Category: Board Minutes

RMRR Board Meeting

August 1, 2016

Present:  Dave Cunningham, Deb Cunningham, Lisa Wilson, Jim Mair, Rick Edrich, Dave Rothenberger, Stephanie Struble

 

1. Treasury Report- No report
2. July Trophy Series- there was a logjam at the finish line. It appeared that large groups of runners arrived at same time causing the jam.  With 105-runners the chutes were full.  Dave C.- “Were there volunteers urging runners to keep moving?”  Jim M.- “There was when I went thru, both at the entry point and half way thru urging runners to remove their tags and keep moving.” There were problems with timing also.  This may have been related to the logjam of runners but it was 3-weeks before times got published.  Pictures?  Nobody took pictures due to a faulty camera.  Dave C. suggested that the club buy a modern camera.  Lisa W. thought a Wi-Fi compatible option would help with uploading pic’s straight to Face Book.  No pictures go on the website anymore, everything goes on Face Book.  Dave C. made a motion to have the club purchase a camera with a $200 cap.  The motion passed unanimously.  Lisa W. will look at some camera options.  Stephanie S. asked Dave R. to submit the volunteer hours for the race, which did not get submitted.
3. August Trophy Series- Dave R. checked the course yesterday. The course will start and end near the big shelter, which is across the wooden footbridge near the Goodson Rec Center.  Stephanie will send out another club email ref: volunteers and will clarify the start location.  Rick E. asked if the necessary  public notification signs advising of the upcoming race had been set up, which is usually required one week ahead of the race.  Dave C. said the signs had not been posted and had not been created yet.  Somebody will get them up ASAP, which is better late than never.
4. Marathon Training Series- the dates are firm for the series. The race directors for September 11 will be Jim Mair and Lisa Wilson.   Dave R. will provide some guidance for the two new race directors prior to the race.
5. Volunteer of the Month- Stephanie read a list of the volunteers. Dave R. suggested Link Lubken.  2^nd by Lisa W.
6. Marketing- there were no photos from last months race. There was more discussion about the purchase of a camera.  Deb C. questioned who would upload the pics and would they have the necessary software to upload the pics. There will be advertisement about the RMRR in the Fall issue of Colorado Runner.
7. New Board Members- Dave C. announced that he will be stepping down from the board at the end of this year. Dave believes other members need to step up and take over for some of the board members that have been volunteering for years.  Lisa W. suggested identifying potential candidates early, like next month, so that we are not scrambling at the end of the year.  It would be good to get the new replacement in place early and get him/her trained up so there is a smooth transition.  Lisa recognized that the board is getting smaller and it may be a good idea to blend some of the responsibilities of the board in order to attract new members.  Lisa asked if we are asking too much of the board members.  Dave C. suggested eliminating the ‘Running Stores’ position, which was a liaison between the club and Denver area running stores.  The position was a good idea when introduced but now the running stores host their own events which often conflict with RMRR activities.  Stephanie- “Does it have to be a board position or can it be a volunteer?” Dave C. “I move that the position not be a board position and roll it under the marketing position.”  Stephanie 2^nd the motion; majority of board in agreement.

It was decided that Dave C. will make an announcement at Friday’s BBQ that the club is looking for new board members.  Current board members will circulate thru the crowd with a sign up sheet (created by Dave C.) making personal contact with club members and seeking their interest in a board position.

