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2019 April Board Meeting Minutes

Minutes:

Attendees:  Leslie Mitchell, David Rothenburger, Travis Mark, Deb Cunningham, Greg Asplund, Dave Cunningham, Janet Fairs, Michael Abbott.

Cassi – please give each person 2.0 hrs of volunteer time.

Updates:

  1. Race Committee
    1. Mar Race Recap
      1. Positives
      1. Opportunities
        1. Two people got lost on the course
        1. Several people went to the south side of the park and couldn’t find the start.  Discussion:  better directions, but no name change.
    1. April Race
      1. Course – David will email the course directions to Dave C.
      1. RDs:   Deb & Dave.
      1. Vols – Cassie will work the finish line.  David Kahn will help w/ setup.  Stretch lab = water station
      1. Stretch Lab – they’ll do water station.  Dave to let them in to set up.
      1. Colfax Ambassadors – there to raffle swag and could take pictures.
      1. Gear Swap – postponed to May race.
      1. Porta-potty ordered.
    1. Spring MTS
      1. MTS #1
        1. 50 people finished the first race. 
        1. Three memberships
        1. Colorado state 20 mile championship.  A few people came out because of that, but winners were primarily RMRR members.
      1. MTS #2 & #3
        1. MTS #2 is this weekend.   Only have 2 or 3 signed up for the series.  David will talk to them on Sunday.
        1. April 21st MTS moved to Saturday. 
    1. October Courses – Beck rec center, then the Sand Creek trail.  Permit is approved.  Just need to pay for it
    1. Track – all set for Wheat Ridge HS.   Greg will do the social media post.
    1. Quarterly Update – Michael has done a good job keeping on top of this.  April, May July courses look good.
    1. Scoring Updates
      1. RunSignUp-this doesn’t do what we need for the website.  
        1. Dave C wants to switch to PDF from excel files in tables b/c takes 1.5 hrs to get the results up.
        1. Maybe new program will resolve this for us.
        1. No way to text runners their results.
      1. April race testing of Program – Travis will touch base with Adam.
    1. Volunteer Updates
      1. VOM—Lisa Wilson
      1. Volunteers for May – camp Gladiator.  If they want to come out, they do a demo & some form of volunteering.   Give Paul Serafini a heads-up. 
      1. Publicize – announce after gladiators & eventual FB post.
    1. Financial Report – Income is up $1000.  Race income is up, space age is down.  Loss YTD is 400 vs a loss of $2400 YTD in 2018.   Board decided to move to quarterly review of financial statements – next review in July with June month end.

Existing Business

  • Insurance Claim – We haven’t heard much. 
  • Ideas for 60th Anniversary
    • Lisa did a design that we all liked. 
    • July race = party date.  Cake with Lisa’s design.  Birthday party.  Something cheap that we’d pay for with this design.  50s theme?
  • Emergency Plan
    • Red Binder
    • Board / RD Contact Info
  • Track
    • Proposal
    • Club voted to use Wheat Ridge HS’s dirt track.  This is free.  Rick will let Wheat Ridge know.  Dave will update the website.  Greg will promote it.
  • General Club Swag – Cassi’s idea.  Deferred
  • Rev Run – drop this. Deb didn’t talk to Rev Run and doesn’t see what they would gain from this.
  • Team RWB – nothing further.
  • Snooze – have heard nothing back.

New Business

  1. Predict Run – idea was to do this as a fun event.  Board wondered what the purpose was.  Idea was to do either this or the July race as the 60th anniversary event.  Or, maybe do a longer TS race as a predict run w/o your watch.
  2. Long run – should the club put on a long run?  In the past, these have been poorly attended.  Greg’s current response is to send them to the Colfax affiliated list.
  3. Club email addresses.  Yes, you can respond to RMRR email through the RMRR.org account.  You can set it up in gmail.  Dave put together instructions for Travis.

Next meeting Monday, April 29 at Bardo Coffee

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March 2019 RMRR Board mtg minutes

Minutes:

Attendees:  Leslie Mitchell, David Rothenburger, Scott Newman, Lisa Wilson, Ang Hamel, Travis Mark, Deb Cunningham, Greg Asplund, Dave Cunningham, Cassi Satizan, Rick Edrich, Michael Abbott.

