January 11, 2010

Present:  President Barb Bonansinga, Brent Leach, Jim Cinotto, Holly Dahlquist, Melanie Reynolds, Maria Ansley, Mary Rogers, and Linda Jones

Absent:  Susan Helm and Anne Baker

Meeting called to order by President Barb Bonansinga at 5:40 PM. 

Barb and the board wish to offer condolences to Susan Helm and her family for the recent passing of her sister. 

Barb respectfully thanked each member of the board for their hard work and dedication that was offered through out the past year, particularly those who are not returning to the board in 2010. 

Barb would like to have a social gathering for the 2009 and 2010 board.  Mary offered to host the event.  A date will be determined.

Praises were also given to Barb for being President for the past two years.  Her dedication and hard work were noted and greatly appreciated. 

Susan took minutes at the December meeting in Holly’s absence.  Those minutes were unavailable with Susan’s absence at this meeting.  Barb will contact Susan regarding the December minutes.  Approval will be taken via e-mail.  

Brent Leach presented the financial report.  The total cash balance is $34,201.00, with $6,690.06 being in the Lincoln Memorial Half Marathon account.  Subtracting this amount leaves an operating fund balance of $27,511.05.  The loan balance is currently $14,889.73.  Jim made a motion to approve the January financial report.  Linda seconded.  Unanimously approved.

Mary reported that the Club had 1,467 members as of 12/31/09.  370 members have already renewed their 2010 membership.  The 2009 scholarship fund raised $762.00.  The 2010 scholarship fund currently has $127.00.  Members are encouraged to renew their memberships on-line and there will be a paper application available at Monster Mash.  Members renewing by 1/23/10 will be placed into a drawing at Monster Mash for one free entry into an SRRC race for 2010.

Melanie apologized to those that registered on-line for the upcoming awards banquet.  The transaction fees were inadvertently added to the final cost of the event.  These fees are usually added into the stated cost.  Melanie stated that nothing can be done at this point and she again wishes to apologize to the board and club members.

A tag-timing chairperson is being sought and it was discussed whether this leader should become a board member.  It was decided however, to treat this person as a director instead of a formal board member.  The chairperson will work closely with the directors as an additional resource person along with a tag-timing committee.

The special events position was also discussed.  The nominating committee is recommending that the special event person work more closely with each race director.  A separate person might also be sought with the planning of the annual awards banquet.  No action taken at this time.

Linda presented a tentative 2010 race calendar.  The Heroes Run for Hope will not take place in 2010 and the Jingle Bell 5K has been removed from the points series.  The Brian McMillen 5K run director would like to be on the points series circuit but their race weekend conflicts with the Passavant 5K/10K.  Linda will propose that they reschedule their race to the weekend after Veteran’s Day to be eligible for our points series.  The Bob Goldman Scholastic Challenge and Steamboat are both scheduled for June 19^th, 2010.  The race day conflict cannot be helped this year so both races will be allowed on the points series for the same day.  With this conflict and the removal of two races, the points series criteria will be determined at the next meeting.  Linda made a motion for the board to accept the tentative 2010 race schedule with the changes noted above.  The Brian McMillen 5K will be accepted in the points series pending a change in their date.  Mary seconded the motion.  Unanimously approved. 

Melanie provided an update regarding the upcoming awards banquet.  Barry House will be the guest speaker.  A $100.00 donation will be made to Relay for Life in Barry’s name in honor of his speaking services.  

Three of the points series winners did not know about the volunteer commitment that is required to receive that award.  The information is not posted on the web site nor is it in the newsletter.  All three will be accepted as the winners of their age groups since the information was not readily available.  The information will be posted correctly in the future.

Holly will research the race stats on the two nominated most-improved females to help determine a winner. 

Maria made a motion for the Club to approve Susan to attend the Association of Running Event Directors meeting which will be held on 2/6/2010 in Park Ridge, Illinois.  The fee to attend is $59.00.  Linda seconded the motion.  Unanimously approved. 

Madalyn Draper has shown an interest in maintaining the points series calculations. 

Barb states that the Hall of Fame recipients will be finalized this week.

Meeting adjourned at 7:01 PM.

President Barb Bonansinga, Brent Leach, Mary Rogers, Jim Cinotto, Holly Dahlquist, Maria Ansley, Allyson Strauch, Susan Helm, and Linda Jones.

Absent: Anne Baker and Melanie Reynolds.

Guest: Derek Dexheimer

Meeting called to order by President Barb Bonansinga at 5:41 PM. The June board meeting minutes were reviewed previously via e-mail. Linda made a motion to approve the June meeting minutes. Seconded per Mary. Unanimously approved.

