SSRC Board Meeting, Dec 2011
7 p.m. Bakers Dozen
Attendees: Brad, Marla, Norma, Jared, Mary Anne, Paul, Becky
Misc:
Membership
Need to complete RRCA insurance registration list. MA to get a list to Brad based on the format the RRCA provided.
Race Passports need to be revamped for 2012. 2011 passports need to be turned in by January 1.
Renewals are due and should be tracked separately from T2A
Next Club Events:
New Year Day– The Edwards 8 am start.
Promotions at Gribbles Dec 29th – Striders Day get 25% off
Promotions at Gribbles Jan 4th – Breath Thermal wear test, 25% discount
Races:
Norma to bring comprehensive list of races to next meeting
Topeka to auburn:
Entry forms need 100 for Gribbles
Registration – continue to track source
Give away items – Discussed sweatshirts and process for distribution as well labeling bibs so volunteers can see. We will not allow exchanges until the end of the event.
Age Group Awards – Becky and Jared estimates to cost about $700
Finishers photo – at finish line, 5x7 w/easel frame only is bib number is visible
Volunteers – in progress
Emergency – Dr Messmer will be at finish line. Still looking for EMT’s on course
Supplies – same as last year, look to see if we can do bottled water at finish (MA)
Contacts: Justin, Jared and Paul have been contacting police, and Auburn groups.
Registration – Thursday and Friday at Gribbles, Sat at Fairlawn. Becky will follow up with Fairlawn on space.
Course Markings – completed
Announcer – BJ is set to support, so is Dick Ross. Both are confirmed.
Signing – Becky and Paul to review. Becky to make a Red Cross sign.
Keep Bibs and Packets separate at registration
Instruction sheet – update and add a page for wearing bibs
Comp entries – Brad was approached to provide a number of individuals with comped entries. Consensus was to limit the use of comped entries.
Meeting January 1st - Brads house to T2A prep only.
]]>SSRC Board Meeting, Nov 2011
7 p.m. Bakers Dozen
Attendees: Brad, Marla, Norma, Jared, Mary Anne, Justin, Paul, Becky
Misc:
Upcoming runs and events:
Norma will send Bryan a list of races. MKA Rescue Run, Girls on the run, Polar Express (Tentative).
Race Passports and membership form:
We are going to expand our membership form to include volunteer opportunities to try and increase participation in club supported events. We will also update passports so that our reward program recognizes individuals who volunteer to help with the events.
For 2011 race passports we settled on what we wanted to offer for reward items; they will include a sunflower striders License plat tag, gloves, a gift cert.
Newsletter update:
Address file was updated and sent out. Discussed doing color photo for the month. Have lots of articles. Discussed how many we should print. We can probably limit the print to 200 for now and revisit the number in the new year once membership renewal has taken place.
Membership
Updating form. We need to consider adding additional information to our forms. Discuss further post T2A for 2012.
Race Passports need to be revamped for 2012
Next Club Events:
Thanksgiving run – Lake Sherwood is booked
New Years – The Edwards
Topeka to auburn:
Entry forms are mailed (900)
Justin and Norma will be tracking entries
Age group awards – Becky was going to try and find Runners World background. Becky will also do certificates.
Wrapped up the details regarding the gift for this year and agreed we would order 375. They will be passed out to preregistered finishers at the school. Volunteers will need to be recruited for this.
Jared to contact EMT’s
Paul has Bussing in place
Mary Anne did letter to invite last year’s winners back. (comp entries)
Volunteer report - Confirmed that John will still to course set up. We need to adapt the finish line to we provide shelter for the teams staffing the finish line. The Ladies associated with Running Free will take an aid station. So will High and West.
All other tasks are on track.
Brad mentioned that this year is our last year for certification of the course. We will need to get the course re-certified in 2012 for the 2013 event.
MA to make Updates to Participant instructions
Next Meeting Dec 11th- Bakers Dozen 7p.m.
SSRC RACE DIRECTORS MEETING
Thursday, September 29, 2011, 7:00 p.m.
