Tag: Meeting Minutes

Pagoda Pacer A.C. Monthly Membership Meeting

Thursday, September 12, 2024

Mohnton Fire Company

Lisa Domeshek presided

Michelle Henry recorded minutes

22 members in attendance

CALL TO ORDER at 7:00pm

Minutes from August meeting were accepted as posted

Kim Murphy, President of Berks Nature, conducted a 30 minute forum to collect feedback from members about priorities for outdoor resources and natural spaces in Berks County.

REPORTS

Treasurer Report (Shaun Luther)

Grings Mill Race Report (Jason Karpinski)

Statement from the Board of Directors

Jason would like to step away from directing the Grings Mill race.  He is willing to work through transition with a new director for 2025.  However, the situation was discussed at the August Board of Directors meeting, and the Board recommends that the club consider discontinuing the Grings Mill race.  We expect to bring a motion, debate and vote at the October meeting with advance notice in the October newsletter.  This was not a unanimous opinion from the Board.  The size of the club has decreased over the last decade.  This action is intended to reduce the commitments of the club and avoid overextending our race directors and volunteers.

NEW BUSINESS

Club Elections (Lisa Domeshek)

MOTION:  Specify the procedure for 2024 club election as follows:

• Matt Brophy to conduct the election online in a manner similar to 2024.
• Nominations to be accepted until October 24.
• Voting to occur online from Nov 4 to Nov 14 at 5pm.
• Results to be announced at the November 14 membership meeting.

Motion was approved.

MEETING ADJOURNED at 8:06 pm

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Pagoda Pacer A.C. Monthly Membership Meeting

Thursday, October 10, 2024

Mohnton Fire Company

Steve Vida presided

Susan Jindra recorded minutes

23 members in attendance

CALL TO ORDER at 7 pm

Minutes from September meeting were inadvertently not posted

Minutes from both September & October meeting will be posted with November newsletter

REPORTS

Treasurer Report (Shaun Luther) – Balance $87,785 (137% of Target). The CD’s are currently auto rolling over to 12 month CD’s. 

Blues Cruise Race Report (Mike Whalen and Elaine Cook) – There were 176 Finishers, 8 Relays, 24 No Shows and 25 DNF’s. The historical average DNF is 10. This was the first year with hard cutoffs at the aide stations. The Race Directors are considering changes for next year’s race that should reduce the number of DNF’s (eg. extend the race 30 minutes, add time to cutoffs after more difficult sections of the trail). 

The race had a profit of ~$12k. There were ~100 volunteers, lots of vendor discounts and donations. 

Triple Trail Challenge (Shaun Luther) – After Blues Cruise, the final race, there were 20 Finishers, 3 No Shows and 5 DNF’s. 

NEW BUSINESS

Complimentary Pagoda Pacer Memberships for Triple Trail Challenge Finishers (Sean Luther)

Sean Luther moved that “the club gives each of the 20 Triple Trail Challenge Finishers a 

complimentary one year Pagoda Pacer Membership.” The motion was approved without debate. 

Race Results Coordinator (Steve Vida)

Amy Bird has requested to step away from this role after 2.5 years. Matt Brophy agreed to allow members to email results directly to him for inclusion in the newsletter. The separate role of Race Result Coordinator is no longer needed.

Board of Directors Vacancy (Steve Vida)

Jason Karpinski is resigning from his elected position of the Board of Directors effective October 10. His elected term lasts until the end of 2025. Steve Vida moved that “Jason’s position on the Board of Directors remain vacant until the November 2025 election.” The motion was approved without debate.

Membership Coordinator (Steve Vida)

Jason Karpinski is stepping down from the role of Membership Coordinator. Susan Jindra is the new Membership Coordinator.

Run for the Ages (Blair Hogg)

Kristen Rothenberger will join Blair Hogg as co-director of Run for the Ages. The race date is being moved in 2025 to June 15 which is Father’s Day.

Grings Mill Race (Steve Vida)

Steve Vida moved “to discontinue the club’s Grings Mill race.” The motion was approved after debate. 

MEETING ADJOURNED at 8:20 pm

Pagoda Pacer A.C. Monthly Membership Meeting

Thursday, August 8, 2024

Mohnton Fire Company

Steve Vida presided

Susan Jindra recorded minutes

23 members in attendance

CALL TO ORDER at 7 pm

Minutes from July meeting were accepted as posted

REPORTS

Treasurer Report (Shaun Luther) – Balance $87,277 (136% of Target). The charitable donations to Special Olympics and Friends of Nolde Forest were made this month. The CD’s are renewing for 12 month terms.

