Meeting Minutes
GBRC Meeting 11/19/01
Mary Steinberg's house
attended by:
Len, Craig Bartlett, Sharon, Christy, Mary, Tjalling, Rick Libsack, Gale, Bill Thibodeau, Vickie, Alison, Alta, Rick Hill
The board approved a $100 scholarship request to aid the Whatcom County High School team in participating in the Western Regional Invitational XC Meet in California. The amount matched last year's club contribution.
Gale provided the treasurer's report as well as information from the RRCA regarding club audit. The letter from the national office stated that they had no specific advice or literature to offer regarding audits, that audits are cost prohibitive for most clubs & the national club itself only had an audit at the time they began applying for grants. As part of the discussion Gale stated that if he was to continue to do finances, hewould like to have a review done each year. Christy suggested that the club form a committe of 3 to review the past three years and from then on to do an annual review.
A motion was made to form a committee of at least 2 current club members to perform audit of financial documents. Motion was seconded and accepted. For this year the commitee will consist of Christy & Vickie in order to accomplish the review by the first meeting of next year. For next year, perhaps seek out if there are any CPAs among the membership or any other member interested in being on the committee.
Website Development:
Rick Hill led discussion regarding what content the club would like to include on its website and how to go about getting that content. Handout includes proposed content with proposed positions responsible for getting that content to the website developer.
Discussion concerning non-GBRC community events and how much information the club site needs to provide. Concerns expressed about mixing club & community events. Decided that for community events, site will provide minimal information, including date and a link to the event website if one exists.
RESULTS are priority for inclusion in website. This will require race directors to provide computer results. Len expressed concern about addiing yet another responsibilty for race directors. Suggested perhaps having one transcriptionist who would enter all the results into a computerized format & forward to website developer. Result of discussion was that even if someone else did the transcribing, he or she would still need to consult with the race director with questions, etc. For the sake of accuracy the responsibilty should remain with the race director. If the race director prefers to delegate the task to someone else, that would be fine.
Other info for website inclusion: membership application pdf to download & mail in minutes newsletter contacts/bios
homepage - front page
-it was decided that the board would decide the appropriate info for the front page at each board meeting. Will update with most up to date race info and other happenings.
Rick expects the website to be operational in one to two months once we resolve which host to use for the site and how much the club wants to budget for the site.
Bill Thibodeau presented his research on hosting options for the website.
Based on Bill's research, a motion was made to create a website using the title GBRC.org, initial expenditure not to exceed $500 to set up for 1st year, to be hostedby Half-Price Hosting
Motion was seconded and approved
Huge thanks to Bill & Rick for their Herculean efforts to get the website moving forward!!
Gale suggested that the club could discontinue the phone hotline and direct those funds to the website instead.
Chuckanut Footrace
plans are to go forward planning the race without sponsorship from Haggen. If club wants to find an alternate sponsor, must do so asap. Transition team of Len, Christy and Craig will review Haggen budget for the race and decide whether to seek a new sponsor.
Haggen has indicated that they would prefer to sponsor a more family oriented event in the Fall. Len will present proposal for Turkey Trot on Thanksgiving morning or Saturday beforehand, to take place out of the Ferndale Haggen. Len will discuss with Carrie Palmer to hear Haggen¹s preferences for the event.
Additional topics:
planning for Fairhaven Frosty under control. 5k, 10k events
next newletter deadline Jan 15
winter social Dec 9 4pm - 7pm potluck - board meeting beforehand @ 3pm
Lake Samish run January 5
Terry Thalhofer will have a student co-director for Honeywagon Run.
Adjournment
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