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You are here: Home minutes 2012 SSRC Board Meeting August 2012

SSRC Board Meeting August 2012

Board Meeting                                                                       8/12/2012 - Planet Sub

Attendance :  Brad Rhoden, Marla Rhoden, Norma Weiser, Jared Durall, Paul Wagner, Mary Anne Durall, Becky Arensdorf, Jack Galan, Mitch Phariss, Chris Stewart (The Bridge)

Addition to Board

Mary Anne Durall was nominated for position of Treasurer. A group vote was taken. Mary Anne is now the Treasurer.

Mitchell Phariss was nominated for position of Secretary. A group vote was taken. Mitchell is now the Secretary

 

Bridge of Topeka

Chris Stewart, Bridge of Topeka, introduced himself to the group. Brad advised SSRC will donate most of race profits with a minimum amount of $500 to Bridge of Topeka. Discussed donation line be added to the online entry, with concerns about added cost. It was suggested that we provide a link to Bridge of Topeka. They currently don’t have a means of accepting donations online, but they are working getting a PayPal method payment setup.  Chris agreed to have volunteers man an early aid station, but with some  concerns about cold weather. Chris will pursue corporate contacts and other organizations that may be able to provide assistance and volunteers. He also asked for any leads we might have in respect to corporate donations and volunteers. Mary Ann recommended a separate meeting with Chris to create a corporate sponsorship letter. It might be best to approach sponsors toward the beginning of the new year when budgets are being established.

Meeting minutes

Mary Anne proposed each board member, prior to the monthly meeting, read the minutes from the previous meeting. The minutes may then be accepted or amended as needed. The minutes are available on the website. Paul made a motion to implement reading the minutes prior to each monthly meeting. Mary Anne seconded. Motion passed. The July meeting were also accepted.

Treasurer

Mary Anne created a spreadsheet that details Income and Expenses. Group members were emailed copies prior to the meeting.  Mary Anne recently attempted to download transaction details from the bank, but was not able gain access to the report. She will work on getting that.

Bank

SSRC has been having service problems with Bank of America. Brad recently asked a bank representative for information; two weeks have passed without a response. They have failed to correct member address information. Considering the recent problems, the board agreed that it might be in the best interest of SSRC to change banks. The decision to  change banks was tabled till the next board meeting.  Mary Anne will research various banks and present her finding during the next meeting.

Storage Unit and Trailer

Brad recommended a 10 x 10 unit once we receive the flags.  There is an inventory sheet on site to help track equipment. Timing fees may need to be changed to help offset the additional cost of the storage unit. In addition, the current trailer is inadequate for the current needs, therefore it should be sold.  Norma knows someone who is interested in purchasing it for $500.00.

PO Box

Justin Chockley or Hunter Munns has one of the PO Box keys.  Brad will check with Hunter and determine the status of the key and the account in general.  Mary Anne suggested she continue to update the membership list as payments are received; no objections.

Web site

Responsibilities for adding content: Mitch - Monthly Board Meeting Minutes; Becky – Newsletter; Norma or Jack – Race Results;  Brad – Upcoming Races. Brad proposed that each board member take one month and post an article to the front page of the website. Jack reports that the Race directors tab and MARA link are active.

Newsletter

No feedback on the electronic newsletter, yet. The digital version and the print version require different formats. Becky to create a print version and send to Brad.  The latest newsletter had less content than in past. Brad suggested that board members provide more content so that Becky is not over burdened with coming up with content.

Passports

All or any SSRC stamps should be given to Norma, since she will likely be attending the races.

Labor Your Legs

Copies of the flyer have been posted throughout Topeka.  Board member assignments were discussed. Raffle items include, race entries from Washburn  Alumni Run,  Manhattan Marathon, and Topeka to Auburn.  Left over items from other events can be used. Brad asked board members to solicit other items.  Entry forms from other races need to be obtained.

Pancakes are on the menu this year. Pancakes is the most economical means of feeding 200 plus race attendees.  Jared will look into renting griddles. It was recommended we reach out to fellow members who might be willing to provide food like fruit, coffee, and casseroles.

 

 

Topeka to Auburn

Brad reviewed preliminary income and expense spreadsheet. The course has been measured; waiting on official certification.

Once the map becomes official, it will need to be posted on the website. A new poster sized course map will be on display the day of the event.

We have 13 commitments for feather -flag mile markers. We are waiting on logos from Washburn Running Club, Run For Life, and Topeka Organ Donor. The cost is $175.00 per flag, stands are $50.00, after tax cost is approximately $250.00. The cost of the flags is considered a race expense.

