PEI RoadRunners Club Open Meeting
November 23, 2015
Summary of what’s been happening with the club over the past two years (Bethany):
Two years ago the club lost a key member. There was no one in the president’s position at that point. Mike Connolly volunteered. The huge race calendar of 70-72 event was difficult to manage with the size of the group.
In late 2014, asked by Athletics Canada to come up with a sanctioning document. The point of the document is to ensure we have safe and professionally run races. Insurance and increased funding are all important. Stan worked on the document and the executive assisted – which involved researching what other provinces’ sanctioning documents looked like. All other provinces have a sanctioning document. It was rolled out in 2015 to mixed reviews. It was not well understood and not communicated effectively, which Mike admitted.
$2.00 per runner was added. Since the AGM, there has been a decrease in race numbers and decreased funds coming in from the membership. Alex Cyr was hired as a summer student to help.
Additional points:
We are volunteers. No one in the executive is paid.
Negative publicity in social media hurt the club.
Mike stepped down
Need to look at how to keep the club going, to increase participation, etc.
Need to put emotions behind and move forward in a positive, constructive manner.
Club cannot be sustained at the same number of hours previously given.
Discussion:
Maybe we need to define what is “successful” in relation to the club – what does success look like? - Billy
Funding, Sanctioning document, executive, focus/mandate, policy/constitution, website
Defining Challenges – Stan:
Website – 1. races listed in one location, 2. many races on calendar – small numbers at each race, 3. Man hours
No one approached to volunteer – maybe a member of the executive could look after volunteer recruitment - Cheri
Volunteers weren’t made a priority. 74 races in 2014, not everyone asked to be put in the calendar. - Janet
Communication
Equipment – signs, bibs, race clock etc.
Decreased membership
Dial it back – is club trying to do too much - Billy
Club is victim of it’s own success. How should we grow? - Rhonda
Communication, timely results, calendar - Billy
Race booklet – Salem sponsored in past and is willing to do this again. - Cheri
We lost points races – we went from 21 to 8-9 (maybe 10-11). - Janet
Under-age runners (same for sanctioning document)
To be a points race, need 3 years of well organized events and need to request to be added – it is not automatic.
Make challenges into opportunities
What do I get for my membership? The book is gone, the website has gone down, and price is up. - Cheri
Fee clarification – the fee supports the club, the website, Christmas party, discounts and insurance. - Bethany
What is our liability – is insurance necessary? - Billy
Ours is through Sport PEI ($1100 per year). - Janet
Regarding funding from Athletics Canada – do we get this through Sport PEI – we aren’t incorporated. - Francis
Funding hasn’t gone through but that’s why we wanted to be affiliated.
Do we need it? - Kent
Doc is a no-brainer – a good way to make sure races are safe and well run. $2.00 is okay if it is needed to maintain the club. – Lynne Anne
Safety is why there should be a sanctioning document. Race directors should have been consulted re: fees and the sanctioning document. - Janet
Document covers everything and is easy to run. Document not really the issue, the fee is the issue. - Is it unrealistic to ask for $50 or whatever, from races? - Brian
Monitoring and equipment – who’s going out to monitor events and see if they are doing what they are supposed to? - Janet
Suggestion -
Cooperative Style: 1/3 to club, 1/3 to charity, etc. - Each race has many distances but under one event. Maybe reducing number of events, each member must volunteer - Isaac
There are so many runs – way to be active and support non-profits and a lifestyle – Lynne Anne
Brand – maybe race directors should be more responsible for safety – we just put out guidelines and encourage directors to follow them. - Billy
We should look into what our insurance covers - Bethany
Good selling point – “why should you become a member?” – Lynne Anne
Insurance – if RoadRunners name on race, they could be sued - Tyler
Roadrunners vs. race director liability - Jamie
Rate depends on risk of event – pay per year based on membership and risk - Billy
Insurance protects executive and club - Ivan
Lots of research to be done. - Janet
Sanctioning Document – In July we voted to make changes for 2016. Didn’t make changes for the remainder of 2015 as some races had already taken place.
