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Board Meeting Minutes

Wednesday, March 20, 2019
Oregon Sports Office Conference Room
6:00 p.m. to  8:00 p.m.

ATTENDANCE

Times

In Attendance: Steve Wright, Randy Grant, Meg DuMez, Alan Smith, Jacob Campbell, Noel Tavan, Hal Brockman

Guests:  Matthew Burns, Mike Pagalan, Dave Cook

AGENDA ITEMS

  • Call to Order, Announcement and Introductions

6:00 p.m.

  • Matthew Burns, Nike
  • Matt introduced the Nike Sports Research Lab (NSRL)  to us and he is working on outreach to the local Portland running community. He would like to represent the NSRL at some of our events to present it to a larger running community. Asked for events lists which was provided.

6:01 p.m.

  •   Board Committee Reports (Consent Items)
  • Treasurer - Steve and Dave Cook
  •  February 2019 P & L 
  • Some work still to be done to move income received in 2018 for 2019 events, plus other adjustments.
  • February Balance Sheet
  • Membership - Alan
  • Approx 800 club members at this point
  • Race Operations
  • Champoeg - Alan, Hal, Steve
  • Steve, Hal and Alan say good event. Kudos to Oregon State Parks for their help. Pleased to host a person getting a national age group record at the 30K distance. Volunteer numbers were good in the end, but very few signed up early.
  • P&L
  • Survey
  • Vernonia - Noel
  • More volunteers needed
  • Dual Duel - Jacob, Mike
  • Work ongoing in planning. Wondering about getting buffs produced for this event and others, but would need to order a large quantity - 1500!
  • UTLR - permit update from Alan
  • Equipment and Storage - Hal storage photo
  • Marketing/Social Media - Randy, Meg
  • First photo contest was well received. Second one is in progress.
  • Administration - Steve
  • We need to fill some Board positions like Community Outreach and Membership. We also need a Recording Secretary for the organization who would take meeting minutes.
  • Steve will send out the position descriptions to all current Board members.

 6:10 p.m.

OLD BUSINESS

  • Investing $135K from WF checking - Recap

Dave Cook

  • These changes were previously approved at an ORRC Board meeting.
  • These changes to our accounts will give ORRC some income for our funds that aren’t needed as readily available liquid assets.
  • Consider consolidation of funds into Wells Fargo - move existing funds from accounts at Columbia Bank into Wells Fargo to allow easier/better management of our accounts.

    6:35 p.m.

  • Community Outreach Program - Steve
  • Oregon Sport Authority - Youth Tracktown - $2K
  • Moved and seconded to approve all three of these funding requests.

     6:40 p.m.

  • Hal 
  • # 10 - To contribute time, talent and financial support to the larger Oregon community.  This is in conjunction with developing a strong and large volunteer base needed to support community and ORRC events.
  • Meg 
  • # 3 -To provide training and education programs for runners, running coaches, race directors, race volunteers and other special interests that emerge as priorities of the sport emerge.
  • Noel
  • # 1 - To be one of the leading running clubs in Oregon that serve the needs of individual runners and make their safety a top priority.,
  • #3 - To provide training and education programs for runners, running coaches, race directors, race volunteers and other special interests that emerge as priorities of the sport emerge.
  • # 7 - To continually invest in and improve existing programs and services, develop new programs and services that are beneficial to the members, and to seek maximum participation in our programs and service by our members and the community.
  • Randy
  • # 5 - To be a leading force in ensuring that participation in running remains constant or grows over the next 5 years through community support of event hosting, networking with affinity groups and with the general public, and maintenance and promotion of running as the most affordable form of regular exercise.  OR
  • #9 - To work with members to actively engage the next generation of runners to participate in ORRC events and administration to ensure the long-term stability of ORRC, the sport of running, and develop future leaders for the sport.
  • Jacob
  • #3 - To provide training and education programs for runners, running coaches, race directors, race volunteers and other special interests that emerge as priorities of the sport emerge.

     6:50 p.m.

  • RRCA National Conferences
  • What ?s to ask other clubs?
  • 2020 Portland
  • Cheap/free, walking distance, and not tied to caterer venue.
  • Maybe a PSU venue?
  • Sunday race
  • Beaverton and Nike
  • Steve will distribute extras of these cards to other RRCA clubs in Oregon to encourage attendance.

      7:00 p.m.

NEW BUSINESS

     

  • Board Self Assessment - Steve

      7:10 p.m.

      7:15 p.m.

  • Noel is presenting this at the ORRC Race Director workshop Sunday March 24

      7:20 p.m.

  • Volunteer Rewards change from free race up =< 10K to $ - Steve
  • The Board would like to change this over to a $ value equal to the lowest early registration price for a 10K event during the year. This $ credit could then apply to any distance event - 10k, half, etc.
  • Alan is going to research this idea, reporting back at a later Board meeting.

      7:25 p.m.

  • Motion approved to fund $1,000 annually for new race directors to register/complete the RRCA RD Certification Program, with commitment to be an ORRC RD for two years upon completion of course. Offered only to ORRC members.
  • Existing ORRC Race Directors can also apply to the President for ORRC to fund program.  Two year commitment applies upon completion of course.

      7:30 p.m.

  • Suggested Dave Green and Daniel Brewer Service Awards - Alan
  • These long-standing volunteers should be celebrated for their long service to ORRC.
  • The Board approved renaming Dual Duel to Daniel’s Dual Duel and renaming Annual Inspiration Award to Dave Green Inspiration Award. Steve will seek both Daniel and Dave OK before implementing.

      8:00 p.m

  • Remove Twitter account if unused and not monitored.
  • Mike Pagalan will take over this. Alan to get him account credentials for Twitter.

    7:45 p.m

ROUND TABLE

      8:00 p.m.

  • Mike Pagalan - working with a Portland group on a potential Portland-area Grand Prix of track events that Dual Duel could potentially be a part of.
  • Noel - Sunday RD meeting 3/24.
  • Jacob - Dual Duel volunteers.
  • Randy - initial responses in for the survey that he sent out, but no summary info yet on results.
  • Alan - more review by RDs needed for Oregon Distance Runner articles - both race reviews as well as race previews. Inaccuracies come in when those with specific knowledge of the events aren’t included.

ADJOURN

       8:10 p.m.