Future Berks Nature Presentation (Steve Vida) – the presentation is scheduled for the first 30 minutes of the September Pacer’s Monthly Membership Meeting.

Pagoda Pathfinder Program (Steve Vida)

MOTION:  Authorize Andrea Thrush to conduction additional sessions of the Pagoda Pathfinders program for beginning runners.

The motion was adopted without debate.

UNFINISHED BUSINESS

None

NEW BUSINESS

None

MEETING ADJOURNED at 7:30 pm

Pagoda Pacer A.C. Monthly Membership Meeting

Thursday, July 11, 2024

Mohnton Fire Company

Steve Vida presided

Susan Jindra recorded minutes

23 members in attendance

CALL TO ORDER at 7 pm

Minutes from June meeting were accepted as posted

REPORTS

Treasurer Report (Shaun Luther) – Balance $88,922 (139% of Target). 

Charlie Horse Race Report (Shaun Luther) – the race netted a total of $4,770, including $340 direct donations. The motion was passed to donate $2,555 to the Special Olympics.  

Triple Trail Challenge (Shaun Luther) – Shaun will email the 45 runners, who completed the Charlie Horse and Race For the Ages, to encourage them to register for the Blues Cruise Race.

Race for the Ages (Blair Hogg) – the race had 180 participants and netted $4,074, including $224 donations. One vendor also donated their fee of $450. So, the Pacers will donate a total of $2,561 to Friends of Nolde Forest.

UNFINISHED BUSINESS

None

NEW BUSINESS

Future Berks Nature Presentation (Steve Vida) – Berks Nature is celebrating their 50th Anniversary, so they are trying to schedule 50 presentations about their organization. After a short discussion the motion was adopted to have Berks Nature give a 30-minute presentation at the September Monthly Membership Meeting. 

MEETING ADJOURNED at 7:35 pm

Pagoda Pacer A.C. Monthly Membership Meeting

Thursday, June 13, 2024

Mohnton Fire Company

Steve Vida presided

Susan Jindra recorded minutes

19 members in attendance

CALL TO ORDER at 7 pm

Minutes from May meeting were accepted as posted

REPORTS

Treasurer Report (Shaun Luther) – Balance $87,530 (136% of Target). Shaun filed taxes by the deadline. Shaun, Steve and Susan finalized the 4^th CD.

Charlie Horse Race Report (Shaun Luther) – there were 130 and 39 runners for the Charlie Horse and the Dirty Pony respectively. The race turned a profit of $4,500. 

Triple Trail Challenge (Shaun Luther) – Shaun will email the 130 Charlie Horse participants to encourage them to register for the Race For the Ages.

UNFINISHED BUSINESS

None

NEW BUSINESS

Membership Application Update (Steven Vida) – The Board of Directors reviewed the membership application at their May meeting. Jason Karpinski will present an updated application at a future club Monthly meeting.

Purchasing a New Pop-Up Tent (Shaun Luther) – Shaun explained that one of the Pop-Up Tents used at the Charlie Horse Race was in bad condition (ie. held together by strings). He suggested the Pacers start looking for another Pop-Up Tent to purchase.

MEETING ADJOURNED at 7:25 pm

Pagoda Pacer A.C. Monthly Membership Meeting

Thursday, May 9, 2024

Mohnton Fire Company

Steve Vida presided.

Susan Jindra recorded minutes.

22 members in attendance

CALL TO ORDER at 7pm

Susan Jindra appointed Secretary by the President.

Minutes from April meeting were accepted as posted.

REPORTS

Treasurer Report (Shaun Luther) – Balance $87,923 (137% of Target). Shaun will finish taxes by the deadline. He will also finalize the 4^th CD.

Membership Report (Jason Karpinski) – Currently membership totals 252 (individual 109 & family 143) which is down slightly from this time last year. Jason shared items on the Membership Application that need to be updated. 

UNFINISHED BUSINESS

None

NEW BUSINESS

Steve Vida moved that “participants in the 8-week beginner runner program are not required to register for the Grings Mill race.”  The motion was adopted without debate.

MEETING ADJOURNED at 730pm

Pagoda Pacer A.C. Monthly Membership Meeting

Thursday, April 11, 2024

Mohnton Fire Company 

Steven Vida presided

Mihai Sanchez recorded minutes

29 members in attendance 

Call to order at 7:01 p.m.

Minutes from March meeting were accepted

REPORTS

Treasurer Report was given by Shaun Luther. Account balances are 136% of current target. Revenue from the Shiver series and expenses from Constant Contact were discussed.

