INSIDE TRACK
SUMMER 2013
Quarterly Newsletter for the Members of the Road Runners Club of America IN THIS ISSUE: !
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RRCA LAUNCHES ADDITIONAL INSURANCE PROGRAM
RRCA Launches Additional Insurance Programs
At the 55th Annual RRCA National Convention in May, the RRCA announced an additional insurance program to benefit RRCA members and RRCA Certified Race Directors.
What Level is Your Club in Maslow’s World?
Nonprofit Running Clubs and Event Management Companies that are members of the RRCA (both for-profit and nonprofit) may own events as well as be hired by clients to provide event management services. This additional insurance program is designed to cover running clubs and event management companies that are hired to manage events for third parties (including timing services), which is not covered through the RRCA’s master general liability insurance program. We encourage RRCA members engaging in these business activities to utilize this insurance program to cover their activities when hired by a third-party client. As a condition of continual coverage, a running club or event management company must have at least one RRCA Certified Race Director, in good standing as of December 31, 2013, that represents the club or event management company.
Program Spotlight Leadership Development Scholarship And more
RRCA BOARD OF DIRECTORS David Cotter President Mitch Garner Vice President Dan Edwards Treasurer Mark Grandonico Eastern Region Director Beth Onines Central Region Director Lena Hollmann Southern Region Director Bailey Penzotti Western Region Director Kelly Richards At-Large Director Jean Arthur At-Large Director
Since a club or event management company is providing professional services to a paying client, the RRCA will require Race Director Certification or enrollment into the Race Director Certification Course before a club or event management company will be allowed to access this insurance program. Between July 1 and December 31, 2013, representatives for a club or event management company must complete the course by December 31, 2013 in order for the policy to be renewed in 2014. After January 1, 2014, representatives for clubs and events will need to complete the course to be eligible for the event management insurance program. For Nonprofit Running Clubs: If a client hires the club for the purposes of event management services, the Club MAY NOT list these events as covered and owned events. This transfer of insurance is strictly prohibited and has been a restriction on the policy for twenty years. If a nonprofit club is engaging in event management services for-profit to raise additional income for the club, this new insurance program is designed to cover the club’s hired event management services. This event management insurance is separate from the RRCA general liability insurance policy for club-owned events, training runs, and social events. A nonprofit running club MUST have at least one RRCA: Certified Race Director that oversees the event management services of a club. To ensure insurance coverage for non-owned events, nonprofit running clubs may purchase this additional insurance policy to cover their for-profit event management services. This insurance DOES NOT insure the client’s event. The client must also join the RRCA as an event member as the event management insurance is secondary to the master general liability policy. The club providing event management services must get a copy of the certificate of insurance from their client to verify that the client’s event is properly insured. CONTINUED ON PAGE 3
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We Run the Nation!
FROM THE RRCA PRESIDENT
Dear RRCA Members,
SUPPORT THE RRCA
I know that many, if not most of you, are busy racing or directing summer events, but I want to take a few minutes of your time to tell you about the great things happening at the RRCA.
A financial contribution to the RRCA from you, your club, or your events supports our programs. You financial support enables the RRCA to implement and improve programs that benefit runners and the running community. The RRCA is a BBB Wise Giving Alliance Accredited Charity and a Gold-Level Guidestar Exchange member. This means you can give with confidence that your donation will be used effectively. Give today! Mail your contribution to: RRCA, 1501 Lee Hwy, Ste 140, Arlington, VA 22209 Give online at: www.RRCA.org/about/support/ SUPPORT
First off, congratulations to the Albuquerque Road Runners (ARR) and the National Office staff for another great RRCA National Convention. We all shared great food, new and old friends, running, seminars and incredibly emotional speakers. If you missed this year's Convention make sure to save the date for the 56th Annual RRCA Convention in Spokane, Washington, which will be hosted by the Bloomsday Roadrunners Club in partnership with the Bloomsday Road Race (a must-do race for any runner). During this year's Convention, and in compliance with our Bylaws, we held our annual election for the Board of Directors. I’m happy to welcome to our newest member of the Board: Jean Arthur, who will serve as an At-Large Director. Jean is the immediate past-president of the Montgomery County Road Runners Club and also served as president of that club from 2003-2006. In addition, welcome back the following re-elected Board members: Kelly "K2" Richards (At-Large Director), Bailey Penzotti (Western Region