November 2017 Board meeting

Good meeting in Scott Newman’s Jeep at the racecourse today!    Here are the minutes with action items in red.  I will also put them online.   Attendees, please reply all if you disagree with anything summarized below.
  1. Attendees – Dave C:  1 hr of volunteer time for Leslie Mitchell, David Rothenburger, Deb Cunningham, David Kahn, Scott Newman, Rick Edrich
  2. November race recap – For next year, the start/finish line needs to be on the south side of the path.  With it on the north as it was today, there is a conflict between those starting and those finishing the 5k.
  3. December race – Deb & Dave C are RDs.  Deb has the permit.
  4. Volunteer of the month = Ed Gussie because of his help at all of the fall MTS and his help at the November TS (traffic control + setup & clenan up)
  5. 2018 Race Calendar
          We agreed that we WILL host all 12 races next year.
          The September TS will be run on 9/9.  It will be a 10 miler and will be combined with the MTS that would normally be on that Sunday.
          The October race will be the 8 miler to accommodate this plan
          Rick Edrich will look at Westminster City Park to host the race b/c we know the course out there.  If Westminster is not an option, Trailhead Park is the backup.
          Note – Westminster gave us our last race for free under the condition we park on the opposite side of the park.  Many members did not follow these directions and that could make Westminster less inclined to cut us a deal going forward.
 
6.  2018 Board members – the following current board members will continue:  Leslie Mitchell as Treasurer, David Rothenburger as Race Committee Chair, Deb C wherever needed, Dave C Volunteer Coordinator, David Kahn, Scott Newman, Rick Edrich.  
Lisa, can you confirm that the following people will continue?  Lisa as Pres, Michael Blanchette as VP, Sandra LeBlanc as Membership Chair.
Two new potential board members:  Scott will ask Cori Diekmeir and Rick will ask Angie Hamel.
 
7.  Next board meeting – the board assembled did not like the idea of meeting after the TS.  The concensus what that it was already a long day and we just wanted to go home.  The next meeting will be on Monday, 11/27 at bar/restaurant near I25 and either Colorado or University.   Lisa, No one volunteered to find a venue.  Would you select a place?
 
8.  End of year banquet, awards & gifts
– Homestead golf club.  Because of the club’s financial situation, we agreed to charge $5 to everyone attending the banquet except our four non-running volunteers (Tom, Sharyl, Rosalie and Rochelle).   The $5 price applies to those w/ 15 volunteer hours or more.  Those w/ fewer than 15 vol hours will be charged $15.  We need to do a facebook post about the banquet.  Deb to coordinate post w/ Lisa.
– Michael B was not at the meeting, so no decisions on gifts.  David will look into Polo Shirts and Dave C had an idea on socks.   We’ll decide next month after hearing from Michael B, David and Dave C.
 
9.  Track – North HS worked well.  We want to continue there next year.  Rick Edrich will get the permit for 2018.  Leslie Mitchell will ask the Columbines if they would be willing to welcome RMRR members to their Tuesday night track sessions.  These are down south, so would offer an option for those who do not want to drive up north.   Leslie also raised the point that we should expect those at track to become RMRR members if they regularly participate.  The first time free is fine, but this is a valuable benefit.  We didn’t have a formal vote on this, so Lisa, pls add to the next agenda.
 
10. Colfax water stop check.   Leslie has not received a check.   Lisa, please follow-up.
 
11.  Michael Blanchette’s idea for a referral bonus.  The board loved this idea and agreed to a $5 referral deduction on one’s annual membership dues.   For example, Michael’s single dues would be $25 instead of $35 because of the two members he referred.   We need to do two things to formalize this:  1) Dave C add a line on the next printing of the app to show a referral name.   Lisa – publicize with a FB post.  We will rely on the member to deduct their referral bonus at the time of their renewal.   The name box on the app is more for the board’s info about how well this is working.
 
12.  Treasurer’s report.  The situation is not as dire as Leslie thought, but it is worse than last year.  We have lost $800 through 11/4 and still have our RRCA renewal to pay.   We will likely lose $1500-$2000 this year.  We discussed options like increasing membership dues, charging a fee to attend the banquet, and asking Track attendees to become members.  We agreed to look at the financials in January and talk about what to do with dues.  Lisa, pls add the budget to the agenda for the next board meeting.

26February2017 Board Minutes

RMRR Board for March 2017
26 Feb 2017   5:30pm
Janet F, Mike Blanchette, David, Rick E, Leslie, Dave, Deb, Scott
 
February
discussed problems with registration, need for better training for vols at back of chute.  Had people that didn’t show up.  
Deb – follow up with Ken S to get volunteer hours
Dave – get volunteers for March
 
VOM – Jeff Hesse
Are we going to keep giving these certs?  Board votes yes unanimously
>> Dave C mail the certificate to Jeff
plan  – Lisa give out at the start from April forward
 
March – all set
 
April – have permit for the race, all set
 
RDs –
>> David will send the list to Dave C to update the website and ask for volunteers
 
Timers
fixed, ready to go
 
Permits
MTS – some concern that there will be course issues for Fall  – construction.
not all permits in – 
 
Track – no final answer.  Deb following up.
Waiting for workouts to post.  David reviewing and will send to Dave C.
 
