2013 May Minutes

Board Members Present: Greta Visvydas Charlie Benson Norm Janoff Trent Collicott Chip King Ed Carmines Hal Gensler Raj Gangadean

Board Members Absent: Lindsay Rusk

Guests Bodo Diehn

The meeting was called to order at 6:06 PM on May, 2013. Trent motioned to approve the April 2013 minutes and Norm seconded the motion. 8 ayes, 0 opposed. Motion passed.

Bodo Diehn, guest, reported that he is a 30 year old member of the ARR and is a president of the other associations. He stated that he wondered if ARR should more openly invite others. It was discussed that ARR could put a note on the website to let running member’s know they can attend the meeting if they choose. Bodo reported that he has the following concerns: 1) His first concern was selling the timing system. ARR reported that they are no longer using chips and the chips will be sent back. It was reported that he may be able to sell his chip. It was discussed with Bodo that ARR asked if ARR can get a credit for the chips and was informed that ARR can not. ARR reported that runners can use the chips at other races if someone else has them for their race. It was however reported that the chips are generally not used anymore. ARR reported that ARR will let the running members know if/when the timing system is sold. 2) His second concern was age group trophies, for over 80 years old. ARR currently does not have an age group over 80 years old due to few runners this age group. 3) His third concern was the increased cost of the summer series and he wondered if ARR can give a discount for seniors. ARR reported that ARR is now paying $3 a runner to time the races so the cost of the races was increased. It was discussed that the races went up $3 per race and I Did A Run will remain free.

Old Business

Business Operations- Norm reported that Norm and Hal have worked out the registration.

Equipment and Staging- Charlie reported that the truck is loaded and ready for Summer Series 1. He reported that ARR has all the bottled water and dry goods needed. He reported that the air conditioning does not seem to work well at the warehouse and that ARR needs to contact the owner of the property. He further reported that the electricity bill went up. It was reported that Harvey Beller donated cliff bars and that Harvey was disappointed that ARR did not do 6 to 8 split timers and only had one for the Phoenix 10k. It was reported that Sandra did all the races and was able to time each. It was reported that ARR asked if someone wanted to help but no one signed up to assist. It was agreed that this should be put on a later agenda to discuss split timers for the Phoenix 10k, November Race.

Finance Report- Hal went over finance report, please see attachment A. He reported that the clothing sale on the report was from the Rock N Roll races and that last year ARR sold clothing at three races. It was discussed that ARR clothing is depleting. The clothing has been marked down and people are not buying the remaining clothing items. Hal reported that donations have come in through registration. It was reported that membership shows we are collecting same dollar amount and that ARR sold some logbooks to running stores. He reported that under “other income “, this includes money from the track run. He reported that “race registration” difference may reflect that ARR does not have the luck of the draw race this year. It was reported that the racers numbers are down this year for the races. Under “advertising”, the cost reflects the increased flyers this year. It was reported that under “auto- pay”, ARR paid auto insurance in January. Hal reported that the awards had not been billed for summer series yet when completed this report. Hal reported that “chips lost” reflects chip recovery from Thanksgiving and that we won’t see this anymore (ARR no longer uses these chips) and any chip recovery will go under miscellaneous. Hal reported that under “coach”, ARR had two coaches until September last year. It was reported that under “contributions”, ARR gave Betty $75 and marathon $300. It was reported that under “depreciation”, this is in reference to vehicle & arch depreciation. Hal reported that ARR paid $1,000 yesterday for summer series one food. Hal reported that “membership meetings” reflects awards, awards dinner and mile. Hal reported that ARR purchased a year and a half of pacer singlets. It was reported that permits costing have been increasing for the races. Hal reported that more portojohns more were ordered. He reported that “postage” costs include the cost to mail out log books and membership items. Hal reported that under “race insurance”, this reflects that ARR has paid for all summer series this year. Hal reported that security and traffic have been paid for summer series five already. It was reported that under “timing” ARR now pays for timing. Hal reported that “volunteers”- shows a decrease however, ARR did not have The Luck of the Draw race. Hal reported that ARR has paid for two months for the webmaster.

ARR further discussed the possibility of having junior membership for ARR, where children have a child membership fee and then they run the races for free. Photography at the races was also discussed. It was agreed that photographers are welcome and Ed reported that he would reach out to photographers.

