Houston Striders

Former Board Members Chip Maxa and Andrew Keller count the vote for the 2012 Strider Board of Directors.

The 2012 Board for the Houston Striders

President………………….Chris Cornell

Vice President…………..Mark Coleman

Secretary………………….Michelle Chang

Treasurer………………….Keith Willhelm

Director…………………….Virginia Moherek

Director…………………….Bob Pattan

Director…………………….Miriam Terc

Director…………………….Matt Wright

Please check out the following to learn about the new revisions to the by-laws that govern your Strider organization.

Bylaws_Oct 2009

Bylaws_Jan 2012

Proposed Revisions-Jan 2012

Attendees: Deanna Rands, Kelly Ramey, Chip Maxa, Azita DiMarco, Terry Roberson, Janet Beck, Chris Cornell, Keith Wilhelm, Mario Rios, Gavin Dillingham and Abby Maxa

December 8, 2011

Proposal by Houston Wellness Project for Leadership of Houston Half Marathon

Houston Wellness Project:

Non-profit organization to promote the wellness of people in the community.  Provide lower cost activities for individuals who cannot necessarily afford wellness programs.  Ultimate goal is to bring in individuals from either a women’s shelter or homeless shelter and start them on a training program.

Professional Backgrounds:

Kelly was a manager at MD Anderson and has an MBA.  Licensed clinical practitioner.  Is a licensed RRCA coach.

Board consists of Azita DiMarco, Kelly Ramey and Hojin Lin.

Hojin Lin is on the Houston Livestock Show and Rodeo Wine Committee.  Former officer of the American Society of Engineers.  Licensed professional engineer.  Director of Public Works and has managed multiple MUDs.

Azita is a teacher with 15 years experience.  She is a property manager of 416 unit apartment.  Has a masters in educational leadership.  Has done 13 of 50 marathons in every state.

Currently in the process of organizing a 5k wellness run.

Plan is to grow the race because these races are becoming destination runs.  Make it a destination race.  Houston Wellness project would not be the title sponsor.  Would like to increase public relations and volunteer connections.  Would like to establish a timeline of where to grow the race.

Have experience with the Happy Runners and would like to make the race runner focused.  Possibly tie HWP conferences with this race.  Put on conferences three times a year.

Keith posed a question on having the two organizations working on the race and how that would be promoted.  Also asked about how would race contribution would be distributed to the organization.

Kelly responded that they would only be acting as race directors and would only take in the honorarium unless it was voted differently by the board.

Barry has asked if HWP has looked into hours that would be needed.  Chris asked if they intend to have a multi-year commitment.  Kelly said yes.

Barry asked if HWP will be accepting other jobs.  Azita said the main goal is to assist in getting people out of the shelter and they will accept jobs with that vision.

Janet asked what are possible issues from their standpoint and what they would change.

Responses included:

Public relations and community involvement.

Janet asked what is the biggest complaint.  Answer was that we are not serving the runner first.

Little things could be improved such as times called out, relay length.

HWP has said they are positive about the race and would like it to continue to grow.  They will give us a business plan after the board makes a decision on the race director.

Keith requested that a management style and ability needs to be brought to the race, not necessarily the mechanics.

Abby suggested possibly taking a role in the race as a coordinator.

Deanna mentioned the track record for promoting running to runners in the Happy Runners.

HWP board members have a great deal of professional background experience to bring to the table.

Mario suggested possibly starting with a 5k race.

Website is www.thehwp.org.

Board Meeting

La Madeleine, 8pm

Attendees: Deanna Rands, Chip Maxa, Terry Roberson, Janet Beck, Chris Cornell, Keith Wilhelm, Mario Rios Abby Maxa, and Kate Hallaway

Motion was calling for a vote for race director.  Motion was approved.

Motion to dismiss the evening: Motion was approved.

Motion was made to approve to HHM Guidelines.  Motion was approved.

Meeting was not adjourned but recess was called at 12/8/11.

Attendees: Angela Martinez, Gavin Dillingham, Lee Greb, Barry Chambers, Janet Beck, Rodney Thorin, Amanda Thorin, Mario Rios, Terry Roberson, Keith Wilhelm and Kate Hallaway

Approval of Minutes from meeting of September 15, 2011.

Minutes were approved.

HHMR – Amanda and Rodney Thorin

Financial Report

Registration increased 2.3% with a finish rate of 85.3%.

Not a very high late registration (register at packet pickup).  May be due to having an earlier late registration date.

