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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

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March 2014 RMRR Board Minutes – 31March2014

Monday March 3/31/2014 6:30pm      Board Meeting @ Boulder Running Company
Leslie, Stephanie, Maria, Hilarie, Deb, David, Dave, Bob
Treasurer’s Report
Concerns about membership revenue through Active.  Could be due to Active search issues.  Look at revenue by month??
Trophy Race – March – Results – Comments about the race
Well run, but scoring was slow, so people left after the raffle.  H2 make this easier?  Adam Feerst has volunteered to build a PC-based way to do race day – Dave C to follow up
Trophy Series Race – Sat April 5, 2013 4 mile City Park – Volunteers – Race course – Other race issues
Brian and Tim G will direct (Stephanie out of town).  Janet will lock up at 5am to make sure City is ok.  Janet getting portapotty; lots of volunteers.
Volunteer of the Month – Mike Blanchett for shoveling?  Jeff Hesse for helping and photos?
Mike Blanchette for his sweeping task.
MTS
March 30, 2014 – Results (will be posted tonight) – 61 finishers – 27 20M runners.
Next on is Sat April 12, – Stephanie and Cheryl – Race Directors.
Last one is Sat April 26 – Deb and Dave – Race directors.
Marketing – Dave C
>> I am a Runner – no planning work completed by Dave C.  Will have by next month’s board meeting with suggested approach and $$ needed.  Anyone interested in doing with Dave?
David will work with Lisa to shape the graphic treatment.
Shirt design
     – David continues to work with Lisa on logo
     – Idea of Runner in front, club logo in back
$$ for this and how to engage members – who gets a shirt/bottle?
5 club races
>> Roles in Club – Who to approach
Dave C to build list and get more people signed up.
>>  BRC – VIP Party Thursday night, other updates
did discuss discount issue, but no change in approach.  BRC is doing other things and we should encourage our members to go there, but we can’t influence how discount impacts them.
>>  Colorado Runner ad will go out next week
Raffle this weekend – North Fork 50k entry, BBoulder raffle gear and entries, 3W stuff, Polar bottles (thanks Maria!!), energy bars (thanks Deb!), RR certs, maybe BRC certs…lots, so plan to send email about it!
>> Dave C send email to members.
Scoring – Dave C
>>  Kristin Mott working with me on scoring this weekend.  Hopefully she will be able to step in soon.
>>  Adam Lee stepping away.  I will work with Adam to document year end work and latest processes.
>>  working with Adam F – potentially create new simple way to do raceday scoring with PC, not manual.
Idea right now, no work done yet.  But – this would also call for new PC, which Hilarie also needs for Membership work.
APPROVED – Hilarie work with Mike Q to buy new PC.  $800 budget.  Use credit card and get reimbursed from Leslie.
Quartermaster Report
Membership
Hilarie needs new PC for membership work – ok?  Will also use for raceday scoring if Adam thing works out
Awards – volunteer awards–where does that stand David?  Are we going to give something out or let it go?
Polar Bottle option…
Preliminary quote: 100 custom @ $8.00 ea ($800)
If you supply art in a print ready format (Please NO JPEG or GIFs/ see attachment) the setup charge is $50.00.
Total: $850 plus shipping
Your art can be as many colors as you want. 
You can have different art on each side
You can personalize your bottles for an additional $2.00 per name.
Your bottles can be any of the regular Polar Bottle colors & designs (except for the USA Pro Cycling & LTD Edition bottles), any size. Go to this link to see all of your choices.
.
For custom orders all sizes are the same price.
Your order can include all sizes at no extra cost.
Your order can include more than one bottle color.

As soon I have the details for your order I will send you an order form with an itemized price quote.
When we have your order with the art & a 50% deposit we will make one of your custom bottles & send it to you USPS 3 day for approval.
The balance is due by the ship date. Turnaround time to ship date is 2 weeks from the date you approve your bottle.
Track will start Wed April 2, – North High 6:00pm (or is it 6:15p?!?)
Colfax Marathon – Tent
Tina and Columbine’s Race
“I wanted to promote the Columbine Classic at the April 5th trophy series races (4 and 8 miles races) and raffle a few 2-for-1 race entries.  The Classic races are on June 1st which is the same day as the June trophy series Pancake Breakfast race.  Would this be a conflict of interest with RMRR club races?  Since I heard you were having a board meeting tonight, I thought you could discuss this and let me know what you think.
Leslie, Jitka O’Farrel, Crystal Ganoe and I are Columbines members and I was planning to ask a few other Columbines to possibly join us that day, too.  Our race is benefitting the Women’s Bean Project, in case you interested in who our beneficiary is this year.”
Board – agrees that this is a conflict and we can’t promote.
Potts – Trying to get Mile High Loop renamed.  Need 1000 signatures from Denver residents to get it considered.
>> I said I would announce at the Race on Saturday.
City Park Alliance (namers of the loop) – they didn’t care.
Anything else?
Next Meeting Monday April 28, 2014

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January 2014 Board Meeting – 3Feb2014

Board Meeting February
3 Feb 2014
David Rothenburger, Deb Cunningham, Dave Cunningham, Michael Lepage, Maria Lepage, Eric Greene, Hilarie Ryals
Whole Foods on Colorado Blvd
Agenda
Treasurers ReportTrophy Race – Platte River Bar and Grill (John B)

Deb requested that John or someone tied to race contact Pancho
– Volunteers –
–  Race Course 7M and 5K (new course)
–  Food:  $100 for the bar
– Other race issues
New course – goes to roundabout at golf course, goes 1/2 to the south and turns around.  5k will go north a bit, then back south and use the same turnaround.
Plan to do awards
Ken – doing Stephanie’s volunteer coordination while she’s gone.
Volunteer of the Month:  Jockers for bringing their heater
Volunteer of the Year for 2013 Tom, Rosalie and Sheryl
David to provide listing of VOY to Dave C to put on the webYear End Banquet
– How did it go?  went well, service is good.

