Successes

Logistics (30 mins)

1. July race (Scott Kukel, Dave Cook, David Rothenburger)
   1. Kids race – yes, we’ll have a kid’s race.
   2. Vols - short right now, but Stephanie has sent out an email.
   3. Vol of the month  – Dailey family for their help over the past few races.
   4. Mark DeBord of Denver South BCOR – fitness classes donating a free month & will bring a tent & bagels.
   5. Van – battery is dead.  Dave Cook will look at it.
2. Aug TS – Need RD – Deb & Dave Cunningham.  Karen Voss may assist.
3. Nov TS – Ric Robinette will direct w/ Kevin Downing.
4. MTS (Dave Cunningham,)
   1. Very few apps so far.
   2. Dave Cunningham connecting with Erin at SolePepper Sports.  Subsequent to the meeting we found out that SolePepper was sold to Runner’s Roost.
   3. Bonnie brought up Road Runner Sports as a sponsor.  They’re right at the course & seemed interested.  Janet is contact for Dave. 
   4. Hats – $8 each for ~100 caps.  Given to people entering 2 of 3 races, as prizes to winners, as raffle prizes.  Ordering from Gear-n-Up.
5. Scoring – Brian is ready to train another person or two – Dave Cunningham & Adam Lee will assist.
6. Treasurer’s Report – No treasurer’s report this month. 
7. Track – Scott
   1. All city stadium or East HS.  Need to charge us something.   Suggested $25/month ($175 for summer).  Possibly work on this for next year. 
8. Race Committee (Bob Basse, Heather Reddy, David Rothenburger, Dave Cook, Mike Quispe)
   1. Waterton – closed after August.  Need new location for Sat, Oct 2.  Looking at the East-West trail from Coyote Creek Elementary school (Douglas Cty).
   2. Stone House alternatives for 2011 – Race committee will revisit after July TS.
   3. Bonnie talk to Janet Fairs to make sure permits are in order for upcoming races.

2010 club goal – Runnin’Fun:  (10 mins)

• Run n’ Fun:  Let’s meet in front of the Goodson Rec Center at 6:00 on Monday 7/26.  We can do a run on the Highline and end up at the Mellow Mushroom (2154 E Commons Ave,  Centennial, CO 80122) here by the library for pizza and beer.   The board approved the event with a move to Monday night to avoid competition with other social running groups. 

Membership (10 mins) – Eric - Nothing new to report.

Marketing and PR    (10 mins) – Kevin, Aurora, Dave C 

• Giveaways – Deb didn’t look at items Holly suggested.  Looking for small item to give away to members & include with new membership letters.  Deb will look at items Holly suggested.
• PR – Aurora.  Article in the competitor was pushed off until August.  5280 Best Of… changed focus, so we could not compete in the new categories.  Aurora will work on promoting MTS next.
• Colorado Runner should have put our ad in their latest issue.  It’s not in – we’re not sure why.  Thought we had a free ad because of including our club in the mailing list.  Deb to follow-up.
• Facebook friends leveled out at 325.  Aurora suggested a campaign to get to 400 or 500 by the MTS.  Kevin, Aurora & Dave to discuss strategy.

Constitution – (5 mins) –  Deb 

• Public Comments – Suggest we also email club members about changes.  The board addressed this concern by asking to update the constitution to read ‘electonic medium’.

• Vote – unanimous approval of changes.  Deb to post.

Succession planning (5 mins) – Deb

• Deb will be stepping down as President for next year.  Need a replacement.
• Doug & Bonnie will also step down from the board.
• Ideas for new board members – We have three suggested names.  Deb & Stephanie will connect with these individuals to see if they’re interested in stepping up their involvement with the club.

Attendees:  Deb Cunningham, Doug Smith, Kevin Downing, Holly Whelan, Stephanie Struble, Bob Basse, Bonnie Keefe, Leslie Mitchell, Mike Quispe, Eric Greene, Dave Cunningham, David Rothenburger, Adam Lee

Successes & Issues: (5 mins)

• Scoring transition – Yes, the scores were able to handle the May race. 
• 114 people at May race.  
• Email routing from website – fixed.
• Tax form completed by Leslie.