Brent Leach presented the financial report. The total cash balance is $38,934.74 with $6,740.06 being in the Lincoln Memorial Half Marathon account. The current Abe’s Army revenue totals $33,230.87, which includes the Club’s membership fee.

The scholarship donations currently total $385.00. This amount will remain separate from the membership tally. The Women’s Distance Festival will be donating $1,500 to the Girls on the Run program. The Women’s Distance Festival had 481 finishers and 200 children in the children’s run. This was the first year that there was a $5.00 fee for the children’s race.

Total Club revenue for this event should be approximately $5,000.00-$6,000.00. The Lincoln Memorial account is down from last month’s $10,582.56. This was thought to be down due to more advertising dollars invested in 2009 with the bicentennial celebration.

Tim Butler will be asked to attend the August board meeting to review the 2009 Lincoln Memorial Half Marathon.

Linda made a motion to approve the July financial report. Mary seconded.

Points series coordinator Derek Dexheimer attended this evening’s meeting to discuss the trouble that he is encountering with the points series. Derek has not been receiving the results in Excel which is needed to calculate the results. The Women’s Distance Festival is actually the only race that has sent results to Derek. Derek also placed calls to all race directors and hopes that the points series can be tabulated within the next week.

Derek also wished to address the board as a representative of the Springfield Running Center. Derek requests the opportunity to have packet pickup at the Running Center when feasible. The store is much larger since the move and he hopes that they could accommodate all races with packet pickup. Information will be provided to the race directors.

Mary reported the current membership data as of July 28th, 2009. Currently the Club has 1,359 members.

Mary currently has to use two data bases (Access and GetMeRegistered) when inputting membership information. She wishes to merge the information from Access and only use GetMeRegistered. Approval was given to merge the information if possible.

Barb presented the graphic art work that Anne Baker provided for our Tag Timing tags. The tags will be ready by Frostbite.

Barb recognized and applauded the following people for their hard work and contribution to the Club:

Susan Helm, along with Maria Ansley, Melanie Reynolds, and Allyson Strauch, for their hard work on a very successful Women’s Distance Run

Anne Baker for her hard work in developing the logo for the Tag Timing Tags.

All Abe’s Army committee coordinators, leaders, and participants.

Katie McAfee for another very successful Sizzling Mile and for all her weekly dedication with the Wednesday night “Back on Track with KT Mac”.

Lance Cull and Kevin Milward for the enthusiasm and energy they are bringing to the Fair Parade Run.

Anne Armitage for all the hard work with the Abe’s Amble 10K

The dedication that each board member provides in making our Club a success.

Barb provided an update regarding the tag timing system. The system is slightly more complex then imagined and will take some time to learn the program. Kevin Jandt with End Result will be assisting the Club as we continue the learning process. Mr. Jandt will be assisting us (for a fee) when using the tag timing system for the Parade Run and Abe’s Amble.

Barb states that a laptop computer needs to be purchased and used just for scoring. Susan made a motion for the following purchases: $600.00-$800.00 to be spent on a laptop computer, $300.00 to be spent on scoring software, and $260.00 to be spent on tag timing supplies. Motion seconded per Holly. Unanimously approved.

Linda provided an overview on Abe’s Army. Overall, participation remains high. The practice 10K will be held on Monday, August 3rd.

Climate-controlled storage is still being sought for the tag timing system. The facility needs to have electricity so that the equipment can be charged continuously. An inventory equipment list will be developed with the move.

Linda reported that the Memorial Burn Unit 5K race was held two weeks ago. Co-newsletter editor Allyson was the overall women’s winner. The event had 278 participants and raised $8,500. Our equipment was rented for this event.

Linda reported that “The Pass It On 5K Relay” will be this weekend and they are renting our equipment. Linda is currently working on the 2010 race calendar. She hopes to have the calendar finalized by October 1st, 2009.

Linda stated that the Sizzling Mile had another successful year. The event had 115 finishers and every runner in heat 9 ran under a five-minute mile. Praise again was given to Katie for directing this event.

Mary stated that the RRCA was requesting a copy of our roster. Upon submitting the roster, the RRCA would send each household a free 3-month issue of a running club magazine. Mary voiced concerns as to whether the RRCA would be selling the data information. She is going to contact the RRCA regarding this matter. The Club might be interested but further information is needed.

Holly discussed the upcoming 2009 Triple Crown. The rules were reviewed and updated. Approval was given to continue this event.

Brent states that he needs the number of weekly hours that each board member spends while working on club/board activities. This information should be e-mailed to him.

The next board meeting will be Tuesday, August 11th, 2009 at 5:30. The second Monday of the month board meeting will resume in September with the completion of Abe’s Army.

Meeting adjourned at 7:04 PM.