Room 007, Stouffer Hall, Washburn University
Attendees:
Brad Rhoden, SSRC, Topeka to Auburn ½ Marathon, Governor’s Cup 5K & 10K
Marla Rhoden, SSRC
Paul Wagner, SSRC, Run for Life 10 Mile & 2 Mile
Artie Gonzales, Fiesta Mexicana 5K
Debra Ricks, Run for a Reason ½ Marathon & 5K
Amy Pinger, Girls on the Run 5K
Russ Willis
Gene Howarter, Combat Air Museum Fast 5K Run/Walk
Norma Weiser, SSRC
Scott Cook
Justin Chockley, SSRC
Mallory Senne, Garry Gribbles Running Sports Topeka
Tim Owen, Topeka Jazz Workshop Band 5K Run/Walk
Irene Owen, Lions Journey for Sight
Bryan Jobo, SSRC
Brad began the meeting by noting that there are more and more races being held in Topeka. He said that Mary Anne Durall, who had arranged the meeting, was called out of town on business and could not attend. He was not prepared with an agenda so would open it up for discussion. He asked each person present to introduce themselves and identify their race involvement.
Tim Owen, Topeka Jazz Workshop Band – Tim is organizing a 5K run/walk for Sunday, June 24, 5:30 p.m. to be followed by a concert by the Topeka Jazz Workshop Band. The purpose is to raise funds to continue the band concert series.
Mallory Senne, Garry Gribbles Running Sports Topeka – Mallory is partnering with the Topeka Zoo to make this year’s fun run into a more formal event next year, probably a 4 mile race in mid to late August. Some other race plans Gribbles is working on include a team relay race between Topeka and Manhattan and a Wanamaker Mile, to play off the name of the famous track mile, to be held either at the end of track season next spring or the end of cross country season next fall. The race will be held on Wanamaker close to the store’s location.
Scott Cook, BCBS – Scott doesn’t anticipate a company event this fall through next summer but will keep the club apprised of any happenings or plans for an event.
Gene Howarter, Combat Air Museum Fast 5K – Gene’s race was held this past weekend. He thanked the SSRC for their help and said that Norma had the results completed before he finished handing out door prizes. The CAM 5K is always held the last Saturday of September, which in 2012 will be September 29.
Russ Willis – Russ said he and his wife have been dealing with health issues, but that they are looking to once again get involved in 2012; they are hoping to revitalize the Lions Journey for Sight in the spring.
Amy Pinger, Girls on the Run 5K – Amy said this session is ending with a 5K in early December; they had over 81 girls this session.
Debra Ricks, Run for a Reason ½ Marathon & 5K – This year’s race is Oct. 8. She discussed the issues that arose from the groupon add, which enticed over 20 people to register today. She said a few people have contacted her saying they are upset at paying the full entry fee now that the groupon ad came out. There was discussion about how she should respond to those comments.
Artie Gonzales, Fiesta Mexicana 5K – July 7, 2012 will be the 34th annual race. For this year’s race, Artie went to the homeowners along the first two blocks of the course, introduced himself, and told them that the race route would be blocked off between 6 and 11 a.m. race morning, and what they should do in the event of an emergency. The race started as a community event on a Sunday afternoon at 3:00 p.m. The first year there were 12 runners. One year the race hit a 102 degree day, so the Sunday afternoon event was postponed to the following Saturday morning – that’s how the race came to be on a Saturday morning.
Paul Wagner, Run for Life – The race moved from its original date in late March to avoid the Brew-to-Brew, and now is held the first Saturday in April which tends to conflict with KC races. 2012 will again be the state championship 10-mile event.
Irene Owen, Lions Journey for Sight – Irene asked when the best time frame would be for the race; February and March were suggested.
Brad opened the floor for questions or topics to discuss. The topics discussed included:
· A race calendar for 2012 on the SSRC web site listing events as they are scheduled; a listing of races and race directors on the web site, with e-mail links to race directors (for inclusion of other race brochures in packets, etc.)
· Mallory invited all to have packet pickups hosted by Garry Gribbles Running Sports
· What is involved in getting a course certified
· Possible move by the city to charge more for police protection on race routes
· Insurance options for races
· Setting entry fees
· Promoting races
· Marketing Topeka races to the Holton Scramblers
It was agreed that these meetings are beneficial. The next meeting will be targeted for early spring 2012. Brad thanked all for attending.
]]>Attendees: Brad Rhoden, Marla Rhoden, Norma Weiser, Jared Durall, Mary Anne Durall, Becky
Arensdorf, Justin Chockley, Bryan Jobo
Chip timing system:
The Governors Cup will be time with MyLap chips this year. The board and any interested club members
can assist with set up and monitoring the race. My laps is providing the bib tags. We have an opportunity
this summer to see a few other races that are scorded with the software if we want. Look at run-Wichita
web site.
To move forward we need to assemble a list of everything (in addition to the timeing system) that is
needed to effecticvely set up a chip timing system in Topeka. We will also need to develop Guidelines on
the cost for using the system in a race and who will help with set up / tear down etc.