Logistics (40 mins)

1. June race: 
   1. Pancakes
      1. Griddle – Deb rented the griddle
      2. Stephanie will get the food.   She’ll take inventory at the office, puchase what’s neded. Food Last year had 150 runners (50^th).  Plan for same this year
2. 3 long chutes if we have enough volunteers.
3. Kids race – 1/4 mile out at the most.  Doug will set up.
4. Vols:  Stephanie will follow-up with AIR’s Kelly.
5. Vol of the month – Brian Bergevin for taking over scoring.  Brian will score the June race, with Brad LaBarry’s help.  After that, he’ll train Adam Lee and Dave Cunningham.
6. Felix Lopez – 7.25 hrs YTD.   The board agreed to place Felix at the 30 hour mark so he’ll get an end of year volunteer award.  He just sent the scoring handbook.
7. Equipment – Doug
   1. Sold big clocks to BB.  Clocks are up there.  Doug will follow-up on the need for an invoice for the $150  purchase price.  
8. PO Box /  Apps / Checks – Deb, Leslie, Doug.  Working out well.
9. MTS Dave Cunningham, Eric, Doug, Dave Cook
   1. MTS – updated app is printed
   2. Distribution – Kevin printed apps.  Distributed to board members to take to stores.
10. Treasurer’s Report – Leslie.   Nothing out of the ordinary.  Space Age income continues to decline.  Membership dues income is up.  Rent is higher, but utilities and phone expense is down.
11. 1. Donation to Heritage athletic program – $100 mailed to Steve Shelton?  Yes.  Donation made.
12. Race Committee (Bob Basse, Heather Reddy, David Rothenburger, Dave Cook, Mike Quispe)
    1. Stone House – charging $2/head + $25.  Worth $265 to run there?  The committee agreed that the Stone House price is too expensive.  We’ll run there this year and then look for an alternative.  Bob , David and Mike will check out alternatives from Adam Feerst and Ric Robinette.
    2. We also need alternate locations because other venues are likely to raise prices.
    3. Bonnie was contacted by Waterton Canyon.  They’re doing construction in September, so may not be ready for us to run there in October.  Bonnie hopes to hear by the end of the week.

2010 club goal – Runnin’Fun:  (10 mins)

• Is this working?  Continue?  Yes, continue for the time being.
• June 8.  Wash Park w/ Tues night group, followed by dinner at Downing St Grill. 20% discount.   Kevin will send eBlast.  Deb add to race day announcements.
• Goodson on the Highline and ending up at one of the venues at Streets at Southglenn.  Holly will work on for a Tuesday night in July.

Membership (5 mins) – Eric

 Eric needs another small item to mail out to new members.  Tattoos are almost gone.  The board asked Holly to check with her contact, Steven about window decals, magnets, bumper stickers.

Eric asked who to send list of non-renewing members to – send to Deb.

People who do not supply an email address are a fact of life.  We won’t pursue getting one.

• Marketing and PR    (10 mins) – Kevin, Aurora, Dave C

 Facebook page has 300 followers.  Not as much activity as we’d like, but it’s a good start.

• Constitution – (15 mins) –  Deb
  • Revise sections for lack of newsletter  – attachment in email
  • Requires public comment period of 30 days before effective.
  • Board agreed with Deb’s proposed changes.  Deb will post on the home page.  Kevin will include in eblast.  We’ll vote at the next board meeting.

Successes & Issues: (5 mins)

• Memberships
  • Membership is up 499 members, 348 families.  Likely due to increase in fees and people renewing early.

 Logistics (40 mins)

1. Scoring – Felix, will make sure there is a document on how to do the scoring before he leaves.  Brian Bergevin, Dave Cunningham, Adam Lee trained.  Brad LaBarry will help w/ May race.
2. Mike V.   May or may not time June TS.  Mike would like to time everyone.  We won’t wait – will cut off 10 mins ahead of race time. N
3. Old/New Space
   1. Phone disconnected – Leslie, Yes the phone has been disconnected.  Had cost us $60/month.
   2. Deb will turn in the keys from the old office.
   3. Keys to the new office, people that have keys, Mike B. Doug S. Mike Q. Deb C. Dave Cook. added to the log file.
   4. PO Box in Cherry Creek North:  
      1. Mail forwarded as of 4/20. 
      2. Only 3 keys to PO Box.  Deb has 2, Leslie has 1 & Doug has 1.
      3. We decided we’ll open mail at board meetings.  Deb & Leslie mainly pick it up.  Doug enters into DB after board meeting before race.  Leslie does the books before the board meeting.
      4. Renter’s insurance?  Have liability insurenace.  Property covered except for new clock.  Deb will email Leslie the serial number to get the clock added.
      5. Dave Cook will reassemble the old shelving from the old office.
4. Reprint apps – Kevin new apps will be delivered to the running stores.  Various people volunteered to drop them off & pick up old apps.
5. Track – Scott
   1. Donation to Heritage athletic program – whatever we think is fair per Steve Shelton. Think RMRR will give $100.00
   2. Will Smith’s track schedule –turned-in to RRCA.
6. May race: 
   1. Janet Fairs & Mike Blanchard, RD Yes.
   2. Vols, will likely be okay.
   3. Vol of the month, Dave Cook for work getting new office space, building shelves, painting van.
7. Clocks – Doug
   1. Sold big clocks to BB for $150 ea. Pickup date, whenever they want to.  Doug may drop off clocks & pick up some cups.
   2. Purchased new timer ~$1100.  At Cunningham’s.  Will bring new clock to the May TS race.
8. MTS Dave Cunningham, Eric, Doug, Dave Cook
   1. MTS – app. MTS dates set.  New apps out.
   2. Need MTS race directors.  Deb email on behalf of race committee.  Dave Cook, Holly Whelan, Tim Gentry, Sharyl Riley, Leslie Mitchell, Mick Vollmar interested.
9. Treasurer’s Report
   1. Leslie. $27,771.29, does not include the awards banquet, painting of the van, & the new new clock, $1000 security deposit.
   2. Utilities are free at the new office
   3. Leslie will set up autopay for new space.
   4. New projections given increase in fees shows we’ll end up about $300 of net income. 
10. Race Committee (Bob Basse, Heather Reddy, David Rothenburger, Dave Cook, Mike Quispe) All is good.  Adam Feerst suggested a change to the May course in Stapleton w/ Sand Creek opening.  Someone will need to check it out.