Cassi – please give each person 2.5 hrs of volunteer time.

Updates:

  1. Race Committee
    1. Feb Race Recap
      1. Positives – course was good.  Race Committee will revisit the course to see if out & back is possible.
      1. Opportunities – lack of volunteers.   Continuing problem.
      1. Lessons Learned
      1. Board member injured at the Feb race by the van rolling into him.  Form from the liability insurance company needs to be filled out by an eyewitness. 
        1. Insurance will cover this because the driver wasn’t specifically excluded.
        1. Travis talked with board member
        1. Leslie will talk with automotive insurance agent.  Lisa sent Leslie Michael’s contact information.
        1. Deb C send Leslie contact info for liability insurance.
        1. Leslie has the list of who is authorized to drive the van.  Attached to the end of the minutes.
    1. March Race
      1. Course
      1. RDs:  Lisa & Chin
      1. Vols – In better shape, but need more than two vols at finish line.  Contingency plan for finish.  If we have too few vols the day before, need someone to run at 0:00.
      1. Ang – board members should be able to do the finish line jobs so they can train others.
      1. Gear Swap – postponed because of poor predicted weather.
      1. Potential for 0:00 start for all given conditions are going to be poor – snow & single digit temps.  Decide on race morning.
      1. Need to update FB and email posts for possible 0:00 start – Greg.
      1. Dave C – We have updated forms for the increase in dues.  Also have more 5k tags.
    1. List of RDs for 2019 – David R
      1. 2 RDs/race – Missing someone for MTS in August 24 & September first race.
        1. David R agrees that MTS is a good opportunity for a RD to train.
        1. March 24th MTS is the 20 mile RRCA Colorado State Championship.  We get age group medals from RRCA.   This race is 3 weeks before Boston.  Greg will promote.
      1. April Race – Deb & Dave will direct this one.  Need a RD for December.
    1. RD Responsibilities – Michael H
      1. List is just about finished.
      1. Quarterly report on permits, courses,
    1. October Race Course – Rick E
      1. Haven’t been happy with Carpenter Park course – confusing
      1. Potential course at Aurora Sports Complex.  Can use the Beck rec center and park 40 cars in the lot.  Rental is $300, but we think it includes bathrooms.  $300 is reasonable compared to other venues.
      1. Scott Newman potential race director, Travis and Adam previewing the course in the coming weeks in March
    1. Scoring Updates
      1. Programing- Adam continues to build live scoring program Scott, Travis and Dave R have previewed. Plan to pilot at March TS race as secondary to usual scoring system
      1. RunSignUp-Tabled
    1. Volunteer Updates
      1. VOM—Ric Robinette and Ken Applegate
      1. Volunteer Check In—Point volunteers to Cassi on Race Day. For Vol Check in. Travis or I will make a sign and I’ll be available to connect volunteers with their posts (most likely if they are new). If someone is unsure where to go, we’re going to figure out something that is easy to see so anyone can point them towards me. I’ll have my phone to check them in as present!
    1. Financial Report
      1. YTD loss of $1800.  About the same as 2018.
  2. Scoring Updates
    1. Programming
    1. RunSignUp hosting – Dave C
  3. Volunteer Updates
    1. Vom – Cassi
    1. Volunteer Check in – Cassi
  4. Financial Report – Leslie
    1. YTD loss of $1800 – about the same as 2018.

Existing Business

  • Emergency Plan
    • Red Binder
    • Board / RD Contact Info
  • Track
    • Proposal
    • Club voted to use Wheat Ridge HS’s dirt track.  This is free.  Rick will let Wheat Ridge know.  Dave will update the website.  Greg will promote it.
  • Recognition – Travis

