Category: Board Minutes

I’m excited about the direction of our club.   We had 37 new runners join the regular RMRR crew for the 9 mile race on the Big Dry Creek Trail.   Those 37 brought our total to 112 runners for the day.  When you add the November race on to our full year total, we have 1,193 runners racing with us.  This total is the best total in 5 years and we still have the December race coming up.

When you add our non-running volunteers, we had 1300 people participating in our Trophy Series.  Whoo hoo!

Our 5oth anniversary celebration this summer genereated local interest and our great group of volunteers kept up the momentum.   See what all the buzz is about by joining us for the last race of 2009.  We’ll go 4.5 miles at Wash Park on Sunday, 12/6.

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Minutes of the November 2 RMRR Board meeting

Logistics (40 mins)

Trophies – agreed on pint glasses – Bonnie will order. No price quote yet – sent company the logo.

•RD &Vol awards

a.Caps for volunteers. Bonnie will order red with gray piping, quantity 48. Those not needed for vols will be used for raffle.

b.Arm warmers for RDs black, with www.rmrr.org and logo and silver reflective trim.

•Nov TS

a.RDs= Bob Basse, Ric, Stephanie, Brian

b. Ric will set up the course. He scouted it yesterday and it’s fine. He’s taking mile markers, aid station stuff, etc. Stephanie, Brian, and Holly are going to help; Deb and Dave are backup
c.Vols – good shape.

•Volunteers
a.Vol of the month. Larry Mudron: volunteered for the Denver Marathon, September & October TS races.

•Raffle – unclaimed RD and Vol gifts? Can we put these into the raffle? Yes.
•Race Committee (Adam Feerst, Heather Reddy, David Rothenburger, Bob Basse)

TS
i.preliminary dates posted online.Some people are complaining about Saturday dates.

Adam changed some dates:

– moved May 1 to May 2

– July: move Sun 11 to Saturday? no.

– September: move from Sun 12 to Sat 11? no

ii.February not at Cherry Creek Reservoir because fees too high. Ric called state parks – they will charge a minimum of roughly $350, and they base final cost on your advertising, etc. Shakedown city. We don’t want to do this.

Options:

– Bear Creek Lake park: good, paved, but hilly & has a per-car charge.

– Stone house west and back – Course to be looked at if cost is an issue at CC.

-concluded we’ll use Platte River path or Bear Creek Lake Park.

iii.Adam wants help on the race committee since he has other commitments. Ideas he’s looking for help with:

-Better documentation about courses, etc.

-Written down policies, instructions, etc.

MTS

i.Dave, Eric, Doug will work to update instructions for MTS RD’s for next year.

ii.April 20 mile MTS before Ft Collins marathon? Decided no for now. Focus on fall MTS.

iii.Fall

Sun August 15

Sun August 29

Sat Sept 11 – Note Trophy Race on the Sunday the 12th Sun Sept 26

Adam will have masters schedule after this weekend.

Dave should talk with Doug, Eric soon – want to have decisions on dates, plans by February. Aurora willing to help with PR

•Scoring – Felix

a.Ken Shimada 2nd place in jeopardy after guiding Kerry Kuck. Discussion was about giving Ken the average score because he aided Kerry. Do we give any guide an average or middle of pack amount of points?

There is historical precedent – use to be that RDs got this type of benefit.

Decision-no benefit. Ken’s results stand as published.

b.Proposal – race directors who do not run their own race get an average number of TS points – 60 points. No scratch points. Seconded and approved.

c.New members – day of race

Problem knowing if members are really members. Want to make sure during registration that people are really registered. Adam used to look at the new members list after the race; if someone wasn’t on that list or on the existing members list, they weren’t considered members. Motion – if you don’t get an ok from the RD or people handling scoring before the start to reset your start time, then tough – no rescoring. If you tell us that day before you run, and everyone oks, then fine. Needs to be marked on their tag by Felix, and he will keep a list.

e. Felix dis purchase a new laser printer

•Money

a.Treasurer’s Report – Leslie.

$34,671 in account – wow!

MTS net is up, so this year we made $1280 more.

Race expenses (permits) getting higher – watch for.

