Inside Track
Quarterly Newsletter for Members of the Road Runners Club of America
AUGUST 2007 FROM THE ARCHIVES Introduction by Jean Knaack, RRCA executive director
INSIDE THIS ISSUE:
In July we launched our “From the Archives” initiative in celebration of the RRCA turning 50 on February 22, 2008. If you missed the first “From the Archives” you can find it online in the RRCA News at http://www.rrca.org/news/index.php?article=2200.
• From the Archives
In June, we packed up and moved the RRCA National Office from Maryland to Virginia. One enjoyable diversion was organizing the FOOTNOTES archives. The only problem was that I spent more time reading old issues of FOOTNOTES when I was supposed to be packing boxes.
• Developing Parent Co-ops
One editorial in the Fall 1979 issue of FOOTNOTES written by then RRCA President Jerry Kokesh struck me, because nearly 30 years later, the information still rings true today. The following are excerpts from Kokesh’s editorial*.
• Working with Foreign Athletes • Managing Your Club Finances
FOOTNOTES _________________________________________
• And More FOOTNOTES Vol 7, No 3 1979 ________________________________________
RRCA Board of Directors Bee McLeod President Tom Downing Vice President Dennis Novak Treasurer Brent Ayer Eastern Director Beth Onines Central Director Ken Bendy Southern Director David Epstein Western Director Lisa Paige Bob Holmes At-Large Directors
The RRCA is and hopefully, always will be a grassroots athlete run organization. We are more of a federation of running clubs interested in promoting and improving our sport. Because of diversity of clubs, regions, and the individuals, we have tried not to make any more binding rules than are really needed. Basically the “rules” are in the RRCA (bylaws). This gives us flexibility in decision making. On the other hand, the Amateur Athletic Union (AAU) Handbook is full of hundreds of pages of rules that offer little or no flexibility. What the RRCA has tried to do is offer suggestions and guidelines for our clubs We in no way try to dictate to any club. The people who run our clubs are mature adults, with running experience, who generally are capable of making proper decisions regarding the local running community. Everyone likes the autonomy that the RRCA offers. Yet some people say the RRCA has no power. The RRCA has power in places that count - out on the roads.
It has been said many times that the RRCA Handbook has helped more people understand road racing, quality events and programs than can ever be counted. New clubs and individuals are constantly joining the RRCA because of what we offer in guidance and services. We have and are gaining all the time a power base of runners. The RRCA is athlete run, on a volunteer basis. A national office and director are probably in our future, but not quite yet. Anyone who would man this position is going to almost have to be Super-runner! This is because most things that come to the RRCA from clubs or individuals don’t deal with bureaucratic problems, but with questions like “Where do I get an overhead clock?” or “I have a tendon problem, how can I solve it? Or simply “How do I start an RRCA chapter?” Personally, I like the RRCA as it is guiding not dictating and most of all—always there and always running.”
*Please contact the Office if you would like a complete copy of the editorial which is too long for the space available in this issue of Inside Track.
