Upper Valley Running Club

May 13, 2019

56 Elm Street, Lebanon, NH

 

UVRC March Board Meeting Minutes

 

Present: (Board*): Jim Burnett**, Rebecca Stanfield McCown*, Dorcas DenHartog*, Joffrey Peters*, Alex Hall*, Tim Smith *, Amanda Kievet*,  Tiffany Currier*

Guests: Sara Lamie & Kate Gamble from Open Door.

Not present: Paul Coats*, Geoff Dunbar*

 

Rebecca called the meeting to order: 6:35 pm

1. Sara Lamie & Kate Gamble from Open Door (an integrated wellness center in WRJ, provides wellness outreach, classes and services) presented a possible 5-part series for UVRC runners.

• Could offer information/workshops including Britton Man (acupuncture), Kevin Comeau (massage), Holly Westburn (nutrition), Lisa Blackburn (PT/running mechanics), and Sara Lamie (PT/strength) who could offer strength-based directed information, common and specific injuries for runners.
• Kate will write a summary/promo/survey for members in the next newsletter.
• Tim points out that Couch2,5K group could best be reached after their TNT workouts end –  6:30pm – or after their spring goal race, 6.2 Red, White, and Blue (July 4th/ish).
• Cost would be dependent on numbers of attendees; Kate will get back to us.

2. Social Media Discussion – Amanda

• • Follow the link above to the details of this discussion.

3. Social Committee Announcements – Amanda

• • Annual Picnic is Thursday Aug 8, Storrs Pond
  • Annual Banquet and Awards Ceremony: Saturday, Nov 9, 2019, DOC House

4. Scholarship award for 2019, 2020 – Dorcas

• Paul’s note: Kim Sheffield donated an additional $100 towards this scholarship for $500 available for 2019.
• Only one student has expressed interest but has not met the deadline to submit an application. Solution: give two scholarships for June 2020.
• Action Item- Dorcas: contact VT counselors; send out promotional piece and application links to VT and NH Upper Valley guidance counselors by S.eptember 2019
• Action Item – Alex: send list of NH counselors to Dorcas,

 

5. Contributing to HHS track – Dorcas

• -Is in contact with Mat Zweere, who is in charge of HHS building and grounds.
• -Best, most effective solution: ask him what HHS track needs and how much they cost – services and/or equipment (eg:how much power-washing the track would cost) and bring request back to Board and discuss if/how to pay their vendors directly.  
• -Action Item: Dorcas will contact Mat Zweres and report at June Board Meeting.

 

5. Volunteer Program update – Jim

• -Gonnermans will coordinate volunteers at UVRC events.
• -Mike G. and Geoff are creating a spreadsheet of events and volunteer positions.
• -Action Item: Jim will follow up when spreadsheet is ready.

 

6. Communication Coordinator replacement – Paul, Alex

• -problem: exporting database from Leb Red to UVRC’s membership and mailing lists causes loss of all but primary member’s email address
• -we need access to programming of Leb Rec’s member database in order to keep track of emails of secondary and other family members in order to track all members.
• – Action Item: Alex will be in contact with programming people to rectify.

 

7. Main Street Mile – Tim

• -It’s a go! All is in order.
• -Action Item: Tim will email Gonnerman’s about who is volunteering so they can add to spreadsheet.

 

8. Indoor facility survey – Geoff

• Action Item: Geoff will complete and assemble response data.

 

9. 2019 budget projection in spreadsheet format – Paul

• “Jim has my report”

 

10. UVRC coaches, method of compensation – Paul

• “should be contractual. Certifications must be done on their own, built into the overall contract fee)”. So fee would have to cover the coaching/certifications and UVRC would pay the coach and their certification out of the program fee.

 

11. Paul’s sabbatical:

• Action Item: Jim will invite Lebanon Rec Department personnel who will sub for Paul to the Board Meeting before he leaves.

 

12. Next Meeting:

• Monday, June 10th, 6:30 at Lebanon City Hall.

March 11, 2019

Town of Lebanon Building

UVRC February Board Meeting Minutes

Present: (Board*): Jim Burnett**, Geoff Dunbar*, Dorcas DenHartog*, Amanda Kievet* Joffrey Peters*, Paul Coats*

Jim called the meeting to order: 6:35 pm

 

1. Added 3/10/19 – Jared Rhoads announcement about a possible new indoor recreational facility in Lebanon. Jared seeks advice from UVRC as to whether the board thinks an indoor facility – including a 200m+ suspended 3-lane track – is in demand and sustainable in the Upper Valley.

