SBAA Board of Directors Meeting

19 March 2007 at 7:00 P.M., 812 Presidio Avenue, Santa Barbara.

Present: Des O'Neill (presiding), Bill Rupp, Kevin Young, Elaine Campo, Patsy Dorsey, John Brennand, Rusty Snow, Wally Marantette, Joe Howell, Jim Kornell (acting as secretary).

1. Update on 501(C)3 reincorporation. Des & Joe have been meeting with attorney Ramon Gupta, and just signed the tax identification forms as "SB Athletic Association." (We will register "Santa Barbara Athletic Association" as a doing-business-as [DBA] name. We'll also do so for the Santa Barbara Half Marathon.) Stage 1 is to pay for first filing. Step 2 is really the transition, in which we make decisions regarding officers and directors, Board term limits, etc. Step 3 is insurance/liability (for directors, Board members, internet site) -- roughly $2500/yr. Phase 1 is happening. No Board action req'd at this time. Expect to meet in 45 - 60 days to discuss and adopt new bylaws and set our self-management course.

2. Coached workouts. A proposal for coached workouts was circulated prior to the meeting. (See Addenda #1) After discussion, the Board committed (by acclamation) to subsidize coached workouts under the following conditions:
o Rusty Snow and Mike Swann will coach
o This will be a pilot program, with commitment for this calendar year only. Board resolved to revisit at end of year to assess results.
o There will be a one-time (per year, if continued) fee of $25 per member to participate.
o The Board will subsidize participants at $25 person/mo per members, dropping to $20/person if 30 or more members participate. Rusty to invoice John B. at the end of each month. Individual participants will pay $30/month directly to Rusty/Mike.
o This will cover two workouts per week, Tuesday and Saturday mornings. It is not for "individualized workouts" (Rusty is incapable of not individualizing workouts, but the distinction here is with a season's training plan, which includes daily workouts.)
o There will be an overall cap of $4800/year in payments.
o The season to run from April to November (Half Marathon)
o Rusty commit to support the smaller fall races, e.g., Avocado, Psispina's XC, in contrast to focus on a larger goal race (the Half)
o If over 40 people want to participate, first-signed-up, first served.

3. Membership lists. Elaine proposes having all memberships due on January 1st. John prefers to maintain the "magazine subscription" model, e.g., your renew on your expiration date. Proposal: John does it how it works for him; when someone else takes it over, they decide. Passed by acclamation.

4. Program for beginners. Kevin proposes Wally... Wally shakes head no. (Wally proposes Kevin.) Wally to talk to Joe DeVreese, of SB Running Co. See Addenda #2 for further notes.

5. Mission statement for SBAA. Is: "This corporation is organized exclusively for charitable, scientific, and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provisions of any future United States internal revenue law. (All references herein to the Internal Revenue Code of 1986 shall include amendments to that Code.) The specific purpose of this corporation is to promote and support amateur sports competition and activities in the County of Santa Barbara by providing competitive and social events, educational opportunities, and coaching."

6. Monthly meetings with committees. Kevin proposes. Des counter-proposes waiting to have a new Board membership, viz., as we adopt the new bylaws. Passed by acclamation.

7. Road race team. Kevin proposes to fund/sponsor/organize one or more teams for out-of-town races. Kevin to drive the event.

8. Teeshirts. Elaine proposes new SBAA teeshirts. We still have singlets (jerseys)--general consensus that nothing is quite so stylish. Two actions: Des to contact Jay at Outfooters re: more hats (which went quickly) and visors. Wally to contact Joe DeV. about shirts. See Addenda #3.

9. Kid's fitness. Kevin is using plastic wristbands, various other incentives, to encourage youth running. Top twenty JHS kids (on mileage) get entry to Nite Moves (the Board also thanks Nite Moves RD Jake Clinton). Top school gets McConnell's per month. Kevin is authorized and encouraged by the Board to continue by acclamation.

10. Proposed review of comments made on web site about direction SBAA could take, and why should people join the SBAA.Tabled to next meeting, with acknowledgments that (a) current comments are thoughtful and worth considering, and (b) few Board members have yet read them.

11. Club West donation. Kevin will report on Club West policies to Elaine (and Board), specifically regarding October track meet, which Elaine would prefer not to fund, e.g., as opposed to funding their kid's program. See Addenda #4 for additional comments.

12. Proposal to have social night, eat, watch running videos, hang out. Joe proposes budget of $250. Kevin to direct. Passed by acclamation.