PRESIDENT’S MESSAGE YOU CAN Make a Difference! We each have our own story to tell of how we got into running. For me, it was at the age of 12, and I guess you could say I never looked back. I was fortunate to have a brother two years older than me get involved in Cross Country. So, when I followed him off to high school, Cross Country was the logical activity for me, his “little sister,” to pursue. Running, thanks to my brother, made (and continues to make!) a huge difference in my life. I am certain each of you has someone or some event that had an impact on your life by introducing you to running. Do today’s youth have the same inspirations we did? Something to motivate them to try to run a mile or enter their first 5K? That’s where RRCA member running clubs and events come in. It is through the work of our grass roots club system and our many events that we can have an impact and make a difference. We can motivate the youth of today to give running a try. But it does take an advocate – some individual or club – to organize the effort and get the word out. And, it takes money. This is my personal request to each of you to consider helping make that part - the money - possible. We have received a very generous donation from members Sharlee and David Cotter in memory of Hank and Nancy Taylor that has enabled us to introduce our new program directed specifically at our youth, Kids Run the Nation®. But this program needs support from you if it is to be successful and really make a difference. The Kids Run the Nation® fund will provide grants to youth
running programs around the country; details about the grant application process will be announced this fall. We have terrific “seed” money from the Cotters and this fund can grow quickly thanks to a matching gift challenge from the Cotters, to RRCA members, individuals and sponsors: for each dollar donated to the Fund, the Cotters will make a 1:1 matching contribution up to an additional $5,000. When we hit this mark, the total fund will reach $15,000! The RRCA Board restricted $50,000 of our 2006 net profits to the Fund to generate annual grants for the program. In 2007 we have embarked on the process of updating and re-producing our outstanding youth running materials. Through your financial support we can achieve our program goals and get today’s youth running. Please consider making a contribution to the Fund today! Mail your check to RRCA at 1501 Lee Hwy, Ste 140, Arlington, VA 22209 and put “Kids Run the Nation” in the memo line. It’s a great way to make a difference and…its tax deductible! Sincerely,
Bee McLeod
President@rrca.org
Photo: Woodstock 5K, Anniston, AL - Krista Walker/Penny Photography
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Using Parent Co-Ops to Increase Club Participation Increasing membership numbers and increasing volunteer involvement is an ongoing challenge for many running clubs around the country. As working parents become more and more strapped for time, their ability to carve out thirty-five minutes to an hour a day for running or carving out several hours on a weekend to volunteer becomes more and more of a challenge. But it is not impossible. The development of parent co-ops have become increasingly popular as working families try to strike a balance in life. In the most general of terms a parent co-op or babysitting cooperative consists of a number of families in a community who decide to share babysitting services amongst themselves without the exchange of money. Members agree to share responsibilities of record keeping and provide and use the baby sitting services. To increase club participation, consider creating a babysitting co-op for parents as a benefit of membership or a program service provided by the club. How to Start a Babysitting Co-op Co-ops usually begin with families with children of similar ages deciding to share babysitting duties. One family provides an hour of service in return for an hour of service and so forth. Depending on the size of the running club and the needs of the families, co-ops can be as small as 5 families or as large as 50 or 60 families. Larger co-ops will require more organization, but planning and record keeping can be kept relatively simple. Survey your members to determine their level of interest in such a program. Host an initial planning meeting for parents interested in participating in a co-op. Allow them to develop an operating framework and have the parents select a record keeper to ensure that no one is taking undue advantage of the services provided by the group. . How it Typically Works If a member requires babysitting, the record keeper is contacted to request a sitter for certain times and dates. The record keeper contacts members to identify a sitter who owes time or wants to earn time or is simply available. The record keeper connects the sitter with the parent in need. After the childcare has been provided, both member and sitter agree on the number of hours and these are reported to the record keeper who records them. • Points or time are earned (plus points) by being a sitter and providing care. • Points or time are spent (minus points) by using a sitter A parent co-op as part of a running club may also take the form of organized play dates where several parents agree to watch children for 30-60 minutes while a group of parents run for 30-60 minutes, then the group of parents trade places. This can also be done in conjunction with a formal youth running program.
