June 2019 Board Meeting Minutes

Board Meeting

May 28, 2019 6pm

Bardo Coffee House

6150 W 38th Ave Wheatridge, CO 80033

 

Attendees:  Ang Hamel, Rick Edrich, David Rothenburger, Leslie Mitchell, Leslie Thompson, David Kahn, Michael Hopkins, Dave Cunningham, Travis Mark, Deb Cunningham.

 

Volunteer hours –  1 hr – Deb & Travis.  1.5 hrs David Rothenburger & Michael Hopkins.  1.25 hrs rest.


Updates

Race Committee Updates

May Race Recap

  • Positives – course well marked. Went well.
  • Opportunities
  • Gear Swap

June Race

  • Course
  • Mass Start – Too narrow to do the mass start at the normal starting line. David Kahn will go look at the course & email the race committee if it’s feasible to start on the other side of the bridge.  If not, do handicap start.
  • RDs
  • Michael Hopkins &
  • Emily Griffith’s assistance. Goal is to build support for the race they’re doing with Derick Griffiths.  RMRR will pay $125 of cost.
  • Lakewood has a new city attorney who is tightening up the procedures to limit their liability
    • Requires each participant to fill out their waiver. David Kahn will print the forms
    • Insurance – want a special form that our liability carrier has never seen. They’re working on it, but slowly.

July Race

  • Will also have a mass start. Need to plan for it earlier.

 

Quarterly Update – Michael H

  • Scoring Updates
    • As for scoring, there are still quite a few glitches to work out. I’m going to try to meet with Adam sometime soon to see if we can get the computer set up the night before the race rather than trying to do it all race day.
  • Volunteer Updates
    • June Race
    • Emily Griffith
    • VOM – Ang Hamel

Existing Business

  • 60th Anniversary
    • Shirts – need to order. Board members are purchasing their own shirts.   Rick Edrich will send email Deb the list.   Deb will collect the info and order the shirts.
    • Stickers – ordered
    • July party
      • Any updates from Ang. Do the ice cream – RD will get ice cream.  Ang will get props w/ 6-0. And Ring Pops.
      • Dave will order the cake & pick it up.
    • Colfax Water Station – Dave C
      • Went well. Had enough vols and water.
      • Dave will report vol hours.
    • Summer Suds – Rick
      • Starts 6/18.
      • 1st and 3rd Tuesdays of the month.
    • Year End Awards Ideas – All
    • Financials – Gross income is up $600 from last year. Source = increased membership fees + donation from David Kahn’s volunteering.  $300 more from MTS.  Expenses are ~$300 lower than last year. Insurance was a bit higher.  YTD we are -$400.  That’s $1000 better than our position last year.

 

New Business

  • Chute Logistics – Ang will go through first when she guides again.  Milagros joined the club.  She wants to run a marathon and can get a guide for herself.
  • Next Meeting Location – Chop shop. Colfax in Lowry – 200 Quebec St Denver, CO 80230.   

2019 May Board Meeting

Board Meeting

April 29th, 2019 6pm

Bardo Coffee House

6150 W 38th Ave Wheatridge, CO 80033

Pre-Game Group Run @ 5pm

Attendees:  Ang Hamel, Greg Asplund, Travis Mark, Dave Cunningham, Michael Hopkins, Scott Newman, Deb Cunningham, Lisa Wilson, Rick Edrich, David Rothenburger.  (1.5 hrs of volunteer time – this is a PR)

