Board Meeting Minutes
January 2024 Board Meeting Minutes
Recap of December TS race
Thanked Leslie Mitchell for going out early to unlock the gate.Adam reported that the computer didn’t work right. The computer wasn’t recording the times. We had to use the backup timers. A new computer is on the way.
New Board positions will start after the January race.
Ric Robinette is race director. Sharyl has the permit and the port a potty ordered. Sharyl is loading everything else in her truck. david K. will stop by and get the registration box and tent, cups
Do we have all the volunteers needed? Adam will send email requesting volunteers Course set-up: Ric Robinette
Finish line: Sharyl will bring
Registration :Scott Newman Food Leslie Thompson
Water Ric Robinette Tear down Adam will send out email looking for volunteers
Aid station at Mile 2.
Tables: need one for aid station and two finish line Scott will bring tables
Shane will be handling social media and volunteer coordinator. Adam is giving him the access as administrator for our RMRR website. Shane asked about the timing for posting for the events on Social Media. Adam recommends one to two weeks in advance. Adam will talk with Shane about advertising. We will advertise on Facebook and that ad shows up on Instagram. A reminder for each of us to go out and like our posts. Adam will handle the social media posts for this week and then he’ll work with Shane for transferring the social media duties.
How are we looking for RD’s for 2024? David R will work on RD’s
Year end banquet-catering and drinks Leslie will order food from Chipotle; She will pick up beverages from Costco (hard and soft); She will order a sheet cake half vanilla half chocolate from costco.
Great job Adam coordinating the awards. Adam is concerned about some lack of responses from some people. We need 10 more responses in order to order the shirts and have them ready on time for the banquet. Board decided on blue for both mens and women’s shirts. For the tumbler the board decided on “coffee” 10 oz for the award tumbler. Leslie T is to add Adam, Dave K and Scott and race directors for the banquet. Adam confirmed that the shirts will have the year 2022-2023 on the shirt. On the tumblers Adam will put “place” but no name on them. Board approved the $250 donation to the school for the use of the room.
Any thoughts/updates on new potential new courses.
Dates are set up September is the 8th; December is the first (which is Thanksgiving weekend.). We have to do the permit with Denver parks and rec which is always the first Sunday in December.
The board reviewed Adam’s poster of the year; he suggested that we create an incentive so that people still pay $10 in advance and $15 for late registration. This starts this Sunday January 7th, 2024. The cutoff will be 6:00 am on the Saturday before a Sunday race. A similar cut off will be applicable to the Friday night potluck race in August.
We will do an 8:30 am start for both October and November this year. Sand Creek in October will be 8 mile not 12k. Adam is not pursuing Westminster because they are not responding. Sharyl will cancel our “signup” with Westminster. The big issue with October is making sure they open up the parking. We will do pancakes for June and July races. But we may decide to bring all the ice cream topping for July.
Financials
We are in a positive position; primarily due to Blue Heron and reduced expenses. From a sustainability perspective we need to increase membership. Our member numbers dropped because the blue Heron Members dropped. Donations are down about 100 bucks. We discussed RRCA and their primary purpose is to provide insurance for the races and the D and O coverage. We also use the RRCA Tax ID number for our purposes. Leslie Mitchell has set us up for Colorado Gives day for next year. Note: there is no fee for donating with a credit card on Colorado Gives day.
Any other issues/thoughts to bring up? 65th year anniversary shirts to be ordered sometime in July and then distributed at the potluck. David R. says we need to order more ribbons. David R. will look to see how many are left and when we need to order them.