SBAA Board of Directors Meeting
25 FEbruary 2008 at 7:30 P.M.
Present: Des O'Neill, Joe Howell, John Brennand, Kevin Young, Wally Marantette, Elaine Campo, Bill Rupp, Jim Sloan. Not present: Patsy Dorsey, Rusty Snow. Acting secretary: Jim Kornell.
The Board breifly reviewed the status of the re-incorporation. Papers have been submitted to both the Franchise Tax Board and the IRS (25 January); they are in-process. There followed a group assessment of the state of the SBAA, with portions of the discussion in camera.
Results:
--Jim Sloan was elected to the Board in the role of Preident-elect.
--Beginnning next year, a singlet/woman's racing top will accompany renewing club membership (once-only). There may or may not be a new design (deferred for future meeting)
--Joe Howell and Jim Kornell announced they would be completing their terms on the Board at the end of this calendar year. Kevin Young announced the same intent, provisional on the board having more meetings and more committees, a position Kevin has long advocated.
The meeting was adjourned at 9:00.
SBAA Board of Directors Meeting
28 January 2008 at 7:30 P.M.
Present: Des O'Neill, Joe Howell, John Brennand, Kevin Young, Wally Marantette. Absent: Elaine Campo (travel), Bill Rupp (ill). Uncertain status: Terry McQueen and Rusty Snow. Acting secretary: Jim Kornell.
Des, as president, outlined the agenda which had been suggested by Jim and posted on the SBAA website and supplemented by interested members.
1. Status of re-incorporation
On track. We're legal, and awaiting federal (IRS) accreditation as a 501(c)3 non-profit organization. This can take up to ten months.
2. Board membership
As part of re-incorporation, we have bylaws, intentionally left fairly generic. Board membership can range from 9 to 17. the bylaws assume the continuation of existing directors (Howell, O'Neill, Marantette, Young, Dorsey, Kornell, Brennand, Campo, with McQueen and Snow to be determined.) Election to the Board is by the sitting Board (not by membership as a whole). Des points out that Board recruiting will fall on current Board members. Des also points out that race management skills require significant OJT; however, race directorship is distinct from Board membership. Bylaws state that all new directors serve one year, then if so voted by the Board as a whole, three year terms, with no limit on the number of terms that can be served.
Joe recommends:
--Continuing as we are for this year
--For next year, we vote a President-elect; the President-elect and current President Des to work together to propose a transition plan for the Board's consideration and vote. Informally, this is expected to take roughly two months or less.
--Staggered board membership, with one-third re-elected each year, e.g., to allow for change without loss of continuity
Joe proposes Jim Sloan as candidate for President-elect. Further proposes that if we so decide it will fall on Jim and Des to plan transition, and form a proposal for treasurer, secretary, and any other roles they choose to recommend; the Board will then vote on the proposal(s). Proposal carries by unanimous vote of those in attendance.
3. Current financial status and expected 2008 expenses
John provided P&L sheets for the past two years. Income and expenses were differentiated by category (GP, races, dues, etc.) ($14.4K in permits and police!) A discussion followed. Bottom lines: roughly break-even last year, about $44.5K in the bank.
4. Dispersal of funds
Candidate funding targets were discussed, and the following committments made:
--Completion of re-incorporation $1000
--Preparation of tax returns $2000
--ISP costs for SBrunning site (the cost to keep it on-line) $1200
--Reserve for SBHM expenses $15,000
--Schools (SBHS, SMHS, DPSH, Carp HS, Santa Ynez HS, La Colina JHS, SBCC, UCSB) 5 x 2K, then $1K per 3) $13,000
--Stipend for SBAA members who act as walk-on coaches $1,000
--Webmaster fee, SBrunning site $1500
--Reserve for GP banquet $2500
--Club West $1000 earmarked for youth running only
--Coached workouts subsidy continuation $2000
--"FitKids" (K. Young/A. Johnson) $1000 for submittal fo a business plan
--Bishop Diego raised as candidate recipient, but deferred; they'd be happy to provide volunteers (as do the other high schools), but we've never asked (until now, when the athletic director asked to be asked); BD AD to send some written materials for the Board to reveiw at next meeting
5) Annual proposal for more Board meetings and more committees
Board consensus to defer to Jim & Des recommendation
6) Proposal for 18/under cost for races:
1. For NYRR, SN and SBHM entry fees juniors are waived for mail-in applications received by the closing date. Tee shirts are $5 additional (or the same as the no-shirt shirt difference for older entrants.
2. After closing, entry fees are $10 (no shirt) and the junior must be accompanied by the parent or guardian to sign the waiver. Shirts, if available, are $5 additional (or the same as the no-shirt shirt difference for older entrants, should we increase it).
3. Even if we don't require require pre-race applications for Vicki's and the Psipsina's XC, fees are waived for juniors, but juniors must be accompanied by the parent or guardian to sign the waiver.
4. No discount or fee waiver for the Tough Enough race.
Dsicussion followed, including consideration of Steve Owens' concern re: distances for kids. The proposal was accepted, without restrictions on distance based on age (the reasoning being, we have so few [if any] kids doing this).
The meeting adjourned at 9:00