8. October Race- Dave R. will talk with Rick about the race after the meeting, so the subject was tabled for now. Dave C. asked if there had been discussion at last months meeting about a trail race at White Ranch.  There was discussion last month, but the idea did not move forward because RMRR is a road running club and there were concerns about footing on the trails.
9. Year End Gift Ideas- Stephanie sent the board an email inquiring about giving a stadium seat as a gift. The seats would have the RMRR logo embroidered on it. Dave R. saw them at ‘Dicks Sporting Goods’ for $10 plus it had an umbrella.  The board seemed generally in favor of the idea.  Stephanie will research stores that sell chairs, including REI.  There was also discussion about beer growlers and wine with the RMRR logo.  We should look into whether the growlers can be etched with the logo.  Jim M. will research local breweries that might be able to work with us.
10. Wednesday Night Track- there have been 15-20 track runners showing up consistently. Nothing new to report.
11. Denver Rock & Roll RMRR Water Station- do we want to do this event as a club? Dave C. does not believe we should be involved in the R&R race and that we should throw our support behind something local events like the Colfax Marathon.  Stephanie agreed and added that there are plenty of local half-marathons we could support.  Dave C. made a motion that we support the Colfax Marathon.  Dave R. asked if there will be enough volunteers to do this do to the number of club runners that will be participating.  There are plenty of volunteers that do not run, so its not an issue.  Lisa W. 2^nd the motion and all members were in favor.
12. Next Board Meeting- Tuesday September 6.

Related Images:

In Attendance:  Dave Rothenburger, Michael Blanchett, Jim Mair, Lisa Wilson, Rick E.,

1. Treasurers Report- Leslie M. was not in attendance, so no report was provided.  She had sent an email asking if any of the board members had picked up any checks from the post office, however nobody had.
2. June 4k Bible Park Race- Everything seemed to go well.  No reports of problems with scoring or issues at the finish line.  The White Elephant raffle went well with a lot of prizes for give-aways.
3. July Stonehouse Trophy Series Race- Dave R and Michael B will be at the race early to set up.   The course will be the same as the last 4-years.  Two course marshalls are needed as per the permit.  It seems that the City of Lakewood is becoming more demanding on requirements for organizations holding races.  Dave R will get the announcement signs up.  We need somebody to take pic’s of the race since Deb C. will be out of town.  Michael B will ask Jeff Hesse to cover that.  What about registration?  Dave and Deb usually handle this.  Lisa W. is out of town.  We will have to get things figured out Sunday morning, but Dave R. and other regular volunteers should be able to get things worked out.  The only concern is new runners that signed up on Living Social.  
4. August Trophy Series Race- this is the summer BBQ pot-luck.  Lisa W. will advertise this as a pot-luck on Face Book.  The club will provide meat; members will bring sides dishes so we will have to figure who brings what but it will probably be based on last names.  Permits are all set, so we are good to go there.  This year we have the big pavilion.  There was discussion about the start/finish line and if it should be at the same place  Last year we started at one pavilion and ended at another.  Dave R. noted that the mile markers are usually off for this race, so he will ensure the markers are more accurate this time.  He gave a short presentation on certifying courses and all that is involved in ensuring accuracy.  
5. Volunteer of the Month- Bill & Jan Newman for the excellent job they did cooking pancakes.  Rick E. nominated; 2nd by Lisa W.
6. Marketing- Lisa W. reported that the Face Book response from the Slacker ½-marathon generated a lot of interest.  The track workouts generated interest too.  Photos always boost the posts, so keep coming up with good pic’s.  The sooner they are posted after a race, the better the interest.
7. Fall Marathon Series- These are early 7:00 a.m. starts due to the heat. Dave R. needs race directors for August 28, September 11, and September 25.  Lisa W. and Jim M. will co-direct (tentatively) the September 11 run.  Setting up the course, gathering supplies, food and drinks, photos, timing the course, and getting the results to Dave C. are the main responsibilities of the race director.  Dave R. will check on the parking problems and course concerns that were raised at the April 25 board meeting.
8. October Race- This will likely be a 10-miler and may be held at White Ranch.  Some of the Masters don’t like the trail running aspects and it could be a tough run at White Ranch.  Dave R. is also looking at a location in Westminster.  3W Races are not hosting an event that will conflict with a RMRR run.  
9. Wednesday Night Track- attendance has been good.  Rick E. has had 8-runners showing up consistently for coaching.  Rick said there has been some tremendous results from the runners and excitement is high.    
10. End of Year Gifts- Are we still looking at beer for Trophy Series winners?  Discussion was had about using a local brewery, buying growlers and adding RMRR labels.  Dave R.- Did we ever decide on a 6-pack, ½-case or a growler?  What about a bottle of wine for non-beer drinkers?  Jim M. will call local brewers and find out what they can do for us.  In the past the cap has been $15/per item. What about non-drinkers or under 21?  Lisa suggested kombucha in a growler.  For race directors, discussion was about a polo shirt.  Dave R. asked for other ideas, but the board was stumped.  $20-$30 cost for race directors.  Lisa W. suggested a coffee table book from Shutter Fly with pic’s from this years runs.  Movie tickets and gift cards were discussed, however Dave R. said we generally give out something tangible that they can have in-hand.  There was discussion about the benefit of movie tickets and other gift certificates, but no resolution was reached.  Suggestions were made to ask the regular volunteers what they would like as a gift.  
11. Anything Else? – Lisa W. and Dave C. did a phone conference with ‘Runners World’ discussing the RMRR club, the local running scene, favorite local running store, runners hang outs, Washington Park, and Denver running clubs.  It is not known at this time if this interview will make it into a future magazine article.   
12. Next Meeting- Monday August 1, 2016.

