March 2008 Meeting Minutes

Rockford Road Runners

Minutes  - March 5, 2008

Stockholm Inn

I.  The meeting was called to order at 7:00 p.m. by Vice-President Larry Swanson, who was filling in for President Larry Ward who was out of town.

II. Minutes – The February meeting was cancelled because of bad weather so no minutes were available. The January minutes were approved as printed in the newsletter and presented on the club web site.

III. Treasurer’s Report – Glenn Greenberg reported a balance of $9,189.55 as of December 31, 2007. A detailed treasurer’s report is available for members interested in reviewing it. 

IV. President’s Remarks

A. Larry Swanson asked that those present introduce themselves as there were some new members and guests.

B.  Because the February meeting was cancelled, Ian Linnaberry will discuss not-for-profit status at the April meeting.

C.  The Road Runners Club of American will hold its convention on May 1, 2 and 3 in Cincinnati.  Rockford Road Runners executive board voted to send a representative to the event.  Mike Mapes noted that it would be a good time for the club to learn more about not-for-profit and tax-exempt status.  Getting not-for-profit status will make it easier for the club to get donations and for volunteers to list their expenses as tax deductions.

V.  Vice-President 

A. Larry Swanson showed samples of clothing that could be ordered by club members. They included a windbreaker and several hats.  Colors need to be chosen.  He noted that hats could be given to those who volunteer for races.  Samples will be available at Runners Image where members can order their choice.  An order will be placed several times a year.

   B.  There will be a trail work days at Rock Cut on April 12 and 13.  Several other clubs will assist in setting posts and marking the trails.

VI. Race Coordinator

A.  Circuit Awards that have not been picked up are available at Runners Image.

B.  Steve Korn passed out a sign-up sheet for Tonya Thayer who is requesting volunteers for the Arny Johnson Run.  He also noted that upcoming runs include the next Trail Run on March 15 (which will start at the concession stand because of snow and ice issues), the Red Shoe Run on April 12,  Northwest Passage Run on April 20, and OSF Heritage Run on April 27.  A volunteer sheet for Heritage Run also was passed among members.

C.  The Rockford Marathon has 500 runners registered as of this date.  It is expected that the total will be approximately 1500 participants. Volunteers are needed.  More information is available at www.rockfordmarathon.com.

VII. Communications Chair

A. Tim Sievers said articles for the April newsletter are due by March 15.  He thanked Norm Yarger for his assistance with the newsletter.  He noted that approximately 300 copies were being mailed.  He is hoping to include more photos in upcoming issues and asked that members email photos to him.  Race registration forms are inserted by the printer and 400 are needed for each issue.  PDFs of forms also should be emailed to both Tim and Brian, the web master.

VIII:  Membership

A.  No report as Kathleen Yarger was not present. 

IX. Old Business

            A. Plans are still being made for the club’s 40th anniversary celebration. Henry Gallenz, Bob Sharp, Glen Greenburg, and Rose Austin are planning the event and welcome volunteers to join them.   

            B. Larry Swanson announced that the executive board has approved dues being paid on-line.  Either active.com or PayPal will be used.  After discussion, consensus of members was that the person paying the dues would also pay the electronic fee associated with the payment.

 X. New Business

            A.  Mike Mapes announced that the 12th year of the Wildcats begins March 8.  Members and coaches meet at   10 a.m. on Saturday and Monday, Tuesday and Thursday at 5:30 p.m. on the recreation path.  He said eight to 12 coaches are needed. The OSF Heritage Run is the first race in which Wildcats will participate.

B.  Mike also noted that a scholarship program is in place for Wildcat alumni.  Two $500 scholarships are available.  Those applying need a 3.0 grade point and must write an essay.

C.  Bob Sharp pointed out that a front-page article in the March newsletter regarding volunteers for the Rockford Marathon offended some people in the way it asked for volunteers.  He emphasized that volunteer assistance was easier to get with persuasion and not threats. 

XI. Adjournment – The meeting was adjourned at 7:57 p.m.

Respectfully submitted,

Gerrie Gustafson

Secretary