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Minutes of the Board of Directors Meeting - September 11, 2017
Members Present: Dennis Barker, Nathan Campeau, Rochelle Christensen, Wendy Jones, Nate Klema, Kathy Larsen, Dave Marek, Rick Recker, Lisa Richardson, Sarah Stangl
Members Absent: Randy Fulton, Jenny Harrington, Kelly May Guests: Sarah McInerney
Secretary’s Report
Minutes of the Board of Directors’ Meeting for August 14, 2017 were approved and accepted by Rick Recker, seconded by Rochelle Christensen.
Treasurer’s Report
• August revenues were unfavorable to plan by $5.0K and YTD revenues were unfavorable to plan by $24.5K. MTD’s un-favorability was primarily driven by lower than expected ad revenue of $3.4K and race receipts of $1.2K. YTD’s un-favorability was primarily driven by ad revenue of $15.7K, membership dues $5.5K and training receipts of $4.7K. • 2017 YTD revenues are unfavorable to 2016 YTD revenues by $62.6K. The un-favorability was driven by timing of race receipts of $44.8 and ad revenue of $15.4K. • August expenses were favorable by $3.4K to plan and YTD expenses were unfavorable by $.6K. MTD’s favorability was primarily driven by the timing of race expenses of $1.5K and timing of promotion expense of $0.9K. • 2017 YTD expenses are favorable to 2016 YTD expenses by $12.5K and net income was unfavorable by $50.0K.
The treasurer’s report was approved and accepted by Nathan Campeau and seconded by Rochelle Christensen.
Office Manager’s Report
Membership: 2016 2017 New Members 18 8 Renewals 60 40 (includes two-year renewals) Membership Total 2,066 2,036 (prior month: 2,028)
Family members are counted as a unit, not as individuals, so the total membership number is actually over 2,500.
Web/Twitter/Facebook/Pinterest
As of June 30 Last Month Current Facebook 6,296 6,316 Twitter 1,700 1,711 Pinterest 463 464 Instagram 264 287 Social media use continues to increase.
COMMITTEE REPORTS Advocacy: No update.
Club Administration: Board appreciation dinner will be at Lucky’s on either 10/22 or 11/5, depending on Race Committee availability. The database conversion is underway with a soft launch scheduled for 10/2. A 501c3 meeting is scheduled with MAP attorney for September 13. A 2015 IRS letter regarding late fees was discussed and ongoing discussion is underway with IRS. The Board Discussed candidates for MDRA Volunteer of the Year award. Please forward names of nominees to Sarah.
Programs: The fall marathon training program had over 100 participants yielding 18 new members. The two water stops at Calhoun Executive Center were well received, with plans to replicate in 2018. The Board is considering a Calhoun Executive Center water stop for the final 20 mile run of the Spring marathon training program. The trail running Program has 19 participants. The track club is finished for the year and will resume in the Spring. The Polar Bears are adding a few new members each week. Once TCM is over the participation will increase. The dates for spring marathon training are Feb 27, 2018 kick off with the first run on March 3, 2018.
Promotions: Discussion regarding continued MDRA sponsorship of Grandma’s in 2018.
TCM Expo will include Polar Bear promotion, $5 off socks for members and a comp giveaway to Grandmas. Annual Party Planning continues. The State High School Cross-country meet is in Northfield on Nov 4. Dennis will make arrangements for MDRA booth and he and Dave will staff the booth.
Publications: The Sept/Oct magazine is printed and Sarah distributed to members to place in running stores, Ys, etc.
Race: City of Lakes has 1,476 registrations; this is a significant increase over the COLH 25 K which was about 700 three years ago. Discussed possible addition of 5K to COLH ongoing. The change in the start line resulted in smoother start and finish. With the increase in runners, more volunteers are required for water stops and course marshals. Victory COLH 2016 837 1,075 2017 826 1,476 There were more children at the 2017 Victory than in 2016 USATF: No update.
New Business: Lowell Show has moved and would appreciate visitors. Sarah will send a MDRA care package.
Old Business: No update.
The meeting was adjourned by Rick Recker, seconded by Rochelle Christensen. The next MDRA Board meeting will be October 10, 2017.
Respectfully submitted by Kathy Larsen
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Minutes of the Board of Directors Meeting - October 9, 2017
Members Present: Dennis Barker, Nathan Campeau, Rochelle Christensen, Randy Fulton, Jenny Harrington, Wendy Jones, Nate Klema, Kathy Larsen, Dave Marek, Rick Recker, Lisa Richardson, Sarah Stangl
Members Absent: Kelly May Guests: Sarah McInerney
Secretary’s Report
Minutes of the Board of Directors’ Meeting for September 11, 2017 were approved and accepted by Rick Recker, and seconded by Kathy Larsen.
Treasurer’s Report
• September revenues were favorable to plan by $7.9K and YTD revenues were unfavorable to plan by $16.7K. MTD’s favorability was primarily driven by higher than expected race receipts of $4.2K and miscellaneous sales of $3.5K. YTD’s un-favorability was primarily driven by ad revenue of $15.2K. • 2017 YTD revenues are favorable to 2016 YTD revenues by $19.5K. The favorability was driven by timing of race receipts of $33.7 and offset by ad revenue of $15.0K. • September expenses were unfavorable by $1.2K to plan and YTD expenses were unfavorable by $1.8K. • 2017 YTD expenses are favorable to 2016 YTD expenses by $4.4K and net income was favorable by $23.9K. nual party will be on January 20, 2018. The distinguished service and volunteer of the year award nominations were discussed and voted on. They will be announced at the party.