Guest: Barb Manson

Meeting called to order by President Barb Bonasinga at 5:35 PM. February board meeting minutes were distributed. Anne made a motion to approve the February meeting minutes.Seconded per Linda Jones. Unanimously approved.

Brent Leach presented the financial report. The total cash balance is $23,725.70 with $13,968.08 being in the Lincoln Memorial Half Marathon account. The club made its first payment on the $20,000 loan that was borrowed to cover the expense of the Tag Timing system. The balance of the loan is currently $19,493.90. Holly made a motion to approve the March financial report. Anne seconded.

Barb reintroduced and again welcomed the 2009 board members.
Mary reported the current membership data as of March, 2009. Currently, the club has 692 members. Mary states that the on-line registration is going well and that those members who have not renewed their 2009 membership will be receiving their last newsletter in March.

The Lincoln Memorial Half Marathon currently has over 500 registrants with 20 states being represented.

Emily was recognized for doing an outstanding job on another successful Monster Mash.

Anne Gaffigan’s speech from Monster Mash is posted on hardybreed.com. Anne will also post on the SRRC website.

Barb distributed a Conflict-of-Interest Policy statement to all board members. These forms were reviewed and signed by each board member and returned to Barb. The statement acknowledges that board members will not act in their own personal interest or in the interest of others, but solely in the interest of the SRRC.

Barb Manson was present to discuss the current needs of the traveling store. Barb M. also presented the “13.1 half marathon” socks that will be sold at the Lincoln Memorial Half Marathon. Barb M. is requesting that a volunteer ad be placed in the newsletter to assist with the store along with a survey seeking information on what runners would like to see at the traveling store this summer.
Barb M. is currently searching for new vendors that sell racing singlets. She reiterated that the traveling store cannot be at packet pick-up when a retail store is involved for the location of packet pick-up. Race directors will be made aware of this issue. Barb M. is aware that a limit will be set as to when items should be replenished. She added that she needs to reorder caps/visors as they were the number one seller last summer. It was noted that the winter clothing did not sell as well as the summer attire.

Linda stated that the certificate of liability was received and that the city police are aware of 2009 race dates.

Linda presented a generalized fee structure handout so that the board could make a comparison as to how much it generally costs to run our races annually. This form will make the directors aware as to what the club should be charging for our races.  A lengthy discussion was held and no clear recommendations were achieved at this time. Linda will continue to revise the form which covers a base fee and a tag fee. She will also add insurance fees, along with other major costs. Once finalized, a template will be given to all directors so that they will have a general idea as to what items cost.

Linda presented a policy for the “Club Fees for Racing Equipment and Race Marketing”. The policy was reviewed, corrections made, and it will be presented to all race directors who are interested in renting our equipment.

Diana Nevitt has graciously offered to lead Abe’s Army this year. She will be in charge of the new recruits that meet in Lincoln Park. Other leaders are still needed to lead the advanced group at the fairgrounds. Abe’s Army will be meeting this year on Monday nights instead of Tuesday nights. The official start date will be June 1st. AthletiCare will be made aware of the changes.

An Abe’s Army organization meeting will be held on March 18th at Susan Helm’s house. Last year’s committee will be invited to attend this meeting. On-line registration and a paper application will again be offered. The Abe’s Army committee should keep in mind the club’s low current balance when considering 2009 expenses.
Maria and Allyson did a fantastic job on the newsletter, which sports a new layout and design. The newsletter will continue to feature more personal/success stories. The birthday section has been eliminated. The scholarship application will be placed in the next newsletter. Allyson and Maria are seeking sponsorship for the newsletter. They hope to offer on-line products/promotions along with products from the Springfield Running Center. A proposed agreement will be used when securing sponsorship.

The Lincoln Memorial Half Marathon is scheduled for April 4th. The SRRC, Abe’s Army and the traveling store would like to have a presence at the Lincoln Memorial expo. Susan will look into securing a booth for this event.

It was mentioned that Moxo was featured in the State Journal-Register this past week. Three club members could be seen in the photo. Meeting adjourned at 7:12 p.m.

Holly Dahlquist

Addendum to March Meeting Minutes when reviewed at the April 12th Meeting

Barb Bonansinga wished to make clear that it is not a board policy that race directors must have packet pick-up at a non-retail outlet to accommodate the traveling store. This was only a suggestion made by Barb Manson who runs the traveling store.