Director), and Lena Hollmann (Southern Region Director). I want to personally thank Jeff Darman for stepping forward to fill a previously vacant At-Large Director position until we were able to fill the position by election of the membership at this year's annual meeting. As a past president of the RRCA, he brought valuable historical knowledge and insight of the current status of our sport to our board meetings. Thanks to Jeff's participation our current Board now has a broader knowledge of many previous decisions that have helped guide us in new decision making processes. A few exciting programs that will be offered by the RRCA for the first time in 2013 include the RunPro Camp, additional elements to our insurance program, and the Leadership Development Scholarship. More information about these programs are outlined in this issue of Inside Track. Run safe and stay healthy,
David Cotter
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RRCA LAUNCHES ADDITIONAL INSURANCE PROGRAM Under no circumstance can a club charge a client fees for insurance and then report the events to the RRCA as “owned events” for insurance coverage for the event. The RRCA has a zero tolerance policy for members that “sell” RRCA insurance to another party. For Event Management Companies: The owner or president of the event management company must be an RRCA Certified Race Director to access this insurance program. If an event management company OWNS their events, these are insured through the RRCA’s general liability insurance program. If an event management company is hired by a third party for event management services, the RRCA’s general liability program DOES NOT cover these business activities. To ensure insurance coverage for non-owned events, this additional insurance policy is designed to cover event management business activities including timing services. This insurance DOES NOT insure the client’s event. A client must also join the RRCA as an event member. The Event Management Company must get a copy of the certificate of insurance from their client to verify that the client’s event is properly insured. Under no circumstance can an event management company charge a client fees for insurance and then report the events to the RRCA as “owned events” for insurance coverage for the event. Covered Activities Through this Program: This event management insurance program covers an RRCA Certified Race Director’s owned and non-owned events that are approved by RRCA. For non-owned events, this policy is a secondary policy, and all RRCA Certified Race Directors seeking coverage for non-owned events must request a certificate of Insurance from clients, and verify that the event is insured by the RRCA. Non-owned events insured by a third party should be reviewed with RRCA to ensure that the event is properly insured. This insurance program also covers: • Event management activities that may including timing services, • Finish-line management, • Scoring, • Professional liability including day-to-day operations of a race director, • Office premises, • Event set-up and tear down periods, • Concession sales at insured events, • Ancillary events held in conjunction with insured events and customary ancillary actives such as occasional fund raising events, pre and post race dinners, awards banquets and planning sessions. Excluded activities: High risk events that include overnight relay races run on open roads (no police support, no road closures, or separate lanes for participants), and high risk events commonly referred to as mud-runs, “warrior dashes”, and urbanathons that include man-made obstacles such as man-made mud pits, man-made slippery slopes, wall climbs, tunnel crawls, or other similar man-made obstacles. Events run on man-made trails or cross country courses that do not include man-made obstacles ARE included in coverage, but the course cannot be altered to create man-made obstacles such as watering-down a dry trail or cross country course with a hose to make it muddy. Amusement devices such as moonbounces, dunk tanks, and pools are excluded from the policy, as well as multisport training programs and events (triathlons, duathlons, etc.). Also excluded are fireworks, terrorism, fungi or bacteria, pollution and asbestos. Star Insurance can write a policy specifically for your event if the RRCA event management insurance program cannot cover the event due to exclusions to our policy. CONTINUED ON NEXT PAGE
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RRCA LAUNCHES ADDITIONAL INSURANCE PROGRAM Included Coverage: General Liability policy: rate based on participant number • $1,000,000 of per occurrence of liability coverage (includes participant legal liability) • NO general aggregate limit • $500,000 of damage to premises rented to you • $500,000 sexual abuse & molestation of per occurrence liability coverage • $5,000,000 general aggregate limit sexual abuse & molestation Accident Medical Policy (excess) rate based on participant number • $10,000 excess accident medical • $250 Deductible Day-to-Day activities, office premises operations & Non Owned/Hired Auto • $1,000,000 for non-owned and hired auto liability (only those autos not owned by the insured or autos leased, hired, rented or borrowed for use on the official business of the RRCA Registered Race Directors Membership dues and insurance rates for this additional policy can be found on our website at: www.rrca.org/programs/racedirector-certification/insuranceprogram/.
