Board Meeting Minutes
December 2022 Board Meeting Minutes
December Race The discussion on how to handle different distances and the ending times was tabled. Sunday has a 9 am start time. Adam will send out the sign up for volunteers. Leslie T. will bring food.
Boulder Running Company-there is now a new store manager. Leslie T. will forward his contact information to Rick Edrich.
Secretary of State filing completed Leslie Mitchell reported that the secretary of state filing has been completed.
Fall MTS We had lower turnout than in the prior year.
The Van Proof of insurance on van and drivers-Leslie M. sent Nov 18th and she will resend the materials to be placed in the van.
Officers for 2023 We will vote at the January meeting for the slate of 2023 officers.
Trophy Series marketing card-approved by the board.
November 2022 Board Meeting Minutes
Recap of Oct Trophy Series: New table/banner arrangement works out well for the flow of registrants. There is now a “front table” that directs everyone. These tables are arranged in a “T”. We had close to 60 participants. Note: it was said it would be nice to have water at the turnaround-but it is not practical as there is no road access for loading and unloading water.
November (upcoming) race:
We don’t need the van. But we will need the registration box, timers, clock, ribbons, and stop signs. We have no course marshals-can we just use stop signs? It’s unclear. Maybe Ric Robinette could run early? Scott Newman will run the 5k early. Then he will act as a course marshal. Adam will bring the tables for the registration and the finish. Ric Edrich also has three tables. Scott will bring his two tables. Adam will bring chairs and a pop up tent. Adam has recommended the club purchase a 10 by 10 pop up with our logo on it. The one we have now is too large and unwieldy. Roc robinette (with Jeff Olson) are our race directors for this November race. Will Buck is the race director for the December race.
Permits Not sure (Ric Edrich not on call) about 2023 race permits for Denver (today is the deadline for application).
Blue Heron- April 30th Adam will meet with Rick Edrich on Sunday and make sure calendars are all set for the Blue Heron run. Adam will update the Blue Heron cards.
Board members Leslie T. nominated Leslie M as Treasurer, Scott Newman as President and Ric Edrich as Vice President. Voting was tabled. We will announce at the November race our need for more volunteer board members. The board discussed a need for a Secretary and a Marketing person. Adam will do the announcements at the race if Scott Newman is not available. So far only Tom Mates and Bob Basse have volunteered through Adam’s volunteer software.
2023 Schedule Survey January 8th, August friday August 4th, September 10th 9so not the 3rd) and July 2nd. Adam noted the desire to not have our RMRR races on the same weekend as Colorado Masters races.
5k runners to start after the longer runs: Discussion on the merits of having the 5k runners start after the longer distance runners-so more of the athletes finish at the same time. Adam also mentioned he is trying to decide whether to handicap the 5k. Adam has agreed to look at this issue.
A 5k later start was decided for the next month. Adam also discussed the issue of using a weighted averaging method for changing handicaps. We aren’t doing a weighted average now because we didn’t have the data. Adam has collected the data. Adam will prepare an exhibit of current and proposed handicaps.
Run sign up information Change the desired arrival time from 1 hour to 45 minutes prior to race start.
Adam is going to get Leslie Mitchell “approved” so she can view the financial details in the run sign up software.
January 2022 Board Minutes
Notes from the January 3rd 2022 Board meeting
The slate of officers are:
President-David Kahn
Vice President-Scott Newman
Secretary-Leslie Thompson
Treasurer-Leslie Mitchell
At large and MTS/Track coordinator-David Rothenburger
At large and Race Coordinator-Rick Edrich
Volunteer of the year-David Kahn is sending out an email to request nominees and the responses will be reviewed by Leslie Mitchell.
Bylaws and board composition-Leslie Thompson will forward the excerpt from the by laws confirming the composition of the board.
Annual meeting-Leslie Thompson will research whether one is required. The annual meeting may have been handled in the past at our annual (January) awards banquet. The details of the banquet to be held this year are still under consideration by the board.
Facebook/social media David Kahn will contact Greg Asplund to see how to transition the duties and who can post to facebook. The suggestion was made to expand the facebook rights to more members. Note: RMRR is a “page” on facebook not a “group”.
Permitting-Sharyl Riley has agreed to handle permitting. Rick Edrich is helping to transition these duties from Janet Fairs to Sharyl Riley. Janet has already taken care of all the permitting that is required by January 1st.
Final walk through of storage unit-Leslie Mitchell and Rick Edrich will set up a final time to walk through the storage locker.
David Kahn has sent a meeting schedule out to the board members. A final one is to be sent once a couple of conflicted dates have been resolved.
Blue Heron- Adam reviewed the details of the Blue Heron half marathon.
