Category: Board Minutes

Meeting held Monday, March 1, 2010.

• Next board meeting will be at Southglenn Library:  Address 6972 S. Vine Street, Centennial, CO 80112-3168

2010 club goal: ( Runnin’Fun)  (10 mins)

• Trivia  starts at 7:00 P.M.  Thursday March 18.   We’ll run beforehand – at Cherry Creek trail @ Parker Road starts at  5:45 P.M.
  • Kevin do eblast to announce.
• Other ideas – Bodyworks – Karen Szymanski will look at dates & group pricing.
• Movie night – Southglen library (Holly’s library).  Run on the highline followed by running themed movie
• Goal = 1 activity every 2-3 months.

Marketing and PR    (30 mins) – Dave

• PR Plan – Aurora
  • March – 2 potential articles, Aurora working on articles to be published. Deb follow-up since Aurora ill – not at mtg.
  • Update website – Alex, Kevin & Dave meet.
    • WordPress software for updating the web site.  Have not been able to rework home page to update look & feel.
    • Kristen has little time to assist.  Need new volunteer – potential for new member to step in.  Dave Cunningham  follow-up.
    • Kevin –  Has created a new RMRR flyer & is distributing to a lot of the running stores. Stores are happy to put up our poster.
    • Facebook – Dave Cunningham.  Jury is still out on how effective this will be.
    • Races added to Active (David R) David has added 5 races for this year.
    • Races added to The North Faces’s Planet Explore (http://www.planetexplore.com/run-3.2010) – Deb
    • Mike Q will add to www.runcolo.com
    • Joe Arrazola in Colorado running hall of fame?  (submit app) Ric, Dave Cunningham edit. No update on this issue.

 Membership  (15 mins) 

• Automate update of membership email distribution list –  Doug.  Process is very manual.  Doug sends updates to Kevin and Eric.  They each update separate databases.
• Program to contact new members & renewing members – Bob, getting about 2 to 5 new members per month.  Ones he connects with are happy to hear from a real person.  Dave Cunningham to help.  Doug send Dave the list.
• List of lapsed members to race. Felix has posted the list of lapsed members on the b board the day of the TS race.
• AIR for 2010 – Karen reported that membership is down.  Have a strong group in northern Colorado, but locally,  Nick may be focusing more on at-risk teens.  We’re not likely to get vols from AIR now.  

Logistics (20 mins)

1. Scoring – Felix – overall going well.
2. March race: 
   1. Vanonis scoring – timing chips & regular tags will be used for the March race.
   2. Vols – for the March race, Stephnie  – Unknown how many.  Stephanie will check & email Janet Gold
   3. Vol – one more jacket ordered – Deb
   4. Race Committee (Bob Basse, Heather Reddy, David Rothenburger, Dave Cook, Mike Quispe)
      1. TS:  Sept race will be at Platte River Trail Head 88^th & Colorado. 
      2. MTS Dave Cunningham, Eric, Doug, Dave Cook
         1. Nothing new to report
         2. But, need to finalize costs, app so can post on Active.com
      3. 4^th race w/ Solepepper sports?  Dave C contact Alan’s person
      4. Treasurer’s Report – Leslie.  Closing books.
   5. Discussed budget.  We’re projected to lose money again this year.  Possible solution = raise the race day fee.  Masters charges $10 for race day.  Still has 10-20 people.
      1. Board voted to table this until 2011.  We’ve printed apps & schedules showing $5 for this year.
   6. Van
      1. Parking Rental space+parking –  Dave Cook  reported can park  at his apt complex for $15/month.
      2.  Likely do so after paint because avoid vandalism at Hops location.
      3. White paint job from Maaco after get van– Dave Cook
   7. New office space.  Group decided to investigate purchasing a smaller timer that can fit in someone’s car.  If have that, don’t need power at a storage facility. 
      1. Dave Cook look at storage facility rentals including parking
      2. Doug Smith talk to Matt at Bolder Boulder to see if they’re interested in purchasing our clocks.

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Present:  Jeff Olson, Deb, Scott K, Dave R, Dave Cook, Mike Quispe, Holly, Karen, Lisa, Aurora, Felix, Eric.  Mtg held at Deb/Dave Cunningham’s house.

Absent: Stephanie Struble, Doug Smith, Bonnie Keefe, Leslie Mitchell.

