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Board Meeting Minutes

Wednesday, May 24, 2017
Oregon Sports Office Conference Room
5:57 p.m. to 8:15 p.m.

ATTENDANCE

Notes

Present:  Stephen Wright, Margo Glass, Dave Green, Hal Brockman

Excused:  Alan Smith

Guest: 

AGENDA ITEM

  • Call to order, announcement and introductions

5:57 p.m.

  •        VP Reports
  • Treasurer - Dave
  • 2017 P & L is “fine”.  Written report coming
  • IRS Form 99 filed on-time in April
  • Waiting for market correction before investing reserve funds
  • Steve mentioned income up 10% and expenses down 55% YTD compared to 2016.  Dave mentioned not all credit card expenses allocated yet, explaining portion of 55% under.
  • Membership - Alan
  • 945 current members, stable population at this point.
  • Race Operations - Steve
  • Hagg Lake
  • 322 runners/walkers, 12% above 2016.
  • Great weather.  
  • Most hung around for great raffle prizes
  • UTLR
  • Coming up on Memorial Day,.
  • Registration behind 2016 level. 362 vs 487 registered last year.
  • Summer Solstice
  • Still working details with zoo
  • Registration is small, due to newness and not having 2016 race
  • Equipment and Storage - Hal
  • Great garage party earlier in month
  • Better organized and marked
  • Recommended purchasing better walkie talkies such as those rented by Hagg Lake from Martindale Communications
  • Marketing - Margo
  • Not a lot going on now.
  • Dual Duel in June newsletter
  • Communications - Stephanie
  • Not present, Margo gave combine report
  • Margo and Stephanie working as a team

5:58 p.m.

  • OLD BUSINESS

  • 2020 RRCA Conference planning update - Steve

6:47 p.m.

      Hosting at Hilton Hotel based on service and food/beverage price.

      Next step is review with RRCA and determine whether first or second weekend in March 2020 and preliminary meal options.

      No pre-ORRC financial commitment from hotel  Contract will be issued later

  • Standardize website race event info - Steve and Hal

6:53 p.m.

     Steve will re-send request to Alan, Hal, Margo and Michael Allen for comments.  

6:55 p.m.

     Each year, board picks 4 more strategic action plans of the 43 in the report to focus on.

     The 2017 action plan choices that the board will focus on throughout the year included: 1)” investigate investment/savings vehicles for excess cash”; 2) “improve training and provide event information for a  better participant experience”; and 3) “Each race should have an established minimum schedule of posts to both social media and blog, which will be used to improve SEO and provide information to runners and walkers in the community”; and 4) host the 2020 RRCA conference.

     A lengthy discussion regarding # 3 followed the selection of the action plans. At the end of the # 3 discussion, the board passed the following motion:  To best support ORRC’s race directors, each race director will attend the board meeting, presenting their race plan status report at the 10, 6 and 2 month intervals from race day, as well as utilize the expertise of the board and others in preparing for their race event.

  • NEW BUSINESS

  • RDs free membership benefits? - Steve

8:01 p.m.

       This item was tabled for further discussion

  • ROUND TABLE

 8:03 p.m.

  •  Steve mentioned:
  • 1) Tracy and Julia Reisingers’ father was featured in Runners World May edition ;
  • 2) Tuesday night training group is hosting a July 8 (Saturday) banquet at Lagunitas Community Room using first Tuesday night pizza/beer and available budget funding;
  • 3) ORRC is purchasing race director and board of directors jackets;
  • 4) board of directors and RD manuals under revision.

  • ADJOURN

   815 p.m.