Many of the races in the area are seeing a drop in numbers this year due to last summer heat wave which affected training.  HHM was fortunate to see a rise.

In-kind sponsorship offset some of the costs.

Keith mentioned that there was a lot of conversation amongst runners on the price increase.  Amanda mentioned that the price is currently lower than the Galveston and Austin half-marathons.

There have been emails criticizing the cost of the race versus benefit to the area runners.  Chris suggested we need to do a better job publicizing how the race gives back to the Memorial Park Conservancy.

There were some complaints on the food provided.  Some of this was due to new sponsors.  Would not like to buy bagels and bananas in bulk because they cannot be donated afterwards.

Discuss/Agree Plan for Feedback/Follow-up

Barry suggested having a follow up meeting with the race coordinators to provide feedback from volunteers.  Possibly have in January because race directors begin kicking things off at that time.

Barry also suggested sending a survey out to race participants to get feedback.  Should be feasible because of database that has been compiled.  Chip suggested we may be a little late in sending survey but multiple board members disagreed and thought it could be phrased as looking for positive feedback.

Terry suggested sending a PR email mentioning where the money goes.

Amanda would like to advertise more about how the money is going to benefit the Memorial Park Conservancy.

Amanda and Rodney will send a draft survey to the board the week of December 5^th.

All prizes have been sent out.

Club Financials – Keith Wilhelm

Profit/Loss Report

Dues and membership are overall down.

Club expenses are down from last year.

Barry asked that a donation be made to “Kids Run the Nation” since the half marathon was an RRCA State Championship Race.  A motion was made and was approved.

Barry has also made a bid for to host the southern region RRCA championship.

Terry asked that an honorarium be made to the speakers at the Strider Quarterly Meeting.

Disclosure of Financial Data to Club Members

There has been a request for financial data of race to club members.

Terry suggested that detailed financial data should not be shared outside the board.  The financial data is proprietary information of the club.

Keith mentioned that the tax returns are public and can be shared outside the board.

Chris mentioned that the overall “guide to the race” needs to be property of the Houston Striders.

Chip and Terry proposed putting together a contract for the race directors in the future.

Only skeleton breakdowns can be shared outside the board.

Thursday 8^th will be next board meeting to finalize points for Houston Half Marathon race director.

Holiday Party – Angela Martinez

26 RSVPs so far, will need to meet a minimum of 100 people.

Menu and agenda will be the same as previous years.

Other Business:

Need a coordinator for Longest Long Run.  May be a good thing due to liability issues.

Meeting adjourned at 9:10.

Strider Board Meeting

August 8, 2011, 7 p.m., California Pizza Kitchen, Memorial City Mall

Attendees: Angela Martinez, Deanna Rands, Keith Willhelm, Terry Roberson, Gavin Dillingham, Janet Beck, Chris Cornell, Chip Maxa, Abby Maxa, Barry Chambers, Dave Stadnick, Amanda Thorin, Rodney Thorin, Mario Rios, Kate Hallaway

Financials – Keith Willhelm

• Receipts for membership renewals are significantly down this year, probably because of the change to the mid-year renewal cycle.  Dues are significantly down this year, probably because of mid-year cycle.
• Expenses for the Quarterly meetings are down this year compared to last year.  Club meetings expenses are down.
• Actual expenses match those of last year.
• We’ve used 60% of budget mid-year however budget was pretty conservative on income and expense side.

