CRC Board Meeting Minutes 9/30/2025

Attendees:

• Jena Winger (President/Chair)

• Meaghan McCluskey (Secretary)

• Elizabeth Carey (Treasurer)

1) Call to Order

• Meeting called to order by Jena Winger.

2) Mission & Vision

• Mission (approved wording): “Cascadia Running Camp helps high school distance runners grow into confident, resilient humans by providing opportunities and tools to develop mental and physical skills for sport and life.”

• Vision (reviewed): “We envision a future where every runner, regardless of gender identity, background, or ability, has access to high‑quality coaching, meaningful community, and tools to thrive in their sport and beyond.”

Decision: Mission and vision affirmed with the grammatical edit.

3) Articles, Bylaws & Governance

• Initial Directors: Jena Winger, Meaghan McCluskey, Elizabeth Carey.

• Registered Agent: Jena Winger.

• Board Size: 3–15 members; terms of 3 years, renewable.

• Officers: President/Chair, Vice Chair (future), Secretary, Treasurer.

• Meetings: Minimum two board meetings annually; committees may be established as needed.

• Conflict of Interest: Board members will not receive compensation while serving; annual disclosure/recusal policy to be adopted and posted publicly; maintain records of determinations.

Motion: Adopt Articles and Bylaws as presented.
Vote: Passed unanimously.
Note: A standalone Conflict of Interest Policy to be finalized and formally adopted at the next meeting.

4) Election of Officers

• President/Chair: Jena Winger — nominated by Meaghan; approved unanimously.

• Secretary: Meaghan McCluskey — nominated by Jena; approved unanimously.

• Treasurer: Elizabeth Carey — nominated by Jena; approved unanimously.

5) Fiscal & Banking

• Fiscal Year: January–December.

• Banking Authorization: At least the Treasurer and one additional officer (likely President/Chair) will have account access.

• Bank: Jena to explore using Liberty Bank (current Wingman bank) if remote signatures are possible; otherwise evaluate an institution accessible on both the Seattle and Kitsap Peninsula sides.

• Open Question: Can a bank account be opened prior to IRS 501(c)(3) determination? Secretary to confirm.
  
  

6) 501(c)(3) & State Filings

• EIN: Filed (Jena).

• State filings: Jena submitted an application via WA Dept. of Revenue but will confirm whether it was nonprofit incorporation and/or charitable solicitation registration.

• IRS Application: Board approved proceeding with 501(c)(3) tax‑exempt application.

• Public Transparency: Minutes, bylaws, COI policy, and required documents to be posted on the website once established.

• Ongoing Compliance (post‑approval): Annual IRS Form 990; WA Secretary of State report; charitable solicitation renewals; board meeting records; COI compliance.

7) Program Roles (Year 1)

• Camp Director (Jena): Daily operations, fundraising, program design, nonprofit formation.

• Counselors & Coaches: Mentoring, group sessions, safety.

• Food & Nutrition Director: Meals, nutrition logistics/education (see updates).

• Marketing & Communications: Branding, outreach, sponsor visibility (Secretary to coordinate).

8) Key Dates & Registration Window

• Camp Dates: Thu–Sun, July 16–19, 2026 (4 days).

• Target Registration Window: Mid‑December to late January (avoid Jan 1; consider mid‑January open).

• Pre‑Reg Option: Consider non‑pay “save my spot” list or small refundable deposit; “Mark your calendars” communication during holidays.
  
  

9) Prerequisites Before Registration Opens

• Food vendor/lead locked in.

• Insurance secured (prefer event‑specific coverage over full‑year policy if feasible).

• Website live with registration capability, payment processing, and all waivers.

• Bank account set up to accept payments.
  
  

10) Operations Updates & Open Items

Food:

• Elisa declined Food/Nutrition role. Jena contacted Tony (local school district food service lead; prior restaurant & CSA experience). Positive initial response; potential access to a local kitchen; used to scale. No agreement yet.
  

• Working P&L assumes $3.50/snack and $5.00/meal per person as starting estimates (based on Boy Scout camp director guidance).
  

Insurance:

• Event‑specific coverage preferred; prior path indicated ~$5,000 annual minimum, which is high for Year 1. Jena researching alternatives.
  

Permits/Trails:

• Kitsap Parks & Rec oversees trail permits. With 501(c)(3) pricing, estimated trail permit fee ≈ $250 (nominal); process more involved than hoped but manageable.
  

Sponsorships & Funding:

• Camper fee target: $495. With 50 campers, gross revenue ≈ $24,750 before scholarships; assume ~10% scholarships for accessibility (net > ~$22k, rough).

• Primary sponsor target: Brooks (meeting with Garrett Heath; prior range signal from Derek: ~$100 per camper; clarify cash vs. gear).

• Consider gear in‑kind (shirts for all, staff shoes, water bottles) and/or presenting sponsor (multi‑year). If exclusivity requested, require adequate compensation.

• Explore additional/secondary sponsors (e.g., HOKA contact; tech reps on different days).

• Pursue local micro‑grants (e.g., Walmart $500 gift cards quarterly) for equipment/supplies (tents, bands, etc.).
  
  

Counselor/Coach Compensation:

• Benchmark: Many camps do not pay college‑age counselors (gear/food/lodging instead). Coaches may receive modest stipends at some camps, but Year‑1 budget likely prioritizes in‑kind gear; revisit as sponsorship grows.
  

Speakers/Education:

• Nutrition: Priority paid content (e.g., Heidi or aligned RD speakers). Also explore no‑cost speakers (Seattle Children’s RD; local hospital/clinic RDs).

• Strength & Conditioning: Favor on‑site, low‑equipment approach (bodyweight, bands, barefoot routine). Elizabeth to connect her kettlebell‑certified trainer (can run large group sessions). Seek 50 band donation/sponsorship via local PT/clinic.

• Arts/Identity: Invite Mariah Ordoñez (community‑based arts educator) for mantra‑based art session (likely discounted due to proximity).

• Additional Coaches: Invite attending coaches to lead aligned sessions (drills, etc.).