|
|
Board Members Present: Diane Bailey David Bluestein Sandra Fontaine Hal Gensler Norm Janoff Megan Powers Bill Rowell steven finkelstein Board Members Absent: None Guests: None The meeting was called to order at 6:06 pm at the Glendale Library. Minutes from the December 2007 meeting were approved as submitted. Old Business Volunteer Report: David reported that we awarded ARR Bucks to our top ten 2007 volunteers at our recognition meeting on 17 Jan at Barrow’s pizza. We also discussed our volunteer requirements for the upcoming ARR Desert Classic Marathon. David also explored several options on how we could better reward and/or incentivise volunteers. It seems that while we have a relatively large eMail group from which to solicit participation, we always seem to only get the same few folks for every race. We agreed to pursue this discussion further later in the agenda. Registration Report: Sandra mentioned that she will re-order the "orange" race bibs as we are running low. Special Activities Report: Diane had nothing to report this month. Finance Report: Hal provided a written financial report showing a 2008 YTD income, as of today, of $2,722.00 and expenses (over the same period) of $3,034.15. The YTD net is ($312.15). Year-end 2007 financials will be available at next month’s meeting. Membership Report: Norm provided a written summary of the current membership. The total number of members as of today is 1,387, which reflects the continuing downward trend from last month’s numbers by 16. Clothing Report: Megan.reported that we sold over $1000 worth of ARR apparel at the RnR Expo. She also advised us that there will be two types of Desert Classic shirts, tech shirts for the full and half marathon and cotton shirts for the 5k and 2mi events. We also have about 100 Runner Dude/Girl and plain gloves that we’ll attempt to sell at the Desert Classic race and that we won’t buy any new style gloves until we deplete this inventory. We have about 30 black ARR logo running caps and continue to get requests for the white ones (which we are out of). Megan will start to look for a suitable white cap supplier. We re-authorized Megan to purchase the X-Cart on-line software tool for $229 and start evaluating how we could best utilize it to maintain clothing inventory and expand on-line sales. Castle Hot Springs: This event was informally run on 06 Jan and was enjoyed by all who participated. The hope is to re-instate the full race in December of this year now that Jamil has assumed the Race Director responsibility. Rock-n-Roll Expo: Sandra reported that the logistics were great this year and our booth and pace teams were well supported. We’ll ask SWA to add pace times to the bibs for next year. Desert Classic Marathon: Hal reported that all of the logistics are coming together and that we are “on-track” with everything for this event. Set-up crews will need to be on-scene by 4am. Registration and the early starters go at 6am, the long events start at 7am and the shorter events will start 15-minutes later. On-line Membership Survey: We have not yet "submitted" the survey as we are fine-tuning the eMail distribution list. Our goal will be to obtain the broadest audience possible and will use the list which has the most names. Steve will send out the survey within the next few days. Highland Middle School: This school is located at 57th Ave and Union Hills and is looking for a person to work as a track and field coach for 7th and 8th graders. Steve will post this opportunity on our web-site and the contact person is Carolyn Grove (cdgrove@earthlink.net). New Business Timing Device Purchase: We authorized Steve to purchase this device as soon as possible. GCC Track Usage: Sandra advised us of new rules @ GCC and inquired as to how much are we willing to pay to rent its use. We discussed that we may have to ask each runner to pay $2 per week. We also discussed changing the night or also time-sharing the work-outs between Ironwood HS and GCC, while the GCC football team uses the facility. Sandra will sort out more of the details and advise us of the various options. Sprouts Agreement: Bill reviewed the meeting notes from the meeting with Sprouts earlier this month. The board agreed to open a dialog with the Peoria Chapter of Bosom Buddies and offer them a donation of 15% of the net profit for the Luck-of-the-Draw race. That will allow us to utilize their 501(c)(3) status to obtain a larger Sprouts contribution for this event. (Much like we do with the Thanksgiving Day event). We will ask Sharon to follow-up with Bosom Buddies and then confirm our relationship to Sprouts. Thanksgiving Day Brochure Quote: We need to quantify the exact number of brochures we want to order. We have a quote for quantities from 2,000 to 6,000. David will also provide a quote from the source that he used for the Race for the Cheetah. February 11th Convention Run: Boston Scientific is holding a national convention at the Westin Keirland and asked us to chip time a 5k race for them. They are forecasting that they will have 600 participants. Steve will coordinate the details of our participation and requested the assistance of anyone who can help with the timing of this event. Heart -n- Sole Run: This event will be held on Saturday, 23 Feb. Registration logistics will be a bit if a challenge due to the way that the city handles registration. We will provide the timing for this event. Litchfield Park Run: We will time this 5k and 10k event on 01 March. American Cancer Society Peoria Relay for Life: ARR will sponsor a team for this event and there will be a link on the ARR web-site to the Team ARR web-site. Volunteer & Board Incentives: We reviewed and discussed the suggestions that Gary Culver submitted. We generally agreed with Gary’s ideas and discussed several fine-tuned alternatives. Consensus was obtained, David will revise the text for the volunteer section, and then eMail the final version to the Board Members. Our discussion regarding Board Member / Race Director incentives followed much the same path. We obtained consensus on a modified version of Gary’s suggestions and Sandra will revise the text for this section and also forward it to the Board for final review. We will initiate these new processes at the Luck-of-the-Draw race. Andre House T-shirt Donation: We have been contacted to donate old, new or used race t-shirts to the Andre House, much like we do with our race shoe donations. The Andre House is a subsidiary of St Vincent De Paul that focuses on homeless children. We agreed to offer them the opportunity to attend our races and solicit those donations and we would advertise their request via our brochures, newsletter and web-site. We will not handle any of the logistics associated with any member donations. Race for the Cheetah: David gave us an update on the status of this event. Things remain on-target. City of Phoenix Parks & Rec: There is supposed to be public meetings on trail usage later this month. Steve will keep us apprised of what transpires. The meeting was adjourned at 8:19 pm.