Shiver by the River race report was given by Sue Jackson. Jim Dietrich Park is officially reserved for next winter.

Scholarship Committee report was given by Beth Kohl. The scholarship recipients are Shannon Govern and Kenzie Padilla (children of Pacers) and Addie Cohen and Aiden Konetsky (Berks County cross-country students). Katie Beane will soon take over charing the committee.

Run for the Ages race report was given by Blair Hogg. Registration is nearly 25% full (45 out of 200 spots are full). Volunteers are needed.

UNFINISHED BUSINESS

None

NEW BUSINESS

Steven Vida moved to adopt a program designed and facilitated by Andrea Thrush for new / beginning runners. Through discussion, an amendment was proposed that participants should also register for the Gring’s Mill race in August. The motion with this amendment was adopted.

Meeting adjourned at 7:38pm.

Pagoda Pacer A.C. Monthly Membership Meeting

Thursday, March 14, 2024

Mohnton Fire Company 

Steven Vida presided

Mihai Sanchez recorded minutes

20 members in attendance 

Call to order at 7:05 p.m.

Minutes from February meeting were accepted

REPORTS

Treasurer Report was given by Steven Vida in place of Shaun Luther. Account balances are 134% of current target. A spending plan for 2024 was presented.

Shiver by the River race report was given by Sue Jackson. Overall, the series was a success, but some minor changes are in the works for next year.

Run for the Ages race report was given by Donna Hey. Donna will step down after this year, and Blair Hogg may need a co-director. Members who are interested should contact Blair or Donna.

Oley Country Classic race report was given by Steven Vida, in place of Lenny Burton. This year’s race will be on Sunday, November 3, at Oley Valley High School.

UNFINISHED BUSINESS

None

NEW BUSINESS

Matt Brophy moved to form a mixed-gender Pagoda Pacers Softball Team and register it with Heyday Athletic’s new “West Reading / Lehigh Valley” Spring league. The motion was approved after discussion.

Meeting adjourned at 7:43pm.

Pagoda Pacer A.C. Monthly Meeting

Thursday, February 8, 2024

Mohnton Fire Company 

Called to order at 7:00 p.m. by Steve Vida

35 people in attendance 

Agreed to agenda

Accepted minutes as corrected from the January 2024 meeting

Treasurer Report:

• 140% on target
• $2000 donation to Oley
• $700 donation to Opportunity House for Grings Mill

Pacer Passports:

• 2024 Passports are available

• If physically unable to run a pacer race, there are alternatives available
  • Speak to Steve and Michelle
• People responsible for signing at each event are listed on the passport
• One week grace period to sign the passport after the event date 

Race Director(s) Report: 

Shiver by the River:

• Could use more volunteers
• Thank you to the volunteers
• If you are debating whether you should volunteer or race, RACE!!!!

Race Donation Policy:

Georgine moved that the club adopt a default policy such that when a club race benefits a charity, the race profits will be split 51% to the club and 49% to the charity.  The motion was adopted after debate.

Announcements:

Race Mates:

• Working with I AM Able Foundation
• March 16, 2024 is the I AM Able Bash at the Plex at Alvernia
• Track Event

Meeting adjourned by Steve Vida at 7:44 p.m.

General Meeting Minutes

Date: January 11, 2024

Time: 7 p.m.

Location: Mohnton Fire Company

Treasury Report – Shaun Luther – 151% of target, which is a positive for the first time in a few years. Income is up from the races with most of the Shiver by the River income included.

Races:

• Blues Cruise 50K (completed for 2023) – Mike Whalen –
  • 2024 race is scheduled for Sunday, October 6
  • Final race of the series
  • Four-people legs
  • 1st leg is sprinter
  • 2nd is voyager
  • 3rd is mountaineer
  • 4th is closer
  • 5k or 10k per person
  • Can be a two person team
  • New course record labeled as a relay record separate from the solo/individual record
  • Mixed team must have at least two females

• Oley Valley Country Classic (completed for 2023) – Barry Goodhart –
  • 217 runners participated between the two races, still below average prior to covid (5K and 10-miler). 
  • A decent profit was made, however, Barry says we still need to build up participation. 
  • $2,000 to be donated to the Oley Ambulance Fund

• Kris Kringle 5-Miler (Sunday, December 31, 2023) –
  • Lisa was very pleased
  • Made $12K
  • 25% improvement from 2022
  • 633 registered
  • 542 finishes
  • Michelle and Lisa did pre-order swag and saved $1,500
  • RunSignUp was a huge success, saved a lot of money
  • No paper checks
  • Email marketing could be through RunSignUp which is included in the cost

• Shiver by the River 5K and 10K (first race is Sunday, December 10, 2023) – Sue Jackson –
  • Always need volunteers out on the course
  • There will be a sweeper assisting with volunteer relief notification.
  • The course will be run backwards this year. 
  • As always, Sue prefers anyone to run over volunteering, if that becomes a conflict. 

