The Pace Setter August 2009 - Hudson Mohawk Road Runners Club

Meeting Minutes ofthe HMRRC GeneralMeeting-June 70,2009Attendance:Call to Order (M. Kelly): 7:35PMReading and approval of minutes(B. Light): Nancy Briskie madea change from the May minutessubmitted, omitting John Kinnicuttfrom attendance at the Race Directormeeting - only Josh Merlis wasthere. Motion to approve by MarciaAdams seconded by Mark Warner.Motion passed.Reports of Officers2.1 President (M. Kelly): Mikeis still working on getting HMRRCsponsors for the sponsorship pageon the website. John Kinnicuttsent him links for tents to view toconsider for display tents for HM­RRC and Mike will start to look atthem. The Father's Day Race needshelp from volunteers. More help isneeded with the actual race. Weare short on vol unteers for positionsthat need some type of experiencein that role. Ed Gillen will get a databaseof area zip codes and will givethat to Marcia and Dave so that theycan contact people in that area. RayNewkirk reported on how the grantprogram works. He passed out aGrant Application log and he discussedthe requirements they use tofollow for giving out the grants,andnoted that the current period endsjune 30'h. He acknowledged thatthere hasn't been much to promotethe program and they will try todo better. john Kinnicutt asked ifthere was a followup made afterthe money is dispersed to see if itwas used as it was proposed. Rayacknowledged that there is a riskby not checking, but some of thegrants are for programs and races sothat they know that they are beingrun. A better procedure needs to beimplemented to make sure that themoney is being used for purposes itwas requested for. Mike Kelly suggestedhaving the group requestingthe money follow up with a reportas to how the money is used. Rayfelt that the organizations wouldbe willing to follow up on how themoney was spent. Ray will makean effort to show up after the grantperiod ends and will report on whoapplied and who received the grantmoney. Ed Gillen asked how to use"open to all" criteria for the grants.Ray reported that each request hasto be looked at individually. Grantmoney doesn't have to be used tobenefit HMRRC members, just therunning community in general. It isnot the committee's job to promoteevents, just the grant program.Mike Kelly thanked Ed Gillen forhelping to set up the registration forthe Indian Ladder race. Mike wouldsuggest that other race directors usethis program to help with registrationsfor their races. Mike noted thatelections are coming up. Mike willbe putting together an election committeeconsisting of Marcia Adams,Ray Lee and Dana Peterson. DaveNewman made motion to approve,Cathy Sliwinski seconded. Motionapproved. If anyone has any nominationsfor positions please sendan email to the committee the withnomination and a resume.2.2 Executive Vice President (M.Warner): Update on Schrader Scholarship:Scholarships have been presentedto two of the candidates - theathletic director will present to thethird recipient, and Ken Skinner ispresenting to the Queensbury recipienttonight. Mark will follow upwith the last recipient. Mark willwrite up procedures for the scholarshipsfor the next person to follow.2.3 Executive Vice President ­Finance (c. Terry): In May receivedForm 5500 from the accountingfirm of Alex Kruden and that wasfiled on May 15 th . Chuck can emaila copy if anyone would like one.2.4 Secretary (B. Light): No report.2.5 Treasurer (]. Kinnicutt): In theprocess of transferring funds fromKey Bank to SEFCU. All 3 certificatesof deposits come due in june.We are not renewing the and willdeposit the funds in the bank.Reports of CommitteesMembership (E. Gillen): Sincethe last business meeting we nowhave 1968 active members. Wehave 43 new members since thelast meeting and 76 renewals. 9new members were youth memberssubmitted by a track coach.Ed staffed the GHI booth with Roxanneand Rob and gave out manybrochures. Ed color coded the applicationsto see if he could trackapplications we get from GHI. Henoted that we need to get somemore HMRRC brochures made up.They are nice to show new membersand other people. Ray Newkirkwill look into how much it willcost to make up more brochuresand will let us know. Marcia notedthat we will only need brochuresup to the Stockade-athon. Ed alsoreported that Wild Apricot did amajor upgrade and has made thingsdifficult for Ed - he is still workingon it - and is hoping they will goback to old way.Volunteers (M. Adams): Sent outan email blast for the Father's DayRace, Will be working on futureraces.Public Relations (R. Moore):Worked GHI and Friehofer's Runfor Women booths. Everythingwent well. Sent out press releasesfor track series this week and willcall news stations for Father's Dayrace.Race Committee (N. Briskie):Since our last meeting we have hadfour races - Mother's Day race had124 finishers. The race director reporthas been turned in to Pam. jimTierney and I kept the race fees thesame as last year, $10, $12, and $15day of race. We did receive donationsbut we had a loss in the amountof $220.27. Next year if we increasethe fees, this loss should be eliminatedas long as we are still able toreceive the same donations and thebuilding rental remains the same.GHI race, May 21: Pete Newkirkdidyet another outstanding job. Wellover 7700 runners this year - a newrecord. Mark and Angela Warnerdid a great job with their race, theDistinguished Service Race, whichwas held May 31 with 111 runners.The construction was just finishedaround the lake loop so Mark wasable to open that up for the race butdue to so many events at SUNY, thestart was moved and we were notable to use the RACC facility. Markwould have liked more volunteersbut was able to make it work. JohnHaley and Megan Leitzinger heldthe Valley Cats 5K on June 6'h andhad 253 runners finish the race. Allrunners and volunteers received 4tickets to future Valley Cats games.Upcoming on the calendar is theFather's Day race on June 21" andthe Colonie Mile, which is a GrandPrix event, on July rt' at the Colonietrack. The 2 person relay scheduledfor july 15 th at the Guilderland HighSchool track. No report to datefrom Winter Series #5. Cathy Sliwinskireported on the Friehofer T­shirt and shoe recycle. We had 250sneakers and 500 shirts donated.Schenectady City Mission pickedup sneakers and some were sent toNike and to Dick Adler and the St.Joseph Orphanage in South Dakotaand some to the city mission.Race Committee Treasurer (P.Zentko): There was a loss of $220at the Mother's Day Race. WS #5,GH I, Distinguished Service and ValleyCat race reports are outstanding.Mike Kelly is still following up withthe Winter Series # 5 race director.Pace Setter (R. Nagengast/M.Adams): No reportWebsite (E. Neiles): No report.Conflicts Committee (c. Terry):No reportSafety (V. juliano): No reportUnfinished Business: Marciacounted the bags that are left andthere are 1300. We will have somefor Indian Ladder. If other racesneed them, please let Marcia knowor if you need some for public relations,etc.4.1 If anyone is going to theBoilermaker please let Mike Kellyknow if they want to use the HM­RRC tent.New Business: No new business.Announcements: July refreshmentswill be provided by Torn &Marcia Adams.Adjourn: Motion to adjourn byTorn Adams, seconded by DaveNewman. Motion passed. Meetingadjourned at 8:25PM.Respectfully Submitted,Barb LightSecretary 0The Pace Setter - 33