12 Apr 2018 ORRRC Trustee Meeting Minutes. Attendees
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1 12 Apr 2018 ORRRC Trustee Meeting Minutes Attendees *Douglas Picard Andrea Van Sickle Anthony Trimble John Grilliot Aneesa Bhimani Trimble *Liberty Eberly Aimee Ashcraft *Beth Whitehead *Terry Murray *Andy Helmick *Kevin Johnston Brian Ashcraft *Peter Qumsiyeh Dan Cross Aneta Zeppetella *Eddie Weaver *Joe Saunders *Robert Faux *Jeff McPherson Felix LeBlanc David Sferella *Denotes board member 7:01pm Call to order February Meeting Minutes o Eddie s changes incorporated. Eddie motioned, Doug second, 100% approved No Funding Considerations Financials o $245K in bank, down $5k/yr. New advisor, haven t moved $75k to trust yet. Eddie motioned, Peter second, 100% approved Board Discussion/Votes o Warrior on the run Aimee Ashcraft. 35 runners, run Tue/Thu, bought scanner for logging miles. 23 kids signed up for pancake run. o Cupless race initiative Aneta Z. No disposable cups for trails, switch to reusable silicone. Found vendor in Cincy who can put club logo on them, under $3. Peter suggested give as finisher award. Jeff emphasized importance of educating the runners through the seasons. Doug, advertise, buy a lot. Eddie, needs back up plan for non-trail runners and new folks. Propose board order 1000 cups with logo at $2.60 per cup, discussion shelved until proposal is firm. o Youth for understanding Andrea Van Sickle. Would like to set up booths at the larger races for this foreign exchange student program. o RRCA highlights Peter/Kevin. Online store, runner friendly city, mobile apps are all the trending things. Converting casual runners into members. Box 21 insurance is a liability and could put us at risk. Defining non-club owned vehicles and volunteers for liability purposes, along with participants and spectators. Need to document every single thing when mishaps occur. Next year will be Mar. o Bylaw review Beth. Retained lawyer, hopefully hear status by next board meeting. o Athletic scholarships Eddie. Criteria is to be somehow anchored to Dayton, current residence not required. Three essay questions, request ceiling of $4k. Aneesa asked if there was a volunteer requirement. Funds come from trust. Andy motioned, Liberty second, 100% approve. o Dash for Cash Doug. Status of the race? Jeff offered to take it and move to track with heats every 10min. Change brings concerns with RRCA accepting the Tipp
2 City course and no time to certify. Doug motioned for the changes, Peter second, and one nay vote. Motion and race change abandoned, will discuss at May meeting. o Eddie Dogs/insurance. Clarify the insurance policy for dogs at races since they have been present at recent races. Insurance states that dogs can t cross the start line or cross the finish line, and service dogs, not support dogs. We need to ask RDs to enforce policy as written. Andrea offered to communicate with all race directors, and proposed enhancing RD communications. o Key Sports Aneesa/Anthony is the third of 3 years with EndResult timing and Key offers to time. Kevin wants to get RFP from all proposed timers. o Lindsey s Law Eddie. We are not required to have this since it s for children s organizations, but youth cardiac arrest symptoms/treatment is good to know. o Speedy Feed Wed. night triathlons David S. Tri series has been abandoned by Speedy Feet, but offered for sale to ORRRC for $1500 per monthly race. RD, timing, and volunteers are all covered. Around the room o Eddie person associate with local gym would like to rent cones. We will let them borrow old cones. Meeting adjourned 8:50pm
3 POST RACE REPORTS St Patrick s Day 5k 10 March 2018 Race Directors: Aimee Ashcraft, Therese Ferrell Race Attendance: 170 Our volunteer police group blocked one of the turns on the course. This caused an added distance of.7 mile. Next year the RD will drive the course once volunteers are in place to ensure all know the course. I plan on returning and holding the race in the same week and day next year. Germantown 10-Miler 18 March 2018 Race Directors: Dan Cross Race Attendance: 118 What a perfect day in March for a race. It was muddy and wet, but thats what we expected. My volunteers did a wonderful job. We had someone remove some course markings but we fixed it and all but the really fast runners had no issues. I plan on returning and holding the race in the same week and day next year. Splash n Dash / Just Dash III 25 March 2018 Race Directors: Beth Whitehead, Kathleen & Tom Tiller, Eddie Weaver Race Attendance: 37/ : First Event - 77 (40/37) Second Event - 57 Third Event - 60 (32/28) 2018 : First Event (49/54) Second Event (66/48) Third Event - 66 (37/29) Eddie s Comments: Our third event declined to a standard number of participants based on previous years attendance records. This happened despite an award for completing all three events. Based on this, the team is considering reducing the Splash n Dash / Just Dash combo to a single event next year. The RDs are continuing to plan for next year s structure for this series.
4 PRE RACE REPORTS Twin Creek 10k 14 April 2018 Tim McDaniel & Jim Bulach -- Executed by Tim Bowman & Rob Lewis Tim McDaniel and I are taking care of all the work and duties leading up the race. However, on race day, Tim McDaniel will be in Boston getting ready to run the Marathon and I will still be in China. We have been working closely with Tim Bowman and Rob Lewis, who will be taking care of all race director duties on race day. One major hurdle this year was obtaining permission from the Church to use their parking lot. In previous years, our participants have gone inside to use the restrooms. We must station a volunteer (guard) at the door to ensure no one goes inside. Also, in the past, the parking lot has been left muddy from our people tracking mud onto it. As part of our post-race clean-up, we must ensure that the parking lot is swept clean of all mud. We are currently in the process of compiling our list of volunteers and will be contacting local EMS. As the date of the race gets closer, we will be purchasing the necessary post-race refreshments. x I have contacted medical services and they will be at the race. x I have obtained all insurance and local permits for this event. x I have arranged to have the ORRRC radios and AED at my event. / I have the course measured. Sugar Maple 5.462k 28 April 2018 Bill Mercer & Felix LeBlanc No Report Provided I have contacted medical services and they will be at the race. I have obtained all insurance and local permits for this event. I have arranged to have the ORRRC radios and AED at my event. I have the course measured.
5 George Rogers Clark Park 10k 8 May 2018 Larry Berna & Tim Snyder No report provided, but the RDs have made positive contact with the timing team. x x I have contacted medical services and they will be at the race. I have obtained all insurance and local permits for this event. I have arranged to have the ORRRC radios and AED at my event. I have the course measured.
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