Minutes from the General Meeting (October 2019)

General Meeting Minutes

Date: 10/10/19

Time: 7 p.m.

Location: Blind Hartman’s Tavern

Special guests: Sandry Krafczez and Michele Boyle of Girls on the Run. The mission of the group is to inspire girls to be happy, healthy, and have fun by establishing lifelong skills for health and wellness. They have three programs: Girls on the Run (grades 3 to 5); the Heart and Sole program (grades 6 to 8), and Camp GOTR, a week-long program over the summer for life skill training. Sunday, Nov 24, is next 5K. They need several volunteers. The spring 5k is in May. ‘Solemates’ is a program with a donation opportunity for individuals who are running other events to earn donations for GOTR.

  • Tom Chobot: recommends, as a club, to provide an incentive for time commitment, such as a running coach receiving the same benefit as a race director. Several suggestions from Tom and others as to how to incentivize members to support GOTR.
  • Recommendation to earmark a certain amount of money to support the volunteers in the club, such as running buddy expense, coach expenses, or Soulmate fund requirements. 
  • Will have some more concrete recommendations. Also, would like to develop a template going forward of how to address other agencies that come to us for assistance.

Treasury Report – Shaun Luther—106% of target; decreased reserve due to expenses from Blues Cruise, race mailings, some trailer expenses, and the Christmas party down payment. 

Races:

  • Charlie Horse—Shaun Luther— registration is open. The date is the Saturday of Memorial Day weekend. Awards are being created, but will need assist with spray painting them.
  • Run for the Ages—Donna Hey—the race has a Facebook page. The date is June 28, 2020. The Nolde Forest education center is already reserved for the Saturday before, so set up is better. Ted will still provide Southwest airline tickets.
  • Grings Mill—Jane Setley—some of this past race’s sponsorships are still outstanding and need to be finalized.
  • Blues Cruise—Dan Govern, 445 registered, 354 finished. Profit was down a bit, but this year was designed for an investment in the race. Positive feedback on aid stations, marking, enthusiasm, and food at the finish. The participants’ follow-up on the Facebook page is full of enthusiasm for the event: ‘Great overall race.’ UltraSignup has three people signed up already for 2020. There is a slight increase in entry fee for the 2020 race.
  • Oley Valley Country Classic—Lenny Burton— Sunday, November 10; 100 runners signed up so far. The directors have been working with OV youth league about the expenses they are incurring for the race, some of which Lenny and Barry were not aware of. They will meet with the OVYL board to discuss options, so everyone’s time and money are used wisely. More volunteers needed and appreciated. 
  • Kris Kringle 5-mile run—Polly Corvaia—Sunday, December 29; 25 signed up. ‘100 Races Club’  will set up a table. Polly is looking for input as to what she should be charging for vendor fees.
  • Shiver by the River—Sue Jackson—has applications available. Mailing will be going out soon. Always need volunteers, but really wants runners. Everything is pretty much set. The races are the second Sunday of the month, starting in December. 10:00 a.m. start, registration opens at 8:30, and usually done by noon. Will use last year’s course, which has a much better paving situation.
  • Jr. High Cross Country—Tom Chobot—Saturday, Oct 19. Reading Fairgrounds. Takes about 12 volunteers. 

Committee Reports

Social Committee:

  • Bike ride was postponed due to conflicting events.
  • Steve Maguire talked about potential dates for the Reading Royals annual Pacer gathering; he will send out a few dates, probably in January or February.
  • The Bonfire at the Yoder’s is Friday, Nov 1, 6 p.m.-ish. Bring a covered dish. Donations needed of things to burn (no sofas).
  • Christmas party, Grill Fire Company, Friday, December 6.

Communications Committee—Jon Durand—no issues to report.

Community Service:

  • Reading Hospital Road Race—Beth Kohl—Sunday, October 13—could use a few more volunteers

Charity Committee:

  • Yearly Project—Beth Kohl—Scholarships, will start announcing these deadlines soon, especially for the cross country portion.

Membership committee: No report

Old business

  • Still need paint of trailer.