Marketing and Webmaster Report- Ed reported that the new web-site up and working. Ed reported that he doesn’t have an easy way to e-mail members and that he can only e- mail people who join the web-site. It was discussed that it may be helpful to encourage runners to register on-line and/or give them a discount to register on-line. There was discussion about moving the membership to Race-It. It was reported that dot.com for the web-site registration expires in August and Erin (previous web-master) needs to transfer it to Ed. Ed reported that he has reached out to Erin and she has not responded. Trent reported that he would attempt to contact her.

Membership Report- Chip went over the membership report, please see attachment B. He reported that registration numbers are down. Chip recommended that ARR does the membership through Race-It, instead of Ative.com, so people can get their card and membership immediately when they register (receive it on-line). It was agreed that Chip and Ed will put a proposal together and bring it to the next meeting and ARR will vote on whether or not to switch from Ative.com to Race-It.

Pace Team Report- Nothing was reported, as this is not pacing season.

Policies and Procedures- Raj reported that he will be able to represent ARR on a pro- bono basis next year when he is no longer on the board. He reported that ARR can have occasional meetings at his office but that ARR will not be able to hold meetings at his office on a regular basis. Raj reported that he will do an engagement letter contract between his firm and ARR.

Race Day Clothing Report- Hal reported that the Summer Series shirts are similar to last year but that the men’s and women’s colors are switched. He reported that last year ARR sold 120 shirts at the race and ARR may try to sell hats as well. Hal reported that volunteers get only one shirt for the summer series and they will be informed.

Registration Report- Nothing reported

Social Report – Nothing reported

Volunteer Report - Nothing reported.

Upcoming Races

Summer Series 1, Papago Park 5k- Hal reported that he sends out e-mails 30 days before the race and then second one a week before to get volunteers. He reported that he has been getting responses and he will continue to do this throughout the summer series. It was reported that Hal is race director for this race. Hal reported that there are enough volunteers at Aid Station Number 1 but Hal reported that he doesn’t know how to get there. It was discussed that they will have to follow Sandra the race day. Hal reported that he has five people for clean up, sixteen for registration and two families for the food. It was reported that ARR has enough volunteers for this race. It was reported that registration starts at 6 am and that set up volunteers are getting there at 5:15 am. Trent reported he will set up the portojohns tomorrow. It was reported that Sandra will mark courses and set up the aid stations. It was reported that there are six sponsors. There are two at the 10k level and those get names on shirts and web-site. The following are sponsors: Muscle Milk (will be at races 1,2,4,and 5) and AZ orthotics (won’t be at the race). 5k Ragnar (at the race). And sponsors at the Fun run level: Genesis Pure, Children’s Museum of Phoenix 5k, Achilles International (will be at 1,2,4,and 5), Wellness Foundation for Phoenix Professionals (will be at 2 and will give awards) and TMC -Tucson Meet Me Downtown. It was reported that there may be more. It was reported that the sponsors will have to be set up by 6am. Hal reported that he will send out final race instructions tomorrow. It was reported that race day registration is set, the truck is ready and the results link is ready on the web-site.

Summer Series 2, Reach 11 5k- Trent will be the race director for this race. Hal will handle the sponsorship. The race starts 6:30 am and registration starts at 5 am. It was reported that ARR would like to get in at 4:30 am but it will depend on the permit.

Summer series 3 - It was reported that a volunteer tab will need to be added for this race asking for a volunteer (3 or 4 volunteers are needed) to cook for this race. It was reported that ARR will now only have water and Gatorade (Gatorade only available at the finish line), and not soda (Soda will only be available at the Summer Series 3). It was reported that this will be placed in an e-mail and Hal will send it out.

New Business

Timing System- Norm reported that the timing system company wants the yellow chips back. He reported that it will be posted on the ARR web-site that the timing system is for sale. Norm further reported that the timing system company will provide training to the timers, of those who purchase the timing system.

Newsletter- It was reported that Erin didn’t respond to Ed with the outline of the newsletter. It was discussed that ARR do could do the newsletter only on-line instead of printing if and when it resumes. Ed reported that he will ask on the ARR web-site if someone wants to do the newsletter. It was discussed that the editor volunteer needed would be in charge of finding people to contact to write the articles. It was suggested that ARR contact ASU School of journalism and find out if someone wants to do this.

Trent motioned to adjourn the meeting. The meeting was adjourned at 7: 50 P.M. The next meeting will be on June 26, 2013 at Macayo's, Central Ave Restaurant.