Hudson Mohawk Road Runners Club

General Meeting

Point-of-Woods Recreation Center

January 14, 2004

7:30 PM

        I.      Attendance:  Jim Gilmer, Ray Lee, Jim Moore, Tom Kieran, Don Wilken, Doug Bowden, Susie Bacon, Debbie Beach, Gregg Hammond, Vince Juliano, Jim Thomas, Jess Spatz and Jim Tierney,  Andy Rice

 

     II.      Call to Order – 7:44 PM

 

   III.      Reading and approval of minutes – Motion made by Jim Thomas to accept minutes as written which was seconded by Gregg Hammond.  Motion passed.

 

  IV.      Reports of Officers

a.       President:  Jim reported that the monthly minutes would be up on the website.

b.      Executive Vice President:  No report

c.       Executive Vice President – Finance:  Jim reported everything is in order.

d.      Secretaries:  No report

e.       Treasurer:  No report

 

     V.      Reports of Standing Committees

a.       Membership:  Tom received a call from Metro Sports New York concerning advertising in the magazine and it was turned over to Doug.  Tom also thanked the Banquet Committee

b.      Race Committee: Doug reported that race directors are in place for all races.  The applications for USATF sanctions for Corporate Challenge and Bethlehem x-cross country series have been submitted.  Jim Tierney discussed the date of the Master’s Race.  The race was moved to April 17th to avoid conflict with Kingston Classic, but now that race has moved to the same weekend.  In addition, the Boston Marathon is on April 19th and some club members have requested the race be moved to avoid a conflict with that event. Suggesting moving the Master’s Race to April 24th but the original date has already been published.  All the published dates can be changed but USATF schedule.  Doug Bowden concerned with published dates both electronic and hard data.  Switching now may lead to other conflicts.  He feels we should stick to the schedule and correct the problem next year.  A motion was made by Don to move it to 24th and was seconded by Ray Lee.  All in favor and the motion carried.  Jim will follow-up with corrections to the club schedule. Jim Gilmer reported that the fall marathon certificates would be out by the end of the month. 

c.       Race Committee Treasurer:  Susie reported that the opening balance on the account was $5831.24 and the closing balance was $7248.54.  The SEFCU Labor Day race reported a profit of $2677.79 vs. $2995.00 in 2003.  Winter Series #1 had a profit of $461.98 vs. a profit of $584.00 in 2003.  Winter Series #2 reported a profit of $333.85 (more income is coming from Active.com) vs. $805 from last year.   The advertising in Adirondack Sports is divided between the Winter Series.  Don questioned the entry fee of the Winter Series if the races are making a profit.  They are supposed to be low cost.  Jess mentioned that the expenses fluctuate and that Scott Ginsburg is hopefully getting a sponsorship from Bountiful Bread for the Winter Series.  It would be an exchange of advertising for bread (for awards).  Jim Thomas mentioned that the cost of doing business is going up and there needs to be a source of income.  Doug stated that it was agreed, at a previous Race Committee meeting, the entry fees for the causal races should be fixed at $4 and $6.  Susie stated that the money should be used to compensate the volunteers especially in the winter.  Jim Gilmer mentioned that the Winter Series chairperson and committee are monitoring the races.

d.      Grand Prix Subcommittee:  Doug stated everything is going fine and running smoothly

e.       Safety Committee:  No report

f.        Pace Setter: Jess reported someone will be writing stories for  Winter Series #3 and Banquet

 

  VI.      Reports of Special Committees

a.       Banquet: Debbie reported that there were 107 in attendance vs. 143 last year.  The Desmond provided a wonderful venue and food, which has received numerous compliments.  She suggested that the banquet for 2005 by booked at the Desmond now and all in attendance agreed.  Debbie, Jess and Susie have agreed to stay on the committee for another year (Ken is currently in Florida).  Jim Gilmer complimented the committee and the Desmond.  Debbie will contact the Desmond and book January 22nd with back-up dates of the 15th and 29th. 

b.      Shrader Scholarship:  Jim Gilmer reported for Bob Irwin that everything is ready to go and needs volunteers to do packets but will contact the members of the committee.

c.       Hall of Fame:  Jim Gilmer reported that Cindy Kelly is the new chairperson for the committee and will have a complete report on staffing next month

 

VII.      Unfinished Business

a.       2004 proposed budget (extension):  Jim Thomas presented the 2004 proposed budget.  He is waiting for the final year-end figures from Mike Hannah. Don made a suggestion to put money in the budget for clinics.  Jim Gilmer stated that there should be a written proposal in addition to the verbal suggestion.  Vince suggested having the clinics at a race.   Jim Thomas will add $500 to the budget.  Jim Gilmer requested that Jim itemize the expenses under the Publicity Committee budget.  The cost of equipment storage at Adirondack USATF is $600.00 per year and will be added to the budget.  Jim Thomas has been monitoring the income from club races for the past five years and estimated a conservative figure of $22,000.00 for 2004.  Doug felt that figure was too conservative and others agreed.  The income will be increased to an estimated $30,000.00.  It was decided to remove the $500 line item for donations to Volunteer Organizations as well.  Debbie suggested again that the scholarships be increased to $2000 apiece.  Jim Gilmer stated this motion needs to come from the Scholarship Committee.  Debbie will e-mail the suggestion to Bob Irwin, who is chairperson of the committee.   Jim Thomas will present the final 2004 budget at the February 2004 club meeting and the item will be placed under unfinished business.

 

 

 

b.      Candidates for Open Positions: 

                                                               i.      Membership:  Tom will be leaving the position in March.  Jim Gilmer reported that if no one steps forward an ad-hoc search committee would be formed.

                                                             ii.      Volunteers:  Debbie had a prospective volunteer and will e-mail the information to Jim Gilmer.

                                                            iii.      Youth Running:  Doug reported that Paul Turner will only be taking care of the races in the Delmar area and that the other races in the kid’s series are going to be organized by race directors.  Doug will discuss with Paul as to exactly what he is interested in doing in regards to the kid’s series.

c.       Lifetime and extended memberships:  Jim Gilmer will contact Sharon Boehlke who is chairperson of the committee.

 

VIII.      New Business

a.       Development of strategic plan:  Jim reported that this subject is included in his next president’s column.  What are the goals and objectives as to anticipate some of the issues that are arising for the club?

b.      Development of website functionality:  Ray Newkirk has talked about increasing functionality of the web site. 

                  c. Debbie suggested to Jim that nominations for Distinguished Service Award should                                 occur in February with voting in March, allowing the article on the individual to                                  appear in the June Pace Setter.

 

  IX.      Announcements

a.       Refreshments for Feb: Bob Irwin

b.      Officer/Committee Service Recognition Awards Pick up

 

     X.      Adjourn:  Motion by Gregg with a second by Tom.  All were in favor and the meeting was adjourned at 9:06 PM.

 

Respectfully submitted,

 

 

Debbie Beach