Related Images:

Present:  Dave C., Deb C., Rick E., Dave R., Jim Mair, Scott Newman, Lisa Wilson.

1. May Trophy Series Race– there were some problems at the finish line with the 5k race. Three (3) separate sets of instructions were provided to the volunteers about the 5k which added to the confusion.  The problem seemed to be that some of the 0.0 start time 5-milers finished the race before the 5K runners, and some Trophy Series runners started earlier than they should have.  Due to the bibs being identical for 5k and 5-mile runners it was difficult to distinguish between the two.  Dave C. has purchased separate identification tags to distinguish the 5K runners from the Trophy Series runners.  Other suggestions included a separate registration table.  Scott Newman and Dave C. will continue to work on this issue.
2. Bible Park Race– reservations are in place for the June race. Dave and Deb C. will pick up the propane pancake griddle. Scott N. will pick up the food from Cost Co.  We need to check on utensils, napkins, plates, etc.  Dave R. has some raffle prizes which he will donate.  Scott N’s parents will cook again this year (Yeah!).
3. White Elephant Donations– discussion about the benefits of holding a White Elephant   The consensus was that the pay-off is good for the participants but we should not do one every month, maybe just on months when there are not other after-race events such as the pancake breakfast or the pot luck dinner.  We will do a White Elephant raffle this month.  Lisa W. will post it on Face Book.
4. July Stone House Park Run– there was a Face Book request from a non-member requesting RMRR Club assistance with a friend recovering from an injury. The request was for RMRR to map out a 2.62-mile course and have club members on-hand to cheer at the finish line.  The vote was ‘No’ since this was not a RMRR Club function.  Lisa W. suggested that the requesting person may be able to find a 5K and participate in a portion of the run.
5. August Pot-Luck Run– DeKoevend Park Shelter C is reserved, which will possibly necessitate a course change. Discussion was held about the new course.  Arapahoe County fees added up to $169 for the 5k, which Rick E. covered and was re-imbursed.
6. Volunteer of the Month– A big ‘Thank You’ to RMRR member Nicole Shaklee for volunteering at several events, then giving a good showing at the races. As always, the efforts of all volunteers are greatly appreciated.
7. Face Book Update– Lisa W. gave a presentation on the best ‘reach’ times for the RMRR site. The best response continues to be following the posting of race pictures, followed by the early morning and evening hours.  Dave R. suggested ‘sharing’ the posts with running friends as a way of reaching more Face Book followers and attracting more runners.
8. Wednesday Nite Track– attendance has been great with about 25-runners showing up regularly. The group warm-up has been really effective.  The follow-on pace groups vary in times from 5:10/min up to 12:00/min.  There was lots of discussion of various splits.  Rick E. had some inquiries as to whether new runners could still sign up.  Dave C. checked the RMRR site and determined that new runners could not sign up.  Dave C. activated the sign up link which will allow new sign ups.
9. Volunteer Gratuities– race directors and volunteers in excess of 30-hours qualify for a nice ‘thank you’ item at the end of the year. Shirts, jackets, and fleece pants were discussed, along with beer mugs, wine glasses, stadium chairs, and picture frames.  Deb C. suggested asking the volunteers what they would like, however there is not always a lot of feedback when asked.  Rick E. suggested a bottle of wine with a Club label, or possibly a growler of beer.  Dave C. will contact Ray Sibley and see if he has any suggestions on local breweries.
10. Kids Race– Deb C. reported we are in need of more prizes for the kids runs which follow the three short summer runs.  Lisa C. checked her car and determined there were some good prizes.  Scott will pick up more toys.

