MINUTES - MDRA Board Meetings

Minutes of the Board of Directors Meeting - March 16, 2020

Minnesota Distance Running Association

Minnesota Distance Running Association Foundation (MDRA Foundation)

Members Present: Rochelle Christensen, Steve Hennessy, Chad Austin, Tom Goudreault, Jill Jewell, Chris Turoski, Mark Annett, Perry McGahan, Lou Ann Kycek, Geoff Engelhart, Mishka Vertin, Verna Volker, Diana Jacks (”Majority” quorum met for each of MDRA and MDRA Foundation).

Members Absent: Damon Rothstein

Guests: Kurt Jewell, Dave Marek

President’s Report: With the spread of Covid-19, these are fast-changing times. In order to do our part as individuals and an organization we’re holding our firstever virtual meeting. Friday March 13th we had a meeting to discuss upcoming MDRA events and programs. Based on safety we’ve decided to cancel Lake Johanna 4 Mile and to suspend the Polar Bears training runs and the Spring Half and Marathon training programs. Again, things are changing rapidly and we will continue to monitor this situation and make decisions based on what’s right for MDRA and the community.

Admin/Governance Proposal: Chris Turoski informed the board that our bylaws are outdated in the sense that they do not allow for virtual quorums or conducting meetings electronically. We also don’t allow proxy or email voting. Bylaws will be revisited holistically during the year, however, due to the immediate impact of Covid-19, Chris Turoski made the motion to allow for virtual quorums via online meetings. Tom Goudreault seconded the motion. The motion passed.

Secretary’s Report: Minutes of the Board of Directors’ Meeting for February 17, 2020 were approved by Steve Hennessy and accepted by and seconded by Jill Jewell.

Treasurer’s Report: The handoff of this role from Steve Hennessy to Diana Jacks is still in process. Nothing to report at this time.

Operations Manager’s Report: · Memberships are holding steady · Program and Race registrations are all on track · Half and Marathon training program is our largest spring class ever · Grandma’s Marathon Run Club is very popular · Social followers continue to grow

Of course, all of this is prior to the Covid-19 outbreak. Since then, we’ve suspended the spring Half and Marathon training program until at least May 12. Kurt Jewell will continue coaching virtually through emails, social sites and the Heylo app. No refunds are being given for this program. The Women’s Running and Couch to 5K programs were cancelled prior to their start date and refunds were provided.

As of February 29 Membership Total 2020 2,114 2019 1,938

Committee Reports

Admin/Governance: No report.

Finance: Committee will be meeting soon to discuss the budget impacts of Covid-19. Concerns regarding registrations for the Victory races and City of Lakes.

Foundation: Reaching out to former board members to see if they’re willing to chair the Foundation committee.

Programs: Committee met last month with Women’s Running coach Kristen Kinnear-Ohlmann to get a better idea of everything that goes into that program and to let her know we’re there to help. It was very apparent that Kristen is passionate about this program and we feel very fortunate to have her leadership.

Promotions/Advocacy: We have hired an outside contractor to update or brand guidelines, infrastructure, website and more. On March 6 we kicked things off with a rebranding exercise and talked about objectives. More to come in May.

Publications: No report.

Race: · We are considering postponing the Daws 25K & 12K races until the fall · Como Park fees will be the same rates as last year · Looking at new routes for Victory 10K (due to construction) and the City of Lakes half marathon – potentially following the Rose Garden loop to help spread out runners · Potentially adding a Black Friday 5K around Lake Phalen, as well as hosting an outdoor Meet of Miles

USATF: No report. We are seeking a new representative in 2020.

New Business: Request was made to review our strategic plan with our new board members.

Old Business: None.

The meeting was adjourned by Steve Hennessy and seconded by Jill Jewell.

The next MDRA and MDRA Foundation Board meeting will be April 20, 2020.

