01/12/09 Meeting Minutes

January 12, 2009 SRRC Board Meeting

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.