Norma downloaded new race software under a 30 day trial offer. Same cost as yearly upgrade for race
director.
Governors Cup supply list
Transition of Treasurer:
Brad and Justin completed the update but by making the change only Brad and Justin will have access
to the account as they voided the old signature card to put Justin on the account. Miscellaneous receipts
were provided to Justin. Justin is still looking to get some time with Hunter.
If anyone makes a purchase on behalf of the club notify Justin so he can keep the bank statement up to
date. We have approximately $12,000 in the account.
Next running in Topeka meeting:
Determine if we can have the meeting at Washburn again. MA to validate with Paul. Need topics and
content of meeting. Send out a save the date.
Labor your legs:
We have the facility.
Becky has the lead.
Promote on news letter and web. Breakfast and fun run. We had a number of door prizes last year.
Should we try that again? Send Bryan any details that need to be updated for the web and he will update
last year’s sight.
Invoice letter:
Minor changes were made and Norma now has an electronic copy that can be help on the timing PC and
printed off at the races.
Passports:
Get the self inking stamp to Norma.
Becky will get stickers for passports and additional passports.
WEB:
Develop a Race director link on web site
Set up membership list on site for race directors. It would need to be the version we send to vendors
so that we don’t release anyone’s personal information. Develop tools like instructions for participants,
generic registration forms, etc.that new event or race directors could use. Additional items discussed
include - info on bib timing, calendar of events.
Bryan is working on web and getting domain access.
Brad would like to see if club email can get sent to Bryan and Brad.
News letter:
August edition coming up, we should list out board members and contact information. Discussed adding a
birthday list and the need for articles at end of month need someone to take on the Focus on Youth.
Topeka to auburn-need to start planning:
Update the information on the cost of the race. Jared had an idea to do an award frame with a spot for
pictures and mail pictures later. Jared will contact Dick Ross and see what he can do. See what cost of
frame might be.frames 5x7. Western resources.com (hey have logo). Medals are still a go.
MA and Bryan can put together a template on what it might look like and bring it back to the group.
Next meeting will be at Iliff Commons August 14th. 5pm.
]]>Attendees: Brad Rhoden, Marla Rhoden, Norma Weiser, Jared Durall, Paul Wagner, Mary Anne Durall,
Becky Arensdorf
Chip timing system:
Brad spent some time observing the chip timing systems at his last few races. He noticed in some cases
people had their bib all wadded up as they crossed the finish line. It appears that if runners do this it
doesn’t record their time so most races have a manual timing system working in conjunction to ensure
they capture runner’s data. Some times runners just didn’t get recorded. As we look at a timing system
we need to give some thought to the impact to race type instructions and for the races we time we should
consider providing a formal instruction sheet with the bib. Additional discussion was had regarding
funding for the system, back up to the system, information provided in Brad, Paul’s and Jared’s research
regarding number of mats at start and finish (2each). Another back up option may be to video the finish.
Currently the only groups the club knows who used race director are in Connecticut and New Hampshire.
Yearly/ software upgrades will most likely be required - rare free. Discussed storage – we know of one
timing system that has 16 mats and decoder and can transport in back of ford bronco so don't need
trailer.
Board agreed that we need to move forward and then set.
Run score-race software
Misc Club Business:
Transition of treasurer to Justin still in progress
Norma needs a check for the races she has worked.
Running in Topeka- next meeting in august (around the 11th) send out a save the date.
Topeka to Auburn registration gift- All board members should spend time researching options and bring
ideas and costs. Next meeting start working on details. Registration 30, 40, 50 with members albe to get
a 25 early entry fee
Labor your legs Sept 5th Becky and MA. Becky will talk to Lisa about the pancakes.
New members – letters and passports up to date and posted on Web.
News letter-14 pages
Governs cup-6 people took advantage of club entry
Passport awards- need to get details regarding passport awards. Suggestions ranged from hat, zipper
pulls or bag tag, to shirt, jacket or sweatshirt. Jared will check into it
Consider an event at next meeting at Iliff Commons on the 10th of July.
]]>SSRC Board Meeting, May, 2011
7:00 p.m., Bakers Dozen
Attendees: Brad Rhoden, Marla Rhoden, Norma Weiser, Jared Durall, Paul Wagner, Bryan Jobo, Mary Anne Durall, Justin Chockley
Introductions and new board members:
Justin is interested in taking on the board position. Brad recommended Justin to take on role of treasurer. Brad will work on coordinating transition as well as moving forward with the transition of the back accounts and setting up time with Hunter. Hunter stepped into the Treasurer Role a few years back when the club needed assistance due to a departing board member. He did a great job keeping us going, but has a number of commitments. Brad has the April statement and asked Norma to pass on the May statement when received.