Minutes of the Board of Directors Meeting - April 20, 2020

Minnesota Distance Running Association

Minnesota Distance Running Association Foundation (MDRA Foundation)

Members Present: Rochelle Christensen, Steve Hennessy, Chad Austin, Tom Goudreault, Jill Jewell, Chris Turoski, Mark Annett, Perry McGahan, Lou Ann Kycek, Geoff Engelhart, Damon Rothstein, Verna Volker, Diana Jacks (”Majority” quorum met for each of MDRA and MDRA Foundation).

Members Absent: Mishka Vertin

Guests:None

President’s Report: No report.

Secretary’s Report: Minutes of the Board of Directors’ Meeting for March 16, 2020 were approved by Jill Jewell and accepted by and seconded by Steve Hennessy.

Treasurer’s Report: MDRA’s operations have been directly impacted by the pandemic and the board is closely monitoring the organization’s cash position.

YTD Revenues · Advertising revenue is down $1,600 from YTD budget due to uncertainty surrounding the pandemic · Membership revenue is down $3,800 from YTD budget due to the cancelation of the spring MDRA races · Race receipt revenue is down $5,200 from YTD budget · Program revenue is down $1,300 from YTD budget

YTD Expenses · Annual Race Calendar expense is down $1,900 from YTD budget · Insurance expense is down $2,500 from YTD budget · Magazine expense is down $1,400 from YTD budget · Miscellaneous expense is down $3,300 from YTD budget · Program expenses are down $2,800 from YTD budget · Race expenses are down $800 from YTD budget

Net Operating Income · YTD revenues are $11,500 below budget · YTD expenditures are $11,900 below budget · YTD net revenue is $1,000 below budget

The Treasurer’s report was approved and accepted by Tom Goudreault and seconded by Jill Jewell.

Operations Manager’s Report: Memberships down slightly · It’s no surprise that Program and Race registrations are down from last year. · Added store sales to reporting

As of March 31 Membership Total 2020 1,985 2019 2,423

Social Media Metrics Social Media Facebook Twitter Instagram 2020 Feb 10,138 2,032 1,760 Linkedin 67 2020 Mar 10,151 2,034 1,797 68

Committee Reports

Admin/Governance: A request for donations was emailed to MDRA members on April 15th and the response has been great. So far 165 people have donated over $18,000. We also heard very positive replies from our members saying “MDRA has been an important and joyful part of my life” and “I want MDRA to continue into the future.” Our next step is to send a follow-up thank you letter to the members that donated. Our goal is to be transparent with the amount of money we were able to raise and detail how we plan to use these donations. We are also planning a similar email to non-MDRA members. The board would like to thank Amy Lake for providing her expertise in this matter.

The Emergency Injury Disaster Loan (EIDL) has been placed on hold. EIDL needs more funding before opening back up.

Finance: No report.

Foundation: Kathy Larson submitted an application for a grant through the Minnesota disaster recovery corona virus fund with the idea that we would use it support other organizations in the running community. However, we did not receive the grant.

Programs: No report.

Promotions/Advocacy: Committee is still working with an outside agency on potential brand issues. More to come in the near future. · New member drive in progress. We are asking each board member to create a 1-minute video that highlights 1 thing they love about MDRA. These videos will then be used in an on-going basis to promote MDRA.

Publications: Our next magazine will be published digitally. It’ll be more web-centric and less magazine-like.

The digital format will allow for more frequent updates.

Race: Working on virtual extension for City of Lakes and Victory races in case the actual events end up being canceled as well.

USATF: No report.

New Business: The board has been brainstorming some new revenue generating ideas. The next steps are to assign a high-level cost/benefit of each idea, along with fit to the MDRA mission. From there we will prioritize the list and assign responsibility.

Old Business: None.

The meeting was adjourned by Steve Hennessy and seconded by Jill Jewell.

The next MDRA and MDRA Foundation Board meeting will be May 18, 2020.

Minutes of the Board of Directors Meeting - May 18, 2020

Minnesota Distance Running Association

Minnesota Distance Running Association Foundation (MDRA Foundation)

Members Present: Rochelle Christensen, Steve Hennessy, Diana Jacks, Mark Annett, Perry McGahan, Lou Ann Kycek, Mishka Vertin, Jill Jewell, Geoff Engelhart, Verna Volker, Tom Goudreault, Christopher Turoski (“majority” quorum met for each of MDRA and MDRA Foundation).

