HMRRC MONTHLY MEETING

February 11, 2004

7:30 PM

Present: Debbie Beach, Ken Klemp, Tina Hayden, Nancy Briskie, Bert Soltysiak, Josh Merlis, Adam Rice, Bob Irwin, Ray Lee, Jess Spatz, Andrew Rickert, Vince Juliano, Charlie Matlock, Don Wilken, Jim Tierney, Doug Bowden, Elaine Humphrey, Jim Gilmer

The meeting was called to order at 7:40 PM

1. Review/approval of January’s meeting minutes:

• Jim Gilmer made a motion to approve, Jess 2^nd, all approved.

2. President’s report: Jim Gilmer

• No report, items to discuss later in meeting from a few months ago.

3. Executive Vice President’s report: Bob Irwin

• Scholarship committee discussed and decided to award $2000 per scholarship—all were in favor on the committee. There was a proposal to raise it from $1000 to $2000 for THIS year’s (2004) awards. It should be as Debbie requested that it be put into this year’s budget. $2000 per student was decided by committee after $1000 for 4 people was discussed and declined. Don Wilken suggested that we look at $1000 for 2 years for the same recipients. Perhaps it should be up to the recipient. There have been instances of “cheating”. Will there be more competition with a higher award? Will we have to scrutinize the candidates that much more? Are there other critical issues? The treasurer will have to keep track of the recipients that wish to spread it out over time.

-A motion to increase the Schrader Scholarship award amount to $2000 per one man and one woman each made by Debbie, 2^nd Jess, all were in favor—carried.

• Everything has been sent out, Bob will update the ADs and coaches
• Andy Rickert suggested to put on Section II Harrier Website; this would be a good way to get the kids exposed

4. Executive Vice President for Finance: Jim Thomas

• Not present (yet)
• Still in limbo on budget as it has not yet passed. Some questions about what our budget does: is it a spending guide, limitation or plan? Is this an active or passive budget—what is its purpose as we approach the end of the 1^st quarter. It is needed but it is not a limitation. We do need to consult it throughout the year. It serves as a framework in which to make decisions. There has never been a budget analysis but this would require people with time and this sort of experience. How do we spend our money and are we meeting our mission? The budget used to be presented in November and approved in December.
• The budget does need to be finalized for this year. The club does need to do some strategic and fiscal planning to use our budgeting tools to help decide where we are going to use our resources. Perhaps this is a topic for a committee.

5. Treasurer’s report: Mike Hannah

• Not present, no report

6. Race Committee Treasurer’s report: Susie Bacon

• Not present, <will send report to Jess and will be on the web with minutes when they get there.> 2-22-04 addendum: still have not received them, minutes will be submitted without them.

7. Membership report: Tom Kieran

• Tom is in FLA-no report, we need a replacement as February was Tom’s last month. No one has come forward yet. We may need to appoint a search committee to appoint a membership committee chairperson. The system has broken down and no one has stepped forward. There are 2 jobs and we need 1-2 people to do it. Tom estimated 5 hours a month of time needed. Newkirks maintains the database and the Pacesetter stuff, the PR person to interface with new, renewing ad existing membership concerns and to handle the applications and promotion of membership is needed. Nancy Briskie volunteered to do this. Everyone suggested that she contact Cameron McLean, Jim Tierney, Charlie Matlock (who is present) and Tom Kieran for guidance. Jim Gilmer would like to sit down with Jim Tierney and Nancy to make a plan to have Nancy take over. Little things (PR) that were done that can now be done again. It was suggested to invite Newkirks to this meeting as well since they play such a critical role in the process. A meeting at Newkirks was suggested.

8. Safety Committee report: Harry Hennessy

• No report, Harry in FLA

9. Race Committee report: Doug Bowden

• Thanked all Winter Series Race Directors. The series ended last weekend. Every year there is something new to deal with but things went very smoothly due to Ed Thomas being such a good coordinator. There were about 40 WS survivors.
• Sanctions for the Corporate Challenge and the Bethlehem X-C have been received. Applied for sanctions for the Running of Green and Delmar Dash and the Mother’s Day race and the Masters race.
• Winter Marathon is on Leap Year Day, no report yet; Ken is looking for volunteers.
• Race committee supplies: Race Directors need to know what is over at USATF so that things can be found. Doug will take care of that.

10. Pace Setter report: Andy Rickert:

• Has not talked to Ben for a few weeks. A few weeks ago they began developing a database for writers for the Pacesetter. Up to 40-50 people have signed up at this point. There has been a good response, every event has been covered, in one case, 2 people wrote articles about the same race. This is going well and being used well.
• At the banquet, there are awards given out, the Pacesetter may want to consider acknowledging the writers for the PS at the awards ceremonies. This is one way to receive awards: writing things for the Pacesetter.

• Another running group in Ohio wanted to re-print an article that had been in the Pacesetter; this is flattering.
• Every month a little plug is printed about needing help and if anyone is interested, please contact Andy—and he did get a reply and the person could not make the meeting tonight but will be helping in the future.
• We used to be very well known nationally by what was written in the Pacesetter.