TO DO LIST: 2nd Annual RRCA
RUN@WORK DAY Join thousands of people on
September 21, 2007 as they incorporate thirty-five minutes of exercise into their daily routine by running before work, during lunch or immediately after work. Run@Work Day
Fact Sheet and Planning Kit can be Found at www.RRCA.org
Another example is a group of parents may design a Saturday/Sunday swap program in order to accommodate long runs. For example a group of parents watch children on a Saturday for 1-2 hours and then swap with the parents on Sunday for 1-2 hours. Providing an formal childcare co-op infrastructure as part of your running club will keep parents of young children engaged in your club. The co-op may encourage parents to actively participate in group runs, serve as a volunteer board member, or volunteer at a race if babysitting swaps are available. For more information read How to Organize a Babysitting Cooperative and Get Some FreeTime Away from the Kids by Carole Terwilliger-Meyers, Carousel Press, P.O. Box 6061, Albany, CA 94706. PAGE
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Working with Foreign Athletes
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As races around the country continue to grow and seek ways to entice new runners, inviting foreign competitors can increase the profile of a race and create new competition for the elite field. “The casual observer may not know the hours of professional labor that goes into the appearance of an elite athlete at a road race,” says Bill Orr who puts together the elite field for the Credit Union Cherry Blossom 10-Miler and many more events. “If a top athlete has to withdraw one or two weeks before the event because of visa issues, it may make our sport look amateurish.” In today’s climate it is essential for road race organizations to have at least a basic grasp of visa regulations and issues to successfully assemble their elite fields and effectively communicate with agents who represent foreign athletes. Even non-prize money events are sometimes inundated by “over-the-transom” requests for invitations and letters of support from desperate and sometimes dubious foreign athletes and their coaches who are hoping for a “ticket” into the U.S. “There are really good professional recruiters who really understand [the issues],” observes veteran elite athlete coordinator Glenn Latimer. “But there are other races that try to do it themselves and get duped on a regular basis. I can’t believe that in some of these fields some athletes have simply lied to get in.” In a poll conducted by Road Race Management (www.RRM.com) a number of race organizers, athlete recruiters, and athlete managers expressed varying levels of frustration with government red tape, but they agreed that the administrative responsibility for obtaining foreign athlete visas rests with the elite athlete’s professional manager (agent), or representative, not with the race. In fact, this is not a trivial task. Foreign distance runners intent upon competing on the lucrative U.S. road race scene (and their agents) often face a perplexing assortment of gatekeepers, processes, applications, supporting documentation, and potential hurdles. These requirements are imposed by foreign governments, national athletic federations, and by the U.S. government. The path to U.S. entry can be so intricate and time consuming that some foreign athletes and athlete agents are hiring lawyers to obtain visas. On top of visa processing fees, legal fees for this service can easily reach $2,000 to $3,000 and up. “Professional athletes are just a very small slice of the immigration pie,” says James Bach, a San Francisco attorney who specializes in employment-based immigration. Consequently, it is especially important that the “cases” for these athletes are painstakingly prepared for immigration officials who can’t be expected to possess knowledge of road racing, its personalities, or events.
A Short Visa Primer For the uninitiated, it is important to distinguish between a passport and a visa since the words are frequently -and incorrectly -- used interchangeably. A passport is a document issued by the government that simply certifies the citizenship of the holder. All international travelers must have passports. A visa is the document (or stamp) that gives an individual authorization to enter a specific foreign country. Where confusion sets in is that the United States maintains a list of 27 countries in its “Visa Waiver Program” (VWP) for which a visa is not required for entry into the U.S. as long as the visit is for 90 days or less. Most of the Western European countries are part of the VWP which means in these instances no visa – only a passport – is needed. Most notably, Kenya, homeland for many of the top elite athletes participating in U.S. road races, and Mexico are not part of the VWP. A list of the VWP countries appears on page 6. Starting January 1, 2006 Canadians will be required to have a passport (but no visa) to enter the U.S.
Continued on page 5 INSIDE TRACK
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A citizen of a foreign country that is not part of the VWP who wishes to enter the U.S. generally must first obtain either a nonimmigrant visa for a temporary stay, or an immigrant visa for permanent residence. The type of visa is defined by immigration law, and relates to the purpose of travel. Foreign distance runners competing in the U.S. most often possess one of several types of nonimmigrant visas or immigrant visas (often referred to as green cards and considerably more difficult to obtain).
What Type of Visa? The following types of visas are commonly held by foreign distance runners. B-1 and P-1 visas are most frequently obtained by foreign runners coming to the U.S. to compete for prize money in road and track races.
