RMRR Board Jan 14, 2018

RMRR Board 2018
January 14
Infinite Monkey Theorem
Lisa, Ang, Deb, Rick, Scott, David K, Dave C, Mike B
Banquet
Decision:  eggplant for veggie, meatballs for meat
Award Presentations
Lisa – overall MC
TS – Deb and Ang
>> Deb will write up some comments for each winner
Scott – Resolute Runner
Records – Dave C
Scratch Women – Lisa
Scratch Men – Dave K
Racewalkers – ??
Volunteer of the Year – Dave C
>> Deb will email people who will win and have NOT RSVP’d for the banquet
Spero’s – big room with a bar.  People can start wine tasting once they arrive.  Bigger pours at dinner.
Volunteer of the Year
determined, announced at banquet
Jan Race
Race went well, course well marked.  Many liked the idea of two distances (5k and 10k) starting in different diorections.  Still lots of people starting at 0:00, not sure how we should handle that.
Need more volunteers – chronically short.
VOM January
Jesus for coming when hurt and running the finish line.
Feb Race
Jeff and Mike lots of raffle stuff:  race entries, running books, Jeff H getting more, gift cards.  should be great.  Jason R can’t come speak, but is donating a book.
>> Dave C send Frankie info to Michael Blanchette
>> Michael set up signs on course one week prior
March Race
March – gear swap?
Agreed to move to April for better weather.  Encourage everyone to bring something
Financials
income flat, fairly good shape
Year End awards
  • glasses coming  for volunteers – Deb and Dave will bring
  • towels coming for RDs – Deb and Dave will bring
  • shirts ordered for TS winners – Lisa will pick them up
$250 from Pearson courtesy of David K for local clubs – way to go David!
Lisa – Marketing
MailChimp – volunteer and mailchimp emails set for the year
Co Runner – all entered
Facebook – race and other updated created for the year
Volunteers
Encourage sign in each race into new book
Scoring –
>> Dave and Dave and Scott will meet and discuss how to manage better
>> Rick R will send what he’s done in Excel
>> Dave C will send Adam the Dec DB and ask him to determine how to fix YE results.
Agreed to say no to club glasses as raffle prizes – too expensive, 1 color is no good.  Maybe look for another source?

December 2017 Board meeting

Leslie Mitchell, Deb Cunningham, Lisa Wilson, Ang Hamell, Michael Blanchette, Rick Edrich
Sunday Dec 17  4pm
Leslie – financials
roughly flat for 2017
more race expenses, but more membership $$ make up for it
surprised that we were this close to a balanced year.
Banquet
Homestead harder to work with this year, but Deb is figuring it out.  Banquet will be on Sunday Jan 28.
Awards
Mugs for TS – decided.  Deb will manage this.
Volunteers – Pint Glasses.  Deb will order, and we will decide later what to put inside them…$10 Amazon or Target cert?
RDs – want to try backpacks
What about…Orange Mud towels?
Leslie will check with Orange Mud to see if we could get a big discount.
Deb said the glasses would be good for general giveaway or purchase.  Plan is to get 24 glasses for volunteers, 24 without engraving for raffle prizes through the year.
Races
January – Trailhead park, location change
>> Create web page with this info and publish.
December
foulup in the chutes and scoring.  Resolved, but took lots of time.
frustration about people volunteering but standing around talking
need to have more instruction to volunteers
Volunteering
Dave frustrated trying to do this and lots of other stuff.  Not enough people volunteering time.
Things that could help
Make 0:00 starters help at the finish or some other way.
Set up longer chutes – agreed
Lisa will manage volunteers for now
need to send email two weeks ahead…Dave’s been sending out too close to the race.
Calendar – update on the web with this info.
Race Locations
  • Sept move to Carpenter Park?  No – PR Trailhead on same day as MTS, 1oM
Sept / october
Sept – Westy, 10M
Oct – Thornton, 8M
VOY award
  • Ken – where is trophy?
    • could be in office or at trophy company.  Deb/Dave check the office, Lisa will call Crown Trophy.
  • nominees
    • Ed Gussie –
    • David – lots of work, MTS
    • Rick E – coaching
      Lisa will manage voting
VOM for December – Jeff Hesse
Sandra Pirano – ask Ric to call her
Referrals – Dave update the membership form on RunSignup to add a referral coupon.  We can then announce how this will work.
Scoring
Problems with current system – year end results not coming out.  Dave C has sent email to Adam Feerst asking for any knowledge of how to help.  2017 year end all done manually by Dave.
Banquet – Jan 28, Deb managing

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.