Members Absent: Chad Austin, Damon Rothstein

Guests: Dave Marek, Sarah Ahlers McInerney

President’s Report: President Rochelle Christensen brought the meeting to order at 6:00 p.m. Ms. Christensen welcomed the board members and guests.

Ms. Christensen made a report on recent fundraising with the assistance Operations Director Sarah Ahlers McInerney. The President’s ask of April 15 (directed to members) raised est. $22,000 in revenues, which is significant and will offset some revenue loss due to the delay and cancellation of some MDRA programs and events. The President’s ask postApril 15 (directed to non-members) resulted in increased memberships and merchandise sales.

Secretary’s Report: The Board reviewed and discussed the Minutes of the Board of Directors’ Special Meeting of April 10, 2020. Jill Jewell made a motion to accept and approve the minutes as corrected. Steve Hennessy seconded the motion. The motion passed.

The Board reviewed and discussed the Minutes of the Board of Directors’ Regular Meeting of April 20, 2020. Christopher Turoski made a motion to accept and approve the minutes as corrected. Steve Hennessy seconded the motion. The motion passed.

Treasurer’s Report: Treasurer Diana Jacks provided a financial update. Ms. Jacks reported the pandemic directly impacted MDRA’s operations. The Board is closely monitoring the organization’s cash position.

Ms. Jacks reported as of April 30, 2020, the organization was ahead of projected YTD budget and held $44,000 cash on hand. This positive position resulted in part from larger than budgeted receipt of donation revenues and cost-cutting measures such as moving the magazine online. Ms. Jacks projected MDRA would have est. $8,000 cash on as of December 31, 2020, which is generally on budget. This forward-looking projection is based on many variables and unknowns, including projected expense reductions and decreased revenues.

The Treasurer’s Report for the Board of Directors’ Meeting for May 18, 2020, is summarized below, which was reviewed and discussed. Steve Hennessy made a motion to accept and approve the Report as distributed, which motion was seconded by Mark Annett. The motion passed.

NET OPERATING INCOME • Year to date revenues for the organization are $700 below budget • Year to date expenditures for the organization are $17,000 below budget • Year to date net revenue for the organization is $15,000 above budget

• Advertising partner activity has ceased in conjunction with unknowns surrounding the pandemic and uncertainty related to future racing activity. • Membership revenue is down $3,100 from YTD budget, a 11% budget variance. • Variance was anticipated in conjunction with cancelation of free MDRA races which drive March membership renewals. • April renewals are up $800 from budget. • Race receipt revenue is down $15,700 from YTD budget, a 56% budget variance. • City of Lakes and Victory registration has decreased due to uncertainties surrounding whether the races would be allowed to proceed as scheduled. • Program revenue is down $2,900 from YTD budget, a 18% budget variance. • Women’s group revenues were refunded and 5k training program was canceled due to stay-at-home-orders. • Miscellaneous revenue is up $21,700 from YTD budget, a 2556% budget variance. • The April donation drive raised $21,000 in revenues.

YTD EXPENSES • Annual expense is down $1,400 from YTD budget, a 7% budget variance.

YTD expense relates to the 2019 annual which were paid in 2020. • Insurance expense is down $2,500 from YTD budget, a 43% budget variance. • Due to anticipated cash flow needs, the organization’s insurance policies will be paid on a monthly basis. • Overall cost is anticipated to be reduced due to change in policy in light of race cancelations. • Magazine expense is down $7,100 from YTD budget, a 49% budget variance. • Variance relates to Spring 2020 expenses for postage and printing which will not be incurred. • Additional $1,350 timing difference relates to January budgeted layout costs that were paid in December 2019. • Miscellaneous expense is down $3,000 from YTD budget, a 32% budget variance. • Variance relates to January clothing purchase and Q2 equipment management fees, both payments are postponed. • Program expenses are down $2,400 from YTD budget, a 31% budget variance. • Variance relates to cancelation of Spring marathon program coaching and general program expense which will not be incurred due to cancelation of classes. • Race expenses are down $1,500 from YTD budget, a 35% budget variance. • Variance anticipated in conjunction with cancelation of free MDRA races.