Present: President Barb Bonansinga, Brent Leach, Chuck Costello, Susan Helm, Emily Klockenga, Mary Rogers, Jim Cinotto, Anne Baker
Absent:

Guests:Jen Gardner and Linda Jones
Meeting called to order by President Barb Bonansinga at 5:35 p.m. December board minutes were distributed and approved.
Brent Leach reviewed the financial report. The current balance is $29,407 with $12,000 in the Lincoln Memorial Half Marathon account for a total of $46,058.48. Brent reviewed the traveling store inventory report. He also reviewed the budgets for overall club budgets for the last three years and a proposed budget for 2009. He noted our membership dues are up for a variety of reasons.
He has received a budget for Frostbite 2009 and is expecting budgets from the other SRRC-owned races prior to spending.
He added $1,000 to previous budgets for equipment rental and advertising website and newsletter income. He put $10,000 in the budget as a down payment for a possible new timing system. Brent asked the board to review the budget and an e-mail vote would be taken prior to the new board taking over. Brent made a motion to change the registered agent (files annual report) from Jim Dahlquist to Brent Leach. Motion passed.
Barb Bonansinga introduced Linda Jones, guest, who is a board candidate for Race Director Liaison.
Jen Gardner, representing the Heroes for Hope race, is interested in having it become an SRRC-owned or point’s race. It’s a 5-mile race that occurred in October and is going into its 2nd year. A lot of its success depended on sponsorship. The race is a fundraiser for leukemia research. The first year attracted over 100 runners/walkers. They made $2,300. The board had a discussion about affiliated races, point’s races and club-owned races. Brent said he thought Jen would be more interested in being an affiliated and points race vs. owned by the club. Barb said we need greater clarification on races and what each means.
Mary Rogers reported that she has made Barb Bonansinga accessible to our getmeregistered database. As of the board meeting, 374 members have registered for 2009. She is currently working on an SRRC membership brochure to be ready for Monster Mash that will have the race schedule on it and membership information that will be available for race directors. She’d like to have St. John’s print them. Mary would like to see every SRRC owned race application have the membership opportunity be available on it . Mary has requested a table at Monster Mash for membership input.
Emily Klockenga and Barb B. met regarding Monster Mash and all the awards that need to be ordered. There was a discussion about the final point’s series winners and also the website (new/temporary and old). The points winners will be posted very soon. The most improved male and female runners were discussed and voted on. The back slider award was discussed and voted on. Medals were ordered for the participants (minimum number of race participants). It was announced that Maria Ansley is going to take pictures at the event.
Anne Baker presented the new SRRC web site. Eventually it will return to srrc.net vs. sprrc.net.The board approved purchasing a $200 gift certificate for Dan Billingsley from Hardy Breed to thank him for helping set up our website.  Video can be posted on the homepage.  It’s still a work in progress.  The next push in our newsletter and website will be the Lincoln Memorial Half Marathon.  The next newsletter will be the January/February issue. 

Barb brought up tag timing and asked for discussion.  She feels it’s a step in the right direction and time for the club to consider making this significant purchase.  End results will come to LMH no matter what and might, if we purchase, be in more of a training mode during that race.  We need to get a solid group of volunteers committed to being trained and working our races.  Linda Jones suggested race directors learn the system by helping time another race other than their own.  We need to promote tag timing training.  We may want to consider creating a chair of tag timing, at least for the first year.  Brent has looked into financing – possibly financing 2/3rds of the amount over 3 years.  Brent made a motion to purchase the tag timing purchase for about $30,000 with 1/3^rd down and finance 2/3rds over 3 years with the possibility of paying it off early.  The motion passed.  Brent suggested tag timing be promoted at Monster Mash.

Barb reviewed the race calendar and the point’s series.  Jim Cinotto discussed keeping the points races – 9 for points and 10 for participation and 2 for volunteer. 

Kudos to Holly Dahlquist on her coordination of the Triple Crown contest.  It was well received.

Chuck Costello will chair the SRRC nominating committee as Vice Chair.  Nyle Robinson and Bill Owens have agreed to be on the committee. 

Susan Helm made a motion to change the current policy of having non-SRRC races pay $1.50/runner for use of our equipment and instead pay $250 (nonrefundable) for use of any and all equipment plus $250 (refundable) for use of our clock which would be refunded if returned in working condition.  This $250 fee would include marketing that particular race in our newsletter our website in a special area designated for those races.  If a race only wanted marketing support, the charge would be $100.  All payments would be made prior to using the equipment or appearing on our website or newsletter.  The motion was approved by the board and will start for the 2009 race season.  Any exceptions for paying this charge must be approved by the board.

The SRRC traveling store was discussed and Barb Manson has been asked to attend the next board meeting.

Barb B. announced the recipients of the SRRC scholarships.

The board adjourned at 8:35 p.m.

Present:  President Barb Bonansinga, Brent Leach, Chuck Costello, Susan Helm, Emily Klockenga, Mary Rogers, Jim Cinotto, Anne Baker

Absent:  Lori Milkent

Meeting called to order by President Barb Bonansinga at 6:00 p.m.  The November 10, 2008 Board Meeting Minutes were reviewed, updated and approved by the Board.

