Board Meeting – January 2020

January Board Meeting, January 13th, 2020, 6:30 pm at River Valley College, on the mall in Lebanon NH

Attendance: Tim Smith, Rebecca, Amanda, Jim Burnett, Geoff Dunbar, Alex Hall, Joffrey Peters, Krissy Flythe, Mike Gonnerman (non-board member)

Absent: Paul Coats, Tiffany Currier, Dorcas DenHartog

  • There was a discussion about the time for the board meeting. It was decided that we will try 6:00PM for board meetings going forward.
  • Open Door – The event was cancelled with short notice based on the snow storm that evening. A couple of folks showed up and they were open and could see the facility and ask questions. Discussions about rescheduling the event have already started:. 
    • Proposed Jan 17th (Friday) as a backup date for the open house event.
    • Consensus in the room is the short time frame, and the kickoff to a three day weekend, probably would not make for a successful event.  
    • If Carly wishes to move forward, we will support to the extent we can. But our recommendation would be to push out further to allow coordination with the club.
  • Updates to ongoing responsibilities.
    • Action: update Mary Peters, who is no longer the leader of Saturday morning runs. Hannah Taska leader @ 9 am at O&B’s, Scott King C25K leader @ 8 am at CCBA
    • Action: are there other items that need to be updated?
  • Mount Washington: 
    • Rebecca is taking over organization from Mike Gonnerman
    • Mike Gonnerman is in attendance for knowledge transfer
    • Policy: unclear whether or not volunteers are able to volunteer and run on day of. 
    • Everyone who wants to run should sign up for the lottery. 
    • Rebecca will be sending out the process to club members soon. Turn around for needed action is quick.
      • Club’s draft policy for the process:
        • If you get selected, you will be in charge of providing a volunteer
        • Bypass numbers will go to those who are not selected, and are able to provide a volunteer. 
        • Need 8 volunteers at check in time. Doesn’t hurt to have some extra people around to help out. 
    • Need some incentives for club members who could volunteer but not run if we run into issues there. 
      • Rent a house or hut?
      • Group camping?
  • Jingle Bell Run
    • It was great. It was well attended regardless of the fresh snow fall.
    • Should we combine the annual dinner party and the jingle bell run? 
      • It could be at the DOC house, catered by Ramuntos
      • Should occur after the tree lighting ceremony to avoid that night and also take advantage of the tree decorations
      • Geoff/Amanda will talk to Nancy (the event organizer) about the proposal. 
  •  NHGP
    • Schedule is set. Number of events is now 4 out of 5. Schedule is on the NHGP website. 
    • New England half marathon is the longest event. 
    • Events are no longer disqualified after a couple years of attendance, allowing a race like Shamrock Shuffle to remain year after year.
    • Scoring has been modified slightly. Team scoring will be based on your best 4 scores out of 5 races. However, any individual who wants to compete to win their age group should attend all 5 races. It’s unlikely you can miss a race and still win.
  • Shamrock Shuffle
    • Discount code for NHGP? 
    • 10% discount as inclusion for NHGP
    • It was decided that the cut-off for UVRC membership will be February 1st. The code will be shared via email after this cutoff so only members can take advantage of the 10% discount. 
  • UVRS 
    • Initial meeting has taken place
    • The committee is talking to race directors to get final details squared away.
    • Similarly to past years, the RedZone will kickoff the schedule. 
    • RedZone will now count towards participation. In some races, you can run the shorter event for participation credit to complete the series, but those runners will not count in the age group scoring.
    • The race schedule was discussed among the board, but will not be announced until the RedZone race.
  • Apparel store was not discussed in Tiffany’s absence. 
  • Jim Cioffredi/Mark Goodell
    • Cioffredi’s will be hosting a runner’s expo on April’s 4th
    • We may be able to set up a booth dependent on availability of volunteers (Jim & Tim are tentative). 
    • We should have flyers promoting the club available. 
  • Tim Smith is proposing and volunteering to host a seminar on periodic training
    • Tim will talk to Dorcas to explore this seminar topic. 
    • Presentation/Seminar will be on year long training cycles. Talk to folks about training for a singular big race or what the popular big races in the area are, and designing a training schedule for success.. 
    • Suggestion to do the talk/presentation, but also published a follow up piece in the newsletter.
    • Shooting for a February date. This will try to preempt runners having already set up their yearly goals. This should be a good resource to runners who are still deciding, or are new to planning their annual running goals in advance. Early March would be a suitable alternative. 
  • Social calendar:
    • Most social events happen in the second half of the year. 
    • Proposal to add a winter event at a cabin in Norwich as part of the Upper Valley Land Trust. This is part of the Brookmeade area. 
      • The long term plan for the Brookmeade committee is to restore the cabin. Currently there is no heat and no electricity. The event UVRC is exploring would occur well before their organization’s ability to restore the cabin.
      • There may be a fee to clean out and prep the cabin if we want access to the inside. 
      • UVRC could use the area around the cabin without issue. 
    • Timing: Late February/early March event?
    • Tim/Amanda in charge
  • Dartmouth Relays
    • UVRC provided some volunteers for the event. 
    • Dartmouth is in the process of expanding their indoor practice facilities. The discussion about getting any access for the UVRC to Leverone during the winter has been dormant for many years, as Dartmouth did not have the ability to allow community use outside of their collegiate teams. 
    • UVRC may submit and application/proposal for winter access to the facility in the upcoming years.
    • Helpful to have a list of UVRC members with Dartmouth work/alum connections.
  • Olympic Trials viewing party for the club?
    • Laura Hagley has qualified, and is competing in the Olympic Trials this year. 
    • Saturday, February 29, 2020 – Atlanta, Georgia.  Coverage starting at 12noon (?)
    • UVRC will plan to reserve a room at the Lebanon Salt Hill. 
    • If the programming is available through Comcast, than Salt Hill can accommodate the request. 
    • Rebecca/Amanda will be in charge of organizing. 
  • Couch to 5k
    • 10 week program in spring culminating at RW&B 5K, July 4th, 8 week in fall. The 8 week program would start immediately after the spring session, July 4th. 
  • Next meeting: February 24th, 6pm in Salt Hill Lebanon. 
  • 2019 Budget ended with $1,000 in the UVRC account

 

Action Items for February 24th meeting:

  • Jim – Email Carly Wynn to have her recommend a make-up date for the Open House at Open – DONE
  • Geoff – update ongoing responsibilities, such as Hannah Taska now leading Saturday Runs – DONE
  • Rebecca – re. MWRR, send out email to membership explaining registration and volunteering for MWRR – DONE
  • Amanda, Jim – Ask Nancy Dunbar for her thoughts about combining the Jingle Bell Run with the Annual Banquet – DONE
  • Jim – contact Cioffredi’s to confirm that UVRC would like to have a booth at the Runners” Expo, April 4th – DONE
  • Tim, Dorcas – set up date for meeting at Howe Library to make a presentation on the topic of Setting Up Your Yearly Training-Running Schedule –Tuesday, Feb 25, 7:00-8:00.DONE. 
  • Amanda, Tim – set up a date to have a winter (late February- early March)activity gathering at Brookmeade cabin in Norwich –
  • Krissy, Rebecca – make arrangements to watch the Olympic Trials Marathon on a big screen TV at Salt Hill Lebanon, February 29th, 2020 – DONE
  • Krissy, Keriann – send out email and submit article to Newsletter announcing 2020 C25K program schedule

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