KAR Executive Board Meeting
Attending: Vicky Mergen, Bonnie Sexton, Phylis Florian , Scott Taylor, Cristie DeDoes, Julie Wojtaszek, Giti Henrie (for Club Series Discussion)

Meeting begins: 6:30

1. Congratulations on the 30th Anniversary of the Kalamazoo Klassic! Beyond has Sponsor Funding! (1 minute)
• Bonnie gives the warm fuzzy.

2.      KAR Apparel Options (Tim Kling) (20 Min) 6:40
• Tim was not able to attend tonight.
• Tim can meet with Rob and Bonnie and put together an apparel selection with the new logo.
• Russ Lardie and Mary McCormick could help with special orders.

3.      Income Statement (Cristi DeDoes) (5 Min) 6:45
• Cristi went over the reimbursement form.
• Add our address to the form so it is known where to submit for reimbursement.
• Add: Expenses in excess of $300 must be approved in advance.

4.      Website Update Items (Phil) (15 Min) 6:51
• Can we get Phil help concerning his work schedule?
• Joe Z. can help with many of the entries.
• Phyllis has a friend that may be able to help.
• Jay Campbell and Todd Prom may be of some help.
a.       Status of New Site-Target date
b.      Update New Membership Application Prepared by Julie
c.       New Logo updated throughout
d.      Officer Photos
e.       Update Klassic Information
f.       Link to Photoblog

5. Active.com Contract (Julie) (20 min) 6:56
• Steve Brown (law advice) has many reservations with the contract.
• He is concerned about the California corporation’s response to local problems.
• The Privacy Policy is unclear.
• A three year contract seems too long. And what happens at the end of the contracted term?
• Fund raising issues exist.
• Steve is concerned about how receptive the Active company would be to changes in the contract.
• Exclusivity clause should be for member registration only.
• Waivers can be included on the bottom of the on-line form.
• We should have a cap on damages on the contract.
• Steve would like to take out the indemnification paragraph.
• Steve would prefer us to use someone local. What are some of the options out there? Pay-pal and sign-me-up.com are just a couple of options.
• Bonnie thinks that if Active is able to negotiate with us than we can continue to talk.
• Julie will still continue to talk and revise the contract.

6.      Into the Wild (as Scott says) with Strategic Planning (Bonnie) (15 Min) 7:18
a.       Where are we now?
• The largest the club has ever been. 560+ members and many events.
• Many areas and programs are growing.
• Many on the board are putting several hours per week into club related activities.
• More directors would help.
• Julie asks do we want to consider a plateau state. Do we seek continued growth?
b.      Strategic and Business Planning Process Overview
• Went over Tax exempt status and non-profit funding.
• We have to register with the state to solicit donations. There will be a fee but we don’t know exactly what it is. RRCA may cover the fee.
c.       Strategic Planning Step One: Revisit Mission
• Six step process: SMART – Bonnie has the steps.
• Committees of a couple of board members may help to accomplish some of the steps.
• Our activities are incorporating a greater circle of the community. The funds raised by the Klassic and the Kal-Haven relay go to community groups as do other events help others.
• Letter A: Enhancing the quality of life in the community through the sport of running. Still maintaining the physical, spiritual, and social wellness.
• Letter B: Add a comment about our training programs offered.

7.      Sponsor Funding and Development of Levels (Bonnie) (10 Min) 8:21
a.       Beyond Marathon Training Program
b.      Turkey Trot – GOTR type of sponsor levels may help pay for chips, shirts… What could we offer to sponsors. Name recognition on shirts.
c.       Kal-Haven Relay
d.      Responsibility for and Board Control of Sponsor Recruitment
e.       Sponsor Thank You Letter

8.      Volunteer Recognition Program and Gazelle Sports Sponsorship (5 Min)

9.      Safari Update and Aid Stations (Vicky) (5 Min)
• The Aid Stations are being staffed. Bonnie and Scott will be there this weekend.
• A communication needs to be sent regarding the point to point training run on Sept 27.
• KAR will continue to have aid station recruitment go through Vicky on KAR Yahoo! Group Communications. Bonnie to offer to meet wth Chris Crowell to discuss another aid station recruitment option removing specific date requirements. Would require an amendment to the agreement. If not, we stick to terms of Agreement.

10.  Run Through August Member Run Final Details (Phyllis) (5 Min)
• Prior to the board meeting on August 5th.
• Bring a friend and get a mug.
• Phyllis was bringing fruit salad, Bonnie tea, and Giti some cups.
• Vicky will distribute the flyer.

11.  Club Series Party (5 Min)
a.       Estimate and Board Approval of Food and Beverage Costs (Giti)
• Oct 21 and Oct 28 are both available. We would prefer the 28th.
• Price is the same in regards to the beverage service. 1.75 to 3.00 per person, we are expecting 80. Will do coffee service for 30 at $52.50 and $75. $275 should cover the food and beverage. Approved by Board.
• Last year the entire event cost $680.
• $600 for bags as awards was approved at June 2008 Board Meeting.
b.      Photos for PowerPoint Presentation (Bonnie)
• Cristi will do the presentation.
• Bonnie is posting the pictures on the photoblog.

12.  YMCA Healthy Kids Training Program Update (Bonnie) (5 Min)

13. Board Communications (Bonnie) (9 Min) 8:51
• Program coordinators should initiate email communications.

8:56 pm: Adjourn Meeting