 Successes & Issues: (5 mins)

• Banquet
  • Good speakers – nice way to get started
  • Name tags
  • Start setup earlier – about 1 hour
  • PA system good

 2010 club goal:  (10 mins)

• Increased involvement in other club activities (non MTS and non TS) – Holly Whelan
• Brainstorming
  • Holly would like to see lots of fun things, open to everyone, no pressure to attend, etc.
    • Trivia night
    • Mini golf
    • bowling
    • Rugby or other sports event
    • Activities after a run
    • Murder mystery
    • Seasonal activities – cross country, snowshoeing, ice skating
    • Christmas party
• Limit to our club or other running groups
• Get headcount earlier?
• Activities beget more activities
• Dave will help Holly find people to do this.
• Objective:  get people engaged and excited in different ways than trophy races
• Try a trivia night, Holly to find a bar.

 Marketing and PR    (30 mins) – Dave

• PR Plan – Aurora
• Website – not lots of progress yet; Alex struggling with HTML/WordPress mix.  New woman volunteer may help – Dave to call her this week.
• Aurora – lots of articles she’s working on
  • Pictures – Aurora may want some help.
  • Qi Fitness:  gym in town, (best gym per 5280); downtown and Colfax/St Paul..  They offered their gym space for events, do a connected thing with them.  Holly and Aurora will connect.

1. They are also hoping for leadership from us for their BB program.  Aurora will talk to program leader to see what she would want.
2. Invited us to their Mothers Day 5k (discount).  Same weekend as Ft Collins.

•  Facebook – Kevin & Aurora.  Dave working on this.  Need to determine how to make sure people get updates, help people use Facebook – make sure people know how to get email update.

Races added to Active (David R), Other (Kevin)  Someone at the last board meeting (I forget who) volunteered to get the races up on Active.com, but I can’t find them there. Canyou check to see if I’m missing something? I’ve got the lists to Competitor (RM Sports), Colorado Runner, Denver Post, racing underground (had to correct what was incorrect there) and Racing Colorado.
Dave R will post all of these on Active…but he can’t make the Active registration part work – that needs Doug.

Dave C take this on as part of Marketing effort and get it lined up by end of February.  Talk to Doug, understand process.

–       Make sure people know what to do with Facebook – send out to everyone

• New item – Joe Arrazola in Colorado running hall of fame?  (Needs to submit app)
  • Ric filling this out, Dave will review

 Membership  (15 mins) 

• Automate update of membership email distribution list – Eric & Doug
  How about posting a list at each race?  Felix will bring three copies, 2 for registration, 1 for the bulletin board.
• Program to contact new members & renewing members – Bob/Micol
• Tristan’s membership, Mike Quispe’s membership resolved.
• Aurora will check out PayPal to see if we could use it for membership and auto-renewal.
• AIR for 2010 – Karen
  • Proposal – they run for free at MTS & TS in exchange for providing some volunteers. 
  • Nick decides who gets memberships.   We find out who is a member, when?
  • Rescue Runner item = MTS discounted entry?
  • Want 2 non-running vols/race from AIR
    Kind of a tough year so far for the team.  Not as many people, Nick trying to figure how many are committed.
    Karen will talk to Nick, see if he’s able to commit to members.
  • Dom – give him a membership?  We agreed yes.  Karen talk to Nick.
  • Dave will post AIR run schedules on Facebook and (eventually) add to website so members can join in. 

Logistics (20 mins)

1. New office location/parking – Heather absent.  No news.  Dave says we could find a garage for $100/month.  Dave looking around; we agreed that we could just use a garage with electricity/maybe water; if there is enough storage,that would be better than what we have.
2. Scoring – Felix
   Going fairly well; some issues with people saying they are members at the race, but no existing membership (delayed check, lying, lots of other reasons.
   Have Doug update Active so that it tells people to print out their receipt if within 1 week of the race, bring with them.
3. February race:  Platte River Bar & Grill
   in good shape.
4. Vol – one more jacket – costs $37.50+ shipping. Vs $33.30.
   no- need to stick with what we have
5. Race Committee (Bob Basse, Heather Reddy, David Rothenburger, Dave Cook, Mike Quispe)
   1. TS:  September Race – 88^th and Colorado.  Platte River Trailhead Park.  Add to website.
   2. MTS Dave Cunningham, Eric, Doug, Dave Cook
   3. Treasurer’s Report – Leslie. Any more expenses from 2010?  Closing books.
      think we’re done except for banquet costs.
   4. Van
      1. Parking issues @ Hops
      2. Carburetor & tire – Ric
      3. White paint job from Maaco afterget van back from Ric– Dave Cook

Mike Vanoni:  wants to try his timing system at our March race.  We said sure.

