Board Meeting Minutes June, 2018

June 13, 2018 by Lisa "Avi Hawk" Ball

June 11, 2018

Present: Cara Beth Combs, Lisa Ball, Josh McVey, Jeff Triplett, Caroline Wroczynski, Michael Schmitz.

Agenda

Financial Update -- Josh

Total balance $26,037.36 Of that money, about $10,000 is for the Hawk, operating budget is about $7500. CPR cost the club $615, RRCA training brought in a profit of $175. All race expenses are paid and up to date.

Skyline Shuffle Race Report -- Josh

Successes - Facebook advertising was incredibly effective, spent $40 or less and got 15-20 registrations from that ad. Lots of new people who had no ties to Trail Hawks participated. The race made $600. Great weather and mowing got done. There were 58 runners.

Lessons Learned - there were issues with the course markings, the disc golf course complicated the trail network (may need to check on Hawk route in the future). Need to overmark the trail next year. Matt loves the socks and wants to return to socks, Josh would rather keep the race cheap with no swag, or make the registration a la carte.

Night Hawk Update -- Shari

39 in 50K, 25 in 20 miler, 34 in the 10 miler as of today. May need a trail clean up day, looking at Sunday, June 24. Still need volunteers to sign up—requests have gone out. Clean up crew after race is especially needed.

DeFeat Cancer Update -- Cara Beth

Danny has all of his insurance information taken care of. He is looking for donations for the raffle event. Gary had suggested we donate a tech TH shirt. Cara is thinking about a TH package with shirts and swag from past races from the storage unit, maybe a free year membership for TH Cara will be in touch with RDs about swag.

The Snake Update -- Tesa absent

33 runners registered as of today.

Birthday Run Update -- Cara Beth

We will order TH cowbells for the swag. The minimum order is 150 which will be $273.50.

Flyers -- Kara absent

Some issues with the printing, will find out more next month.

Storage Unit -- Cara Beth

New Items Purchased—trashcans on wheels, more tubs, solid tires for the carts, another shelf. Inventory Spreadsheet—have sent it out but the problem is trying to figure out how to check items in and out. Currently asking people to shoot an email to Sara or Cara Beth to let them know so that they can keep track of inventory. The biggest issue is with events that have a quick turnaround. Josh suggests Google Sheets for check out, especially the big items. We seem to be out of cups. Still working on organization ideas. Old Race Swag No standard exists for how/where to store swag. Should have some instructions on how/when/where to use it. Otherwise, perhaps we should have a policy that anything stored in the storage unit is fair game for a giveaway for other events. Sara and Cara Beth will continue to talk about it and will report back with the policy. Gloves Pi Day Shirts/Sweatshirts Snake Mugs

Volunteer Shirts -- Lisa

We have chosen a bright blue (“True Royal”) Tri-Blend Bella Canvas unisex shirt (same as used for Hawk volunteer shirts). Still working on design. Production cost for Hawk volunteer shirt is $8.

Adopt-a-Highway Update -- Caroline

We would need to adopt a 2 mile stretch, cleanup must happen at least 3x per year and at least 3 people per event. KDOT will pick up trash bags but we must provide them. They will provide free publicity for the group. A safety meeting must be held before each cleanup and releases must be signed by all individuals. All cleanups should be held during daylight. The group has asked for more specific information on the location. Jeff is concerned that while it is a great idea, it does not fit with our club motives and we should not agree to it without at least having more details about the location. Shari and Josh both thought it was an example of kindness to life and land. Josh moved that we adopt the highway and Shari seconded. The motion passed with 6 yeas and one nay.

Next meeting

The next meeting is scheduled for Tuesday, July 17, LPL room A, from 7-9 pm