Hudson Mohawk Road Runners Club

Point-of-Woods Community Center

April 10, 2004

Attendance:  Jim Gilmer, Debbie Beach, Harry Hennessy, Jim Moore, Tom Miller, Ray Lee, Bob Irwin, Gregg Hammond, Jay Shelgren, Jess Spatz, Tom Bulger, Lori Christina, Al Maikels, Dayna Mancina, Josh Merlis, Brandon Myers, Kimberly Miseno, John Parisella, Nancy Taormina, Ray Newkirk, Vincent Ferraro, Emily Bryans, Pat Trapp, Philip Borgese, Ken Klemp, Don Wilken, Doug Bowden, Nancy Briskie, Ken Skinner, Arleen Reyell and Elaine Humphrey.

Call to Order (J. Gilmer):  7:30 PM

Reading and approval of minutes (D. Beach/J. Spatz):  Motion made by Ray Lee with a second by Jess Spatz.  Motion passed.

Reports of Officers:

·         President (J. Gilmer):  No official report but Jim did request that if an officer or committee chairperson is not going to be able to attend the meeting,  to have someone else give the report, e-mail it to the secretaries, etc.  If there is no report for that month to please let Jim or one of the secretaries know. 

·         Executive Vice President (B. Irwin):  No report

·         Executive Vice President – Finance (J. Thomas):  No report.

·         Secretary (D. Beach/J. Spatz):  Jess, Debbie and Jim will come up with a procedure on how changes in the minutes should be requested and this will be distributed at the next meeting.  

·         Treasurer (M. Hannah):  No report

Reports of Standing Committees

·         Membership (N. Briskie):  Nancy reported that letters have been sent to new members and those of appreciation to those who have made donations.  The new member list will again appear in Pace Setter.  She is setting up a table at an event that will be held at the Mohawk Commons on 04/24/04-04/25/04.  There will be a 20% discount for all HMRRC members at EMS and no proof of membership is required.

·         Volunteers (J. Byrne):  No report.

·         Public Relations (P. Murray):  No report.  Jim Moore asked if the race results are submitted to the Gazette.  Lori and Jim Tierney reported Paul does not send results but announcements of upcoming races.  The submission of results is the responsibility of the race directors.

·         Race Committee (D. Bowden):

            Jim Gilmer suggested that the race directors be given a list of who or how to submit race results to the local newspapers.

            The Delmar Dash had 428 finishers, which is an increase.

            Upcoming races are the Master’s, Mother’s Day Race and GHI Corporate Challenge.

            SEFCU contacted Jim Armenia, race director, and requested the Labor Day 5K move from Central Park in Schenectady to their new headquarters in the State Office Campus. OGS was contacted and has given their approval; therefore, this year’s event will be moved to that location. 

            Parts of the Mohawk-Hudson Marathon will be under construction; however, the club was assured the course would be made safe for the runners by using gravel, etc.  No course adjustments will be required.

            Doug reported that he had contacted Paul Turner to discuss concerns he had over statements made in the November 2003 minutes.  Although the minutes accurately report what was said at the meeting, the statements were misleading.  In summary, Paul had sent a certain number of cones to the Stockade-athon because it matched the number that had been sent the previous year.  The remainder were stored at his home and not used for another event during the Stockade-athon weekend.  Paul and Doug reconciled the current Kid’s Races equipment inventory with the original purchase made in 2000 and everything is in order.  At the May meeting, Doug will be making a recommendation to spend 2004-budgeted Kid’s Races money to update the equipment inventory.  The equipment will be stored at Paul’s house during the spring Delmar area races and during the Bethlehem XC series.   The remainder of the time, it will be stored at USATF on a specially designated set of shelves.  Doug also clarified Paul’s role with the Kid’s Races.  Paul has agreed to coordinate the races.  He will continue to direct the events in the Delmar area, which includes the Delmar Dash, Mother’s Day and Bethlehem XC series.  The remainder will be the responsibility of the event’s race directors who have agreed.  An equipment inventory will be completed prior to the next meeting and a report submitted to the insurance company.

·         Race Committee Treasurer (S. Bacon): Debbie presented the report for Susie.  Her beginning balance was $25,888.84 and following a transfer of $14,000 to the main account and some other expenses, her closing balance was $6,571.78.  The Runnin’ of the Green (Island) reported a profit of $946.96 compared to $48.00 for 2003.  There are two outstanding reports from the Winter Marathon and Delmar Dash. 

·         Safety Committee (H. Hennessy):  Deferred

·         Pace Setter (D. Wilken/E. Neiles):  Don reported that the May issue should be very good and is off to the printer.  The edition should be mailed next week.  Don thanked Nancy for her promptness and getting new member list organized.   Don reported that Kim Miseno would be writing articles concerning the Grand Prix. Jim Gilmer thanked Don, Ed and all the staff for the work they are doing on the Pace Setter.  Jay thanked Don on his help in organizing the photography staff.   

Reports of Special Committees

·         Schrader Scholarship (B. Irwin):  5-6 applications have been submitted according to Jim Tierney.  Bob checked the Section 2 site and about 160 people looked at the application, of which he assumes many are not yet eligible to apply.  The deadline is Friday, April 16^th.

·         Grand Prix Subcommittee (B. Irwin/J. Moore):  No report

·         Hall of Fame (C. Kelly):  Tom Bulger reported that the committee met and changed some of the present rules to the selection process, which have been posted on the web page.  A screening committee has been formed which will to narrow the nominees down to 4-7 candidates.  The meeting to discuss the nominees will remain voluntary; however is strongly encouraged.  To encourage a focus on the criteria and for better consistency, it was suggested that all the nominations adhere to a consistent form.  Each member will be allowed to nominate two or less candidates rather than the current three.  The dates will be altered to give the committee more time to review the nominees. 

Unfinished Business

·         Safety Campaign Report (J. Merlis):  May 8 and 9^th will be the filming for the PSA.

·         Legal Review of Scholarship Procedure (J. Gilmer/B. Irwin):  Jim is still looking for a referral for an attorney who can review the process.

·         Pace Setter Editor Search Committee (J. Gilmer):  No chairperson has been found for the committee as of yet.  Jim requested if anyone was interested to please contact him.

New Business

·         Development of Strategic Planning Committee:  Deferred

Review of Club communications:  Deferred

·         Procedure to Review and Addend Minutes:  See Secretaries report

·         Club Equipment Inventory for Insurance:  See Race Committee report

·         Distinguished Service Presentations and Award Voting:  Each candidate was presented, which was followed by a vote.  Pete Newkirk is this year’s Distinguished Service Award winner.

·         Member-initiated Business:  Josh Merlis reported that April 25^th is the Dodge the Deer race with a new character at the finish line with the deer and other new additions.

Announcements

·         Refreshments for May:  Bert Soltysiak

Adjourn:  Harry made a motion that the meeting be adjourned with a second from Bob at 9:01 PM.                           Motion passed.

Respectfully submitted,

Debbie Beach