Action Item – Geoff Dunbar: send a survey to UVRC members. Question: should we survey local running coaches’ interest as well?

 

1. Mission Statement – brief discussion of committee summary of new proposed mission statement (Paul and Tiffany) Link to Mission Statement.

Mission Statement accepted.

 

3. Tim Smith’s report:–

Coaching: “spoke with my old college coach about what it takes to be a coach and he has assigned me a reading list starting withJack Daniels.  I also talked with Heidi Caldwell about educating myself and she told me she learned a lot from the USTFCCCA Endurance coach training camp (College Coach Association).”

 

Summer TNT: “In the past we used Dartmouth’s mid-June-Aug, and HHS before and after that.  We one time asked permission to use the HHS track, which was understood as asking to rent it.  We couldn’t afford it. So have just shown up as “community members.”

 

Action item: Dorcas will approach HHS AD about using the track as community members, offer members to volunteer or buy something for the facility so we are good neighbors and stewards. Also, investigate Hanover Rec. Department’s spring/summer youth track program to see if there will be an overlap of use.

 

Geoff – Newsletter – last issue, positive response;  UVRS – got press in the Valley News;. Shamrock Shuffle coming up.

 

Paul – CBHM start line/taking over Kim’s role. Per Mike Silverman: Kim’s role included everything on the List.

Action Item: UVRC needs to fill that role with one or more people: Ideas: Bill and Sarah Young; Allan and Barbara Callaway; Tom and Pam Moore; Jared and Becky Rhoades.

 

3. Volunteer Program report: Paul and Jim:

1. No response to Paul’s email asking for volunteers for Shamrock Shuffle.
2. Race Volunteering proposal:

1. Three weeks before an event, send email to UVRC members with a survey to sign up for specific volunteer positions in the upcoming event. e.g.

• Water stop, 8-10am, mile 2
• Registration
• Cleanup 10-12 noon

1. Data from the survey goes in a spreadsheet to Paul Coats (or race director).
2. Day of race, volunteers check in with race director to confirm their attendance (and points towards earning Trucker hat!) as well as race responsibilities.
3. What races need volunteers?

Gonnerman’s have agreed – in principle – to track attendance of volunteers at estimated twelve events.

Volunteers contact Geoff for UVRS races; Paul the contact for Lebanon Rec events; Amanda the contact for social events,

Action Item: Jim will create list of events needing volunteers.

 

Action Items:

Alex – change “Contact” name on website to Jim Burnett from Tim Smith

Alex – create a link on UVRC website to Couch to 5K info (Mary Peters, Kristen Coats)

 

Paul: announcement, he and Kristin taking a year off, a sabbatical, to travel. He will bring a Lebanon Rec. Department staff member to future board meetings to get them up to speed.

4. Next meeting: Monday, April 8, 6:30pm, Lebanon Town Office, West meeting room. Updates due to by Monday, April 1st. Board meeting is posted on Meetup

 

Agenda for next meeting:

1. Forwarded: Social media discussion – Action Item: led by Amanda, Laura P., Alex, Joffrey (30)

 

Respectfully submitted,

 

Dorcas DenHartog, Secretary

 

(Action Item list by board member on next page.)

 

 

Action Items by Board Member

Members – Please review and/ or enter a proposed deadline for each of your action items

 

• • Dorcas
    • UVRC Scholarship Committee – find a source of funding for next year (Dorcas and UVRC) – April 2019

 

• Paul

 

• • • Certifying more members to drive the (new!) van. April 2019

 

• contact Mike Silverman, define job description and narrow down candidates for CBHM Start Area coordinator(s). Possible candidates Tom and Pam Moore, Bill and Sara Young, Hillary and Patrick Wheeler, Barbara and Alan Callaway…

• Amanda

 

• • Form Committee on “UVRC Social Media” to include Joffrey, Laura P, Rebecca, Alex, others? To bring a proposal to March meeting on how UVRC can best use Facebook, MeetUp, Strava, Twitter (or not), UVRC Website to communicate with members. – March 11, 2019 board meeting, forwarded to April 8th board meeting

