Upper Valley Running Club

December 16, 2019

Lebanon Town Hall

UVRC September Board Meeting Minutes

Present: 

(Board*): Jim Burnett**, Dorcas DenHartog*, Alex Hall*, Amanda Kievet*, Geoff Dunbar*, Krissy Flythe(*), Rebecca Stanfield McCown*, Joffrey Peters*, 

Not present: Paul Coats (on sabbatical)*, Tiffany Currier*, Tim Smith *

1. Jim: Meeting called to order 6:35 pm
2. Open Door Wellness Center update: 
   1. Free open house, January 8, 2020, 6 pm-7 pm, 18 N. Main Street, WRJ, VT. 
3. Rebecca: Hats! We have hats
   1. Volunteers at least 3 events, couch to 5k coaches, and board members earned a UVRC trucker hat. 
   2. Those who have earned a hat will receive an email Thank you and note that they can pick it up at the Jingle Bell Run, Tuesday, December 17th. 
   3. Confirm parameters for next year – those who qualify: volunteer at 3 events, coach Cto5K, board members, and committee members. 
   4. Encourages race directors to communicate with UVRC about the need for and UVRC volunteers (Jim). 
4. Geoff: Awards for UVRC series finishers
   1. Will receive a gear bag 
5. Amanda: Jingle Bell Run
   1. Amanda will lead; Geoff has been volunteered. 
6. Krissy: LOH/Lebanon Town Hall
   1. Renovation completion date undetermined 
   2. Meeting room available, though smaller, at  River Valley College OR Jim’s house.
7. Jim: 2020 Race Series
   1. Meeting date: 
      1. For UVRC race series club has 5 nominations: Skip’s Run 4M, Shaker Seven 7M, Run With The Law 5K, Red White and Blue 6.2M, Tiger Run 12K, 
   2. New England Road Race Grand Prix Series 2020 is published
   3. Capital Area Racing Series (CARS) 2020 has eight races published, starting in March.
   4. Talk of changing the scoring system so clubs with fewer members can score well, rather than leaning towards 3 scorers per age group; instead, xc scoring and age-graded scoring for masters division, so 20 member participants clubs could do well. 
8. Geoff: UVRC series 2020
   1. About five committee members coming back
   2. The first meeting in early January 202o to choose the races. 
   3. Expect to announce it at the Red Zone 5k in Wilder, VT. 
   4. Need a new scorekeeper
9. (Tim): TNT 
   1. Is going well, tho’ low attendance
   2. Pub Night, however, is well attended
   3. Best news – three + people coming from Couch to 5K. Kerianne has been posting good notes encouraging people to come for a social run.
   4. Couch to 5K 2020 – Amanda and Kerianne will discuss during the drive to Buffalo. 
   5. First Lebanon Park and Rec/UVRC Couch to 5k outreach announcing Saturday workouts, 8am Carter Community Building, indoor stretch, and workout. 
10. Krissy: A race for everyone else, 0.5km
    1. To consider, a run done in Texas, it has raised >$7K (fundraiser for Lebanon Park and Rec. Department), ending at Salt Hill. What does the board think? YES!
    2. ‘Perfect Day in May, Point Five K’ (Alex)

Next Meeting:

• Monday, January 13th, 6:30 at River Valley College, on the Mall in Lebanon – across from Omer and Bob’s (15 Hanover Street, Lebanon).   (After Dartmouth Relays)

November 17, 2019

Lebanon Town Hall

UVRC September Board Meeting Minutes

Present: 

(Board*): Jim Burnett**, Dorcas DenHartog*, Alex Hall*, Tim Smith *, Amanda Kievet*, Geoff Dunbar*, Krissy Flythe(*), Rebecca Stanfield McCown*, Joffrey Peters*, Scott King, 

