Meeting Minutes, Sun, June 12, 2016

(approved: July 3, 2016)

runLawrence meeting, Lawrence Public Library

Present:  Gene Wee, Dee Boeck, Becky McClure, Karen Hyde, Brenda Groskinsky, Jason Holbert, Don and Lori Cackler, Bill Kinnersley

Brenda called the meeting to order.

The group reviewed the minutes from the May meeting.  Dee moved to accept the minutes; Jason seconded the motion, and all approved.

Brenda moved that when Gene posts the minutes on the website prior to their approval at the next meeting he should mark them as a draft version pending approval.  Gene seconded, and all approved.

Jason gave the treasurer’s report.  The club currently has a balance of $12,336.87.  All checks to the marathon clubs have cleared.  Members can find the treasurer’s report on the runLawrence website in the section labeled “About Us”.

Dee gave an update on the Thanksgiving Day Run.  Van Go will make the awards this year, Charlie Upton will be the announcer, and Heidi will help round up donations from our sponsors.  Dee requests a volunteer to be the coordinator for recycling bottles after the race.  The city will provide receptacles at no cost; the volunteer will be in charge of transporting the receptacles to the race site and for delivering the bottles to a recycle center.

Brenda suggested that we consider taking part in strategic planning exercise that focuses on runLawrence members’ positive experiences with the club.  She outlined the exercise as follows:

  1. Each participating member shares a favorite memory of his/her experience with runLawrence
  2. Each member shares why he/she is currently a member.
  3. Each member shares what he/she considers the most important thing that runLawrence should be doing 10 years from now.

Throughout the process, we will document each member’s comments with the intent that the board, or the strategic planning committee will use the information to develop the club’s strategic plan.  Brenda emphasized that this exercise works best when participants focus on positive aspects.

Becky moved that we do the strategic planning exercise prior to the social portion of the club picnic which is to be held at Greg and Elizabeth Burger’s house on August 7th.

Karen seconded the motion, and all approved.

It was noted that the start time for the August 7th meeting should be moved up to 3:00 PM, pending approval from Greg and Elizabeth, in order to allow time for the strategic planning exercise.  We also decided that it will be helpful for all club members present to encourage other club members to attend this meeting. 

Brenda recommended that the present members take a draft copy of the club’s bylaws, read it at home, and come to the July meeting with their comments prior to finalizing the draft.  All club members are encouraged to read the draft copy posted in the “About Us” section on the website and participate in the discussion at the July meeting.

Gene presented a proposed budget which the budget committee created based upon the club’s expenses and income over the past three years (2013, 2014, 2015).  He noted that income from membership dues and from rental equipment is down this year to date.

He mentioned that RRCA recommends that we have a category in our budget under expenses labeled “Thanksgiving Day Run” and that we have a separate savings account with a reserve amount sufficient to cover the costs of the Thanksgiving Day Run.  We discussed the possibility of starting to build up a special reserve account for this purpose.  The budget discussion will be continued at a future meeting.

Lori Cackler shared an article from the USD497 May newsletter that deals with the marathon clubs at the elementary schools.  The article specifically mentions the clubs’ appreciation for the donations and support that they have received from runLawrence.

Jason motioned to adjourn the meeting at 5:50.  Becky seconded; all approved.

The next meeting will be July 3rd at 4:30 at the Lawrence Public Library pending availability.

Karen Hyde