KAR Executive Board Minutes

April 1, 2008

Kal Haven congrats to Julie for a successful event.

Congrats to Brian for a successful Shamrock run at Hackett.

Revelation of the Tattoos General Board Discussion

• A little fun.

Finalization of Event & Program Assignments General Board Discussion

• The events listed do have board or member contacts.
• Hospitality events will need to be filled by members available and willing to volunteer.
• Brian will help with the Klassic expo.
• Giti can help with the Borgess expo. Vicky can help also at Borgess.

Development of a Budget Process General Board Discussion

• Try to get a better feel for what our member turnover is. We gain many with each Safari, but then we lose many when previous Safari members do not re-up.
• We need to make a line item cost list of the events we sponsor.
• We can continue to look for sponsors to help with expenses.
• Money does come in from the Klassic.

Non-Profit Tax-exempt Status General Board Discussion

• Should we be looking into Federal tax exempt status (501C3)?
• Giti does not think that the requirements for such status is too oppressive for an organization our size.
• Cristi can look into the documents a little closer. Giti will help if questions arise.
• What are the benefits of gaining this status?
• Target date is the August board meeting for a report.

Operational Procedures General Board Discussion

• Yahoo owners right now is Bonnie, Phil, Jay Campbell, and soon to be Julie.
• Julie asks if we should limit the Yahoo emails to just members of the KAR. Bonnie states that that will cut our dispersal of information by half and therefore cut our exposure.
• An argument about the inclusion of the Shufflers email is using our email list occurred. The biggest problem is that they are advertising their sponsors through our email distribution. We get nothing from that. Nor do we provide sponsor advertisement space in our Rundown.
• The Yahoo group will be alerted as to when the emailing will stop if membership is not renewed. As of August 1^st the changes will be instituted. The membership survey stated that the Rundown was a very valued benefit.
• Julie is willing to weed through the email list and edit the distribution of the Rundown. Membership renewal information will be given to those whose membership has expired.
• Discussion about using Active to pay membership online. It seems as though the additional cost to the membership is around $3. Julie will look into the start up cost and process for using Active.

Borgess Run Expo General Board Discussion

• Discussed earlier. We will need to set up at 3:30 for set up. The expo runs from 5 – 8 pm. The rush time is from 4-6pm.
• Pack up time is 8pm.
• Vicky and Giti will be there until 6:30 and Bonnie can take over.
• Bonnie is looking at a brochure display and is starting to price different models.
• Vicky will bring brochures.
• Bonnie will get the kid stuff and the sucker tree.

May Member Reception Run General Board Discussion

• May 5^th, Monday at Borgess Health Center.
• Easy 5K run prior to the event. Run will start at 6:00pm.
• Board meeting will start at 7pm.
• Giti will check on a food item for the post run social. Bonnie will do a taco salad.
• I’ll take a look at what is in the big tub-o-stuff.
• Vicky is in charge of punch.

Guest Speaker for 2009 Banquet General Board Discussion

• Bonnie suggested John Dunn of WMU. Sounds like a good person to start with.

Turkey Trot

• Community benefactor possibility.
• Ideas may be the Outreach Center, Gospel Mission, or any other ideas to make a donation. Race entry may include an optional donation.
• Other possibilities are PCOC, Toys for Tots, United Way (money).
• We can ask some organizations as to their needs.
• Winter wear drive.

Safari Marathon Training Program

• Changes to the Agreement Bonnie
• We are changing how we handle memberships. New members become members on July 1^st. All safari members will be KAR members.
• Communications is flexible between Gazelle and KAR.
• KAR’s Role Vicky/Marty
• Commit to water stations at a couple of weekends.
• Bonnie will help on July 12.
• The board is OK with helping out.
• Addition of new Safari KAR Members Vicky/Marty/Cristi/Julie

New Member/Member Renewal Process Update Julie/Cristi

• 2 email reminders and then a hard copy reminder of expired membership.
• Attach membership brochure to reminders. Cut off the email form.

Member Survey Results Julie

• Results – Julie provided a summary.
• Logo - Phil will look at logos that may be a good compromise.
• Dues –
• Julie will send out to members a summary of the survey. Leave out the individual comments.

Kalamazoo Klassic Update Julie

• MRC is hiring someone new and he/she should be with it soon.
• Artwork and committee assignment is out.
• No major issues.

Healthy Kids Run Update Bonnie

• May 30
• Need people to help out at Portage YMCA. Finish line, ribbon hand out…

Beyond Post Marathon Party Bonnie

• At TGIF from 7-9 on May 12. $250 was budgeted last year.

Web-site ideas

Calendar

• Board Meetings, Local Races, KAR Events, Training, Group Runs
• I suggest we use Google Calendar for this. That way anyone we give permission to can add/change club events, provide detailed info and locations, and if we have a specific address Google can even provide a map. I have setup one as a test and given you permissions (you may have received an email "invite" for this). Click here (I will resize it to fit the site.)

Upcoming Events (on the Calendar too, but this is an area for quick links)

• An area on the Homepage for links to event flyers

Results Page(s)

• Club Championships (?)
• Local Races
• Local Runner's Results (Marathons, 1/2)

Volunteer Opportunities

Training

• Course Maps
• PDFs / Flyers
• Training Articles

About the Club

• Club Championships (?)
• History
• Kalamazoo Klassic
• Join The Club
• Yahoo! Group Mailing List
• KAR Board
• Minutes
• Archives (Newsletters, Rundowns)

FAQ/Contact (Who to contact for what, etc. Basic info that is easily and readily accessible for a visitor.) One page to cover all of the standard static information.

Adjourn at 10:00