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Board Meeting Minutes
Wednesday, May 22, 2019
In Attendance: Steve Wright, Alan Smith, Hal Brockman, Mike Pagalan, Jacob Campbell, Noel Tavan, Meg DuMez, Randy Grant
Excused: Dave Cook
Guests: Jean Knaack, RRCA Executive Director; Janne Boone-Heinonen, Red Lizard
*Website updates, hotel site visit, food,
*Group runs -- ID local volunteers for leaders, turn spots; provide longer route options; range of paces; RunSignUp; Morning runs -- formsite(?); post fun run shirts and medals provided by Leslie Jordan and Ashworth respectively for both days.
*Friday -- park blocks to PSU, McCormick, Tom McCall (approx. 5k)
*Saturday -- Waterfront to Tilikum Crossing Bridge to Steel Bridge (approx. 5k)
*Recruit volunteers 2-3 months in advance, Red Lizards anticipated to lead Saturday run
RunSignUp; at runs, volunteer wear their local club shirts. At hotel, wear ORRC provided conference shirts.
*Keynote speakers (Oregon Sports Authority)
*Sunday -- Nike? -- Find connection (Jean will reach out)
*Net profits and registrations numbers are down, but profit still positive YTD.
*Expenses (prof services) to be further broken down for June meeting
*Expenses up significantly -- need to analyze by race to determine source(s) for June meeting
*Finances need to be topic for RD workshop
*Stable (approx. 800; 80% individ.)
*Down 17% revenue (greater mix of half to full runners)
*Expenses up (shirts, flaggers)
*Registration numbers down from last year
*Road survey (price a bigger factor than 2018; Areas to improve: awards ceremony; keeping course open and food avail.; course markings)
*Good learning experience
*Good results for first time with new RDs and new date; timing issues -- need to change date to get Jeff Huber
*Memorial Day; Lake Oswego permits secured; question about legal wording on insurance certificate; registration down about 10%
*June 20 (Thurs) at Zoo
*Thursday in Wilsonville (Mentor Graphics)
*Mid-Sept.; April and Peggy RDs
*May need to relocate start/finish
*Three May rentals; multiple inquiries including Wine Country Half and Brooksee Portland Marathon
*Active social media; need more content from RDs
*Jobs available for board and non-board members
*Take over from Alan; distribute newsletter; surveys
*Steve and Dave Cook to meet with Doug and Paul
*Charlie is backward runner on half marathons; straightforward on legal advice though
*Consider roles to take on for conference
*Jean K. will provide more detail on blocks for volunteers
*RD ejection of sexual predator language in waiver
*Sex offender registry not a protected class
*Permitted races not a public space -- persons can be ejected
*Proposed wording to be sent to RRCA for approval by Steve
*Approved earlier via email
*Will review with Will Cortez
*Jean Knaack will hammer out schedule and determine roles for club vs RRCA
*What is budget? Noel will prepare proposal for June board meeting.
*Create permanent budget line for RD gear?
*Increased revenue from 2017 to 2018
*Medals are awards
*Noel gathering info from RDs to help ID best practices/costs
*Additional $15k from zoo charge
*Moved and approved
*Mike: Permitting in Portland?
*Alan: All races can use more volunteers; new incentive policy ($45 v 10k) to be run by RDs at June 30 meeting.
*Steve: new RunSignUp non-profit program; webinar next Wednesday
*Noel: Question for Jean on Autumn Leaves; will check with Andy (RRCA) on western regional championship in 2020. Question to Steve on 2019 State Championship - why wasn’t Autumn Leaves chosen. As it turned out, form had 2018 race date included, rather than correct 2019 date. Changed, resubmitted and Andy listed the event as a 2019 RRCA Championship Series event.