Board Meeting Minutes
December 30th, 2019 6pm
Bardo Coffee House
6150 W 38th Ave Wheat Ridge, CO 80033
Attendees: Leslie Thompson, Michael Hopkins, Adam Feerst, David Rothenburger, Dave Cunningham, Rick Edrich, Deb Cunningham, Mark Hasselman, Jeff Olson, David Kahn. 2 hrs.
Updates
- Race Committee Updates
- December Race Recap
- Positives – positives, new timing system worked well. Timing was on the laptop, not using the time machines. Need to wait until all runners are in before can view results.
- Opportunities – Lisa and Ang didn’t know where to put the mile markers. Van was not put away very well from November. This gets at what RD responsibilities include. We’ll defer this discussion.
- January Race
- RD’s:
- Ric R., Jeff O., Michael H.
- Ric will look at the course on Friday and set up on Saturday.
- Short volunteers. No one for the finish line at this point. Set up one chute so that Tom Mates can pull tags at the end. Leslie T send out a mail chimp email and Michael Hopkins ask Rite of Passage.
- Michael will follow-up w/ Janet Fairs about ordering a porta-potty.
- Quarterly Update
- March Course Recommendation from Race Committee
- Staying at Crown Hill
- Michael check w/ Janet to make sure we have permit and understand the 100-person issue.
- After March race, we see if we need to pursue an alternate site for 2020.
- Scoring Updates
- Resolute Runner Results
- November race determined winner because they had a big lead.
- Adam will confirm winner.
- David Kahn can take trophies in to get engraved.
- Volunteer Updates
- VOM – Cassi Satizan
- Final 2019 Hours
- Who qualifies for gifts and memberships
- 20 people with 29.5 hrs plus. Leslie’s list + David R + Tom Mates
- These people get the sili-pints. 26 volunteer gifts.
- RD – hoodie. Michael will email the list. Lisa & Ang follow-up w/ sizes.
- Volunteer of the Year Nominations
- Travis send out an email to the board to determine the winner. Travis contact David Kahn with the Winner’s name so that trophy can be engraved.
- David Rothenburger for Track, MDS and Trophy Series races and he knows the courses.
- Adam on work for new scoring system.
- Michael Hopkins for race committee organization.
- Ric Robinette because he’s there all of the time, fixes the van and has the most hours volunteered this year.
- Leslie Mitchell for working on the club’s insurance issues this year in addition to being the club’s treasurer.
- Financial Updates
- Year End – we think this is similar to last month’s update. Raising dues helped a bit.
- Resolute Runner Results
- March Course Recommendation from Race Committee
- RD’s:
- December Race Recap
Existing Business
- Port-a-Potty Vendor
- Alternative Vendors – Need update from Janet Fairs. Did we get our refund for October and whether she was looking for alternate vendors. Michael follow-up in the January porta-potty email.
- Timing
- Dave C experience – Adam: Mark, Adam, Travis had a conversation w/ Brad Bishop w/ Fort Collins club. Think it won’t save us much effort. Travis wanted to organize a committee to look into chip timing. Adam suggested this was a broader discussion about timing and scoring in general.
- Differences per Brad: Pay $10 to reserve their chip. Refund the $10 after 7 races. People need to register in advance, also the timing system is sloppy enough at the finish line reader that someone can finish out of order. Bottom line, doesn’t save time.
- People also get points for races they volunteer at instead of run.
- Conclusion – chip timing isn’t the solution.
- Sub-Committee: Dave C, Adam, Mark H
- Banquet
- Sign up sheet at race
- Any RSVPs? 10 people RSVP’d so far. Dave C will send out another email and send specifically to the winners. Cost is $15 if you don’t have 15 vol hours.
New Business
- Membership Committee
- Dave C, Leslie T, Ang, Lisa, Michael H
- Membership numbers are dropping and club is weak now. How to we get more people involved.
- Question is how do we need to manage this as a board? Dave C thought we should have agreement from the board on what the important issues are.
- What do we offer. We offer the ability to be part of a community of people who are not super fast runners. How can we capitalize on this?
- Branding – who do we want to be and how do we sell this?
- Handicap race is an offensive term for many people. Our golf-type handicap could have a bad connotation.
- This group meet one more time to get a list of tactical ideas to present to the board. The two issues are keeping the people we have and gettng.
- Dave C, Leslie T, Ang, Lisa, Michael H
- Course Maps/Descriptions (Did not discuss)
- Add to website
- 2020 Meeting Dates (Did not discuss)
- January – 1/21
- February – 2/24
- March – 3/30
- April – 4/27
- May – 6/1
- June – 6/29
- July – 8/3
- August – 8/31
- September – 9/28
- October – 11/2
- November – 11/30
- December – 12/28
- 2020 Board Members –
- Leslie Thompson – Volunteer Coordinator
- Dave C – website, limited membership
- Michael Hopkins – race committee
- Rick Edrich – yes
- David Kahn – yes, but has a baseball commitment through May.
- Deb C – secretary or other capacity
- Race Director job description – what should the responsibilities of a RD be? (Did not discuss)