2010 club goal – Runnin’Fun:  (10 mins)

3 events through the summer

• Movie night at Southglenn library.  Run on highline & then watch Pre or some running movie.
• Downing Street Grill w/ Tuesday night Denver Runners
• BB race team 4 to 6 per team. RMRR masters team. Board approved fees for two teams at $30.00 per team.
• Qi Fitness gym space / training club – Aurora reports Qi will give RMRR members $5 of  Mother’s Day 5k.  Kevin will put in eblast.

 Marketing and PR    (10 mins) – Deb

•  
  • 260 Face book members.
  • Dave Cunnigham working on updating email routing from website.

Membership  (10 mins)  Eric

• Membership issues w/ missing checks resolved. 
• One open issue – Eric will call the Mitchells to resolve.

 2010 RMRR Board Agenda

Successes & Issues: (5 mins)

• Denver Post’s Outdoor Extremes event listing could be responsible for increased attendance  (March race 157 runners)
• Van is repainted.  Looks great.
• Trivia – only 4 people showed up, but we’ll keep trying a few more things

Logistics (40 mins)

1. Van Parking / storage facility rental– Dave Cook

New space:  Board voted to negotiate for the new office space.  Negotiate to avoid personal guarantee and longer term if we can get more months free.  In the absence of a better deal, go with the 13 month lease.  In connection w/ the move, named 4/10/10 the move date – meet at 9am at the old office  to load, throw old stuff away, etc.

Also agreed to raise membership dues after reviewing treasurer’s report.  Bonnie reviewed the  documents Leslie Mitchell submitted as she’s out on vacation.  We need to reprint apps with the new move and have not increased fees in at least 10 yrs.  New fees will be effective May 1.  $35 for single memberships, $45 for family, $15 student and $10 for race day on the TS.

1. Need to get a PO box – Deb
2. Walpin – Deb or Leslie contact to confirm we’re moving.  Ask about security deposit.
3. Reprint apps.  Update race day fee to $10 Raise it in May. Reprint apps, adding a space for a 2nd email address and update web site.
4. Track – Scott
   1. Heritage – Deb emailed AD – no reply. Starts Wednesday 31^st.
   2. Track on the north side of town w/ Will Smith.  No objections, but do need to submit races to RRCA to get liability insurance.
5. Scoring – Felix
   1. Mike Vanoni wants to try chips again at May race. Deb’s recommendation:  Prefer he try at track, timing our 3200 time trials, not with 100 people at one of our races.   Experience was very poor for 60 non-member and new runners. 
   2. After much debate, we agreed to let Mike practice again on the condition that particiaption is completely voluntary and that we’ll cut off 5 to 10 minutes before the start of the race so that we can start on time.  Felix will talk w/ Mike to plan.
   3. Felix raised the issue of a need for a back up scoring system.  This is a separate issue, which needs some research by Felix before further discussion by the board.
6. April race: 
   1. Vols have enough for this month’s  race.
   2. Porta-potty, will rent 2 for the race.
   3. Race directors document their course, write instructions.  David Rothenburger agreed to help with mapping courses on GPS.
   4. Botha Chiropractic at April race? Ok to come if they want to.  No to massage people from Botha.
7. Clocks – Doug
   1. Selling big clocks to BB.  Yes, Doug is empowered to negotiate for them.  Asking for $150, but will take $100.00 for them.
   2. Purchasing new timer that can go to someone’s house ~$1100
8. MTS Dave Cunningham, Eric, Doug, Dave Cook
   1. Application update.
   2. Fees finalized. Raise single to $35.00 & family to $45.00.
   3. Need to add MTS to active all together after application
   4. 4^th race w/ Solepepper sports? No to a 4th race.
9.  Race Committee (Bob Basse, Heather Reddy, David Rothenburger, Dave Cook, Mike Quispe)
10. Volunteer of the month – Bill Gooseman – injured, but still helping.
11. Location of next meeting , Southglenn library.

