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Member Conduct Policy Convention preview 2011 Slate of Recommended Directors 2010 National Award Winners Importance of Waivers And more
RRCA BOARD OF DIRECTORS Brent Ayer President David Cotter Vice President Dennis Novak Treasurer Dan Edwards Secretary, At-Large Director Mark Grandonico Eastern Region Director Mitchell Garner Central Region Director Lena Hollmann Southern Region Director David Epstein Western Region Director Kelly Richards At-Large Director
Does Your Club Need a Member Conduct Policy? By: Jean Knaack, RRCA Executive Director
On rare occasions, some clubs find themselves faced with difficult members that seem to create extreme problems for the club. These problems often include creating a hostile environment for other members due to unwanted physical or sexual contact, verbal abuse, racial or ethnic slurs, gender or sexual orientation bashing, etc. The running club experience is supposed to be fun and social, and at times adults may make candid remarks or adult-oriented comments to be humorous, express personal frustration with their performance, vent about work, etc. For the most part, group runs are a chance to cut loose a little with friends while you workout or engage in a little friendly competition. When friendly competition is present, a little “smack talk” goes with the territory. However, members should be mindful how their comments or actions are perceived within a larger group setting, especially if younger runners, including teens, are participating with the group. There are times when clubs have been faced with addressing behaviors that go beyond the normal adult banter meant to be humorous. While the need to remove a club member based on inappropriate behavior is rare, it has happened on occasion. Even if your club has never had the misfortune to deal with a troublesome member, it is a good idea to consider adopting a Member Code of Conduct to help outline expected behavior within the membership for people participating in your organized club runs, events, business or social functions. Some clubs have a Conflict of Interest that outlines how their board of directors should behave, but often times these codes or policies do not establish behavior expectations for the general membership. Adopting a Member Code of Conduct policy is a good opportunity to outline the type of atmosphere your organization is trying to create; especially as your club membership grows in size. A Code establishes a baseline expectation of behavior for all members, and it should also outline what members should do if they feel that another member is violating the club’s Code of Conduct policy. Your Member Code of Conduct policy should be included on your membership forms, ideally under your waiver of liability. CONTINUED ON PAGE 14
FROM THE PRESIDENT
Dear RRCA Members,
What is going on in Fredericksburg, VA? Fredericksburg, VA is located mid-way between Richmond, VA; roughly an hour’s drive to both. This squarely in the center of much of America’s early surrounding area was host to George Washington’s major Civil War battles.
Washington, D.C. and central location placed it history. The immediate boyhood home and five
The 53rd Annual RRCA Convention will be held in Fredericksburg, hosted by the Fredericksburg Area Running Club (FARC) and the Marine Corps Marathon. Anyone who has participated in the Marine Corps Marathon knows that its organizers are masters of logistics and put on first-class events. We are excited that they have partnered with the local running club to bring you this event. The convention features programs on managing club finances, risk management, motivating volunteers, resolving conflicts within your club, using technology in your events, and; my personal favorite, lunch with Billy Mills. A picture of Billy Mills winning the Olympic 10,000 M Gold hangs in my office. He is still the only American ever to win the Olympic 10,000. His life story told in the movie Running Brave is a testimony to the triumph of the human spirit. So, apart from running-related events, what is there to do? You may visit any of the five wineries and distilleries located within Fredericksburg, see the five civil war battlefields, explore the beautifully-restored colonial-era downtown (beginning steps outside your hotel door), or take a ghost tour or a trolley tour. I look forward to seeing you in Fredericksburg! Keep Running, RRCA President Your financial contributions to the RRCA help support our programs such as the Roads Scholar Grant Fund, The Kids Run Grant Fund, and our Grassroots Supporter Fund, which enables us to develop, improve, and implement valuable programs that benefit the running community as a whole. Give online today at: www.RRCA.org/about/support/ or mail your contribution to 1501 Lee Hwy, Ste 140, Arlington, VA 22201. Note the fund in the memo line and we will restrict your gift accordingly.