October 2021 Board Minutes
Notes from tonight’s November 1, 2021 board zoom meeting
November race- Leslie Thompson will send a volunteer request out tomorrow A.M. for NON Running volunteers for this Sunday’s race (we actually need two course marshals for a road crossing and a person for the water station). She will request that any volunteers for Sunday contact Michael Hopkins directly. Leslie will send a separate notice regarding this Sunday’s race as well. In the event of no volunteers David Kahn and Adam Feerst will run the 5k early and then handle the road crossings.
December race- David Rothenburger will contact Jackie McCush and if needed Will Buck to see if one of them can be the race director for the December race. If not, David Rothenburger will be the December race director.
The 2022 race schedule previously emailed needed a few corrections- the April trophy series is April 3rd NOT April 10th. The second spring MTS is April 10th and not April 3rd. The first two spring MTS races will be at Trailhead park-since the Ballfields could have issues with the weather and non-plowed trails.
Implementing TEAMS. Each board member will talk with the recommended recruits for their team. At the board retreat we will then assess the recruiting needs for the rest of the teams.
February Race- we lost our SSPRD contact, but Jeff Olson is a member of SSPRD and has agreed to be our contact for SSPRD. This allows us to have a discount for our permits.
Colfax-David Kahn reported earnings of $500!!!!!
Ribbons are distributed at the close of the race. David Kahn will add this to the announcements
September 2021
September Race Review:
The new location at Riverdale Ballfields was generally liked (nice restrooms, plenty of covered space with tables for registration), but there were comments that the 10k course was a little confusing to some athletes.
MTS– David reported a good race with nice turnout. We do need to find a better way for the dual runners (MTS and Trophy series) to manage the double tags (fondly called the turkey tag).
October race at Star K (new location)
Gravel most of the way, and the race directors will be marking the miles with flour. (In part to alleviate the issue of vandalism/tossed cones). The water station is at mile 2.0 and 5.45. The address is 16002 Smith Road and should be easy to locate. Parking will require a parking attendant and David Kahn has volunteered to fill that role. should parking fill up there will be street parking available. For registration, all athletes will wear the same bib (no more green tag bibs) and those running the 5k will be asked to highlight the 5k on their bib. The board discussed “announcing” the TS winners of the prior month during the announcements for the current month. No decision was reached.
Social Media- photos continue to be the big draw. Greg urged all board members to “like” and interact with our postings, else they get buried and not well seen.
Website- Scott has worked to streamline the website and continues to welcome comments from all board members.
2022 Schedule for Trophy Series and MTS
The schedule is under construction. The calendar was reviewed at the board meeting and an updated copy was sent to each board member. Race directors are not yet assigned for 2022, and David Rothenburger has pointed out that many race directors are “repeats” from the prior year.
Board retreat– this Saturday is the board retreat where the focus of the discussion will be on redefining the race director duties.
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Leslie Thompson, 720 560 8988
June 2021
The upcoming race at Stonehouse in Lakewood requires special waivers. The city of Lakewood has had this requirement for years. This year we will send the waiver out online through our email distribution list and see if we can get a lot of attendees to sign and return that waiver early.
For the August 5k at Dekoevend Park we will do a “BYOP” or bring your own potluck. The club will provide sodas. The Colorado Masters and joining us for that race. Leslie contacted Mark Hasseman (President, Colorado Masters) and he agreed with that approach. He was going to send an email to his board confirming they agree with the BYOP approach for this year.
The RD job simplification discussion is tabled until the next meeting.
The Marathon training series is all set to have all three training runs at Riverdale Ballfields in Thornton
May 2021
Notes from the April 26th 2021 Board Meeting
Spring MTS– David R. reported it went well. He had hoped for greater attendance. He believes we missed on Social Media advertising.
City Park-went well.
May Race– the RD’s will add water to the course. David K. will pick up bottles and create a self serve water station. Adam is looking for feedback on how the turn around and finish was in terms of crowding.
Website– Scott has reorganized the flow and is seeking comments from the board members.
Financial– Leslie M. reported revenue down due to members but expenses are down a greater amount. The club is down $1,000 in revenue, but $1,800 in expenses.
Track- no further update
Race day Registration– new athletes get their pace when they register. In June or July we may return to our regular handicap structure.
RD recruitment– It’s tough to get RD’s- due to fear of the van, and too broad a job description. The Board is looking to break race duties into separate categories in order to spread the workload. The initial categories discussed are:
- Course set up (and water)
- S/F take up and pack up crew
- Food
- Photos
- Registration
- Van
- Timing at the finish line
The goal of this restructuring is to evolve to greater efficiency of volunteer time and a smaller footprint. Ultimately we are looking to downsize the storage unit in order to save on expenses.
Rick will provide a written update of the Job Description for each crew. We are targeting September to try the new “crews”.
April 2021
Notes from the April 5th 2021 Board Meeting
- Board meeting start times will move to 7 pm
- MTS recap- one member ran 20 miles; the rest ran the 10 miles (or shorter)
- The club needs updated registration form for Membership; new runners on race day and MTS registrants. Leslie Thompson will work on this.