Brent Leach presented the financial report.  Our cash balance for the operating account is $30,602.61 or $42,948.27, including proceeds from the Lincoln Memorial Half Marathon which has its own separate bank account.  Frostbite receipts and expenses are not finalized yet.  The financial report was approved.

Barb announced that the Frostbite Festival was highly successful.  She thought Linda Jones and Nancy Sutzer, co-race directors, did an excellent job.  She also sent get well wishes to Barry House, the #1 Frost Toe.

Emily Klockenga discussed the outcome of the recent socials starting with the Cold Duck Thanksgiving event.  Participants enjoyed the fire, drinks and food.  Scott Leopold is offering another social at his home in Petersburg.  Tim Butler had over 400 people attend his neighbor association’s fundraising event which immediately followed Frostbite.  Monster Mash will be the January Social (the 24^th).  Awards are being ordered soon.  We need to finalize the race calendar soon so it can be approved at Monster Mash and the magnet calendar created.  Congratulations to Bill Davis and all the Memphis Marathoners for finishing.

Anne Baker announced the newsletter is going to the printer tomorrow.  The new SRRC website is under construction and will go live in the next couple of weeks.  Brent suggested we publicize the new website.  This will be done after the new one is up and running.  Our target date is January 1^st.  We are probably going to have another SRRC race directors meeting after the holidays.  Communication with the non-SRRC race directors may occur by e-mail only or through a meeting, either of which will occur following the holiday.

Jim Cinotto presented information on the proposed SRRC Hall of Fame.  It honors excellence in both
running and volunteer contributions to the running community by long-time club members.  A member must have attained master runner status (at least 40 years of age) and have a minimum of ten years as a club member.  Members will be honored for a superior running career which brings recognition to the member and the club, significant club administration, volunteerism, coaching, or race administration.  Hall of Fame members have earned the respect of the club membership.  They serve as positive role models for club members and present a favorable image to the non-running community. The nominating committee consists of the current SRRC president, past SRRC presidents and current Hall of Fame members.  The SRRC past president chairs the nominating committee.  The nominating
committee may select up to two nominees per year. Hall of Fame members are inducted into the Hall of Fame at the annual Monster Mash.  Hall of Fame members receive a plaque honoring their induction and a biography of each member appears in a special Hall of Fame section of the club’s website.

There were three nominations and the final vote was made.  The motion carried.  Barb thanks Jim for his hard work.

The board decided that all SRRC-owned races will be certified or re-certified if necessary for the 2009 race season.  This expense will be covered by the club.

Barb reminded everyone that they are invited to attend a presentation on tag timing this Wednesday at 5:30 at Ray La Hood’s office.

Mary Rogers shared that a nomination was received for “Most Improved Female Runner”.

The meeting adjourned at 7:45 p.m.

Respectfully submitted,

Susan Helm

Secretary

Present: Chuck Costello, Jr., Brent Leach, Susan Helm, Barb Bonansinga, Emily Klockenga, Jim Cinotto, Anne Baker

Absent: Lori Milkent and Mary Rogers (Excused)

The October 14, 2008 SRRC board meeting minutes were approved.

Brent Leach distributed the travelling store inventory report created by Barb Manson. It was reviewed and approved. The Treasurer’s report was distributed and approved and we have a current balance of $42,075.47.

Committee reports: Jim Cinotto discussed establishing an SRRC Hall of Fame. He’d like to pursue the idea with a committee of past presidents. Members of the Hall of Fame would have a separate listing on our website, including portrait, bio, records, accomplishments and contributions to the club. Brent and Susan Helm had no committee reports.

Barb Bonansinga discussed the SRRC website and the fact that it continues to be plagued with problems of being “down”. Anne Baker feels we definitely need to have more control over the site and should consider a different server. Chuck is unclear when our cycle begins and ends with the current company/server. We paid our most recent bill about a year ago. The board discussed the need to not have the domain name changed. Barb announced she and Anne are still seeking a replacement newsletter editor.

Barb also announced the results of the pre-race director’s meeting. The actual race director’s meeting will be held November 19th and all SRRC owned race directors and board members are invited to attend. Area race directors (affiliate races) will have a separate training most likely in December. Fees, budget, etc. will all be discussed at this meeting. The SRRC race standards document is currently posted on “google docs” to be reviewed by all race directors. Brent Leach brought up the issue of raising money for other causes during our races, which, according to him, hurts our tax-exempt status. We are not a fundraising arm for other organizations. A tag timing presentation/demo has been offered to SRRC. It might be in conjunction with the Frost Bite race on December 7th. Barb announced if the date works out, she would like to see board members attend the demonstration. Brent requested information on the cost. The company is currently available to run the Lincoln Half, Abe’s Amble and Parade Race next year in case we don’t purchase the equipment from them yet.