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Financially Support
Financially Support
Financially Support
EXCITING SOCIAL EVENTS PLANNED IN HISTORIC LOCATIONS Opening Reception: You are cordially invited to the 53rd Annual RRCA Convention Opening Reception on May 12, 2011 from 6:00-8:00 PM at the Fredericksburg Area Museum and Cultural Center where the past meets the present and enjoy learning more about area history from prehistoric to the present with three floors of exhibits. Historic Group Run: Join us Friday, May 13, 2011 at 5:30 AM for the Spotsylvania Battlefield run (transportation provided). Annual RRCA BBQ: Join us Friday, May 13, 2011 from 6:00 - 9:00 PM at Fredericksburg's Market Square. Dating back to 1728, this cobblestone square once housed the city's primary marketplace. Enjoy great food, beverage and live music while networking with running enthusiasts. Historic Group Run: Join us Saturday, May 14, 2011 from 5:30 AM - 8:00 AM for a running tour of historic downtown Fredericksburg. www.RRCAConvention.org Register today! 53rd Annual RRCA Banquet and National Running Awards Ceremony: Join us Saturday, May 14, 2011 from 6:30 - 10:30 PM at Fredericksburg Country Club (transportation provided). The clubhouse, circa 1820, is the only remaining plantation house on the Rappahannock River below Fredericksburg.
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Convention Spotlight
The education sessions at the RRCA Convention are designed to engage running club leaders, event directors, and running enthusiasts in thought-provoking discussions and seminars on best practices for their organizations and the running community as a whole. Our education sessions also feature two hours of continuing education (CEC) for RRCA Certified Coaches attending the Convention. Friday, May 13, 2011 General Session - Insurance & Risk Management - Sponsored by Star Insurance and K&K Insurance Presented by Terry Diller Breakout Sessions • Running Etiquette - Presented by Freddi Carlip (the original Miss Manners) - 1 Coaching CEC • Implementing the National Physical Activity Plan - Presented by Sheila Franklin, NCPPA Executive Director • Good Governance: Managing Your Club Finances - Presented by Vic Culp, race director • Developing a Marketing Strategy - Presented by Brenda Barrera, Washington Running Report • Motivating Volunteers - Presented by Angela Huff and Holly Bisbee • Crisis Management - Presented by Bret Schmidt, MCM Operations Manager and Rick Pennock Police Officer Saturda, May 14, 2011 • Managing Club Politics - Conflict Resolution 101 - Presented by Lawrie Parker, Executive Director of Piedmont Dispute Resolution Center • Discover Running - Presented by Eve Mill, RRCA Program Director • Organizing a Grand Prix Series - Present by Fredericksburg Area Running Club • Developing a Strategic Plan for Your Club/Event - Presented by Jean Knaack, RRCA Executive Director • Using Technology in Your Event - Presented by a panel of technology experts from RunSignUp.com and iAMATHLETE.com. • Dietary Supplements and Running Performance - Presented by Mel Williams, PhD - 1 Coaching CEC.
