Members present: Tim, Matt, Tracy, and web present, Jim and Linda
The meeting’s purpose was to complete plans for the 2019 Montcalm Mile.
Race wire contacted Tracy to sign contract - same as last year
We need to know prizes and get PDF going .
Tim’s suggestion: $!300 for prize money - no elite - just top male and female. 225, 125 75 50 25
Masters ( 40 one up) male and female 2 places. 100, 50
Awards for age groups 3 places - magnets - mail prize to those not present
Age Group set-up: Under 10, 11-15, 16-19, 20,30, 40, 50 60 70 and up
Matt will ask Heidi to work on magnet
Medals for everyone
Jim will do PDF and application. Add cell phone number to application
E-mail sample to Tracy
Entry fee - kids (12 and under) $5. Adults $10 - race day. On Race Wire—$ 4 and $ 7.50
Online registration did not shut down when they said. We can keep registration open and just download the morning of race.
Maybe hats for sale instead of t-shirts (not many left from last year)
Maybe a plaque in memory of Duane Crammond to first finisher - to be decided
Tracy will sign contract for Race Wire, and get PDF and application going
Tracy will check with Garrison Gym about using it for the start
Financials for club as of 2-8-19.. regular savings $2494.81.. special savings (scholarship fund) $9788.83. Economy checking $3951.35. Need to do a balance transfer of $2000 into checking from scholarship fund for this year..
Information (minutes) after the conclusion of the 2018 MM
Tracy opened with a recap of the Montcalm Mile:
- 280 runners crossed the finish line, 16 Elite. 155 had preregistered, 107 registered race day.
- One Problem - 133 registered before Race Wire closed the site, 22 registered afterwards because the site was still open. Next year we will allow registration right up till race and give Race Wire a thumb drive with data.
- 2018 - the account with Race Wire is all settled.
- 2017 Race Wire changed billing companies and the company for 2017 has sent an invoice for $3775.80. Tim and Tracy will check records to see if we had a bill or wrote a check for this amount.
- There was a problem with the police car - next year they will drive down several minutes early to clear the road.
- The Elite awards were discussed and it was decided that this year we will not give cash prizes
- No elite class. Prizes (hats?) will be given to top three places in each age group. Age groups will be decided later but we will emphasize the kid's divisions.
The following is a compilation of comments made by the MM staff at the conclusion of the race.
Montcalm Mile Race Review Sorted 2018
-133 preregistered, 10 were elite
-Registration did not close on Monday (filed pulled to apply numbers); reg closed Tuesday; data not available.
-$2 charge by RW; Online, kids paid $2 more, and rec paid $3 less
-15 that pre registered were no-shows
-I thought it went really well, except for that glitch with those that registered late and racewire and us having no record of it? Wonder how we can make sure that doesn’t happen again?
-since many registered after the file was downloaded, we still can add those the morning of the race and therefore keep reg open until the night before (ppl wait until the last minute)
-we can give thumb drives to RW morning of race
-Check online registration the morning of race so we can assign bibs. I think if we can keep the registration open until July 3rd at midnight (which obviously we can) it -133 pre-reg+ 22 reg when “closed”= 155 pre-registered; 280 crossed the finish line, so 107 registered race-day would be to our advantage. 22 people registered July 3rd.
-rope off parking lot; need signs showing parking lot entrance, and race registration area
-people were driving by and didn’t know where reg. was, now that it was indoors
-only 2 were doing race day registration, huge line with 40 min to go (need to have clean-up time when reg. ends, that place is becoming a weight room-training area.
-hot day but race day registration was big
- when we return to the start next year; they will have a fitness center up and running. We need to work around parking-etc. They said that they can fit us in
-Set up semi-circle by the door, and head them right out. Large poster board signs (at head height) so they can see where the need to go. Table with reg. forms and clipboards right outside of the door.
-need crowd management plan
-2 starts lines worked out; rec. stayed 20 feet back and sensed an advantage with a running start to the pad
-ppl appreciated the drop in price
-Need signs indicating the entrance to the registration parking area.
-store-bought cookies turned out fine
-It was great that the plastic was removed this year from the medals before the race.
-The medals made it time.
-Any crafty wood workers to make a tree like stand that medals could be placed on to either grab from and put on arms easily. May not be necessary. I heard Shelly say peg board and attach the Long holders to put medals on.
-Shirts with ladies cut this year. Great!!!
-I do appreciate all everybody does for this race. Kudos!!!!!!
-I loved selling the tees! Heidi had done an amazing job presorting and folding them. She had provided us with very clear sizing info and cards.
The tent and set up was great. (Fred maybe did that?). Kathy Rutkowski and Heidi helped sell too. Fun for all! Thank you for allowing me to participate
-Better coordination with Police as to when the road is closed needed.
-The only thing I observed was that the lead police car stopped in the course and kept its doors open. The lead runners had to maneuver around the passenger side door near the finish
-police input: plan is to drive to finish from start 2 minutes before start of race.