Treasurer
Leslie concerned about cash flow.  We’re spending more money early in the year, like always, but the cash to bring it up isn’t happening quite like it did.
Race permits are getting more expensive.  We spent a lot on the van transmission.
–>  how is our membership doing
–> what happened with LS members? should we send them a letter reminding them and asking them to renew?
 
Leslie will provide another review at the Board meeting prior to the July meeting.  We will review things then and decide if we need to do something then.  MTS revenue will be in, permits all in, etc.
 
September Race – front range walkers want to join us and run with our race.  It’s unclear what they really want, and Janet will find out more. Sounds like something Mike B wants and is pushing.
 
5k series – idea of top 5 or 10?  scoring not so difficult.
How do we make them feel included?  could start later, but that adds complexity.  David mentioned the idea of starting at 60 handicap point. Others mention that people will hang around if they want to.  We will think about this, but no decision.
 
Dave C thinks we need to split the timers.  This is a scoring decision.  Do we need to do something to make 5k runners more visible.
Plan – 11 points for winner, then 10, 9, etc. down to 1, and everyone else gets 1 point for running.
 
Do we need to do anything about making the 5k people more visible?  
>> Dave talk to Sharyl and Rosalie – see how this will work.
 
Next board meeting – somewhere in Stapleton.
>> Scott to find a place for us.  5:30p March 26.
 
runsignup – Dave C turn Leslie off for notifications.

1 January 2017 Board Minutes

Present: Dave Rothenberger, Dave Cunningham, Deb Cunningham, Lisa Wilson, Rick E., Jim Mair

January race at Twin Lakes- the RTD lot is closed and it is not known where we will park, possibly along the road. Jim M. will check the parking situation. The weather is looking good. No other issues anticipated with this event.
Note- the race director needs to check with Janet to determine if a porta-potty was ordered.

February Race at Platte River Bar & Grill- this is a 7-mile and 5k race. Dave C. will contact the management (Poncho) at the bar to be sure we are scheduled and ready to go. The race is permitted and will be signed but we may need to get some holders for the signs. Rick E. will take care of the signs.

Financials- Leslie Mitchell was not in attendance but sent in the following email:
1) Our income increased $1,400 over 2015. This is due to Coaching (+245), Living Social Membership (+971), regular Membership (857), as well as slight increases in the fall and spring MTS and Trophy series income. Once again, our income from the credit union declined (-620).
2) Our expenses decreased by $1,075 over 2015. Main items were Membership Benefits decreased $1,845, but Auto Expenses increased $2,300 (transmission).
3) In 2015, we had a net “loss” of $5,172 and in 2016 we had a net loss of $2,640 – mostly due to the new transmission.

Volunteer of the Year- Rick E., Sharyl Riley, Dave R., Dave C., Ed Gussie, Rosalie Richter were all discussed as candidates. Rosalie, Sharyl and Tom Mates received the award as a team 3-years ago. Rosalie volunteered at every race this last year and Ed volunteered at all but one of the races. Dave C. has done a lot of work this year, including most recently organizing the work on the RMRR van. He received the volunteer of the year award 2-years ago, and Leslie Mitchell won it last year.

RMRR Banquet & Awards- the banquet will be the Sunday January 29 at the same location as last year. We will check with Stephanie to make sure the venue is confirmed. Dave R. will follow up with her. Who gets what awards? Dave R. suggested the fleece pullovers for the volunteers and Deb C added that the volunteers have a need to stay warm at all the events they work and the shirts may not be as beneficial. Dave C. suggested fleece pullovers for everybody (RD’s and volunteers) with a different color to distinguish between the two groups. Vote by the board- fleece pullovers for everybody. The colors will be Royal Blue for Race Directors and Grey (Charcoal) for volunteers. Dave C. will get a list of Race Directors and Volunteers and will send them an email to determine sizes.

Permitting Update- Rick E. reported that we are good with permits through June. Email responses from the membership about changing the Labor Day race was mixed with no general consensus on which day was better. Therefore, it was determined the September race will take place on Sunday September 3, 2017 and the marathon training series will be on Sunday September 10, 2017.

Rick E. brought up concerns with a couple of the races. The September 3 Trail Head Park Race in Thornton is ugly, and there is a lot of concrete to run on. Deb said the same can be said for the Twin Lakes race plus she has had safety concerns when running under some of the viaducts. Several other locations were discussed for the September race. Lisa W. will look into another Thornton location and Rick E. will look into a venue in Westminster. Lisa W. shelved this discussion until next month, but she added that it is good to get this issue discussed early in the year. Deb C. also reminded the board that the race committee can help with this.