- Storage locker clean up day is My 15th, 10 am to 2 pm ish. Leslie Thompson will call Rampart to see if we can use the dumpster on site.
- RMRR is getting rid of the mail box (saves $188 per year). Forms and web communications will be updated to get rid of the PO Box. We will generally use the Treasurer’s address.
- Fall race (with the MTS coordination) is still under review.
- The board approved using “notes” instead of minutes for posting on the website.
- Course maps are in the process of being loaded onto the RMRR website.
- David R. reported that he has nearly all races committed with race directors. He is still working to confirm December’s Wash Park race.
- April – Adam Lee
- May- David Kahn
- June- Greg Asplund
- July- David R., Scott Newman, Mike Hopkins
- August- Scott Newman
- September- Bob Basse (still waiting to confirm)
- October- Eric G and Adam F
- Nov-Ric Robinette and Jeff Olson
- December- Need to confirm
- Leslie Thompson reported that there has been no new memberships as a result of the Groupon arrangement. She did ask Groupon to double check that all links are working.
David R is working on where to hold track workouts. the wheatridge high school secondary track no longer exists. Adam F will contact “Clink” at Green Mountain regarding RMRR track workouts
March 2021
We are all set for the March Crown Hill 5k. We have a volunteer (thank you for finding him Greg!) to help with the chute. We did not hear from all 11 registrants from the February Cancelled race-anyone who did not respond to the request for refund/move to different race has automatically been moved to the March race. We will finalize chute management on the morning of the race-when we see which volunteers have made it to the race.
Financial Update- we have 4-6 years of life left if we continue the same rate of spending and the lower membership. The issue of storage and the van is still under consideration.
Course maps-still on the “to do” list. Board members are all mailing their maps to Scott for placement on the website. These maps do not have the detail for the race directors-we did not finalize the process for creating accessing and storing the RD maps.
Spring Mts pricing approved based on Leslie Thompson’s proposal (see earlier email) with the addition of a 5$ fee for non members and an additional $5 for race day registration. The “giveaways” for the half marathon are still under consideration. Email marketing for Spring MTS can begin.
Fall MTS/TS the board approved the September trophy series distanced to 10k and then discussed (but this is not finalized) that the fall MTS will be 10k 20k 30k with a special marker for those who want to go beyond 30k to a 20 mile race. The location is still under consideration-the race committee is looking at other possibilities in Adams County.
Denver Permits- Rick is working to confirm the permitting but Leslie Mitchell talked of reimbursements on this matter (to provide confirmation that RMRR does have permits). The sense of the committee is that we are fine on all Denver permits for the year. Rick was able to get a refund on the permit for the February cancelled race. Rick also has approval from South Suburban for our fall race.
Race Directors. We need raced directors confirmed for June, September and December. These are in progress with requests having been made to members for these races.
Storage facility Party! May 15th. We will broaden the invite list to more old time members. Leslie T will email Deb to see if we can use the dumpsters at the storage facility.
Marketing- we are moving forward with Groupon for additional marketing of RMRR membership.
February 2021
Upcoming Feb race: Rick will do “front of chute” to make sure runners finish into the chute. David R. will send a course map to Travis who will print in color and bring to the race.
Long term goal-to have course maps for each race on our website. David R. has created many of these. He’ll send them to Scott for putting onto the website.
March Race: The Crown Hill 3 mile race will change to a 5k. Leslie T. will update RSUP. Scott will update the race schedule on the website. This change is made to facilitate those who search for 5ks in the Denver area.
Spring MTS– David R. has recommended races 1 and 2 to be the 5/10/15/20 mile races. The third race in the series will be a half marathon. David R. and the race committee will meet to finalize pricing (the half marathon pricing will depend on the “swag”). When the details are finalized they will forward that information to Leslie T. for “advertising” and to Scott for placing onto the website and to Greg for Social Media.
Fall Trophy Series– decisions were approved that October would be a 5k/12k race and November will be a 5k/15k race. The September race will be decided by the race committee. Further discussion needs to be made on how to coordinate the first MTS race with the trophy series race (members want to run both simultaneously).
Fall MTS to be determined (will it also end with a half marathon?)
September Trophy series– see above. A decision on the longer distance needs to be made by the race committee.
Denver Permits– while it’s looking good, we are still waiting for final confirmation on the Denver race permits for the year.
Storage facility PARTY! A proposal is for Saturday May 15th for a clean up day. Details will be forthcoming. We need anywhere from 6 to 12 volunteers, and we will be ordering a dumpster.
Volunteer of the year– we will attempt to handle voting by mail.
The Board is ok with a $20 budget for Facebook advertising for each race. Greg will coordinate this advertising.
Leslie T. informed the board that we are looking into moving toward a single database and whether it makes sense to use RSUP to host our website.