Board Meeting Minutes, January 2019

Jan. 10, 2019 by Kara "Red Hawk" Baden

Lawrence Trail Hawk January Meeting

In attendance: President Cara Combs, Vice President Lisa Ball, Caroline Wroczynski, Gary Henry, Michael Schmitz, Heather Durris, Steve Durris, Bill Loats, Tamara McEwen, Secretary Kara Protasio, Treasurer Josh McVey

President Cara Combs called the meeting to order at 7:03 p.m.

Main Goal: Prepare Agenda for All Hands Meeting

Financial Update-Josh McVey, Treasurer

Gave passed out a rough draft of the financial report for 2018. This year we upped our donation to the State Park for our bigger races. In 2019, we have $8,000 expected non-race expenses are to come up. In the past we have talked about giving guidance for our race directors for a goal to return to the club. This year we will be requesting a 15% return. That way races will contribute to the overall club expenses. Total balance for us right now is $24,931.40.

Membership Report- Caroline

Will print on master copy of the membership report. $3,176.64 in membership dues from 2018. Keeping the costs the same for 2019.

Supply Update-Cara

New Unit and Equipment will share with club.

Discuss updates to Communications in 2019

Email Updates Advertising and utilizing

Patreon-podcasts like Ten Junk Miles and other Info Sheets-printing new flyers *Facebook Ads and Instagram

Discuss Strategic Plans

Safety Needs and coming up with safety guidelines for races Contributions from races and making a goal for race directors

Creating a volunteer committee- Cara

Be a go-to group of people to support race directors and volunteers. Providing guidance on needs and help recruit.

Decide on Volunteer Incentives/recognition going forward.

2019 Plan: Volunteer Shirts -Getting bids for the shirts to present to club the design

Help identify recognition opportunities for RD’s and Run Leaders

Josh-Discuss updates to reimbursement plan for Race Directors/Run Leaders-Thank them for their time and commitment to the club-how we retain and reward our race directors and run leaders. As previously decided, the club will be recognizing RDs/Run Leaders every other year.

2019 Plan: We approved to reimburse each race director up to $200 for expenses toward a non-Trailhawk research race or training/education that relates to race directing to thank them for their past years of work. Everyone voted aye to approve this as our recognition at the all hands meeting. Josh will present at the meeting.

Discuss Successes and Lessons Learned from the races-Cara

Successes:

Catered meal

Timing guys

Facebook Ads

Spider Wranglers

Lessons:

Safety

Volunteer support

Reporting for UltraSignup

Date management

Staggered starts at bigger races

Volunteers for end of races

Naming ceremonies on the trail

Time Discussion- Gary

Discuss allotted time for Golden Hawk Special Presentation-10 minutes for all 23 Golden Hawks. All challengers get a tech shirt and be recognized at the All Hands Meeting.

Election of Officers- Cara

Clean-up Day-Lisa

Clean-up Day for Jan. 20 for the trails at Lands End. 10 a.m. to noon.

Other business:

Gary noted that minutes be available when members request and requested them to be uploaded by a week after the meeting date.

Bill asked if we would do the RRCA event again. Board members were open to having it again in the future if someone wants to be in charge. Potentially on the off years from the recognition year.

Cara adjourned the meeting at 8:11 p.m.