Peter and Karen want to video tape people at the Feb race.  We said sure.

Related Images:

Monday, Jan 4, 2010 @ Whole Foods on Washington St.

Present: Jeff O. Rick R. Doug & Bonnie S. Deb & Dave C. Heather R. Dave Cook, Mike Q. Karen V. David R. Eric G. Bob B. Holly W. Alex N, Kevin D.

2010 Club Goal: After discussion and debate, the board chose a 2010 goal:  Increase the diversity of the activates we do beyond MTS and TS.  Holly Whelan agreed to be our ‘cruise director’.

Dan Shaw is pres of CMRA.  He is interested in working togther.  We could do promotions with the Colorado Masters to increase membership & race participation.

Membership:

Number of Family Memberships dropped by 40 families in 2009.

No word back from Nick Sterner. Karen will follow-up.

Membership processes – Eric reports that they are going faster.

E-Mail Management – Eric & Kevin will talk about ways to manage better.

Update Website: The structure of the website is working well. Alex, Kevin & Dave Cook will have a meeting to discuss new ideas.

Keeper posting, other listings Dave Rothenbuger will post the Rocky Mountain Road Runners club information on Active.com.

Logistics:

Trophies for Trophy series winners 2009, Bonnie reports that they are on order.

January TS: Rick Robinette will take the van home after the TS race to fix the left front tire & the carburetor.

Jan TS volunteers, Stephanie has this information.

February TS will be at the Platt River Bar & Grill. There will be a brunch after the race.

Bob Basse confirmed that he will be the race director for the February TS race.

MTS: Dave Cunningham, Dave Cook, Eric, & Doug will meet in the next 2 weeks to talk about the MTS for this year.

Promotions for 2010: Make more money for the club, get more runners in the club & work on ways to promote the club.

The MTS race on August 29th will be a 20 miles with a 10 mile option.

Van: Dave Cook will take it to get it painted White or Gray.

Parking for the Van: Find a place to park the van that will not cost more than $500.00 a month. Heather will look for alternate office space , including van parking

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Present: Lisa, Felix, Mike Q, Dave Cook, Eric, Doug, Bonnie, Deb, Jeff, Scott, Dave C, Leslie, Bob B, Karen V, Mike Vanoni, Dave R, Stephanie, Aurora

Absent: Ric, Holly, Kevin, Heather

2009 RMRR – Board Meeting Agenda

Successes: (5 mins)

•112 runners at November race. 40 non members

North High runners, lots of others. Wonder if we get people here because of location – farther north than usual

•YTD total at TS = 1193, best total in 5 yrs

what’s a good goal for next year

Guest Presentation (10 mins)

•Vanonis Chip Timing alongside RMRR: Mike Vanoni. Mike just wants to try his system during a club race and see how it works, what we can do with it.

IPICO – RRCA system special $5500, doesn’t include the chips ($3 each). Ends up being around $9-10k to purchase. The board held some discussion about buying this for our needs.

Scoring – Felix

•Scoring is working fine. Felix is working out with Doug and Eric when they can do database updates.

Membership (10 mins) Eric.

•Eric is getting started. Has a new printer from Ray Sibley – thanks, Ray! Nothing fancy, but fine for what we need.

•Program to contact new members & renewing members – Bob/Micol. Bob would like someone to take over calling new members. Doug and Eric will provide names to Dave C.

•AIR for 2010

oProposal – they run for free at MTS & TS in exchange for providing some volunteers. We didn’t get many volunteers this year. Nick was somewhat frustrated that guys weren’t helping as much. He plans to make it part of his requirements for the coming year. We will ask for 2 volunteers for each race; see how it goes from there. Karen follow-up w/ Nick.

oTreat AIR group as members or as guests?

Nick’s changing the program a bit. People don’t get shoes now until they make a commitment. 3 main incentive packages to keep guys involved. We think the regular guys should be members, but up to Nick to decide parameters.