TRIO OF OLYMPIANS AS KEYNOTE SPEAKERS Billy Mills - Friday, May 13 - Olympic Gold Medal Winner, author, and former U.S. Marine, Billy Mills, as the featured speaker at the luncheon honoring the RRCA State Reps. Mills was commissioned a lieutenant in the United States Marine Corps where he kept running. Mills speed enabled him to qualify for the 1964 U.S. Olympic track team. While running at the event in Tokyo, Mills set the Olympic 10,000 meters record at 28:24.4. Gary Morgan - Saturday, May 14 - Keeping up with Gary is not an easy task. The nationally recognized race walker from Pontiac, MI, is a world traveler from Antarctica to Africa. Morgan will slow down just long enough to speak at the luncheon on Saturday honoring the first RRCA Outstanding Runner Friendly Community. Morgan has enjoyed a 20-year career as an award-winning race walker that includes 17 national titles, a spot at the 1988 Seoul Summer Olympics 20K racewalk event, and a qualifier in six separate Olympic trials. Julie Isphording - Saturday, May 14th National Running Awards Banquet - Olympian and radio personality Julie Isphording is keynote speaker for the Saturday evening banquet that will be held at the Fredericksburg Country Club. Isphording is a 1984 Olympian who ran with the first-ever Women's Olympic Marathon Team. She was also the first American woman finisher in the 1986 Boston Marathon. Now, an award winning syndicated radio talk show host who can be heard on 55KRC (550 AM) in Cincinnati, Isphording features health experts and provides listeners with fitness and nutritional advice. She is the author of three books, including her most recent "Get Healthy, Get Happy: How to Make Small Changes that Give You Big Results."
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2011 RECOMMENDED SLATE OF BOARD MEMBERS FOR ELECTION All members of the RRCA in good standing as of March 30, 2011 are welcome to attend the 2011 Annual Meeting of the Membership. The meeting will take place on May 13, 2011 starting at 2:00 PM Eastern at the Courtyard Fredericksburg Historic District, 620 Caroline Street, Fredericksburg, VA 22401.
REPORT OF THE NOMINATING COMMITTEE: The RRCA Bylaws, Article VIII, Section B.1.b.3, stipulate that in advance of the Annual Meeting of the RRCA Membership, the Nominating Committee shall present to the RRCA national office a slate of recommended candidates, one individual for each position up for election. The Nominating Committee of Irv Newman (chair), Elizabeth Unilawski, Don Kardong, Mel Williams, and Sue Brown-Nickerson has completed its deliberations, and the slate of recommended candidates proposed by the Committee is Lena Hollmann, Bailey Penzotti, Dan Edwards, and Kelly Richards. A bio provided by each candidate is below:
Southern Region Director: Lena Hollmann (2nd term) Lena served as the RRCA North Carolina State Rep from 2005 to 2009 when she was elected to her first term as the RRCA Southern Region Director. She was the 2007 Outstanding State Rep of the Year. Lena has been an active athlete for over 40 years, starting as a track runner in her native Sweden. In 1971 she was the Swedish National Champion in the 1500m. Since her move to the US in the mid1970s she has completed over 25 marathons, with the highlights being a PR of 2:44:10 in the 1983 NYC Marathon, and a 10th place at the 1984 Boston Marathon. Currently Lena is active in two local running clubs, North Carolina Roadrunners Club, and Carolina Godiva Track Club. Lena is also a Certified Personal Trainer, an RRCA Certified Running Coach, a USATF Level I Coach, and has co-chaired a local beginning runner program. She has attended numerous RRCA Conventions. Lena has also served on the Board of several non-running volunteer organizations, including Toastmasters International, where she was Club Treasurer and President. Lena has two Masters Degrees, in Public Health from University of California, Berkeley, and in Management from North Carolina State University. She resides in Cary, North Carolina, and recently retired from a career in the pharmaceutical industry to start a second career as a personal trainer, specializing in training older adults and endurance athletes.
Western Region Director: Bailey Penzotti (1st term) Bailey Penzotti has been running off and on over the years since junior high school in the 1970s. The popularity of running was blossoming during this time and she quickly became influenced by the likes of Katherine Switzer, Frank Shorter and Dr. Joan Ullyot. After moving to California in 1981, Bailey ran with friends and raced for fun in local 5ks, 10ks and 12ks. Though she enjoyed playing volleyball, sailing and Jazzercise, running was always the staple for her exercise and sanity needs. At the end of 2006 during a bout of self-professed mid-life crisis and injury, Bailey woke up one day and thought, “I’ve never run a marathon.” Thanks to this epiphany, Bailey joined the San Francisco Road Runners Club and quickly became an active member of the running community. Since 2008, Bailey has served as the Volunteer Coordinator for the SFRRC Board of Directors and as a beloved running coach. Bailey also worked with George Rehmet, RRCA State Representative, members of Bay Area RRCA running clubs and the SFRRC to organize the highly successful 2009 RRCA Convention in San Francisco, CA. In 2009, Bailey took the RRCA Coaching Certification course to become an RRCA Certified Running Coach to better assist other runner’s with their needs. Bailey loves the sport and believes it is never too late to get off the couch.