When the proofs are available, Becky will send out an email to each organization. This email will likely initiate a payment from that organization. The race tab will include links to sponsor websites.  Sponsors who wish to provide “packet stuffers” should provide those items by December 1, 2012

Discussed options of offering membership discounts and race discount for club members.  Decision tabled until the next meeting.

576 caps have been ordered, waiting for confirmation and invoice. To save cost, Brad, asked for notification to pick up instead of shipping.

Discussed option of giving  gloves instead of T shirts to  volunteers.  Providing gloves would eliminate the added cost and problems associated with shirt sizes. The decision was tabled till the next meeting.

Awards – confirmed Gribble’s certificates for overall winners. We need to decide what we want to do with age group awards. We need some ideas.

Paul agreed to create an “equipment agreement” for the feather-flags . The agreement is intended to hold race directors accountable and ensure the proper care and return of the equipment.

Bib tags will eliminate as many as 8 volunteers at the finish line. The race entry fee cost should be raised to cover the added cost.

Registration entry form - fees - $35 club members, $45 non members, $60 late, after December 31, 2012

Medals-  Mary Ann will work on getting the medals. She will check with Hasty as a supplier.

Pasta Dinner -Discussed RSVP option on race form.  Volunteers who offer their services for the race may be offered a free or discounted pasta dinner.

Lodging - $89 rate at Hyatt Place

Promotion – Brad suggest ad in Master Pieces in December, perhaps an additional month, for cost of $150 each.

Volunteers - It’s not too early to start recruiting, minimal at finish line, additional other areas, transport from finish to school?

Clock.  Norma suggested we have our clock active also. Marla mentioned that last year, she spent considerable amounts of time recruiting, especially in the last few weeks. She will not be able to offer as much of her this year due to work demands. Mitch offered to help with some of the recruiting.

Entry forms will not be mailed this year.

Motion to Adjourn, seconded and passed.

