CRC Board Meeting Minutes 12/4/2025
Attendees: Jena Winger, Elizabeth Carey, Meaghan McCluskey
8:00pm Jena Winger calls meeting to order
CRC is officially a 501(c)3
This is a meeting of the Board of Directors of Cascadia Running Camp
Jena: Officially, we are the board, the three of us. Mariah's interested in helping in an at-large capacity
Jena will keep Mariah up to date on the meetings, etc.
8:10pm Approval of the last meetings minutes
Jena motions to approve minutes
Elizabeth seconds
Motion carries
8:15pm Director Updates-Jena Winger
Updates coincide with new business, so we will cover that all in one go
Financial Update:
Established Business Bank Account with BECU
Still working on how best to access
Next Step- establishing Elizabeth as a second person on the account as Treasurer
Physical paperwork v. Online
Jena’s Mother (INSERT NAME) has volunteered as Bookkeeper
Will be able to take care of the day to day
Share Profit and Loss Document
Assuming 50 campers at $495 for the session
Quote from Parks and Recreation for permitting use of the Port Gamble trails- $250 (if we have less numbers, the quote could go down)- P&R are okay with waiting to get the permit as we get closer to knowing our numbers
Insurance: Concern that it would be greater than $5000; quote from insurance agent General Liability $742 and Accident Coverage for an additional $350 (acts as Event Insurance- needing to be within 90 days for commitment to these numbers) So just under $1100 - for the whole camp
Assuming 50 kids, 20 adults
Brooks Running is on board for $5000 Cash
Title Sponsorship would be $10,000
What we are looking for: 70 tech shirts- co-branded with Brooks and Camp Logos, shoes for staff, water bottles, and cash support between $5000 and $10,000- this would support scholarships, insurance, outside speakers, etc.
$10,000 would make Brooks Title Sponsor
Derek from Brooks is eager to be Title Sponsor, but is trying to find wiggle room- He can commit to $5000 from his department at Brooks-there might be added money from Community Impact Team-which could be earmarked for Scholaships-How many scholarships would CRC plan to offer ?
Brooks wants to do: $5000 cash, shoes for everyone, shirts for everyone- then Scholarship count-Cascadia Running Camp sponsored by Brooks Running
How would scholarships be given to athletes/teams
Other Updates
Still in search of a Food Vendor
Jena reached out to North Kitsap Food services, there was some interest, but will need to circle back
Look into running a Facebook ad or post for Food Vendors in the Kitsap area
Will be a major cost- Still unsure of what that will be
BECU- Will need to look into the payment portal set-ups for taking payments and how to set-up with the Business Account
Safety of payment processing, taking medical information, etc.
Need to publish website- and set-up payment for the website as well on Squarespace
Meaghan asks about Registration
Jena found Cognito Forms for registration
It will integrate with Squarespace and Square for the website and payments
Limitations potentially as we add more campers in the future- but for now, we will be able to take 50 campers release forms, etc.
Will we be able to download the information -since platforms and apps change, etc, will we “own” the information? Will we be able to export to a Spreadsheet
Do we have a medical person on staff? Nurse, EMT, etc.? Do we know someone who would be able to participate in that capacity?
CPR Certified/First Aid Certified
Elizabeth knows the Roosevelt Assistant Coach is an ICU Nurse -Elizabether has a short list she will be looking into
Registration Adds: School, Grade they will be going into, specifics around allergies
Do we want to offer discounts to teams?
Do we make a payment plan, or do we offer it as just one payment?
Can be more accessible to split the payments
Regarding Payments we will want to look at processing fees and what that may look like (taxes, etc) - can be 3% for CC payments
We will offer a Deposit and Pay-In-Full Option-How will we keep track of groups and payments
Will we be offering refunds?-Yes but will need to specify dates, or establish a hard line- and we can under promise, over deliver if necessary given circumstances- and ability to back fill spots
Sponsorship: This camp started at Wildwood last year, as they’ve built a camp from a forward-thinking space versus all the other camps that exist, and that is not something that has been available to boys.
Other camps have been inconsistent in terms of what they’re talking about in terms of nutrition, mental performance and a lot of those add-ons.
Recently it has been brought to our attention that coaches want to have a team camp, but cannot deal with the logistics of it, and are interested in having multiple team camps together- wanting to build community between teams. Specifically the South Seattle Schools and Kitsap County as well. A lot of kids are not able to afford to be able to go to camp.
Trying to serve a lot of areas, and the point is accessibility.
Scholarships can help with that- but what does that look like?
Building something new that is also filling a need- not just for individuals but for teams and whole communities
Mention of Marian of Highline HS- building a community running store in Renton.
Offering 10% of the camp Scholarships-are we assuming full or partial (or both) scholarships
What’s the need? Do we have data? (Elizabeth)
Do we go off of Public School Data in neighborhoods? Free and Reduced Lunch.
Need-Based Scholarships
10% is just shy of $2,500-Ask of the Brooks Community Impact Team
Do we have coaches nominate kids for scholarship?
Do we scholarship a whole team?
Can we incorporate video/social media into the mix somehow?
How has running impacted your life?
Each team who participates in camp gets a percentage of the scholarships to help with costs
Not excluding anyone from scholarship
Deadline for video submission- tag the instagram account
Putting the dates on Athletic.net- another option for marketing as well- can email coaches through the event.
Rad Boulder- potential option for Food Vendor (or someone like that) would be nice
Water solution: fill the containers/jugs daily -that is the job of someone each day (per the Boy Scout Camp)
Electrolyte Sponsorship? Meaghan will reach out to some people
Website- Meaghan asked everyone to take a look- check for copywriting, photos, etc. And update their bios for the site- she will build out the page for registration, as well as a contact form
Jena will need to attach the Google Workspace to the site- so we can collect emails, etc.
Next Meeting: January 6th, 2026.
With intended Go Live date of January 15th
Meeting Adjourned 9:03pm
