Club Northwest

Meeting Minutes

March 9, 2009



Tony Young, John O’Hearn, Saul Kinderis, Regina Joyce, Shelley Neal, Bill Roe ,  Ed Haywood, Will Conwell, Nick Fleming, Ed Ledger


GUESTS:  Audra Smith, Tom Cotner


CONTRACTORS:  Becca Gillespy-Peter, Martin Rudow


Openings:  Meeting called to order at 7:31PM by Saul Kinderis.


Motion to approve February 2009 minutes made by Ed Ledger and seconded by Tony Young and passed.


Minutes:  John O’Hearn. 


John OHearn to send February minutes to Chuck for posting on the website.




  • February 2009 beginning  balance all accounts:  $16716.79.
  • Promotion events did pay us our half of Resolution Run receipts ~$4300.  We also debited office costs of $400 to their account to help pay down their debt to us.
  • Discussed some specifics about Cross Country National Budget (~$17K) so Shelley can get going on tickets and plans-as well as some other issues with respect to the Track Nationals-but that budget is still being finalized based on number of runners and potential higher costs in New York City.



Northwest Runner:   Martin Rudow


  • Northwest Runner brought in $4256 to Club Northwest in February.  This was the 5th consecutive record issue for total ad billings.
  • The course for the Rock and Roll Marathon in Seattle was just announced-we discussed how we might market Club Northwest at this event with giveaways or perhaps being in the EXPO-however it costs $3000.



MEMBERSHIP:  Becca Gillespy


  • The Annual Meeting will be April 13 at Promotion Events offices-the social hour will be 6-7PM, the meeting to be 7-8:30
  •  Becca to send out the Annual Meeting notice, Molly Loesche has resigned to pursue other interests so her portion of membership will be picked back up by Becca with some assistance by Bill Roe.
  • Ed Ledger and Ed Haywood both talked about how to increase membership, some great ideas of better shirts for renewing members or Club Northwest coffee cups.
  • Also discussed was improved email marketing utilizing our member/runner lists from races and various databases-Chuck Bartlett can assist us here.
  • We need to do a better job touting the features and benefits of Club Northwest right on the website and the magazine as well as considering adding a service component or mention-what members might do that helps the community, etc
  • All Board Members are in agreement that we need to do a better job appealing to the average runner-we need more members of all kinds!
  • We are considering a social event at a track meet 6/13-maybe a BBQ afterwards.  We have our first social event planned for 3/28/09 at Magnuson with a band set up by Saul.
  • Ed Ledger also looking into costs to set up a new flyer that can be used as a handout at races or stuffed into magazines.  He has someone designing it and Nick will investigate printing costs.
  • Bill Roe brought up the need for a volunteer coordinator again



EVENTS:  Becca Gillespy


  • Super Jock and Jill Winter Grand Prix: we made a total of $75 on the series-we did not expect to make money since all other years we lost.  This year was a success with new help for volunteers-thanks to Nathan Hale and selected members of Club Northwest like Shelley and Nick for coming through with key donations or help week after week.
  • The Whidbey Marathon 3/29/09 needs volunteers-contact Promotion Events
  • 4/19/2009 is the new Earth Day Run in Shoreline-Bill Roe sent a note out to the membership reminding them of this-a former runner/student of WWU is putting it on-we are loaning some equipment.
  • We need to sell events for the Spring Break Open $50 each, notification of the social party afterwards will be sent out to the membership base soon.
  • For Spring Break Open Rod/Dante will handle the timing
  • We also need to sell sponsorships for All-Comers, never too soon to start.  We have all of the ribbons for the year thanks to Bill Roe.


TEAM:  Shelley Neal/Becca Gillespy


  • Working on budget for Track Nationals and we discussed how many athletes we might take and some of the logistics, shooting for 10 men and 10 women.  The meet is in July-we hope to have a strong 4th place team-at least.
  • Went over team selection for Club Northwest and all were in agreement with the final list-Audra Smith was added as our last athlete this week.  She is a multi-sport athlete. 
  • We are still dealing with uniform issues since Brooks is not handling much in the way of orange clothing these days-Becca is trying to purchase all of the product she can at bargain prices from Brooks Outlet group-and get it screened later.


WEB:  Chuck Bartlett


  • No report



PNTF/USATF/MISC:  Becca Gillespy


  • No report but the 6/13/2009 meet may be the PNTF Championships




  • For the annual meeting board positions 4 (Shelley), 5 (John O), 6 (Ed Ledger) are up and will be voted on.


Motion made to adjourn by Tony Young at 9:02PM and seconded by Will Conwell.


Next meeting 4/13/09