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Board Meeting Minutes

Wednesday, April 24, 2019
Oregon Sports Office Conference Room
6:00 p.m. to  8:10 p.m.

ATTENDANCE

Times

In Attendance: Stephen Wright, Alan Smith, Hal Brockman, Mike Pagalan, Jacob Campbell, Randy Grant, Dave Cook, Meg DuMez.

           Excused: Noel Tavan

           Guests:  Mike Blackmore, USATF

AGENDA ITEMS

  • Call to Order, Announcement and Introductions

6:00 p.m.

Approved

6:01 p.m.

  • Conference Call-in with Betsy Boudreaux (504.451.2683) 2019 RRCA Conference club host and RRCA Southern Regional Director
  • Question agenda
  • Organizational Chart / Teams

*Delegation of key tasks to local running clubs -- Group running tour, scavenger hunt, Fri night social -- gave a deadline for completion or step in (not needed)

  • Surprises that Betsy had to deal with before/during/after the conference.

*Ran out of hotel rooms quickly; overflow contingency

*Outgrowing banquet room (planned 250-270; Jean worked with hotel to sort out)

*Finding assistant for visually impaired speaker

  • Things that needed earlier planning than what happened in 2019 conference.

*ID key speakers

*Different topics/diff audiences

*4 breakout sessions per time slot

  • Planning timeline

*Jean has

  • Easy/medium/difficult working with RRCA staff, making decisions, etc.?

*Easy; Andy -- last minute details   Erica -- registration

Jean has volunteer spreadsheet

  • Three things you’d do differently

*Silent auction finally has traction/own entity -- needs to be treated as separate function -- dedicated space, signage;

*Start dinner earlier (6:45?)

OTHER:

*Get hotel liaison familiar with running

*Find donor for Fri night venue (300-350 people)

6:05 p.m.

  •   Board Committee Reports (Consent Items)
  • Treasurer - Steve and Dave Cook
  • Membership - Alan

*Uptick in past month (new)

  • Race Operations
  • Vernonia - Steve

*Participation down 10%

  • Dual Duel - Jacob, Mike

*Have paramedics available

  • UTLR - Alan, Hal

*Permits with LO -- language of insurance certificate

*Need volunteers

  • Summer Solstice - Alan, Hal

*Need volunteers

  • Garlic Festival - Steve

*Registration open

*Tighter permit rules

  • Equipment and Storage - Hal

*4 groups renting, no conflicts

  • Marketing/Social Media - Randy, Meg 

*Branding -- tagline?

*Additional race survey question

*Content for marketing

*Charity partners (Turkey Trot?)

*Singlets/shirts for member with logo/tag?

*Mike tweeting away

  • Administration - Steve

 6:20 p.m.

OLD BUSINESS

  • 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.

  • Board Self Assessment - Steve

*Tabled; some responses still needed

      7:00 p.m.

*Need Friday night venue

*Kelly B working on Sunday race

      7:05 p.m.

  • Update - Honoring Dave Green and Daniel Brewer - Steve

*Brewer declined, Dave still O/S

      7:10 p.m

  • Volunteer Rewards change from free race up =< 10K to $ - Alan
  • ORRC 10K event pricing comparison - click here

*MOTION: Volunteers will receive $45 coupon for single future ORRC event, cannot be used for club membership, no refund of unused amount.  PASSED

      7:15 p.m.

*Tabled

      7:20 p.m.

*See proposed draft

      7:25 p.m.

  • RRCA Race Director Course Update - Steve

*RRCA revamping course -- tabled for now

      7:30 p.m.

*APPROVED with enthusiasm

      7:31 p.m.

NEW BUSINESS

     

Link to conference presentations - click here.

Steve:

*How to communicate more important than what is communicated

*Charity partners with Turkey Trot

*What does ORRC want to be known for?

Alan:

*Safety session -- contingency planning

*Marketing -- Make events fun / engaging (experience is more than just the run)

*Managing leadership changes -- passing along recorded information

Hal:

*Big Sur RD / Camp Fire -- Cancelled race due to smoke (lost $550k) -- contingency planning (cancellation insurance?)

*Cheaters (Cherry Blossom 10k) -- bib mules, bib duplicators (31%), fake or expired bibs (41%) -- concern at this time?

      7:40 p.m.

*None nominated

      7:45 p.m.

  • Columbia Bank  - give Dave Cook access to Columbia Bank accounts
  • Motion:  At the meeting of the Board of the Oregon Road Runners Club on April 24, 2019, the Board voted to allow signature authority and access to all ORRC Columbia Bank accounts to David E Cook, Interim Treasurer.

*PASSED

     7:57 p.m.

  • Proposed addition to Registration Waiver - Steve

*Add sex offender language -- Tabled pending more information

      7:58 p.m.

  • July 4th - proposal to have ORRC match donations from participants for Reason to Run program (document link) - Alan

*Tabled pending check of by-laws; Steve will notify via email

      8:03 p.m.

  • Mike Blackmore, Oregon Association of Oregon USAT&F, Linfield head XC coach, asst. track coach; looking for host of USATF event (Blue Lake 5k). Sanction fee of $95 to national office. Event title: Oregon Association Open (19-39) and Masters 5k Championship. Blue Lake Race Directors will respond to Mike regarding whether accept Mike’s offer to host 2019 Oregon Association Open (19-39) and Masters 5k Championship.

     

  • USATF (Oregon) will volunteer with 2020 RRCA conference. Mike is contact person

      8:05 p.m.

ROUND TABLE

      8:07 p.m.

ADJOURN

       8:10 p.m.