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2011 RECOMMENDED SLATE OF BOARD MEMBERS FOR ELECTION
At-Large Director: Kelly “K2” Richards (2nd term) Richards is a Minnesota native who has found a home in Texas. She began running on July 4, 1997. Her long-term running goal is to run a marathon in all 50 states and Washington, DC. To date, she has run marathons or ultras in over 30 states as well as South Africa and Cambodia. Richards served as President of Lake Grapevine Runners and Walkers (RAW) for five years (2002-2007). Richards has been nominated twice for RRCA Club President of the Year. She continues to volunteer at RAW by race directing and serving on multiple committees. Richards was a State Rep from 2006-2008, winning the RRCA Outstanding State Representative of the Year in 2008. Richards has served on the State Rep Working Group and the Strategic Planning Task Force. Richards has volunteered her time nationally by serving on the RRCA Board (2009-11) and on several National Award Selection Panels. She was instrumental in the development of the Road Race of the Year Award (now in its third year) and started the annual RRCA Race T-shirt contest, and most recently, she worked on the new RRCA Runner Friendly Community® program.
At-Large Director: Dan Edwards (2nd term) Dan Edwards has been an At-Large Director and has served as Board Secretary for the past two years. He has been a Tidewater Strider for the past 23 years, has been a board member for the past 21 years, treasurer for 17 years, and race committee co-chair for the past 7 years. He has also led a nationallyrecognized youth program, coordinated the newsletter and many other critical functions within the 1,700-member club. The race committee, led by Dan, has 12 club races, over 30 club co-produced races, and almost 30 club supported races. Dan serves as race director for five of the club’s races, including the Turkey Trot Scholarship race, which annually exceeds 2,300 runners. Dan has served on the RRCA’s Strategic Planning Task Force. He was the recipient of RRCA’s Rod Steele Memorial National Club Volunteer of the Year award in 1993. He has attended many of the RRCA’s annual conventions and has assisted with parliamentary processes at four. Dan also helped establish the Greater Hampton Roads Association of Road Running Clubs for the region’s three major RRCA member clubs in 2006 to coordinate schedules, inter-club competitions and mutual support. Dan Edwards is also a proven leader outside the running community. He has served on the Virginia Beach School Board for the past 13 years and has also been elected to serve as Chairman of this 11-member board annually for the past 12 years. The board oversees the education of 70,000 students with 10,000 employees and a budget of over $680 million.
See page 15 for information about the 2011 Annual Meeting of the Membership and instructions for assigning a proxy for your organization as needed.
