Meeting Minutes

GBRC General Meeting Minutes of 11-15-2004

Barkley Village—Moss Adams Office

Attending: Len, Gale, Amy, Alta, Rick, Rene, Tjalling, Alison, Paul, Polly, Craig

Secretary's Minutes: Approval of Sept 20, 2004 minutes.

Treasurer's Report: Gale presented the club finances through 9/30/04. $840 income from Lake Padden Relays. GBRC's 501-C3 application has yet to be approved. Amy will check with "not-for-profit" people at her work to find out what the delay might be. Treasurer's report approved.

Membership Report: Alta reported we have 648 members and 410 newsletters to mail. Any members who would like their newsletters emailed in place of a paper version should contact Amy Esary.

Website: Rick presented a graph of the GBRC web stats by the month and charts of time spent on the website, the top 10 pages visited, and links from other websites. The website always has a spike in numbers of visits after a race. Rick encourages members to write up race reports after their races. Simple go to gbrc.net click on "race reports" then "submit your report!"

Newsletter: Amy said the December mailing would go out the week of November 22. Included in the newsletter will be a 2005 membership form. A section asking new members and renewing members if they would like the newsletter emailed instead of hardcopy will also be included.

Race Director Liaison: Tjalling reported:

1. Padden Mudfest was very well attended. Great job by race directors Ed and Kathleen Harri.
2. Turkey Trot will be held Saturday, November 20. T-shirts will go to the first 200 registered entries. ALL entries must make a $5 donation to the Food Bank.
3. Fairhaven Frosty will be held December 4
4. Lake Samish Runs will be held January 8.
5. Honeywagon Run will be co-directed by Vicki Griffiths and Kim Boon.
6. Race Director still needed for Birch Bay Marathon to be held February 19. Tjalling will put out a call for a race director at the December 5th Holiday Party.
7. Chuckanut Foot Race - race directors will be needed for the 2006 race. Craig and James will continue to direct the race in 2005 but will be passing it on. They would like someone to assist them in 2005 to learn the details of how the race is out together.

Craig reported that Superfeet has sponsored the Chuckanut Foot Race for the past two years. He would like to see Superfeet continue their sponsorship. They have been very generous the past two years. It is a costly event to put on. Perhaps finding a co-sponsor, charging GBRC members a reduced fee to race were discussed as options to lowering the expense of putting the race on. Continuation of this discussion at the January 17 meeting.

Equipment Manager: Alison reported there have been about 6 rental fees of $25 each so far this year for use of the clock and handheld timers.

Events/Activities: Rene reported the Holiday Party will be held December 5th at WECU from 5:30-7:30. The meal will be provided by GBRC. 2005 board members election will be held that evening. Postcards about the event have been mailed to members.

Items of Business:

1. Small cones for course marking have been donated by Prostock.
2. Course certification - Paul Ricci has done some research on this. He is unable to go through the certification process himself at this time. Discussion followed about whether GBRC should offer a race that was certified. It is a lengthy process. Paul reported that is might be around $15 a mile to have a course certified by an existing certifier. Amy will put a question in the newsletter asking members as to whether they would like to see a course certified and if so what distance.
3. Craig is trying to find a location for the track workouts beginning in February. Last year they were held at the WWU track. There may be an issue with overcrowding at the track this year. Civic field was mentioned but there may be a conflict with high school use of the facility. Amy will check with Karen Morse at WWU about use of the track. Also brought up was whether participants at the track workouts should sign a more detailed liability waiver. Craig has said he would coach again this year!

Proposed 2005 Budget: Len presented the proposed the budget for 2005. It was unanimously approved.

Privacy Policy: Amy had a privacy policy written up for GBRC to explain how we use member information. Motion to accept policy was made and approved. Policy will be posted on web page and reads as follows: The Greater Bellingham Running Club (GBRC) will never share, sell, or rent individual personal information, including but not limited to your address, phone number, email address or email content, with anyone without your advance permission or unless ordered by a court of law of competent jurisdiction. Information submitted to us is only available to GBRC officers or members tasked with managing this information for purposes of contacting you or sending you information based on your membership expectation of receiving GBRC related information.

Next meeting to be held January 17th 6:30 at Moss Adams building at Barkley.
Recorded by,
Polly Favinger, filling in for Carolyn Nordvedt

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