New business

  • Elections coming up for the board. Four positions opening—now everyone is on the 2-year cycle. President position open. If you are interested in running, send an email with a short bio to president@pagodapacers.com.  There are 5 meetings per year, and the purpose is to guide some of the decisions and issues. This announcement will be posted on the Facebook page, so elections will be held at the November meeting.
  • Jon Durand thanked the club for the flowers for his family’s bereavement.

Minutes from the General Meeting (September 2019)

General Meeting Minutes

Date: September 12, 2019

Time: 7 p.m.

Location: Blind Hartman’s Tavern

Treasury Report – Shaun Luther—115% of target. The account had some larger expenditures (donation expenditures to organizations) and also good income from registrations. Taxes have been filed.

Races:

  • Charlie Horse: No report yet, except registration may open first part of October
  • Run for the Ages—report via e-mail: the date of the run is June 28, 2020. This year’s donation was made to Nolde Forest, and some noticeable work is getting done around the park.
  • Grings Mill—Jane Setley—everything pretty much finished for this year, except a pair of shirts to deliver. Will start discussing the 2020 event next month.
  • Blues Cruise—Dan Govern—registration is about 15% ahead of last years’ time. 345 runners registered so far. Dan expects registrations to be in the 425 range for entrants. Needs volunteers for many jobs throughout the day. Mike Yoder needs assistance with marking the trail the day prior. The newsletter on the Pacer web site has details of the volunteers needed. Many things are set, such as food, but Dan is still trying to get a donation from Mrs. T’s pierogis. 
  • Oley Valley Country Classic—Barry Goodhart—pretty well set for the run. Sponsors are set. Last year they had over 400 runners, most in the 10-miler. The race will need volunteers for this 25th year event. 
  • Kris Kringle—Polly Corvaia—3 registered runners so far. Doing the permits, and is in good shape. Fleet Feet will have $50 and $25 awards for the winners and some coupons for money off at their store. The race is the first Sunday after Christmas, Dec 29. 
  • Shiver by the River—Sue Jackson—the races are the second Sunday of month, Dec thru March. 12 registrations so far. This is the 30th year.
  • Jr. High Cross Country—Tom Chobot—Oct 19 at Reading Fairgrounds, between 7 a.m. and noon volunteers are needed.

Committee Reports:

  • Social Committee—Caroline Hill—Sept 29, Sunday, a Manayunk bike ride, about a 30-mile trip.
  • Mike Ranck tribute—Dan Govern gave a nice tribute talk about the loss of this fellow runner. 
  • Communications Committee—Jon Durand—would like content for Instagram. Send to him thru social media.

Community Service:

  • Weekly runs—getting thru the end of the host-sponsored runs.
  • Reading Hospital Race—Sunday, Oct 13, Beth Auman via email—there will be pace runners for half marathon. She need 2-20, 2-25, 2-30 pace runners (free entry and shirt included). The race could also use help for a variety of tasks including water stops, course marshals, bike leads/sweeps, and parking. Due to the assistance every year, Pacers are offered a $5 discount to the race via code: PACERS19, before Sept 30. Please contact Ellie Alderfer or Beth if you are able to volunteer.
  • Tom and Gwen Chobot sponsor an annual event, held this year on Tuesday, Oct 15, High School Cross Country meet, at Kutztown University, 3:30 to 5:30. They need volunteers, and the effort is much appreciated. 
  • Girls on the Run, will present next month. Tom Chobot is facilitating.

Membership committee: No report

Old business:

  • Trail maintenance—Mike Yoder—the ski slope needs some trees taken out, probably to be done on 21st or the 28th. They will make and clear a better area for the Margaretville aid station to get it off of Church Rd.
  • New signs—Mike Whalen—they are done and in the shed
  • Trailer—has arrived. Mike Whalen drove it to the meeting site for attendees to see. It needs internal configuration. They went with a taller vehicle. Mike wants to coordinate getting things out of the shed. The first race where the trailer will be used is for Blues Cruise. It will be parked at Storage World, and the goal is to stop using and paying rent for the shed. Steve is looking for a decal source for the outside of the trailer. If anyone knows of a company that does good work, please contact him.