Bryan Jobo has been working on our web site to improve its general appearance and links to information. Bryan has offered to take on the position of Web Master, and work at maintaining the web site. Bryan has met with Charles, and will continue to work with the board to improve the site.
Chip timing system:
Brad compiled a list of questions regarding the chip timing systems we can evaluate; including items like reliability and accuracy. All system’s under consideration seem to be reliable within the range of99.5%.After looking at both mats and towers the board agreed that the mats have the best design to support a point to point race, without utilizing a gun start and chip finish. All systems still recommend clock timing as the back up. All systems are compatable with race director software and with online registration. Cost for the base mat system is $6000 x 4 meter mat. Sections of the mat can be purchased in 3 meter increments.
To support all local races we would need somewhere between 2000-3000 bibs per year. Board members agreed that the club should purchase in bulk to get the best possible price. Bibs are around$1 per bib; depending on the number of bibs ordered. (they are disposable.)
Paul talked to the rep from MyLaps and the rep indicated that the system is active with an organization in KC, that we can go observe. Paul will look into setting that up.
Brad will reach out to Dr. Iliff regarding the path we have explored.
Misc Club Business:
Race passports- need ideas on what to give people. Paul, Becky and Jared to work on ideas. Wind jackets, bag tags, socks, singlets, t-shirts, prizes for anyone who turns in a passport. The more a member does, the larger the prize.
Brand suggested that we look at changing the format of the race invoice. Move to Letter format vs an invoice. Letter needs to include race name, director name , price per participant , letterhead, and must be with timing equipment
Topeka to Auburn- American Heart Association- Marla received no assistance calling the local office. Brad will mention to Dr Iliff ito see if there is a contact we should be working with.
The Sunflower Striders are considering moving to a philanthropic platform, and working to establish a 501c3. Norma will contact members who might be able to assist. Mary Anne will provide some research,
Giveaway items for t2a. With our Anniversary run in 2012 we need to consider potential options for giveaways other than shirts. Think about items like gym bags,fleece vests, or jackets. Board members are encouraged to look for items and then bring samples to our next meeting. Also under consideration, is if we should add a sponsor to the race. Organizations like Payless/ Collective Brands.
Governor’s Cup-Sunflower State games will give Sunflower Striders a $5 discount. Look for other club promotions for local races like the Governors Cup.
Newsletter go out June 6th. Brad would like to see Bryan do an article about his transformation, Justin on being part of a running family, maybe Jared or Mary Anne doing something on prepping for the Relay. Need to get articles to Becky asap.
We discussed the web, linking to sites like the RRCA, and other organizations that support the local Topeka running community. Also discussed working with Lana on e-mail format to match the work Bryan is doing on the web. Bryan asked about links or feeds to and from Facebook. Brad directed him to Becky, who currently maintains our Face Book page.
Running in Topeka - The Club is hosting a meeting on May 19th for race directors, coaches, local business and organizations that support running in Topeka and club members. The idea is to provide a forum to discuss growing local races. Meetingheld at Washburn – Petro 220.
Jared will do lemon-aid and water for meeting. Paul will do treats. Agenda items should be sent to Brad.
Jared and Norma will work to include city policy and sheriff.
Next meeting will be held on June 5th at Bakers Dozens. Bryan will not be able to attend.
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Meeting Minutes
SSRC Board Meeting, March 13, 2011
7:00 p.m., Baker’s Dozen
Present: Brad Rhoden, Jared Durall, Norma Weiser, Becky Collins Arensdorf, Paul Wagner, Marla Rhoden
Picnic/fun run - This year’s picnic is scheduled for Wednesday, March 30, 2011, 6:00 p.m. – meet and run, 7:00 – eat. The meal will be provided by Dicky’s BBQ again this year, at a cost of $9.00 – 9.50/person. Kids count as ½ person. Attendees can RSVP by e-mailing Becky. We will plan to hand out passports that evening, so we’ll need to have a current SSRC membership list on hand. It was suggested that the club ask for a $5.00 donation from those attending. We will promote the picnic through Facebook, the SSRC web site, and word of mouth. Garry Gribble’s Running Store will provide giveaway items.
Upcoming races – we will plan to have passports and a stamp at each race, along with an updated member list.
4/2 – Heritage Christian School 5K – Norma will work.
4/8 – Run for Life kids run
4/9 – Run for Life 10 mile & 2 mile – Becky and Norma will work.
