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Board Meeting Minutes

Wednesday, October 23, 2019
Oregon Sports Office Conference Room
6:00 p.m. to  7:00 p.m.

ATTENDANCE

Times

In Attendance: Steve Wright, Alan Smith, Meg DuMez, Randy Grant, Dave Cook

         

Excused: Jacob Campbell, Noel Tavan, Hal      Brockman,  Mike Pagalan

         Guests: Mark Barrett 

AGENDA ITEMS

  • Call to Order, Announcement and Introductions

6:00 p.m.

APPROVED

6:36 p.m.

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

*Still working with Columbia Bank on account consolidation

*Replacement for Dave Green, talking with Karen Peterson

*Quickbook links to speed info into accounts?

*Dave Cook will talk to Janette from Oregon Sport Authority to support

  • Balance Sheet
  • P & L

  • Membership - Alan

805 current

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

2018 timing services not in P&L

  • Best Dam Run - Alan, Hal
  • Prelim P&L - not available

Same #s

***ADD MORE Porta Potties

  • Blue Lake - Alan, Steve, Hal
  • Prelim P&L - not available

Partic. down slightly

  • Autumn Leaves - Noel and Jacob
  • 85 participants registered; registrations have dropped off severely in the last 2 weeks
  • We’re right at the break-even point on registrations, each additional will be profit.
  • All reservations are in place, planning complete, just need to execute.
  • Turkey Trot - Steve, Alan, Hal

Registration up about 20%

Income up b/c of earlier price bumps

Need adult volunteer leader/supervisors

  • Marketing/Social Media - Randy, Meg & Mike
  • Continued growth in social media engagement.
  • Reminder that need RDs to communicate needs early (for balancing marketing) and help with resources (photos, videos, quotes, unique qualities of race).

  • Equipment - Hal

 6:38 p.m.

OLD BUSINESS

  • 2020 RRCA Convention Update - Steve

     

    7:30 p.m.

  • “Managing the Back of the Pack for a Great Race”
  • Board member/other sponsorship to attend convention

All attendees pay (~$300/person)

NEW BUSINESS

     

     

*Discussion of proposal and potential pilot in January 2020 (Y2K)

*Build substance before launch

*After-hours brainstorming at RRCA with Keith Peters and Oregon and SW Washington clubs

*Event certification?

*Add cost data to materials in EDiSN

MOTION: Endorse Mark moving forward with board support

     6:02 p.m.

  • 2019/8 P & Ls with actual cost line item detail for 26 cost centers. Asking RDs and program mgrs to forecast 2020.

*Still in progress

    7:22 p.m.

  • New ORRC Webmaster - Nyssa Walsh
  • webmaster@oregonroadrunnersclub.org

    7:26 p.m.

  • Banking Motion - Dave Cook 
  • Stephen Wright and Dave Cook are signers on ORRC Columbia Bank accounts

MOTION: Approved

     7:29 p.m.

  • Membership Chair
  • Alan announced that he is passing on the membership chair to another person effective January.  Need replacement

ROUND TABLE        

  • Steve - FYI - Providence Basecamp Program and Expo 
  • November and December board meeting are 3rd Wednesday
  • Need thoughtful discussion of race event menu during 2020 budget discussion

     7:32 p.m.

ADJOURN

      7:37 p.m.