New business:

  • The club has received donations in memorial to Jim Cramer, so we are discussing how to donate. Shaun Luther recommends the Horseshoe Trail Association. Shaun will also check with the Lancaster Road Runners, as they received donations in Jim’s honor as well.

Minutes from the General Meeting (August 2019)

General Meeting Minutes

Date: August 8, 2019

Time: 7 p.m.

Location: Blind Hartman’s Tavern

Treasury Report – Shaun Luther—111% of target; down since last month due to expenses for Blues Cruise and payment for mailing for the fall. Question asked about comparison of races to last year: Shaun says most races are up for revenue-to-expenses.

Races:

  • Charlie Horse—Libby—directors need to have a meeting. Going well otherwise
  • Run for the Ages: No report
  • Grings Mill—Caroline Hill—406 total runners registered/354 finishers. More this year in sponsorships allowed for some excellent prizes. Better control of expenses equaled much better profit for this year. Some felt the 5K was a little longer than 5K. Probably would like to wheel measure next year. Caroline thanked the volunteers.
  • Blues Cruise—Dan Govern—registration at about 200 right now. All swag is ordered: going with Patagonia long-sleeve shirt (women’s and men’s cuts), and Headsweats hat with logo. Dan is upping the swag to attract more runners. The finishers’ medals are in. The overall male and female winners will receive ships’ bells for awards. Dan is going three deep for the age-group awards. He has some donations of Gu gel, 2Toms anti-chafing lube, and some towels. He is trying to get some other free items, and is using UltraSignup and Constant Contact advertising, and is considering a Facebook ad. He is thinking about some training runs, “fat ass” style, but he would need help with this.
  • Oley Valley Country Classic: No report
  • Kris Kringle—Polly Corvaia—starting to get artwork together for hoodies. Has more gnome figurines to give as awards. Permits to start in September. Application on line is available, paper format will be out soon. Possibility of chip timing discussed with PCS. One issue last year was parking which was congested getting to the start, so she is looking at some different start options. Looking for some assistance with the different aspects, where a volunteer would own a certain portion.
  • Shiver by the River—Sue Jackson—dates confirmed with the township, Muhlenberg. App will be out soon. Second Sunday of each month for the series. Working on the shirts. 
  • Jr. High Cross Country—Tom Chobot—Oct 19, (Fairgrounds) and Oct 15 (Kutztown, Tuesday) is the Senior High Event. 
  • Reading Hospital Friends Half Marathon, 5K, Fun Run—Ellie Alderfer—Oct 13, requesting Pacer volunteers for aid stations and to help with parking, which this year is near the Scottish Rite Cathedral. Drivers have to be kept out of the employee and visitor parking areas for the hospital. Aug 28, a Wednesday night run, will be a preview run for this event.

Committee Reports

Social Committee: Nothing definitively planned, due to the summer.

Communications Committee:

  • Newsletter—shout out given to Matt Brophy for taking over the newsletter. He has adapted the newsletter to a new web page format. 
  • Facebook—stats: about 1500 likes. There were a lot of post shares with the Special Olympics donation photo from the Charlie Horse race. 

Community Service: no report

Charity Committee: no report

Membership committee: No report

Old business

  • Membership promotion at the Grings Mill race—Jane Setley—she was not able to get a membership table for event, just too much going on for that day. Would still recommend a separate effort to do this at each race, though, just not to have the race director try to coordinate.
  • Trailer: Steve Maguire—still need to pick one out. Mike Whalen is available to assist. Goal is to get before Blues Cruise.
  • Trail maintenance: Mike Whalen is doing some clearing this weekend. Then possibly 2 weeks prior to Blues Cruise to have a more formal event. Bridge in our area is in poor shape, so will need to address further.
  • Phil still needs help with Sunshine Committee.
  • New signage: Mike Whalen—showed some options that can be printed out for about $5 each. He can supply the chloroplast and the wires, so he will take care of this. 

