RR BoD Meeting Minutes

Submitted by Dan Grove, Secretary

Date: April 30, 2022 Start Time: 9:30am End Time: 10:38am 

Location: North Point Pavilion

 Present

Not Present

P: Catherine Nelson

 

VP: Claire Tse

 

T: Mary Shedlock

 

 S: Dan Grove

 

DWP: Vacant

 

U40 MAL: Michelle Stephens

 

MAL: Michael Faulkner

 

MAL: Jeannie Johns

 

MAL: Young Nam

 

                    

 Administrivia:

  • Minutes from March - approved
  • Next BoD Meeting– June 15, 6pm Zoom
  • IT Infrastructure/Communications/Website/Social Media - a review is ongoing.
  • Community Outreach– ongoing.
  • Governance and Succession – planning needed.

 

                      Weekly Operations:

  • Weekly run-walks–Jack created a Reston Runners Club page on Strava (https://www.strava.com/clubs/1044563). We can add GPX, TCX, or FIT files by recording these while walking, running or cycling these courses. The courses recorded should match the published text route descriptions.
  • Water Support -We will restart providing Gatorade for Sunday runs when it’s hot.
  • Announcements – Introduce yourself. Ask if anyone’s new, welcome them. Get people to join/renew/pay their dues, mention auto renewal option. Volunteers needed for programs & functions. 
  • Course Markingon Saturday– Marcy has recruited people to “own” certain courses.
  • Breakfasts and Potlucks after runs – re-starting these traditions.
  • eNews – migrate from MailChimp to Constant Contact (Young)
  • Event Participant email lists – gathering them under their separate labels in Constant Contact, allowing flexibility in messaging, is a goal.

Membership: 

  • Membership Coordinator – new function, Young drafted a position description.

 

                 Programs and Events:

  • RMR – very successful. A transition in leadership is underway, and having a certified course would be good next year.
  • W&OD Trail Adoption – we will continue periodically removing trash from the trail between Isaac Newton Square and Reston Parkway. 
  • Friends of the W&OD – they asked if we wanted to direct a race for them and/or have one of us join their board. We’ll help publicize a run/race if they coordinate it; no volunteers for their board have come forward so far.
  • WTP – about 160 registered, program is April 25 - June 13, Mary coordinating.
  • YIM – about 55 registered so far, dates are June 12 -August 7, Jeannie coordinating.
  • ITP – planning.
  • Summer Picnic– at North Point Pavilion, 5pm, pot luck, looking at July 16 or 23 for Pavilion availability (Mary). Green Jacket awarded then.
  • Prediction Runs – planning for the summer, scheduled to allow ITP participants to gauge their progress as well as have some fun for all.
  • May 22 Run coordinated with Dogwood Kids Color Run – some runners volunteering for the Kids event after running would be good, planning in progress. RRCFsupports the Kids Run.

 

Treasurer Report:

  • Balance Sheet and Income Statementwere reviewed, we have adequate cash on hand to cover existing and future expenses. We are operating in line with our planned budget.
  • Registration fees for WTP and YIM are coming in.

RR General Meeting Minutes

Submitted by Dan Grove, Secretary

Date: July 16, 2022 Start Time: 6:30pm End Time: 6:40pm

Location: North Point Pavilion

                    

 This was a quick General Meeting held during the Summer Potluck. 

The only agenda item was to vote on proposed amendments to the Reston Runners Constitution. The proposal eliminated the designated Walking Program coordinator position and replaced it with a 5thAt Large position.

A quorum was present. After some discussion, a motion to adopt the changes was made and seconded. The vote was 45 in favor and 1 opposed, with 1 abstention. The motion carried. 

The business section of the event was concluded.

The updated Constitution has been posted to the RR website and the RR Google Drive.