Holly Dahlquist made a proposal through Barb on the Triple Crown winners for special recognition and awards. She would like to provide an SRRC membership, one reserved table at Monster Mash, reduced fee in Lincoln Memorial Half and ??. The board suggested instead considering ordering trophies or medals.

Jim Cinotto created a letter to the members that reminds them about their volunteer obligations, particularly if they are “in the hunt” for winning the points races. It will be posted on our website and sent to the nominees. Emily and Barb met to discuss ordering awards for Monster Mash and also the cost of a DJ. Emily has a friend who is in the floral business and wants permission to have some centerpieces as well. There will be tables for the Travelling store, Lincoln Memorial Half and other races as well as the opportunity to review your SRRC membership online. Emily announced she will present a PowerPoint presentation on Springfield area high school running and lead up to our featured speaker, Anne Gaffigan. It was announced that Katie Mac will have her end of the year Wednesday night track part at Dublin Pub on November 22nd. Emily would like to have Springfield Scene magazine cover the Monster Mash. The bar will open from 5 to 6. Brent gave Emily a breakdown of last year’s expenses.

The meeting was adjourned at ?

Respectfully submitted,

Susan Helm
Secretary

Present: Chuck Costello, Jr., Brent Leach, Susan Helm, Barb Bonansinga, Emily Klockenga, Jim Cinotto
Absent: Lori Myers, Mary Rogers and Anne Baker (Excused)
The September 8, 2008 SRRC board meeting minutes were approved.

The Treasurer’s report was distributed and approved and we have a current balance of $32,522.11.  There is $10,190.45 in the Lincoln Memorial Half Marathon Fund.  There is a total fund balance of $44,712.56 ($2,000 reimbursement check still with Tim Butler and hasn’t been placed in his race account yet.)  There were lots of Abe’s Amble transactions in this time period and not many expenses.  We made a $1,000 donation to Big Brother/Big Sister from the Abe’s Amble race profits.  We’ve already paid the biggest expense for the Frost Bite race which is the wind shirts and have not seem much in the way of income yet (still early).

Committee reports:  Per Chuck Costello, the website issues we’ve been having lately are unrelated to each other.  Right now it’s been corrected but we’re still getting 200-250 spam e-mail each day.  Emily Klockenga talked about a November social – a possible cross country meet at Lincoln Park.  She was looking at November 8th or November 16th.  Several members already involved in cross country have offered to help.  It would follow the regular c.c. season so student athletes could participate.  We would probably need to look into additional insurance.  Emily was going to confirm which date was best so Barb could file for additional insurance. There is the Cold Duck race on Thanksgiving Day.  Kelly Fox wants to know if her race at Mt. Zion could be posted on our website.  Emily wants to create a race calendar for 2009 and include club member photos as a possible club fundraiser.  She is going to check into it.  Brent asked her obtain an estimate on the cost of producing such a calendar.  She also enquired about hiring a DJ for Monster Mash.

Susan Helm revealed the final accounting of the Women’s Distance Festival which made over $5,000.  She asked the board to make a donation to Girl’s on the Run of $2,000 which includes a $255 donation already made by individual participants in a check-off on their race form.  The motion was approved.  The board decided in the future donations like this will be included in a race’s budget and approved ahead of time.

Barb Bonansinga needs to order safety pins for our races, including for this year’s Frost Bite.  Tim Butler has agreed to chair the pre-meeting for the race director’s meeting already scheduled for November 19th.  Derrick has volunteered to host the race director’s meeting at the Running Center on November 19th.  Board members are also encouraged to attend.  This first one will only include SRRC owned race directors.  Barb announced we need to vote on next year’s race schedule prior to the end of this year so another race magnet can be produced.  She also announced that certain area races in their second year are requesting consideration to become a points race.  Finally, Derrick wants to become more involved with sponsorship of all SRRC owned races, possibly with in-kind merchandise.  He will be making a proposal.

Anne Baker and Lori Milkint again have expressed the desire to enhance the website since it’s becoming the club’s main communication tool.  It would include some changing and updating and a format more like the Hardy Breed website (Word Press – free and customizable).  It will be discussed more at the next meting.  Our domain name expires at the end off the year.  There was discussion of hiring a web designer.  Following web site change comments, it was determined that a vote on potential changes would occur at the next meeting.

The board briefly discussed tag timing and reserving dates for renting it but the company wants us to just purchase the equipment.  Barb will try to get the company to come to a board meeting and make a proposal.

