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Race Results

Dec. 1^st, 2015 – Minutes

The meeting was called to order by Bethany Lucas.

Paul McGuire seconded.

Treasurer’s report:

•          Suzanne will firm up the racers being sanctioned 
• ·        Paul will call Nick (from Sport PEI) about 100$ from Sport PEI
• ·        Heather is going to help out in sponsorship
• ·        Bethany will ask Pam Power McKenna about sponsoring the bibs
• ·     2016 Budget: YTD Sept. 2015 total revenues $5,272; total expenses $6,524; net revenues/(expenses) ($1,252); net cash balance $658  
• ·        To be discussed and finalized from proposed budget 2016: bibs $100; hat sales $400 (sale of 20 hats for $20); insurance (5% increase is assumed $1,166; race supplies (average 2014 and 2015 assumed) $1,479; printing, office and computers (average 2014 and 2015 assumed) $289; bank fees (10% increased assumed) $43
• ·        Notes: $2,700 outstanding in receivables, estimate of what will be collected; Membership Estimate $20 – single; $30 – family;

Sanctioning fees #races  2015 – 41; estimate of 2016 # races – 30, sanctioning fee - $50; 2016 sanctioning fee - $1500

• ·        The budget for 2016 will be tabled for next meeting in January (Ivan put forth the motion, Stan seconded)

Meeting notes from Nov. 23^rd meeting:

-Are we wanting help with the website? Should Miguel be contacted?

-Janet, Jamie and Kent will take care of the website. – Schedule and results to edit.  February and March are busiest months to schedule races.

Scheduling of races may avoid double races. (We are promoting health and fitness, so doubling of races may not be avoidable.)

-A meeting to be held in January with race directors. Do we ask Race Directors for fees or just a donation to the club? Will this lower liability if we ask for just a donation?

-Do we want the Facebook page? (great for advertisement but everyone needs to be on the same page when using facebook, twitter, or the website message board)

-Suzanne – marketing is the key because of decline in membership

-Paul will do an inventory of equipment.

-Fees of races may be going up because of R2R…. there is no linkage between the races when using R2R…they are not calculating the points of the races.

Bethany closed the meeting notes…Paul seconded

Insurance discussion:

-We are under the Sport PEI umbrella –What do we change?

-Janet - the Insurance Company thinks that the club organizes the races.- The club has not filed it’s yearly return since August of 2012

-Ivan – We don’t organize but we promote.- There is a form to fill out regarding non-profit income tax.

-Paul will contact Sport PEI regarding properly filling out the income tax form.

Sanctioning document items:

Stan-the $2 fee was voted on as a fee by the executive-it was not a priority, it was put in afterwards

Safety reasons

Janet- we don’t need it- it is restrictive

Authority rests with Athletics PE to put on sanctioned races but Athletics Canada is referenced in the document

Ivan- Maybe we need a PEI Road Runner’s sanctioning document

A formal guideline for Race Directors-bring this to race directors in mid-January

All past, present and future race directors to meet in mid-January to talk fees and document.

Volunteers and club roles:

Stan will get in touch with Paul Wright to see if he can take on the role as president until April.

We will be having our AGM in early March…March 11^th, storm date is March 12^th. Old Triangle will be called.

PR/Marketing; Equipment; Membership; Volunteers for races; Social

Paul McGuire will take the equipment for inventory.

Janet will send a list of committees.

Christmas Party update:

Party is on the website, Saturday, Dec. 19^th.

Nancy will bring hats to sell.

New Business:

Paul- If someone sends a request on the website, who should be responding?

Ivan- Bethany or Stan should be the contacts until a new President is appointed.

Bring suggestions to the next meeting about constitution.

Jan. 5^th is our next meeting, an open meeting.

Ivan adjourned the meeting at 8:45 pm.