SRRC Board of Directors Meeting 02/11/2025
I.  Call to Order/Roll Call
The meeting commenced at 5:51 p.m. at Prairie State Bank & Trust.
The following directors were present, constituting a quorum: Heather Sharpe, Bryan Glass, Bronwyn Leach, Jon Valuck, Vanessa Williams, Jon Popovich, Rexann Whorton, Nancy Ferguson, Teresa Pisula, Holly Dahlquist, Scott Leopold, Sarah Sagmoen, Kenzie Anderson
All new board members signed a conflict-of-interest form.

II.  Officer/Director Reports
A.  Secretary's Report (Vanessa):
The minutes from the last meeting were circulated in advance of the meeting via FB group for review.
Bryan moved to approve the minutes, Scott seconded the motion, approved by unanimous vote.

B.  Treasurer's Report (Jon V):
The balance sheet as of 02/11/2025 was circulated at the meeting for review showing the following account balances:
	Total: $145,383.55
	Lincoln Half: $88,506.16
	Operating: $1,376.41
	Petty Cash: $0.00
	CD: $40,000.00
	Savings: $15,500.98
	Other Current Assets: $0.00
The profit and loss statement for 01/01-02/11/2025 was circulated at the meeting for review:
	Total Income: $30,983.00
	Total Expenses: $18,385.13
	Net Income: $12,597.87
Bryan moved to approve the report, Bronwyn seconded the motion, approved by unanimous vote.
The cost of porta-potties has increased by $50 to $146 per month. Cost of storage unit is also increasing by $5

C.  Membership Report (Jon P):
Total of 308 members as of 02/11/2025, breakdown as follows:
Individual/Adult – 148
Family – 157
Hall of Fame – 19
Student/Youth – 1
Able to work with RunSignUp to reinstate Hall of Fame membership accounts and make them not expire

D.  Special Programs Report (Teresa):  
Bunn Run (2/6) – Was very fun. Tour was good.
Mardi Gras Run (3/4) – Collab w/ SRC. Tracy to get prizes. Asics vendor to be present with $50 off shoes. Proposed budget of $100 for King Cake and other supplies. Bryan moved to approve the proposal, Holly seconded the motion, approved by unanimous vote.
Pi Day Eve Run (3/13) – Collab between Halfwits and Meredith.

E.  Other Reports: 
Newsletter (Rexann) – See below.

Website (Holly) – No report.

III.  Race Director Reports
A.  Lincoln Presidential Half Marathon (Randi/Brookelyn): 
Currently have discount until 2/12. Changed after-party to old state capital, both inside and outside. No alcohol there. Bloom wine bar to take drink tickets. Currently registered at ~1200, plan to cap at ~1700.

B.  Women’s Distance Festival (Carrie/Melissa): No report.

C.  Parade Run (John Stearns/Carrie): No report.

D.  Abe's Amble (Heather): No report.

E.  Frostbite Festival (Kristina): Still need wrap-up session.

IV.  Program Director Reports
A.  Abe’s Army 10K/5K (Meredith):
Plan on opening registration in March.

B.  Speed Work (Scott L): No report.

C.  Half Wits (Teresa P/Reier):
Going well. Possibly bringing back after-part for volunteers and HalfWits participants ~1 week after race – more to come.

D.  Frost Toes (Scott L/Travis): No report.

E.  Triple Crown Challenge & Mini Challenge (Holly): No report.

F.  50K Throwdown (Heather): No report.

V.  OLD BUSINESS
A.  Annual Meeting:
Well attended. ~125 members present. Possible change in venue/food with possible plan for speaker as this next year is the start of the 50th year as a club. Possibly compile/recreate club history from previous newsletters and newspaper articles

B.  Destination Race 2025:
Several options were thrown out for this year, including Christmas in July (Chicago, IL), Soldier Field 10M (Chicago, IL), Des Moines Marathon, Prairie State Half, Mo Cowbell (10/5), Tunneled Hill (11/2), Indy Monumental; Board agreed on selecting Mo Cowbell for this year’s destination race. Subcommittee to be created to help plan destination race club events.
Anniversary Races to consider for future races: 2026 – Indy Mini; 2027 – Detroit Free Press

C.  2025 Point Series & Participation Series:
Participation Series – Requests that each race director export the volunteer list from RunSignUp. Export data table to Google Docs w/ link for members to view in real-time. No self-reporting this year. Participation points breakdown = board member 20, race director 25, HalfWits/Speed Work/Abe’s Army leaders 10, club race 15, race volunteer 10 (only 1 per race), destination race 15, training run 1, Cold Duck 10, Annual Banquet 10, Socials. Award levels = bronze 125-174, silver 175-224, gold ≥225 (guaranteed to at least 5 club members). Jon P to send out full document of updates on FB board page after meeting.
Point Series – All members will be included on Google Docs sheet. For age categories, will be winner for every category if there is at least 1 person and if ties all will get award. Only for overall and masters will have ties broken with age-grade and other options. Will award half points for shorter races. Age group for the year set as age on date of Lincoln Half.

D.  RRCA Convention (April 24-27 in Minneapolis, MN)
Plan for Bronwyn and Heather to attend. Proposed budget for 2 people of $2500 for registration, hotel, car rental, race, and food. Will need items to take for silent auction. Bryan moved to approve the proposal, Jon P seconded the motion, approved by unanimous vote.

E.  High School Runners of the Year:
Ceremony on 1/26 was well attended and went well.

F.  2Run7 Gear:
Reports of shop lacking, so Holly will remove from website at this time. Plan to getting new order together later in run up to destination race.

VI.  New Business
A.  Upcoming Socials Proposal: See above.

B.  News Briefs & Newsletter:
Newsletter items due in by Feb 26th.

C.  Canva Usage:
Newsletter creation to switch to Canva. Can get free premium account as 501c 3e  Road Runner Club of America DBA Springfield Road Runners Club.

D. 2025 Board Meeting Schedule:
Plan for 2nd Tuesday of every month, possibly not December depending on other events.

E.  Other:
Before next meeting, need to review by-laws to see if revisions are needed. Next year, possibly no routine paper mailings.
We need to get new member sign made as one used at annual meeting is worn.
Need to re-discuss other options for sign in at training runs vs QR codes due to long wait lines.

Bronwyn moved to adjourn the meeting, Heather seconded the motion, approved by unanimous vote. The meeting was adjourned at 7:51 p.m.
The next board meeting will be on Tuesday, March 11, 2024, at 5:45 p.m.