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NEW OPERATIONS INSURANCE PACKAGE FOR CLUBS & EVENTS The RRCA insurance program now offers an OPTIONAL Operations Insurance Package, which provides for basic business type insurance coverage for clubs or event management companies. This insurance program covers for items such as timing clocks, event-owned computers, etc. It also provides coverage to clubs in the event that a volunteer or employee embezzles funds from the club or event through theft, forgery, or alterations of documents. Clubs and events MUST have documented evidence that RRCA-recommended financial policies and procedures are in place in advance of a claim of embezzlement, theft, or forgery. You can find these recommended policies on our website at www.rrca.org/club-directors/manage-your-club/. Policy Coverage: • $25,000 business income loss • $5,000 miscellaneous office equipment coverage • $75,000 business personal property coverage • $10,000 hardware/software coverage • $25,000 employee/volunteer dishonesty coverage – must have RRCA recommended financial policies and procedures in place for your club or event management company. • $25,000 forgery and alterations • $10,000 theft, disappearance, and destruction ! *Exclusions include wind, hail, earthquake, and flooding as a peril. To include coverage for these perils, contact Star Insurance for a quote.
This policy runs on the calendar year (January 1 to December 31). The annual rate for the policy is $750. The RRCA will begin writing members to this policy starting July 1, and the fee for 2013 will be pro-rated to $375. Members interested in purchasing this additional package should email membership@rrca.org to obtain an invoice. ! !
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WHAT LEVEL IS YOUR RUNNING CLUB IN MASLOW’S WORLD? By Dwight A. Mikulis – RRCA Maryland State Rep
I took a psychology course in college with about 599 other students and learned about Abraham Maslow’s hierarchy of needs. The concept was that humans progressed by first filling basic physiological needs like food and water. Once this was accomplished the next level of satisfaction was securing personal safety. Next was becoming part of a larger family or community. From there it was personal recognition for achievements and finally improvement of oneself through self-actualization. Once having achieved a new level, it did not mean that the previous levels could be ignored. Actually they might become a prominent issue again in the future. We can make a similar triangle for running clubs that I call the Club Hierarchy. In this hierarchy, club presidents try to achieve the levels of improvement as laid out by Maslow. Once again with the understanding that circumstances and issues at the lower levels could occur and disrupt the tranquility of the club.
CLUB HIERARCHY P
Financial Security
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Legal Documents
B
Programs: Kids Run the Nation
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Club awards, racing teams, walking groups
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Full service club for lifetime members
The first level is Physiological Needs and for a running club this would center on a sound financial condition. This could include dues-paying members, sponsors for events, financial reserves and positive annual cash flow. Budgets would be prepared and approved by the membership. Achieving Safety Needs would include insuring that club documents are up-to-date, such as Bylaws, Articles of Incorporation that outline Board of Director responsibilities, insurance coverage for events, waivers on file, and best-practice guidelines when managing training programs and races. Satisfying Belonging Needs would be the integration of the club into the community through support of local charities, running programs such as Kids Run the Nation, exercise initiatives such as Healthy Howard Day in my community, high school cross country race support, and junior runner programs. Filling Esteem Needs for a club could include unique race events, vibrant training programs for adults at most common distances for road running (5K, 10K, 10 Mile, Half Marathon, Full Marathon), racing teams, superior websites, interesting and informative newsletters, a Hall of Fame, and Annual runner awards. Maslow’s final level, Self-Actualization, would equate to the maturation of a full-service running club that actively reaches out to runners of all abilities and all ages. For example, the Montgomery County Road Runners Club’s official motto is “A Place for Every Pace.” A mature club would have training programs for a variety of runners from experienced to beginners, from youth to senior runners. It would host events that promote healthy living through running. It would provide volunteers and knowledge to other groups wanting to promote running. Self-Actualization would also include a defined succession plan for the Board of Directors, state of the art equipment for races, and a community of operating committees within the club including a club historian. It is achieving and remaining at the level of Self-Actualization where the talents and energy of the club president is essential. !
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56TH ANNUAL RRCA CONVENTION SPOTLIGHT LEADERSHIP DEVELOPMENT SCHOLARSHIP !
RRCA Leadership Development Scholarship In 2008, Bee McLeod and Goody Tyler presented the RRCA with a major contribution to support the RRCA and to help promote the development and growth of local RRCA running clubs. To further the goal of supporting the growth of local clubs, the donors and the RRCA Board developed the Leadership Development Scholarship for the RRCA Convention.
