Present: Julie W. Vicky M, Cristi D, Bonnie S, Scott T, Phyllis F, guests: Miranda Bell and Peggy Fehn.
Meeting begins at 7:15

1. Our Values (Bonnie) (5 Min) 7:33
• Continued growth of the club is possible if our volunteer positions don’t become another job.
• Bonnie would like to continue process improvements as per group growth.
• Phyllis is interested in a branch of the club where an individual may be a resource person for runners of any pace.
• An updated list of resource people can be produced.
• One guest (Miranda Bell) asked if there were any workshops available to help the new runner.
• A 5K starter program would be good to have if someone wants to take ownership of it.
• Make a call through email to check on any overlooked groups of runners are in the membership.
• Bonnie will see if Phil can put a message board in the web site.

2. Website Update (Phil) (15 min)
• Phil is not present. He is working on the template.
• He is planning to something for us next week.

3. Active.com Contract Update (Julie) (10 min) 8:03
• The attorney slammed the contract.
• Julie heard back from Active about the contract. Active cannot alter the contract as greatly as we would like. There are some places that they did negotiate.
• Many of our suggestions are not acceptable to them.
• Julie is OK with most of the contract, Steve Brown (lawyer) is not OK with it.
• Julie has a general comparative report from Sign-me-up.com.
• Julie has talked to several people that use Active and their reports have been favorable.
• Bonnie would like a little more from sign me up.
• Julie will get more info on sign-me-up.

4. Single Membership Renewal Update. 8:14
• We are trying to work out some common membership expiration date.
• We will continue to discuss this again.

5. Turkey Day Trot (Scott) (5 min)
• Hardings in Woodbridge is going to supply a lot of the giveaways including.
• Scott will talk to Terry H to set the date with KVCC.
• Bonnie has some race numbers and hangers.
• $100 will probably be enough.
• It is for the Gospel Mission. Need donation boxes.
• PCOC will get donations also.

6. Safari Aid Station Update (Vicky) (5 Min)
• Set for August and September.
• We have a document that provides community service hours for volunteering for those that wish one. Bonnie has it and she will sign it.

7. Klassic Co-Director Shadow (Bonnie) (5 min) 8:31
• We are looking for someone to be co director or the Klassic. Cindi is doing just one more year.
• The Planning Committee meets once a month year round.
• Julie does not think she will be available to do that. She is going to concentrate on Terry with the Kal-Haven.
• No one on the board is interested. Bonnie may talk to Charlie Crouch to see if he is interested again.
• Bonnie is going to advertise in the Rundown.
• KAR needs to keep three people on the planning committee.

8. Halloween Hash (Bonnie) (5 min)
• Carrie Hybels cannot do it this year.
• Dave Walsh will take it again.
• He will need $100 for raffle prizes. The money is board approved.
• Dave will need some volunteers on October 25th for the event.
• Scott will help on race day. 10:00 am start.
• Vicky will do a flyer.

9. 2009 KAR Membership Rates (Bonnie) (5 min) 8:46
• Board approves a rate increase to $20/individual and $25/family. Effective January 1st.
• Updates on applications will need to be made as well as the common renewal rate.

10. Beyond Registration Form and Run Schedule (Bonnie) (10 min) 8:52
• We need more information if a member chooses to use this form for a family sign up form.
• Bonnie will place on a second page (back) to accommodate family info.
• Training schedule was provided.
• The program is looking good for pace leaders.
• Schedule approved.

11. Volunteer Program (Bonnie) (5 Min)

12. Strategic Planning

a. 501 c (3) Tax Exempt Status through RRCA Group Exemption (Bonnie) (5 min)
• Bonnie will contact the IRS for a form.
• Emails from outside groups should not use the KAR Yahoo! Group as primary media to promote sponsors.
• Political promotions cannot be passed through our communications.
• Bonnie will talk with outside groups regarding above standards.
• The board approves going forward with the exempt status.
b. Form 990 and 990 N (Cristi) (5 min)
• It is a fairly easy form to fill out according to Cristi. If we have gross receipts less than $25,000, we qualify to fill out form 990-N, otherwise form 990 needs to be completed. Budget Process Update (Cristi) ( 5 min)
• Cristi is working on it with some help from Julie.
• In kind donation line was requested.
c. Charitable Solicitation Registration  (5 min) If we have less than $8000 in donations we are ok. Cristi to research whether we need to do Charitable registration in the state of MI separate from RRCA.

d. Identify internal strengths and weaknesses/externally opportunities and threats  (10 min) - tabled until next month.

13. Apparel – No update at this time.
14. Bonnie is going to borrow the tent for her cross country team.
15. Gazelle and Safari Partnership.
• Bonnie is meeting with Chris tomorrow to talk about our relationship with Gazelle and the Safari.
• The board is good with the Volunteer Recognition Program. Gazelle is approved as sponsor.
• Vicky has been able to work through the aid station issues with Gazelle.
• We are basically asking Gazelle to follow through with their promises.
• People are expecting for more support with Safari concerning the cost of the program.
• Peggy Fehn (guest) asks that the Safari group promote some of the break out groups that run on week days.

16. Insurance list
• A number of events that we run were not listed with RRCA for insurance purposes.
• Assign someone to check for events submitted. Cristi and Bonnie will take dual control over events with concerns to insurance.
• Bonnie is also concerned about covering volunteers as well as runners at our events.
•

Determine back-up for Scott during football season.  Adjourn Meeting: 8:40
Julie will pick up the note taking for me. Thanks Julie.

Meeting adjourns at 9:20