RR BoD Meeting Minutes

Submitted by Dan Grove, Secretary

Date: March 22, 2022 Start Time: 6:00pm End Time: 7:16 pm Location: Zoom

 Present

Not Present

P: Catherine Nelson

 

VP: Claire Tse

 

T: Mary Shedlock

 

 S: Dan Grove

 

DWP: Vacant

 

U40 MAL: Michelle Stephens

 

MAL: Michael Faulkner

 

MAL: Jeannie Johns

 

MAL: Young Nam

 

                    

 Administrivia:

  • Minutes from February - approved
  • Next BoD Meeting– April 30, 9:30am North Hills Pavilion
  • New Board Members – Welcome! Catherine provided an overview of board responsibilities and general operations.
  • IT Infrastructure/Communications/Website/Social Media - a review of our existing IT infrastructure and a discussion of our business and technical needs took place March 20, Jack gave a presentation on its history and current status. Ongoing.
  • Annual Meeting – Success, good turnout. Green Jacket award will be at the annual summer event, suggestions for recipient(s) welcome.
  • Membership Coordinator – new function, Young is drafting a position description.
  • Community Outreach– is ongoing.

 

                      Weekly Operations:

  • Weekly run-walks–While we are not currently providing GPS enabled maps for our run course, the website does have the capability to store GPX files and make them available for download. Looking ahead, we can develop the GPX files by recording these while walking, running or cycling these courses.  
  • Water Support/Announcements -We’ll continue with board members bringing water. Sunday midpoint water is also being done. We will restart providing Gatorade for Sunday runs beginning in April. Danupdates the water support spreadsheet run locations as they’re announced.
  • Announcements – Introduce yourself. Ask if anyone’s new, welcome them. Get people to join/renew/pay their dues, mention auto renewal option. Volunteers needed for RMR, other programs & functions. 
  • Course Markingon Saturday– Marcy has recruited people to “own” certain courses.
  • W&OD Trail Adoption – we will continue periodically removing trash from the trail between Isaac Newton Square and Reston Parkway.

 

                 Programs and Events:

  • RMR – April 10, 2022, planning is proceeding, 350+ signed up, volunteers needed. 
    • RMR Training Program – The Half Marathon training program is in progress, good turnout, Marcyrunning it.
  • WTP – Registration is open, program April 25 - June 13, Mary coordinating.
  • YIM – Registration is open, dates are June 12 -August 7, Jeannie coordinating.
  • Summer Event– planning to start soon.

 

 

Membership: 

  • Annual renewal- we’re currently covering the processing fees for existing member automatic renewals

Treasurer Report:

  • Balance Sheet and Income Statementwere reviewed, we have adequate cash on hand to cover existing and future expenses. We are operating in line with our planned budget.

Meeting on Meeting Minutes

Submitted by Dan Grove, Secretary

Date: February 16, 2022 Start Time: 6:00pm End Time: 6:57pm Location: Zoom

 Present

Not Present

P: Catherine Nelson

 

VP: Claire Tse

 

T: Mary Shedlock

 

 S: Dan Grove

 

DWP: Vacant

 

U40 MAL: Caitlin McBride

 

MAL: 

Jeannie Johns

MAL ADVISOR: Marcy Foster

 

MAL: Vacant

 

                    

 Administrivia:

  • Minutes from December and January– approved
  • Next BoD Meeting– March 22, 6pm ZOOM 
  • Board Member Elections – Voting is in progress
  • IT Infrastructure/Communications/Website/Social Media - a review of our existing IT infrastructure and a discussion of our business and technical needs is scheduled for March 20.
  • Annual Meeting – RCC Covid rules will be followed. A team (Pat K, Pat T, and Katie L) has stepped up to coordinate this, Catherine They’ve also approached local merchants and arranged for some bling. Marycreated a potluck Signup Genius page. Green Jacket award will be at the annual summer event.
  • RRCA Club Insurance Renewal for 2022–

 

                      Weekly Operations:

  • Weekly run-walks–GPS maps exist for our courses, finding a turn-by-turn platform for cell phones would be very helpful.
  • Water Support/Announcements -We’ll continue with board members bringing water at start. Sunday midpoint water is being done. In the winter Gatorade is discontinued. Danupdates the water support spreadsheet run locations as they’re announced.
  • Announcements – Get people to join/renew/pay their dues; talk about auto renewal so it won’t be a surprise. Mention the Annual Meeting and potluck event.
  • Course Marking–Marcy has recruited people to “own” certain courses.
  • W&OD Trail Adoption – we will continue periodically removing trash from the trail between Isaac Newton Square and Reston Parkway.

