AARC Board Meeting
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AARC Board Meeting 8-28-03
Present: Christine, Sandor, Nathan, Toby, Dana, Hilary, Ali, Karen, and Sean
1. Membership: Nathan announced that Doug has resigned from his position as Membership chair of the board. We are currently looking for a replacement. Nathan will put together a job description and send out an email asking for volunteers. Nathan’s estimate is that the position averages about a 3-4 hr/week time commitment; more if the person is very proactive. 2. Fun Runs/Socials: Ali reported that the Sea Isle run held on August 9 was a great success and was enjoyed by all who attended. Hilary suggested that organizing a post-race gathering for those running the Philadelphia Distance Run on Sept 21 might be a nice idea. Sean shared what other clubs have done in the past—basically tailgating in a pre-designated area of a downtown parking garage. Dana will check with Julie about a good spot to meet and an email will be sent to the club members giving the necessary info and asking people to bring food. Dana and Ali will begin planning our holiday party—perhaps somewhere other than Tex-Mex this year. Suggestions were made for a fall social event. A prediction run or a post-Fun-Run happy hour were some ideas. Dana and Ali will make the plans. Karen reported that the Upper Dublin School District does not want to turn on the lights at the track for our use, thus the track workouts will conclude on September 17. On that evening, we’ll present Coach Floyd with a gift certificate as a thank-you. Karen will get the gift certificate; approved: $100 from the club’s funds to pay for it; Hilary will send Karen a check in that amount.
3. Club Teams: It was suggested that we get a volunteer to be our official club organizer for the various races in which we enter teams: Broad Street, PDR, Tex Mex, and perhaps others. Currently, these responsibilities have defaulted to Hilary and miscellaneous team members, but it would be good to have someone who can focus on that area specifically. Nathan will send out an email asking for a volunteer. 4. Phil’s Tavern:We took in about $10,067 from this year’s race. After expenses and the extra shirts, which still need to be paid for, we will have about $5,000 left. Half of the net proceeds is earmarked for St. Mary’s Villa for Children. Joanne will be in touch with Sister Rita about when the money will be given and the accompanying photos taken. We briefly discussed the beneficiary for the 2004 Phil’s race: Nathan suggested that Golden Slipper Camp (of which Alan Braverman is president) would be a good choice. It would be best to make this official as early as possible via a letter. 5. Race Handbook: One of the outcomes of the Phil’s Tavern race was the creation of a race handbook that outlines in great detail all the committees and tasks needed to put on a race. It was felt that by having all the responsibilities clearly laid out, we can more easily share tasks and prevent the race director from bearing too much of the responsibilities alone. Sean and Joanne have been working hard on this project. Sean handed out a draft of the handbook for our review. The volunteer committees needed for races were listed: race applications, permits & permission, pre-race preparations (shirts/awards etc), registration & results, start/course/finish, press, sponsorship, volunteer coordination, and post-race activities. Descriptions of the tasks involved will be posted on our website so members can look it over and decide how they can participate. 6. Frostbite 5-Miler: Toby expressed frustration at the difficulty she’s having in arranging a photo-op/check-giving time with the Ambler Ambulance Association. We have yet to give them the proceeds ($350) from the 2003 Frostbite race. Toby asked for the OK to just mail the check and be done with it. We agreed; Hilary will write the check and get it to Toby. We looked at the Frostbite timeline as suggested in the draft of the new race handbook. It suggested that race applications be ready in time for the Phila Distance Run (Sept. 21). We agreed that having the apps ready in time for the Phila Marathon (November 20ish) would be soon enough. The change will be made to the race handbook. Nathan handed out a copy of last year’s race application and we reviewed changes that need to be made. We will make the application more attractive, eliminate the race-walking for next year, include a place to request shirt size, and list the Wissahickon Fire Company as our beneficiary. Sean will contact the fire company about their willingness to be involved. Sean showed us some logo designs for the shirts: Since the race will be on Valentine’s Day, there was much enthusiasm for a red logo or possibly red shirts. The final decision about shirts/logos will be left to Sean and Joanne. At the Phil’s race, we ran out of shirts before all the pre-registrants got theirs. In order to prevent this from reoccurring, it was strongly suggested that race bags for all pre-registrants be made up in advance. This takes a bit of work in the days before the race, but it was agreed that it would be worth the extra effort. Race application fees were discussed. We agreed to increase the pre-registration fee to $18, $16.50 for on-line registration (+ $1.50 processing fee which we will absorb), and $20 on race day. Hilary suggested that we might want to start thinking about an alternative location for pre- and post-race activities. There were issues last year with Mattison Ave. School being closed around race time due to asbestos clean up. While we anticipate no problems for the next race, it might be good to have other buildings in mind. The Ambler Theater and the fire hall were both suggested. 7. Treasurer’s Report: Hilary presented a financial report for the last 14 months. (See below.) We took in about $26,000 from July 02 to Aug. 03 from races and memberships. Our bank balance in July 02 was about $4,400 giving us a total of $30,400. After expenses, we still have a balance of about $9,000. We need to reserve some for Frostbite preparations, the holiday party, and our membership in the Road Runners Club of America. It was agreed that we have the funds to purchase a clock/timer, so Sean will go ahead and order one. That still leaves us with a significant amount to disburse. Suggestions for charitable giving included: the family of the Lower Gwynedd police officer who recently died, and establishing a scholarship for local runners. It was agreed that we should form a committee to look into a number of possibilities and make a recommendation to the board. Nathan will ask for volunteers in the same email that seeks a Membership Chair and a Newsletter Editor. 8. Misc Stuff: Dana will look into bulk mailing info so that we can reduce our mailing expenses. We don’t have a big enough circulation to qualify for a bulk rate on our quarterly newsletters, but we do for mailings of our race applications. Stacey has resigned from her position as newsletter editor. Nathan is working to arrange for volunteers to fill in this need. Toby and Sandor folded all the newsletters for the next mailing—thanks, guys!!
Submitted by Karen Shirts: $407.31
Mugs: $389.64 -- I have this invoice as being open. [email protected] cc: "Gil Bainbridge (Work)"
"mike egenolf"
: "william crean"
"Mary Flaws"
"Megan C. Primavera"
: "Angela Zech"
[email protected] [email protected] [email protected] "King Janet"