HTC Executive Board Meeting –
Board Members Present:
David Purinton (President), Ashley Cain
(VP-Programs), Harold Tinsley (VP-Communications), Dick Franklin (VP-Races
& Equipment), Kathy Youngren (Treasurer), Jim
Oaks (Appointed Member—Cotton Row Director), Malcolm Gillis (Appointed
Member—Rocket City Marathon Director).
Board members absent: Anne Park (Secretary), Craig Armstrong
(Appointed Member-Past Officer)
meeting was held at Southwood Presbyterian Church,
Jim Oaks provided a brief update on the Cotton Row Run. Efforts on the event are progressing on
schedule and there are no problems foreseen at this point. Entries for this year are running slightly
ahead of entries for last year at the same time until race.
Malcolm Gillis has been talking to Sgt. Shahan
of the Huntsville Police Department, Traffic Services Department about the
event permit for the marathon. A
question was posed about the impact that proposed construction of a rotary at
the south end of Bailey Cove could have on the race. To date Malcolm has not gotten any
information on this but will look into it.
It was suggested he talk to Lou Hovatter with the
Recreation and Landscape Management Department as well as someone in the city
engineer’s office as they have in the past provided information to the club on
road construction issues.
David Purinton gave an update on
the volunteer forms placed in race packets for the Re-Creation Run. To date there have not been any returned. Dick Franklin inquired as to whether we would
include the volunteer forms in Cotton Row Packets. It was decided to do this and Dick will have
a suitable number of forms printed.
HTC members Kris and Randy Whorton requested usage of some HTC
equipment for putting on a race in
Next was a discussion on a proposed entry fee increase for
the half marathon. Race director Sheryl Dummer had asked for entry fees to be raised for the half
marathon from the current $12/15/20 structure to $15/20/25. Also proposed was an increase in 5K fees from
the current $9/12 to $10/12/15. The
impetus behind the proposal was to ensure the race remain financially in the
black. Last year a deal which allowed
shirts to be purchased at a reduced cost may not be available this year. It was also
desired to increase the number of portable toilets available at the race. The board examined the profit from the race
last year and estimated the possible increase in expenses from the two items
previously mentioned. It was determined
that the profit margin from last year should be suitable to cover the possible
increases. Also discussed was the
possibility of raising the day of race entry fees to
encourage early registration. A motion
was made and passed to leave the entry fees as is.
David expressed his desire to have a race directors meeting
to allow race directors and the board to discuss items effecting HTC events. A date
in early June will be examined. Jim
asked that part of the meeting deal with RunScore and
that race directors be asked to learn the software to allow them to operate
more independently with regards to race entries.
Kathy Youngren presented an
outline of the forms filed on behalf of the HTC for
federal tax purposes. The board examined
the forms (990-EZ and various attached schedules) and various questions were
asked. Primarily questions revolved
around how to properly record income and expenses from races. Discussion on the taxes led to a discussion
of having an audit of HTC finances by an outside
auditor. Kathy remarked that she has
been looking into what an audit entails and feels that before we undergo an
audit the club should first improve our method of internal controls, or
recording of income and expenses more closely.
Kathy noted that often the financial reports from race directors do not
provide sufficient detail to track the source of income, be it race entry fees
or sponsorship. David commented that he
had created a form for race directors to use to report race income and expenses
that would better outline income sources and had been previously supplied to
race directors. David will resend this
to all race directors so that they can begin to use it as the information
requested is necessary for club tax purposes and to ensure that the club can
account for the source and destination of all monies.
David next provided comments he received upon querying race
directors their opinion of board oversight of races. Comments ranged from the
current level of oversight is desired to less oversight being desired. The reasoning for board oversight was
discussed. It was remarked that the club
races have been around prior to most of the current slate of race directors and
will hopefully be around for sometime to come.
As such there must be a central structure in place to maintain
continuity as race directors change. The board must also weigh the complete HTC race calendar as a whole and how it affects the club as
a whole rather than as a conglomeration of totally separate events. It was also commented that board oversight was
originally generated at the request of race directors to remove responsibility
from themselves for some aspects of the events.
This topic was noted as one that will need to be addressed at the race
David passed along a proposal from Craig Armstrong that the
club examine its current inventory of equipment and identify any that might be
outdated, in disrepair, or additional equipment that we might need to
secure. Dick Franklin was asked to
examine our current equipment for anything that is in disrepair. Dick commented that the race directors should
be asked to provide feedback on what they would like to see improved and/or
David asked the board to revisit the suggestions presented
at the last meeting by Joe Francica on behalf of the
committee on volunteerism and club marketing.
David remarked that he had identified a number of suggestions that he
felt are worth pursuing. He asked the
rest of the board to examine the suggestions and provide
comments/questions/suggestions as well.
Some general items discussed in the meeting were:
Race directors should be reminded that they need retain all
race waivers for a period of 5-7 years after the event. Race stringers and finish cards need only be
kept for a short period after the race to allow for questions about results to
Malcolm Gillis indicated that DoItSports
has been absorbed by Active.COM. DoItSports will now submit race entry fee payments on a two
week schedule used by Active.COM.
Ashley Cain made a proposal that the Women’s Distance
Festival race be used as a fundraiser for UAH
Athletics. As race director she would
solicit sponsors as a method on fund raising rather than increasing entry fees. It was remarked that currently the Eurocross race proceeds go directly to the UAH cross-country team.
In addition the club has for several years been a hole
sponsor of the UAH cross-country team golf
tournament. While deemed a worthy
recipient of funds it was thought that only one HTC
race should be designated as a UAH Athletics
fundraiser. Also brought to light was
the fact that the UAH 10K has been asked to relocated
off campus as well as the fact that the club has in years past sent a number of
scholarships to UAH.
It was remarked that while highly desirable the club has to date not had
any scholarship recipients return to club events such as the Scholarship Fund
Run. The proposal was tabled until the
current race director of Eurocross, Keith Roberts,
could be contacted to get his thoughts on this matter. Board members were asked to develop proposals
for a fair division of race funds if the WDF 5K is
used as a fund raiser for UAH Athletics.
It was remarked that the club should be cautious in using
races as a fund raiser for various charities.
While the club desires to be a good member of the community it must be
remembered that the club itself is a non-profit charity with its own mission of
providing citizens of this community an outlet to exercise via running and to
promote fitness through that activity.
There being no further business the meeting adjourned at