Minutes by: Jessica Suzore / CREATE DATE:
UPDATE DATE: / 05/08/2010
05/08/2010
Page 1 of 4
Subject: / Memphis Runners Track Club
Board Meeting / Meeting Date: / April 13, 2010
Youth Villages, Bartlett, TN
April Board Meeting Minutes
6:30 PM – 9:00 PM
02/11/2008 / Roadrunners to be mailed/delivered to local running stores / Marian / On-going
02/11/2008 / Send Roadrunner ad info to Terri / Brent / On-going
02/11/2008 / Verify course measurement fees have been deposited to Regions Bank Account / Rob / On-going
02/11/2008 / Latrescia Goss to send Roadrunners in PDF form to Michele / Michele / On-going
07/15/2008 / Report 1st TN and Regions balances to Sara and board members / Terri / On-Going
08/12/2008 / MRTC info to be printed and given to Wain for Overton Park Kiosk / Brent / On-going
11/10/2008 / Admin report will be emailed to board members / Terri / On-going
02/09/2009 / Post MRTC Board Meeting Minutes to website / Michele / On-going
11/10/2008 / Inventory First Aid kits and resupply / Marian / On-going
02/09/2009 / Get clarification from Larry Yohanek about paying sales tax on re-saleable items / Sara / Open
09/15/2009 / Inventory of mini storage / John B / Closed
01/12/2010 / Obtain park and streets permit for 2010 RRS Races / Wain / Rob / Closed
03/08/2010 / Contact Ipico regarding the dimensions of the shoe tags. / George / Closed
03/08/2010 / Research runner’s self defense course / Lisa / Closed
04/13/2010 / Requested serial and model numbers for all the Ipico equipment so that it can be insured. / Sara / Open
NOTE: Action items will be reviewed for status at the beginning of each Monthly Board Meeting. Discussion detail is recorded in the Old or New Business Section.
A closed action item will remain on the report for one meeting minutes posting and then should be deleted.
DATE / MOTION / DECISION / # FOR / # AGAINST04/13/10 / Approve minutes as amended – Rob; second by Wain / 10 / 0
04/13/10 / Motion made to assist with the Killer Kudzu 5K – Wain; second by Beverly / 10 / 0
04/13/10 / Motion made to donate $250.00 to the Eagle Scout Project – Wain; second by Beverly / 10 / 0
04/13/10 / Motion made to do the finish line for Run for the Red – Wain; second by Beverly / 10 / 0
04/13/10 / Motion made to purchase membership cards as requested by Terri Clarke / 10 / 0
04/13/10 / Motion made to increase membership dues by $5.00 across the board effective July 1, 2010. (Individual - $25.00; Household - $30.00; Two-Year Memberships -- Individuals - $43.00; Household - $53.00; and Student - $15.00) / 10 / 0
04/13/10 / Motion made to increase lifetime membership was $300.00 to $500.00 – George; second by Brent / 10 / 0
04/13/10 / Motion made to elect Jeanine Watts to the MRTC board – Rob; second by George / 10 / 0
04/13/10 / Motion made to donate $250.00 to Girls on the Run, a non-profit group in the formative stages in Memphis whose purpose is to encourage girls 8-13 to pursue healthy lifestyles – Rob; second by Sara / 10 / 0
NOTE: Motions passed between Board meetings (e. q. via internet, at general membership meeting, etc.) must be recorded on the next Board meeting minutes Motions Passed for documentation purposes.
Treasurer’s ReportAccount / Statement Date / Opening Balance / Total Credits / Total Debits / Ending Balance
First TN
#XXXXX9124 / 04/11/10 / $
41,027.55 / $ 881.00 / $0.00 / $ 41,908.55
Regions Bank
#XXXX3154 / 04/11/10 / $105422.31 / $ 6553.60 / $ 48192.03 / $ 60,783.88
Notes of Interest: First TN CD: $26,127.04 – maturity date of 07/12/09; moved into 1st TN checking
Regions CD: $25,000.00 – maturity date of 03/30/09; moved into Regions checking
Regions CD: $ 5,500.00 – maturity date of 02/17/09; moved into Regions checking
Regions Scholarship Account: $21,419.99 (as of 04/13/10)
NOTE: In addition to the Statement of Account, an Income/Expense Budget Report showing actual vs. budget changes will be presented.