• • Tiffany

 

• Tim

 

• • Coaching Program Coordinator.
  • Action Item: Form a committee to determine what our club needs to do to certify and pay coaches for TNT  (Tim) – deadline___?
• Jim
  • reorganized UVRC committees, chairs and tasks –
  • Action Item: continue to find members to fill key Committee Positions – Volunteer Coordinator and CBHM Start Area Coordinator by  February 11th 2019 and ongoing…

 

• • Action Item: Jim and Rebecca meet to create Volunteer survey and spreadsheet for March meeting. Include Mike and Betsy Gonnerman once it is ready to roll.

 

 

• Alex – presented by Paul

 

• • • Leb, Rec. and UVRC Websites Coordinators
      • goal of 300 members renewed by February 2019, one month before Shamrock Shuffle (Paul Coats and Alex Hall) – deadline February 1, 2019
      • Website updated with the 2019 UVRC series (Alex Hall) – deadline January 19, 2019? 2nd set of edits deadline February 3, 2019
      • January 19, 2019? 2nd set of edits deadline February 3, 2019

 

• Rebecca

 

• • • Reach out to Hillary Young, Mike Kokko, Ken Stone about Clothing
    • CBHM organization document review the list with Mike Silverman and confirm which responsibilities are UVRC and which are contracted out and to whom.
    • Update CBHM Pacers
    • Setup Google Folder and organization system for UVRC materials
      • Committee Organization
      • Social Media

 

• Mary Peters, Kristen Coats

 

• • C25K Program
    • Action Item: court and train volunteers to take over C25K responsibilities for Fall 2019 and Spring 2020 (Kristen and Mary) – deadline___?

 

 

February 11, 2019

Town of Lebanon Building

 

UVRC February Board Meeting Minutes

 

Present: (Board*): Rebecca Stanfield McCown*, Jim Burnett**, Geoff Dunbar*, Amanda Kievet*, Dorcas DenHartog*, Tiffany Currier*, Joffrey Peters*, Paul Coats*, Tim Smith*.

 

**Jim arrived at 7pm, Alex Hall could not make it- report submitted via email to Jim

 

Rebecca called the meeting to order: 6:30 pm

 

1. Minutes from January 2019 Board Meeting accepted.
2. Review UVRC Mission Statement

Original:

“The UVRC promotes and encourages distance running as a participatory activity and as a competitive sport. Toward those goals, the UVRC promotes and conducts races or other running activities; disseminates information on running via presentations and educational programs; conducts training runs and social gatherings; and does related activities.”

 

Working draft:

“The UVRC  (building a community of runners, building a running community;  ) (social, education, racing)

promotes distance running as a participatory activity and as a competitive sport.

Toward those goals, the UVRC promotes and conducts races or other running activities; disseminates information on running via presentations and educational programs; conducts training runs and social gatherings; and does related activities.”

 

Considerations discussed: definition of distance; value of establishing a community of running;

 

Action Item: Mission Statement committee: Paul, Tiffany, Rebecca will work on wordsmithing the Mission Statement. ave proposal ready  – March 2019 meeting

1. Review Action Items

Dorcas

1. 1. Scholarship Fund: Paul, CBHM access income ($2,000) can be for the scholarship. Kim has offered $500 towards the scholarship for this year. Action Item: Dorcas will discuss with Paul accessing the CBHM monies for the Scholarship. – April 2019

 

Paul

1. Big goal, getting  300 members!
2. Getting others certified to drive the van – in the spring
3. Dartmouth Triathlon Team. Dartmouth does not fund the Tri team. Geoff and Paul settled on $200/team/year to register with UVRC.
4. Ciofreddi – Talk is set up, flyer created, Tuesday, April 9, 7:15 pm at Ciofreddi and Associates Physical Therapy:  112 Etna Rd, Lebanon, NH 03766.
   1. Pub Night – move to April 2nd.
   2. Geoff will see who might write an article about it for the Newsletter.

5. CBHM – charity runners get half off UVRC membership fee.
6. CBHM  organization: Tiffany shared the list of to-dos from Kim. Ask Mike Silverman – does UVRC do all of it.

Action Item: Rebecca will review the list with Mike Silverman and confirm which responsibilities are UVRC and which are contracted out and to whom.