Next SSRC Board Meeting Scheduled September 9, 2012

2017 Members

Dave, Alexa, Nadia Alden
Michelle Andrew
Miguel Arellano
Adam & Becky Arensdofr
Tom & Joleen Arnhold
Mike BakerNatasha Bangel
Stacie Baquero
Virginia Barnes
John & Lila Bartel
Katie Baylie
Ivan, Zach, Brianna Beach
Matt Benaka
Megan Bergquist
John & Lettitia Bernard
George Bernheimer
Bre Berroth
Lana & Bob Best
Lynette Biehler
Holly Blick
Ben Bradshaw
Kevin Brown
Anthony Bryan
Steven Buckley
Brian, Amanda, Tyler Budden
Nick Buek
Jacob Bull
David Burgoon
Suzanne Burris
Michelle Carson
Rudy Chavez
Debra Christian
Nick Clair
Brad & Pam Clark
Scott & Rebecca Cole
Andrew Connery
Scott Cook
Chris Cozadd
Cassie Criger
Christine Cunningham
Reagan Cussimanio
Mandy Davis
De La Pena-Goldsmith, Lizette
Kathleen Deeter
Rick Deibert
Heiko Detlefsen
Joshua Devlin
Sarah & Daniel Dodson
Robert Downing
Mary Anne & Jared Durall
Tom Eck
Jonathan Edralin
Jim & Ethel Edwards
Patrick Eldringhoff
Joseph Eldringhoff
Mark Elliott
Michael Erwin
Taylor Evans
Larry Everly
Neal & Karen Farron
Heather Fay
Dana Ferrell
Vince & Leanne Finney
Mark Fisher
Jim & Susan Fitzgerald/Botkin
Lloyd, Lisa & Rebecca Fleming/Johnston
Casey Ford
Alisha Francis
Todd & Brandi Gaddis
Jack Galan
J.C. Garcia
Mimi Gardner
Shaun Gardner
Marty & Julie Garren
Jane and Russell Greene
Garry Gribbles - Tom Truhsdale
Garry Gribbles - Steve Sell
Garry Gribbles - Mckensie Bevins
Garry Gribbles - Cassie
Garry Gribbles - Monica Schragg
Garry Gribbles - Joe Schragg
Greg Gaul
Larry & Elaine Gill
Angie Gleason
Artie Gonzales
Dreher Goodrich
Justin & Leslie Gordon
Kelley Gorman
Lindsay Gress
James & Linda Griffin
Cathy Grisham
Rocco (Edmund) Gutierrez
Cheryl Haefele
Ryan Haefke
Ryan Hahn
Roger Hambold
Richard Harmon
Micah and Meagan Hawkinson
Irene Haws
Kristen Hearrell
Marcia Henderson
Kiley Hickock
Misty Hight
Denis Hill
Scott Hirschi
Laura Hoerman
Ralph & Kay Howard
Dale Hubbell
Chelsey Huddleston
Karla Huffman
Al Hunt
Sarah Hunter
Jeff Huss
Patty Hylton
Doug & Dorthy IIiff
Steve Ingersoll
Matthew Ishkanian
Dan & Tracie Inman
Michael Jamison
Mark, Jody, Sterling, Chase Johnson
Bo Jones
Lezlee, David Kylie, Allie Jones
Tracy, Peter, Morgan, Tyler Jones
Alicia Julian
Andrew & Rachel Kapp
Kim Keen
Larry Kietzman
Jamie Kim
Karin Kingsley
Ashley Koch
Kevin Kulm
Daniel Kurtz
Dan Lara
Clay Lang
Dennis Lawlor
Myron & Tandy Leinwetter
Tom, Karen & Ava Lemon
Jan W Leuenberger
Jason, Glenn & Glenn Lewis
Rebaecca Litvak
Laura Liggatt
Phillip Livingston and Eun Jin Kim
Jaclyn Long
Cassie Madden
Jamie Mauer
Robert, Glenda Michaela McCanliss
Jill McCartney
Dan McCollum
Steve McGaughey
Nancy McKenzie
Candi Meerpohl
Elijah Mendez
Abby Moore
Richard Morgan
Lisa Mortiz
Heather Morrison
Justin & Vanessa Moss (Steinroetter)
Hunter Munns
Tracie Neill
Dave Newbery
LeTiffany Obozele
Tim & Meredith Owen
Thomas Ortiz
Dwight Parman
Rachel, Dave, James, Matthew Peck
Nancy Perth
Greg, Kelly, Shelby, Quinn, Carley Pert
Tamara Peterson (Miller)
Abi Phelps
Claire Phillips
Shane Plemons
Gary Pratt
Jim & Jan Price
Tony Rake
Jory Reedy
The Regnier Family
Brad & Marla Rhoden
Bethany Richardson
Brent, Luke, Isaiah, Rebekah, Gabe Roper
Angela Roberson
Lesa Roberts and Rick Beattie
Michael Robins
Ashley Robinson-Evans
Maria Rodriguez
Margie Rogers
Vickie Rogers and Dan Rethman
Donna Romans
Yana Ross
Brent, Luke, Isaiah, Rebekah, Gabe Roper
Kjrsten Ruch
Elena Rusche
Sean Rutter
Andy Sample
David Sanchez
Suzanne Sawyer-Burris
Tanya Scott
Jacob & Sheena Schmidtlein
Tim Schmitz
Peg Schultz
Spencer Share
Bobbi Shinn
Debbie Simecka
Monica Smith
Eric & Vicki Smith
Rashawn Smith
Robert, Nici, Angelica Soria
Doug & Kathy Stacken
Lon Stanton
Charles & Christine Steinkuehler
Scott Steward
Ken Stone
Ronald & Linda Strader
Iradj Stroble
Liatris Studer
Vossler and Lynette Stueve
Steve Stumbaugh
Thad Sullivan
Michelle Terry
Kristen Thiessen
Barb, Leigha, Ron Thomas
Josh & Jacquelyn Thompson
Ken/Jan Tillery/Escola
Tammy Tipton
Bill & Reagan Tofflemire
Kelly Tosh
Kermit Trout
Scott Umsheide
Roger Underwood
Sarah Vincent
Vicki Vossler & Lynette Steuve
James Wabaunsee
Bill, Brenda, Emily, Billy, Abby, and Sophie Wagemaker
Joe Wagenblast
Paul, Tracy & Marissa Wagner
Vicky Walters
Jarod Waltner
TaNiqua Ward
Deanna Warner
Israel Wasserstein
Joshua and Skyler Watson
Les Watson
Monte Weathers
Jane Weiler
Frank Weinhold
Norma Weiser
Bob & Sharon Wenger
Becky Wessel
Kathi West and Sue Hamlin
Rosemary, Les, Rosalie Wilkerson
Don, Kim Erin Wilson
Jackie Williams
Tim Willingham
Sara Wood
Nick Xidis
Bryan Yowell
Jason & Katie Yuhasz

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