HMRRC MONTHLY MEETING

 

December 10, 2003

 

7:30 PM

 

Present: Jim Gilmer, Bob Irwin, Ben Greenberg, Doug Bowden, Ken Klemp, Josh Merlis, Andrew Rickert, Jason Stein, Brandon Meyers, Adam Rice, Gregg Hammond, Tom Kieran, Harry Hennessy, Jess Spatz, Elaine Humphrey, Michael Hannah.

 

The meeting was called to order at 7:35 pm

 

1.        Review/approval of November’s meeting minutes. November Minutes were sent out, any discussion? Jim Gilmer made a motion to accept, Doug Bowden second.

 

2.        President’s report: Jim Gilmer:

A. Search committee for Race Director for the Corporate Challenge will have a report. Otherwise no report

 

3.      Executive Vice President’s report: Bob Irwin

-Received all info on Schrader Scholarship and will be meeting with Jim on December 18th to finalize things. It has stayed at $1000 per recipient and needs to be put into the budget.

 

4.      Executive Vice President’s for Finance: Jim Thomas

-Absent, overdue for a budget report. A budget discussion is needed. The budget needs to be e-mailed to people before the meeting to all who receive the minutes in advance of the meeting so that it can be discussed at the meeting in January.

 

5.      Treasurer’s report: Mike Hannah:

- As of 12-10-03, cash assets are $98,492. There are 2 CDs and about $12,000 in checking, this includes the check from the Corporate Challenge. 2003 will be a profitable year. The 2 CDs are coming due March or April. The Corporate Challenge money went into a 3 year CD. As the other 2, Mike will stagger them so that they mature in different years. This does not include money in the race committee treasury and in races; the club has over $100,000.

 

6.      Race Committee Treasurer’s report:

Susie was not present but did send it out to us:

Jess read the report: The beginning balance was $5841.24. Total deposits were for $334 for the Voorheesville Race and $325.43 for the Turkey Raffle Run. Debits were for $556.25 for the Hangover Half and $250 for the winter Series Races advance. Ending balance was $5694.42. Outstanding reports include: Labor Day SEFCU 5K, The Fall Marathon (2002 and 2003) and the Stockade-athon.

 

7.      Membership report: Tom Kieran:

 Reports with a few questions. Membership material presently goes to Jim Tierney and then to Ray Newkirk, however, there are still some missing links. Has anything been done to resolve the missing links? We need to recruit a replacement need someone by January, ideally and perhaps by February at the latest for time to train.  Tom will be here till the March meeting. We discussed a folder or flier for application for membership with race schedule. Tom spoke to Ed Nieles and he was not familiar with the idea. Cameron McLean may have a copy in her files, Tom will ask her. Capital Printing may put one together and we would need a cost. Tom will bring some membership applications to the race on Sunday.

There are about 2000 members. Only 1300 name labels, Ben is concerned that he will get 600 irate emails. Count for last few months for the Pacesetter has been 1350. 2000 members include family membership.

Josh would like to know about longer term memberships? A committee was established to address life time or longer term memberships, Jim Gilmer will ask Sharon Boehlke what is happening with that as she was on the committee.

 

8.                Safety Committee report: Harry Hennessey:

No report

Jim Gilmer: had a question about SUNY –is there anyone involved with the Communications Department? Jim would like to put together a video on running safety as a public service announcement regarding running safety. A.R.E. is very interested in participating. Perhaps a student would want to make it as a project. He/she may be able to get grants to pay for it. There are many foundations that could help to fund it. This will be addressed again in February at meeting. Harry has to be in the video.

 

9.      Race Committee report:

A. Ad hoc: Report on search committee on Corporate Challenge Race Director: after a month trying to find a new Race Director: Mark French has agreed to do it this year and re-assess to see how he feels and the club feels about continuing for more years. Documents were received from Al Maikels today for Mark including the contract with GHI. Jim thanked committee for its efforts. Mark French founded and directed Old Chatham 5K or 5 years very successfully. Mark and his brother directed the International Fireman’s games and were well recognized.

 

B. Doug Bowden: SUNY course is back to the original course—may need to adjust some race courses because of this. The construction at SUNY is complete. There was a meeting on Nov 17th for all the Winter Series Race Directors and everyone is on the QT. Ed Thomas met with Doug. He is concerned about volunteers.  Progress is being made on the Mother’s Day race; Doug is meeting with a person 1 week from today hoping to get this person to do it.

Josh Merlis will be meeting with Jim Gilmer after December 20, to get their course ready for WS #4 and someone needs to address the Winter Marathon. Since each lap is now 112 feet shorter.

 

10.    Pace Setter report: Ben Greenberg:

Ben still has concerns. Do have 2 new production editors. Andrew: started a database for people who have written for us in the past and what they have written about and can go to that when we need articles.  Would like a line on the membership application with e-mails for possible people to write articles, and then put it into a database. Right now this is handled by Newkirk and Mailworks.  Need to have a meeting to streamline this with Tom Kieran and his successor. Jim reiterated the importance of having articles written about each race. Ben needs e-mail addresses from people who are willing to write articles for the club. Really only 50 people are needed. An active member database is needed. Should people’s e-mails be available on the website?

 

11.       Banquet Committee: Jess:

The program is finished. Jess will be giving it to Newkirks Saturday.

The Grand Prix winners will get their letters late so the early bird special for them will be extended. Otherwise we are ready. Deb and Susie are picking up the party favors.

Jess read off the recipients of the president’s awards and extra mile awards.

 

12.           Other business: Jim Gilmer:

We have been through a lot of changes this year and more changes are coming, we need more new people and more help. The message for January reviews the successes of the year. It talks about how much we do as a club. He will talk about the need for more people. We need to address issues as a large and mature club. Jim would also like our ideas these meetings are an open forum, we need strategic planning and to revisit our “mission”, where we want to go and make plans for it.

 

Harry made a motion to adjourn, Ben Greenberg 2nd. Meeting adjourned at 8:25.

 

Respectfully submitted:

 

Jess Spatz, DVM