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Board Meeting Minutes

Wednesday, March 25, 2020
Held via Google Hangout
6:00 p.m. to  7:22 p.m.

ATTENDANCE

Times

Board:

• Present: Alan Smith, Karen Peterson, Hal Brockman, Jacob Campbell, Meg DuMez, Noel Tavan, Stephen Wright, Randy Grant

• Excused: Mike Pagalan
• Missing:  None

      _________________________________________

         Guests:  Ashley Buchloz     

AGENDA ITEMS

• Call to Order, Announcement, and Introductions

6:08 p.m.

• Approved:February 26, 2020 Board meeting minutes 

6:10 p.m.

•   Board Committee Reports

• Membership -

• 855, +8% over 2019

• Race Operations - Steve

• Hagg Mud

• Survey - no survey sent out to participants

• Champoeg

• Survey Issues: Course marking, finish line congestion/mud (request hay bales for next year), aid station staffing
• Awards -- separate kiosks for ribbons/medals
• Raffle -- more frequent alerts to runners, reminder sign? (Hagg Lake)

• Marketing/Social Media - Randy and Meg

• Positive Facebook posts

• Equipment - Hal

• Rental cancellations

 6:11 p.m.

OLD BUSINESS

• 2020 RRCA Convention - Steve

      6:25 p.m.

                  Revisiting Portland for 2022 or 2023

                  Recoup of ORRC expenses toward event

• Karen Peterson Bio - Board Member consideration

     6:31 p.m.

    Moved and approved as new board member

• Community Outreach Program - info only

• Beaverton Vose Elementary preK - 5th

• 25 student entries to Summer Solstice

     6:34 p.m

     Summer Solstice up in the air

     Rose Festival postponed

     Blues Festival canceled for 2020

     Portland Marathon funds could be used to        cover costs for Beaverton Vose Elementary

     Parents/guardians would need to cover own costs

    Moved and approved

   NEW BUSINESS

• 2020 Budgeted Financial Affect - Cancelling Race Events 

    6:42 p.m

    Foregone profit from Vernonia, Hagg Lake, UTLR as of 3/25/20

    Vernonia refunds (75%; full refund of shirt purchases) processed. Pushed money back to RunSignUp to process.

    Hagg Lake Road race refunds processed.

    UTLR refunds in process.

    10k series refunds complete.

    Expenses: UTLR refunds from LO and WL; cancelled sock order; medals done and not refundable

    Alan checklist for cancellations. Click here

• General Discussion - What’s Next

    6:56 p.m.

    Stephen -- what others are doing?  Oregon cancellation without further detail (40%), postponement to fall (20%), virtual (20%), still on (20%)

    About $1000 outstanding race registrations for later races.

    Fall saturation -- advised against moving spring ORRC races to fall

    Permits contingent on removal of current  COVID19 Executive Order 20-12

    Ability to secure volunteers?

ROUND TABLE          

      7:06 p.m.

Randy -- Linfield race virtual May 16, 2020

Alan -- Departing RDs: Matt Rowe (Garlic), Peggy Ayles-Hartwig (BDR)

--Possible new RD? (Saravanan Myslsamy helped at Champoeg)

--Whitney Jacobsen to take over newsletter

Meg -- “Uncancelled project” virtual run series -- themes (gratitude, hope, …) to connect. No cost; 4.7k signed up so far

Karen -- shout out to Alan’s hard work on refund accounting; Covid19 learning opportunity for future disaster planning

-- spreadsheet on like products for races, including GU discounts; Terracycle GU recycling

Jacob -- Hangout effective and productive way to meet

Stephen -- 2 new RD interns (bumped from Vernonia to Garlic)

-- BDR: Peggy resignation as RD; April still on board

Hal -- Time to think about Turkey Trot -- need calendar of key dates

ADJOURN

      7:22 p.m.