2010 club goal – Runnin’Fun:  (10 mins)

• Other ideas:   
  • Bodyworks – Karen  10+people = $15 each.  Ow, $20. 
  • Movie night at Southglen library.  Run on highline & then watch Pre or some running movie.
  • Qi Fitness gym space / training club – Aurora
  • Other – Irish Snug run? 

Marketing and PR    (10 mins) – Dave 

Membership  (10 mins)  Eric

• Have 4 member questions from last month’s race resolved.
• Reminder to turn in both app and check.   Without the app, we don’t get someone renewed in the database.

• Next board meeting will be at Southglenn Library:  Address 6972 S. Vine Street, Centennial, CO 80112-3168

2010 club goal: ( Runnin’Fun)  (10 mins)

• Trivia  starts at 7:00 P.M.  Thursday March 18.   We’ll run beforehand - at Cherry Creek trail @ Parker Road starts at  5:45 P.M.
  • Kevin do eblast to announce.
• Other ideas – Bodyworks - Karen Szymanski will look at dates & group pricing.
• Movie night – Southglen library (Holly’s library).  Run on the highline followed by running themed movie
• Goal = 1 activity every 2-3 months.

Marketing and PR    (30 mins) – Dave

• PR Plan – Aurora
  • March – 2 potential articles, Aurora working on articles to be published. Deb follow-up since Aurora ill – not at mtg.
  • Update website – Alex, Kevin & Dave meet.
    • WordPress software for updating the web site.  Have not been able to rework home page to update look & feel.
    • Kristen has little time to assist.  Need new volunteer – potential for new member to step in.  Dave Cunningham  follow-up.
    • Kevin -  Has created a new RMRR flyer & is distributing to a lot of the running stores. Stores are happy to put up our poster.
    • Facebook – Dave Cunningham.  Jury is still out on how effective this will be.
    • Races added to Active (David R) David has added 5 races for this year.
    • Races added to The North Faces’s Planet Explore (http://www.planetexplore.com/run-3.2010) – Deb
    • Mike Q will add to www.runcolo.com
    • Joe Arrazola in Colorado running hall of fame?  (submit app) Ric, Dave Cunningham edit. No update on this issue.

 Membership  (15 mins) 

• Automate update of membership email distribution list –  Doug.  Process is very manual.  Doug sends updates to Kevin and Eric.  They each update separate databases.
• Program to contact new members & renewing members – Bob, getting about 2 to 5 new members per month.  Ones he connects with are happy to hear from a real person.  Dave Cunningham to help.  Doug send Dave the list.
• List of lapsed members to race. Felix has posted the list of lapsed members on the b board the day of the TS race.
• AIR for 2010 – Karen reported that membership is down.  Have a strong group in northern Colorado, but locally,  Nick may be focusing more on at-risk teens.  We’re not likely to get vols from AIR now.  

Logistics (20 mins)

1. Scoring – Felix – overall going well.
2. March race: 
   1. Vanonis scoring – timing chips & regular tags will be used for the March race.
   2. Vols – for the March race, Stephnie  – Unknown how many.  Stephanie will check & email Janet Gold
   3. Vol – one more jacket ordered – Deb
   4. Race Committee (Bob Basse, Heather Reddy, David Rothenburger, Dave Cook, Mike Quispe)
      1. TS:  Sept race will be at Platte River Trail Head 88^th & Colorado. 
      2. MTS Dave Cunningham, Eric, Doug, Dave Cook
         1. Nothing new to report
         2. But, need to finalize costs, app so can post on Active.com
      3. 4^th race w/ Solepepper sports?  Dave C contact Alan’s person
      4. Treasurer’s Report – Leslie.  Closing books.
   5. Discussed budget.  We’re projected to lose money again this year.  Possible solution = raise the race day fee.  Masters charges $10 for race day.  Still has 10-20 people.
      1. Board voted to table this until 2011.  We’ve printed apps & schedules showing $5 for this year.
   6. Van
      1. Parking Rental space+parking –  Dave Cook  reported can park  at his apt complex for $15/month.
      2.  Likely do so after paint because avoid vandalism at Hops location.
      3. White paint job from Maaco after get van– Dave Cook
   7. New office space.  Group decided to investigate purchasing a smaller timer that can fit in someone’s car.  If have that, don’t need power at a storage facility. 
      1. Dave Cook look at storage facility rentals including parking
      2. Doug Smith talk to Matt at Bolder Boulder to see if they’re interested in purchasing our clocks.

