SRRC Board of Directors Meeting 08/12/2025
I.  Call to Order/Roll Call
The meeting commenced at 5:33 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, 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.
Bronwyn moved to approve the minutes, Scott seconded the motion, approved by unanimous vote.

B.  Treasurer's Report (Jon V):
The balance sheet as of 08/12/2025 was circulated at the meeting for review showing the following account balances:
	Total: $106,056.33
	Lincoln Half: $35,425.60
	Operating: $2,355.04
	Petty Cash: $0.00
	CD: $40,000.00
	Savings: $28, 275.69
	Other Current Assets: $0.00
The profit and loss statement for 01/01-08/12/2025 was circulated at the meeting for review:
	Total Income: $122,556.74
	Total Expenses: $149,299.22
	Net Income: -$26,742.48
Vanessa moved to approve the report, Jon P seconded the motion, approved by unanimous vote.
Taxes for 2024 have been filed already.
Porta-potties company has been sending invoices to Kristina monthly. She is going to be sending these invoices to Jon V.

C.  Membership Report (Jon P):
Total of 540 members as of 08/12/2025, breakdown as follows:
Individual/Adult – 286
Family – 247
Student/Youth – 7
Initial points series leaderboard was posted for LPHM and WDF to board FB page for review. A few discrepancies were found, and the changes were made with updates posted to board FB page. Working on SOP for calculating files. Will plan to create a subcommittee to help find shortcuts to make the process easier with Jon P, Sarah, Vanessa, and Rexann.

D.  Special Programs Report (Teresa via Heather/Sarah):  
Taco Tuesday (7/29) – Went well, had ~40 attendees. Everyone liked it.
No special event for August.
Donut-themed run/Holey Runners 5K Fun Run (9/20) – Plan to start at Krispie Kreme, and then will stop at Dunkin Donuts, Haes, and end at Golden Hour Bakery. Plan to get club members a donut at each stop (~$15/person). Potential proposed budget of $700. Bronwyn moved to approve the proposal, Kenzie seconded the motion, approved by unanimous vote.
Halloween parade and meetup downtown (October) – Plan for non-member friendly event.
Cold Duck Run (11/27) – Contacted the park district about reserving the pavilion and fire pit.
Medal Mixer (December) – Plan to have at Casey’s Pub on Meadowbrook @ Knights of Columbus. Board members in agreement with the switch in venue. Will continue the Toys for Tots collection.
Annual Banquet (January) – Committee will be reconvening in late September-early October.

E.  Other Reports: 
Newsletter (Rexann) – Working on September newsletter. Plan to release late September,
Website (Holly via Heather) – Website will be updated after the State Fair.

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

B.  Women’s Distance Festival (Carrie/Melissa via Heather):
Reconciliation completed. 339 racers. New sponsor this year of M Fitness. Actual income of $8,566.80 with expenses of $6,539.84. Complaint was filed due to lack of parking near the tennis courts. Also unable to use pavilion as the Park District did not keep track of the event when contacted prior to submission of permits and they had already reserved it for someone else and so was why it was not possible to close off entry to the park. Directors would like to donate $1000 of the profit to Girls on a Mission organization and then give the rest to the general club fund. Further clarification from directors requested as to the nature of this organization to ensure that aligns with club’s aims.

C.  Parade Run (John Stearns/Carrie via Heather): 
Successful with 230 racers. New sponsors of M Fitness and Magelitz clinic. Working on reconciling budget. Pop-up banner has come in and was used at packet pick up at SRC. Last minute change to parade setup resulted in limiting race running area by multiple running vehicles. Winners of high school scholarships were recognized at the award ceremony. Photograph of scholarship winners posted to board FB page. Next year will be the 35th anniversary.

D.  Abe's Amble (Heather):
Currently at 688 registrants. Plenty of volunteers. Volunteer and participant emails to be sent out tomorrow after this board meeting. Army members will have a star stamp on their race bibs to make it easier to give out their medals at the finish line. Race day packet pick up will be at the pork pavilion.

E.  Frostbite Festival (Kristina via Heather):
Registration will open in September.

IV.  Program Director Reports
A.  Abe’s Army 10K/5K (Meredith via Heather):
Picnic was yesterday, so done for the season.

B.  Speed Work (Scott L): 
Doing well, ~15-25 runners/week.

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

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

E.  Triple Crown Challenge & Mini Challenge (Holly):
Currently have 8 people signed up for the Triple Crown and 3 people signed up for the Mini Crown. Plan to post on Facebook and send email to capture any more remaining people.

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

V.  OLD BUSINESS
A.  Kids Fun Run (Nancy & Kenzie):
Seemed hectic. Plan to change wording for next year regarding arrival and start times. Had almost 60 kids in attendance. Will need to use megaphone next year. Plan to put on club magnet and offer volunteer opportunities.

B.  SRRC Operations Manual Progress:
Heather power-washed the flags from the shed as agreed on after meeting with race directors. Still need position descriptions from Bryan, Jon P, Nancy, Rexann, and Heather.

C.  Safe Sport Training Progress: 
Everyone has completed this. New board members will need to complete this training after appointment at Annual Banquet but before 1st board meeting in February.

D.  BibBoards Progress (Bronwyn):
Heather has started handing out member BibBoards at the Abe’s Army picnic on 8/11 using Race Day Check in. Will be at the Abe’s Amble Expo at Erin’s Pavillion at the club table. Will plan to send out email for members who don’t pick up at Expo to provide a couple of other dates to distribute as well.

E.  2026 Race Director, Training Program, or Board Positions:
2026 will be Carrie’s and John’s last year being race directors for the Parade Run. Will need Abe’s Army leaders. Has been some interest for the vice president and secretary positions. Plan to promote open positions in upcoming newsletter and member email.

F.  Destination Race (Kenzie):
Subcommittee met on 8/3. Tentative schedule of events agreed upon – historic Main Street tour followed by happy hour at hotel and then pasta party pans for dinner on Saturday 10/4; on Sunday 10/5 plan for group photo before race, possible club tent set up at finish line, and post-race brunch at First Watch.

VI.  New Business
A.  2026 RRCA Conference Attendance:
Will be 4/9-4/12 in Arlington, VA

B.  Other: 
Volunteers needed at Capital City Central (9/13) to make pancakes and bacon, need 5-7 people 7-11 AM at Buffalo Club/Richardson House. Plan to send email out to members and post to member FB.
Phil Brooks reached out about needing volunteers for Blind Awareness Fair (9/13) from 10 AM to 2 PM at Southwind Park. It will be having a 0.1-mile run, obstacle course, archery, etc. Plan to send email out to members and post to member FB.

Bronwyn moved to adjourn the meeting, Scott seconded the motion, approved by unanimous vote. The meeting was adjourned at 7:29 p.m.
The next board meeting will be on Tuesday, September 9, 2025, at 5:30 p.m.