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Board Meeting Minutes

Wednesday, September 25, 2019
Oregon Sports Office Conference Room
6:00 p.m. to  7:00 p.m.

ATTENDANCE

Times

In Attendance: Alan, Hal, Jacob, Meg, Mike, Noel, Randy

         

         Excused: Steve

         Missing:  None

         Guests:  Dave Cook

AGENDA ITEMS

  • Call to Order, Announcement and Introductions

6:00 p.m.

6:01 p.m.

  •   Board Committee Reports (Consent Items)
  • Treasurer - Dave

                       Possible accounting support: Jeanette

                       (Alan); discussion of how to contract

                       services

  • Membership - Alan

804 currently (down from 855 last year)

  • Race Operations (Reviewed)
  • July 4th - Alan
  • P & L (net loss -- expected)
  • Garlic Festival - Steve, Alan, Hal
  • P & L (net gain -- pending add’l expenses)
  • Greenway - Steve  
  • P & L (net loss; 3 years of Goodr glasses)
  • Best Dam Run - Alan, Hal

Last Saturday; worked with 2 local RDs;

Problems with permitting but event went well (421 partic.); porta-potty complaints (not enough); RDs for next year?

  • Blue Lake - Alan, Steve, Hal

Upcoming (Oct. 12); Cleveland HS volunteers; could use more adult volunteers -- contact Steve

  • Autumn Leaves - Noel and Jacob
  • Registration status: Currently 13 registrations higher than same week in 2018. Trending well.
  • Expenses status: Currently expecting a 5% increase in total costs over 2018. Key changes included:
  • Increased awards costs (2018 reused some medals and buckles from 2017, 2019 will order all new awards).
  • Increased shirt cost - switching to long sleeve
  • Added cost of buffs (shared with Dual Duel)
  • Decreased facilities cost (Pavilion not available)
  • Decreased catering cost (soup vendor from Champoeg)
  • Volunteer status: Currently light on volunteers:
  • 3 super volunteers that will help with setup, will run aid station 2, and will help with finish line area and clean up
  • 1 volunteer for packet pickup.
  • Need aid station 1 volunteers, course marshals, parking area, and tear-down/clean up volunteers including course sweeper
  • To do: Need to officially reserve the honey buckets, order the shirts and awards, order the soup.
  • Promotion ideas:
  • Social media blast showing all of the swag? Will have shirts, glasses, buffs, plaques. Can we showcase these somehow? Trying to build this up as an event that's got great swag.
  • Social media post about first time ultra runners in the event? Showcase it as a good event for people to tackle their first 50k?
  • Turkey Trot - Steve, Alan, Hal

Registration up (300) v. last year

2 large bldgs at Forestry Ctr.

Pre-race DJ, food, dry space

  • Marketing/Social Media - Randy, Meg & Mike

Mike is a social media luddite on personal

Randy working with new sport mkting prof on possible projects/interns

  • Equipment - Hal

Replacing worn out traffic signs (6)

 6:02 p.m.

OLD BUSINESS

  • 2020 RRCA Convention Update - Steve

     

      6:25 p.m.

  • Alan - Friday 10:45 to Noon - Utilizing Free and Affordable

Technology for Club Management 

  • Randy - Saturday 9:00 - 10:15am - Determining Race Pricing and What Runners Want

  • Sunday run 

Nike hopefully; Steve and Kelly B working on alternative course

  • Volunteers - November call to action

Linfield sports econ/sports mgmt students for early part (pre-SB)

  • Board member/other sponsorship to attend convention

All attendees pay (~$300/person)

NEW BUSINESS

     

  • Community Outreach Program

$1,500 request ($1,000 last year)

$1,000 request ($1,000 last year)

Both approved

    6:35 p.m

ROUND TABLE        

      6:45 p.m.

Noel -- Reminder of RD meeting on Saturday

Meg -- 5,079 on FB

Randy -- Seeking donations to Team Red Cross for Boston Marathon 2020 entry

Alan -- Met with volunteer to help manage website

            (Nyssa Walsh)

ADJOURN

      7:00 p.m.