July 27, 2015-Minutes RoadRunner Executive
Attending: Nancy Morris, Bethany Lucas, Paul Wright, Stan Chaisson, Suzanne Iwankow, Ivan Gallant, Alex Cyre, Mike Connolly, Ewen Stewart, Pam Paquet
6:00 pm-Mike called the meeting to order. Welcome and a look at previous minutes from March, 2015.
Moved by Bethany Lucas ; seconded by Suzanne Iwankow
President’s report
Changes to the schedule to discuss this evening (many decisions were made quickly regarding changes to the running calendar, etc)
Can’t get funding for a student; Alex Cyr was hired (sharing with curling, Sport PE; 10-15 hrs working with RoadRunners)
We need paid staff
Part of reason for sanctioned document-too many other sports (tri, cycling) We want to have our points run.
Do we stay status quo or do we make changes for 2016 Alex’s report
down 29 races on calendar
races are down in participants
social media complaints
looking for answers
219 in memberships
Treasurer’s Report-Suzanne Iwankow
July update
Balance is $ 3,110.24
Moved by Suzanne; Seconded by Stan
New Business
Sanctioning Document
Structure, races are secured, level A,B,C races
We can’t move ahead with the club without loosing our races-we need to have money coming in-should we have a rental fee for equipment, instead of 2$ a head from race directors
Safety is an issue; people not at intersections; at times, not well marked
Prestigious races are loosing their members
Separate points races from other races (fundraisers)
Stan said that other provinces have similar documents; expectations from people; 2$ fee a head, lower the fee1$ or set a fee depending on runners there at race; not all races are listed and that is what people are upset about.
Who’s going to do the work?
Ivan thought that a race could have a fee if they wanted their race on the calendar
Communication with race organizers was not held before the document went out
No sponsorship this year
We don’t need the fee if races are self-sufficient
(?) a 75$ fee
Alex’s encounters so far:
Dealt with 5 or 6 race directors
Would be nice for race directors to understand what we do as a club
Race directors have shown up with equipment not returned from a year before
Cut services; cater to membership and not organizers Solutions:
Full calendar
Sanctioned runs (Level A,B,C); race directors to fill out document
Not a 2$ fee; flat fee instead for equipment also
Bibs are for ID purposes
50$ flat fee plus 35 cents a bib for sanctioned races-this covers insurance, calendar, web site, race date protection
Moved by Suzanne; seconded by Bethany
-Do we produce a race booklet? Bethany suggested that Salem should know what we are doing-maybe he can be a sponsor.
-It was voted on by the executive that a 50$ flat fee be paid by the race directors for sanctioned races.
Moved by Bethany and seconded by Suzanne
-It was voted on by the executive that a 100$ fee plus a 35 cent bib fee be paid by race directors for unsanctioned races. Moved by Ivan, seconded by Stan, contrary by Bethany
-Miguel Arsenault will give us a new website for free-registration can be done on-line. He gets funded for this from Innovation s PE. Miguel will be invited to come to the next executive meeting in August.
A letter will be posted on the website regarding a special general meeting to give feedback to all members for the propose changes to the 2016 race calendar. Moved by Suzanne, seconded by Bethany
Meeting dates to be announce: West-Summerside; East –Charlottetown in September It was suggested that a part-time executive director be hired for the club.
The August executive meeting will be held in August, after Old Home Week.
Meeting Adjourn by Bethany
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