Overall – income this year is a bit higher than Leslie forecast – great.

After we pay insurance, we’ll be about $2k ahead.

b.Cash box reconciliation – Deb. Leslie commented that we shouldn’t take cash out because they don’t get included in the actual portion of the budget. Expenses should come to Leslie so she can write a check instead.

•Van – No Whole Foods starting 11/15/09. Park at old Hops Brewery in Cherry Creek North courtesy of Leslie Mitchell. This will work through August.

•Ric has a tire for the van on his rim. Need to get the tire replaced, then give Ric his rim back.

•December TS – Yes, to Pub on Pearl for after race brunch. Craig Jones

•Banquet: Sunday, Jan 31 at Fox Hollow – Stephanie will coordinate w/ Fox Hollow.<

•Office keys – Stephanie has extras. Given to board members w/o keys.

Membership (5 mins)

•Eric taking over from Laurie.

•New member runs – Agreed we would not host new member runs for the time being.

•Canon City Inmate inquiry – Deb should respond.

•Felix will send a list of new member emails to Eric. Eric wants to add

•Email management – bounce backs. Laurie doesn’t get a lot of them

Marketing and PR (10 mins)

•PR w/ Aurora – next event to publicize – MTS???

Aurora – building PR plan, ready to present more in December

want to focus on MTS, club; what else?

looking for people to write articles to position RMRR as a thought leader.

•EBlasts

oInclude reference to 50th anniversary shirts – $12 or free for 10 races.

•General marketing – Kevin/Dave

Kevin would like to update the website—hopes to meet with Dave and Aurora soon to discuss.

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The September board meeting was held from 7:00-8:15pm on Monday, Sept 28, 2009. 

Present:  Jeff Olson, Doug Smith, Bonnie Keefe, Bob Basse, Deb Cunningham, Ray Sibley, Felix Lopez, Scott Kukel, Eric Greene, Heather Reddy, David Rothenburger, Stephanie Struble. Kevin Downing, Leslie Mitchell, Dave Cook

Logistics (40 mins)

2010 Board Confirmed: 

• Ric Robinette – Jan 2010 race director, scoring
• Bonnie & Janet – Permits
• Jeff Olson – Secretary.
• Doug – At large/running stores.
• Dave Cook – quartermaster
• Felix – Scoring.
• David Rothenburger – At large/Race Committee
• Karen Voss – At large.
• Bob Basse – Race Committee.
• Kevin Downing – Marketing.
• Track – Scott, Dave, David & Mike
• Eric – Membership
•  Deb C – Prez.
• Lisa, Heather, Stephani – Volunteers

Board Needs:

• Phones – Holly?
• Publicity – Aurora?

 Trophies – Bonnie will order pint glasses

RD &Vol awards:  Arm warmers & dry fit caps.  Bonnie will bring cap to next mtg

Oct TS w/ RDs= Ray Sibley. Jeff Olson Eric Greene 9:00 A.M. Start, unless our Denver Water contact can’ t make that time.  Wrong time on the website & in email that went out.  The board decided to stick w/ the 9am start if that time works.

Volunteers:  Vol of the month. Yvonne Allmaras (Saturday walkers, race vol)

Race Committee (Adam Feerst, Heather Reddy, David Rothenburger, Bob Basse)

2010 Tentative Trophy Series Race Schedule

• Sun January 10 9:00 AM 10K Twin Lakes
• Sun Feb. 7 9:00 AM 7M Bear Creek / Lowery/ Sand Creek / Holly’s idea discussed – need contact
• Sun March 07 9:00 AM 3M Crown Hill Park
• Sat April 03 9:00 AM 4 M City Park Platte River Half
• Sat May 01 8:00 AM 5 M Stapleton Central Park Fort Collins
• Sun June 06 8:00 AM 2M Bible Park
• Sun July 11 8:00 AM 4K, 2.4M Stone House Could be Sat depending on Maters Race
• Fri August 06 6:30 PM 5K Dekovend Park Evergreen Town Race
• Sun September 12 8:00 AM 8M Platte River Bar and Grill
• Sat October 02 9:00 AM 10 M Waterton Canyon Race for the Cure
• Sun November 07 9:00 AM 9 M Westminister City Park
• Sat December 04 9:00 AM 4.5 M Washington Park Colder Boulder Bolder