Not present: Paul Coats (on sabbatical)*, Tiffany Currier*

1. Jim: Meeting called to order 
2. Scott: Indoor C25K Winter Workout
   1. Checked with Jim Vanier about CCB use for indoor stretching, in place cardio workout. Saturdays 7:45am  it’s open, so 8am-9am. Workouts start first Saturday in December (December 7th)
   2. Need to be a member of UVRC (not CCB)
   3. Krissy will set it up registration on the website
   4. Workout: take off shoes, then stretching (recommend bringing a yoga mat), cardio, then stretching.
   5. 9am runners could join C25K warmdown as a warmup. 
3. Tim: Turkey Trot preparations
   1.  
4. Krissy: club financial statement 
   1. sending out announcements about renewing club memberships. 
   2. How many members have renewed their membership? New members?
   3. Shared a sample questionnaire to survey Couch to 5K members’ experience
5. Tiffany:
   1.  UVRC apparel through Top Stitch. 
6. Amanda:  banquet debrief
   1. About 45 people attended
   2. Jim Westridge did a great DJ job
   3. Food arrived 5 minutes before dinner to start. 
      1. Liba Catering for next year – will contact her
   4. Good volunteer response for Setup and Cleanup.
   5. Next year: call Dartmouth Security BEFORE to unlock facility
7. Hannah: organizing Saturday Runs. 
   1. How’s it going? What can we do to help?
8. Amanda and Joffrey: UVRC Pub Nights and Wed Pub Runs, 
   1. Action Item: send email out to plug UV Trail Runners MeetUp opportunities, trail runs on Wednesday evenings
   2. Attendance is down but varies widely
   3. Liba is interested in bringing soup after TNT’s  (except Pub Nights) at Occum – great idea! (hang out by fire pit behind Occum House?)
9. Mike and Betsy Gonnerman: Volunteer tracking
   1. Shared the spreadsheet with Jim
10. Nancy and Lori: Jingle Bell Run
    1. Tues. December 17th @ 6pm at Ramunto’s.
    2. limit the UVRS and Volunteering awards presentations to 10 minutes each will allow enough time for the raffle
11. Alex: UVRC website recreation
    1. Several people with strong technical backgrounds have volunteered to help
12. Geoff: UVRSeries
    1. Turkey Trot is the last event
    2. Awards will be ready for Jingle Bell Run
    3. Main Street Mile – put in next year’s series?
13. Rebecca: Volunteer Trucker Hats
    1. Trucker Hats are to be awarded at Jingle Bell Run. 
    2. Trucker Hat order is due to arrive in time.
    3. Meant to recognize those who have met the volunteering goal
    4. Suggest volunteer request emails include a reminder of the Trucker Hat benefit.
    5. Who gets a Trucker Hat:
       1.  15 have volunteered at three or more events, including C25K coaches, TNT coaches. (~21 people thus far)
14. Rebecca: Covered Bridges Half Marathon 2020
    1. Looking for creative ideas to find 30 pacers (you get two shirts! It’s fun!)
    2. Goal: minimum 2, prefer 3 pacers per pace time
    3. Recommend limiting Pacer responsibilities to include a pre-race day pacer information meeting; every other Saturday run through the spring from Billings Farm to help pacers preview/practice the course was helpful; pasta dinner attendance optional.
    4. Reach out to other running clubs for pacers 

Next Meeting: 

• Monday, December 16th (day before Jingle Bell Run, 6:30 at Lebanon Town Hall  

October 21, 2019

Lebanon Town Hall

UVRC September Board Meeting Minutes

Present: 

(Board*): Jim Burnett**, Dorcas DenHartog*, Alex Hall*, Tim Smith *, Amanda Kievet*, Geoff Dunbar*, Tiffany Currier*, Krissy Flythe(*)

Not present: Paul Coats (on sabbatical)*, Joffrey Peters*, Rebecca Stanfield McCown*, TNT

