Minutes of the November 13, 2008 Board Meeting

The Anchorage Running Club held a “retreat” to discuss the future direction of the club. All Board members were in attendance, including David Ramseur, Betty Cronin, Bonnie Swanson, Debbie Cropper, Ed Wilson, Gregory Dixon, Jim Lieb, Lupe Marroquin and Mike Halko. Others in attendance included Charles Utermohle, Sharon Fisherman and Bill Fisherman. The meeting was called to order at 5:30 pm.

Overall direction of the club – the board discussed whether it is providing the appropriate mix of events and services to members and the community. Ideas for expanding club activities included:

1. Holiday events – Valentines Day or other holiday specific runs.
2. Breakfast in conjunction with the Octoberfest race.
3. Volunteer appreciation events.
4. Non-running social events for members.
5. Focus on ways to recruit more younger members.

The board discussed how to increase participation in ARC events and cited the example of the fall Tuesday Night runs as successful events. Ideas for future consideration included:

1. 1) More family oriented events with varied race distances to involve the entire family.
2. Trail runs, especially where the route and distance is a surprise.
3. Races in different parts of the city instead of the old stand-by, the Coastal Trail.

Jim Lieb, past AK 10K Classic race director, suggested ARC consider assuming management of the AK 10K Classic. He said it has a well established race committee of eight key people who can perform most race duties but needs an overall race director. The board took the request under advisement.

The board discussed whether the club needs a more professional operation, with a state of the art timing system and possibly paid-staff to help perform key functions, such as timing, bookkeeping and web management.

As the new treasurer, Debbie Cropper will work with the club’s tax preparer, Wayne Cates, to set up a club budget and books using Quicken. Out-going treasurer Ed Wilson will assist. The board agreed to pay a Gates’ bookkeeper to set up those systems and review whether continued professional bookkeeping assistance will be necessary.

The board agreed to buy an additional laptop to supplement the one the club bought last year. One laptop will be used primarily for bookkeeping and the other for race timing. Greg will research laptop costs.

Several board members, including Ed, Mike Halko, Charles Utermohle and Sharon Fisherman, agreed to further research timing systems and report back to the board no later than end of February on their recommendations on whether the club should purchase or contract for a timing system.

The board discussed the club website, ably maintained by Greg. It discussed a number of possible improvements, such as ways to reach younger runners through Facebook and MySpace, regular email blasts of club developments to members and updated content. David Ramseur and Lupe Marroquin agreed to assist Greg in producing and editing content. A benefit of the club’s partnership with Active.com is the availability of training programs it can offer club members. The board agreed to make those programs available at a modest cost, and to possibly include free training programs as well.

The board discussed the club newsletter and ways to improve it and distribute it. Editor Jim Lieb requested updated software which Greg will help secure as he explores purchase of an additional laptop. The board agreed to establish firm publication dates for the newsletter. It also agreed to explore whether the newsletter should be published electronically, on paper or both.

Another idea proposed by Lupe Marroquin was an advice column, either in the newsletter or on the website, where experienced runners from the club could answer questions posed by fellow runners. Debbie and Mike both agreed to serve as experts that would respond to such questions if and when such an advice column was brought to fruition.

An idea gleaned from the Nordic Ski Club is making the ARC newsletter a statewide running newsletter to help serve other clubs which currently have more modest newsletters or websites. Jim and David agreed to explore this.

The board discussed ways to raise the club’s profile, through various public relations initiatives. Through the club’s relationship with Active.com, the company has offered $500 worth of marketing, which Greg and David agreed to explore. David agreed to look for more media opportunities for the club, such as press releases about club events and donations. He and Ed will work to present checks and gifts of appreciation to various organizations, including Bean’s Café and BBNC for sponsorship of Octoberfest.

The board discussed making its races more “green.” Board members were receptive to an idea from Charles Utermohle to issue one running bib for the season which runners could use at different events, with a calendar of those events listed on the back.

The board agreed to establish regular dates for its meetings for greater predictability and so other club members could attend. The board will meet, for the most part, the last Monday of each month – every other month during the winter and monthly during the summer season.

Upcoming meetings are scheduled for: Jan. 26, 2009, March 30, April 27, May 18, June 29, July 27, Aug. 31, Sept. 28 and Nov. 30.

The board discussed reforming the way it awards scholarships. Currently, the club awards two college scholarships annually to high school students. Bonnie Swanson proposed a number of changes to that system, including diversifying the qualifications for scholarship recipient, including financial need as a criteria, expanding the program beyond high school students to college students, and making a commitment to the University of Alaska Foundation for scholarships.

The board discussed reforming the way it awards scholarships. Currently the club awards two college scholarships annually to high school students. Bonnie Swanson and Lupe Marroquin proposed a number of changes to that system, including diversifying the qualifications for the scholarship recipients, including financial need as a criteria, expanding the scholarship program beyond high school students to college students, and making a longer term commitment to the University of Alaska Foundation for scholarships. The board approved their proposed new scholarship application, agreed to make a $1,500 scholarship to a male and female high school student in the future, and agreed to a $5,000 commitment over three years to UAA for scholarships and future partnering opportunities.

The meeting adjourned at 8:40 pm.

Respectfully submitted
Lupe Marroquin
Secretary
Anchorage Running Club