Nonimmigrant Visas (temporary visitors) å
å å å
B-1 (business visitor) - Appropriate for professional athletes coming to the U.S. to participate in a tournament or sporting event (e.g., road race), and who receive no salary or payment other than prize money. Stay: Not more than one year; 6-month extension possible. B-2 (visitor for pleasure) - Appropriate for recreational athletes because it does not allow the holder to work or receive any kind of payment while in the U.S. Stay: Not more than one year; 6-month extension possible. F-1 (academic students) - Appropriate for foreign academic students including collegiate athletes. Stay: Duration of study in the U.S. P-1 (athletes, artists, and entertainers) - Available to internationally recognized athletes (and entertainers). The athlete must be visiting the U.S. to perform in a specific athletic competition of “distinguished reputation” for a U.S. employer, sponsor, or agent; or for a foreign employer working through a U.S. agent. For example, a world-class runner who has a shoe company contract and is paid a stipend, might be a candidate for a P-1 visa. Stay: Up to 5 years for individual athletes (as opposed to members of athletic teams) with a single 5-year extension possible. Continued on page 6
Continued on page 6
Working with Foreign Athletes (continued) å
O-1 (extraordinary abilities) - Reserved for individuals of “extraordinary ability” in the sciences, arts, education, business, or athletics who have risen to the very to of their field and can demonstrate national or international acclaim and recognition. Must be entering the U.S. to work in their field; not to retire. Stay: Up to 3 years; one year extensions possible.
Immigrant Visas (Green Cards) For foreign citizens who intend to live permanently within the U.S. In general, the foreign citizen must be sponsored by a U.S. citizen relative(s) or by a prospective employer. Athletes, however, at the very top of their sport can obtain a green card without labor certification, or proof of an employer or sponsor, but they must be engaged in the sport in the U.S.
Who Gets Involved? Depending on the type of visa, the application and U.S. entry process will involve two or three different entities:
PAGE 6 Visa Waiver Program Countries
According to the U.S. Department of State, “The Visa Waiver Program (VWP) enables nationals of certain countries to travel to the United States for tourism or business for stays of 90 days or less without obtaining a visa. Luxembourg Monaco Netherlands New Zealand Norway Portugal San Marino Singapore Slovenia Spain Sweden Switzerland United Kingdom
Andorra Australia Austria Belgium Brunei Denmark Finland France Germany Iceland Ireland Italy Japan Liechtenstein
å
U.S. Citizenship and Immigration Services (USCIS), formerly the INS, operates within the Department of Homeland Security (DHS). USCIS is responsible for the approval of all visa petitions (required for some types of visas) and the immigration status of all foreigners in the
å
U.S. State Department/Bureau of Consular Affairs issues visas to foreigners who are not seeking permanent residence in the U.S. at U.S. Embassies and Consulates in nearly 250 cities worldwide.
å
DHS Customs Officers at the U.S. ports of entry who authorize or deny admission to the U.S, and determine the length of stay.
A visa does not guarantee entry into the U.S. According to Angela Aggeler, spokesperson for the Bureau of Consular Affairs, this is a confusing point for many foreign travelers. “You may have a 10-year visa, but that doesn’t mean you can come to the U.S. for 10 years,” says Aggeler “It just means that for 10 years you can apply for entry into the U.S. At [the port or entry], the immigration officer tells you whether you can stay for 3 months, 6 months, or whatever the appropriate period.” Generally, foreign visitors most also present a valid, current passport, and supporting documentation for certain types of visas, at the port of entry.