New business

  • Jim Cramer, loss of our fellow runner—celebration of his life on Aug 25 at Camp Swatara (tentative).
  • Andrea, a new member: she is involved with Girls on the Run. She would like more involvement from the Pacers, such as sponsorship, especially to fund scholarships that provide the cost to some of the worthy girls who want to do the program, or as volunteers at the event. This will be brought to the board. Tom Chobot will follow up with Andrea for what Pacers can do to assist.
  • Issue of a free entry to races will be address at the next race directors meeting.

Minutes from the General Meeting (July 2019)

General Meeting Minutes

Date: July 11, 2019

Time: 7 p.m.

Location: Blind Hartman’s Tavern

Presentation to Special Olympics: The check from the Charlie Horse run proceeds was presented to the Special Olympics representatives. The families, athletes, and their global messenger thanked us for our continued support to their organization and the support of their athletes. 

Treasury Report – Shaun Luther—131% of target. Nothing out of the order to report.

Races:

  • Charlie Horse: No report
  • Run for the Ages: Donna Hey—About 170 people ran. Nolde Forest received 50/50-ish split (favored towards Nolde) of the profits of the race, the extra donations, and raffle proceeds. Motion made to make donation to Nolde Forest, seconded, and approved by the membership.
  • Grings Mill: Caroline Hill and Jane Setley–so far 92 registered runners, a little down from previous last year, so they will be increasing the e-mail blasts. Registration closes on 7/31. Setting up on Saturday, 8/3, from 8 to 12. They have tank-style t-shirts this year. 
  • Blues Cruise—Dan Govern—registrations down a bit. He wants to bring people back to the race, so Dan is looking to upgrade the swag. He has chosen to give a finisher’s medal this year, as well as, possibly, a winter beanie hat or Patagonia long sleeve winter running shirt. Dan will incorporate a branding theme of the anchor and nautical wheel. He is changing the food, and suggestions are welcome on what would be a good offering. Trail clean up to be announced.
  • Oley Valley Country Classic: No report
  • Kris Kringle: no report
  • Shiver by the River: Sue Jackson, starting to confirm the dates. Some of the paving in the development has been done, so this should improve the course. Tiffany Pantoja is joining as a race director to assist Sue and Kelsie Jackson. 

Committee Reports

Social Committee:

  • Bike ride in the fall—Caroline Hill—date to be determined.

Communications Committee:

  • Newsletter—Matt Brophy is taking over, and going more towards a news blog style. Thanks to Beth Auman for her efforts over the years with this. The email address for the newsletter is:  Editor@pagodapacers.com
  • Constant Contact emails–Polly Corvaia updated the information and can be used by the group.

Community Service:

  • Weekly runs: 8/28 is now open—contact Phil if interested in hosting or switching with that date.
  • Reading Hospital Race—Beth Auman would like added to the minutes that she is asking the Pacers to support the race as volunteers, as they have in previous years. Ellie Alderfer will coordinate the Pacer volunteers.

Membership committee:

  • Membership suggestion: Jane Setley suggested a trial offering of new memberships at the Grings Mill run. The new memberships, for the regular price of one year, would be good for the rest of 2019 and the entire 2020 year, and also give few raffle tickets. She also recommends a Pagoda Pacer membership table at all of our own races. Motion made to take new membership applications at the race (that day only) that allows new members to get the bonus months, seconded, and approved.
  • It was suggested that an effort be made to wear club shirts/colors at races for representation, as other clubs do.

Old business:

  • T-shirts sales coordinated by Jim Demsko went well, and will be available on 7/17 for those who ordered. This type of offering will likely be available again.
  • Trailer—still looking for trailer in a good price range. Two sellers in mind for the purchase.
  • New signs for race directions: still needs to be purchases. Mike Whalen will look into this.

New business:

  • Mike Whalen mentioned getting a Pagoda Pacer-branded swag bag to be used for all races, with the idea that purchasing in bulk will lower the cost.
  • Board of Directors meeting
    • Phil Lechner has asked for some assistance with the Sunshine Committee.
    • Beth Auman is stepping down as editor of the newletter.
    • Charlie Horse and Run for the Ages need volunteer support in the race director positions.
  • Charlie Crowell is directing a mini-triathlon, $20, at the Twin Valley pool. A very good introductory event to triathlons. He has further details, if you are interested.