Updates

  • Race Committee Updates
    • All races 5k or less will be mass starts.
    • Need to replenish the first aid supplies.
    • September race is at Westminster City Park.  They’ve suggested a $100 donation to the trails.  Board approved and Rick will take care of it. 
  • April Race Recap
    • Positives
    • Opportunities –
      • Mile 2 was mismarked.  Race committee will make it clearer.  
      • Gates made it very hard to set up.  Deb wasted 20 mins driving outside the gates trying to get in.  Need driving directions.
      • Need to figure out volunteering.  People don’t want to commit to volunteering ahead of time. 
      • Outside groups who post to social media can be inconsistent.  Greg needed to correct a few things in Colfax’s event.
    • May Race
      • Course – fine last time Michael Hopkins checked it.
      • RD’s:
        • David Kahn
        • Michael Blanchard
      • Volunteers –
      • Camp Gladiator – will work water stop.
      • Gear Swap – Yes.  Get a raffle ticket if you bring an item. 
      • Ang will bring a pinata.
    • Spring MTS
      • Races #2 & 3 Recap
      • Had about 20-25 people run.
      • Runsignup had the race on Easter.  We owe 3 people refunds.
      • For next year, pursue the 20 mile RRCA championship.  We had 50 people at the first race and those registrations are a big windfall for the club.
    • Quarterly Update – Michael H.
  • Scoring Updates
    • April Scoring Testing of Program
      • Scott went through the new scoring routine.  He got the times to Adam, who will work w/ David Kahn to compare. 
    • May Run Concurrent – plan is to try it again this month.   There was a glitch importing the times.  Won’t obviate the need to score offsite for a few months.   Still need to confirm the times match.  If we move to using this, need to update the database on race morning. 
  • Volunteer Updates
    • VOM – Travis follow-up w/ Cassi so that she gets the VOM their gift card.
    • Janet Fairs is April VOM

Existing Business

  • 60th Anniversary
    • Stickers & Shirts – Lisa
      • Idea was the at the board spends their own money on the 60th anniversary shirt & wears it to promote the event.
      • Club buys shirts for people who have been members 30 or more years.
    • July Party
      • Ang is in charge.  Lead to purchase cake w/ 60th anniversary logo, ice cream

New Business

  • Emily Griffith Volunteers – Travis
    • They’ll man the grill for the June pancake race and the August race.  Table at the event to promote the Labor Day half.  Leslie is our liaison.
  • Colfax Water Station – Dave C.
    • Lot of people showing interest.  Colfax will get us supplies.  May 19.
  • Summer Suds
    • Let’s do it again.  When to start (June? Rick will look at his calendar), how often to do it (on a Tuesday night), where to do it (land-locked ales)?
  • Year End Awards
    • Everyone come back with an idea for a year end gift.
  • Wheatridge HS Donation
    • Only 2 people attended last week.  7 three weeks ago and 5 two weeks ago.  Problems include change in location, dirt track.  Website also says North HS in spots and has 2018 dates.
    • Donation at the end of the season. 
    • It has a portapotty.
  • Next Meeting Location
    • Tuesday, day after Memorial Day.  At Bardo coffee again.

2019 April Board Meeting Minutes

Minutes:

Attendees:  Leslie Mitchell, David Rothenburger, Travis Mark, Deb Cunningham, Greg Asplund, Dave Cunningham, Janet Fairs, Michael Abbott.

Cassi – please give each person 2.0 hrs of volunteer time.

Updates:

  1. Race Committee
    1. Mar Race Recap
      1. Positives
      1. Opportunities
        1. Two people got lost on the course
        1. Several people went to the south side of the park and couldn’t find the start.  Discussion:  better directions, but no name change.
    1. April Race
      1. Course – David will email the course directions to Dave C.
      1. RDs:   Deb & Dave.
      1. Vols – Cassie will work the finish line.  David Kahn will help w/ setup.  Stretch lab = water station
      1. Stretch Lab – they’ll do water station.  Dave to let them in to set up.
      1. Colfax Ambassadors – there to raffle swag and could take pictures.
      1. Gear Swap – postponed to May race.
      1. Porta-potty ordered.
    1. Spring MTS
      1. MTS #1
        1. 50 people finished the first race. 
        1. Three memberships
        1. Colorado state 20 mile championship.  A few people came out because of that, but winners were primarily RMRR members.
      1. MTS #2 & #3
        1. MTS #2 is this weekend.   Only have 2 or 3 signed up for the series.  David will talk to them on Sunday.
        1. April 21st MTS moved to Saturday. 
    1. October Courses – Beck rec center, then the Sand Creek trail.  Permit is approved.  Just need to pay for it
    1. Track – all set for Wheat Ridge HS.   Greg will do the social media post.
    1. Quarterly Update – Michael has done a good job keeping on top of this.  April, May July courses look good.
    1. Scoring Updates
      1. RunSignUp-this doesn’t do what we need for the website.  
        1. Dave C wants to switch to PDF from excel files in tables b/c takes 1.5 hrs to get the results up.
        1. Maybe new program will resolve this for us.
        1. No way to text runners their results.
      1. April race testing of Program – Travis will touch base with Adam.
    1. Volunteer Updates
      1. VOM—Lisa Wilson
      1. Volunteers for May – camp Gladiator.  If they want to come out, they do a demo & some form of volunteering.   Give Paul Serafini a heads-up. 
      1. Publicize – announce after gladiators & eventual FB post.
    1. Financial Report – Income is up $1000.  Race income is up, space age is down.  Loss YTD is 400 vs a loss of $2400 YTD in 2018.   Board decided to move to quarterly review of financial statements – next review in July with June month end.

Existing Business

  • Insurance Claim – We haven’t heard much. 
  • Ideas for 60th Anniversary
    • Lisa did a design that we all liked. 
    • July race = party date.  Cake with Lisa’s design.  Birthday party.  Something cheap that we’d pay for with this design.  50s theme?
  • Emergency Plan
    • Red Binder
    • Board / RD Contact Info
  • Track
    • Proposal
    • Club voted to use Wheat Ridge HS’s dirt track.  This is free.  Rick will let Wheat Ridge know.  Dave will update the website.  Greg will promote it.
  • General Club Swag – Cassi’s idea.  Deferred
  • Rev Run – drop this. Deb didn’t talk to Rev Run and doesn’t see what they would gain from this.
  • Team RWB – nothing further.
  • Snooze – have heard nothing back.

New Business

  1. Predict Run – idea was to do this as a fun event.  Board wondered what the purpose was.  Idea was to do either this or the July race as the 60th anniversary event.  Or, maybe do a longer TS race as a predict run w/o your watch.
  2. Long run – should the club put on a long run?  In the past, these have been poorly attended.  Greg’s current response is to send them to the Colfax affiliated list.
  3. Club email addresses.  Yes, you can respond to RMRR email through the RMRR.org account.  You can set it up in gmail.  Dave put together instructions for Travis.

Next meeting Monday, April 29 at Bardo Coffee

March 2019 RMRR Board mtg minutes

Minutes:

Attendees:  Leslie Mitchell, David Rothenburger, Scott Newman, Lisa Wilson, Ang Hamel, Travis Mark, Deb Cunningham, Greg Asplund, Dave Cunningham, Cassi Satizan, Rick Edrich, Michael Abbott.

Cassi – please give each person 2.5 hrs of volunteer time.

Updates:

  1. Race Committee
    1. Feb Race Recap
      1. Positives – course was good.  Race Committee will revisit the course to see if out & back is possible.
      1. Opportunities – lack of volunteers.   Continuing problem.
      1. Lessons Learned
      1. Board member injured at the Feb race by the van rolling into him.  Form from the liability insurance company needs to be filled out by an eyewitness. 
        1. Insurance will cover this because the driver wasn’t specifically excluded.
        1. Travis talked with board member
        1. Leslie will talk with automotive insurance agent.  Lisa sent Leslie Michael’s contact information.
        1. Deb C send Leslie contact info for liability insurance.
        1. Leslie has the list of who is authorized to drive the van.  Attached to the end of the minutes.
    1. March Race
      1. Course
      1. RDs:  Lisa & Chin
      1. Vols – In better shape, but need more than two vols at finish line.  Contingency plan for finish.  If we have too few vols the day before, need someone to run at 0:00.
      1. Ang – board members should be able to do the finish line jobs so they can train others.
      1. Gear Swap – postponed because of poor predicted weather.
      1. Potential for 0:00 start for all given conditions are going to be poor – snow & single digit temps.  Decide on race morning.
      1. Need to update FB and email posts for possible 0:00 start – Greg.
      1. Dave C – We have updated forms for the increase in dues.  Also have more 5k tags.
    1. List of RDs for 2019 – David R
      1. 2 RDs/race – Missing someone for MTS in August 24 & September first race.
        1. David R agrees that MTS is a good opportunity for a RD to train.
        1. March 24th MTS is the 20 mile RRCA Colorado State Championship.  We get age group medals from RRCA.   This race is 3 weeks before Boston.  Greg will promote.
      1. April Race – Deb & Dave will direct this one.  Need a RD for December.
    1. RD Responsibilities – Michael H
      1. List is just about finished.
      1. Quarterly report on permits, courses,
    1. October Race Course – Rick E
      1. Haven’t been happy with Carpenter Park course – confusing
      1. Potential course at Aurora Sports Complex.  Can use the Beck rec center and park 40 cars in the lot.  Rental is $300, but we think it includes bathrooms.  $300 is reasonable compared to other venues.
      1. Scott Newman potential race director, Travis and Adam previewing the course in the coming weeks in March
    1. Scoring Updates
      1. Programing- Adam continues to build live scoring program Scott, Travis and Dave R have previewed. Plan to pilot at March TS race as secondary to usual scoring system
      1. RunSignUp-Tabled
    1. Volunteer Updates
      1. VOM—Ric Robinette and Ken Applegate
      1. Volunteer Check In—Point volunteers to Cassi on Race Day. For Vol Check in. Travis or I will make a sign and I’ll be available to connect volunteers with their posts (most likely if they are new). If someone is unsure where to go, we’re going to figure out something that is easy to see so anyone can point them towards me. I’ll have my phone to check them in as present!
    1. Financial Report
      1. YTD loss of $1800.  About the same as 2018.
  2. Scoring Updates
    1. Programming
    1. RunSignUp hosting – Dave C
  3. Volunteer Updates
    1. Vom – Cassi
    1. Volunteer Check in – Cassi
  4. Financial Report – Leslie
    1. YTD loss of $1800 – about the same as 2018.

Existing Business

  • Emergency Plan
    • Red Binder
    • Board / RD Contact Info
  • Track
    • Proposal
    • Club voted to use Wheat Ridge HS’s dirt track.  This is free.  Rick will let Wheat Ridge know.  Dave will update the website.  Greg will promote it.
  • Recognition – Travis

New Business

  1. Executive Committee
    1. Nominations & Vote
    1. Rick Edrich will be on the executive committee in addition to Leslie/Treasurer, Deb/Secretary, Travis/President, Ang/VP.
  2. Potential partnerships:
    1. Board is in favor of exploring what each of these could look like.  For example, could include staffing the water stop at our race.
    1. Roost Relationship – Michael B
      1. Stapleton Roost is interested in a mutually beneficial relationship with us.
    1. Team RWB Discounted Membership – Travis will ask Blanchette who is our member.
      1. Red/White/Blue – veteran’s group. 
    1. Rev Run Partnership – Dave
      1. Interested in exploring a partnership w/ RevRun?  Don’t know what this would look like. 
    1. Snooze Run – Adam Feerst knows Snooze owner. Used to be a club member.  Adam could approach him to see what they have in mind.
  3. Ideas for 60th Anniversary
    1. Shirts/Gear – Lisa will put together some designs & sent out to board.
  4. Volunteer – Alyssa – Cassi.  This is a potential volunteer who is not running right now. Reach out one more time
  5. StretchLab
    1. Haven’t opened yet, but would like to talk to us about memberships.
    1. Interest in speaking to club at a race.  Travis will talk to him about coming out to the April race.
    1. $129 / month provides 4×1/2 hr stretches.
  6. Deferred to next meeting:
    1. Long Run
    1. Predict Run
    1. General Club Swag/Merch
    1. Ideas for 60th Anniversary
      1. Party/Celebration