There being no further business, etc., meeting was adjourned at 8:50 pm.

Addenda #1. Proposal for Coached Workouts
Please consider this proposal for coached workouts for the SBAA members. This season would be for 6 months: May-October. (This year it would end on November 1st).

There would be a two tiered membership for the SBAA but all memberships would be due in January each year. The first tier would remain as is & would cost $25.00 per year. The second tier would cost $50.00 per year and the fee would not be prorated or decreased until July and the price would then be reduced to $30.00 for this tier of the membership which includes access to the coached workouts.

Rusty and Mike would lower their current fee of $60.00 per month to $55.00 per month. This does not include written workouts. If a client already has a relationship with them then they would continue to pay them whatever fee they are currently being charged minus the SBAA subsidy. Ex. If John Brennand is currently paying Rusty $100.00 per month and the SBAA subsidizes $25.00, John would be responsible for paying the balance of $75.00 to the coaches.

SBAA will pay $20.00- $25.00 for each athlete per month (most likely 25.00). The client will pay the remaining amount of money charged directly to the coach. In this example, if the total charge for the basic plan is $55.00 per month, the client is responsible for $30.00 each month. This will be paid in advance of the month or at the first session of the month. There are no refunds if you do not attend after paying.

These fees entitle the client to attend 1 of 2 interval workouts held (either Tuesday morning at 6:30 AM or what I believe will either be Tuesday or Wednesday evening at 6:30) and the Saturday morning workout which is usually a tempo type long run. For this upcoming season that would add up to 54 total workouts available and at 30.00 per month = 3.33 per workout if you did all 6 months and attended workouts twice a week. Obviously if you went once a week the cost would be 6.66 per workout but this is an all or nothing fee. It does not prorate for people who want to go once per week. We need to keep it simple.

There would be a sign up list and Rusty or Mike would let us know how many people for the month and the SBAA will send a check. If the crowd gets bigger than anticipated would can ask to re-negotiate the fees as we will be increasing their business & revenue.

If there are 30 people each month for 6 months, SBAA costs = 4500.00. If we went over 30 people the cost would drop to 20.00 per person for that month and the maximum for this year would be limited to 40 people. If there were 40 people per month x 6 months the total exposure to the club would be 4800.00. If there were more than 40 people that become interested, we would either have to have a lottery or re-negotiate the fees to limit the exposure of the club's finances.

They are very open and easy to work with and seem excited about the opportunity for the SBAA to provide this service and create a group that can train together but also have that camaraderie that we so enjoyed when we had the other track program.

We could have flyers to hand out at the races to help promote our club and this benefit.

That's the basic gist of things. Thank you to Wally and Lauren who were key people in helping create this proposal.

Two changes already discussed/accepted: It is not a "two-tier" membership, just an extra service, like the GP; and John will continue to manager membership renewals according to his best judgement, as reflected in the Minutes, above.

Addenda #2. From Wally: Joe is excited about having a beginning runners group meet at SB Running. We didn't talk much about it last night and the logistics of this idea need to be determined. Whoever leads the group is basically their coach and should receive some kind of compensation. There might be an SBAA member who would be willing to donate their time, but that is not likely on a regular basis. At minimum how about if we offered someone $125/mo. to spend about an hour on Saturday mornings to be the beginning running coach? Possibly Garrett at SB Running would be willing to take on this responsibility. In regards to the logistics, would the SBAA member who goes to these workouts be required the same $25 one-time payment as someone who is going to do the regular coached workouts? If so that would help offset some of the money paid to the begginers coach. We could begin this beginners program with the same "pilot" concept as the coached workouts so there is room for adjustments. For those beginners who are unsure about the beginners group and "Rusty's" group maybe Rusty could have his group originate at SB Running once in a while to where the person could see the difference. Bottom line is we have a venue for the beginners group we just need to work on the logistics.

Addenda #3. From Wally: Joe is covering the cost of the shirt. The choice is either a very nice cotton shirt or a "running" coolmax type shirt. If everyone (on the Board) could send me their preference we will go with the majority decision. With either shirt there will be a mens and womens style. Once Joe gets the shirts we will be responsible for the printing. Joe will then keep the shirts at SB Running where members can pick up.

Addenda #3. From Elaine: I am not opposed to funding to help defray costs to officials, as I have much respect and gratitude for all they ALL do. My objection is I would like them to just consider having the meet in the summer as a lead up to Master's Nationals. I think more people would not only attend, but more people would help.