Tightening Controls; Longer Waits U.S. immigration authorities face unprecedented challenges. How have these challenges impacted the way the government processes foreign professional distance runners visiting this country? Additional security checks implemented after 9/11 for all non-immigrants caused delays in visa issuance in many cases, sometimes by several months. For example, nonimmigrant visa applicants are now required to have a minimum of one personal interview at the U.S. Consulate or Embassy where they apply. Depending upon the location, getting an interview appointment may take several days to several weeks. Continued on page 7 INSIDE TRACK
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Athletes seeking P-type visas must clear an additional hurdle even before they can apply for the visa application. The athlete’s agent, sponsor, or employer must first petition the USCIS for permission for the athlete to come temporarily to the U.S. The petition is adjudicated at one of USCIS’s service centers. Depending on the service center and the amount of any additional information requested, the process can take two to three months. “The visa petition process has always been one that takes time,” says Bill Strassberger, USCIS’s spokesman. “Individuals should allow a minimum of three months. Less than that, you can pretty much guarantee that it won’t get done.” For a $1,000 premium processing fee, USCIS will turn around the petition within 15 business days. Privately, some experts say that premium processing for petition-based visas is a cash cow for the agency, thus there is little incentive to shorten processing time. Once the petition approval notice is received, the athlete’s agent, sponsor, or employer forwards it to the Embassy or Consulate along with the visa application. Add more time for the visa application process at the Embassy/Consulate level. With a P-1 visa, the foreign athlete can freely travel in and out of the U.S. as long as the visa and visa stamp are valid, usually for a period up to five years (10 years maximum with an extension). The athlete’s dependents can stay with the athlete, and attend school, during this time. Rich Kenah, Director of Marketing for Global Athletics & Marketing which manages about 50 world-class athletes worldwide including top Ethiopian distance runners, agrees that athlete visa applications are being more closely scrutinized. Kenah feels that the visa magnifying glass could produce a positive effect for road races. “It may even the playing field,” he comments, “by making sure that the athletes competing are legitimate athletes who are managed by legitimate management companies. “
Avoiding Foreign Athlete Visa Snafus å å å
å å
å å å
Conduct elite athlete recruiting as far in advance as possible. Contact athlete managers and request a short list of athletes whom they feel might fit well with your event. Planning elite fields six months in advance of race day is challenging, but may avoid disappointing pitfalls. Don’t tackle visa applications or issues yourself. This is the responsibility of the athlete’s agent or bona-fide representative. Work with reputable, professional athlete agents to build your elite field. Select managers who operate honestly and ethically. (RRM’s Road Race Management Guide and USATF’s web site both contain agent listings.) If you’re not familiar with an agent, ask them which athletes they represent, which events they work with, and obtain references. Don’t hesitate to ask agents about their experience and knowledge regarding nonresident visas for foreign athletes. Have empathy for athlete agents who often deal with numerous challenges to get foreign athletes into your event in a timely manner. Stay informed about visa types issued to foreign distance runners, and the rules, regulations, and processes that pertain to them. Excellent resources include: - U.S. Citizenship and Immigration Services www.uscis.gov - Department of State/Bureau of Consular Affairs www.travel.state.gov/visa - U.S. Customs and Border Protection www.customs.ustreas.gov Consider consulting with an immigration law attorney during an annual informational meeting for updates about foreign visitor/immigration issues that may affect your event. Be familiar with current top distance runners. Never write a letter of invitation or a letter of support for an athlete with few, obscure, or no competitive credentials. Ask for detailed, complete athletic resumes that include a list of recent races run, dates and locations of races, finishing place, and time. Check the validity of this information. Respond in a courteous and timely manner to “over-the-transom” requests from unknown foreign athletes and/or their coaches seeking an “invitation” to your race as an entry way to the U.S. Politely, tell them “thank you, but no thank you.”
PAGE 7 This article was written by Mark Winitz and it first appeared in the September 2005 CONTINUED issue of theON Road Race Management Newsletter with expanded commentary. The article has been reprinted with permission from Road Race Management. PAGE
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Managing Your Club/Event Finances
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The Role of the Board An important step in successfully managing a club or event’s finances is ensuring that every board member understands their fiduciary obligations as part of serving on a board. Board members are ultimately responsible for the financial well being of an organization which includes ensuring adequate income, control over spending, safeguarding assets, and reporting financial status to appropriate internal and external audiences. Individuals that serve on the board of a nonprofit running club or event do not need to be experts in financial management, but they do need to take a general interest in the financial status of the organization they are serving. This means paying close attention during a treasurers report, reviewing financial statements as provided and asking questions if information is unclear or seems in conflict with the organizations policies or budget. The board should ensure that there are policies in place to protect the organization from fraud or theft. These policies are often referred to as internal controls. An important aspect of internal controls is segregation of duties. In the all volunteer run organization. Often times full financial management is delegated to the treasurer by the board or in stipulated in the bylaws. However, this is not the best practice to ensure against theft or fraud. For the most part people are honest and respect their duty of loyalty to an organization, however it only takes one dishonest person to de-fraud an organization and it is this fact that boards must create policies to safeguard against.
