05/2002 Meeting Minutes

SRRC May Meeting Minutes
May 14, 2002

Present: Tim Butler, Rich Ginter, Ronda Schappaugh, Holly Dahlquist, Catherine O’Connor, Laura Ferris, Jim Fay, Cecil Withrow, and Katie McAfee

Absent: Steve Snyder

The meeting was called to order at 5:31 P.M.

Minutes from the April board meeting were reviewed. No corrections were made. Rich made a motion for approval. Motion was seconded per Jim. Minutes unanimously approved.

Jim presented the treasurer’s report. The balance as of 05/14/02 was $14,583.67. Rich made a motion to approve and Holly seconded it. Treasurer’s report was unanimously approved. The SRRC taxes will be completed by 05/15/02. Jim developed an invoice sheet that will now be submitted to all race directors for billing purposes.

It was noted that the last newsletter cost was $1,263.85. While the newsletter has improved greatly, ways to lower the cost were discussed. Only slight changes will be made.

President’s Report:

The race for the Bells 5K took place on 05/11/02 at 5 pm. The race had 143 registered with 135 finishers.

The AMA 5K race took place on 04/27/02. This race only had 92 finishers. The low turn out was probably due to the downpour of rain that occurred the entire morning of the race.

Abe’s Army is ready to begin. All dates and times have been established. Volunteers are needed for the Iron-Horse Triathlon. This event will take place on June 16, 2002. Volunteers are needed for the run portion of the race (transition/finish line/water stations/traffic patrol). Board Member Reports:

Laura again provided an inventory of the club’s equipment. A list of the equipment’s worth was given to Jim for tax purposes. An inventory checklist will be drafted for Laura to use when loaning out the club’s equipment to each race director. This will allow us to keep track of what equipment we have and who has it. Laura presented the club with insurance information regarding equipment coverage. Insurance can be purchased through the RRCA. The RRCA uses Diller- Smith from Indianapolis, IN. The quote that was given was $1.23 per $100.00 of equipment worth with a $500.00 deductible. This will approximately cost the club $100.00 per year. A motion was made by Ronda to accept the above quote. Jim seconded. The motion was unanimously approved.

The club will now carry equipment insurance.

New software for scoring races was purchased per Ronda at the RRCA national convention. The goal is to have the software ready by 07/17/02. On 07/17/02, during the Wednesday night track workout at the Springfield High School track, a simulated 1600-meter race will be run. This will allow the club to use the software prior to an actual race. A finish line workshop will also be given at that time for new volunteers.

Catherine continues to gather information in regard to developing a Race Management Policy and Procedure Manual. The guidelines developed would state what the policy/fees would be in assisting club runs, non-club runs, and the leasing of equipment. Tim provided the board with the policy that “CARA” has regarding their point series/races. Tim would like to have this policy in place by December 2002. Ronda attended the RRCA Convention in Norfolk, VA. A recap of the meeting and convention was provided. Ronda presented the membership cards that will be given to each member. Each club member will receive a membership card, which lists the discounts that the club can receive from area businesses. The cards and a letter will be mailed in the next week.

Old Business:

Katie will provide more information at the June Board Meeting regarding the selling of SRRC apparel.

New Business:

Rich stated that the club’s laptop is broken. Options were discussed regarding repairing the lap top (which is 3 years old) vs. purchasing a new computer. The cost of repairing the motherboard would be $649.00 plus tax and shipping. The cost of a new computer would be approximately $1,000.00. A 3rd option of doing nothing and not having a back up was also discussed. More information will be sought regarding the cost of purchasing a new computer. No action taken at this time. $50.00 is owed to “Novanis” for diagnosing the problem with the computer.

Please note that the June, July, and August board meeting will be held on the second Monday of the summer months at 7:00 pm. The location remains unchanged. The day needed to be changed due to the running of the Abe’s Army training group on Tuesdays.

The next board meeting will be held on Monday, June 10, 2002.

Meeting adjourned at 7:18 P.M.