Absent: Stephanie Struble, Doug Smith, Bonnie Keefe, Leslie Mitchell.

 Successes & Issues: (5 mins)

• Banquet
  • Good speakers – nice way to get started
  • Name tags
  • Start setup earlier – about 1 hour
  • PA system good

 2010 club goal:  (10 mins)

• Increased involvement in other club activities (non MTS and non TS) – Holly Whelan
• Brainstorming
  • Holly would like to see lots of fun things, open to everyone, no pressure to attend, etc.
    • Trivia night
    • Mini golf
    • bowling
    • Rugby or other sports event
    • Activities after a run
    • Murder mystery
    • Seasonal activities – cross country, snowshoeing, ice skating
    • Christmas party
• Limit to our club or other running groups
• Get headcount earlier?
• Activities beget more activities
• Dave will help Holly find people to do this.
• Objective:  get people engaged and excited in different ways than trophy races
• Try a trivia night, Holly to find a bar.

 Marketing and PR    (30 mins) – Dave

• PR Plan – Aurora
• Website – not lots of progress yet; Alex struggling with HTML/WordPress mix.  New woman volunteer may help – Dave to call her this week.
• Aurora – lots of articles she’s working on
  • Pictures – Aurora may want some help.
  • Qi Fitness:  gym in town, (best gym per 5280); downtown and Colfax/St Paul..  They offered their gym space for events, do a connected thing with them.  Holly and Aurora will connect.

1. They are also hoping for leadership from us for their BB program.  Aurora will talk to program leader to see what she would want.
2. Invited us to their Mothers Day 5k (discount).  Same weekend as Ft Collins.

•  Facebook – Kevin & Aurora.  Dave working on this.  Need to determine how to make sure people get updates, help people use Facebook – make sure people know how to get email update.

Races added to Active (David R), Other (Kevin)  Someone at the last board meeting (I forget who) volunteered to get the races up on Active.com, but I can’t find them there. Canyou check to see if I’m missing something? I’ve got the lists to Competitor (RM Sports), Colorado Runner, Denver Post, racing underground (had to correct what was incorrect there) and Racing Colorado.
Dave R will post all of these on Active…but he can’t make the Active registration part work – that needs Doug.

Dave C take this on as part of Marketing effort and get it lined up by end of February.  Talk to Doug, understand process.

-       Make sure people know what to do with Facebook – send out to everyone

• New item – Joe Arrazola in Colorado running hall of fame?  (Needs to submit app)
  • Ric filling this out, Dave will review

 Membership  (15 mins) 

• Automate update of membership email distribution list – Eric & Doug
  How about posting a list at each race?  Felix will bring three copies, 2 for registration, 1 for the bulletin board.
• Program to contact new members & renewing members – Bob/Micol
• Tristan’s membership, Mike Quispe’s membership resolved.
• Aurora will check out PayPal to see if we could use it for membership and auto-renewal.
• AIR for 2010 – Karen
  • Proposal – they run for free at MTS & TS in exchange for providing some volunteers. 
  • Nick decides who gets memberships.   We find out who is a member, when?
  • Rescue Runner item = MTS discounted entry?
  • Want 2 non-running vols/race from AIR
    Kind of a tough year so far for the team.  Not as many people, Nick trying to figure how many are committed.
    Karen will talk to Nick, see if he’s able to commit to members.
  • Dom – give him a membership?  We agreed yes.  Karen talk to Nick.
  • Dave will post AIR run schedules on Facebook and (eventually) add to website so members can join in. 

Logistics (20 mins)

1. New office location/parking – Heather absent.  No news.  Dave says we could find a garage for $100/month.  Dave looking around; we agreed that we could just use a garage with electricity/maybe water; if there is enough storage,that would be better than what we have.
2. Scoring – Felix
   Going fairly well; some issues with people saying they are members at the race, but no existing membership (delayed check, lying, lots of other reasons.
   Have Doug update Active so that it tells people to print out their receipt if within 1 week of the race, bring with them.
3. February race:  Platte River Bar & Grill
   in good shape.
4. Vol – one more jacket – costs $37.50+ shipping. Vs $33.30.
   no- need to stick with what we have
5. Race Committee (Bob Basse, Heather Reddy, David Rothenburger, Dave Cook, Mike Quispe)
   1. TS:  September Race – 88^th and Colorado.  Platte River Trailhead Park.  Add to website.
   2. MTS Dave Cunningham, Eric, Doug, Dave Cook
   3. Treasurer’s Report – Leslie. Any more expenses from 2010?  Closing books.
      think we’re done except for banquet costs.
   4. Van
      1. Parking issues @ Hops
      2. Carburetor & tire – Ric
      3. White paint job from Maaco afterget van back from Ric– Dave Cook

Mike Vanoni:  wants to try his timing system at our March race.  We said sure.