The Role of the Treasurer The treasurer of an organization is typically an elected or appointed member of a board. In an all volunteer run organization, the treasurer is responsible for keeping full and accurate accounts of all income (receipts) and expenses (disbursements or checks). If an organization has paid staff, this function may be delegated or an organization with no staff may at least outsource this function to a paid bookkeeper. The treasurer should, however maintain oversight of the accounting functions and provide periodic financial reports to the full board. There is no hard and fast rule how often financial reports should be shared, but a general rule of thumb is the reports should be no less than quarterly. Reports presented monthly or every other month will aid in better decision making for an organization. A board should establish a financial reporting policy to clarify the expected frequency of reporting. The treasurer should regularly remind members of a board that they have an obligation to pay attention to the financial status of the organization. At times, board members or even a treasurer may remark that they received a printed financial report and time should not be wasted in reviewing it during a meeting. Resist this temptation to limit verbal review of financial statements. It is the diligence of oral review and discussion that can often bring financial concerns to light. A sample job description of a board treasurer: å Oversee the budget planning process å Ensure adequate income available to achieve the budgeted expenses å Safeguard the organizations assets å Draft financial policies for board approval å Anticipate and report financial problems å Ensure the board receives regular and accurate financial statements and that the board members understand the information presented å Ensure federal, state, and local reporting takes place These duties may be assigned to an individual or to a committee chaired by a treasurer and often referred to as a finance committee. As a guideline, the RRCA recommends having a volunteer treasurer undergo a criminal background check to ensure there is not history of theft or financial fraud. Continued on page 9 INSIDE TRACK
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Internal Controls As outlined earlier, internal controls should be established for an organization that clearly outlines divisions of duties, which means who is going to be responsible and held accountable for what aspects of the financial management process. The financial management process in a running club or event typically involves at least five steps: å Receive income (dues, sponsorship, donations, etc) å Deposit these items into a board approved bank account å Write checks drawn from the board approved bank account å Reconcile the statements from the board approved bank account å Report the financial status of the organization to the board One individual, typically the treasurer, should not be expected to handle every aspect of the financial management process. Instead the treasurer, in agreement with the president or chair of a board, may appoint one or more individuals to assist with the process. A finance committee may also serve to fulfill this role if there is no staff support. By engaging more than one individuals in the process important division of duties are created. Clubs and events should maintain a checking account or bank account in a board approved financial institution. Incorporating your club or event may be required to open a bank account. Members of the board or individual members of a club should never be allowed to co-mingle the club’s finances in their personal checking accounts. A resolution should be passed by a board designating signers for a checking account and this should be documented in the organization’s meeting minutes. At least two signers should be approved, most banks are requiring this for nonprofit organizations. Signers on a bank account should be reviewed at least annually and individuals no longer allowed to sign on an account should be removed immediately. Boards should also consider approving a check signing policy. These policies typically dictate how many individuals are needed to sign a check on behalf of an organization. Some organizations always require two signatures while others may have a dollar amount threshold. For example, two signatures are SAVE THE DATE! needed for checks over $500 or some agreed up amount. FOR THE To assist with divisions of duties, clubs and events should consider the following if they don’t have paid financial staff: å å
å å
å
Require all checks to be co-signed Have an individual other than the treasurer receive a copy of the bank statement, ideally the president or board chair. The statements should include at least images of the cancelled checks. This individual should be free to question any check drawn from the club/event checking account or question any deposit made into the account. Ensure documentation of income received—photocopy or scan checks Ensure documentation of expenses paid -maintain copies of invoices and note the check number and date paid on the invoice. Ensure bank statements are reconciled. If the treasurer reconciles the bank statements have another individual review the reconciliation report. Failure to reconcile bank accounts in a timely manner can mask serious cash flow problems.
