HTC Executive Board Meeting – 3 February 2004

Board Members Present: David Purinton (President), Ashley Cain (VP-Programs), Harold Tinsley (VP-Communications), Anne Park (Secretary), Kathy Youngren (Treasurer), Jim Oaks (Appointed Member-Cotton Row Director) 

Board Members Absent: Malcolm Gillis (Appointed Member-Rocket City Marathon Director), Dick Franklin (VP-Races & Equipment)

The HTC Executive Board meeting opened at 7:00 p.m. with David updating the board on recent developments regarding the proposed HTC/HHF race. Michelle Savage, Huntsville Hospital Director of Special Events, has agreed to serve as race director with help and advice from knowledgeable HTC members. Rather than having the previously proposed 10K and 5K races, it has been decided to have two 5Ks—a men’s race at 8:00 a.m. and a women’s race at 9:00 a.m.—with a survivor’s walk, possibly on the Huntsville Middle School track, after the women’s race. A newly designed course was presented which includes some of the old town areas while still eliminating most of the problems involved with previous course plans.

To Jim’s inquiry as to who would be responsible for insurance for the race, it was pointed out that since the HTC and HHF each have an insurance carrier, each would be responsible for their particular areas of the event.

Harold questioned whether Randolph would be able to handle the number of runners in the second mile of the race considering the density of the runners at that point in the event of a large turnout. Jim explained that parking is now restricted to only one side of Randolph, so the street should be able to accommodate the anticipated runners, especially given the separate men’s and women’s events.

Since there was no further discussion involving the proposed race, David moved, and Jim seconded the motion, that we approve of Michelle Savage as the race director assuming she would have adequate backup support from HTC members. The motion was passed by the board members.

David then moved that we approve of the proposed 5K course, with the understanding that it may be altered slightly by John DeHaye if more distance is needed or a shift in the start or finish areas are deemed necessary. Jim seconded the motion, and the motion passed.

With the race director and course decided, David moved that we enter into agreement with the Huntsville Hospital Foundation to conduct this race in 2004, and that we sign the agreement previously presented to us by the HHF and previously discussed in detail by the Executive Board. Kathy seconded the motion, and the motion passed unanimously.

The board then discussed the new Committee on Volunteerism that is looking into the general lack of interest from HTC members in all areas of track club activities. This committee consists of Joe Francica, Grady Edwards, Carl Smith, Amber Haulenbeek, Ashley Cain, Tab Barnett, Dick Franklin and David Purinton. The committee will be meeting for five weeks, and then will present their comments and suggestions to the board. Some of the topics being discussed are:

· How volunteers are found from both inside and outside the HTC, recruitment ideas, etc.

· Race directors and successorships, how to find a new director, the need for assistant directors, and backup possibilities.

· HTC meeting attendance, board election attendance, and general lack of member interest in HTC activities.

· Marketing the HTC to new members.

Harold mentioned that it has been quite a while since we have had a race directors’ meeting and it would be worthwhile to have one. We would need an interesting format that would be of value to the directors in carrying out their races.

The possible Boeing/HTC partnership regarding the Boeing Spirit of Halloween Race was mentioned, and David said that as of now the race is in a holding pattern as the Boeing Runners Club reassesses their resources concerning this race.

It was again suggested that we should take steps to have an auditor examine our books. Jim mentioned that we could probably learn something from an auditor’s expertise at the same time that we are assured that we are conducting our finances properly. Kathy is looking into a source for this service. The board discussed how interest is handled on the income tax form each year, and Kathy explained how we list our income and expenses from different sources on the “EZ” form. Since we are a non-profit organization, Harold informed us that all ads placed in the newsletter must be running related.

There was a discussion involving our two Huntsville running stores and how we can respond fairly to requests for involvement and sponsorship in races. It was agreed that we equally support both organizations, and that a race director can present them with their particular race needs and they can each respond with whatever resources they would like to provide. Each race director can decide what is best for his or her particular race. Harold pointed out to Jim that with a large race like the Cotton Row Run where there is a major sponsor it isn’t advisable to have other sponsors provide items such as race numbers advertising their organization in view of the monetary outlay of the major sponsor. Smaller races will have more latitude in this area.

Jim mentioned that we need to reassess our resources involving the scoring of races. We need to train more people to handle finish results, but the present computer equipment does not lend itself to this possibility. He suggested purchasing new computer equipment and then having a “school for RunScore”, thereby equipping more people to handle this task. He also suggested that we create a new board position to oversee this crucial race function. Along similar lines, David suggested that we consider writing up “user’s manuals” for different aspects of the club’s activities so we can have effective backup in those areas where at present only a few people are knowledgeable.

A couple of brief items: Kathy mentioned that race directors should be aware that they need to give the Treasurer a brief but understandable financial report when the race is finished rather than leaving it to the Treasurer to try to work through receipts to determine income and outflow The board was also made aware of the new ruling that race permits will now require a second contact person.

There was no further business, and the meeting adjourned at 8:40 p.m.