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TEN GREAT WAYS TO SUPPORT THE RRCA
Make the RRCA your club or event’s charity of choice o Donations to the Grassroots Supporters Fund help the RRCA produce items like the RRCA Etiquette Brochure. o Donate to the Roads Scholar Fund. o Individual contributions to the RRCA are tax deductable. o Don’t forget to select the RRCA to receive matching gift funds from your employer. o Learn more about giving to the RRCA at www.RRCA.org/about/support/. Develop a fundraising team for the Kids Run the Nation Fund o Better yet, donate a portion of your race proceeds to the Kids Run the Nation Fund. Host an RRCA Expo Booth o Do you have an event that draws several thousands of runners? o Provide the RRCA with complementary expo space. Recruit local running club members to volunteer to staff the booth. We will ship you an RRCA booth and promotional materials. Budget to send one or more attendees to the RRCA Convention o The RRCA Convention is the most affordable meeting for the running industry (approx $1200 with registration, airfare & hotel). Donate a race entry o Contribute hard to get race entries to the silent or live auction held in conjunction with the RRCA Convention. o Donate a hard to get race entry that the RRCA can auction off online to support the Kids Run the Nation Fund. o If you are an RRCA Regional Championship, donate an entry to the RRCA State Champions in your region. If you are an RRCA National Championship, donate entries to the RRCA Regional Champions from a similar distance. o Sponsor an RRCA Roads Scholar to your event. Send us press releases about your club or event for inclusion in the RRCA Running News o Email press releases to Office@rrca.org. Send your best practices ideas for inclusion in Inside Track Support Club Running magazine by advertising your event o Club Running magazine is 100% funded by advertisers, by placing an ad you are supporting the RRCA in our efforts to promote our mission. Support our Sponsors and Corporate Supporters o Most of our sponsors give the RRCA contributions based on your purchases. o Most of our sponsors also offer discounts to your club members to share. Actively Participate in RRCA Programs & Services o Post your event on the RRCA calendar (membership requirement). o Advertise your event by purchasing a banner ad on the RRCA website. o Nominate someone for an RRCA National Volunteer Certificate or RRCA National Running Award.
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2010 NATIONAL RUNNING AWARD WINNERS
Since 1971, the RRCA has honored dedicated individuals for their outstanding service to the RRCA and the sport of distance running. We are delighted to announce the 2010 National Running Award recipients, and we thank the selection panel volunteers for their time. The National Running Award recipients will be honored at the upcoming RRCA National Banquet and Running Awards Ceremony on May 14, 2011 in Fredericksburg, VA. For more information on each award category and to learn how to nominate a deserving individual from your organization in 2011, visit www.rrca.org/services/awards. RRCA DISTANCE RUNNING HALL OF FAME INDUCTEES BOB KENNEDY ALAN CULPEPPER JULIA EMMONS Selection Panel: Mitch Garner (Chair), Jim Oaks, Amby Burfoot, Jacqueline Hansen, Joe Henderson, Don Kardong, John Parker, Lisa Rainsberger, Ken Young, Kim Jones, and Bill Rodgers
OUTSTANDING CLUB PRESIDENT OF THE YEAR CHIP ALLMAN River City Runners & Walkers - Parkersburg, WV Given in honor of Scott Hamilton. Selection panel: Kelly Richards, David Purinton, Nancy Hobbs, and David Epstein
BROWNING ROSS SPIRIT OF THE RRCA KEN BENDY Former Southern Region Director and North Florida State Rep Selection Committee: Bee McLeod, Gary Corbitt, Dan Edwards, and Brent Ayer
