February Board Meeting Minutes 6:30 PM 8:29 PM

February Board Meeting Minutes 6:30 PM 8:29 PM

/ Master Copy:
Minutes by: Jessica Suzore / CREATE DATE:
UPDATE DATE: / 03/14/2011
03/14/2011
Page 1 of 3
Subject: / Memphis Runners Track Club
Board Meeting / Meeting Date: / March 14, 2011 – Youth Villages Bartlett, TN

February Board Meeting Minutes
6:30 PM – 8:29 PM

Date / Action Items / Assigned / Status
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
08/10/2010 / Develop an Ipico training manual and train individuals on Ipico Timing System / John P / Open
10/11/2010 / Email board members requesting a list of volunteer nominees interested in a RRCA 2012 sub-committee role / DJ / Closed
12/13/2010 / Email DJ names of those individuals who are to be invited to Holiday Party / DJ / Closed
02/14/2011 / Research purchase of stickers/decals for timing chips / George / Open
03/14/2011 / Send letter to RRCA from MRTC stating that $15,000 is a loan to RRCA / John B / Open
03/14/2011 / Email board members info re: credit card scanner to be used for merchandise sales / George / Open
03/14/2011 / Research the purchase of display clock / Rob / Open
03/14/2011 / Contact Start2Finish about assisting with Gibson 5K 2011 / John B / 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 / # AGAINST
03/14/11 / Approve minutes as with corrections – John P; second by Jessica / 12 / 0
03/14/11 / Motion made to offer finish line services to Killer Kudzu 5K on May 6 – Lane; second by Wain / 7 / 3 / 2
02/14/11 / Motion made to spend up to $250.00 for photographic memory cards – Rob; second by Sara / 11 / 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 Report
Account / Statement Date / Opening Balance / Total Credits / Total Debits / Ending Balance
First TN TN#XXXXXXX9124 / 03/13/11 / $12,568.84 / $0 / $0 / $12,568.84
Regions Bank RB#XXXXXXX3154 / 03/13/11 / $140,472.55 / $ / $ / $

NOTE: In addition to the Statement of Account, an Income/Expense Budget Report showing actual vs. budget changes will be presented.

Financial Report:

Previous Year / INCOME / EXPENSES
Road Race Series / $64,436.00 / $47,521.00
Membership Fiscal Year (Overpayment and Newsletter Expenses) / $32,114.00 / $ 28,482.00
Merchandise Fiscal Year / $12,757.00 / $15,272.00
Merchandise – 30th Anniversary Jacket / $ 7,152.00 / $ 9,200.00
MRTC Kids! (Includes Spring and Fall Income) / $ 4,175.00 / $ 2,419.00
WRWM / $33,780.00 / $ 26,131.00
Hill and Dale / $ 7,576.00 / $ 3,790.00
2010 WCCRS / $21,599.00 / $ 8,293.00
Current Year / INCOME / EXPENSES
Road Race Series / $77,098.00 / $51,069.00
Membership Fiscal Year (Overpayment and Newsletter Expenses) / $42,581.00 / $29,693.00
Merchandise Fiscal Year / $ 4,527.00 / $ 3,524.00
MRTC Kids! (Includes Spring and Fall Income) / $ 1,295.00 / $ .00
WRWM / $36,689.00 / $17,789.00
Hill and Dale / $ 4,593.00 / $ 2,524.00
2009 WCCRS / $21,806.00 / $10,766.00

*Merchandise and Membership based on fiscal year data. Comparisons made from July 1 to date for each year 2009 RRS and WRWM totals have been shifted to prior year as current year expenses/income are being incurred.

Old Business

RRCA Convention 2012 Update – “Great committee” and a lot of interest shown by many. Sponsorships and speaking engagements are two of many goals that are being met. Next meeting is scheduled for March 24 at Youth Villages. Casey King, RRCA 2012 Committee Accountant submitted business plan to the committee. Board members are scheduled to travel to Fredricksburg 2011 RRCA Convention.

MRTC Kids! Spring Training – Jeanine is considering and proposing a four-week MRTC Kids! Training program. Another idea is to schedule in conjunction with RRCA.

New Business

Women Run Memphis 2011 – Authors Dimity McDowell and Sarah Bowen Shea of Run Like a Mother are slated to speak at WRM 2011 Expo.

Future Races –

  • Chip Timing for Harbortown – Depending on personal schedules, John Bookas and/or John Payne may attend meeting.
  • Gibson 5K – Gibson 5K plans to use Start2Finish and the Jaguar timing system.
  • Start2Finish - contacted Rob regarding the re-measurement of Race for the Cure 5K

2011-2012 Sponsorship Packages – Changes were made and updates will be made to MRTC website

MRTC Webmaster – Michele Hoffman Weir has tendered her resignation as MRTC webmaster, but will remain as WCCRS Race Director.

Director and Officer Reports

John Bookas: President

  1. No Report

Lisa Overall: Vice-President; Legal Matters

  1. No Report

Sara Proctor: Treasurer

  1. Insurance payment was sent on 03/31
  2. Taxes on MRTC merchandise should be received y 03/31

Jessica Suzore: Secretary

  1. No Report

Marian Castroverde: Director of Safety and Health

  1. In her quest to complete the Carl Touchstone 50K, Marian raised $4,650 for the kids at Youth Villages – On a side note, the race was stopped mid-way due to weather conditions.

Julie Cleary Dillon: Director of Merchandise

  1. Made comment as to MRTC’s responsibility and commitment to Earth Day scheduled at Shelby Farms
  2. Extra RRS garments will be made available at Germantown Half Marathon

George Higgs: Director Special Projects and Legal Matters

  1. No Report

Rob Hunter: Past President and Director of Course Measurement

  1. Course Measurement
  2. Tupelo Race for the Cure 5K
  3. Staff Sargaent near Iuka, MS State Park
  4. Equipment rental “picking up”
  5. Germantown Half Marathon – cone job

Brent Manley: Past President, Newsletter Editor and Director of Media Relations

  1. Deadline for next Roadrunner issue is April 8

John Payne: Director Special Projects and Race Results

  1. No Report

Beverly Pickens

  1. No Report

Lane Purser: Director of Equipment

  1. Made note and comment that Killer Kudzu, Junior League, and NAACP are scheduled for May 6th and course set up needs to be discussed and scheduled

Wain Rubenstein: Past President and Director of New Races

  1. Met with the following organizations/groups interested in races:
  2. Mental health organization with west Memphis
  3. NAACP
  4. St. Jude Golf Tournament

DJ Watson: Director of Volunteers, Director of Sponsorship and Women Run/Walk Memphis Co-Race Director

  1. No Report

Jeanine Watts: Director of MRTC Kids! Program

  1. Grant money will be used to purchase equipment, water bottles, and shoestrings for MRTC Kids!

Staff Reports

Terri Clarke: Admin Secretary and Event Scheduler, and Women Run/Walk Memphis Co-Race Director:

  1. No Report

Next Meeting

Monday, April 11, 2011 – Youth Villages Bartlett, TN

Attendees
 John Bookas / Sara Proctor /  Jessica Suzore
Marian Castroverde /  Julie Dillon /  George Higgs
 Rob Hunter /  John Payne /  Beverly Pickens
 Lane Purser /  Wain Rubenstein /  DJ Watson
Jeanine Watts / Lisa Overall / 
Admin Scty – Terri Clarke /  / 

Board Members not present: Brent Manley and Lisa Overall

Top View