11. Banquet Committee: Debbie Beach

· Report:

2004 HMRRC Annual Awards Banquet Report

Committee Members: Debbie Beach, Susie Bacon, Jess Spatz and Ken Orner

Location: The Desmond

Date: January 10, 2004

Attendance: 107

	Expense
Banquet Facilities	$3782.95
Entertainment	$300.00
Raffle for Club Clothing	$78.00
Safety ID Tags	$179.00
Cost of Banquet	$4339.95
Income	$2020.00
Total Cost of Banquet	$2319.95

	Expense
President’s Awards	$263.57
President’s Gifts for Officers and Committee Members	$457.20
Extra Mile and Grand Prix Awards	$1181.18
Postage for Grand Prix Letters	$13.32
Total Cost of Awards	$1915.27

Total Cost of Banquet and Awards: $4235.22

• Jan. 22, 2005 will be the 2005 banquet date. A deposit was made for the Desmond already. The room will be on the front of the hotel this time and it will be very similar to last year.
• The Committee is staying on 1 more year: Debbie Beach, Susie Bacon, Ken Orner and Jess Spatz.

12. Other business:

· Charlie Matlock: gave the financial report on the 2003 Stockade-athon: it was handed out. They are retaining an advance for next year. Next year’s race is already being planned. The advance is not included in the expenses. Jim thanked Charlie and Vince. Is the Gazette committed for the long term as a sponsor? Vince is not 100% sure but he gets every indication that it will be. It has been tough times for Newspapers. Vince was thinking about asking them if they would mind if he pursued another sponsor. They usually give $5000-7000 per year not including advertising. He would like another sponsor but does not want to upset them.

· Stockade-athon report: $18,237 in entry fees, $6481 from the Gazette and $199 other: total income: $24,917. Total expenses: $21,550 for a profit of $3367. There were 1012 entrants, 910 finishers and 122 kids in the kids’ race.

· Report from Fall Marathon: Elaine Humphrey: combined the ½ and the marathon reports together. Time Union gave free advertising. They will look at a whole running weekend with the Race for Literacy and the Times Union. She needs to meet with TU to see if they are still interested in this. The Marines are still interested in helping again with trucks, personnel on the course and a tent. Income so far: $36,000, expenses $22,000, $9000 profit for the 2 races this year so far, unless there was a major error. It will be back to Columbus Day weekend now so we will have the hotel and the option of working it with the Race for Literacy. In conjunction with GHI, Mark French had a meeting with Jerry Jennings’s Chief of Staff dealing with the Corporate Challenge and improving relations with the city. He brought up the marathon. This chief of staff wants to increase the profile of the marathon since he is a marathoner himself. This will be a very positive thing for the marathon and the club. Don Wilken would like to credit Paul Rosenberg who started the idea of having a marathon from Schenectady to Albany –he sold the concept to all of the communities along the way.

· Jim Gilmer brought up a “Safety Spot”: a public service announcement, to air in the community. He found a graduate student at SUNY Albany who is willing to work with them and a budget was passed around. Jim and Josh have discussed this and Jim would like to have $800 in the budget to try this—and then perhaps produce a PSA (public service announcement) about running safety. This will promote running as safe and healthy, and how to keep it that way. First we need to create a video, PSAs are broadcast for free. There can also be fliers made. This promotes us as a club and provides good information about safety and running. It is a win- win situation. Andy suggested to companion audio (for radio release) to go with video—or even a web cast. This is uncharted territory, is it worth it? Should we do this? Research needs to be done and we need people to do this. Video release will be geared for the novice and non-runners, also maybe need to bring up women’s safety. There is a group of people in A.R.E. that are interested in helping.

· Don Wilken moved to put $1000 towards it—Deb 2^nd, Jim will communicate this to Jim Thomas to put it in the budget.

More Other business:

• Adam Rice did a great job with refreshments this month!!
• Distinguished Service nominations should be done tonight, so that it can be in the PS in time.
• However, distinguished service nominees will be nominated in March, the election will be in April and the race is in June. We want to have the recipient’s name in the May Pacesetter. Andy will talk it over with Ben and have it ready to go without the name of the winner so it will be able to make the May PS and the election can still be held in April.
• Nancy Briskie: Mohonason Schools having a festivities day and a race will be held. The RD wants to rent equipment and would like to know the cost so he/she can set up a budget for the race. There will be a 5K and 1000 meter for kids. She wants to know what is needed and how soon it will be needed to be in for advertising in the PS. Jim Gilmer suggested talking to Doug Bowden about it. September 11^th is the date of the race. Jim Gilmer offered help with course certification, they also need someone for the finish line, and everyone suggested talking to Sharon Boehlke. The advertisement needs to be in the PS by May for July PS release, June for August release. The Website charges for non-club event application on the web but this is another option.

Motion to adjourn was made by Jess, Bob Irwin 2^nd, meeting adjourned at 9 PM.

Respectfully submitted,

Jess Spatz, DVM