Continued on page 10
50th ANNIVERSARY RRCA CONVENTION COME CELEBRATE
“RUNNING THE NATION FOR 50 YEARS!®” MAY 1-4, 2008* HOSTED BY THE FLYING PIG MARATHON *RRCA State Rep training CONTINUED ONApril PAGE 7 will be 30th
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EXECUTIVE DIRECTOR’S NOTE As summer draws to a close, it means some really important deadlines are around the corner at the RRCA. First, clubs interested in hosting the 2009 or 2010 RRCA National Conventions should submit their bids to me by October 31st. Bidding information can be found on the RRCA website and please contact me with questions. Second, please take time to submit nominations for the RRCA National Grassroots Running Awards. Detailed information about submitting nominations along with some criteria for each award category is posted on the website at www.RRCA.org/services/awards. The deadline for submitting nominations is November 1st and the deadline for submitting website nominations is December 1st. Each winner is given a commemorative plaque, a ticket to the RRCA Annual Banquet, and a $400 travel stipend to attend the Banquet. Without volunteers our clubs and events would not be as successful at promoting grassroots running. A club president, board member, or director may nominate up to 3 individual volunteers that have contributed at least 2000 hours over the years for an RRCA National Volunteer Certificate. This award includes a commemorative certificate from the RRCA along with a patch acknowledging an individuals dedication to the sport. Informa-
tion is found under the National Grassroots Running Award information. We have a goal to have an RRCA State Championship in all 50 states which we are calling the 50 State Champ Challenge. If you are interested in hosting an RRCA State Championship please contact your RRCA State Rep or Regional Director. We will be providing plaques for the open, masters, and grand masters male and female winners for the events selected as part of the 50 State Champ Challenge. Lastly, we are moving along with production of the 2008 RRCA Calendar. Thank you to everyone that submitted photos. Winners will be announced soon. By the end of the month, your club/event contact person will receive an informational letter about how the RRCA Calendar can be used as a fundraising activity to benefit your club or event financially. You could earn $100-$10,000. Individuals interested in selling the RRCA Calendar at local events or through running specialty stores should contact me directly. Happy Running, ExecDir@RRCA.org
Managing Your Club Finances (concluded) The full board of an organization is responsible for the overall financial success of an organization. Developing sound policies and procedures that safeguard an organization’s assets is not only good practice, but it can also helps shield the treasurer from undue suspicion as this individual carries out the responsibilities of the position on behalf of the organization and its members. We encourage our members to take time at their next board meeting to discuss there financial management procedures, internal controls and division of duties and consider policies to address areas of concern or deficiency. In the next issue of Inside Track we will cover important issues related to budgeting, accounting and using financial software to help manage your club or event.
This article was written by Jean Knaack, MPA, RRCA executive director. For more information on the subject read Financial Responsilbities of Nonprofit Boards by Andrews S. Long, CPA. A copy can be obtained through our governance partner at www.BoardSource.org.
RRCA 2nd Annual RUN@WORK® Day From fun runs, to art walks, from health fairs, to proclamations, running clubs, events, company-based wellness programs, human resources departments, and individuals nationwide have a variety of events planned for September 21st. It’s not to late to develop a simple fun run from your work place to encourage individuals to incorporate at least thirty-five minutes of exercise into their daily routine either before work, during lunch, or immediately following work. For more information on planning an event visit www.rrca.org/programs/runatwork/. At the conclusion of your Run@Work Day event, please send us a brief write-up of how you made Run@Work Day a success in your community or at your work place. INSIDE TRACK
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The Waiver Posted on the RRCA website you will find the Guidelines for Safer Road Races (www.rrca.org/resources/ management/roadraceguide.pdf). These guidelines were reviewed and updated in early 2007 under the direction of RRCA Southern Region Director, Ken Bendy. All of the guidelines outlined in this document are important and new and seasoned race directors should do a periodic review of them. If you feel important information missing, please contact Jean Knaack at execdir@rrca.org and outline the information you believe should be included. Keep in mind, these are guidelines and not rules for road racing. For information on road racing rules, visit our sport’s governing body, USA Track & Field at www.USATF.org. Of particular importance is the RRCA guidelines on waivers found on page six of the document posted on the website. The entry form for an event should contain a waiver or release of liability to be signed by the race entrant or if a minor, his or her guardian. The suggested wording of this waiver