Attendees: Bonnie Sexton, Vicky Mergen, Giti Henrie, Cristi DeDoes, Julie Wojtaszek
Absent: Phil Goodwin, Scott Taylor, Phyllis Florian

Meeting Time 6:30pm, Called to Order 6:50pm

Time
Agenda Item
Discussion
Follow-up Items
6:50-6:50pm
(<1 min)
Giti and Vicky take over France at Marathon Medoc!

• Pictures and narrative of trip available
• Giti to forward narrative of trip to Bonnie for posting
6:50 – 7:00pm
(10 min)
Website Update
• Phil absent
• KAR website needs to be updated redesigned – out of date content, site not user friendly
• Efforts to update and redesign have been pursued for over 6 months and still not been completed
• Board wishes to pursue a site where multiple Board members have the ability to post items
• Bonnie to discuss next steps and options with Phil
• Bonnie to discuss steps to transfer IP address with Jay
• Giti to inquire with her web designers as to whether they would be willing to donate design time
7:00-7:18
(18 min)
SignMeUp.com Contract and Comparison
• Julie reviewed on-line member registration vendor comparison (Active.com and SignMeUp.com)
• SignMeUp.com offers a lower service fee for the member, shorter contract, and cleaner membership application form appearance (Active.com’s registration pages include third party ads and solicitations)
• Board unanimous approval to sign the contract with SignMeUp.com
• Julie to inquire whether we can specify required vs. optional fields on the form (yes, we can specify required fields)
• Julie to inquire whether we receive a confirmation email when members renew/join (the member receives a confirmation but we do not, we can however, view new members and renewals on the reports 24hr/365 days year)
• Julie to sign the contract with SignMeUp.com and set-up the on-line forms based on our current member application form
7:19-7:23
(4 min)
Kal-Haven Trail Race
(addition to agenda)
• Julie and Race Director (Terry) met recently to discuss plans for the race next year
• Intend to grow the event with a focus on the solo and two person teams (to reduce need for additional parking)
• Would like to offer cash awards in addition to rail road tie awards (Bonnie prefers us pursue sponsors for this first but if not found will revisit with the Board)
• Julie to inquire with SignMeUp.com as to on-line member registration for this event (this is a possibility under the same contract and will include the same service fee to participants – 5%+$1)
7:23-7:36
(13 min)
Member Privacy Policy
• KAR is required to have a privacy policy as part of RRCA
• The KAR policy can be more restrictive than the RRCA policy
• Several Board members concerned about statements in the policy related to distributing member street and email addresses to third parties
• Bonnie to discuss the privacy policy with Steve Brown (attorney) and bring back to the group for review
7:36-7:41
(5 min)
Income Statement
• Group reviewed the Income Statement
• Cristi to add revenue from the Klassic and book additional expenses including Insurance
7:41-8:12
(31 min)
2009 Budget and Process
• Cristi reviewed the draft 2009 budget
• Klassic revenue $1K plus cost of insurance
Event budget responsibilities are as follows:
• Kal-Haven Relay Expense - Julie
• Run Through the Lights – Giti
• Klassic Run Expo – Phyllis
• One One Run (raffle items, give away) – Phyllis
• Kal Haven Run Expense (food for Safari and Beyond) – Vicky and Bonnie (Bonnie request increase to $100)
• Healthy Kids Run - Cristi and Bonnie (Bonnie request increase to $150)
• Social Runs Expense – Phyllis and Bonnie (Bonnie request increase to $300)
• KAR Annual Banquet Expense - Giti and Bonnie
• KAR Club Championship Party Expense - Giti and Bonnie
• Beyond Marathon Expense – Bonnie (Bonnie request increase to $700)
• Turkey Trot - Scott
• Easter Egg Hash Run - Peggy
• Halloween Hash Run – Dave (Bonnie request decrease to $100)
• Borgess Expo Expense (candy, etc. for kids) – Responsible?
• Borgess Run Camp (coffee, pastries) – Bonnie and Giti?
• Indoor Track Rental Expense (based on # of uses) – Sherri Mann
• An amount will be allocated in Other Expenses (Misc) for unanticipated expenses

