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Minutes of the Board of Directors Meeting - January 14, 2020 Minnesota Distance Running Association Foundation (MDRA Foundation) Minutes of the Board of Directors Meeting - January 14, 2020
Members Present: Chad Austin, Dennis Barker, Norm Champ, Tom Goudreault, Steve Hennessy, Jill Jewell, Chris Turoski (“Majority” quorum not met for each of MDRA and MDRA Foundation).
Members Absent: Rochelle Christensen, David Daubert, Kathy Larsen, Dave Marek, Rick Recker, Damon Rothstein, Jenny Scobie, Sarah Stangl (note the date of the regular Board meeting was shifted due to the Meet of Miles event).
Guests: Sarah McInerney, Diana Jacks
Secretary’s Report
Minutes of the Board of Directors’ Meeting for December 9, 2019 were approved Tom Goudreault and accepted by and seconded by Jill Jewell, pending 2 corrections to Steve Hennessy’s last name).
Treasurer’s Report
Steve reviewed the 2019 budget YTD. Key highlights: · We are at 105% membership revenue for the year. ~$2000 · Race receipts up $5K · Gross profit exceeded budget by $13K · Costs for the annual calendar within 2% of budget · Insurance up a little due to adding worker’s comp and an umbrella policy · Magazine costs and race expenses were each $3K over budget · Bottom line, 2019 came in $5K favorable to the budget.
The board discussed why the magazine was over budget. This is partially due to the way we budgeted in 2019. Also, when we went from 6 issues per year to 4 issues, we used the savings to pay some of our writers. This expense wasn’t in the 2019 budget, but it is in the budget for 2020.
The board discussed the one-time up-front costs ($3,000) of new CRM that was paid in 2019, even though the CRM won’t be up until 2020.
The Treasurer’s report was approved and accepted by Jill Jewell and seconded by Dennis Barker.
Office Manager’s Report (As of December 31, 2020)
NeonCRM still being set up (we will be done with memberclicks at end of January). Neon should be up and running in February. Sarah is spending extra time right now, but she thinks it’ll pay huge dividends in the long run.
Sarah provided a quick tutorial of events, reports, emails, etc. NOTE: the amount of data we collect (such as age from race entries, which could be used for marketing purposes) could drive up our monthly costs.
No negative feedback from members regarding having to create a new log in. New system included a membership card for new members and renewals – as part of their email.
Membership: 2019 2018 Membership Total 2,378 2,420 COMMITTEE REPORTS
Admin/Governance: Talked about Board of Directors election from a governance standpoint. Overall the election is in good shape.
Finance: Chris Turoski noted earlier in the meeting that we do not have enough board members present for a quorum, so we won’t be able to approve the 2020 budget tonight. We will approve it at the February 2020 meeting. 2020 Budget discussion: · Depreciation showing $1,600 for Memberclicks that should have been amortized in August. · Tom Goudreault suggested lining up our large revenue items (City of Lakes and Victory race entry fees) and large expense items (Annual) with the month that they are received or paid. · We talked about the possibility of the magazine going digital in 2020 and thus saving us money. However, that would be more of a year-long process. The publications committee is only a few writers, so there needs to be a special projects committee to pursue this. Steve Hennessy, Dennis Barker, and Chad Austin volunteered to investigate this. · Chris Turoski raised concerns of only having a reserve of $33K. There could be room to raise revenue via race entry fees, however, we need to keep in mind our core mission. The 2020 budget provisionally unanimously accepted and approved by Chris Turoski and seconded by Jill Jewell.
Foundation: No report.
Programs: We understand a major fitness club has discontinued their run club, so they will no longer have supported runs. This could free up some coaches for our programs and also increase the number of runners for our marathon training programs.
Promotions/Advocacy: The committee has been working with a volunteer social media influencer to use our Instagram account to help follow hashtags and create engagement.
We still need volunteers for the annual party. We have a lot more RSVPs than in the past. So far there have not been any complaints about the new venue.