OUTSTANDING STATE REPRESENTATIVE FOR 2010 GARY MORGAN Michigan State Rep Given in honor of Al Becken. Selection panel: Dan Edwards, Kelly Richards, Beth Onines, Tom Kramer, and Heather Marcellis OUTSTANDING VOLUNTEER OF THE YEAR DINK TAYLOR Huntsville Track Club - Huntsville, AL Given in honor of Rod Steele. Selection Panel: George Rehmet, Tom Downing, Lena Hollmann, and Blaine Moore,
OUTSTANDING YOUTH PROGRAM DIRECTOR SUE BROWN - NICKERSON Calumet Region Striders’ Youth Program Chair, Valparaiso, IN Given in honor of Kurt Steiner. Selection Committee: Dan Kesterson, Eve Mills, Jeff Horowitz, and Mike Dove
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2010 NATIONAL RUNNING AWARD WINNERS
ROAD RUNNERS OF THE YEAR ANTONIO VEGA , Open Male SHALANE FLANAGAN , Open Female DOUG GOODHUE , Male Master STEPHANIE HERBST - LUCKE, LUCKE Female Master Selection panel: Bill Roe, Larry Eder, and Jean Knaack
EXCELLENCE IN JOURNALISM AWARDS Small Club Newsletter - ON YOUR MARK - Editors Bruce Davis & Steve Amarillo Peninsula Track Club – Yorktown, VA Large Club Newsletter -THE LONG RUN – Editor Lori Hawkins Pikes Peak Road Runners - Colorado Spring, CO E-Newsletter - THE FOOTPRINT – Editors Lorraine and Kevin Wessels Lake Grapevine Runners & Wallkers – Grapevine, TX Club Writer of the Year-- MARK MILLER Lake Grapevine Runners & Walkers - Grapevine, TX Journalism Excellence TITO MORALES Given in honor of Jerry Little. Selection Panel: Marlene Atwood, Mark Lucas, Ester Dill, and Maryliss Bird
OUTSTANDING BEGINNING RUNNING PROGRAM STEP INTO RUNNING Bea Sides Program Director, Omaha Running Club – Omaha, NE Selection Panel: Mark Grandonico, Len Goldman, Lisa Dahl, and Janice Woolery
OUTSTANDING CLUB WEBSITE AWARDS RUN USCG (SMALL CLUB & OVERALL ) - RUNUSCG.ORG WICKED RUNNING CLUB (LARGE CLUB) - WICKEDRUNNINGCLUB.C OM Selection Panel: Chuck Bartlett, Chris Burch, Staci Rivero, and Charles Cline
RRCA ROAD RACE OF THE YEAR 12 th ANNUAL I NSIDE O UT S PORTS CLASSIC HALF MARATHON Race director, Aaron Quick – North Carolina Road Runners Club – Raleigh, NC Selection Panel: Simone Adair, Gary Henry, Kathryn Gleghorn, and Tony Flesch
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ND 2 2 MAY
THE DAY WE TIGHTEN OUR SNEAKERS STAND UP TALL AND WALK A 5K Walk with us on Weight Watchers WALK-!T DAY, May 22. For more information visit weightwatchers.com/walkit.
In participating areas only through May 22, 2011 Š2011 Weight Watchers International, Inc. WEIGHT WATCHERS is the registered trademark of Weight Watchers International, Inc. All rights reserved.
Jennifer Hudson
2010 FINANCIAL REPORT OF THE RRCA
2010 Revenue Sources Treasurer’s Report - Dennis Novak At the time of submitting this report, the annual independent audit is nearly complete. This report reflects the audited financial information for the RRCA at the end of 2010. The National Office staff continues to do an outstanding job controlling costs for the organization while generating new sources of income for the organization, all in an effort to keep the membership dues at a low rate.
2010 Expense Allocation
To the left are three graphs that outline: 1. RRCA’s revenue diversity 2. RRCA’s expense allocation for programs, services, and administration
2010 Administrative & Fundraising Ratio to Total Program Expenses
The table to the right outlines the financial performance of the RRCA over a three-year period. The detailed functional allocation of expenses including the 2011 Annual Budget will be available in the RRCA Annual Report, which will be posted on the RRCA website following the 53rd Annual RRCA Convention. * $363,983 in net worth out of $884,282 is temporarily restricted for program use in future years. Net profit includes income restricted to future use for programs.