        – Next year Tentatively 25 January – Homestead
>> David will bring mugs to the race

Track  Wed  – Done until Next Spring
Wed night long runs at River Point shopping Center (Hampden and Santa Fe)
Group Runs on Sat at Goodson or Cherry Creek Res. Depends of weather for location
Also look on facebook as people have been posting runs for the next day.

>> Deb will check on using the North track – after Daylight savings – 1st Weds of April
Database – will no longer use Lee’s Windows server.
>> Dave C write up approach to make sure db use is clean

Marketing /Goals – Dave C

I am a Runner – strong response to this as a message for our club – this is what we help you do
have an “I Am A Runner” on the front (could someone do a graphic design?
15 minute volunteer – good response, especially to the greeter idea.
I am a Runner – ask for designs.  Check with Lisa W?  David will do that, and then Deb
Dave review the web, Facebook, other stuff – rebranding for I am a Runner and make sure he’s comfortable
Deb will do the 15 minute volunteer post for February
David needs some race director help
David reluctant – needs to think about I’m a runner
>> Runners Roost – check for apps and MTS
>> BRC – Tuesday night run through the club?  propose to Alexis.
     >> get an update from Alexis
>> Jeff O – pick up GU from Sam?
15 minutes of volunteering ideas
– focus on guest members:  talk up membership
–
David will be sending out an email to MTS runners from last couple of years
 
Want to see old race results – figure out how to post more cleanly.
put old results 
records – good to have a table or PDF
Anything elseNext Meeting Monday Feb 24

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February 2014 RMRR Board Minutes – 24Feb2014

present:  David Rothenburger, John Bullock, Hilarie Ryals, Leslie Mitchell, Michael Lepage, Ken Shimada, Maria Lepage, Dave Cunningham

Treasurer’s Report
roughly $25k in the bank
about even with last year
more $$ from Space Age the last payment
Expenses: race permits coming soon

Trophy Race – February

– Do you like the new course
* access points are convenient except for the golf course turnaround
* found a place to access it, though it took some walking
* next time use 3 cones at each crossing to avoid people getting lost. Noted that it was old farts who should know better who missed the cones….

March Race – Crown Hill 3 Mile (Ken and Janet)
Volunteers – Stephanie sending email
Any other issues with the course
Other race issues
Volunteer of the Month – February
Elizabeth Hayden – running the aid station

Marathon training Series
– Sun March 31- David R, Mike C and Mike LePage
– Sat April 12 – Mike and Mike
– Sat April 26 – Deb

Marketing – Dave C
Update on conversations with sponsors

  • RRS – on sponsor page, discount posted
  • Endurance House – on sponsor page, discount posted

New Sponsor page on web – discounts, links, other info
Updated yearly results on web

BRC Conversation – no more discount.  Board sees this as a big issue – why should members buy from there? Loyalty program isn’t very compelling
>> BRC Discount – Dave write email to Amanda – concern about discount

Long Runs River Point Shopping center
Track North High, April 2 6:15p start (warmup before)
Colfax Marathon Tent

>> Dave C add notes about Track and Colfax on the website

I am a Runner and Action Plan

– we all identify with this statement, and that’s what the club should do – help people be the best runner they can be.

All like the idea. Leslie talked of “connecting the dots” – that’s what we help people do
Agree that this is the message we want to present on website, other materials
Action plan shows many items we’ll work on to achieve this – races, track workouts, more sponsors, resources on web,
Logos for possible shirts
Idea of Runner in front, club logo in back
>> David R continues to work with Lisa on shirt idea
>> Board members send your thoughts on how this should look to David.

Action Plan
>> Board members review attached plan and take 10 minutes to think of any items we should add. Send them to Dave C! we’re already making great progress.

Membership
– Hilarie has fully taken over from Eric. Thanks to Eric for many years of hard work!!
– Hilarie updated the membership letter to include links to various club activities – great!
– Also: database now housed on Bluehost site, not Lee’s virtual Windows desktop.

– someone to consider whether we need a group AND A page on Facebook: who wants to do this?
>> Dave C look for someone to do this – add to Action Plan

Handout for new runners? Postcard size with info on all our activities? Business card size?
>> Dave C work on this, send out a couple of examples

>> Dave send Michael Lisa’s email for volunteer hours
>> Dave send all Action Plan files to John B
>> Dave C order double sided tape for scoring (DONE!)

Next Meeting Monday March 31, 2014 – At BRC – Cherry Creek?? or Dave C’s? decide after BRC discount conversation….

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