Question: when will we know who will be members? Karen will email Nick to find out.

o 12/8 and 12/9 recruiting evenings in Denver 6:30pm at Riverfront Apartments Community Room, 3440 Park Ave. West, 2nd Floor. Aurora can help – Wednesday the 9th. Deb and Dave will go on the 8th.

oAIR also needs shoes and winter clothing. Kevin to send eblast.

oNick is doing something called “Rescue Runner” – runners can get a package of $ coupons spendable at various supporting orgs. Deb’s idea – what if we give them MTS discounts? Karen will talk to Nick about it.

Marketing and PR (10 mins)

•PR Plan -– Aurora

Focus on 4 proactive campaigns per year. For 2010:

Dec – Mar: 1) focus on New Years resolutions; 2) winter running guide

Apr – Aug 1) Marathon training; 2) Down economy = time to run (Competitor Sports seeing big growth in running numbers, especially in ½ marathons. Also focus on getting awards from 5280, Westword

Aurora will drive, needs help with social media piece, articles,

Getting people to write articles – remind Karen about her Running Well stuff; Scott talked about massage article; Deb has running with kids article.  Idea for Aurora to scan last 3 years of newsletters.  Do we have newsletters online?  No.

•Update website – Kevin.  Dave needs to talk with Kevin

•Keeper deadline = 12/18/09 for free race listings – Kevin

Logistics (40 mins)

•Trophies – pint glasses – Bonnie will get a proof before ordering.

•RD &Vol awards

a.Caps for RDs – red w/ gray piping. Qty = 48. Working w/ Leroy. Will see a proof.

b.Arm warmers for RDs – black w/ silver reflective. Silkscreen, not embroidery.

c.Anorak pullover for Vols – $26.75/unit + $40-50 set up charge. Everyone will have red. Embroider “2009 Volunteer” in white on left chest area. RMRR logo embroidered on back.

•Volunteers

a.Vol of the month = Luke Jeter for help at last 3 races.

b.Volunteer of the year. Need to select vol of yr. Prez is not eligible because of separate president gift tradition.

c.Make sure everyone gets their volunteer hours in! Holly needs to; Kevin send note to everyone about this.

•Race Committee (Adam Feerst, Heather Reddy, David Rothenburger, Bob Basse)

a.TS:

i.February at Platte River Bar & Grill? (Adam prefers to run here in Sept, but Doug/Bonnie – ck w/ Platte)

ii.Location for Sept race – Redstone Park or Writers Vista Park (both on the Highline Canal. Another option is Stone House and go right (west)out to the paved Bear Creek bike path? No road crossings. Race committee will resolve this via Dave Cook, Mike Quispe, Scott Kukel check out courses, make recommendation.

b.MTS Dave, Eric, Doug

Sun August 15 (day after Georgetown)potential 10 miler.

Sun August 29

Sat Sept 11 – Note Trophy Series on 11/12

Sun Sept 26 (3 weeks ahead of Denver)

Commit to three dates for Keeper Issue. Decide on 8/15 as a 10 miler.

•December Trophy Series:

a.Adam and Lisa meeting tomorrow to make sure

b.Need to update the start point on the website. It’s on the east side of the park on the diagonal road.

since this is the first time for this course, need to make sure we tell people what to do, where to start, etc.

volunteers in decent shape.- Stephanie sent out eblast about non-runners, but should get there.

c.Need to write down the instructions sheet – Deb and Dave will do this.

d.Bob will help Lisa load the van on Friday

e.Need non-running vols. Stephanie has an eblast out.

f. Pub on Pearl (Craig Jones) will open for us after the race. Order off regular menu. Deb confirm w/ Craig

•Treasurer’s Report – Leslie

Bad news: PC crash, but saved the data.

Need to have Lisa place new insurance in van.

Lots of people NOT on van insurance – need to give Leslie drivers license and other info..

•Van

a.Brake fluid/other vandalism– Ric.

b.Paint from Maaco – Board agreed yes, we’d get the low end paint job? What if we also had logo done? Change color (might be more expensive)? Dave Cook said he would do this.

•Banquet: Sunday, Jan 31 at Fox Hollow – Stephanie

a.$18 per person cost. Charge = $15 if <15 hrs?

b.Beef & veggie lasagna

c.Can bring our own cake

d.Planning for 50 people, need final count 3 days ahead.

Stephanie will bring signup to TS race.

•Colfax Marathon – if you sign up before Dec4, ½ price!!! Kevin send out eblast

•Also – Platte River half – register now, get $5 off.

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