The meeting was adjourned at 7:05 p.m.

Respectfully submitted,

Susan Helm
Secretary

Present: Mary Rogers, Chuck Costello, Jr., Brent Leach, Susan Helm, Barb Bonansinga, Emily Klockenga, Jim Cinotto

Absent: Lori Milkint and Anne Baker (Excused)

The August 11, 2008 SRRC board meeting minutes were approved with revisions.

The Treasurer’s report was distributed and we have a current balance of $43,101.33. WE received more fees from Women’s Distance Festival, Parade Run and Abe’s Amble. Year to date, we still have a positive income of $2,600. The Abe’s Amble race directors think all expenses and receipts will be reconciled by the next meeting. The majority of their expenses have been paid. The Treasurer’s report was approved.

Committee reports: Emily Klockenga has the contract from Pam for the Monster Mash annual meeting to be held Saturday, January 29th. There was talk of charging a fee for the bar and/or meal. The might mean having an early business meeting that would not require a charge. Emily moved the annual picnic to Tom Madonia Park because Lincoln Park wouldn’t let us start any earlier than 4:30. The date is September 27th. Emily asked permission to rent an inflatable game for the children. It was suggested we have a donation of $5/person or $10/family for the picnic. Ann Gaffigan will be the keynote speaker for Monster Mash and we will pay her travel expenses.

Chuck Costello stated our web mail has been updated. Our spam has been reduced. Barb, Anne and Lori are interested in changing the look of the website and making it more user friendly. The current template does not allow for this.

Mary Rogers brought up a proposal to use getmeregistered vs. ACCESS to main membership records. This would make it much easier for the membership chair – much cleaner, accurate information. She would like another volunteer (board member or non-board member) to be trained as her back-up. This person would need to be IT savvy. Chuck agreed to be the back-up person. She talked to Derrick about the 10% discount card that is offered to members at the Springfield Running Center. Derrick said he’ll honor the 10% discount based on a person’s word. WE will still allow people to register with paper through the mail. Mary would like to incentivize people to register online at no extra cost – possibly consider a drawing for one $50 gift certificate to the SRRC Traveling Store. In the next year we would analyze the cost of being a member and consider changing the fee. We will continue to wait the online registration fee itself. The motion passed. Mary will create a membership brochure.

Susan Helm would like to make a presentation for a donation to Girls on the Run from Women’s Distance Festival at the next board meeting. Brent Leach and Jim Cinotto had no reports.

Barb asked all board members to consider their future and whether or not they want to stay on the board. The nominating committee will start to meet soon.

There was much discussion about the fee structure for supporting other races – equipment rental, website, newsletter, insurance, etc. Susan will check on what other clubs are doing in regards to equipment rental outside of their own races.

Mary brought up the Halloween Hustle (formerly sponsored by the Springfield Trail Blazers) race/fun run. The organizers want to borrow some SRRC equipment and would like $300 returned to them from the monies they ran through our treasury last year. It’s more of a social than a race. Mary is on the planning committee. They have a lot of sponsors already and don’t necessary need money. Mary proposed we refund their $300 profit from last year, have them no longer run their account through us, make another donation of $200 and have it not be an SRRC event. We will not be a sponsor. We will loan them equipment.

Barb wants to choose a date for the annual race director’s meeting. She’s asking for board members to attend as well. Race budgets will be required prior to spending. Online registration will be strongly encouraged. There will be an ongoing lunch meeting for past, present and future race directors. Tag timing will still be in discussion.

The meeting adjourned at 7:25 p.m.

Respectfully submitted,

Susan Helm

Secretary

Present: Barb Bonansinga, Susan Helm, Brent Leach, Jim Cinotto, Chuck Costello, Jr., Anne Baker

Absent: Jan Wilson, Emily Klockenga, Lori Milkint and Mary Rogers (excused)

Barb Bonansinga announced that Jan Wilson is retiring from the SRRC board effective immediately. Barb thanked her for her hard work and dedication with Abe’s Army and as race director liaison on the board. She will remain an SRRC member. Barb is responsible for replacing her.

The June board minutes were approved. The minutes of the July board meeting were approved once the ending treasury balance was added.

The Treasurer’s report was distributed by Brent Leach. We have a current balance of $46,461, including the Lincoln Half Marathon account. Year-to-date net income is approximately $6,000. We still have major expenses for Abe’s Amble and the SRRC Picnic that are not included in this amount. Brent reminded everybody that if race directors are accepting scholarship donations for not-for-profit organizations, they need to notify the treasurer so that race proceeds are properly allocated. Brent reminded the Board that race directors need to present budgets so they can be approved by the Board prior to spending.