2010 MTS

• Board agreed to hold a fall MTS.  We’ll look at 3 or 4 races.  If four, 1 in August, 2 in Sept, 1 in October.  Target 3 wks before Denver Rock & Roll marathon. 
• Consider a spring 20 miler – 3 wks ahead of Fort Collins marathon.
• Dave, Eric, Doug will work to update instructions for MTS RD’s for next year.  No progress yet.  Deb worked on app for 2010 MTS.  Email to Doug, Eric, Dave Cunningham.

Scoring / members – Felix.   Nothing new.  Felix will purchase a printer before the weekend to print tags.

Cash box reconciliation – Deb.  Still having tough time with this.  For Sept TS, had more $ than possible from event day registrations.

Van

• Ric is finished fixing – new brakes, 11 new lights, washed, vacuumed.  
• Needs new tires – 1 (front right or all).  Deb to get new tires.
• No Whole Foods starting 11/15/09. Park at old Hops Brewery in Cherry Creek North courtesy of Leslie Mitchell.

December TS – Yes, to Pub on Pearl for after race brunch. Craig Jones

Treasurer’s Report – Leslie.  Cost of van insurance not in numbers.   Due to excellent turnout at final MTS, we should finish the year roughly breakeven.  This is in spite of increased spend for 50th Anniversary.

Banquet location – Deb/Stephanie Jan 31st at Fox Hollow. Board meeting before the Banquet.

Office keys – Stephanie will try to make copies

Membership (5 mins)

Program to contact new members & renewing members – Bob Basse – nothing new.

Email management – bounce back list reviewed at meeting.

Marketing and PR (10 mins)

EBlasts – Kevin will send out next blast after time confirmed for Saturday’s race.  Include info about:

• 50th anniversary shirts – $12 or free for 10 races.
• Fitness mentor listed in eBlast before October (Waterton) Race (gave us a raffle prize)

General marketing – Kevin will continue with Facebook and Craig’s List

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The September, 2009 Board meeting was held on Tuesday, 9/8 at 7pm at the Whole Foods on S. Washington St in Denver.

Attendees: Bonnie Keefe, Doug Smith, Dave Cunningham, Felix Lopez, Bob Basse, Kevin Downing, Deb Cunningham, Karen Voss, Eric Greene, David Rothenburger, Ric Robinette.

Successes:

The Board spent 20 minutes discussion the 8/23 MTS, what worked, what could be improved for next year.    We had 145 runners and made $1260 in race day income.  We partnered successfully with Fast Forward Sports and with the AIR Foundation.  But, we ran out of apps, cups, gel, water.  It was difficult to score 10 milers who went back out onto course again.

Given the money making potential for the club, we agreed to develop a sub-committee to update the RD instructions and plan for next year.  Dave C, Erica nd Doug agreed to plan for next year.   Ideas include:

• All races will be 10 or 20 miles.  No 15 miler becuase it’s more difficult to set up and people can go out on the course again if they want more than 10 miles.
• Update the app for race day and pre-registered fees.
• Add a course closing time.
• Market free photo download?

Logistics

2010 Board (intentions for next yr).  We’re in need of some help on the board.  Several members indicated they will not continue next year:

• Laurie Phenix stepping down for membership. Sends renewal letters, downloads Active apps
• Ric Robinette – stepping down as race committee chair.  Finds, measures, plans new race courses.  Works with permitting team and individual RDs.

Continuing on next year.  Thank you!!

• Bonnie  Keefe– yes. Secretary if needed or other role.
• Doug Smith – yes. At large.
• Dave Cunningham– yes. Something
• Felix – scoring.
• Eric Greene – yes. Possibly membership and was teased about taking over as Prez 2013.   Action:  Deb email Eric Laurie’s email address to find out more about membership role.
• David Rothenburger– yes. At large
• Karen Voss Szymanski– yes. At large.
• Bob Basse – yes.  Possibly Race Committee.
• Kevin Downing – marketing.
• Deb Cuningham – would like to be VP if anyone is willing to step up to President.