4/9 – Christ the King Spring Fling 5K
4/16 – Friends of the Zoo 5K – is being promoted as a fun run/walk.
4/30 AM – Run for Ronald 5K – Lake Shawnee – Norma, Rhodens will work.
4/30 PM – Law Day 5K – Washburn – Norma and Paul will work.
5/7 – Girls on the Run 5K – YWCA – Brad, Jared will work.
5/7 – Farley Elementary – Hunter will work. Roadrunner Hockey Team’s 5K is the same day.
5/14 – Spring Burn 15K & 5K – Fellowship Bible Church - Jared reported that things are looking good. It will be posted on Active.com the first of the week. Packet pickup will be at Gribbles’, and they will provide prizes. Elaine, Mary Anne and Jared will work.
5/14 – TCF Marathon – Marla and Norma will work.
6/4 – Boys & Girls Club – Becky will work.
Garry Gribble would like to promote/establish local races. Suggest that he bring back the Cedar Crest Classic in the fall.
Prizes for those accomplishing racing distances – Brad shared the promotion idea with Garry Gribble and that the club plans to give prizes, possibly something from the store: maybe a shirt for the 1st level, cap for the 2nd, socks for the 3rd. Brad and Garry discussed possibilities.
SSG wants to hold a night race through Winter Wonderland to benefit TARC and SSG, to start/finish at Reynolds Lodge – Brad suggested they consider New Year’s Eve.
Newsletter – The plan is to publish/mail the next newsletter after the picnic so it can include an article detailing the “racing passport,” also an article regarding the TCF marathon. We should have newsletters available at all races.
Web site – Brad asked all to proof the Topeka to Auburn information. Also, please forward all race details to Brad so he can post them to the web site. Brad has updated the web site somewhat, but we still need to get Mitchell Ummel involved to “clean up” the web site; we want it more user friendly if we find someone to take it over.
Singlets – The best we can do now cost-wise through Gribble’s is a 20% discount, so the cost for each would be around $25. Quantity and sizing has been a problem.
Donations – It was agreed that the following donations would be made from club funds: $250 to SSG, $250 to WU marathon class, cost of 14 shirts for the TCF marathon.
Funds – Discussion to put some money in an interest-bearing account was postponed until Hunter (treasurer) is present.
Miscellaneous – Jared did some research on options for timing equipment. He will contact Dr. Iliff about scheduling a meeting with the interested parties for further discussion on Dr. Iliff’s proposal to purchase timing equipment for local use.
Brad suggested that the extra $25 received from the SHHS 5K from Jeannette Luedkte be used to extend her club membership through next year.
Next meeting - 4/10, 7:00 p.m., Baker’s Dozen.
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Meeting Minutes
SSRC Board Meeting, April, 2011
7:00 p.m., Classic Bean
Attendees: Brad Rhoden, Marla Rhoden, Norma Weiser, Jared Durall, Paul Wagner, Hunter Munns, Mary Anne Durall, Special Guest Dr. Iliff
Club Business:
Discussed donations to the following organizations and Hunter provided checks.
Donations to the Washburn marathon club. $250
Donation to the sunflower state games. $250
Recap of picnic and fun run.
Discussed attendance at the event and how to target members in order to increase participation. Consider doing a targeted email. Do some cross marketing, Could we do more to get schools involved and increase the number of young people we reach? Consider looking for some different dinner location or moving to a different day of the week as mid week during school is difficult for families, consider Sunday from 2 or 3 in the afternoon.
Race schedule next month and a half.
We are not timing the Friends of the Zoo which is a non competitive run.
Nothing on the 23rd
30th run for Ronald - Norma waiting for details Brad and Marla will help
Law days 5k in pm - has about 50 entrants Norma needs help
Girls on the run on the 7th - annual run Norma, Jared and Mary Anne to help
Farley on the 7th - fun run - look to make it an annual event. Use as a fund raiser. Chris Walton is the race director, teachers and parent committee, backed by principle. They are going to handle independently and see how they do on their own. We can try and help next year. Might want to consider Farley if we do approach schools to merge the runs and form larger races to help increase participation.
Spring Burn - early cut off is May 1st. Packet Pick Up is 4-8 on May 8th. Norma will enter registration data. Elaine will help get timers/finish line. MA to do packet pickup, Paul might help,
Run for Life - 1st weekend in April 2012
Misc:
Brad passed out additional news letters and copies of runners and triathletes
Garry Gribbles Running Store – Had a great run from Gribbles this month with over 25 participants.
Wednesday is earth day and we will be doing trash pickup. Hunter may try to bring the trail group to help out.