The February Race will take place on February 12 due to the super bowl game and another event already scheduled at the Platte River venue. It is usually not permitted to run scheduled races on back-to-back weekends, however an exception was made for our RMRR race.

December Race- there was a minor issue at the end of the race when a chute closed and caused racers to stack up. This will be addressed with volunteers.

Volunteer of the Month (December)- Lisa W. nominated Dave Cunningham for his efforts with the van, which broke down and needed a new transmission. The nomination was seconded. For all he did in getting the van back up and running, Dave C. will be the volunteer of the month.

2017 Race Calendar- the February date will be changed to the 12th and the September date to the 3rd. This is because of a conflict with another scheduled event in February and the Labor Day weekend in September.

New Board Members- Jeff Olson volunteered to be the Quartermaster. He has some scheduling issues with making the meetings, but his position is not essential for input on the board. Dave C. will be hosting a meeting at his house after Sunday’s race to discuss the Marketing, Website, VP, and other open positions. We have two new people getting trained for scoring and will now transition to on the job training.

Charity- Jim M suggested that the RMRR could possibly support a charity that sends running shoes to Africa. RMRR members could donate old shoes, which would be donated to a charity that takes care of shipping the shoes overseas. There was discussion as to how would benefit the club. It was determined that Jim M. will research charity groups to support and bring the information back to the board for further discussion.

Next Meeting- January 29, 2017 at 5:00- 1 hour before the banquet.

29 January 2017 Board Minutes

ROCKY MOUNTAIN ROAD RUNNERS
BOARD MEETING
January 29, 2017

Present: Lisa Wilson, Jim Mair, Dave & Deb Cunningham, Jeff Olson, Dave Rothlinsberger, Mike Blanchette, Stephanie

The February RMRR board meeting was held at the Homestead Golf Course prior to the clubs annual banquet.

February’s Trophy Series Race- February 12 at Platte River Bar & Grill. Race directors are Mike Blanchette and Ken Shimano. Rick will take care of posting the mandatory notification signs. This is one of the clubs more popular races due to the location and the breakfast and time for socializing afterwards.

Steph / Lisa:  make sure email and Facebook include
“ATTENTION RACERS: Please park behind the bar (down the hill) and keep the front parking lot open for customers.”

March RMRR Race- the Crown Hill race at 32nd/Kipling is ready to go as of this time.

LIVING SOCIAL Membership Drive- one new member did not use her membership last year and has asked if she can use it this year. Most of the board was in agreement to let her. Last year we had 75-80 new members sign up for the club via Living Social. Question for the board- If a new member signed up for the club but did not redeem their membership, should we try and make contact with them and invite them to get involved this year? Lisa W. would like to see the list of people that this would apply to and would be willing to reach out to them by email or a personal phone call. Dave R. suggested if we do that we should also consider reaching out to former RMRR members to seek their interest in re-joining the club. Other board members dissented stating it would be an additional burden on the already busy board members.

Permitting Updating- Rick reported that Janet has obtained permitting for all the events in Denver for this year. The only month that has not moved forward is August, which is thru South Suburban. Rick will also inquire about reserving the shelter for the picnic.

RMRR Sunday September 3 (not the 2nd) race- at Carpenter Park in Thornton is in order as of this date. There will be a meeting prior to the race that Lisa W. will take care of.

Westminster City Park Sunday October 1- this is an 8-mile race which is in the works and everything is on track at this time. The City of Westminster wants us to host this race in their city and have been cooperative so far.

Clock and Tripod Stand- are they working? Yes, both are in operating order. Deb inquired if the clock itself is working. Dave R. believes the clock is working.

Club Van Update- the van is back in working order. Jeff Olson did a lot of work especially in cleaning up a significant leak that needed to be cleaned up. Many thanks to Jeff and Rick for all the work in getting the van up and running.

Photo Manager- do we need to add this as another position to the list of volunteers for each race? Yes. Is there somebody currently doing this? Right now Deb is taking the photos with a personal camera then uploading to FaceBook. For now, Lisa W. will continue to look for somebody for this position.

Liability Waivers- is there a process for saving the waivers in the event they are needed at a later date if somebody comes back and files suit against the club? Stephanie said we need to keep the waivers for a minimum of 2-years. The race directors will need to get the waivers back to the storage area and ensure they are filed. Dave R. will work with Jeff Olson to ensure this gets accomplished. Dave will add this to the race director’s list of things that need to get done. Also, remind the race directors and volunteers that the waivers have to be signed. New members sign a waiver at the time they join the club, but it is a good idea to have them sign another at each race and to have non-club racers sign a waiver at each race also.

Volunteer of the Month January- Rick for all of his work on restoring the van.

Open Board Positions- VP

March Meeting- February 26 5:30 pm at Tony P’s.

RMRR can now take registration fee’s thru ‘the square’ although we would encourage new members and returning members, however it is easier to register on-line.

Training for scoring is almost complete. Dave C. will hand off those duties and is willing to take over the ‘Volunteer’ position once scoring work is complete.