New Business

  1. Executive Committee
    1. Nominations & Vote
    1. Rick Edrich will be on the executive committee in addition to Leslie/Treasurer, Deb/Secretary, Travis/President, Ang/VP.
  2. Potential partnerships:
    1. Board is in favor of exploring what each of these could look like.  For example, could include staffing the water stop at our race.
    1. Roost Relationship – Michael B
      1. Stapleton Roost is interested in a mutually beneficial relationship with us.
    1. Team RWB Discounted Membership – Travis will ask Blanchette who is our member.
      1. Red/White/Blue – veteran’s group. 
    1. Rev Run Partnership – Dave
      1. Interested in exploring a partnership w/ RevRun?  Don’t know what this would look like. 
    1. Snooze Run – Adam Feerst knows Snooze owner. Used to be a club member.  Adam could approach him to see what they have in mind.
  3. Ideas for 60th Anniversary
    1. Shirts/Gear – Lisa will put together some designs & sent out to board.
  4. Volunteer – Alyssa – Cassi.  This is a potential volunteer who is not running right now. Reach out one more time
  5. StretchLab
    1. Haven’t opened yet, but would like to talk to us about memberships.
    1. Interest in speaking to club at a race.  Travis will talk to him about coming out to the April race.
    1. $129 / month provides 4×1/2 hr stretches.
  6. Deferred to next meeting:
    1. Long Run
    1. Predict Run
    1. General Club Swag/Merch
    1. Ideas for 60th Anniversary
      1. Party/Celebration

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January 2019 Board Meeting 1/21/19

Board Meeting

January 21st, 2019 6pm

Skyline Pub on Federal

Pre-Game Group Run @ Sloans Lake @ 5pm

  • Approval of December Meeting Minutes
  • Attendees:  Dave Cunningham, Michael Blanchette, Lisa Wilson, David Rothenburger, Rick Edrich, Michael Hopkins, Travis Mark, Greg Asplund, Ang Hamal, Deb Cunningham.  2 hrs of volunteer time. Leslie Mitchell – 1/2 hr of vol time.

Updates

  • Track
    • North HS price is $15/session. Last year we had 30 sessions.  Total $450. That’s too much if no revenue is coming in to offset the cost.
    • Can we find an alternate track?  Rick contacted Wheat Ridge HS and didn’t hear back.
    • In run sign-up, can we charge for track?  Dave C – yes.   Proposed fee is $20.
    • April – August is proposed time.
    • Deb – can we charge for non-members?   Then you either join the club or pay to run track.
    • Travis will write up the proposal.
  • Race Committee Updates
    • January Race Recap
      • Positives/Opportunities/Lessons Learned
      • People went to the wrong location because the link to the map sent people to Twin Lakes.
      • People liked the course.
    • February Race
      • Course
      • RD’s: Michael Blanchette & Erica Sponacker.  Michael has contacted Platte River B&G.
      • Volunteers
      • Raffle
      • Saturday Race Promotion.
    • List of RD’s for 2019 – David R.
      • Stephanie and Brian may not be available for April.  Deb & Dave C could do April if needed.
      • Don’t have the list.  Need it to make sure we have the list.
      • David will ask people at the banquet to commit and have the list for the next board mtg.
    • Quarterly Race Update – Michael H.
      • March, April, May
      • RDs confirmation
      • Course updates
      • Permits
    • Progress on Updated RD Responsibilities List
      • Michael Hopkins will make one more update.  Dave C – format as a checklist of you can.
      • Laminate the list.
  • Scoring Updates
    • Programming – David R was able to get times out of the computer.  Adam will have a possible pilot program running parallel for Feb race
    • RunSignUp hosting – Dave C.
      • Keep current website as repository that run sign up can refer to.
      • Next step is prototyping.
      • No extra charge b/c we already use run signup.
  • Volunteer Updates
    • VOM – Chewey Lam for brining left over swag from another race to the RMRR and volunteering after the race for clean up.
  • Financial Report – Leslie
    • Financials may not be as bad as it looks.  We received $1400 from run signup.  This could be people renewing later.
    • 2018 – lost $3100.  Revenue is down $1500, expenses up $1600.
    • MTS Pricing.  Travis – Suggestion to raise the price for the MTS.  Deb – Thought the increase in dues was to get the budget back on track.   David – thinks we would get fewer people if we raised the price.