Brad would like us to review the web site and provide comments on what needs to be done. Homework assignment for all. Web site brad is thinking about changing the online service.
Topeka to Auburn 30th anniversary, need everyone to come up with an idea. A vest, hooded sweatshirt, bag, look for costs and see if you can find a sample or picture of the item. Depending on the cost we may want to do a quantity. Maybe to offset cost we will only get them for runners and then give volunteers something else. Look at changing prices, 30, 40, 50.
Norma had an idea about going philanthropic. Could we do something with the cancer association? Dr Iliff suggested the heart association. Marla said she will contact them.
Focus on youth article for next new letter - Hunter is writing, looking at doing something on trail runs or maybe Farley
Special Event:
The club was recently approached by Dr. Iliff regarding the purchase of a chip timing package. The purchase of this system makes sense if we want the running community in Topeka to keep pace with the races in surrounding communities. The purchase would need to consider the types of tag/chip and be able to support local races with 100- 1000 participants. A discussion was held on options and purpose as well as discussing how we can help promote the use of Iliff commons and increase race participation in general. Next steps- We would like to meet with Garry Gribbles or his team (they are also interested in expanding races and events in Topeka) and an open group of local race directors, coaches and individuals like Dr. Iliff to meet, discuss, and develop next steps on what we can do as a running community to increase participation; aim for the third week in May. Mary Anne will coordinate.
Next Meeting: Bakers Dozen 7pm May 8th
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Meeting Minutes
SSRC Board Meeting, February , 2011
7:00 p.m., Pizzagles
Attendees: Jared Durall, Norma Weiser, Brad Rhoden, Marla Rhoden, Becky Arensdorf, Hunter Munns, Mary Anne Durall,
Review Topeka 2 Auburn race
The event was very successful with over 350 registered.
42 @30
172 @35
135 @ 45
Combine all comments - board members will e-mail Mary Anne so she can combine feedback / comments
Report on Final expenses
General Club Business:
Bank account currently has $13,000. Board members discussed resolution to add $5000 to a race emergency fund in case we need to cancel a race due to weather. Resolution passed.
Discussion on routes, marking the routes, running from gribbles
Norma asked the board to approve updating timing software. Resolution approved.
Discussed purchasing a 10 key side pad for timing system as well as discussed chip timing. All agreed that we should set up time to talk to Dr. Iliff as well as the broader running community to see interest in a chip timing system as well as growing races in Topeka.
Timing services for 2011 - All races will be at 50 cents per entrant for strider members and $1.00 per entrant for non-members.
Next Meeting: March 13th, Bakers Dozen 7pm
]]>January 2011 Meeting Minutes.
Attendees: Paul, Jared, Norma, Brad, Marla, Mary Anne, Becky, Hunter
The meetings focus was on preparation and remaining activities for the Topeka to Auburn Event but a few general topics were discussed:
T2A General updates:
Dick Ross asked that we put his logo on our site
Packet pick up Friday 5-7at Fairlawn
Pickup at brads Thursday
Access to building at 4:30
Inside the location where the cake and candy store was. Randy and Mike Corkwin has it set Becky confirmed this past week
Fairlawn will open it at 8 am Saturday
Asked for 14 tables and 16 chairs will ask for extra chairs
Fee is up to $45
If we take checks get a phone number
Packets are in numeric order – need an alpha list
Men get large socks women get medium
Volunteer check in is at a separate booth
Have 43 vests for course marshals as well as finish line people
1 person at each aid stations should have one (4-6)
Race registration is at 9am
Norma needs parade permit and will collect money
Get Vivian and team to clean up Fairlawn and get items to finish line
Can drop off supplies at Fairlawn Friday night
Water for finish
Bananas at finish to school with pretzels
6 gallons of OJ to school
Bring GA and tables by stop sign with the coolers to keep at room temp
Washburn kids will take care of it
Set up bag drop table at west doors.
Brad found a bunch of old finish line bags
Kenny and Lana will transport
Allen Simon will control parking on the west side of the building
Clarence will be Sag
Make sure runners get the correct size shirts – XS are really xl youth
Order Port a Potties – even if we have to give to out of town service. – NW corner by dumpster
Brad would like to meet Dane and other gentleman who will help. Dane will bring some items and Norma will bring first aid kits. Add John to the contact list
Normal will have Scott get the clock to finish line. Nick and Scott will assist with the finish line. Mitch Gross will bring out the finish line structure. At min we need cones and finish chute bring pop-ups
Last bus will leave at 10:30. Paul has all signs and list of volunteers
Results – loosely written instructions and procedures…. Need to forward copies to MARA and post to web site. Paul will help post on Sat.