Operations Manager’s Report: Operations Manager Sarah Ahlers McInerney reported on the assignments of Board members to Committees. Non-Board members may also serve on Committees. Please contact Ms. Ahlers McInerney or Rochelle Christensen if you are interested in serving on a Committee.

Ms. Ahlers McInerney led a discussion of MDRA Bank Account held at Wells Fargo bank (i.e., MDRA checking, MDRA savings, and MDRA Foundation bank account). Christopher Turoski made a motion to authorize the: (i) addition of Diana Jacks, appointed MDRA treasurer, as signer on all three MDRA Accounts, and (ii) removal of Dave Marek, MDRA Past Presi dent, as key executive on all three MDRA. Lou Ann Kycek seconded the motion. The motion passed.

Ms. Ahlers McInerney reported total memberships are holding generally steady to slightly down compared to the month of the previous year.

As of April 31 2020 Membership Total 2,034 2019 2,170

Ms. Ahlers McInerney reported Program and Race registrations are significantly down compared to the previous year due to the COVID-19 pandemic.

Ms. Ahlers McInerney reported on merchandise and goods sales.

Ms. Ahlers McInerney reported on social media statistics (see below). Molly McLain is assisting with social media efforts.

Social Media Facebook Twitter Instagram LinkedIn 2020 Mar 10151 2034 1797 68 2020 April 10160 2039 1844 70

Committee Reports

Admin/Governance: Rochelle Christensen reported the Admin/ Governance Committee has been meeting weekly since the COVID-19 pandemic took hold.

A priority for each Committee meeting includes an update on current financial matters and budget forecasting. The Committee recommended a banking resolution to update authorized users on checking/savings accounts. The Committee discussed race events, as well as race insurance, and potential liability waivers. A significant Committee discussion was directed to the Stay Safe MN Executive Order and as a result, MDRA issued the following guidelines:

Do go out and run if you are healthy.

Don’t travel for a run.

Make room for a safe passing.

Wear a mask when necessary.

Solo runs are safest. Steve Hennessy is investigating a COVID-19 preparedness plan, which contemplates an eventual return to group runs and events.

The next meeting Admin/Governance Committee meeting is scheduled for Friday, May 22, at 10:45 a.m.

Finance: No report.

Foundation: The Board is seeking members for the Foundation Committee. MDRA intends to distribute its annual grants in FY2020.

Programs: Perry McGahan reported the Committee discussing the Spring Marathon Training Class survey results and potential adjustments for the Fall Marathon Training Class. The next meeting of the Committee is Thursday, May 21, at 7:00 p.m.

Promotions/Advocacy: Jill Jewell reported the Committee is working on potential branding issue and is making a social media push with a weekly social media challenge. The Committee meets weekly on Wednesdays at 4:00 p.m.

Publications: Ms. Ahlers McInerney reported the RunMinnesota magazine went digital this month. A goal will be to direct link to articles in the future. The Committee is planning some great stories for future issues.

Race: Dave Marek reported the Committee met last Monday. To date, MDRA has not held any Spring races (contributing to decreased expenses and revenues). Race registration prices are currently frozen for the remainder of the year, and MDRA is communicating and intends to enforce the no refund policy. The Committee is following state guidelines and good health and safety practices. The Committee plans to recommend if and how to hold a physical, virtual, or hybrid Victory race and City of Lakes race. The next Committee meeting is June 1 at 6 p.m.

USATF: No report.

New Business: None.

Old Business: Perry McGahan led an update on the revenue-generating ideas project.

Jill Jewell made a motion to adjourn the meeting. Lou Ann Kycek seconded. The motion passed. Rochelle Christensen adjourned the meeting at about 7:45 pm.

The next MDRA and MDRA Foundation Board meeting will be Monday, June 15, 2020, 7:00 p.m. - Virtual Meeting.