Peter and Karen want to video tape people at the Feb race.  We said sure.

Present: Jeff O. Rick R. Doug & Bonnie S. Deb & Dave C. Heather R. Dave Cook, Mike Q. Karen V. David R. Eric G. Bob B. Holly W. Alex N, Kevin D.

2010 Club Goal: After discussion and debate, the board chose a 2010 goal:  Increase the diversity of the activates we do beyond MTS and TS.  Holly Whelan agreed to be our ‘cruise director’.

Dan Shaw is pres of CMRA.  He is interested in working togther.  We could do promotions with the Colorado Masters to increase membership & race participation.

Membership:

Number of Family Memberships dropped by 40 families in 2009.

No word back from Nick Sterner. Karen will follow-up.

Membership processes – Eric reports that they are going faster.

E-Mail Management – Eric & Kevin will talk about ways to manage better.

Update Website: The structure of the website is working well. Alex, Kevin & Dave Cook will have a meeting to discuss new ideas.

Keeper posting, other listings Dave Rothenbuger will post the Rocky Mountain Road Runners club information on Active.com.

Logistics:

Trophies for Trophy series winners 2009, Bonnie reports that they are on order.

January TS: Rick Robinette will take the van home after the TS race to fix the left front tire & the carburetor.

Jan TS volunteers, Stephanie has this information.

February TS will be at the Platt River Bar & Grill. There will be a brunch after the race.

Bob Basse confirmed that he will be the race director for the February TS race.

MTS: Dave Cunningham, Dave Cook, Eric, & Doug will meet in the next 2 weeks to talk about the MTS for this year.

Promotions for 2010: Make more money for the club, get more runners in the club & work on ways to promote the club.

The MTS race on August 29th will be a 20 miles with a 10 mile option.

Van: Dave Cook will take it to get it painted White or Gray.

Parking for the Van: Find a place to park the van that will not cost more than $500.00 a month. Heather will look for alternate office space , including van parking

Absent: Ric, Holly, Kevin, Heather

2009 RMRR – Board Meeting Agenda

Successes: (5 mins)

•112 runners at November race. 40 non members

North High runners, lots of others. Wonder if we get people here because of location – farther north than usual

•YTD total at TS = 1193, best total in 5 yrs

what’s a good goal for next year

Guest Presentation (10 mins)

•Vanonis Chip Timing alongside RMRR: Mike Vanoni. Mike just wants to try his system during a club race and see how it works, what we can do with it.

IPICO – RRCA system special $5500, doesn’t include the chips ($3 each). Ends up being around $9-10k to purchase. The board held some discussion about buying this for our needs.

Scoring – Felix

•Scoring is working fine. Felix is working out with Doug and Eric when they can do database updates.

Membership (10 mins) Eric.

•Eric is getting started. Has a new printer from Ray Sibley – thanks, Ray! Nothing fancy, but fine for what we need.

•Program to contact new members & renewing members – Bob/Micol. Bob would like someone to take over calling new members. Doug and Eric will provide names to Dave C.

•AIR for 2010

oProposal – they run for free at MTS & TS in exchange for providing some volunteers. We didn’t get many volunteers this year. Nick was somewhat frustrated that guys weren’t helping as much. He plans to make it part of his requirements for the coming year. We will ask for 2 volunteers for each race; see how it goes from there. Karen follow-up w/ Nick.

oTreat AIR group as members or as guests?

Nick’s changing the program a bit. People don’t get shoes now until they make a commitment. 3 main incentive packages to keep guys involved. We think the regular guys should be members, but up to Nick to decide parameters.

Question: when will we know who will be members? Karen will email Nick to find out.

o 12/8 and 12/9 recruiting evenings in Denver 6:30pm at Riverfront Apartments Community Room, 3440 Park Ave. West, 2nd Floor. Aurora can help – Wednesday the 9th. Deb and Dave will go on the 8th.

oAIR also needs shoes and winter clothing. Kevin to send eblast.

oNick is doing something called “Rescue Runner” – runners can get a package of $ coupons spendable at various supporting orgs. Deb’s idea – what if we give them MTS discounts? Karen will talk to Nick about it.