3. RRCA’s administrative and fundraising ratio to total program expenses.
YEAR
ASSETS
LIABILITIES
NET WORTH
2008
$1,159,144
$629,415
$529,729
2009
$1,210,791
$489,570
$721,221
2010
$1,553,464
$669,882
$883,582*
YEAR
REVENUE
EXPENSES
NET PROFIT
2008
$1,107,042
$1,090,429
$16,613
2009
$1,487,661
$1,296,169
$191,492
2010
$1,567,874
$1,405,513
$162,361*
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THE IMPORTANCE OF WAIVERS
By Jean Knaack, RRCA Executive Director Of particular importance in the RRCA Guidelines for Safe Events is information about waivers. From time to time, members will comment to me that waivers “aren’t really worth the effort” or “they aren’t worth the paper they are written on.” On the contrary, waivers are an important first line of defense should an incident occur at an event or club training run. In a recent court case where the RRCA was named as a defendant, the case was thrownout on the waiver, because it was clear and well written and addressed the risks associated with participating in the event. The important lesson learned is that a waiver needs to be well written to be a useful tool for a running club or event. Many times a very basic or general waiver will be included on race entry forms or membership forms, unfortunately this lack of specificity is where trouble can lurk. The more specific the waiver, the better the chance an organization will have in defending their waiver. All entry forms for an event insured by the RRCA must contain a waiver or release of liability to be signed by the race entrant or, if a minor, his or her guardian. It is recommended that each individual sponsor, local authority, host club, and the RRCA be specifically named in the waiver or release. Many state laws require that for a waiver to be effective it 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, make sure that your waiver provides a place directly 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 provided and edit as needed to ensure you outline named parties to be included in the waiver and clearly outline specific risks associated with your event. You will also want to develop special waiver protocols if you allow for third parties to sign-up friends and family for events. You need to get a waiver from each individual participant, because a person signing an online waiver for a friend or spouse does not translate into the individual participant assuming responsibility for participating in the event. Sample waivers can be found in the RRCA Guidelines for Safe Events. Member clubs should use these waivers when printing race flyers, membership applications, and when hosting events where waivers are required. Our insurance program requires membership waivers for all running club members, and they should be incorporated into the club application form whether it is printed or online. Guests that come to a club run or other activity should sign waivers. Don’t wait to have individuals sign a waiver until after they join. They need to sign a waiver even if they are just guests 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.
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MEMBER CODE OF CONDUCT
A Member Code of Conduct policy does not need to be complex. The following outlines basic points to include in a policy: • • • • • •
Always show respect your fellow club members at all times; Always show respect and appreciation for the volunteers who give their time to help the club and/or event(s); Never yell, taunt, or threaten physical violence upon another member of the club, a volunteer or event spectator; Never use abusive or vulgar language, or make racial, ethnic or gender-related slurs or derogatory comments at club events; Never make unwanted sexual or physical contact with other members; Always report violations of the Member Code of Conduct policy to the Board in writing.
Your club might have other points to consider. However, keep in mind the goal of the Code is not to create a draconian behavior policy, but a baseline of behavior expectations so your club leaders can address behavior(s) that “cross the line.” The Internet has many sample Code of Conducts for sports organizations or sports leagues that may be helpful to review as you develop a Code for your club. Your Code should also outline the procedure for reporting complaints of a Code violation and your Board’s course of action for addressing complaints. Keep in mind; the last thing you want is to create an environment where people try to mediate interpersonal conflicts with your board of Directors. There are some people in a club that just might not be able to get along. It happens. Its not the role of the Board to make sure everyone is friends, but it is the Board’s role to ensure a truly hostile environment is not being created that threatens the general well-being of the club and its members. Members who feel that someone has violated the club’s Code of Conduct should submit a written complaint to the Board of Directors, and the Board should take action to review the complaint in a timely manner. If a complaint is founded and depending on the severity of the violation, the Board may want to consult with a local attorney and/or local law enforcement to determine a course of action. Working with local law enforcement is the best option if the problem seems to be more serious in nature, especially if there are issues related to unwanted sexual or physical contact with other members, especially minors. If the Code violation seems like a minor issue such as a complaint of foul language, then the Board can follow a plan of action similar to addressing behavior issues in an employment situation. First, discuss the issue with the offending member and give them a verbal warning. Be sure to document the warning. If the problem persists, give the person a written warning that outlines how another complaint will result in loss of membership and that they will be barred from participating in club activities. In the most extreme case, a club may need to consider pursuing a restraining order to address the behavior of a barred member. We hope your club never has to manage a difficult member, but having a Member Code of Conduct policy will help you address such problems in a pro-active manner.
