Club Meeting Minutes
Sun, September 9, 2018
(approved Oct 7th)
Present: Brenda Groskinsky, Gene Wee, Dee Boeck, Becky McClure, Celeste Leonardi, Doug Hewitt, and Karen Hyde
Brenda called the meeting to order.
We reviewed the July club minutes (no official meeting in August). Dee moved to approve the minutes as written; Gene seconded, and all approved.
Gene gave the treasurer’s report. The ending balance for July was $9,170.10, for August $10,768.10, and as of Sept. 9, $11,032.27. It was discovered that Quail Run Elementary never cashed their check for $550 from 2017. We agreed to issue a new check, but Brenda said that the original check must be returned even though it is too old to cash. Money has been coming in from membership dues and race sponsorships. For a full treasurer’s report go to the runLawrence website and see the “About Us” section.
Brenda led a brief training on the fiduciary responsibilities of RRCA clubs. See the document (link). Brenda will investigate how to document unrelated business income (UBI), such as the sale of old race t-shirts and runLawrence calendars. She mentioned that we might want to prepare a rough budget in February, 2019. During the training we had discussion about whether Gene should use his personal software to manage club funds. RRCA recommends that the club purchase software for this purpose. Brenda (?) is going to investigate further.
In addition, we discussed the need to create a giving policy process for new giving opportunities that might come up at a monthly meeting. The example mentioned was the case of giving gift cards to Denise Johnson and Elizabeth Burger for outstanding service to the club. Brenda suggested that we create a standard process for similar situations and offered to write a sample policy and to also check if RRCA can provide a sample policy.
Dee gave the T-day run update. All sponsors have been confirmed; we have several new sponsors. VanGo will provide laser-cut, wooden, hand-painted awards. The gloves purchase is in process, and Gene and Dee are working on the volunteer shirt order. Thirty eight participants had signed up as of 9/9. This year Topeka is having a new race at Forbes Air Force Base, but it is not expected to draw away many of our participants. Card entry forms are printed and are being distributed.