Existing Business

  • Banquet
    • RSVPs – 60 people attending
    • To show pictures we need a projector.  Dave C will ask the membership
    • Awards – Travis has the trophies, but Crown Trophy is fixing typos.
    • Need the list of RDs.  David R will get the list of RDs to Travis before the banquet.
    • Program/Presenter Assignments
      • Travis has assignments for the banquet.
      • Deb C will email the list of winners to Travis.
      • Deb C will email the list of records to Dave C.
  • Emergency Plan
    • Ideas
    • Board/RD Contact Info
    • The club VP is the Emergency contact.  Ang is the emergency contact for 2019.  Ang will select an alternate if she can’t be there.
  • 5K Series
    • Presentation of structure
      • Raffle tickets are virtual.
      • Lisa suggests RMRR swag as the raffle prize so it continues to advertise the club.
      • Present it at the banquet.
      • Have to be a club member.by the end of the year.
      • Only count races where we have a 5k accompanying a race of 5 miles or longer.
      • Two prizes of $30-$40 or five prizes of smaller value.   The last 5k is in November, so we have time to select the prize winners and customize their awards.  We can choose the awards when we choose the rest of the year end awards.
      • Travis will write up the plan, seek comments during the next week and announce at the Feb race.
    • Vote

New Business

  • Pancake Griddle
    • $300.
    • Same size as what we have now.  Runs on propane.
    • Safety issues – propane allowed at storage facility?  How about if we store the griddle only at the storage unit and have someone bring their own propane tank & the club pays to recharge it.
    • Buying the griddle.  One dissenting vote.  Cunninghams will buy the griddle and take it to the office.
  • Survey Finalization
    • Going with survey as drafted by Travis.
  • Ideas for 60th Anniversary – deferred to next meeting.
    • Shirts/Gear
    • Party/Celebration
  • StretchLab
    • Interest in joining a race – deferred to next meeting.
  • Next meeting 2/25 at Deb & Dave’s:  1441 Central Street, Unit 510, Denver, 80211.  This is the corner of 15th & Central, across the highway from REI.

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December 2018 Board Mtg 12/17/18

