June 2008 Meeting Minutes

Rockford Road Runners
Minutes  - June 4, 2008
Café Deck at Rock Cut State Park

I.  The meeting was called to order at 7:00 p.m. by President Larry Ward.

II. Minutes – The May meeting minutes were approved as printed in the newsletter and presented on the club web site.
 
III. Treasurer’s Report – No report.
           
IV. President’s Remarks
            A.  Larry Ward announced that the city plans to mark off bike lanes on the streets starting at two Rockford locations.  One will start at Rockford College and makes its way to Parkview; another will start on upper Harlem Blvd. to Rockton Road.  Both paths will have signs noting the bike lanes.
            B. The club already has non-profit and 501(c)(3) status through its affiliation with Road Runners Club of American (RRCA). Some forms remain to be filled out and sent to the State of Illinois. Details were presented later in the meeting.
            C.  The 40th anniversary celebration of the club’s founding will be held on Saturday, September 27, at Cliffbreakers.
            D.  The Kerry Classic race committee has agreed to go to five-year age groups.

V.  Vice-President  - remarks are under new business.

VI. Race Coordinator
A.  Steve Korn noted that May races went well, including the Literacy Half Marathon, Rockford Marathon and Start of Summer Race.
B.  Steve said that the Kerry Classic 5k and 10k are now certified. Chip timing will be used.
C.  Upcoming circuit races include the 911 Race on June 7; Kerry Classic on June 14; YWCA Race Against Racism/Janesville on June 21; Pretzel 5K Run/Walk on June 28.

VII. Communications Chair
            A.  Tim Sievers reported that the Executive Board have decided to have the club become Rockford Chamber of Commerce members.  This will provide more exposure to Rockford Road Runners.
            B.  Tim noted that the June newsletter was late because it was hung up at the mail house.  He reminded members that the electronic version is available much sooner than the print version. He thanked Carol Bingley for her fine articles; Norm Yarger for his continuing assistance; and Bob Sharp for information about the club’s history.

VIII:  Membership
            A.  Kathleen Yarger reported that she and Carol Bingley are working on a membership brochure and a possible design for club clothing.
            B.  Membership information will be available at the Kerry Classic.
 
IX. Staff Positions
            A.  Equipment Manager – no report.
            B.  Web Master – Brian Fruechtenicht encouraged members to send photos.
 
X. Old Business
            A.  Tonya Thayer reported on the committee’s findings about timing equipment.  It was the consensus of the committee that time machines continue to be the best method. They are also reviewing software that might be more user friendly than Run Score.  It was suggested that the old equipment might be used as a trade-in.
            B.  Tonya encouraged consideration of some nominal payment to those club members who provide scoring services.
            C.  Mike Mapes reported on the committee’s work on non-profit and 501(c)(3) status. He noted that the club already has this status as part of RRCA.  This also makes the club tax-exempt, which provides advantages to potential sponsors, donors and club members who volunteer for club activities. Changes in the bylaws are necessary to make this status official. Amendments were proposed and voted on by those present (two-thirds vote was needed).  Amendments will be voted on at the July meeting and need to be passed by a majority vote.
            D.  Amendment 1 – The bylaws will be changed to reflect the club’s official name – Rockford Road Runners, Inc.  Mike Mapes made the motion with Larry Swanson seconding it.  It passed by the necessary vote.
            E.  Amendment 2 – The Rockford Wildcats will be added under Committees. The addition will include details about choosing a committee chair and the chair’s responsibilities.  The addition also notes that the Wildcat Chair will provide itemized statements on the group’s financials to the club treasurer quarterly and annually. Mike Mapes moved and Norm Yarger seconded the motion which was passed.
            F.  Amendment 3 – Under Finances, race directors of RRR club events will provide itemized financial statements of their events within 60 days of the conclusion of the event.  Mike Mapes moved and Kathleen Yarger seconded the motion.  It was passed.
            G.  Amendment 4 – Gerrie Gustafson proposed deleting Newletter Distribution under Committees since it was longer the system used.  She moved and Mike Mapes seconded the motion.  It was passed.
            H.  Henry Gallenz reiterated information about the 40th celebration.  Detailed information will be available in the next newsletter.  He emphasized that the event is a party and suitable clothing should be worn. 

XI. New Business
            A.  Larry Swanson noted a switch in September race events.  The Hobo Run will be held Friday through Sunday, September 26, 27 and 28, while the Trail Run will be held September 20.  He explained that the Friday, September 26, race will be a 10k night run free to those who volunteer at the other two Hobo runs; Saturday’s race will be a 25k and Sunday’s event will be a  50k.  There is a $10 discount for Rockford Road Runners and a $5 discount for those who chose to join the club.
            B.  Larry proposed that the July 2 meeting be held at Puri Crest in Rock Club.  Wildcats also will be training at the park that day.  The meeting will include a potluck.

XII. Adjournment – meeting was adjourned at 8:00 p.m.

Respectfully submitted,
Gerrie Gustafson
Secretary