DC Road Runners Club
Board of Directors Meeting
Tuesday, May 11, 2009
Board Attendees:
| Peter Lamberton | President |
| Karol Murray | VP - Operation |
| Benjamin Richter | VP - Races |
| Kenny Ames | VP - Training Programs |
| Kevin D’Amanda | Secretary |
| Sasha Sibert | Director - DC |
| Aaron Cheskis | Director - MD |
| Brian Danza | Director - VA |
| Michael Collins | Director - At Large |
| Elizabeth Humphrey | Director - At Large |
| Ed Grant | DCRRC Legal Counsel |
Other Attendees:
· Kristin Dahling
· Emily Grossman
· Scott Smith
· Bob Platt
Mr. Peter Lamberton called the meeting to order at 0712 PM and made an opening statement encouraging an atmosphere of respect. He also requested that the Board consider the number of emails we send out and try to consolidate information in longer emails.
Copies of previous meetings minutes - 12 January, 9 March, and 22 March 2009 - were distributed and approved.
Reports:
Races
· Race Permitting.
o DCRRC will verify the parameters (e.g., start time, cut-off time, number of participates, etc.) on our races permits to ensure that the operating parameters reflect the races as currently held. A recent event highlighted potential problems with National Park Service race permits.
o Ed Grant recommended that DCRRC no longer affiliate itself with races without permits. Races operating without a permit potentially places additional liability on the Club.
o Since the monthly Tidal Basin 3K is run without a permit, a motion was made to no longer affiliate DCRRC with the race. After discussion, the motion was passed by the Board.
o As a general rule, we do not list non-DCRRC races on the website calendar.
· Rate for Race Management Services.
o Rate for non-chip race to remain at $1 per entry.
o For Tim Harmon 5K, rate set at $1 per chip and $1 per entry.
o Finance Committee will evaluate the race management fee for future chip races.
· ChronoTrack representatives will be in the mid-Atlantic region in mid-June to conduct training on the system.
· Upcoming Races using DCRRC Race Management.
o Tim Harmon 5K on 13 June -- Brian Danza will manage this service.
Training Programs:
· Army Ten-Miler.
o MOU signed that makes DCCRC the Exclusive Training Program for the Army Ten-Miler.
o Emily Grossman is appointed the Director of this program.
o Rachel Bonistalli will assist her with marketing.
o On-line registration is open. The Army Ten-Miler website directs interested individuals to the DCRRC website.o Cost for the program is $60 and $70 (includes one-year DCRRC membership).
o Training will be held at two locations on both Saturday and Sunday. Potential locations include Gotta Run, Fleet Feet, and Georgetown Running.
o A “jumpstart” program will also be provided for nonrunners four weeks in advance of the start of the regular program.
o Training program could also be used for 10K to half marathons taking place this same time.
o DCRRC will be provided a table to the expo and finish area.
o Emily Grossman will develop an emergency plan.
o Other ideas discussed include:
§ Happy hours and other social events.
§ Coaches gear.
§ Pace group leaders for the race.
o After discussion and an initial vote, the Board tabled a motion to reimburse coaches/pace group leaders. Kenny Ames will discuss the idea with Emily Grossman and other coaches to flush out the concept and ensure equitability with other training programs, and present his findings at the next Board meeting.
· 10K Training Program.
o The program has been a success. Their target race - Capitol Hill 10K - is 17 May.
· Marathon Training Program.
o Kristin Dahling and Alex Barrage are leading this program.
o On-line registration is underway.
· CPR Certification for Coaches.
o DCRRC will reimburse coaches for their cost to maintain CPR certification.
Finances:
· The Board approved an adjusted annual budget that refined some of the planned targets for income and expenses.
Old Business:
· SLR Leader.
o Board approved Kristin Dahling as the new SLR leader.
o She presented her goals for SLR including establishing pace groups, using volunteer signup sheets at SLR, and possibly a ride-share board.
· Newsletter Editor.
o Ben Richter will coordinate with Sasha Sibert to transfer the newsletter duties to her. The June input to RacePacket will be a joint effort between them.
o RacePacket input is due on the 1st of the even months.
· Volunteers.
o Karol Murray presented a paper outlining the duties of the Volunteer Coordinator. The Board is asked to provide comments to the document, which will be posted to the Google DCRRC document site. Duties include organizing a couple events a year to recognize volunteers.
New Business:
· Database.
o Decision was made not to import other databases into new DCRRC database or share the database with other organizations.
o A privacy statement will be drafted to ensure confidentiality of the data (Kevin D’Amanda).
· Snow Ball Series Award.
o Katie Madison will coordinate the awards and arrange a happy hour to present them.
· Social Activities.
o Joint happy hour with Washington Running Club is scheduled for 14 May.
· An amendment to Bylaw to designate the DCRRC Legal Counsel as a Club official is desired.
· Bob Platt requested the support of DCRRC to address the USATF rate for race insurance. Peter Lamberton and Ed Grant will review the information that Bob Platt provided. The USATF regional vote is scheduled for 28 May.
· For future discussion: purchasing a portable automated external defibrillator (AED).
· Future Board meetings will be held on the 1st Monday of the odd months.
Peter Lamberton adjourned the meeting at 9:00 PM.
Next meeting: 6 July at 7 pm.
