SRRC Board of Directors Meeting 07/08/2025
I.  Call to Order/Roll Call
The meeting commenced at 5:32 p.m. at Prairie State Bank & Trust.
The following directors were present, constituting a quorum:
Heather Sharpe, Bronwyn Leach, Jon Valuck, Vanessa Williams, Jon Popovitch, Rexann Whorton, Scott Leopold, Nancy Ferguson, Teresa Pisula, Holly Dahlquist, Sarah Sagmoen, Kenzie Anderson

II.  Officer/Director Reports
A.  Secretary's Report (Vanessa):
The minutes from the last meeting were circulated in advance of the meeting via FB group for review.
Sarah moved to approve the minutes, Jon P seconded the motion, approved by unanimous vote.

B.  Treasurer's Report (Jon V):
The balance sheet as of 07/08/2025 was circulated at the meeting for review showing the following account balances:
	Total: $105,003.36
	Lincoln Half: $35,425.60
	Operating: $2,355.04
	Petty Cash: $0.00
	CD: $40,000.00
	Savings: $27,222.72
	Other Current Assets: $0.00
The profit and loss statement for 01/01-07/08/2025 was circulated at the meeting for review:
	Total Income: $106,893.08
	Total Expenses: $134,688.53
	Net Income: -$27,795.45
Holly moved to approve the report, Scott seconded the motion, approved by unanimous vote.
Obtained 3 quotes for tax return preparation going forward. Proposal made to go with Manny Mikaelson, MBA, EA with TPH Strategies. Teresa moved to approve the proposal, Bronwyn seconded the motion, approved by unanimous vote.

C.  Membership Report (Jon P):
Total of 517 members as of 07/08/2025, breakdown as follows:
Individual/Adult – 277
Family – 234 (represents all members under a family account)
Student/Youth – 6
We are down 25 overall from last year, which Heather states has been a nation-wide trend while no decline in race registrations.

D.  Special Programs Report (Teresa):  
Yoga for Runners (6/14) – Yoga was fun. Had 25 participants. Went slightly over budget at $330 instead of $300.
Ice Cream Social & Run (7/29 5:30 pm) – Update after meeting, Tacology closed effective immediately, so plan is now to meet for running at Taki Taco followed by ice cream social. All club members only will have their ice cream paid for by the club. Proposal made to cover the cost of an ice cream taco for all members in attendance. Jon V moved to approve the proposal, Rexann seconded the motion, approved by unanimous vote.
August social – TBD
Destination Race (10/5) – Plans in progress

E.  Other Reports: 
Newsletter (Rexann) – Electronic newsletter recently sent out. New information given from Capital Blueprint that printing must be done in multiples of 4 pages, so there will need to be some formatting from the electronic form and this season’s newsletter will have a non-bound page in the middle. Going forward will plan for this. Difficulty in retrieving information from RunSignUp in regards to mailed newsletter. Tentative release of next newsletter in late September/early October.
Website (Holly) – Website updated.

III.  Race Director Reports
A.  Lincoln Presidential Half Marathon (Randi/Brookelyn): No report.

B.  Women’s Distance Festival (Carrie/Melissa): 
Race next Saturday. Currently have about 300 registrations for the 2 miler and the kids run.

C.  Parade Run (John Stearns/Carrie): 
Plan for increased promotion for the next month leading up to the race, including a radio appearance.

D.  Abe's Amble (Heather): 
Currently at 463 registrants. Swag and shirts ordered today. Shirt guarantee coming up. Recent FB post to remind members of upcoming price increase for the race. FB post also went out on Abe’s Amble page of this year’s packet pickup being an expo at Erin’s Pavillion.

E.  Frostbite Festival (Kristina): No report.

IV.  Program Director Reports
A.  Abe’s Army 10K/5K (Meredith): 
Going strong. Heather reports numbers down from previous years. Paul Boatman emailed in asking about paying for popsicles on his birthday on 7/21; email forwarded to Meredith.

B.  Speed Work (Scott L via Heather): 
Going well with good groups each week who seem to be enjoying the workouts. Would like to hopefully implement Race Day Check In for virtual check in next year.

