RMRR Board Meeting Minutes for September 29, 2008
Attendees: Felix Lopez, Kevin Downing, Deb Cunningham, Leslie Mitchell, Scott Kukel, Brad LaBarry, Holly Whelan, Lisa Champeau, Bonnie Keefe, Doug Smith, Jim Chow, Stephanie Struble, Ric Robinette, Mike Quispe, Bob Basse.
Wins on community front:
* New Website! Kevin – launched last weekend. Ability to edit. Kevin has instructions. Reviewed who has administrator access, editor and contribute.
Board agreed to add two items: Race Director instructions (Bonnie), Volunteer hours (Kevin set up for Lisa).
* 66 for Sept 2008, down 10 from 76 for Sept 2007
* Vision 1000 people participate in ‘week of running’. 150-200 people x 7 nights (1000-1400 total). Success means:
o Everyone in the club does something comes to one event & brings a friend.
o If TS attendees all events or if everyone in the club does one thing, we’re ½ way there. The board debated whether 1000 people was too high. No decision about an attendance goal.
o Do this because we care about the club & want it to grow.
Marketing (1 hr)
* General
o Idea to reach out to SpaceAge membership. After debating their level of interest, we agree to design a flyer that can be handed out if there is interest.
o We’ve missed you letter sent? – Felix will send an email to all lapsed using a RMRR email address. Has email set up on new site, so will start to send.
o Denver Marathon aid station at the 10/19 race – Stephanie will get info on # vols and where our aid station is: Need 20+ vols. Our aid station is at mile 22-23. Two members signed up at Oct TS.
* 50th anniversary committees
o Events – Doug Smith w/ Mike Quispe, Jim Chow, Scott Kukel, Bonnie Keefe, John/Betsy Lyle, Deb Cunningham.
* Deadline to finalize = Need for February Rocky Mtn Sports Keeper issue – Kevin
Weeks Worth of Running tentative schedule:
Everyone who participates in any of these events gets one of our RMRR promo items.
Sunday, May 31, 2009: 2mile Trophy Series race at Bible park followed by pancake breakfast and display of club memorabelia. Target market = active club members. Want this to be a family friendly event.
Monday, June 1: Old Timer’s catered dinner at Runner’s Roost on Colorado Blvd. Catering by something like Qdoba and a non-running event targeted towards members who belonged to the club in the 1960 – 80s.
Tuesday, June 2: Wash Park fun run followed by happy hour somewhere along Old Gaylord St or at Ogden St South (they have taco tuesday). Target = the Tuesday night group and people who like the format of the Irish Snug runs.
Wednesday, June 3: Track workout combined w/ other track clubs like Phidippides, Columbines and Maureen Roben’s group. Need to assess interest of Phidippides and Maureen. Target = serious runners interested in getting faster and people who have never tried a track workout before.
Thursday, June 4: Trail running night combined with Denver Trail Runners, followed by potluck. Target market = trail runners.
Friday, June 5: Birthday Predict run around lake in Clement park. For this 1.6 mile race, runners predict a finish time and do not wear watches. The winner is the person closest to their predict. This is followed by Birthday cake at Boulder Running Company. Target = people looking for a different type of race that’s fun. We’d donate prizes, awarded at the birthday party. Bring a ‘present’ of a pair of used shoes to donate to BRC’s Shoes for Africa campaign. Famous runner to act as starter, say a few words? Mark Plaatjes?
Saturday, June 6: 50 mile or more relay. This non-competitive event consists of members running 1/4 mile laps around the Heritage HS Track. People would sign up in advance to run somewhere in a one hour time period (1-2pm, for example). Before & after, people mill around. Since it’s not a race, anyone can run or walk a lap, then sign the 50th anniversary log and partake of food & beverages. Target = anyone who has ever been part of the club. We need 200 separate people to each run 1/4 mile to make our goal. At 10 min miles, this event will take just over 8 hours (9am-5pm). Family friendly – kids welcome to walk a lap w/ moms. Cookout.
Split into hours: 8-9am = current board, 9-11am = RMRR TS participants runners and kids walking w/ parents, 11-noon = racewalk & volunteers, noon-1pm = past members, 1-2pm = open, 2-3pm = other clubs
o Promo items – Holly Whelan w/ Stephanie Struble, Leslie Mitchell, Bob Basse, Deb C
* Holly has pricing. Order 150 Sport tote bags (light blue w/ black lettering). Get samples of license plate holder and luggage tag.
* Brooks Podium Ts. Free for 10 races. Free for vols? Available for purchase. Cost ~$10-$11. – Deb. Can’t get printed yet because need quote from printer.
o Marketing – Kevin Downing w/ Karen Voss, Ric Robinette, Michelle Evans, Dave Cunningham, Deb Cunningham
* Need plans to target week’s worth of events. Chair person for each night.
* 50% off memberships or 2 for 1 if join during next year’s “week of running”?
Community (30 mins)
* Membership – concerted effort to connect w/ new members (talk to these people!) and to reconnect with recently lapsed members. Felix’s email now, and then continue it each month. Deb/Doug/Laurie
* Website
o Write-up on RMRR teams rules- Bob Basse draft to Kevin 9/10. Need to post.
o Use of club members’ pictures – Stephanie. App includes, so make sure renewal letter does also. Doug/Laurie
o Site metrics – Kevin (starting 11/08)
* Fill in your web profile on new website.
Logistics (15 mins)
1. Scoring – Complaints about one specific member sandbagging at the TS. TS Rules – disqualifications, warnings from the board. No precedent for running w/o a watch. Board debated vigorously. Agreed that there was no rule against this, but that it was unsportsmanlike and that the board has disqualified a participant in the past. Deb will call the individual and we’ll make a pre-race announcement.
2. Future meetings via CJ Whelan’s conference calling company? CJ’s company also has a website enabling chat during the calls. Board agreed to continue holding meetings in person.
3. Oct TS – Ray Sibley & Doug Smith. Stephanie will work on volunteers for race.
4. Vol of the month – Kristen Healy for work on website
5. Fixing TimeTec timer vs purchasing a new Time Machine (white) –John Lyle got Time Tec timer back with no charge for whatever they did. There was a note inside advising we not charge alkaline batteries. Need to test at next race.
6. Van – possible replacement or rebuild engine. Agreed it is not as bad as we thought. Keep using current van.
7. Broken items – latch on blue clock & cotter pins – John Lyle will look at
8. Authorized van drivers – Lisa and Holly got their info to Leslie.
9. Succession Planning – will all of you continue on the 2009 board? Eric Greene will be new in 2009. Most members agreed to return. Exceptions: Scoring will be taken over by Felix. Need a co-race director to work with Ric.
10. Treasurer’s report – $3500 less income YTD, but expenses less due to no newsletter. Overall, still $1400 net income. This will go away when we order 50th anniversary items.