THE BLOOMSDAY ROADRUNNER’S CLUB INVITES YOU TO JOIN US FOR THE 56TH ANNUAL RRCA NATIONAL CONVENTION THE BLOOMSDAY ROADRUNNER’S CLUB INVITES YOU TO JOIN US
The purpose of the Leadership Development Scholarship is to provide annual funding for up to 4 individuals per year (one per region) to attend the RRCA Convention on behalf of their running club. By attending the RRCA Convention, new club leaders will gain a better understanding of their roles and responsibilities, which will help them lead their club to greatness or maintain excellence already achieved through previous leaders efforts. It will also be an opportunity for emerging leaders to learn more about leadership opportunities with the national organization, and offer valuable networking time with running club and event members from across the country. The Leadership Development Scholarship package will include: • One complementary registration to the RRCA National Convention for 2014 including all convention meals and social events • Complementary hotel accommodations at the host hotel for Thursday (checkin) through Sunday (check-out) • Airfare or ground transportation to the RRCA Convention (Not to exceed $500 round trip) • One year membership to BoardSource.org to learn more about best practices in governing a nonprofit
Criteria for Leadership Development Scholarship • The candidate may be a race director, club leader, board member, board officer, or key-volunteer involved with an RRCA member running club. • The RRCA member running club must be a 501(c)3 organization either through the RRCA or directly with the IRS. • The RRCA member running club should be at least three years old or more. • The candidate should not have attended an RRCA Convention in previous years.
Application Process • The candidate for the scholarship MUST be nominated by another current board member of their running club. • The nominator must complete the online application form by the deadline of www.rrca.org November 1, 2013. • The final winners of the scholarship will be determined by a selection panel appointed by the RRCA and invited to the Convention. • Winners of the Scholarships will receive additional information from the WWW.RRCACONVENTION.ORG National Office about attending the 2014 RRCA Convention. • Deferral requests of the Scholarship offer for a future RRCA Convention will not be accepted. Nominate an emerging leader at www.rrca.org/services/leadership-development/
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EXECUTIVE DIRECTOR’S NOTE
Dear RRCA Members, My letter for this issue of Inside Track is short, because the information below is a far more important use of valuable space in our print newsletter. Please review the information below carefully if your club or event is part of the RRCA’s nonprofit group exemption status. To ensure the RRCA can continue to provide this valuable benefit of membership, from time to time, we need to update our policies based on IRS recommendations and requirements. We appreciated our group members’ compliance with this new policy. On a different topic, a club leader recently asked me if it was okay to remove a member from their club that they discovered on their local sex-offender registry. This was the first time this question had been posed to me, so I asked our corporate counsel. Their recommendation: RRCA members should adopt a club membership policy or member code of conduct that specifically states the club does not allow convicted/registered sex-offenders in the membership. Having this policy in place can help a club avoid any potential problems that could arise from knowingly allowing a convicted/registered sex-offender to participate in club hosted training runs, social events, etc.
Happy running, Find back issues of Inside Track online at www.rrca.org/publications/inside-track/
RRCA NOW REQUIRES NONPROFIT GROUP MEMBERS TO ADOPT CONFLICT OF INTEREST POLICY AND DISCLOSURE STATEMENT The officers, directors, and employees of a running club owe a duty of loyalty to the organization they serve, which requires that in serving their organization they act, not in their personal interests or in the interests of others, but rather act solely in the interests of the organization. Officers, directors, and employees must have undivided allegiance to an organizations mission and may not use their positions, information they have about the organization, or property of the organization in a manner that allows them to secure a financial benefit for themselves or their relatives. At the end of 2012, the RRCA underwent an IRS review of our management and oversight of the members in our nonprofit group. Based on IRS recommendations, the RRCA Board passed a policy that now requires ALL nonprofit members that utilize their nonprofit status through the RRCA’s group exemption to adopt a Conflict of Interest Policy with an accompanying disclosure statement for all board members of the member club. This is also in compliance with best practices in governing a nonprofit organization and reporting to the IRS as part of the 990 tax return. All RRCA members that are part of the nonprofit group exemption will be required to adopt this policy by December 31, 2013. Nonprofit Clubs/Events in the RRCA’s group exemption will be required to fax or email a PDF copy of their board-approved Conflict of Interest Policy to membership@rrca.org for inclusion with the members permanent records with the RRCA. The RRCA National Office will not manage conflicts of interest for local clubs as ALL of our nonprofit group members are self-governed by their locally elected board of directors. Local members must address concerns about conflicts of interest with their local board of directors. However, in cases of gross abuse of an approved Conflict of Interest Policy by local board members, the RRCA may review practices, provide guidance, warnings, or follow the procedures outlined in the RRCA’s Member Accountability Process. The RRCA has a sample Conflict of Interest Policy with a disclosure statement that members can adapt to their club and adopt. It is posted on our website at www.rrca.org/club-directors/manage-your-club/#policies. !
