domain name (while also keeping MCRRC), moved by Jean, Bill seconds, passed unanimous.
    3. Next Board Meeting: The next meeting is June 3, 2004, at 6:30 PM at 101 Maryland Avenue, Rockville. Cathy Blessing volunteered to bring food.
 

Meeting adjourned at 10:15 PM. 
 

Minutes were approved June 15, 2004