SRRC Board of Directors Meeting 09/09/2025
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, Bryan Glass, 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, Scott seconded the motion, approved by unanimous vote.

B.  Treasurer's Report (Jon V):
The balance sheet as of 09/09/2025 was circulated at the meeting for review showing the following account balances:
	Total: $89,287.35
	Lincoln Half: $35,425.60
	Operating: $3,355.04
	Petty Cash: $0.00
	CD: $40,000.00
	Savings: $10,506.71
	Other Current Assets: $0.00
Moved money from Lincoln Half to Savings.
The profit and loss statement for 01/01-09/09/2025 was circulated at the meeting for review:
	Total Income: $130,526.83
	Total Expenses: $174,038.29
	Net Income: -$43,511.46
Pleasant Plains may have found their missing $250 check.
Bryan moved to approve the report, Vanessa seconded the motion, approved by unanimous vote.

C.  Membership Report (Jon P):
Total of 545 members as of 09/09/2025, breakdown as follows:
Individual/Adult – 247
Family – 291
Student/Youth – 7
Point series PDF posted last night on the board FB page; plan to post next week if it looks correct.
Participation series to be worked on this month.

D.  Special Programs Report (Teresa):  
Donut-themed run/Holey Runners 5K (9/20 8AM) – Will be sending out reminders before the event; Holly to send out email to club members on 9/15.
Halloween parade and meetup downtown (10/25 6:30PM) – Team of club members and family/friends walking, planning to wear blinking lights. Heather checked with RRCA and since we are not hosting the event, we do not have to follow the RRCA guidelines of no dogs. Proposal made for $325 ($25 for cost of entry for walking unit, $300 for candy). Bryan moved to approve the proposal, Holly seconded the motion, approved by unanimous vote.
Cold Duck Run (11/27 8AM) – Working with park district for permit. Pavillion already booked for the potluck. Proposal made for $225 ($150 for permit fee, $50 for fire fee, $25 for plates/utensils/etc). Jon P moved to approve the proposal, Bryan seconded the motion, approved by unanimous vote.
Medal Mixer (December) – Plan to be at Casey’s Pub. Dates available are Thursday 12/11 or Tuesday 12/16. Board agreed on Thursday 12/11. The event room is planned to hold 40 people but can maximally hold 60 people per fire code; last year in photo were 48 people. Plan to have from 5:30-8:30 PM along with Toys for Tots drop off.
Annual Banquet (1/17) – Need to schedule next committee meeting after today’s board meeting.

E.  Other Reports: 
Newsletter (Rexann) – Working on it, goal to be done by end of September.
Website (Holly) – Website updated. Sarah notifies that on the desktop version of the Frostbite page on the website that there is a link to RSVP to the 2023 Frostbite race. Plan to add “The Junior League Sanga-Run” to the list of other races on the website.

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

B.  Women’s Distance Festival (Carrie/Melissa via Heather):
Plan for donation discussed with race directors, which they know because of their work in the schools. Proposal to allow for the donation of $1000 to the Girls on a Mission organization and designate it to local programs. Heather moved to approve the proposal, Sarah seconded the motion, Bronwyn abstained, rest of bard voted in approval. Race directors plan to continue on this race for the next 2 years.

C.  Kids Fun Run (Nancy/Kenzie): No report.

D.  Parade Run (John Stearns/Carrie via Heather):
Reconciliation: income $7,248.30, Expense $7,349.30, Net -$101.00. Had 223 paid entries. 2026 will be an anniversary year.

E.  Abe's Amble (Heather):
Photographer still not paid yet. Had 726 registrants with 625 finishers (384 in-person 10K, 10 virtual 10K, 225 in-person 5K, 6 virtual 5K). Date of next year’s race is 8/23/2026. Had good feedback on expo and swag. Proposal for $500 to pre-book Erin’s Pavillion for expo next year. Bronwyn moved to approve the proposal, Teresa seconded the motion, approved by unanimous vote.

F.  Frostbite Festival (Kristina):
Plan for blankets as awards. Both 2M and 10M will be getting an ornament this year at finish line. Plan to have finish-line snacks in addition to hydration. Plan to use Primo for shirts this year in turquoise blue color. Shirt deadline will be end of October. Plan to increase shipping cost of packets. M Fitness will be sponsoring and hosting packet pickup. Registration to open on 9/15. Proposed budget: Income $13,025.00 (estimating 245 registrations at $45 and 30 late registrations at $50 with $500 of sponsorships), Expenses of $12,425.00. Bryan moved to approve the proposal, Vanessa seconded the motion, approved by unanimous vote.

IV.  Program Director Reports
A.  Abe’s Army 10K/5K (Meredith via Heather): No report.

B.  Speed Work (Scott L):
Still having good turnout. Will go through 9/24 which will be at Washington Park as a 1-mile time trial.

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

D.  Frost Toes (Scott L/Travis):
Will start first full week of October on Tuesday 10/7 with training runs on Tue/Thu/Sat. Kenzie’s birthday run on 10/8 at Washington Park.

V.  OLD BUSINESS
A.  BibBoards Progress:
Next distribution at Holey Runners 5K.

B.  Destination Race (Kenzie):
Have tentative schedule – packet pickup 9AM-3PM, Main Street tour at 3PM, happy hour at hotel followed by pasta dinner (either at hotel or out at park), and after race brunch nearby. Plan to post schedule of events on FB and send out email to those who have registered for the team.

C.  2026 RRCA Conference Attendance (Arlington, VA):
Plan for Teresa to go. Proposal made to pay for her registration and travel to the conference. Nancy moved to approve the proposal, Scott seconded the motion, approved by unanimous vote.

VI.  New Business
A.  Volunteer of the Year (Nancy):
Discussed by board members.

B.  Girls on the Run (Nancy):
Next race on 11/8. Donation usually $500 but were told that we would be given a discount. Proposal to give donation of $250. Sarah moved to approve the proposal, Bronwyn seconded the motion, approved by unanimous vote.

C.  Triple Crown Challenge & Mini Challenge (Holly):
Currently have 7 members trying for the triple crown and 5 members trying for the mini crown after excluding those that did not participate in Abe’s Army.

D.  50K Throwdown (Heather):
Posted in FB board page with proposal for $1,000 to buy the 50K throwdown challenge coins (100). Kenzie moved to approve the proposal, Jon P seconded the motion, approved by unanimous vote via FB. Currently have 77 eligible runners.

E.  Equipment Recall:
Plan to ask for all members to return all club equipment to the SRRC shed with people dropping off these items to the SRC. Cones, step ladder, and bins to still be bought for the shed.

F.  Other: 
Memberships need to be changed to half price, as this was supposed to be done on 9/1.
Need to come up with ideas for possible replacements of mile marker flags as our current ones appear very dirty despite pressure washing and are fraying at the edges.
Bike Tek donated 2 coolers and cups to us, and these will be put in the equipment shed.

Jon V moved to adjourn the meeting, Vanessa seconded the motion, approved by unanimous vote. The meeting was adjourned at 7:23 p.m.
The next board meeting will be on Tuesday, October 14, 2025, at 5:30 p.m.