Sept 2014 Board Meeting Minutes

Meeting: Rocky Mountain Road Runners Board Meeting

Date & Time: Tuesday, September 2, 2014; 7:00pm

Location: Whole Foods on Colorado Blvd

Secretary: Anne Gross

In Attendance: Dave Cunningham

Deb Cunningham

Hilarie Ryals

Michael & Maria LePage

David Rothenburger

Stephanie Struble

 

1. Treasurer’s Report

Email from Leslie Mitchell: “Hi everyone – once again, I am out of town and will miss the board meeting. I’ve attached the current financials. Of note:

Our income is down substantially from YTD 2013. Membership revenue is down by $1,700, primarily in the amount of dues paid by check. Does anyone have any checks that members have given them for renewal?

Trophy Series revenue is down as well. This is a bit of a catch-all account. Anytime there is excess cash in the cash box, it gets deposited to this account (I don’t know where else to put it). So this account tends to have big swings in it, but usually by this time in the year it has evened out. Is there excess cash in the cash box?

Expenses are in line with last year. As a reminder, we had a big purchase of Trophy Series award ribbons last year. If you take that expense out (roughly $1,000) our expenses are in line.

So overall, I am concerned about membership revenue. I went to the post office last week and collected checks from Dave Cunningham, so I think everything has been deposited that I am aware of.

Let me know if you have any questions. I am available by email, phone, or text.”

 

2. Trophy Race August

 

Mile markers off, high line canal markers off?

Smaller numbers, but decent turn out

 

3. Trophy Race September

 

Race Director: David Rothenburger

 

8 mile and 5k to be set up; mile markers are faded

Water station as well on the 5k, 8 mile will see twice, volunteers can drive right up to it

David has Georgetown pint glasses for the give away

Gift certificates, book about running injuries as well for the give away

Deb and Dave have items for David for the race

 

4. Marathon Series

 

42 people turned out, course record set

2 race directors for next time

David has fliers for the next upcoming

Need to distribute fliers and application better to local running stores, Endurance House, over to Highlands

David will send out email with sign up to stores, etc tonight

David will get Tim’s info for Mike L.

Stephanie will work towards more volunteers for a water stop

 

5. Volunteer of the Month August

 

Pam, Larry, Bruce all helped cooking

Two new volunteers at the aid station taking pictures

Jewel who helped at the end of the shute

Or Larry from the MTS

 

Larry!

Gift cards in cash box

 

6. End of the Series Gift and Trophy Series

 

Photo frame or pilsner glass?

Most votes for pilsner

 

Volunteer Gifts

Shirts, jackets? Sierra Trading Post, might have issues with sizes

Could we get running store prices for the jacket?

Dave will ask Amanda with BRC to get their price, super lightweight running jacket

Deb will check emails from Stephanie for samples/examples

 

Race director awards

Gym bags, two compartments?

Dave will check with new volunteer list to try and get one person to spearhead

 

7. Volunteer Email

 

Dave shared the list of volunteers willing to become more involved, incredible response!

Bottles? Dave is meeting with Lisa next week

Email Jimmy to see if he would be willing to help with MTS

 

Stephanie chatting with David about September Trophy Series

Volunteers, ie Rob, Harleigh, etc running the 5k and working the water stop

 

Dave would like to really take a look at the board, be a bit more official and hold elections this year

People haven’t showed up, need to assign positions

Need to take a look at the constitution and by laws

December annual meeting at the Cunninghams

 

Dave will send update email with all of the new people with new jobs

Dave will be meeting with each of them to give direction

Marketing, communication, Facebook, newsletter, website

 

8. Water Stop at Denver Half Marathon

Need volunteers, can sign up on marathon site

Dave will be managing

Banners, PA, other options to really make the aid station awesome

 

9. Track

 

Wednesday, September 3 at North High School

Need to communicate with participants that its not at Sloans Lake

 

10. Anything Else

Dave will talk to Casey about awards

Dave will talk to Jimmy about race directing for MTS

Mike, Marie, Scott will come early for set up on Saturday

Related Images: