03/09/09 Meeting Minutes

March 9, 2009
Present: President Barb Bonansinga, Brent Leach, Mary Rogers, Jim Cinotto, Anne Baker, Holly Dahlquist, Maria Ansley, Allyson Strauch, Susan Helm, and Linda Jones.
Absent:Emily Klockenga

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.