or release is provided as an attachment in the guidelines document. It is suggested that each individual sponsor, local authority or club be specifically named in the waiver or release. It would be a good idea to include the name of the entity hosting the packet pickup as well. Many state laws require that for a waiver, to be effective, should be “conspicuous”. The meaning of “conspicuous” may vary from jurisdiction to jurisdiction, but generally if the waiver is on the front side of the entry form, is not hidden within some fine print regarding an unrelated matter and is captioned in large and bold type indicating that it is a “release” and/or “waiver”, it will be considered “conspicuous”. Additionally, check with any applicable insurance covering the event to make sure that your waiver complies with any requirements of that insurer. And don’t forget to provide a place below the waiver for the registrant to sign and date and for a parent or guardian to sign for a minor. If you are using an online service provider for race registration, be sure to review the sample waiver that may or may not be offered as part of their online registration service. Our partners at Active.com have several waiver templates that can be used or event directors can create their own. Sample waivers can be found in the Guidelines for Safer Road Races. Members should use these waivers when printing race flyers, membership applications, and when hosting events where waivers are required. Membership waivers are required by our insurance program for all club members, and they should be incorporated into the club application form whether it is printed or online. It is not necessary to get a member’s signature on a waiver again for club runs, picnics, banquets, etc. Individuals need to sign an additional waiver when it is included on the race application specific to that event. Waivers should be available for guest that may come to a club run or other activity. Don’t wait to have individuals sign a waiver until they join - make them sign one even if they are only visiting the club run with a friend or family member. Race directors and club leaders should also have volunteers sign waivers if they are volunteering for a specific event and the individual is not an existing member of the club. Volunteers could also be injured during the course of an event just like a runner, and the event director should attempt to be held harmless by having volunteers sign waivers as well as runners. If minors are volunteering for an event, a parent should sign the waiver on behalf of the minor.
Sign the FREE pledge to RUN@WORK® on September 21, 2007 at www.rrca.org/programs/runatwork/ sponsored by
And enter to win a FREE pair of performance running shoes from Puma and other great items from FuelBelt and SkirtSports Please share the pledge link with your members. PAGE
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ROAD RUNNERS CLUB OF AMERICA 1501 Lee Hwy, Ste 140 Arlington, VA 22209 703-525-3890 www.RRCA.org Founded in 1958
Our partners provide added benefits for our members while supporting the RRCA. To learn more about how RRCA partners can benefit your clubs, keep pace with us through the RRCA News and be sure to read your Keeping Pace emails from the RRCA. More partnerships will be outlined in the next issue of Inside Track. å
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Active.com - For every RRCA member that utilizes Active.com for club member registration, Active will make a contribution in support of RRCA programs. This is partnership that is truly paying off. Please consider using Active.com for your club’s membership system. Additional discounts and benefits with Active.com can be found at www.RRCA.org/services/online. Ashworth Awards - Not only is Ashworth Awards sponsoring the RRCA National, Regional & State Championship plaques, they are also providing discounts on finisher items for RRCA clubs & events. Be sure to tell them the RRCA sent you – it could save you money. Call them today at 800-325-1917 to place your order. Constant Contact - Sign-up for a FREE 60 day trial through www.constantcontact.com/indexjsp? pn=roadrunnersclub. If you are already using Constant Contact, email Jean Knaack your user name (we can’t access your account) so the RRCA can get a financial contribution from Constant Contact for you continued use of their service. FuelBelt, Inc - Don’t forget to share the RRCA discount with your members for online purchases at www.FuelBelt.com. The discount code is RRCA. Be sure to place your order for finisher premiums for events with 100 or more finishers. Details can be found at www.RRCA.org/programs/championships/fuelbelt.pdf. HerSports + Fitness - Get free copies of Her Sports + Fitness magazine for all of your Women’s Distance Festival participants. Contact Ellen Heise at ellen@hersports.com for these great race bag stuffers.
Thank you to Pace Tat for underwriting the postage for this issue of Inside Track. For information on sponsoring Inside Track contact Jean Knaack at 703-525-3890
Subscription Information: In the Next Issue: • Managing Your Club Finances II If you would like additional copies of Inside Track mailed to • Order the RRCA 2008 Calendar your club officers and key volunteers, please send a check in • 50th Anniv. Convention Preview the amount of $5.00 per subscription to the National Office along with addresses of the subscribers. • And more
September 21, 2007