Trophies – There are not a lot of new ideas out there.  Action:  Bonnie will look. Deb look also.

RD &Vol awards.  Bonnie mentioned a brand name for arm warmers:  Moeben.  She’ll check out their website.  Other ideas:   Windbreaker – Dave C & Bonnie look at.   Fleece vest or Fleece pullover.  Sleeveless shirt.

Sept TS

• Vols.  New course w/ three water stops.  We don’t have enough volunteers, so we have self serve water stations.  Deb announce w/ pre-race announcements.
• Platte River Bar & Grill will serve breakfast items post race.  Deb add to pre-race announcements.

Saturday run.  The board agreed that this just isn’t working.  The new format to meet leaders at various venues isn’t generating more traffic.  Doug put a survey online that had only 13 responses.  We agreed that Denver Runners can still promote a Saturday run if they want, but we’ll remove this from the RMRR website.

Race Committee recommendations.  We discussed venues for next year.  We’ll not run at Colorado State parks (Cherry Creek & Chatfield because they’re too expensive).  New race committee will need to plan for next year.

• August TS moved to Saturday?  No clear opinion from members.  We can also move the BBQ to June like it was years ago.
• July at Stone House means no conflict w/ fishing day.  Things worked out okay, but we have a potential conflict with the first weekend of June.
• Other options:
  • Sand Creek
  • 128th Adams Cty regional Park
  • Prospect Park – clear creek trail.
  • Sloan’s Lake.

Scoring / members – Ric pointed out that we had success separting start times from registration from payment.  This really sped up the line for new member registration.  Continue this practice.

Van – can’t park at Whole Foods starting 11/15/09. Can park at old Hops Brewery location in Cherry Creek North courtesy of Leslie Mitchell. Will park there after Ric takes the van home to slowly refurbish various parts – brakes master cylindar, headlights

December TS – Yes, to Pub on Pearl for after race brunch. Deb will work with Craig Jones (303-868-9546)

Treasurer’s Report – Leslie. No treasurer’s report.

Volunteers

• Vol of the month.  We had two nominations.  The board chose Mick Vollmar for directing two MTS races!! He went way above the call of duty. He wasn’t planning on race directing, he just offered to help since he lives nearby and we threw him into race directing (his first races). He did it with a smile and did a fantastic job. He and his wife even donated all the food and drink at the first race.
• Denver Marathon water stop.  No update.  Think we’re still on.  Stephanie is coordinating.
• Need to collect volunteer hours for banquet, merchandise.  Deb send to board w/ link to volunteer page.

Equipment:

• Small table needs a weld. Ric will handle
• Power source. Ric sorted out.  The power source overheated at summer temps and caused the outlet to shut down.  Ric has a bypass solution.  This explained why we had no trouble during the winter races.

Karen & Peter’s tent/stretching after the race – will not put this togehter for September.

Membership:

Continuing program to contact new members & renewing members – Bob/Micol

Marketing and PR:

EBlasts/Databases.  The board reviewed the email addresses in various lists.  We concluded we’ll separate from Denver Runners.  RMRR will use the RMRR_ENews as our database.  Kevin will continue to add members one by one.  This DB is not tied to our membership DB, so has expired memberships.

• RMRR membership list, email addresses only (Total=316)
• RMRR_ENews list (Total=752)
• Denver_Runners list (Total=955)
• Email addresses on both RMRR membership list and RMRR_ENews list (Total=256) – Kevin adding rest of member addresses.
• Email addresses on both RMRR membership rolls and Denver_Runners lists (Total=53) – Virtually no overlap on lists.
• Email addresses on both RMRR_Enews and Denver_Runners (Total=140)
• Email addresses on all three lists. (Total=49)

General marketing – Kevin/Dave

• Email management – bounce backs. Kevin sent Deb a list of bounces.  She only called 5 people so far to get new addresses.  Idea- bring to TS
• Facebook page – Kevin has some content.  Not a lot happening so far.
• Craig’s List – ‘Activities’ – Kevin posted our event.  It was a pain in the neck.  We’ll see if there is any value.

Adjourned at 8:33pm.

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