Change - $50 flat fee – includes date protection, equipment, listing in calendar, email reminders
Will $50 increase our liability? - Francis
Why not list multiple events – why do we need date protection - Janet
When the only option listed is a 25k, not everyone can do this distance – Lynne Anne
Mandate – healthy lifestyle – why wouldn’t we list all – date proctection conflicts with our mandate. Goes back to “what is it me want to do?” - Jamie
All races listed in the past, should be the same going forward. - Gary
Example – a 42 year race competing with a new, popular event – maybe decrease numbers for long standing race and we risk losing the old race - Stan
Small numbers at race – race director may not want to keep it going - Paul
Each person should take responsibility for the club and promote it – forget 2015. – Lynne Anne
Multiple races because some are not listed in calendar so not aware of conflict.- Cheri
Date protection a non-issue – competition brings better races. Well run events won’t go away. – Billy
How are we moving forward? Can members come to AGM and make motions? We are looking for direction. Changes can’t be made until AGM – Stan and Bethany
Managing date protection vs. motivating activity - Barb
Should have info on races in central place, communication is huge. - Christine
Funding – jackets, tank tops
First - decisions shouldn’t be made tonight – just input – and second – Club started by Parker Lund and Ewen Stewart. We are expecting too much from our club. Complaining but not stepping up won’t work. Need young members to continue on with the work of Ewen, and Parker. – Ivan
Communication of document important – with better communication, document may have been better understood.
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Full Calendar – Jamie Calendar/website
Outdated by the time it’s printed
Should have deadlines to get your race in. Full calendar on website
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Monitoring
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Insurance
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Sub-committee –
is calendar worth time, maybe a fund raiser night
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Access to equipment for race directors
Community and identity important
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Clothing
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Communication is a big deal – we can put minutes on website – voted on this in July
Meeting – open vs. closed – Janet
Communication – do we need a facebook page? Lynne Anne
Facebook page doesn’t represent the club – Bethany
If website is good – people will gravitate towards that – Barb
Sanctioning DOC – the document is staying, switching to $50.00 fee
Sanctioning doc should be brought to race directors – Janet
Age limits – Ivan’s race was sanctioned but a child ran it – another race turned people away due to age limits
What does membership think is do-able as a club? Is $50.00 okay?
We have bridges to fix – Janet
We gave for races and never asked for anything in return but built good will and good will made us a success – Jamie
General sense that we’ve lost that good will
See a waivering in good feeling – Isaac
In 2013, $600 was donated from race directors – Janet
Chip is about $5.00. Are costs scaring people away? If $50 works out to be less than $2.00/person, that would be good – Peter
We need a meeting with race directors re: the document and fees. They can maybe submit there date and let us know what they need.
What about follow-up to this meeting – Kent
Maybe executive meets, then meet with race directors, then another open meeting
Then people would see what direction we’re going in so they can speak up at the AGM.
Is AGM too late to implement change for 2016? – Cheri
Meeting is to give feedback to the exec. Suggest we start with a blank page – build club from the ground up – don’t look at what the club was/is. Focus on three things and do them well – don’t get stuck on old ideas. Maybe look at a three-year plan for change – Billy
Communicate to the race directors about what the document is for and why we need it – Maureen
Funding - $944 in sanctioning fees – some outstanding – a monitoring issue – Janet/Suzanne
Exec. Should work on this and have another meeting like this one in January – Francis
Janet offered to go to race directors right away
Explaning document is not open ended – need to explain and ask for feedback – Lynne Anne
Increase in race numbers could be related to the increase in fees – Brian
Is the decrease in points races due to the increase in fees? – Peter
What is the relationship between the Running Room and running community (collaboration) in other provinces – Lynne Anne
Finances discussed
Club needs to have a sub-committee maybe around finance – Barb
Janet offering to become the president until the AGM, but this needs to go back to the executive
At the meeting in January, attach the budget so people can see it – Rhonda
Christmas party is scheduled for December 19th at 6:00 pm
Motion to adjourn meeting by Paul McGuire and seconded by Ivan Gallant
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