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Saturday, August 1, 2015

BTC Executive Committee Minutes

BTC Executive Committee Agenda 7/13/15
Attendance: Alex Morrow, Darnell Allen, Leslie Bailey, Kelly McNair, Katherine Dease, Charles Thompson, Allison Stone, Alan Hargrave., Dean Thornton, Tanya Sylvan, Kemper Sarrett, Judy Loo, Hannah Foust, Lauren Weber, Lauren Floyd, Kim Benner
  1. Approval of last month’s minutes
  2. Peavine Falls Update / tent (Alex)
    1. 629 registered / 474 finished
    2. No injuries, despite the rain!  
    3. Tent frame broke due to water weight; the tent frame will be replaced at no expense to the BTC
    4. Through periscope, Alan broadcasting live video during the race.
    5. Paper apps still need to be entered into run sign-up.
  3. Newsletter Presentation (Julie)
    1. Investigating a digital format for the newsletter such as a Blogspot or Mail Chimp.
    2. Julie presented analytics for The Vulcan Runner in its current .PDF status (refer to handout)
    3. Pros and Cons were discussed for .PDF and digital formats (refer to handout)
    4. Comments from the committee:
      1. Can we print a hard copy of the digital copy? Explore tools within the software package to see what’s available and make sure this option is available to our members.
      2. Consider the speed of accessing the information
      3. Remove password protection
      4. Issuu (another option to consider) is an electronic publishing platform for magazines, newspapers, etc. that’s accessible on any device and contains many features.
      5. Try 2 formats in August (possibly through Dec) to get feedback from the members.
    5. What are we trying to accomplish in the big picture?
      1. Member benefit or opportunity to recruit new members?
      2. Recruitment tool – remove passwords
      3. Revenue – goal: $1500.00 by year’s end; opportunity to increase revenue through advertisements.
      4. Member benefits – opportunity to expand member benefits
      5. Lifespan of upgrades? Cost?  Basic versions are free; upgrades are reasonable
      6. Modest cost if you want the url to reflect organization name; Alan will investigate
      7. Can we create a newsletter within Run Sign Up? To date, no email in membership database.  Probably will not be as robust as CC or mail chimp (demographics, etc.)
      8. August issue will be available in pdf and blog spot version.  Find a position for ads in blog spot
      9. Each individual entry in blog spot will have its own link to a web address
      10. Most platforms are already mobile friendly
      11. No comments option on blog spot
  4. Socials (July 16 / August 1) - Katherine
    1. July 16 (Thursday night Social) at Birmingham Physical Therapy and Sports Medicine in Cahaba Heights
    2. In addition, staff from Fagan Sports Medicine will be on-site.
    3. Food and drinks have been donated.
    4. 1 door prize for a full gait analysis; 2 mini on-site
    5. 3, 5 and 6 mile route options.
    6. August 1 – Vulcan Social
      1. $300.00 discount
      2. Kickoff for the Vulcan Run 10K free training programs
      3. Food and coffee from Panera; one mile fun run with medal for the kids; bouncy house; BTC apparel
    7. October social – mini social
      1. Location TBD
  5. Vulcan (Allison Stone)
    1. Met with traffic engineer today and will know fees soon
    2. Elite program – meeting with Eric and Kyle tomorrow afternoon to finalize details
    3. Who’s handling sponsorships?  Alex and Katherine
    4. Training groups: still in the works
    5. Beneficiaries: Vulcan Park, Girls on the Run – think about this
  6. Ambassador Program / Lifetime Memberships (Darnell)
    1. August 2 @ 8am w/ Black Girls Run
    2. Lifetime Memberships (open forum discussion)
      1. 5 year membership for $96.  5 years for the cost of 4
      2. Lifetime membership: for the cost of a 20 year membership ($480.00); 20 x the current annual membership rate
      3. Motion to approve  - approved
  7. Google Update (Alan)
    1. We are set up with Google for Non-profits
    2. User name and password assigned by the BTC.
    3. We have to make the switch before we go live; timeline 30-60 days per Alan’s request
    4. Send and receive emails from a club account
    5. Refer to document to set up account
  8. Membership (Lauren)
    1. 1277 members; 1010 memberships
  9. Financials (Leslie)
    1. We’re in great shape
    2. We have money for donations or to stay in account as liquid assets or contribute more to money market
    3. Direct deposit on all races
    4. August 15 is the deadline for 2014 taxes
  10. Merchandise (Hannah)
    1. Designs for ambassadors shirts – email to Darnell
      1. $11.00 each for 18 ambassadors
        1. quantity break is 24
        2. 24 @ $11.00 is $274.00 for shirts
        3. approved for $275 for merchandise for ambassadors
    2. on-line merchandise store
    3. email to all the new design for Vulcan 10K shirt
  11. Statue 2 Statue (Judy)
    1. Proposal to change to April 2 due to conflicts with other events
    2. Approved
    3. Save the date email will go out via CC
  12. Executive Committee Restructuring (Alex and Darnell)
    1. Changes are in the works
  13. Member Benefits (Kemper)
    1. Kemper will go through the list and identify the point of contact; get the list to the social coordinator
    2. Who needs to be removed?  Who needs to stay?
    3. Remove Culinard
    4. Send an annual thank you note to the businesses that support us
  14. Date of Next Meeting (Alex)
    1. Second Monday of each month at the Vestavia Library