The next “Good Runs, Great Eats” event will be in April. Publications: The December magazine has been delivered. Race: No update. USATF: We are seeking a new representative in 2020.
New Business: Jill Jewell will be serving at Simpson Homeless Shelter on February 1st if anyone wants to join her.
The next board meeting will be on Monday, February 17 at 7PM. The Wilder Center 451 Lexington Pkwy N., St. Paul.
Old Business: Chad Austin has agreed to take on the role of Secretary, which is a Board appointment for this vacant position. Thanks to Chad Austin for his service.
Thank you to our outgoing board members; Dennis Barker, Norm Champ, Kathy Larsen, Jenny Scobie, Sarah Stangl, David Daubert, Dave Marek, and Rick Recker.
The meeting was adjourned by Tom Goudreault and seconded by Chris Turoski.
Web/Twitter/Facebook/Pinterest
As of September 30 Last Month Current Facebook 7,196 7,224 Twitter 1,999 2,009 Instagram 1,043 1.155
Minutes of the Board of Directors Meeting - December 9, 2019 Minnesota Distance Running Association Foundation (MDRA Foundation) Minutes of the Board of Directors Meeting - December 9, 2019
Members Present: Chad Austin, Dennis Barker, Norm Champ, Rochelle Christensen, Tom Goudreault, Steve Hennessy, Jill Jewell, Kathy Larsen, Damon Rothstein, Jenny Scobie, Sarah Stangl, Chris Turoski (”Majority” quorum met for each of MDRA and MDRA Foundation).
Members Absent: Mark Annett, David Daubert, Dave Marek, Rick Recker
Guests:Sarah McInerney, Mike Warden, Diana Jacks
Secretary’s Report
Minutes of the Board of Directors’ Meeting for November 11, 2019 were approved Kathy Larsen and accepted by and seconded by Steve Hennessy.
Treasurer’s Report
Steve reviewed our budget YTD. Key highlights: · We are at 90% membership revenue for the year. · November Donations included Give to the Max Donations of $935 and other donations to the MDRA Foundation of $121.70. Thank you to all of our donors!
The board discussed saving cost on postage as well as the cost of new members.
The Treasurer’s report was approved and accepted by Tom Goudreault and seconded by Jill Jewell. from marathon class is having Team Leaders that consistently run a certain pace and the race committee has discussed some options for improvement. The Polar Bears have had a big turn out the last couple weeks with the colder weather. Indoor Stadium running is now being managed directly by U.S Bank Stadium; additional information can be found online.
Promotions/Advocacy: We are looking for volunteers and donations for the annual party. At the annual meeting we will make announcements on different committee help we will be looking for in 2020 as well. We would like to bring in one of the past grant recipients to speak at the annual meeting.
Publications: The annual calendar and winter magazine are scheduled to be delivered in late December and we are working on updating the current website with 2020 races and program dates.
Race: No update. USATF: No update. New Business: The next board meeting will be on Tuesday, January 14.
Old Business: We currently do not have anyone running for Secretary. This role will be appointed at a future date.
The meeting was adjourned by Steve Hennessy and seconded by Chad Austin. The next MDRA and MDRA Foundation Board meeting will be January 14, 2020.
Office Manager’s Report As of November 30, 2019
Membership: 2019 2018 Membership Total 2,444 2,473
Web/Twitter/Facebook/Pinterest
As of November 30 Current Facebook 10,038 Twitter 2,017 Instagram 1,659 LinkedIn 66
COMMITTEE REPORTS
Admin/Governance: There are a number of new policies that will be ready for review before the end of the year. The board voted on a resolution for our voting process for new board members that was discussed and approved. The resolution was approved by Norm Champ and seconded by Jill Jewell.
Finance: The Board reviewed the 2020 proposed budget. The 2020 budget will be further reviewed and approved during the January 2020 meeting.
Foundation: The Give to the Max Day raised $935. In 2020, we’d like to put together a holiday donation drive. The new committee will be tasked with coming up with ideas on this. The outgoing Foundation committee will be putting together documents and processes for the incoming Foundation committee before the end of the year.