Committee Reports: Anne Baker had no report. She’s working on the September newsletter issue. It will include lots of photos. Chuck had no report. He’s going to clean up the club’s e-mails. They discussed the website support company and possibly redesigning our website. Jim Cinotto had no report. Brent had no additional report. Susan Helm had no report and will present the final WDF report at the next meeting. Mary Rogers has additional cash and checks to give to Brent from the Parade Run. Chip timing went well at the Parade Run. Great job to Mary and Marcia for co-directing the Parade Run. Emily sent an e-mail regarding upcoming socials and the picnic. Anne Gaffigan has offered to be the keynote speaker for the Monster Mash. The picnic is tentatively scheduled for September 13^th…..waiting word from Lincoln Park and the Park District. We will be charging this year. Emily continues to use “constant contact” to update members on socials and races and it works well.

Barb offered to have a second finance committee meeting. She would like to attend it as well. She will offer some dates. Jim offered to have Mike Boyd, former treasurer, participate as well. Barb needs the laptop for Abe’s Amble.

Susan offered to coordinate a race operations committee. She will send out an e-mail to the board and past and present race directors.

Meeting adjourned at 6:15 p.m.

Respectfully submitted,

Susan Helm

Secretary

Location: YMCA Board room

Present: Jan Wilson, Anne Baker, Chuck Costello, Jr., Mary Rogers, Susan Helm, Jim Cinotto, Emily Klockenga

Absent (excused): Brent Leach, Lori Milkint

The minutes of the June meeting were reviewed but not approved. Barb Bonansinga wanted to wait until she was certain Brent Leach had a chance to review them. Lori Milkint has resumed website responsibility. Brent Leach is out of town on work assignment. Some questions were raised about deposits and handling of check writing in his absence.

The treasurer’s report was presented and approved. The ending balance was $46,461, including the Lincoln Half Marathon.

Jim Cinotto had no report. Susan Helm had no report but thanked everyone on the board for their support of the Women’s Distance Festival. Chuck Costello had no report. Mary Rogers announced that there were 1,219 members as of today, July 14, 2008. She also presented SRRC notecards to the board which anybody could use when corresponding when others outside the organization. She presented a written proposal to eliminate our Access database and just handle everything online. She’s recommending discontinuing use of the Access database to manage SRRC membership data and utilize the online registration program offered by Get Me Registered. She’s suggesting making it official January 1, 2009. To our members, there will be no difference. We’ll just be pushing online application more but still accepting paper applications. She suggested we accept new applications or renewals at Monster Mash. Barb suggested this idea be discussed at the next SRRC Finance Committee meeting. Barb wants Mary to determine who else has access to the data and what if there’s a server failure. The issue will be discussed again at the August board meeting.

Anne Baker said the next newsletter went to the printer today. She’s hoping to get more on schedule in the future. Some race results have been difficult to manage. Susan raised the idea of discontinuing publishing race results, particularly when they are months later and have already been posted on our website. Consideration was given to creating a survey to get our member’s feelings on the subject both via the newsletter and website.

Emily Klockenga reported the Slider’s game (SRRC July social) is this Friday. The Sizzling Mile is July 24^th which will be followed by a social at the Corner Pub. A golf outing is scheduled for August 2^nd at Long Bridge at 3 p.m. She’s starting to work on the annual picnic in September to be combined with a softball game. Barb suggested we look at charging for the meal – single and family price. It was suggested we look at charging for the main meat and then look at a potluck. Emily is looking for venues. She is using “constant contact” to remind people about SRRC events and races. It costs $15/month. Currently she’s been using it as a trial. It allows communication to our membership between newsletter issues as e-mail blasts. The board agreed to approve this expenditure until we will bridge to Get Me Registered in January.

Jan Wilson presented the results of the RRCA insurance quiz. This information will be shared with our SRRC owned race directors. We have three printers. Tim Butler prefers the one that Mary Rogers normally uses. We need to look at recycling the poor one. The question is whether or not we need a back-up printer. It is just used for our races only. The clock that was damaged at the Magnificent Mile cost $153.80 to ship to California. It is going to cost $205 to repair and $50-$75 to return it. This will include the cost of a new battery. Jan got a request from a woman in Athens who is going to have a race and wants to be listed on our website. Discussion begun on marketing our races on other area club’s websites.

Barb said issues were raised between Abe’s Army and Abe’s Amble regarding walkers vs. runners. It was suggested to survey the current Abe’s Army walkers to get their input about walking a separates vs. same course. If they kept the same course, they would probably start after the runners.

Barb presented the SRRC’s “bike to work” efforts.

The meeting adjourned at 7:25 p.m.

Respectfully submitted,

Susan Helm

Secretary

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