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Meeting Minutes March 24th 2015

Page history last edited by jypsy (Alex & janet) 5 years, 5 months ago

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Race Results



March 24, 2015- Minutes RoadRunner Executive


Attending: Janet Norman-Bain, Stan Chaisson, Mike Connolly, Natalie Dallaire, Bethany Lucas. Suzanne Iwankow, Paul McGuire, Jenn Duncan


6:00 pm –Mike called the meeting to order. Welcome and a look at previous minutes from Feb. 2015

Moved by Janet B.; seconded by Bethany Lucas


President’s report-


- Cost for membership with Athletics PEI as well as regular membership fees for PEIRoadrunners. Adjustments have been completed to the fee structure for 2015.

- Race clock was damaged this fall, still not fixed.

- Membership numbers: still approx. 380 members in total including honorary members. New memberships for 2015 are coming in quickly

- Miguel from R2R is working on a pilot project for the database and calculating points. He is doing this free of charge. Using our software would be beneficial.

- Application for a staff person has been completed. Application was March 15th; should find out by mid-April. We will want to look at job list for this person, requirements, expectations etc.

- Sanctioning document is ready and being posted online

- Discussion around executive roles- Bethany to send job descriptions to Mike and Janet to post online

- Moved by Mike C; seconded by Bethany L.


Treasurer’s Report – Suzanne I.


Statement reviewed as of January, 2015:

- balance is $ 2,700 Christmas party (cost: $ 519.24) not included and hat money not put in yet.

Decreased cash balance of 3600.

- Sponsorship money to come in soon as well ( website, bibs)

- Moved by Mike C; seconded by Janet NB


New Business:


- Sanctioning document has been developed. Discussion around 2 dollar fee, and how to clarify with race directors. Mike suggested holding a race directors meeting to go over the document. Clarity around how to promote it, enforce it, and to remind race directors about what the

document’s purpose is. Have had positive and negative feedback so far from race directors.

- Looking at Sporting Intentions as a points race for 2015. All were in favor.

- Feedback on the website for race participants was well received; Thanks to Janet for putting this on the website. Helps race directors and the club keep its professional attitude.

- Date chosen for the AGM – April 25. Nominations for awards have been posted. Deadline is April th. Guest speaker will be Kurt McCormack from the Spa- personal trainer and track athlete.6

- Dianne Watts Pye as MC.

- Checklist was reviewed by Bethany Lucas and jobs were designated to be completed:

- Stan and Jen to put slides together and write ups for winners with data from Janet

- Bethany to look after sponsors and prizes,MC Notes etc.

- Mike to print documents needed ( programs, certificates, honorary certificates, membership applications) ; contact executive re: positions; sport PEI and ADL contacts

- Mike and Stan to look after order at Chuckers for awards, plaques etc.

- Billy, Bethany and Janet to choose winners by April 15th at the latest and send to Mike, Jenn & Stan

- Suzanne to prepare Treasurer’s report, float, payment to Triangle

- Janet to help with points and pictures. Also stuff that needs to be transported for tech support and misc. items etc. such as membership packages ; Natalie to help with points and misc. tech items

- Draw prizes- all executive

- Set up – help from all! 5 pm set up and beyond.

- Table with memberships, payments, banquet costs – Bethany & ?? ( Suzzanne??)


Meeting adjourned- 7:30 pm. Mike and Stan moved and seconded

Next meeting - TBA

B. Lucas –secretary

PEI RoadRunners Club - c/o Sport PEI, 40 Enman Crescent Charlottetown, PE C1E 1E6

"Encouraging Islanders to Adopt an Active Healthy Lifestyle!!"

"You'll Enjoy the Race - No Matter What Your Pace!!"



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