05/12/08 Meeting Minutes

SRRC Board Meeting – Monday, May 12, 2008

SRRC Board Meeting – Monday, May 12, 2008

Location: YMCA Board room

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

Barb Bonansinga presented minutes of April 14, 2008 minutes. Minutes were reviewed and approved by the Board.

Brent Leach presented the treasurer’s report for period from beginning of year to current balance. The starting balance for 2008 was $29,605 and currently is around $19,000. This does not include the Lincoln Memorial Half Marathon’s account. Tim Butler was suppose to deliver a final financial report at this meeting but got called away to work and will report out next month or via e-mail to the board. Over $4,500 was collected in Abe’s Army registrations in the period from April 15 through May 12, 2008. We are on pace financially where we’ve been this time last year. Barb asked that Brent consider having the finance committee start to meet now that tax season is over. Brent said he’d be available 2-3 weeks from now. Jim Cinotto suggested the committee include past and future (potential) treasurers.

Board reports – Barb said she wanted to explore having the greatest emphasis on SRRC points races on the web and in the news letter while allowing information on area races as well.

Jim Cinotto reported the college scholarship application deadline is this week and so far he’d received only one but normally they arrive last minute. We have money to present three. Jim would like to establish a Springfield Road Runners Club Hall of Fame that would include outstanding runners, club volunteers, etc. and he’d like to get a group of former Presidents together to start working on it. Some minimum criteria might include a minimum of 10 years participation in SRRC, board participation, race director, etc. Eventually the Hall of Famers would be announced at our annual meeting and be posted on our website. The idea was well supported by the board.

Susan Helm tabled her request for requesting awards for the Children’s Fun Run to the June meeting. She also brought up a request to have the club purchase indoor/outdoor folding tables that would collapse to be used at club sponsored races. The board voted to purchase 8. Jan and Susan will make the purchase.

Mary Rogers reported that membership has been busy. SRRC has 1,228 members as of May 11, 2008. Mary proposed that we need to look into automating our membership database. Chuck Costello is going to attempt to assist Mary with this project. She proposed giving four SRRC memberships as door prizes for both the Parade Run and the Women’s Distance Festival. The board approved the idea.

Chuck Costello has erased over 1,000 junk e-mails from the SRRC e-mail box. He is going to check and see if there is any way to reduce this problem.

Anne Baker said the May newsletter would be hitting homes this week. We have two new advertisers.

Barb said more businesses are interested in advertising on our website and newsletter. She feels the board needs to address the business side of it, the issue of “endorsing” a business. Brent is going to check into this. Barb brought up fundraising and charity work and requests to promote them. Lori and Anne get requests as well.

Jan Wilson discussed attending the RRCA convention and how helpful it was for networking. She distributed an RRCA insurance quiz and asked that everyone complete them prior to next month’s meeting. She said we’re not the only club experiencing problems with insurance. Jan distributed the Women’s Distance Festival budget. The travel store made $131 at the Fat Ass 5K. We currently have around 400 corporals and privates and 100 sergeants registered for Abe’s Army 2008. Jan got a request from Bruce Bennett from the Shoreline Classic race (Decatur) that we consider creating an informal training for his race, similar to Frost Toes. Jan is seeking someone to lead it. The next points series race is at Havana. Jan proposed to accept the Women’s’ Distance Festival budget as offered. It was accepted and approved.

Barb expressed concern about getting race results from out of town races to be forwarded to Jim Ruppert (SJR). She reminded everybody about the SRRC bowling social. She announced that Ann Gaffigan made the Olympic trials and is an SRRC lifetime member. She is sponsored by New Balance. Barb is checking on her availability to run the Lincoln Memorial Half Marathon next year. She also asked the board if SRRC would be willing to be one of her sponsors with a possible donation of $1,000. The motion was approved and will be explored with her. Barb reported that tag timing went well at the Lincoln Half. It will be used for Abe’s Amble and the Parade Run. She and Jan attended a workshop on the subject at the convention. She thinks it’s time to consider it for our local points races, particularly with ones having 300 or more runners. This technology opens the door for our race directors no longer having to be data entry people. One way is to purchase the computers (2), mats and enough chips based on the races you wanted to cover. You recover the costs in your entry fees. You charge more for the people who prefer paper applications vs. online ones. It was also suggested we rent this equipment to other clubs as a way to make money. Training is minimal. The technology will continue to change and we will have to plan for it. We will need to get some specific costs. It was determined that we’d like a presentation and written proposal from the company.

The meeting was adjourned at 7:25 p.m.

Respectfully submitted,

Susan Helm

Secretary