Awards ceremony at 2pm – Brad will announce
Some one will need to help handing out awards and passports- good time to stamp
Brad talked to Garry in Lawrence for certificates – 25% this time and 20% in future because club members get the award and the 20% for being members. Went with 75, 50, 25.Overall get entry waived next year.
Send thank you cards to sponsors (Becky - need List)
Passports:
Order self stamping stamps
Jared and Becky need to make sure the passports get stamped
Becky will make a sign
General Club Business:
Membership Acknowledgements – welcome letters Jared and Mary Anne can get the letters and passports out.
Go back to new members as at 12/2010 and send
Update renewal form with section for employer information
Brad nominates Jared to be the Vice President – second Norma – passed.
Hunter is looking for someone to take on Treasurer role although he will continue to help and participate
Need to add MA a card and add to signature card to help with Treasurer Transition
Picnic fun run – March or early spring – March 30th – Catered meal
Jan 22 Google run
Polar Plunge timing
Web site – needs work
Hunter working with Ben Holmes on some trail running initiatives. Beginners run on Shunga trails, rock creek,
Spotlight and profiles for the news letters – Feb 1st spotlight.
Remember to discuss Let’s Help at next meeting
Next meeting to the 6th of February 5pm Pizzagles
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Attendees: Paul, Jared, Norma, Hunter, Becky, Brad, Marla, Mary Anne
Thanksgiving Fun Run
· arrive 7:15
· Durall’s: Discuss supplies Coffee, Cups, Hot Coco, @ gal’s OJ,
· Everyone do muffins, couple dozen Bagels
· Paul / Becky Pastries
· Collect Canned goods or donations to Let’s help
· Have Newsletters and entry forms for T2A
· Promote Christmas Family
2011 Promotion:
· Jared - brought notes and lead discussion on idea for race promotion
· Discussion on how best to put the program together. Include races that we sponsor for running or placing or volunteering. Award top 12, draw for a grand prize. Keep it to races and fun run events like T2A, Run for Life, Tails on the Trail, Kaw River, Run for a Reason,
· Jared will work to fine tune in time for December Newsletter.
Misc:
RRAC
· Janice W. would like to meet with the club after the Topeka to Auburn. Open items for discussion are: the state championship, Web site, news letter (nominate our news letter),volunteer nominations, club activities on Facebook.
Newsletter
· Need details for the news letter by the 28th
· Adopt family
· Try color photo
· RRCA
· T2A
Races:
Let’s help – Pancake feed with Race on Dec 11th
Law day 5k april 30th
Run 4 Life – April 9th
Christ the King - may be April 9th
Tails on Trails -1st weekend in Nov
Run for a Reason - Oct
Timing 2011
In 2011 we will charge for race services:
· Strider members 50 cents an entrant
· Non Members 1.00 dollar per entrant
· Invoice – Get copies of Standard Invoice with fillable area to keep with timing equipment so that the invoice can be handed out at each race by the timers.
Membership
· Members will receive a pair of running socks with membership for 2011 which is due in January
T2A
Updates to task lists
Brad and General discussion:
· T2A mailing list – mail to non members ready to go
· Mailing list down to 750 took out strider members and duplicates
· Active.com is live
· Send out free entry to last years winter
· Got 1500 application printed (white)
· Shirts are ordered
o Silver with green
o Men’s sizes
· Socks are ordered, 300 for race
· Help to distribute:
o Mail to out of town running stores (Becky)
o Rebound
· Awards will be gift certs from Garry Gribbles (discount)
o Over all 100, 75, 50
o Masters 75,50,25
· Everyone should review web pages
· WIBW – Brad talked to Amy about promoting on air.
· Packets
o Rebound donated tote bags
· Need bibs – 22cents per bib
o Becky and Brad will check online and at running store
· Dick Ross will do Photo’s
· Hyatt- add to web site – 79$ rate
Becky’s update:
· Form ready
· Signage printing
· Confirmed with Fairlawn plaza use of the mall for packet pick up (Friday 5-7) and race day
· Parking to the south by eagle
Hunter:
· Working out system with Norma. Norma will pick up from PO Box and pass on to Hunter
· Weekly e-mail to MA for renewals
Norma:
· Mugs – waiting for logo on mugs – take out to school on race day
Marla:
· Working on volunteers: Topeka High and West are confirmed.
