Board meeting minutes for October 27, 2008
Present: Kevin Downing, Bob Basse, Doug Smith, Mike Robbert, Brad LaBarry, Bonnie Keefe, Deb Cunningham, Stephanie Struble, Scott Kukel, John Lyle, Heather Reddy
Absent: Holly, Ric, Leslie
2008 RMRR – Board Meeting Agenda
Wins on community front (5 mins)
-79 for Oct 2008, vs 61 for Oct 2007
-Vision 1000 people participate in ‘week of running’. 150-200 people x 7 nights (1000-1400 total). Success means:
o Everyone in the club does something comes to one event & brings a friend.
o Prize for the member that recruits the most runners/participants. Signup form with waiver and email if they desire to be contacted.
o If TS attendees all events or if everyone in the club does one thing, we’re ½ way there!
o Do this because we care about the club & want it to grow.
Marketing (30 mins)
50th Anniversary Promo items Holly, Stephanie, Leslie, Bob Basse, Deb
o Year End for
–Vols 13 w/ 30+ hrs now, 12 more w/ 20+ hrs – see website #s.
–RDs 29 by yr end w/ RDs for Nov & Dec.
o Raffle & give away
–Bags are here
–Logo Ts. Free for 10 races (10 club races or 5club/5outside races) Free for vols @ 10 club races? Purchase @ cost $12. – Deb
–Holly get samples of luggage tag & license plate holder. Get 100 or more of each, depending on price break point. Only at the weeks worth of running events.
–Wait to order frisbees. Need to know events for next year to get quantities.
–Other gifts – blankets (vols), tyvek vests (RD)
Membership
-New member names since August? Database locked. Need to be timely, not 2 months late – what are the issues?
-Connect w/ new members (talk to these people!) Example = member who joined, wasn’t contacted, then lapsed. No one contacted her until it was time to give us more money.
-Felix’s email results – moves or injuries or retirement. Continue each month.
o 191 of 409 renewals = 47%. Ideas to retain more – like Dallas club’s 30 days out, 14 days out and after email/contact. If we retained more members, club would grow.
-Dallas Idea – coupon for $5 off membership to non-members who run a TS race.
-Flyer for Space Age – Kevin. This is low priority
-Have updated renewal letters from Laurie.
50th anniversary committees
Events – Doug Smith w/ Mike Quispe, Jim Chow, Scott Kukel, Bonnie Keefe, John/Betsy Lyle, Deb Cunningham.
-Deadline to finalize = Need for February Rocky Mtn Sports Keeper issue – Kevin
-Weeks Worth of Running tentative schedule:
-Everyone who participates in any of these events gets one of our RMRR promo items.
1. Sunday, May 31, 2009: 2mile Trophy Series race at Bible park followed by pancake breakfast and display of club memorabelia. Target market = active club members and families (kid’s fun run).
2. Monday, June 1: Old Timer’s event at Runner’s Roost on Colorado Blvd. Cake & ice cream or catering by something inexpensive like Qdoba, combined with a non-running event targeted towards members who belonged to the club in the 1960 – 80s. (Approved by Nancy @ Roost via Doug)
3. Tuesday, June 2: Wash Park fun run followed by happy hour somewhere along Old Gaylord St or Ogden St South (taco Tuesday). Target = the Tuesday night group and people who like the format of the Irish Snug runs.
4. Wednesday, June 3: Track workout combined w/ other track clubs like Columbines, Phidippides and Maureen Roben’s group. Need to assess interest of Phidippides, Columbines and Maureen Roben. Target = serious runners interested in getting faster and people who have never tried a track workout before. (Doug will approach Maureen)
5. Thursday, June 4: Trail running night combined with Denver Trail Runners, followed by potluck. Target market = trail runners. (Approved by Adam via Deb).
6. Friday, June 5: Birthday Predict run around lake in Clement park. For this 1.6 mile race, runners predict a finish time and do not wear watches. The winner is the person closest to their predict. This is followed by Birthday cake at Boulder Running Company. Target = people looking for a different type of race that’s fun. We’d donate prizes, awarded at the birthday party. BRC collects old running shoes. Bring a ‘present’ of an old pair. Idea – Mark Plaatjes = celebrity starter or speaker before predict race? (Doug will approach John Raveling)
7. Saturday, June 6: 50 mile or more relay. This non-competitive event consists of members running 1/4 mile laps around the Heritage HS Track. People would sign up in advance to run somewhere in a one hour time period (1-2pm, for example). Before & after, people mill around. Since it’s not a race, anyone can run or walk a lap, then sign the 50th anniversary log and partake of food & beverages. Target = anyone who has ever been part of the club. We need 200 separate people to each run 1/4 mile to make our goal. At 10 min miles, this event will take just over 8 hours (9am-5pm).
-Split into hours: 8-9am = current board, 9-11am = RMRR TS participants & kids walking w/ a parent, 11-noon = racewalk & volunteers, noon-1pm = past members, 1-2pm = open, 2-3pm = other clubs (Deb will approach Tracy)
Marketing – Kevin Downing w/ Karen Voss, Ric Robinette, Michelle Evans, Dave Cunningham, Deb Cunningham
-Need plans to target week’s worth of events. Chair person for each night.
Logistics (30 mins)
1. 2009 Race calendar – Approved.
2. Scoring – delays at Oct TS. Need for tags to arrive earlier – new non-member process introduced by Brad: list and tags need to be filled out.
3. Timers – having trouble with chronomix. Agreed we should order 1 new time machine. Stephanie will make contact to order.
4. Nov TS – Heather Reddy, Alicia Nix, Eric Greene.
5. Vol of the month. Olga Hnizdil for her work at the Denver Marathon
6. Vol of the year vote in December – nominations: Kristen Healy (website), Kevin Downing (bowflags, marketing), Ric Robinette
7. Treasurer’s Report
8. Broken items – cotter pins – John Lyle with pick up ~6 3.5″ cotter pins for the clocks.
9. Authorized van drivers – Heather is only driver eligible to drive of those directing November race.
10. Succession Planning – Adam Feerst will help as needed. Deb needs to formally invite Eric Greene.
11. Heather to help Ric with RD duties next year.
Community (15 mins)
-Website
o Metrics
o Write-up on RMRR teams rules- Bob Basse draft to Kevin 9/10.
o Add race director instructions
o Site metrics – Kevin (starting 11/08)
-Dallas Running Club best practices
-Tom Mates’ mother died. Board members offer condolences at next race.