 

Amanda

Tim will update Meetup

Laura LaMontagne/Mike Silverman – need new location for next end of year banquet; plan to cater again. Action Item: continue looking for a venue.

New business: discuss bathroom facilities during TNT. Winter: Moore Hall near Occum Pond; summer: Hanover High School’s – Dorcas will ask HHS Athletic Director; Tuck Drive: port-o-let between Tom Dent Cabin and old, large rowing clubhouse. Amanda will post the information

Discussion of use and uses of MeetUp. Action Item: take a Board meeting to discuss UVRC use of social media (including UVRC Twitter) to communicate with and motivate members.

 

Tim:

Finding a coach/coaching for UVRC

Committee: Mary, Rob Frost, Kim. 1) next coach should identify target races to focus training.  2) looking for a Barry Harwick will ask his assistants if they would coach us for 10 weeks at a time. 3) Tim will attend a USAT workshop this summer.

 

Alex

Website: updated header

Recommended policy: “if a club member wants to advertise an event they can use the Allt list; if a non-member asked, they could find a club member who had run the race, to contact them and have them write a note.”

Action Item: identify a running calendar and provide a link to it on UVRC website.

 

Mary and Kristin:

If you are alumni – join the club ($20) and pay $10 for C25K crew and race entry fee.

Accepted: Paul will make it so.

 

4. Next meeting: Monday, March 11, 6:30pm, Lebanon Town Office, West meeting room.. Updates due by Monday, March 4th.

 

Agenda for next meeting:

Review UVRC mission statement

Review Action Items

Discuss social media use

Forwarded, second time:new membership incentive ideas from Anne

 

Respectfully submitted,

 

Dorcas DenHartog, Secretary

 

(Action Item list by board member on next page.)

 

 

Action Items by Board Member

Members – Please review and/ or enter a proposed deadline for each of your action items

 

• • Dorcas
    • UVRC Scholarship Committee – find a source of funding for next year (Dorcas and UVRC) – April 2019

 

• Paul

 

• • • Certifying more members to drive the (new!) van. April 2019

 

• contact Mike Silverman, define job description and narrow down candidates for CBHM Start Area coordinator(s). Possible candidates Tom and Pam Moore, Bill and Sara Young, Hillary and Patrick Wheeler, Barbara and Alan Callaway…

• Amanda

 

• • Form Committee on “UVRC Social Media” to include Joffrey, Laura P, Rebecca, Alex, others? To bring a proposal to March meeting on how UVRC can best use Facebook, MeetUp, Strava, Twitter (or not), UVRC Website to communicate with members. – March 11, 2019 board meeting

• • Tiffany

 

• Tim

 

• • Coaching Program Coordinator.
  • Action Item: Form a committee to determine what our club needs to do to certify and pay coaches for TNT  (Tim) – deadline___?
• Jim
  • reorganized UVRC committees, chairs and tasks –
  • Action Item: continue to find members to fill key Committee Positions – Volunteer Coordinator and CBHM Start Area Coordinator by  February 11th 2019 and ongoing…

 

• • Action Item: Jim and Rebecca meet to create Volunteer survey and spreadsheet for March meeting. Include Mike and Betsy Gonnerman once it is ready to roll.

 

 

• Alex – presented by Paul

 

• • • Leb, Rec. and UVRC Websites Coordinators
      • goal of 300 members renewed by February 2019, one month before Shamrock Shuffle (Paul Coats and Alex Hall) – deadline February 1, 2019
      • Website updated with the 2019 UVRC series (Alex Hall) – deadline January 19, 2019? 2nd set of edits deadline February 3, 2019
      • January 19, 2019? 2nd set of edits deadline February 3, 2019

 

• Rebecca

 

• • • Reach out to Hillary Young, Mike Kokko, Ken Stone about Clothing
    • CBHM organization document review the list with Mike Silverman and confirm which responsibilities are UVRC and which are contracted out and to whom.
    • Update CBHM Pacers
    • Setup Google Folder and organization system for UVRC materials
      • Committee Organization
      • Social Media

 

• Mary Peters, Kristen Coats

 

• • C25K Program
    • Action Item: court and train volunteers to take over C25K responsibilities for Fall 2019 and Spring 2020 (Kristen and Mary) – deadline___?