Mary Anne’s update:
· Update of participant instruction posted
· Finish line refreshments last task
· Medals ordered $762. To be shipped around Dec 12th
Jared’s Update:
· Waiting on Insurance for Parade permit
· School Confirmed
· Church okay with use of lot
Paul’s Update:
· Waiting for Bus confirmation
· December 12th 7pm
]]>Attendees: Paul, Jared, Norma, Hunter, Becky, Brad, Marla, Mary Anne
Labor Your Legs Close out discussion:
Review of Parks and Recreation notification that we have the Shelter house for next year’s labor your legs
Mary Anne to hold letter and contract
T2A
Brads update:
· Socks reviewed
· Shirts – Jared will look locally into getting shirts. So far Mizuno hasn’t responded.
· Gribble’s has offered to work with us
· Registration – Brad waiting until we know on sponsorship to post on Active
· Charles got updates for web site pages.- review and see if we need to make any other changes
· Promotion :
o put in paper,
o work with local media or members in local media
· Dick Ross for photo’s - will check on cost for Dick Ross
· Examples of the promotion bags check with Dillions and HyVee to see if they will contribute bags
· Entry forms need to decide on quantity to print. Hunter to get list send out form for everyone to proof
Becky’s update:
· Form ready
· Bring signage to next meeting or e-mail
· Follow up with Fairlawn plaza for use of the mall for packet pick up (Friday) and race day
· Becky brought color chart group selected Pantone 349 or 3425
Hunter:
· Hunter will mail out list of participants
· Account value is $8000
· Next meeting Hunter and Norma will work out schedule for getting entries out to each other
Norma:
· Good with her items she is going to work with Charles on how to post
· Has copy of Volunteer list
· Set on aid station – have Topeka West, Topeka High, need to follow up with Rural, team in training want to do something at the finish line
Mary Anne’s update:
· Norma has a contact that would do the printing on the mugs – Norma will follow up with costs; Becky has race logo
· Update of participant instruction out in next week
· Added finish line refreshments to list of tasks
Jared’s Update:
· Go to Straight water for water at Fleming Place – have the jugs 20 gallons at each aid station with 1 - 5 gallon for GA and 2- 5 Gal for
· Contact with school has confirmed that they are having pancake feed
· Jared talked to someone at the fire dept to look at having a paramedics
Paul’s Update:
· Bussing – Matt from Lawrence 979-5587 - $110/hr 1 bus 35 1 bus 50
9:20 – 9:40 – 10. Can we stager, can we do it in 1.5 – 2 hrs
· spent $400 on bussing in 2010
Misc Updates:
· Brad will contact Mitch regarding finish line
· Awards – give merchandise
· More detailed meeting set for next month
2011 Promotion:
Jared - next meeting to bring notes and lead discussion on idea for race promotion
Misc:
· Spring Burn (April 9th) –
· Looking for sponsor
o FBC – sponsor the race and incorporate into a race promotion
· April: Christ the King (9th)
· July: Fiesta, Gov Cup, Cross Country
· Race Results: Norma - good job getting results posted. Comp Norma 50% of value
· Bank of Commerce and SB contacted Marla on potential 5k’s
· Thanksgiving fun run – we have the clubhouse at Sherwood
o Coffee – hot chocolate – orange juice – donuts – bagels – Becky will take lead.
o Collect canned goods for rescue mission – Becky will add in
Becky will update on line notice
· Hunters trail run had 30 kids and parents show up – last week 18 kids 30-40 with parents5:30 on Tuesday
· Christmas Family – need to take collections Becky will be in charge
Races left in 2010 for timing services:
· Let’s help needs race director
· Tails for Trails
Banking:
· Received payments from Combat Air, Washburn Alum, Seneca
· Account Receivables
o Mary Anne to send bill for Run for a Reason: 77 participants
]]>Attendees: Norma, Jared, Mary Anne, Becky, Brad, Marla, Hunter, Paul
Labor Your Legs Recap
Kids and Family trail runs on Tuesday nights (Hunter)
· First run had 6 kids and 10 adults participate
· Lana will send out notice in e-mail
· Add to Web site - Newsletter
· Time: 5:30pm
· Location: Cedar Crest
Clothing is available to order through Brad.
Munns Picnic
Fun Run at Lake Sherwood
Membership
Upcoming
Wellness fair – Washburn room in union 11-1:30
Washburn Alum – 9/18Norma, MA and Elaine to help
Combat air –Brad and Marla
Run for a Reason – Norma, MA
Tails on trail – Hunter and Becky
Let’s Help – December race – details pending
2011 Race incentive program
Jared’s idea for race incentive
Misc
Topeka to Auburn