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APPLY FOR A KIDS RUN THE NATION GRANT !
Since 2007, the RRCA has awarded a total of $70,000 in Kids Run the Nation grants to deserving youth programs around the US. This small-grant program is funded by restricted contributions from RRCA members, individuals, foundations, and corporations. One hundred percent of the money raised is restricted to the grant fund and no portion of contributions to the Kids Run the Nation Fund are used for administrative expenses. Grants are awarded on an annual basis through an application and selection process overseen by a volunteer selection panel. Criteria for a Grant from the RRCA: Kids Run the Nation Fund A total of $20,000 will be awarded in a combination of grants ranging from $500-$1,000. Running clubs, events, or other organizations with the IRS 501(c)(3) designation are eligible to apply. Elementary and middle schools that provide an organized after-school running programs are eligible as well. No grants will be given to individuals under any circumstance. All applicants must be an official 501(c)(3), school, parent booster club, PTA, or a similar entity. The application deadline for a Kids Run the Nation Grant is October 1, 2013. Important criteria for receiving a grant include: • The running program should be more than just a one-time event. It should be a structured running program that - ideally - utilizes the RRCA youth running materials. The goal of the program is to have kids running regularly, at least once a week, for multiple weeks, as opposed to participating in a single event. However, the program may culminate in participation at a kids’ race. • The program may be a start-up program or a pre-existing program. • The program should not be gender specific but open to both girls and boys. The program may not discriminate on the basis of race, religion, ethnic origin, or economic status. The program may outline age groups and may place a minimum and maximum age for participation. • The program may focus on participation, may emphasize competition, or a combination of both. • The running program must have adopted policies and procedures that ensure the safety of the participants and outlines expectations of the program leaders including submitting to criminal background checks. What the Kids Run the Nation Grants May Fund: • Marketing materials, brochures, posters, fliers, or other means of informing parents about the program; • Advertising the program in a community newspaper or website; • Hosting a program website; • Fees for permits or usage fees for a local park or running track; • Purchase hydration supplies including water, Gatorade, cups, etc.; • Participation awards including ribbons, shirts, patches, etc.; • Mileage logs or other written materials for the program; • Other items that the RRCA Grant Selection Committee sees fit to fund. What the Kids Run the Nation Grants Will Not Fund: • Sponsoring individual runners; • Travel for competitive teams to events; • Race entry fees for competitive teams; • Social events for program staff or volunteers; • Salaries or travel costs for paid program staff; • Other items the RRCA grant selection committee determines to be ineligible for funding.
Apply on line today at www.rrca.org/programs/kids-run-the-nation-fund/application/ !
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ROAD RUNNERS CLUB OF AMERICA 1501 Lee Hwy, Ste 140 Arlington, VA 22209 703-525-3890 www.RRCA.org
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WE RUN THE NATION!
Fourteen up-and-coming distance runners who have recently graduated from colleges and universities throughout the country have been selected to attend the second RunPro Camp. The 2013 camp, hosted by the RRCA, will be held in Arlington, VA, July 1821.
The RRCA is currently accepting applications for the Roads Scholars grant program. The deadline to apply for a Roads Scholars grant is July 31, 2013. Grants in the amount of $5,000.00 per year have been awarded to four to six athletes annually since the program’s inception in 1996.
The RunPro Camp, which was held for the first time in 2011 in Minneapolis, is designed specifically for athletes who are interested in pursuing a professional running career. Selection to the camp was based on an application process, with most athletes being NCAA qualifiers and competing in distances ranging from the 800 meters up through the 10,000 meters as well as Cross Country athletes.
The program is directed towards runners who: • Are US citizens; • Have recently graduated from college (or whose class has graduated); • Plan to pursue elite distance running as a career; • Expect to earn less than $30,000 from all sources during the calendar year.
The athletes selected have finished their collegiate careers and show good potential for moving on to the next level. !
Apply at www.RRCA.org/programs/roads-scholars/
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