Half Marathon – Rodney and Amanda Thorin

• Overall Registration is 77% higher than last year at this time; at 800 registrants.
• 42% ahead of last year for on-line registration.
• 56% of registrants so far did not have a finishing time last year.  Some are DNFs, some are brand new!
• Pulled race data from last year to judge shirt sizes.  Should have more smaller sizes available this year.
• All budgeted items are within 2% actual.
• Still do not have a title sponsor for this year.
• Shirts were negotiated within race budget.
• Currently working with four potential lead sponsors and four new vendors.
• Expenses this year are more front loaded due to preparations taking place earlier this year.
• Photographers, medals, shirts and live entertainment at post race party are secured.
• On-line registration of volunteers is currently at 11.  Facebook is being used to recruit volunteer with public applauding to those who do.
• Need people to volunteer for both setting up the park and the day of the race.
• Ads will be run in Texas Triathlete News magazine in the next 2 months.  Additionally Texas Triathlete News will issue two email blasts.
• The overall advertisement has been moved up a month ahead to encourage non-racers to have a chance to train.
• Janet asked if there would be a course population limit.  If numbers are above 3,700 target, walk-up runners (i.e., those who register at packet pickup) will not receive t-shirts and medals.  We will not be ordering additional shirts and medals before the race if we go over the 3,700 number without the proper lead time.
• Keith asked about lead time which we are already past.
• Amanda said that individuals who do not get a medal or shirt the day of the race will get one in the mail six to eight weeks later.
• Barry asked about figures for relay teams.  There are currently 21 signed up and running about even with last year.
• Abby asked about the location of packet pickup.  Amanda said it is in the process of being negotiated.
• Pony Peterson has volunteered to host packet stuffing.
• Packets will be available by mail this year to out-of-town runners.
• Amanda and Rodney need direct contacts for organizations such as Boy Scout troops, sports clubs and high school honor societies.  Can provide certificate of volunteering to group.
• Janet asked about a form e-mail to send out to organization contacts.  Amanda said she and Rodney would provide one.  Usually good to have middle school age with parents or high school students.
• Gavin will be organizing volunteers again.  Currently about half of the key positions are unfilled.

Distinguished Speaker Series – Terry Roberson

• Current budget for Quarterly meetings does not include funds for a distinguished speaker.  Terry advised that funds need to be allocated and plans initiated immediately if we want to have a speaker at the 4th Quarter meeting in November.
• Keith needs to evaluate the budget for membership meetings because some of last year’s Christmas party may be wrapped in there.
• Usually fees per person are approximately $15.
• Barry would like to change the distinguished speaker series to the second quarter of a year so that it doesn’t merge with trying to project the half-marathon profits.
• There was discussion on how this would affect producing the 2012 budget and having a number for the distinguished speaker meeting ahead of time.
• Keith made a motion to skip Distinguished Speaker for this fiscal year and readdress for next year’s fiscal year.  Chip seconded it.  The motion past.
• Chris mentioned possibly having a local runner still speak at the next membership meeting in November.

SMART Program – Steve Reddy and Kelly Rahmey

• Barry reported on the status of the SMART program in the absence of SMART Coordinators, Steve Reddy and Kelly Rahmey.
• Steve has put together draft training schedule for novice, intermediate and advanced runners.  Half marathon training schedule will also be put together.
• Members are to provide Steve a profile and he will get those individuals a schedule.
• Westsiders will still have weekday runs at Terry Hershey.  Innerloop Tuesday night training will continue at Rice Track and other Thursday meeting area.  There will be a combined weekend long run.
• More volunteers are still needed to help coaches.

Communications/Website – Gavin Dillingham

• Trying to combine website, Stridelines and weekly announcements into one web format that can be used to send weekly e-mails.
• Two platforms have been considered: WordPress and Drupple.
• WordPress can be launched fairly quickly (within a week) and can interact with Facebook.  Newsletter can also be more dynamic.
• Drupple is more of a content management site.
• Plan is to allow multiple members access to upload documents directly.
• Committee plans to have a new system rolled out by end of August.
• Barry asked about how the new website would work.  Abby said she could post Stridelines articles as they come in.  Janet could also post race results.
• Goal is to provide a platform where all members could contribute.  Dave challenged members to decide how they could contribute to website.

Newsletter Reports -Abby Maxa

• Abby now has enough article submissions to send one out.
• Will not be monthly because content submissions are sparse.

Membership – Dave Stadnick

• Membership records are now online.  Board members will have access to the records upon completion of a validation process to enter the site.
• Paper newsletter requests are still coming through.
• Gavin made a motion to eliminate the paper newsletter option on the registration form.  Chris seconded, motion passed.
• Keith said he would reimburse paper newsletter fee to brand new member who just signed up and to renewals who paid the mailing fee.
• There are 465 active members with 293 expired memberships.  Overall, 37% of renewals.  Dave is wondering if summer is not a good time to renew memberships as opposed to January for previous years.   (I do not understand what the 37% refers to; please clarify)
• The current Membership form includes options for 1-year and 3-year renewals.  Chip would like to see 5-year renewal option.
• Keith believes memberships will increase once the race season starts in the fall.
• Dave will also switch to a targeted e-mail to avoid people getting offended by the group e-mail.
• Grace period expires by Sept 30^th.
• Janet asked if we can pull start dates in order to celebrate membership milestones.  Dave is not sure how accurate the database is but believes accuracy is 98%.

