SBAA Board of Directors Meeting

15 January 2007 at 7:30 P.M.

Present: Joe Howell, Wally Marantette, Kevin Young, Des O'Neill, Elaine Campo, Rusty Snow and John Brennand. Absent: Jim Kornell (in Europe), Terry McQueen (ill), Megan Rheinschild (kids) and Bill Rupp (vacation).
Observers: Lauren Udden and Stephanie Welsh.

Des, as president, outlined the agenda which had been suggested by Jim and posted on the SBAA website and supplemented by interested members.

1. Joe proposed that because of the "old" corporation's suspended status and the costs/challenges of reviving it, we instead simply form a new entity (a name change, if necessary, was not discussed). The reasons for this action are one, SBAA incorporated as a non-profit in 1969 (California) and 1970 (Federal), but stopped filing the required tax returns (Federal, Franchise Tax Board and Dept. of Charitable Trusts) in the late 1970s. The State revoked our non-profit status in 1982. [A bit more detail: Our status with the Federal Government is in limbo, as they send us tax return forms annually, but I have only been filing form 1099s.] Secondly, Joe believes that we need to be incorporated for protection of SBAA members in case we are sued for some action pertaining to our activities. Discussion by the three attorneys present (Howell, O'Neill and Udden) clarified this potential problem. I pointed out that we are insured for activities related to the six races that we conduct (SBHM, NYRR, Vickie's 3000, Psipsina's XC, SN 15 km and the Are You Tough Enough Ultra) by the USATF insurance we get when we sanction these events. The bulk of our risk is related to the three major race events, but other activities are conducted, e.g. the GP Award's Banquet.

The cost to incorporate is estimated to be between $4, 000 and $5,000 and the cost to have the returns prepared annually would be about $1,000, with the possibility that the preparer would become a sponsor of the schedule for $200 each year.

Motion to Incorporate by Kevin, seconded by Elaine. Passed unanimously.

2. Discussion of Money. I reported that we had about $48,000 in our checking account. The statement that came yesterday indicates a balance of a bit under $51,000.

After some spirited discussion we agreed to construct a tentative budget. Wally said that he felt that $7,500 was a fair amount for directing the three major races. I pointed out that Wally was paid $5,000 his work on the SBHM out of the race income and needn't be included in the budget. That leaves $2,500 for the NYRR and SN 15 km. Wally also reported that the calendar was more than self supporting with the listing fees and sponsor fees providing a net income of $1,400 for 2007. This is largely due to the generosity of The Independent who pays for the printing of the calendar. Here are the anticipated expenditures for 2007:

Reserve for SBHM up front expenses                 20,000
Stipend for members who serve as walk-on coaches  750
Director fees for NYRR and SN 15 km    2,500
Volunteer coordinator for three major races   1,000
Registration coordinator for three major races   750
Incorporation             5,000
Preparation of returns       1,000
Schools for helping with SBHM     10,000
Club West        1,000
Youth Track Club       1,000
Website maintenance       1,500
TOTAL                  $44,500

This leaves $6,500 for categories that we are unsure of, e.g. shirts, could not agree on like standing committees for masters, youth, out reach to beginning runners, socials, etc. and contingencies.

3. General Discussion Topics. Kevin questioned why we give so much money to the high school track and cross country programs. Answers: Because they provide the volunteers that make the SBHM possible (Joe). Because these programs are under funded (John), with which Kevin disagrees.

Elaine wants to see more emphasis on supporting members. [As a non-profit, that may be getting into a grey area.]

Joe sought approval for asking Joe DeVreese and Jay Campbell to get the best price on a high quality, e.g. CoolMax SBAA shirt screened similar to the black shirt a few years ago. They had SBAA on the front and sbrunning.org on the backs. (No one wanted another black shirt.) Also, he proposed asking them to contribute $500 or so to put their store's logo on the shirts. Some of us thought that might be asking too much, as we hope to get the shirts at their cost. I suggested that the members pay a portion of the cost, as it is likely to be in the $20 range.

Joe suggested that incorporation be followed by a restructuring of the Board to nine members with three spots up for election annually. And a term limit of perhaps three years. I don't believe Joe suggested that the limit be three consecutive years or cumulative. This process would start in 2007. Also, the Board of Directors should meet more frequently, probably quarterly.

I was asked how many currently belong to SBAA. I guessed 200, but it is actually around 225.

Our next meeting will be when Kevin puts forth more details on subcommittees for Masters, Youth and Beginning Runners Outreach programs.

Motion adjourned at 8:55

Submitted by John Brennand, Secretary