As a side note in the realm of the Membership Committee.  Pete Daly, although he has stepped down from the board, has agreed to continue to serve as the club Membership Guru (that's an official title).  Pete will continue to email renewals and new members with our letter and send thank you cards for donations. 

I believe that this is a good new precedent.  The board tapping general membership for tasks -- or in this case an ex-member continuing a task -- will serve us well to spread the tasks necessary to keep the club in good working order.

I would assume there are no objections to this notion, but should there be, discussion is welcome.

Matt has been handling our Road Runners Club of America (RRCA) annual renewals.  There has been discussion about dividing this duty.  Matt, I'll let you take the lead in to further discussion.

The RRCA club renewal is a once a year thing and it's pretty simple.  It happens towards the end of the year and here are the steps an what it involves.  

Update RRCA Membership:
1) Go through application and pay with CC: Paid $2803 in 2020. This is primarily to get our insurance coverage.
2) Update race listing so they are covered for insurance
3) Upload club membership roster
4) Do insurance for equipment too. Look at list and ask Dan to update it. Paid $426 in 2019 for 2020

http://www.rrca.org/forms/login/login?target=/users_only/applications/CompanyApplicationFormPublic/

We take $2mm on liability
We take $1mm on volunteer coverage

I'll help the person that takes it over and we can do this together the first year with a screen share.

This a good thing to know especially given our effort to distribute the load and operation of the club to more folks.

I suggest one individual, board member or appointed person, assume all RRCA related duties.
1. Complete and submit annual RRCA club renewal application each December that Matt refers to above.  
2. Manage RRCA insurance program with Star Insurance. This would involve submitting our annual Equipment Inventory Insurance, and online processing of Additionally Insured Certificates for Race Directors.

@dlehmann

I would be happy to take on this duty.

@acasseday

Excellent, it's done!

#2 CPR/Basic First Aid Training. As discussed in October eBoard meeting, advice from medical friends is training will provide the most effective and  and best "bang for the buck"results. That along with communication and our suggested Medical Guidelines.

The training options I researched last fall still stand, the issue is encouraging RD's and Volunteers to participate. Adam recently spoke with a person who may come a provide instruction at our Annual in July. I'll let him explain.    

#1 Research into satellite communication devices.

There can be a Medical Emergency at any of our races.  Our race locations are in the woods off the main roads. Fortunately many have cell phone coverage, EMS or VFD onsite with effective radio coverage. I think Highlands, Trilogy and maybe Sasquatch are the outliers. Remoteness and access of Highlands and Trilogy make them even more difficult. The past two years we have experienced medical emergencies at Highlands. We have two-way radios and some cell coverage, but there are still no-coverage areas, many at Trilogy.   

At the Trilogy last October we borrowed and tested two units; Spot-X and Garmin inReach. The Garmin proved more suitable. Like any new tech product, training and practice is needed. However we got moderately efficient in short order.

The units cost $450. A satellite subscription plan is also required. There are annual plans, and monthly plans that can be activated for one month and turned off. The Basic monthly plan fee is $35.

Four units would service the remote locations at Highlands and Trilogy. That would be $1800 unless we can work a better deal getting four, plus $70/year to activate for the two events. They could be shared with other races if needed. These units would need maintained and stored soundly indoors when not in use like our other electronic equipment.

https://buy.garmin.com/en-US/US/p/561269

I see two basic option for our CPR/First Aid Training: 

1) We pay for members to do it on their own:

Lehmann's report from October:  There are 6 WV Public Service Training facilities across WV.  One of their many duties is EMT certification and First Responder training etc. I reached out to the Clarksburg for info on CRPR, First Aid, AED classes. A fellow named Mike was very helpful. They hold classes in all 6 regions about 6 times a year. He suggested the ECSI, Emergency Care & Safety Institute, course would meet our goals. The cost is $15 a person. He said if we had a group they could do a special class for us, but as the conversation progressed he understood we were all over WV and just signing up for the class in the closest location would make most sense; Clarksburg, Charleston Beckley, Martinsburg, Parkersburg, Wheeling. 

2) We bring someone on-site for the Annual Meeting:  I work with a local paramedic that is a certified CPR/First Aid instructor.  She is interested in coming up to Spruce Knob in July and doing a 30-60 minute course.  Of course we would have to discuss compensation, but I first simply broached the subject of interest since I did not have firm dates to provide.

Thoughts and discussion for next steps?

@acasseday

I agree that option (2) is well suited for our club. Many of the attendees at the Annual Meeting are also repeat volunteers. If the compensation is reasonable, then that would be a good option for those attendees. Let's do this training in the morning before any run and post-run activities get in the way.

I think that we should also set aside some money for option (1). To reiterate my post on Item 1: Minutes, at only $15 a piece, we can afford to reimburse (or prepay) for people to attend training that is convenient for them given (a) they are in good standing with the club, and (b) they promise to volunteer at a race within the next year. Obviously, it will be difficult to enforce item (b) after the fact, but it's still in good faith by the club. I think the club has the available finances and this is a good benefit for our members. We can also limit the amount of money we give to this. Providing enough money for 20 people is only $300.

1) Buy the satellite communication devices 

2) Do the CPR and First Aid trainining at the Annual Meeting and if any RD or RD's helpers wants to get trained we reimburse for the class up to a reasonable amount.  There's nothing better to spend time and money on than efforts to increase runner and volunteer safety.

@matt

Do you wish that to be a motion Matt?

I believe option 2 is a great way to get more involvement that just relying on our club members to do this on their own via the web.

I move to 

1) Buy the satellite communication devices 

2) Do the CPR and First Aid training at the Annual Meeting and if any RD or RD's helpers want to get trained we reimburse for the class up to a reasonable amount.