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EXECUTIVE DIRECTOR’S NOTE
Dear RRCA Members, This time of year we are especially busy with our pre-Convention planning efforts. This year promises to be another great event in a very historic location. I hope everyone can join us in Fredericksburg in May. We understand that actor and comedian Drew Carey will be joining us for the Marine Corps Historic Half – the RRCA National Half Marathon Championship. This will be his first half marathon attempt. As usual, certain issues that clubs struggle with seem to happen in groups. I have had several calls in recent months and consulted with club leaders on managing through problems with difficult members. As a club leader, addressing difficult members is never easy, but it is an important responsibility that can help ensure the long-term success of your organization. I hope your board of directors will take time at your next meeting to discuss a Member Code of Conduct policy. On the lighter side, we have printed our 3rd edition of the Kids Run the Nation: A Running Guide for Kids booklet. This edition includes four additional pages with information about where to run and running in a kids’ event. These booklets are available for purchase on our website for a nominal fee for clubs/coaches hosting youth programs. You can also contact me about receiving complementary bulk orders to be given as gifts at a youth running event in your community. In the last two years we have circulated 10,000 copies of this booklet. I hope to double our efforts in 2011 and circulate 10,000 copies in this year alone. Happy Running,
Find back issues of Inside Track online at www.rrca.org/publications/inside-track/
VOTING ASSIGNMENT FOR ANNUAL MEETING OF THE MEMBERSHIP The bylaws of the RRCA allow for the assignment of a proxy vote for member clubs and events. If an RRCA member club or event is not sending their official voting representative (president, director, or owner) to the Annual Meeting of the Membership, then the voting rights of that club or event may be assigned to another authorized representative (proxy holder) attending the meeting in person. In accordance with the RRCA bylaws, individuals gathering proxies can only solicit or receive proxies from clubs located within the state in which the individual resides. The individual must also be a member of an RRCA club organized within the state in which the individual resides. If an individual resides in more than one state, he or she shall be deemed to reside in the state where he or she maintains his or her principal or primary residence. To assign voting rights to a qualified proxy on behalf of a club or event member, the authorized representative must complete the Official 2011 Voting Rights Assignment to Recognized Proxy Holder Form. Each Appointed Proxy Holder must complete and submit the Membership and Residence Certification for Proxy Holders Form in accordance with the instructions on the forms. The forms and instructions can be found on the RRCA website at www.rrca.org/about/governance/. The form is the first link under Governing Documents heading.
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ROAD RUNNERS CLUB OF AMERICA 1501 Lee Hwy, Ste 140 Arlington, VA 22209 703-525-3890 www.RRCA.org
PRSRT 1ST CLASS US POSTAGE PAID PERMIT #339 WINCHESTER, VA
WE RUN THE NATION!
HELP US UPDATE THE RRCA BRAND IMAGE In 2010 the RRCA simplified our logo and created a new RRCA member icon for your website. We kindly ask our members to post the revised RRCA logo or RRCA member icon on their websites. You can find these items on the RRCA Branding page of our website at www.rrca.org/services/branding/. We appreciate your assistance in helping us update our national brand image. When printing items (race shirts, fliers, banners, etc) please be sure to use the current RRCA logo (at right). If you need a different file format than the one posted on our website, email us at office@rrca.org. Why post the RRCA logo on your website or print it on your materials? The RRCA logo lets members know that your organizationâ&#x20AC;&#x2122;s activities are adequately insured, and that your club and event leaders have agreed to follow basic safety guidelines issued by the RRCA. Our guidelines outline basic safety conduct of club and event activities such as group training runs and races. You can find these guidelines at www.RRCA.org/educationadvocacy/. **RRCA News Syndication** The RRCA News Syndication by our members has been a major driving force of traffic to our website. We encourage our members to work with their local webmasters to update club websites with the NEW RRCA News syndication code. The code to embed the RRCA News on your website can be found at www.RRCA.org/services/news/syndication/.
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