HARRA – Lee Greb

• Barry reported on HARRA activities in Lee’s absence.
• Lee wanted to make the board aware that the HARRA board has a vacant position which they are looking to fill.  Jon Walk is temporarily filling the position until a new member can be identified.
• Party in the Park is August 20^th.  A Strider tent will be needed.
• Tour de Art is in September, possibly the 16^th.  Striders will provide tent and refreshments.
• Just for Kids Fun Run is the Saturday after Thanksgiving.  HARRA is in need of a race director.

New Members/New Runners – Mario Rios

• Mario has decal options that are $2.50 or less.  Possibly provide to new members or those who have finished marathons.  There are red options or black options.
• Mario will encourage new members to contribute to on-line version of Stridelines.
• Discussion about whether to give decals for free or make people pay for them.
• Keith would like to have Strider merchandise available when new website goes live.

Race Results – Janet Beck

• Janet would like to get Strider club records for various distances and age divisions to inspire members to work toward establishing new records.
• Historic records are not easily searchable since they are on PDF in Stridelines.

Socials – Angela Martinez

• Possibly have chili cookoff in conjunction with 10k/20k or Tour de Hershey.
• Final decision was not made.

Strider Warmup Series – Barry Chambers

• Still need a coordinator for those events.
• Board members were encouraged to recruit someone to fill this position.

Next meeting will be on September 15, 2011.

Meeting Adjourned at 8:50 pm

Board Members in attendance: Barry Chambers, Chris Cornell, Kate Hallaway, Keith Willhelm, Abby Maxa, Chip Maxa, Deanna Rands, Mario Rios and Terry Roberson.

Also in Attendance: Angela Martinez and Dave Stadnick

Meeting began at 6:00 pm at Cadillac Bar.

Board Member/Committee Chair Reports

Financials (Keith Willhelm)

• Keith provided board profit/loss statements for Feb. 2010-Jan. 2011 and Feb.-April 2011.  Club budget for the 2011 fiscal was also provided.
• Keith will work on tightening procedures for reimbursement so that expenses are included within fiscal year.
• Keith would also like to update procedures for clubs own financial protection.
• ACTION – Keith to review past financial history and suggest an amount which would require the signature of two Board members prior to the expenditure.
• Keith also suggested performing background check on any future treasurers.
• Chip suggested putting money in budget for future background checking.
• Singlets are currently not in the budget for next year since we still have existing inventory.  A budget line item for freebees/giveaways may be added at a later date.
• Budget does not include distinguished speakers fee.  The fee would need to be approved 2-3 months prior to November meeting in order to reserve speaker in time.
• Currently no amount has been included in 2011 club budget for charities.  This may change later in the year.
• Chip suggested calling a vote for the board to approve the budget with the caveat that this could change later.
• Chip called a motion to vote on the budget; Keith seconded it.  Motion was passed.

Communications (Abby Maxa)

• There were eighty three respondents on communications survey.  Overall, preference was towards e-mail.  E-mail, Facebook and newsletter are favored communications tools.
• Abby would like to transition newsletter into a web based format and for it to be interactive.  Fee for doing so would be around $150 per year.
• Abby plans to send next newsletter out by the middle of May.  Will phase out printed newsletter and transition to web based.
• Stride4fun only reaches 60% of membership because people need to request it and set up an account.
• Any future e-mail communication platform needs to be “work friendly” as to not get caught in SPAM folders.

By-Laws (Barry Chambers)

• The By-Laws approved in 2010 specified that number of board members should be twelve.  Currently we have eleven.
• Chip and Keith suggested that we need to state at an uneven number.
• Mailing address in By-Laws also needs to be either updated or removed.
• Keith made a motion to resolve the By-Laws before the next quarterly meeting with caveat that By-Laws will be vetted and updated version passed out to board members.
• Terry made a motion for eleven board members; Mario seconded it.  Motion passed.

Membership (Dave Stadnick)

• New members and other members are viewable on-line by all board members pending authentication process.
• Signmeup.com is being revised.
• Dave asked if board would like to add section for new members to pick areas of volunteering interests.  Board agreed this would be very useful.

Socials (Angela Martinez)

• Angela asked if we should continue to use Magnolia Hotel as venue for Holiday Party.  Chip made a motion to keep the venue the same; Kate seconded it.  Motion was passed.
• Chili Cook Off will be rescheduled for the fall.

Meeting Adjourned 5/2/11 at 7:00 pm.

END OF MINUTES