Financial Report:
EVENT – FY2009 / INCOME / EXPENSES2009 Road Race Series / $64,436.00 / $47,186.00
Membership Fiscal Year (Overpayment and Newsletter Expenses) / $25,213.00 / $18,577.00
Merchandise Fiscal Year / $11,659.00 / $12,198.00
MRTC Kids! (Includes Spring and Fall Income) / $ 4,365.00 / $ 3,111.00
WRWM / $33,780.00 / $26,131.00
Hill and Dale / $ 7,144.00 / $ 3,574.00
2010 WCCRS / $20,088.00 / $ 6,513.00
EVENT – FY2008 / INCOME / EXPENSES
2008 Road Race Series / $42,841.00 / $40,304.00
Membership Fiscal Year (Overpayment and Newsletter Expenses) / $28,166.00 / $18,039..00
Merchandise Fiscal Year / $ 4,382.00 / $ 3,964.00
MRTC Kids! (Includes Spring and Fall Income) / $ 4,428.00 / $ 2,640.00
WRWM / $27,745.00 / $22,491.00
Hill and Dale / $ 4,521.00 / $ 2,036.00
2009 WCCRS / $20,983.00 / $ 8,797.00
RRS Race / Race Directors
5K / Rachel Ragan and Wain Rubenstein
5M / Shan Criswell and Paul Ireland
10K / George Higgs and Harry Scott
10M / Hilde Haynes and DJ Watson
Half Marathon / Rob Hunter and Lane Purser
Roadrunner Deadlines
Edition / Deadlinepril / February 26
May / April 2
June / April 30
July - August / June 4
September / August 6
October / September 3
November / September 24
December / November 5
January - February / December 10
Old Business
Electronic Timing – George provided an update on training that has taken place so far on the new electronic timing system. John Payne said that using the new timing system for the 2010 RRS should not be a problem. The RRS will be the first formal use of the Ipico timing system.
RRCA Convention 2012 Update – George reported that he is working on a power point presentation at the RRCA Convention in Lakeland, FL on April 21 for MRTC’s bid to host the 2012 RRCA Convention.
New BusinessElectronic Timing – Lengthy discussion of procedures for using the new timing system in the RRS’ specifically when runners do not have their Ipico tags at race time. Consensus was to charge $10.00, with the rented tag to be returned after the race. The RRS application that will appear in the next issue of the Roadrunner will be rewritten to include the Ipico tags. An article in the Roadrunner June issue will also talk about the new timing system. Sara reported that she may have a chance to bid on some used printers that will be needed for the new timing system.
MRTC 30th Anniversary Jackets – The income from the jackets to date has amounted to $7,100.00 compared to expenses of $7,300.00. Julie noted that MRTC still has several boxes of the jackets.
It was noted that MRTC has not been contacted by Pilgrimage Track Club about the Mug Mile for 2010.
MRTC will have a booth at this year’s Memphis in May Triathlon.
There will be a report later on sponsorships for the RRS and Women Run Memphis.
The quarterly board meeting and elections will take place on June 27 at Shelby Farms. There may be an informal test of the Ipico timing system and possibly a demonstration of self-defense for runners.
Director and Officer ReportsJohn Bookas: President
- Received $500.00 check from Zenfolio for the purchase of race photos.
Lisa Overall: Vice-President; Legal Matters
- Lisa and Rachel met with MPACT to let them know about MRTC.
Sara Proctor: Treasurer
- No Report
Jessica Suzore: Secretary
- No Report
Marian Castroverde: Director of Safety and Health
- Short mention of how much the young people of Youth Villages get out of the weekly running sessions.
Julie Cleary: Director of Merchandise
- No Report
George Higgs: Director Special Projects and Legal Matters
- No Report
Rob Hunter: Past President and Director of Course Measurement
- Trained Roger Aitkens in how to plot courses in MapMyRun.com
- Quoted $800.00 to measure a half marathon course in Jonesboro for a September date
- MRTC is renting equipment for other races almost every other weekend from Mid-March through April
- New Seiko hand held timer has arrived
Brent Manley: Past President, Newsletter Editor and Director of Media Relations
- June Roadrunner cover will be shared among three races: Ultimate 10K/5K; Gibson 5K, and Harbortown 5K.
- Deadline for the October Roadrunner has been changed from September 3 to August 27.
- Offer made to Julie to provide information about MRTC merchandise for the creation of an ad in the Roadrunner.
John Payne: Director Special Projects and Race Results
- No Report
Beverly Pickens
- Spoke with Bryan Baddorf of Breakaway about putting MRTC merchandise in the two Breakaway stores. More details have to be worked out however.
Lane Purser: Director of Equipment
- No Report
Wain Rubenstein: Past President and Director of New Races
- Promoted Memphis and St. Jude Memphis Marathon at the St. Louis Marathon
- The St. Jude Memphis Half Marathon is expected to sell out by Labor Day
- Expo hours may be extended
DJ Watson: Director of Volunteers, Director of Sponsorship and Women Run Memphis Race Director
- No Report
Staff Reports
Terri Clarke: Admin Secretary and Event Scheduler:
Next MeetingMonday, May 10, 2010 – Rhodes College Memphis, TN
Attendees John Bookas / Lisa Overall / Marian Castroverde
Julie Cleary / George Higgs / Rob Hunter
Brent Manley / Beverly Pickens / John Payne
Lane Purser / Sara Proctor / Wain Rubenstein
/ /
/ /
Board members not present: Terri Clarke, Jessica Suzore and DJ Watson