HTC Executive Meeting Minutes
April 23, 2014
The Huntsville Track Club held an executive board meeting on April 23rd, 2014 at Casa Blanca. The meeting was called to order by President Eric Fritz at 7:15 pm.
Board Members Present: Eric Fritz (President), Karen Gelmis (VP Programs), Alex Clark (VP Races and Equipment), DeWayne Satterfield (VP Communications), Regena Moore (Secretary). Kathy Youngren (Treasurer), Harold Tinsley (Appointed Member Past Board Member), Dink Taylor (Appointed Member Cotton Row Director), Suzanne Taylor (Appointed Member Rocket City Marathon Director). Also in attendance Marty Clarke Harry Williams Track Meet RD.
> ALYSSA STAUBACH SCHOLARSHIP REQUEST
This topic was discussed and the decision was made to table it until we learn more about her volunteer/racing involvement with HTC. Eric Fritz will also speak to the local track coaches.
> DAVID MCKANNAN RACE / FINANCIAL AGREEMENT
Chris Welch is the new RD for this race. HTC is partnering with the race next year. The race date is May 17th, 2015 and is an ALS fundraiser. We discussed ways we could help promote the race and manage the race. We also discussed putting together a proposal that states what percentage earned will go to HTC.
> MANAGING CITY SCHOOL PERMITS
In order to have a single contact and manage our events better, we decided that Alex Clark will be the new Point of Contact for all HTC events taking place at local schools. He will submit the School Facility Requests to Maude Ellison, Facility Use Coordinator.
> HARRY WILLIAMS ALL COMERS TRACK MEET
Marty Clarke attended the meeting to discuss options for the new location for the track meet. After numerous attempts to communicate with A&M with no luck, the majority vote was to use the Milton Frank Stadium on June 21st, 2014 if it is available then go back to the original date of May 17th for 2015. James Clemens High School would charge HTC $500 for the use of their track.
> COOKIE DASH - REVIEW AND CHARITIES
After a successful event, the board approved two charitable donations. The Huntsville Drumline received $500 and the Hampton Cove Middle School will receive $1,500.
> HTC BRANDING
The board voted in favor of ordering specific HTC banners, tents, feather flags. These items will assist in distinguishing our events from other local events. Suzanne Taylor will place the order with Steve Knuble of Xarisma Printing.
> SEAN ALLEN / TIMING
Sean Allen asked if he could purchase the old timing clock that has not been used for at least 5 years. The board voted to donate the old timing clock to Sean Allen in exchange for his past and future volunteer efforts.
> MARATHON COURSE UPDATE/CITY CHARGING FOR SUPPORT
Discussed updates to RCM course as HPD has made reference to no longer being willing to approve the course. In addition, they have started charging some local races for their services per new ordinances. The new ordinances are vague and it is unclear as to if the HTC will be charged or not. Eric and Suzanne will meet with the police and the Mayors office to discuss the concerns and how we can work toward an agreement.
> STATUS ON TRANSITION OF HAROLD'S TASKS
Regena and Harold will be meeting after the RRCA conference in May to transfer all Bulk Mailing and Membership duties. Regena will look into getting quotes from local Mailbox businesses.
> RACE 13.1 / DAN MERCER
HTC was contacted by the Regional Vice President of a Raleigh, NC based Race Series. This company is interested in putting on races in Huntsville beginning in 2015 and would like our support. We decided that the area is already over-saturated with 5K, 10K, Half Marathons and that we had no desire to partner with them.
> FINANCE UPDATE
We would like to implement the desire/need to have all RDs turn in their Race Expense Report in a timely manner. Providing a more itemized report is also important for tax purposes.
> PHOTOGRAPHERS AT RACES
Hired photographers have voiced complaints about other organized photographers working at the same event. We have some concern that we may have difficulty getting hired photographers to show up in the future. Concerns were also expressed about these photographers not being incorporated or insured and that may put the club in a liability situation if we are to promote their work.
> MONTE SANO STATE PARK
Karen will invite Kent and The Land Trust to attend the next HTC General Meeting to discuss ways to help clear new trails on Chapman Mtn.
> WEB SITE / ONLINE REGISTRATION (RACE ROSTER / EVENTBRIGHT)
Eric Fritz added all HTC Board Members as administrator to the HTC Facebook page. HTC online Registration/website was not discussed as we ran out of time.
> COTTON ROW RUN
Through email correspondence, the board voted to make charitable donations to the following organizations: Snowball Express, Fallen Officer Memorial, Survivor Outreach Services, NAVFOC, & the Boy Scout Troop 364 in honor of Gordan Deramus'.
Next General Membership Meeting TBD Karen Gelmis will propose meeting dates.
The meeting was adjourned at 9:00 pm.
Submitted: Regena Moore 4/29/14