SRRC Board of Directors Meeting 03/12/2024
I.  Call to Order/Roll Call
The meeting commenced at 5:51 p.m. at Buzz Bomb Brewing Co.
The following directors were present, constituting a quorum:
Randi Kuhn, Bryan Glass, Bronwyn Leach, Vanessa Williams, Jon Valuck, Jon Popovitch, Scott Leopold, Kelly Maciejewski, Nancy Ferguson, Scott Sievers, and Heather Sharpe.

II.  Officer/Director Reports
A.  Secretary's Report:
Vanessa circulated in advance of the meeting the minutes from the last meeting on Facebook.
Nancy moved to approve the minutes, Bronwyn seconded the motion, approved by unanimous vote.

B.  Treasurer's Report:
Jon V circulated the balance sheet as of 03/12/2024 at the meeting for review showing the following account balances:
Total: $55,283.22
Lincoln Half: $93,962.23
Operating: -$233.45
Savings: $61,544.44
Jon V also circulated copies of the profit and loss statement for 01/01/2024-03/12/2024.
	Total Income: $80,939.95 ($74,644.75 Race and Program, $39.73 Sales, $687.12 Socials)
	Total Expenses: $35,631.41 ($300.20 Postage/Printing, $8,775.57 Administrative, $1,327.87 Awards, $9,978.97 Race and Program, $1,000.00 Scholarships/Grants/Donations, $11,371.70 Socials)
	Net Income: $45,308.54
Discussion occurred about the current state of expenses under Scholarships/Grants/Donations and Awards Expenses. Jon V will bring breakdown under each category to next meeting.
Bronwyn moved to approve the report, Scott seconded the motion, approved by unanimous vote.
Plan to use Rochester again this year to file club taxes to ensure that there is no conflict of interest as Henry was recently on the board. Possible discussion for changing tax preparers next year.

C.  Membership Report:
Jon P reported a total of 388 members as of 03/12/2024 as follows:
Individual/Adult – 177
Family – 195
Hall of Fame – 14
Student/Youth – 2
There has been an increase in new members but decrease in renewals from this time next year. Proposed possibly having club tent up at races and inclusion of QR codes in race packets.
Total donations since 01/01/2024 = $610

D.  Special Programs Report:  
Kelly reported that the Pal-entine’s run went well.
Currently planning on train run and clean up at Lewis Memorial possibly on Sunday, April 21 (Sunday before Earth Day). Plan to contact city to obtain supplies and coordinate pick up of trash from event (‘Keep Springfield Beautiful’ initiative). Plan to have budget to propose at next meeting. Will need RSVPs (plan to create link on FB to website). Discussed possibly getting pizza from Marco’s pizza to accommodate dietary requirements.
Also currently planning possible taco event for around Cinco de Mayo
Still in discussion with the bike club for movie showing. Possibly going to be at Legacy theater. Proposing to move showing to being after LPHM. Bike club currently preferring it to be done on a weekday.

E.  Other Reports: 
Meredith emailed out the newsletter today.

III.  Race Director Reports
A.  Lincoln Presidential Half Marathon:
Randi reported that they have gone over budget on swag but currently still at a profit. Race not sold out yet (currently at 1580 registrations). Discussion about possibly adding a small reminder card vs flyer with QR code for membership registration to race packets.

B.  Women’s Distance Festival: No report.

C.  Parade Run:  No report.

D.  Abe's Amble: 
Heather reported that she plans to have a budget to propose at next meeting.

E.  Frostbite Festival:  No report.

 IV.  Program Director Reports
A.  Abe's Army: 
Heather reports that Meredith has been working on promotion for Abe’s Army with emails having been sent out as well as ad on Facebook to sign up with bundle of both Army and Amble registration at the same time.
Proposed budget:
	Income: $13,000 (25 Leaders [$0], 200 Recruits [$65])
	Expenses: $12,427 ($6000 Amble, $2925 Shirts, $1800 Picnic, $1000 Medals, $552 Swag, $150 Snacks/Ice)
	Net: +$573
Vanessa moved to approve the proposal, Kelly seconded the motion, and approved by unanimous vote.

B.  Speed Work:  No report.

C.  Triple Crown Challenge & Mini Challenge:  No report.

D.  Half Wits:  No report.

E.  Frost Toes:  No report.

V.  Old Business
A.  Participation Series:
Bryan presented proposal for points structure generated from committee formed at last meeting (Jon P, Bronwyn, Bryan, and Holly)
	Points Breakdown (310 total points possible)
		Board member and race director = 25 each
		Races: LPHM = 15, WDF = 10, Parade = 5/10, Abe’s = 15, Frostbite = 5/15
		Destination race = 15
		Race volunteer = 10 each (only once per race)
Annual banquet and Cold Duck = 10 each
		HalfWits/Speedwork/FrostToes leader = 5 each
HalfWits/Speedwork/FrostToes runs, Socials, Newsletter = 1 each
	Awards thresholds (min win = 10% club membership): Bronze = 125 points (TBD), Silver = top 25% eligible, Gold = top 10% eligible
	Declaration periods: Aug 1-8 (declare total points up til this and must turn in tickets for audit [~10%]), Sept 1-8 (declare points from Aug), and Dec 9-15 (declare rest of points for final audit)
	Goal is to eliminate virtual races not linked to volunteering unless the numbers this year prove to keep them. For 2024, board votes to count virtual races for 5 points each.
Heather moved to approve the proposal pending changes made as discussed, Jon P seconded the motion, and approved by unanimous vote. Bryan to post the final proposal with changes to FB group.

B.  Destination Race:
Bryan reports that we now have our own group for registration. Currently have 30 members registered for the race. Plan to join as a team with the top 5 male and tup 5 female racers to compete against other teams (free to join). Plan to post on FB group closer to race. Possibly getting priority parking for carpooling.

C.  High School Scholarships:
Bronwyn reported that currently have received 6 applications, but 1 not in service area. Deadline 3/15/24. Plan for committee to meet 1st week in April and will post updates on FB.

D.  RCCA National Convention May 2-5 Orange County, CA:
Heather inquired what the plan was for items to take to the convention. Randi proposed sending shirts, entries to next year’s LPHM, and possibly cups. Bryan discussed checking with the convention about possibly shipping the items ahead of time so that the items are set up the items ahead of time for the silent auction.

E.  Community Outreach:
Randi reports UIS health fair on 4/24 at 1-3 PM. Discussed having QR codes available for membership registration.

F.  Club Member Shirts:
Holly posted on the SRRC Members FB Group that the first pick up for member shirts is 3/14 from 4-6 PM at Springfield Running Center

VI.  New Business
A.  Other:  None.

Bryan moved to adjourn the meeting, Bronwyn seconded the motion, approved by unanimous vote.  The next board meeting will be on Tuesday, April 9, 2024, at 5:45 p.m.
The meeting was adjourned at 7:20 p.m.