• Cristi to separate operating vs. program expenses in the summary budget page
• Cristi to include line items under each program budget for # of participants and donations in kind (event directors to estimate)
• Include month to date, actual, and variance for each program (just variance to budget on summary page)
• Cristi to forward budget pages by Nov. 1st to each event director for input, event director to return by Dec. 1st, and Cristi to finalize for Board review in Dec.
• Bonnie to follow-up with Sherrie Mann regarding indoor track rental
8:12 – 8:22pm
(10 min)
Tax ID Issue and 501c3
• The current Tax ID is inactive
• There is another individual/entity that established a separate EIN in 2007 under “Kalamazoo Track Club” – not authorized by the Board
• Non-profits are required to file the 990N on an annual basis
• Board consensus was to apply for new EIN

• Bonnie to apply for new EIN
• Cristi to investigate whether we need to update the EIN number on the 518 form

8:23-8:29
(6 min)
CD Rates
• KAR currently has approx. $5K in a 5 year 3.96% CD at Charter One with a term that expires 10/1
• Rollin (past Board member) is still the authorized signer on the CD
• Cristi to inquire with Charter One about matching the higher rate (5.02%) available at Fifth Third
• Bonnie to check with Rollin to determine when he is available to sign this over to Bonnie and Cristi
8:29-8:32
(3 min)
Dual Control on State/Federal Filings
• In the past the Treasurer completed all reports and filings with no little/no involvement from other Board members
• Board unanimous approval to have dual control (Treasurer and President) for all tax, insurance, and other governmental reports/filings to protect the club and increase overall Board awareness in these areas
• Bonnie and Cristi to complete the charitable registration form
8:34-8:36
(2 min)
Klassic Co-Director Update
• Jamie Tran is potentially interested in pursuing the Klassic Co-Director position and will be attending the next committee meeting on Nov. 4 to learn more
• Bonnie and Julie to meet with Jamie to discuss the position
8:36-8:42
(6 min)
Safari Aid Station Update
• Vicky related that there are currently enough drivers for 98 runners
• Have sufficient volunteers for the aid stations
• Vicky to send Bonnie and Joe the list of KAR volunteers to include in the Rundown
8:42-8:43
(1 min)
Easter Hash Run
• Board unanimous approval to appoint Peggy Zeeb Easter Hash Run Director
• Bonnie to inform Peggy
8:43-8:45
(2 min)
YMCA Kids Tri
• Portage YMCA Fitness Director inquired about KAR participation in the YMCA Kids Triathlon next Fall
• Board consensus was to limit participation to advertising for volunteers in the Rundown on their behalf since triathlons are not the focus of our group and are a better fit with other groups in the community
• Bonnie to relay Board feedback to YMCA
8:45-9:05pm
(20 min)
Club Championship Party
• Spent $306.73 last year on punch, coffee, room fee, gratuity
• Confection donated desserts last year
• Spent $643 on bags (80 bags for party, 10 to use for Beyond, 10 for misc. other gifts)
• Raffle prizes will be 10-15 mugs, 2 items from Gazelle, additional items (totaling $50)
• Non-members will be charged $10 for the event
• Cristi to do presentation
• Julie to assist with the presentation of awards
• Bonnie to move desserts to 7:00pm
• Giti to inquire with Prater, Allie Rowe and Marty Buffenbarger regarding donation of prizes
• Giti to pick up name tags and other prizes
• Giti to obtain screen, podium, and microphone from Country Club
• Vicky to bring Beyond registration forms, Turkey Trot, Run Through the Lights, Membership Brochures, and agenda
• Vicky to develop flyer to post to the website regarding event
• Julie to bring lap top
• Bonnie to send letter to award winners and initiate poll for RSVPs (close 14 days prior to event)
• Bonnie to send revised agenda to group for review
9:05-9:16pm
(11 min)
Apparel Survey Results
• Bonnie forwarded the apparel survey to Chris and Tim at Gazelle Sports
• Gazelle is willing to maintain an inventory for the first six items on the list (women’s and men’s short and long sleeve and tanks)
• Members could come in once a year and order some of the other items
• Bonnie proposed an “apparel party” sponsored by KAR for members to come to Gazelle, run, and order apparel (Board to discuss further)
• Bonnie proposed buying and maintaining an inventory of running caps and beanies for prizes (Board to discuss further)
• Gazelle to obtain pricing and samples from vendors on the items they are willing to maintain in inventory and Bonnie to bring to the next Board meeting
• Bonnie to inquire with Gazelle whether they could establish a period of time (2-4 weeks?) for members to order items not maintained in inventory
9:16-9:16
(1 min)
Strategic Planning
• Strategic Planning will be completed in a separate meeting to allow sufficient time this winter (date and time to be established)
• Board to discuss timing of meeting

Adjourn 9:17 (elapsed time 2hrs 47 min, actual meeting time 2 hrs 7 min)