C.  Half Wits (Teresa P/Reier): No report.

D.  Frost Toes (Scott L/Travis): No report.

E.  Triple Crown Challenge & Mini Challenge (Holly): No report.

F.  50K Throwdown (Heather): No report.

V.  OLD BUSINESS
A.  New Club Banner/Table Skirt (Holly):
Full agreement on the banner with stand using the blue with white font and the running crowd, confirmed again at meeting with agreement of all board members. Holly got quotes for fitted tablecloth of $467.68 (72” x 30” x 29”), discussion on specifics concluded on getting the tablecloth in the same blue as the banner and our club logo in white. Heather made the proposal to fund the purchase of the tablecloth. Sarah moved to approve the proposal, Scott seconded the motion, approved by unanimous vote.

B.  SRRC Kids Fun Run (Nancy):
Date set for 8/6. Kenzie is going to work with Nancy on organizing the event. Plan to give out frisbees with the club logo to run participants (100 at $2/each = $200), providing watermelon/popsicles and water via coolers with paper cups for refreshments (~$100). Proposal made for $300 budget for the event. Jon P moved to approve the proposal, Holly seconded the motion, approved by unanimous vote. Plan to use old medals for awards; Heather offered multiple old 50K throwdown medals that she currently has. Plan to use Wix events to allow for registration of the kids participating; Holly to help set up. Will need to coordinate items from shed with Scott (e.g., coolers, cones, etc.). Consider honoring Jack at the beginning of the event.

C.  SRRC Operations Manual Progress (Heather): 
Position descriptions still needed from Nancy, Jon P, Heather, and Bryan as of the board meeting.

D.  Safe Sport Training Progress (Heather): 
Certificates of completion still needed from Rexann, Kenzie, and Jon P as of the board meeting.

E.  BibBoards Progress (Bronwyn): 
They are in and handed out to board members at the meeting. Discussed different avenues of distributing to club members, and agreement was reached that they would be distributed at a different table at the Abe’s Amble Expo with checklist to ensure proper pickup. Several board members offered to help.

F.  50th Anniversary Banquet: No report.

VI.  New Business
A.  2026 Race Director, Training Program, or Board Positions:
Meredith has expressed desire to step down as director of Abe’s Army. Kenzie has talked to Meredith about phasing into the role. Bronwyn and Vanessa expressed plans to leave their board positions (vice president and secretary, respectively) at the end of this year. Plan to email members to see if other members are interested in becoming involved.

B.  Other: 
Bylaws Updating – Committee is working on changes to the bylaws, including elimination of print newsletters except in rare exceptions, to discuss at an upcoming board meeting. Will need to send out notice of all changes being made to the bylaws before the annual banquet where the changes will be voted on by members.
Lincoln Memorial Garden Trail Run – Heather was approached for any interest in someone taking over as race director for the race going forward.
Destination Race 2026 – Prior to today’s board meeting, there was some confusion. Scott raised issue as if the plan was a spring race, we would need to tell our members so that they have plenty of time to register and book lodging. The 2 main options for anniversary year races are Indy Mini (Indianapolis IN, 5/2/26 – 50th year) and Grandma’s Marathon (Duluth MN, 6/20/26 – 50th year). Heather proposed Indy Mini as the destination race for 2026, Bronwyn seconded the motion, approved by majority vote, no opposed, Rexann and Teresa abstained.
Identifying Club Members on Sex Offender Registry – Reached out to RRCA about this issue and their response was to check with your state/local authorities. Discussed about reaching out to bigger run clubs in the state (i.e., Peoria, Chicago, etc.) for how they handle this issue and consider updating waiver to include this within the terms as well as the Bylaws so there is not a need to create a separate question/checkbox.
Springfield Kids Tri (7/18-7/19) – Now taken over by the Springfield Bicycle Club and they are significant need for volunteers and course marshals for the race at the Nelson Center at Lincoln Park, so can encourage club members to help (can sign up to volunteer on RunSignUp).
Club/Program FB pages – Scott brought up the issues of the program pages being open and people other than club members assessing them and requesting the workouts. Discussions about considerations of closing the open FB pages to only club members vs keeping them open to help promote the club and gain new club members. Discussion for all board members to generate ideas to reach people outside of direct emails and FB.

Jon V moved to adjourn the meeting, Vanessa seconded the motion, approved by unanimous vote. The meeting was adjourned at 7:12 p.m.
The next board meeting will be on Tuesday, August 12, 2025, at 5:30 p.m.