Pacer Passport

• 17 completed in 2022
• 26 completed in 2023 (16 duplicates from 2022)
• To be continued in 2024
• Must participate in 4 group runs or bike runs, 3 monthly meetings, 2 volunteer, 1 register for one pacer run
• Purpose to give something fun to improve Pacer involvement
• Gets more people involved
• Go to whoever is in charge of the event
• Swag is a transition towel with the Pacer logo for 2023 finishers

Community Service

• Opportunity House went well this past Monday, January 8.
• Meatball sandwiches were a success.
• Thank you to all the volunteers.
• Fleet Feet Teddy Bear Trot on Saturday, February 10 starting at Sly Fox

Membership committee: Jason Karpinski –  

• Volunteer swag will be purchased.
• Volunteers getting race swag is to the discretion of the race director.
• One-and-done for 2024.

General Meeting Minutes

Date: November 9, 2023

Time: 7 p.m.

Location: Mohnton Fire Company

Treasury Report – Shaun Luther – 118% of target, which is a low amount historically. He is asking for info from the race directors in order to get the RRCA insurance in place before the end of the year.

Races:

• Blues Cruise 50K (completed for 2023) – Mike Whalen – Volunteer shirts are still available. Blues Cruise beer glasses, coffee mugs, and clothing items will be for sale in the RUseeN online store (look under ‘clubs, Pagoda Pacers’). Items can be shipped (at a cost) or picked up at RUseeN in Sinking Spring (no shipping charge).
• Oley Valley Country Classic (completed for 2023) – Lenny Burton – 217 runners participated between the two races (5K and 10-miler). A decent profit was made. The Oley Fairgrounds venue is already booked for “our day” next year, so the date for 2024 is TBD. Barry Goodhart thanked all the volunteers.
• Kris Kringle 5-Miler (Sunday, December 31, 2023) – L isa Domeshek about 115 registered so far, volunteers will be needed. 
• Shiver by the River 5K and 10K (first race is Sunday, December 10, 2023) – Sue Jackson – volunteers needed, especially for the course. There will be a sweeper assisting with volunteer relief notification. The usual post-race menu will be available. The course will be run backwards this year. As always, Sue prefers anyone to run over volunteering, if that becomes a conflict. Needs help with the trailer.
• Jr. High Cross Country Fall Invitational (completed for 2023) – Tom Chobot – 193 kids, 14 volunteers for the Junior High even. It cost the club about $1600 for awards, etc. Everything went well. For the High school event, there were 15 volunteers and 300+ kids. So that accounts for over 500 kids that the club interacted with and influenced this year. Plus, as a bonus, some of the volunteers had run these races previously as students.

Committee Reports

Social Committee:

• Skating social went well. Tiffany will gladly arrange again for next year. 
• Christmas party – Friday, December 1, have to buy tickets via RunSignUp. No annual dues renewal at the door. This can be done online – will have QR cards at the tables. The race directors will give certificates to their races for raffle prizes. 
• Our WallyBall location (Colonial Fitness) is closing effective November 10. No one is aware at this time of an alternate location.

Community Service

• Trail Maintenance – Mike Whalen – one tree removed from the ski slope.
• Long run, the Saturday after Thanksgiving – running from the Quarry to the Pagoda, about 13 miles. And then going to the Hop Yard after this for their holiday event (11 a.m. to 6 p.m.) The Pacers will have a table there – volunteering will count towards the Pacer Passport.
• Volunteers needed for the Girls on the Run table on November 18. Brittni and Cody did it last year, and said it was a lot of fun.

Membership committee: Jason Karpinski – will be sending out an email as a reminder to the membership, prior to the Christmas Party. And then will send out another one after the new year.

New business

• Curtis Musser, in the process of opening the apparel store for on-line purchases. Will update the design and have a few additional items. The store will be open November 17th to the 28th.
• Election results: Voting went smoothly – a few people did not get the ballot, which Matt resolved. 91 members voted.
  • Steve Vida – elected president for one year. He was gifted his very own Pacer cow bell by his sister, Michelle Henry.
  • Board of directors elected for two years: Michelle Henry, Sue Jackson, Jason Karpinski, and Curtis Musser.