                   Programs and Events:

  • RMR –Scheduled for April 10, 2022, planning is proceeding, insurance obtained. 
    • RMR Training Program – The Half Marathon training program is in progress, good turnout, Marcy running it.
  • WTP – registration opens March 1, program April 25 - June 13, all outdoors. Mary

 

Membership: 

  • Annual renewal- we’re currently covering the processing fees

Treasurer Report:

  • Balance Sheet and Income Statementwere reviewed, we have adequate cash on hand to cover existing and future expenses. We are operating in line with our planned budget.

RR BoD Meeting Minutes

Submitted by Dan Grove, Secretary

Date: June 15, 2022 Start Time: 6:00pm End Time: 7:17pm

Location: Zoom

 Present

Not Present

P: Catherine Nelson

 

VP: Claire Tse

 

T: Mary Shedlock

 

 S: Dan Grove

 

DWP: Vacant

 

U40 MAL: Michelle Stephens

 

MAL: Michael Faulkner

 

MAL: Jeannie Johns

 

MAL: Young Nam

 

                    

 Administrivia:

  • Minutes from April - approved
  • Next BoD Meeting–Sunday July 24, 9:15am, Catherine’s
  • IT Infrastructure/Communications/Website/Social Media - a review is ongoing.
  • Community Outreach– ongoing.
  • Governance and Succession – planning needed.
  • Bylaws update –text needs to be included in the eNews of June 30 or earlier to provide the required notice before the July 16 meeting.

 

                      Weekly/Monthly Operations:

  • Weekly run-walks–Jack created a Reston Runners Club page on Strava (https://www.strava.com/clubs/1044563). We can add GPX, TCX, or FIT files by recording these while walking, running or cycling these courses. The courses recorded should match the published text route descriptions. Several people are working this.
  • Water/Gatorade Support – Mark and Clyde now have access to the H2O calendar signup page, which is expanded through October.
  • Announcements – Introduce yourself. Ask if anyone’s new, and welcome them. Recognize who marked the course for Saturday, and who put out the mid-point water (and where that is) for Sunday. Get people to join/renew. Volunteers needed for programs & functions. 
  • Course Markingon Saturday– Marcy has recruited people to “own” Saturday courses.
  • Breakfasts and Potlucks after runs – re-starting these traditions.
  • eNews – migrate from MailChimp to Constant Contact (Young) – no update.
  • PRR runs – weekly Thursday evening and monthly Saturday runs.

Membership: 

  • Membership Coordinator – new function, Young drafted a position description. No update.

 

Programs and Events:

  • RMR – very successful. A transition in leadership is underway, and having a certified course would be good next year. Distribution of net profit should be arranged by the July meeting.
  • WTP – just ended, very successful, Mary coordinated.
  • YIM – just started, ends August 7, Jeannie coordinating. Need volunteers.
  • ITP – starts June 22.
  • 10 Weeks to 10K – planning in progress.
  • Event Participant email lists – gathering them under their separate labels in Constant Contact, allowing flexibility in messaging, is a goal. No update.
  • Summer Picnic/Club Membership Meeting– at North Point Pavilion, July 16, 5pm (4pm setup), pot luck. Bylaws changes will have a membership vote. Green Jacket awarded. Looking for volunteers to coordinate the potluck. 
  • Prediction Run -annual at Valentine’s Day, done for this year.
  • Airport Run –see if there’s interest.
  • Marathon Training –we’re looking at viability and interest. Also coordinating with the 1/2 marathon training program (Marcy).
  • W&OD Trail Adoption – we will continue periodically removing trash from the trail between Isaac Newton Square and Reston Parkway. 

Treasurer Report:

  • Balance Sheet and Income Statementwere reviewed, we have adequate cash on hand to cover existing and future expenses. We are operating in line with our planned budget. Programs are generating revenue.
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