1. Jim Meeting called to order 6:37pm
2. Tiffany’s report: UVRC clothing orders.  
   1. She’s working with Top Stitch (TS)  to set up a UVRC apparel store, will meet with TS rep there on Monday about a hard cost for opening orders, fall and spring -ordering for fall/winter, spring/summer gear. It can all be done online, virtual store. 
   2. Embroidery (less than 20 min) vs. screen printing (needs 20 minimum)
   3. Quality brands and materials – but not Brooks (Tim); Tiffany will ask if we order our preferred brands and Topstitch do the embroidery. 
   4. Warmup jacket and pants option preferable (Jim); ventilation panel back of jacket is nice; reflective additions would be nice (esp. Winter TNT/Occum Pond)
   5. Store could be open this winter if using limited apparel brand options – preference jackets and pants). Best to start small (Geoff). 
3. Tim’s report: TNT
   1. balancing TNT coverage with Jim – went well. Late October 30 plus people!
   2. Winter TNT- four workouts rotating every month; it makes sense to continue the ‘speed maintenance’ routine. Tim will write the workouts.
   3. Rob Daniels has offered to take over leading the winter workouts for Tim, December – February, taking it up again come Shamrock Shuffle time. 
   4. Tim – consider moving from HHS track to Occum after daylight savings time? until after Turkey Trot? Consider HHS track work, Couch to 5K ends and may add more to TNTs. Decision: move to Occum for safety, efficiency, more inviting for C25K runners. 
   5. C25K leaders, Chuck and Janet Morgan, and Keriann – share with them Occum map and let them know that this option is open to them, or they can also reach out to c25K members to plan their own workouts. 
      1. Action item: invite C25K leaders to come to next board meeting and how we can integrate and continue to support these new runners. 
   6. Krissy: will send out a survey to C25K members about their experience(s) in the program. 

1. Amanda’s report: Social committee
   1. Annual banquet, Saturday, November 9th. Same as last year — Maple Street Catering (Laura Hagley), at Occum Pond/DOC House (Mike Silverman). BYOBeer and BYODesserts. She will send out member email and volunteer requests for people to help make it fun.
      1. Action Item (Jim): At banquet solicit help and interest in contributing to planning fun Social committee events. 
      2. Action Item (Amanda): contact Nancy about Jingle Bell run. 
2. Rebecca’s report: Social committee
   1. pattern/color scheme chosen; The minimum order is 35, they will cost between $15.25-$16 each. So we are looking at at least $560.
      1. ***Action Item (Jim): contact Gonnermans – how many volunteers have earned a hat so we can give them out at the banquet (11/9/19)
3. Jim: Carly Wynn to offer a free class to what Open Door can offer runners/athletes. 
4. Alex: Social/Technology.
   1. Action Item: to write up a blurb to be used throughout our social channels, that would explain 1) join the club to receive 2) Follow the club on Facebook 3) get MeetUp notifications. Once we have that, whoever is in control of the channels can update the “About” sections and add it to repeating events on Meetup.
   2. Alex does not expect to be webmaster much longer; looking for someone/needs to recruit someone to do it. 
      1. Amanda has an idea and would like to be involved with building it, but not with maintaining it.
      2. Joffrey is familiar with the technology; he may be interested. 
      3. Could be between the two of them there is a good balance of time, interest, skill.
   3. Action Item (Amanda): be prepared by next Board Meeting to present her ideas. 
   4. Action Item (Alex): reach out to club to see who might like to be involved. 
   5. Action Item (Alex, Amanda, Krissy): communicate together in the transition of data streams, databases, to new site; they will updated Board at each meeting. 

1. Jim and Krissy: Roster report. 
   1. Change to the calendar year (January – December (12 months) OR current October 1-December 31 (15 months) – stay same: 
      1. Action Item (Krissy): will send membership email re: open early-enrollment October 1st that is good through December 2020. 
   2. Current enrollment: 317 members

1. Jim: Update on discussion with Gate City Striders director.
   1. Masters use age-graded times; runners who run faster can score points in both open and age-graded.
   2. Xc scoring would be used
   3. Currently best way to be successful: 3 people/each of 12 age groups. This new way, with only 15 people, you could be successful. 
   4. Could possibly be four titles: open men, open men, age-graded men, age-graded women. 
   5. Scheduling meeting is mid-December with Gate City Striders, Greater Derry Track Club, UVRC, . . .  some interest in a wide track/trail race. 
      1. Action Item (Jim and NH running club directors): ask if they would like this new system. 
2. Geoff: budget item
3. Tim: 
   1. suggests a coaching presentation on how to train for a goal race, the reasoning behind a training plan. Opportunity to lay out the 2020 race calendar. Hold at the Howe Library meeting space. In January and/or February 2020; a panel discussion open to everyone. 
   2. Also suggests UVRC attend a race outside of New Hampshire/a New England race. 

Next Meeting: 

• Monday, November 18th, 6:30 at Lebanon Town Hall