08/14/2006 Meeting Minutes

SRRC August Meeting Minutes
August 14, 2006
Springfield Road Runners Board Meeting
Springfield YMCA
August 14, 2006

Members Present: Jim Cinotto, Carol O’Connor, Jim Dahlquist, Arlee Grimsley, Nyle Robinson, Barb Bonansinga, Matt Lamsargis, Chuck Costello, Mike Boyd
Not Present: Derek Dexheimer
Guests: Tim Butler & Brian Reardon

The meeting was called to order at 5:36. Jim D. made a motion to accept the notes from 7/10/06, it was seconded and the motion carried.

Mike Boyd gave the Treasurer’s report to the board. The Scholarship Fund is low after the Club awarded two scholarships in early August. As of 08/14/06, the Financial Statement showed the balance in the Club’s account as $36,124.04. The balance in August of 2005 was $25,215, almost $11,000 less than the current balance. This figure included money from the Women’s Distance Festival and reimbursement from St. John’s for Abe’s Army t-shirts from last season. Mike will look into possibly changing banks to take advantage of higher interest rates on the large balance in the checking account. Mike stated the Club took in approximately $5,000 from the Parade Run of which $2,500 was from sponsorship. Title sponsor Carlburg Graphics donated all the shirts for the race. There is still $1,500 – $2,000 to be reimbursed to the Women’s Distance Festival. Nyle made a motion to accept the Treasurer’s report, Matt seconded and the motion carried.

Tim Butler and Tim McCaughey (not present) are co-directors of the next Lincoln Memorial Run. They want to bring the 13.1-mile race into the city. Tim has met with the Mayor of Springfield, the police, and the city’s Convention and Visitor’s Bureau, and all are agreeable to running the race thru the city. St John’s is planning to sponsor the race as well as provide the location for packet pick-up, start/finish line and post race events. Tim hopes to make this a “destination” race by 2009 for the Lincoln bicentennial celebration. It would include chip timing, mylar blankets, medals, an expo at Prairie Heart Center, and an interactive web site with online registration. Tim wants a professional photographer to capture runners as they pass local sites. The date for the half-marathon for next year would be March 31st. The planned route is tough and would take runners past the Presidential Library, through Lincoln Home National Historic neighborhood, Oak Ridge Cemetery, and Washington Park among other major sites. The five-mile race would no longer be held. The Club needs to help recruit volunteers for the event. For instance, there are 96 intersections on the proposed route and there should be at least one volunteer at each one. The entry fee may need to be raised to $30 for SRRC members and $35 for all others with race day registration increased to $40. Approximately 500 signed up to race both races last year. St John’s will sponsor the race and would like to begin advertising in Chicago, St. Louis, Peoria and Indy; Brian plans to take a regional approach to increase participation. The Half-Wits will again begin training in January – Nyle plans to start promoting the Half-Wits and the ½ marathon race beginning with the October newsletter. There was concern that members are not volunteering for the Club’s races so the same people continue to help. Tim B. believes the community such as neighborhood associations and schools will get involved and provide volunteers. Matt suggested contacting the Honor Society coordinators at local schools so students can volunteer to receive their needed community hours. Jim C. expressed concern that the race will lack leadership after a few years and fall apart. Tim stated he didn’t feel that should be a concern. He believes the Club would step up and take over if it became necessary. Jim D. wants to be sure the volunteers are taken care of by providing t-shirts, giving recognition, having a pre-race party and entrance into the post race events. Barb wondered whether there was a plan to coordinate the volunteers. Tim stated he was working on having various people in charge of different aspects of the event. The date of March 31st was discussed. Tim stated that this weekend appears to be the best choice but the date will need to be moved to accommodate Easter two out of the next five years. Jim D. made a motion to move the location of the ½ marathon to downtown and eliminate the 5-mile race and Barb seconded it. The motion carried.

Chuck gave an update on the faulty computer. He stated the problem wasn’t the battery but the power supply cord but he has not been able to locate the computer. It is difficult to know where the computer/equipment is at any given time. Arlee made a motion to buy a new computer, Mike seconded it and the motion carried. The board determined that the purchase should not exceed $1,000. If it is more expensive, the board will need to be contacted to make the decision to purchase it. Chuck will look into what computer to buy as well as the repairing of the hand held finisher clocks that Tom Cooper said were broken.

Barb discussed the Monster Mash. The date is February 9th at Northfield Center which will hold 400+ people. Bill Rodgers is scheduled to speak at the banquet and Dan Adair/Sportscare is sponsoring his visit that is expected to cost approximately $3,000 plus travel expenses. Barb thought it might be good to have a photographer there to take member’s picture with Bill. There will be limited seating at the banquet so Barb wants members to make reservations. There will be a charge for non-members to attend. Single memberships will only permit one person into the banquet; family members who are not part of a family membership will be charged. The September social is at Sammy’s Sports Bar Saturday the 23rd. The October social scheduled for Maldaner’s will need to be revised. Barb thought maybe members could meet and walk thru the Jaycee’s Haunted House instead and then decide where to meet afterward. The social scheduled for November will be at Indigo and December is at the Corkscrew.

Matt has scheduled the Race Director’s meeting for Wednesday 10/18 in the Carnegie Room of Lincoln Library at 6:00 p.m. Nyle will put the meeting information in the September newsletter.

Gary Chatham wants help from the club to put on the Oct. 14 Race for Lymphoma this year. Gary no longer lives in Illinois and has already determined not to direct the race next year and without assistance the race will probably need to be cancelled this year. Nyle has not received an application yet, so the Illinois Valley Relay Race in Winchester may be promoted in the newsletter if a director has not been determined as of the September 11 Board Meeting. Jim C. discussed the current advertising rates and whether they should be adjusted. The circulation of the newsletter has doubled in recent years and members discussed raising the rates since advertisers are now reaching so many more households. It was decided to discuss again at the next meeting. The Petersburg Harvest Fest 10K is scheduled for September 16, the same day as the Shoreline Classic in Decatur.

Chuck made a motion to adjourn the meeting and Jim D. seconded it. The meeting adjourned at 6:52 PM. The next meeting is scheduled for Monday, September 11 at 5:30 PM at the YMCA.