  1. Attendees:  
    1. 2.25 hrs of time:  Deb Cunningham, Travis Mark, Dave Cunningham, David Kahn, Ang Hamel, Lisa Wilson, Greg, David Rothenburger, Greg Asplund
    1. .75hrs: Michael Hopkins
    1. 1.75 hrs  Cassi Satizan
    1. .5 hrs.  Leslie Mitchell, Adam Feerst
  2. Approval of December meeting minutes – No objections to prior minutes.  Approved.
  3. Race Committee Updates (Committee = David R, Rick Edrich, Michael Hopkins)
    1. January Race
      1. Course Realignment – Start at Trailhead Park & go west on clear creek path south west of Twin Lakes.  This is race committee’s recommendation.  Approve.
      1. RDs:  Ric Robinette, Jeff Olson, Michael Hopkins.  Michael will be out of town.
      1. Vols – 3 so far.
      1. Portapotty has been ordered ?
    1. List of RDs for 2019
      1. David does not have the list for 2019 yet.  First few are set up.  David will get the full list for the year by the next meeting.
      1. Quarterly Updates:  Travis would like to work a quarter in advance to have RDs identified, permits in place, confirm that the course is not under construction. There will be last minute changes, but let’s plan for what we can.  Michael Hopkins volunteered to take this on.
      1. Invite RDs to board meeting.  Travis will invite them.
      1. RD Responsibilities List – Race Committee will update.
    1. October Course Options  (Race Committee bring back a recommendation in March)
      1. Ralston Creek – Adam – Proposal to use the 3W course from Apex. 1/3 of a mile in Beech street road crossing.  Course is out/back.  Requires a lot of course marking.  There are also places where runners can cut the course.  Long Lake start would avoid the road crossing.  Travis talked to Arvada about using this course.  No fee to apply, but we can’t find out if our date is available until we apply.  3W uses Apex’s bathrooms and has a volunteer who is not a cop at Beech street.
      1. 8 miler from wheat ridge rec center – Kipling start & run west.  Clear Creek has lots of bikers.  David expressed a concern that the course curves that limit sight distance.
      1. Cherry creek path from Arapahoe road.  This is closer to town than Cottonwood Park.  4 miles out & back.
      1. Waterton Canyon – Rick Edrich’s email update:  Good news I think. I got an encouraging response form Ben Mezger, the Canyon Ranger. My inquiry to the contact Deb had provided was forwarded to him, he responded immediately, and is willing to take a request up with his management staff for a Sunday morning event in what amounts to their “shoulder season”.  That is real progress compared to the absolute NO we have been hearing for all weekend events. The summer and fall are out because of the visitor volume and the Bighorn Sheep rutt season.  We could possibly do a January 10k in the canyon in 2020. Although we have a fairly reliable venue for January, I think that Waterton would be a real treat for our members and is worth pursuing.   Travis will contact Rick to proceeds with Waterton.
  4. Scoring Updates
    1. Programming Update – Adam committed to writing code in excel to do race day scoring & ready the file for the web.  The key point is getting the times out of the timers.  Adam will have this done by the end of the month.  Needs David Rothenburger to get the times into excel.
    1. Dec/Year End issues – Dave Cunningham: The year end scoring has taken 3 weeks, which is too long.  For RMRR to buy a chip timing system, we need the club to grow.  Until that happens, doesn’t make sense to purchase a chip system.  Need to get the race day part working.
    1. RunSignUp hosting results  – Dave C have an update for the Feb board meeting.
  5. Banquet  . 
    1. Food – Mexican – Dave.  Mexican is approved.  Dave Cunningham will check on the beans & rice – if no lard and no chicken broth in the beans, that would work. 
    1. FB Event – Greg.  Cost is probably $10, but Dave C needs to check.  Sun, Jan 27th.  6pm. Wrigleys in Golden.  Greg will put a save the date post out to FB.
    1. We can bring our own desert in.
    1. Also need to identify RSVP date.
  6. Awards Order Status – Deb. 
    1. Buff alternatives.  These were $30.  Lisa will ask if Brand Evo has a buff alternative.
  7. Financial Report – Leslie
    1. Club has $19,000. 
    1. YTD loss is $2100.   We don’t have coaching income and paid more for the track.  Space age volunteer memberships are down.
  8. Dues Increase Proposal
    1. Include processing fee in total price.  Today, pay $35+ pay the fee to runsignup.  Proposal is to raise the fee to $45 and include the runsignup fee in the cost.  Raise family to $55. Leave student and volunteer membership costs unchanged.   Dues increase was approved.  Will go into effect on 2/1/19.   People can renew ahead of 2/1 even if they’re not up to lock in the lower price.
    1. Monthly subscription not available through RunSignUp.  Monthly subscription does not work. 
  9. Volunteer Hours – Dave / Cassi
    1. Final Hours for 2018 – tonight’s meeting counts towards 2018 hrs.  Deb send hours to Dave C.
    1. Cutoffs for 2018 rewards:
      1. Banquet = 12 hrs+
      1. Vol awards. Sunglasses 21+
      1. Membership 50+
    1. Vol of the Month – Janet Fairs
    1. Vol of the Year
      1. Nominees: 
        1. David Rothenburger was involved in nearly every race.
        1. Sharyl, Rosalie, Tom, Ed for their service at every race.
        1. Olga Hnizdil for volunteering at many races
        1. Rick Edrich for summer suds, permits, race committee
        1. Janet Fairs for permits
        1. Lisa Wilson has recused herself from consideration.
        1. Lisa will organize the vote & compile the results.
  10. Mini-Series
    1. Idea is to have a shorter series. 
      1. Summer is the June, July & Aug.  The long series is Sept, Oct & Nov.  These are geared more to our existing members.
      1. Idea is to increase participation
      1. Give people who may not have the ability to do all of the races.
      1. 5k series Goal is to make the 5k more a part of what we do. 
    1. Board would like to try one of these ideas – 5k.
      1. Have to be a member
      1. Get raffle tickets based on participation.
      1. David Kahn will write up a draft of the rules
  11. Emergency Plan – Dave C will ask Ray Sibley to draft up a plan for us.  The board agrees that we should have a plan.  We’ll have a plan for the Feb board mtg.   Leslie Mitchell will look at Girls on The Run website to see if they have a plan.
  12. The following items were deferred to the Feb Board meeting.
    1. Ideas for 60th Anniversary
      1. Shirts/gear
      1. Party/Celebration
    1. Feb race is on Saturday, 2/9
      1. Actively post & announce at Jan race and banquet
    1. New Business
      1. StretchLab
    1. Next meeting January 21st
      1. Create Banquet Agenda & Responsibilities
      1. Race Committee to Cover Feb, Mar, Apr Races
      1. Survey

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