Programs: The race committee has been discussing class feedback and how we can improve the class experience. One of the big topics
Minutes of the Board of Directors Meeting - February 17, 2020 Minnesota Distance Running Associ- ation Foundation (MDRA Foundation) Minutes of the Board of Directors Meeting - February 17, 2020
Members Present: Rochelle Christensen, Steve Hennessy, Chad Austin, Tom Goudreault, Jill Jewell, Chris Turoski, Mark Annett, Perry McGahan, Lou Ann Kycek, Geoff Engelhart, Mishka Vertin, Verna Volker (”Majority” quorum met for each of MDRA and MDRA Foundation).
Members Absent: Damon Rothstein, Diana Jacks Guests: None
Introductions: Began the evening by welcoming the 6 new board members, along with brief introductions of everyone.
Secretary’s Report
Minutes of the Board of Directors’ Meeting for January 14, 2020 were approved as amended by Chris Turoski and accepted by and seconded by Tom Goudreault.
Treasurer’s Report
· Still working through the transition to NeonCRM and linking up QuickBooks · Since 2020 budget hasn’t been approved yet, there’s no data to compare. · Provided update on what reporting will look like once the transition is complete (YTD 2020 vs. 2019, Statement of Activity for current month and Statement of Financial Position reports) · 2020 Budget recap. Jill Jewell made a motion to approve the 2020 budget and seconded by Chris Turoski. The 2020 budget is approved.
The Treasurer’s report was approved and accepted by Chris Turoski and seconded by Tom Goudreault.
Office Manager’s Report As of January 31, 2020
· Provided an overview of new reports that will be generated from NeonCRM. · Briefly discussed the 15 different membership levels and whether there’s opportunity to condense down to fewer options. · YTD look at registrants for programs and races, along with a YOY comparison provides a quick snapshot of trends.
Membership: 2020 2019 Membership Total 2,114 1,938 · Given the current budget there is potential to expand giving in 2020.
Programs: The new Couch to 5K program is coming together. We have coaches in place, along with training material. Next step is to ramp up advertising for the program. · The Spring Marathon and Half Marathon training class starts in less than 2 weeks. Finding coaches continues to be a struggle. We are currently down to 1 coach. This is not sustainable and is a big concern for the committee. · In 2020 we plan on focusing more attention on the other programs that we offer to ensure they remain strong.
Promotions/Advocacy:
· Good Run, Great Eats will start in April and most likely run through October. · The committee is seeking feedback on ways to improve the annual party. · Looking to promote the Polar Bears year-round through City Pages. · Placing a more concerted effort to be more active on Instagram and increase our social media reach. · Committee presented a marketing proposal that will focus on revamping brand guidelines, updating infrastructure, website refreshing, and potentially a renaming study. Jill Jewell made a motion to approve the marketing proposal, seconded by Steve Hennessy. After discussing concerns that included transitioning away from our current branded supplies, the proposal was passed by a vote of 11-1.
Publications: No update. Race: No update. USATF: No report. Still seeking a representative. New Business: None Old Business: None
The meeting was adjourned by Tom Goudreault and seconded by Lou Ann Kycek. The next MDRA and MDRA Foundation Board meeting will be March 16, 2020.
Web/Twitter/Facebook/Pinterest
As of August 31 Last Month Current Facebook 7,166 7,196 Twitter 1,986 1,999 Instagram 984 1,043
COMMITTEE REPORTS
Each committee report included a brief overview of their duties to help educate the new board members.
Admin/Governance: · Committee is reviewing insurance, specifically regarding if we have director and officer insurance for the foundation. · Rochelle Christensen appointed Diana Jacks as Treasurer and Chad Austin as Secretary. Jill Jewell made a motion to approve the appointment and seconded by Tom Goudreault.
Finance: No report .
Foundation: · The Foundation committee was made up entirely of departing board members. Therefore, we are currently seeking replacements.
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