Programs:The Polar Bears had 20-25 people in the first run. We plan to continue year round polar bears next year. A big thank you goes out to Rick Recker for all of his work on the indoor stadium running. We have 13 dates for Indoor Stadium Running this year. The Women’s Running Camp will be run by Kristen Kinnear-Ohlmann in 2018. We are looking for a coach for the 5k training class and coaches for the Spring Marathon/Half Training program. We discussed promoting Team MDRA (USATF Circuit) in 2018 to get a larger team.
Promotions: No update
Publications: The annual calendar is due October 15 and Sarah is collecting all materials.
The magazine is almost finished. The grand prix site will be updated after the calendar is finished.
Race: The race committee met before the October board meeting. Race equipment revenue is down from $2,900 in 2016 to $1,700 in 2017. The 2018 grand prix races were approved.
USATF: No update New Business: None. Old Business: None.
The meeting was adjourned by Rick Recker, seconded by Kathy Larsen. The next MDRA Board meeting will be November 13, 2017.
The treasurer’s report was approved and accepted by Jenny Harrington, and seconded by Nathan Campeau.
Office Manager’s Report
Membership: 2016 2017 New Members 9 11 Renewals 34 16 (includes two-year renewals) Membership Total 2,057 2,023 (prior month: 2,036)
Family members are counted as a unit, not as individuals, so the total membership number is 2,547.
Web/Twitter/Facebook/Pinterest
As of Sept. 30 Last Month Current Facebook 6,316 6,343 Twitter 1,711 1,732 Pinterest 464 464 Instagram 287 303
COMMITTEE REPORTS
Advocacy: We spoke to the park board about a stop sign located near the lakes that runners were concerned about. The stop sign was moved. There will be a story in the next magazine about this change as well the importance of advocating for the running community.
Club Administration: Board elections are coming up and we have two vacancies. The MDRA Board approved the addition of Damon Rothstein for the current open board position. The Board appreciation dinner is scheduled for October 22 at Lucky 13. The Board continued discussions on 501c3/501c4 status. The MDRA Board approved going forward with filing for a 501c3 entity. We discussed rethinking our mission and how we reach our current runners and potential new runners. The an
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Minutes of the Board of Directors Meeting - November 13, 2017
Members Present: Nathan Campeau, Rochelle Christensen, Randy Fulton, Jenny Harrington, Wendy Jones, Nate Klema, Kathy Larsen, Dave Marek, Kelly May, Rick Recker, Damon Rothstein, Sarah Stangl
Members Absent: Dennis Barker, Lisa Richardson Guests: Sarah McInerney
Secretary’s Report
Minutes of the Board of Directors’ Meeting for October 9, 2017 were approved and accepted by Rick Recker, and seconded by Randy Fulton.
Treasurer’s Report
• Discussed magazine as one of our largest expenses and whether we should go to quarterly magazine instead of bi-monthly. Further analysis and thought around this idea will be discussed at future meetings. Most of our revenue is brought in through races. • October revenues were unfavorable to plan by $1.2K and YTD revenues were unfavorable to plan by $17.9K. MTD’s un-favorability was primarily driven by lower than expected ad revenue of $2.2K offset by sponsorship of $1.5K. YTD’s un-favorability was primarily driven by ad revenue of $17.4K. • 2017 YTD revenues are unfavorable to 2016 YTD revenues by $8.6K. The un-favorability was driven by lower ad revenue of $17.1 offset by race receipts of $7.1K. • October expenses were unfavorable by $7.0K to plan and YTD expenses were unfavorable by $8.8K. MTD’s un-favorability was primarily driven by higher program expenses of $2.2K, higher promotional expense of $1.9K and timing of other expenses of $2.1K. YTD’s un-favorability was primarily driven by program expenses of $3.3K and professional services $1.7K. • 2017 YTD expenses are unfavorable to 2016 YTD expenses by $12.1K and net income was unfavorable by $20.7K.
The treasurer’s report was approved and accepted by Randy Fulton, and seconded by Sarah Stangl.
Office Manager’s Report
Membership: 2016 2017 New Members 36 42 Renewals 117 138 (includes two-year renewals) Membership Total 2,050 2,050 (prior month: 2,547)
Web/Twitter/Facebook/Pinterest
As of Oct. 31 Last Month Current Facebook 6,343 6,368 Twitter 1,732 1,760 Pinterest 464 470 Instagram 303 303
The board reviewed the new MemberClicks website for members including functionality and data fields.
COMMITTEE REPORTS Advocacy: No update.
Club Administration: Reviewed MDRA Foundation bylaws. The bylaws for the MDRA Foundation were approved and accepted by Rick Recker, and seconded by Nathan Klema. Discussed MemberClick fees associated with credit cards and decided not to charge members for the fee.
Programs: The last Polar Bear run had 50 runners which was a great turnout. Marathon Sports is having a member appreciation event this weekend.
Promotions: Looking for donations for prizes for the upcoming annual party. Board members were tasked with getting one sponsorship prize each by the next meeting.
Publications: Annual calendar is in review now and is scheduled to ship in early December.
Race: Recommending next year all race registration be online including race day registration. For those who need different accommodations, there will be an option.
USATF: Team Circuit has been decided.
New Business: The board reviewed the Operations Manager compensation summary for 2018.
Old Business: No update.
The meeting was adjourned by Randy Fulton, seconded by Rochelle Christensen.
The next MDRA Board meeting will be December 11, 2017.