Marketing and PR (10 mins)

•PR Plan -– Aurora

Focus on 4 proactive campaigns per year. For 2010:

Dec – Mar: 1) focus on New Years resolutions; 2) winter running guide

Apr – Aug 1) Marathon training; 2) Down economy = time to run (Competitor Sports seeing big growth in running numbers, especially in ½ marathons. Also focus on getting awards from 5280, Westword

Aurora will drive, needs help with social media piece, articles,

Getting people to write articles – remind Karen about her Running Well stuff; Scott talked about massage article; Deb has running with kids article.  Idea for Aurora to scan last 3 years of newsletters.  Do we have newsletters online?  No.

•Update website – Kevin.  Dave needs to talk with Kevin

•Keeper deadline = 12/18/09 for free race listings – Kevin

Logistics (40 mins)

•Trophies – pint glasses – Bonnie will get a proof before ordering.

•RD &Vol awards

a.Caps for RDs – red w/ gray piping. Qty = 48. Working w/ Leroy. Will see a proof.

b.Arm warmers for RDs – black w/ silver reflective. Silkscreen, not embroidery.

c.Anorak pullover for Vols – $26.75/unit + $40-50 set up charge. Everyone will have red. Embroider “2009 Volunteer” in white on left chest area. RMRR logo embroidered on back.

•Volunteers

a.Vol of the month = Luke Jeter for help at last 3 races.

b.Volunteer of the year. Need to select vol of yr. Prez is not eligible because of separate president gift tradition.

c.Make sure everyone gets their volunteer hours in! Holly needs to; Kevin send note to everyone about this.

•Race Committee (Adam Feerst, Heather Reddy, David Rothenburger, Bob Basse)

a.TS:

i.February at Platte River Bar & Grill? (Adam prefers to run here in Sept, but Doug/Bonnie – ck w/ Platte)

ii.Location for Sept race – Redstone Park or Writers Vista Park (both on the Highline Canal. Another option is Stone House and go right (west)out to the paved Bear Creek bike path? No road crossings. Race committee will resolve this via Dave Cook, Mike Quispe, Scott Kukel check out courses, make recommendation.

b.MTS Dave, Eric, Doug

Sun August 15 (day after Georgetown)potential 10 miler.

Sun August 29

Sat Sept 11 – Note Trophy Series on 11/12

Sun Sept 26 (3 weeks ahead of Denver)

Commit to three dates for Keeper Issue. Decide on 8/15 as a 10 miler.

•December Trophy Series:

a.Adam and Lisa meeting tomorrow to make sure

b.Need to update the start point on the website. It’s on the east side of the park on the diagonal road.

since this is the first time for this course, need to make sure we tell people what to do, where to start, etc.

volunteers in decent shape.- Stephanie sent out eblast about non-runners, but should get there.

c.Need to write down the instructions sheet – Deb and Dave will do this.

d.Bob will help Lisa load the van on Friday

e.Need non-running vols. Stephanie has an eblast out.

f. Pub on Pearl (Craig Jones) will open for us after the race. Order off regular menu. Deb confirm w/ Craig

•Treasurer’s Report – Leslie

Bad news: PC crash, but saved the data.

Need to have Lisa place new insurance in van.

Lots of people NOT on van insurance – need to give Leslie drivers license and other info..

•Van

a.Brake fluid/other vandalism– Ric.

b.Paint from Maaco – Board agreed yes, we’d get the low end paint job? What if we also had logo done? Change color (might be more expensive)? Dave Cook said he would do this.

•Banquet: Sunday, Jan 31 at Fox Hollow – Stephanie

a.$18 per person cost. Charge = $15 if <15 hrs?

b.Beef & veggie lasagna

c.Can bring our own cake

d.Planning for 50 people, need final count 3 days ahead.

Stephanie will bring signup to TS race.

•Colfax Marathon – if you sign up before Dec4, ½ price!!! Kevin send out eblast

•Also – Platte River half – register now, get $5 off.

When you add our non-running volunteers, we had 1300 people participating in our Trophy Series.  Whoo hoo!

Our 5oth anniversary celebration this summer genereated local interest and our great group of volunteers kept up the momentum.   See what all the buzz is about by joining us for the last race of 2009.  We’ll go 4.5 miles at Wash Park on Sunday, 12/6.

Logistics (40 mins)

Trophies – agreed on pint glasses – Bonnie will order. No price quote yet – sent company the logo.

•RD &Vol awards

a.Caps for volunteers. Bonnie will order red with gray piping, quantity 48. Those not needed for vols will be used for raffle.

b.Arm warmers for RDs black, with www.rmrr.org and logo and silver reflective trim.

