09/2008 Board Meeting Minutes

SRRC Board meeting – September 8 2008

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