Club Meeting Minutes
Sun, February 3, 2019

(approved Mar 3, 2019)

4:30 pm, Lawrence Public Library

Present:  Dee Boeck, Gene Wee, Brenda Groskinsky, John Huchingson, Becky McClure, Karen Hyde and for the last few minutes- Janet Huchingson

Brenda called the meeting to order.

We reviewed the December minutes (no January meeting.).  Dee moved to approve the minutes as written; Brenda seconded, and all approved.

Gene gave the treasurer’s report.  The ending balance for December was $22,445.73 and for January was $22,790.73.  More Thanksgiving Day race expenditures went out in December in addition to $846.30 to RRCA for club dues and insurance.  A full treasurer’s report can be seen on the runLawrence website in the “About Us” section.

We had a lengthy discussion about how to best allocate the donations from the T-day proceeds.  Members present discussed what was best for the club as well as for the programs requesting funding.  Gene stated that in the last two years we’ve had $15,000 in reserve after all donations have been made. A reserve amount is needed to keep the club financially sound and to have startup money for the 2019 T-Day race. Members present discussed how much we really need to keep the club secure.  We did not determine a definitive amount but discussed the need to develop a formula and a philosophy to follow for future years that will guide us in fulfilling our philanthropic goals.

Due in part to the increased costs for this year’s race, Gene moved that the programs requesting funds  each receive $450.00 this year which is $100 less than last year, and that Woodlawn School receive a donation of $2,500 instead of $3,000 (in line with the percentage decrease that the other programs will sustain.) The five board members present unanimously accepted the proposed amount.  After all donations are made the club will have approximately $11,500 in the treasury.

Brenda reiterated that we develop a philosophy to guide our decision making process next year.  The decision to give each group the same amount this year was governed in part by the need to expedite the process.  Denise Johnson has told us that most of the programs start up in March and will welcome having the donations by then.  Dee will write one check this week to USD497, and the money will be distributed to the clubs.

Dee said that we will be looking closely at ways to control costs for next year’s race and to increase income from entries.

Brenda will be presenting a Runner’s Safety Session at the RRCA convention.  Let her know if you have ideas about what to include.

The next club meeting will be March 3rd at 4:30 pm at the Lawrence Public Library.

The meeting adjourned unanimously. 

Submitted by Karen Hyde