•Nov TS

a.RDs= Bob Basse, Ric, Stephanie, Brian

b. Ric will set up the course. He scouted it yesterday and it’s fine. He’s taking mile markers, aid station stuff, etc. Stephanie, Brian, and Holly are going to help; Deb and Dave are backup
c.Vols – good shape.

•Volunteers
a.Vol of the month. Larry Mudron: volunteered for the Denver Marathon, September & October TS races.

•Raffle – unclaimed RD and Vol gifts? Can we put these into the raffle? Yes.
•Race Committee (Adam Feerst, Heather Reddy, David Rothenburger, Bob Basse)

TS
i.preliminary dates posted online.Some people are complaining about Saturday dates.

Adam changed some dates:

- moved May 1 to May 2

- July: move Sun 11 to Saturday? no.

- September: move from Sun 12 to Sat 11? no

ii.February not at Cherry Creek Reservoir because fees too high. Ric called state parks – they will charge a minimum of roughly $350, and they base final cost on your advertising, etc. Shakedown city. We don’t want to do this.

Options:

- Bear Creek Lake park: good, paved, but hilly & has a per-car charge.

- Stone house west and back – Course to be looked at if cost is an issue at CC.

-concluded we’ll use Platte River path or Bear Creek Lake Park.

iii.Adam wants help on the race committee since he has other commitments. Ideas he’s looking for help with:

-Better documentation about courses, etc.

-Written down policies, instructions, etc.

MTS

i.Dave, Eric, Doug will work to update instructions for MTS RD’s for next year.

ii.April 20 mile MTS before Ft Collins marathon? Decided no for now. Focus on fall MTS.

iii.Fall

Sun August 15

Sun August 29

Sat Sept 11 – Note Trophy Race on the Sunday the 12th Sun Sept 26

Adam will have masters schedule after this weekend.

Dave should talk with Doug, Eric soon – want to have decisions on dates, plans by February. Aurora willing to help with PR

•Scoring – Felix

a.Ken Shimada 2nd place in jeopardy after guiding Kerry Kuck. Discussion was about giving Ken the average score because he aided Kerry. Do we give any guide an average or middle of pack amount of points?

There is historical precedent – use to be that RDs got this type of benefit.

Decision-no benefit. Ken’s results stand as published.

b.Proposal – race directors who do not run their own race get an average number of TS points – 60 points. No scratch points. Seconded and approved.

c.New members – day of race

Problem knowing if members are really members. Want to make sure during registration that people are really registered. Adam used to look at the new members list after the race; if someone wasn’t on that list or on the existing members list, they weren’t considered members. Motion – if you don’t get an ok from the RD or people handling scoring before the start to reset your start time, then tough – no rescoring. If you tell us that day before you run, and everyone oks, then fine. Needs to be marked on their tag by Felix, and he will keep a list.

e. Felix dis purchase a new laser printer

•Money

a.Treasurer’s Report – Leslie.

$34,671 in account – wow!

MTS net is up, so this year we made $1280 more.

Race expenses (permits) getting higher – watch for.

Overall – income this year is a bit higher than Leslie forecast – great.

After we pay insurance, we’ll be about $2k ahead.

b.Cash box reconciliation – Deb. Leslie commented that we shouldn’t take cash out because they don’t get included in the actual portion of the budget. Expenses should come to Leslie so she can write a check instead.

•Van – No Whole Foods starting 11/15/09. Park at old Hops Brewery in Cherry Creek North courtesy of Leslie Mitchell. This will work through August.

•Ric has a tire for the van on his rim. Need to get the tire replaced, then give Ric his rim back.

•December TS – Yes, to Pub on Pearl for after race brunch. Craig Jones

•Banquet: Sunday, Jan 31 at Fox Hollow – Stephanie will coordinate w/ Fox Hollow.<

•Office keys – Stephanie has extras. Given to board members w/o keys.

Membership (5 mins)

•Eric taking over from Laurie.

•New member runs – Agreed we would not host new member runs for the time being.

•Canon City Inmate inquiry – Deb should respond.

•Felix will send a list of new member emails to Eric. Eric wants to add

•Email management – bounce backs. Laurie doesn’t get a lot of them

Marketing and PR (10 mins)

•PR w/ Aurora – next event to publicize – MTS???

Aurora – building PR plan, ready to present more in December

want to focus on MTS, club; what else?

looking for people to write articles to position RMRR as a thought leader.

•EBlasts

oInclude reference to 50th anniversary shirts – $12 or free for 10 races.

•General marketing – Kevin/Dave

Kevin would like to update the website—hopes to meet with Dave and Aurora soon to discuss.