Related Images:

RMRR BOARD MEETING

April 25, 2016

Present:  Dave, Deb, Jim Mair, Lisa, Scott Newman, Dave R., Rick E., Janet, Leslie, Stephanie

1. Account Balances- Leslie provided a cash flow comparison as of 4/23/2016. The news is good, with a new category called ‘coaching’ that is bringing in some capital.  Rick E. said he had 3 people contact him for training.  Run Sign Up has also been very successful and is simple to use, along with Living Social, although they take a 50% cut of dues.  Overall, the financial total is up +$370 over last year.

2. City Park Race March ‘16 – Discussion held about the race start time. It was posted as 8:00 a.m. but one RMRR site listed it as 9:00. There was discussion to move it back to 9:00 a.m. due to it being cold at that time of year.  In the in the past it has started at 9:00.  Current thought is that the race times change with the start of daylight savings time.  Some board members liked the earlier start time.  No decision was made at this time to change the start time.

3. Marathon Training Series- Dave R. reported that they held the 3^rd training series at Twin Lakes Park. 34 runners attended, mostly 10-mile runners with a few 20-milers.  There was a road closure issue due to construction, but last minute adjustments worked things out. IMPORTANT:  Parking off of 70^th Ave is a potential problem at ‘Twin Lakes Park’ for the January race.

4. Mike Blanchard and Sara Foster are race directors for the May race at Stapleton Central Park. Volunteers should be referred to them.  There will be a 5K run.
5. Dave R. is working on a sturdier sign holder which should be available for the May race.
6. The use of the video camera at the finish line seemed to work, however there may not be a need for it since there has not been timing issues in quite awhile. It is probably better utilized at the shorter runs since the finish line is not as cluttered on the longer races.
7. Volunteer of the Month- Bob Bassett has opted out of running the last couple of runs but has shown up as a volunteer. 2^nd by Dave C.
8. Marketing- Lisa- the RMRR Face Book page reach was over 3,000 the week following the race- up 190%. This week’s reach was 645 (not a race week). RMRR will use the big board at race sign up’s to announce to members to like us on FB.
9. Club Volunteers- Dave C. had 7-8 people that responded to an email urging members to volunteer with club events. He will reach out to them this week to determine the interests they might have.  It is important to get new people on board that want to contribute to the club at a higher level.
10. North High School Track Workouts- (6:15 pm) 20-participants the 1^st week, 18 last week. There were some non-club members who said they were not members.  Dave R. said the workouts are a good public outreach and the non-members are gently encouraged to join the club.
11. Colfax Marathon- We will be doing a RMRR tent at the. We will try and get somebody to staff the tent during the race.  Security isn’t a huge concern, but it would be good to have somebody there at around 6:30 a.m.
12. White Elephant for April Run?- Yes!, the race earlier this year was a big success.  Members are encouraged to bring a new running related item. Lisa will post it on FB this week.
13. Permits- Rick E.- Denver is taken care of except for Wash Park, which will be worked out. Unknown on Stone House run at this time.  Rick E. will contact the City of Lakewood and make sure the permit is taken care of.  Leslie said there should be an old receipt for the City of Lakewood and she will check her records to determine if it has been paid yet.  Rick E. will take care of the South Suburban DeKoevend Park run.

Related Images: