HTC Executive Meeting Minutes

February 24th, 2015

 

The Huntsville Track Club held an executive board meeting on February 24th, 2015 at Fleet Feet Sports. The meeting was called to order by President Eric Fritz at 6:30 pm.

Board Members present: Eric Fritz (President), Karen Gelmis (VP – Programs), Alex Clark (VP-Races and Equipment), DeWayne Satterfield (VP – Communications), Harold Tinsley (Appointed Member – Past Board Member), Dink Taylor (Appointed Member – Cotton Row Director), and Suzanne Taylor (Appointed Member – Rocket City Marathon Director).

Board Members Absent: Regena Moore (Secretary), Kathy Youngren (Treasurer)

MEETING TOPICS:

Ø  WE RUN HUNTSVILLE (WRH)

Gregg Gelmis with WRH was invited by the Board to provide a status of WRH regarding contracting with HTC for photographic services at HTC events. Gregg reported that a Limited Liability Corporation (LLC) has been formed, pending a tax identification number. The name is We Run Huntsville, LLC. It was reiterated that insurance for photographic services has already been procured. Discussion followed regarding the mechanism(s) to contract with HTC and/or its race directors (RDs) for photographic services. Following the discussions, it was decided that Gregg communicate with each of the RDs prior to the race to determine the pricing set up for the photographic services, and that an invoice be provided following the race for any agreed-to funds payments. It was stressed that Gregg communicate with the RD and come to an agreement before the race even if no charges are to be assessed.

 

Ø  HTC MARKETING

Finisher shirts for HTC events include the HTC logo among the logos of the race sponsors. There is a concern that mere inclusion of the logo among the sponsors’ logos makes it appear that HTC is also a sponsor, rather than the event “owner”. It was discussed and agreed that finisher shirts for all HTC events should include “An HTC Event”, with use of the HTC logo included in the wording. The HTC policy manual requires use of the HTC logo only on the shirts, therefore, the manual will be modified to show this change in policy. HTC RDs will be contacted regarding this new policy, and confirmation required from all.

 

Ø  SPEAKER FOR APRIL GENERAL MEETING

The proposed speaker for the April 21, 2015 general meeting is Mr. Dave Wottle. He is a gold medal winner at the 1972 Olympics, and a professional motivational speaker. His appearance is being contracted through the Executive Speakers Bureau. Following agreement from the Board on the proposed contract, Karen Gelmis will further communicate with the Executive Speakers Bureau to finalize the contract. Once the contract is finalized, further communication with the HTC membership about the meeting details will commence. Formal advertising for Mr. Wottle’s appearance is monitored and approved via the Executive Speakers Bureau. There is a possibility that this meeting will exceed the capacity of the Monte Sano State Park Lodge for accommodations, which given the standard set-up is about 130 people. Members of the Board agreed to look into other possible accommodations. Once finalized, the meeting notice will go out to the General Membership.

 

Ø  HTC SUPPORT OF METRO COACHES ASSOCIATION TRACK MEET

HTC has been asked to support the upcoming Metro Coaches Association Track Meet, scheduled for April 6-7, 2015. The HTC Board discussed and agreed that HTC needs to have a strong presence at this event in a continuing effort to promote youth participation in the sport of running. It was agreed that HTC would donate $1,000 for this event.

 

Ø  DAVID MCKANNAN MEMORIAL RUN

HTC has agreed to take over the directorship of the David McKannan Memorial Run, scheduled for May 30, 2015. It is expected that an agreement detailing the revenue split from the race will be arrived at soon. A draft agreement has been provided to the ALS Alabama Chapter for review. The memorandum of understanding (MOU) will also clarify roles and responsibilities. It was recommended that the current race day is rescheduled for early may so it does not conflict with the Cotton Row Runs.

 

Ø  HTC HEADPHONE POLICY UPDATE

HTC’s current policy regarding headphone use is that their use is discouraged, but event participants will not be disqualified if wearing them. The wording regarding the headphone policy is inconsistent in printed and electronic materials. For clarification purposes, the wording will be updated and made consistent throughout all HTC forms of communication.

 

Ø  HTC LOGO UPDATE

The Board discussed updating the HTC logo in the spirit of other recent and in-work marketing updates. It was suggested that the new logo gets rolled out to coincide with the new HTC website rollout. A logo designer will be contracted for the new artwork. A proposal was made to garner inputs from the General Membership for ideas for the new logo.

 

Ø  PURCHASE OF TRAIL BUILDING TOOLS

Following participation in the recent Southern Off-Road Biking Association (SORBA) trail building school, a request was made for HTC to purchase some tools to equip up to a 20-person crew for trail maintenance projects. A list of the suggested tools was provided with an estimate of $1700. No decision was made regarding this purchase pending a more formal plan for the use, control and inventory of the tools.

The meeting was adjourned at 9:00pm.

Submitted: Karen Gelmis 3/2/15