HTC Board Meeting Minutes

August 26th, 2014

 

The Huntsville Track Club held an executive board meeting on August 26th, 2014 at Casa Blanca.  The meeting was called to order by President Eric Fritz at 6:15 pm.

Board Members Present:  Eric Fritz (President), Karen Gelmis (VP – Programs), Alex Clark (VP – Races and Equipment, 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).

Board Members Absent: DeWayne Satterfield (VP – Communications)

MEETING TOPICS:

> JOHN HUNT PARK - WORKDAY ON SEPT 27TH, 2014

Eric attended a City meeting recently. He learned that the City’s 10 year plan for John Hunt Park is currently on hold so they are working on smaller projects to improve the park while the plan is reworked. The chain link fence has been removed as it is old and rusty and will allow them to make some improvements to the running trail. Plans have been discussed and are in the works to extend the 3 mile trail to a full 5 mile loop during a work day on September 27th, 2014. The bathroom facilities will be given a facelift, a new split rail fence put in and trees will be planted. The City is asking for monetary donations for supplies as well as volunteers to help with the project. Toyota is providing $10,000 plus 100 volunteers. Lowe’s is also participating. HTC has been asked to also make a monetary donation and provide volunteers. The motion was made and approved for HTC to donate $5,000 and provide at least 30 volunteers. An email blast will be sent to all HTC members regarding the event. A Facebook Event Page will also be set up by Eric.

 

> MARATHON COURSE/EXPO UPDATE

The new marathon course was approved by HSV Police on August 26th, 2014. The Start will be in front of the Von Braun Center on Monroe. The Finish will be inside the Arena. The RCM Committee is moving forward in soliciting Race Sponsors, Volunteers, and EXPO vendors. Karen mentioned soliciting government contractors and asking the HTC members via email blast for help to find Point of Contacts for the contractors. It was also mentioned that we should send an email blast to all members requesting volunteers for the marathon. Suzanne would like to host a “Mock Marathon” with the Committee one day in October to put the plan into action so that we can work out the kinks so that things run smoothly on race day.

 

 

> SORBA TRAIL BUILDING TRAINING CLASS

SORBA is hosting a Trail Building Class in Nov 15-16/Dec 5-6 and has agreed to reserve 3 slots for HTC members. Eric proposed that HTC pick some key participants and pay their $525 class fee via scholarship. A few have already shown interest: Craig Armstrong, Lucy Armstrong, James Falcon, and Rob Youngren. It was recommended that we select members who usually help with the Mountain Mist, Dizzy Fifties and McKay Hollow courses. It was also mentioned that we should require them to use and share what they learned in the class by teaching others the skills and by speaking at the next General Meeting.

 

> TAB IS RETIRING AS RACE DIRECTOR OF THE SCHOLARSHIP FUND RUN

We need to find a new Race Director with lots of energy and excitement. We need to consider changing the race date so that it doesn’t compete with other popular events such as the Oak Barrel Half Marathon. Or, do we move it to the Fall and change it to a 10K distance or do we merge it with another HTC race such as the Cookie Dash? Potential Scholarship Fund Run Race Director candidates were discussed but no decisions were made.

 

> CARTER IS RETIRING AS RACE DIRECTOR OF THE SUMMER XC RUNS

This is an 11 week event. It is necessary that we find someone who can commit the time and effort it takes to make it a successful event. Potential Race Director Candidates were discussed but no decisions were made.

 

> ROAD RACE MANAGEMENT CONFERENCE 

The Road Race Management Conference takes place on November 6th - 8th, 2014 in Hollywood, FL. It was suggested that Alex Clark attend, however Alex will not be able to attend and will be needed to help with Equipment for the Huntsville Half. Another Race Director will need to attend.

 

> HUDSON ALPHA DOUBLE HELIX UPDATE

There was a request for the HTC to take over this race, however it seems there was some confusion on the Hudson Alpha side as to their exact desire. They are still figuring things out and will get back to us in September. There are some new people in management there but Carter Wells is still involved.

 

> GENERAL MEETING FOLLOW UP

Karen is waiting on a Capital Projects list from LAND TRUST/MONTE SANO/SORBA/FRIENDS OF MONTE SANO/CITY OF HSV. Once we have a better idea of their specific needs, then we can begin assisting them monetarily and by providing volunteers. She also requested their Event Calendars so that we can share with the HTC members. She mentioned it would be helpful if we could find HTC members who are willing to attend their monthly planning meetings and serve on their various Boards. Karen will continue to communicate with the various groups and report back to the HTC Board.

 

> RACE DIRECTOR MEETING FOLLOW UP

Karen requested a date to be set for the next Race Director’s Meeting. Thursday, October 23rd, 2014 was chosen. Karen will begin planning the meeting. Regena will send her the email addresses of all RD’s and Coordinators to be invited.

The meeting was adjourned at 8:15 pm.

Submitted: Regena Moore 9/3/14

 

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