HTC Executive Board Meeting – 21 June 2004

Board Members Present: David Purinton (President), Ashley Cain (VP-Programs), Harold Tinsley (VP-Communications), Dick Franklin (VP-Races & Equipment), Kathy Youngren (Treasurer), Anne Park (Secretary), Jim Oaks (Appointed Member—Cotton Row Director), Malcolm Gillis (Appointed Member—Rocket City Marathon Director).

Also present: HTC members Jeff Kyser and David Cain.

Board members absent: Craig Armstrong (Appointed Member-Past Officer).

The meeting was held in the conference room at Southwood Presbyterian Church, Huntsville, Alabama, and began at 7:15 p.m.

David gave the floor to Jeff Kyser for presentation of his proposal to the Board regarding a new trail race, the Dizzy 50, to be held on November 20 in Monte Sano State Park. This race would incorporate a 50K (which would be easier than Mountain Mist) and a 50 Miler (to accommodate runners desiring a longer trail run) on a figure-eight loop; there would be a 10-hour time limit for all participants. The entry fee would be $20 with a $30 late fee and would include T-shirts and finisher awards. Jeff distributed to the Board members a thorough description of the race and course, and he has met with Kent Wilborn, Park Manager, who was very agreeable to this event and to our use of the park facilities. The race as proposed will require a minimum of volunteer help, and there is plenty of parking space available.

There was discussion involving the pros and cons of having a shorter distance option and also the method of timing people on a figure-eight loop who are coming in opposite directions. It was also suggested that the entrant limit be placed at 100.

Malcolm moved that we accept the proposal for the 2004 race as presented and discussed. Ashley Cain seconded the motion, and the motion passed.

The next item of discussion was Ashley's proposal that the 2004 Women's Distance Festival become a fundraiser for UAH Athletics, with the Eurocross no longer benefiting UAH but rather the HTC.

There was a question concerning the UAH Athletics Department, with Jim wondering why the HTC was told we could no longer use Spragins Hall for our races. David Cain explained that with the recent construction of a new facility there was a change in organization and the person now responsible for the events at Spragins Hall decided to limit its use by outside groups to ensure its availability to Athletic Department events. David has subsequently been able to reinstate our use of the building for our races and will be our "internal" contact with the Athletic Department.

Another question raised was why we don't have much participation in the Track Club from high school and collegiate runners, particularly those who have received aid from our scholarship fund. Harold also pointed out that scholarship winners often discontinue membership in the club after receipt of funds. There was some discussion concerning incentives for these runners and a need to encourage them to participate and/or volunteer.

Ashley gave a suggestion as to how the excess funds from the WDF race could be split between the Track Club and UAH. Different percentages were then considered. After some discussion a determination was made, and a motion by Malcolm was seconded by Jim and passed by the board, that 80% of the profits go to UAH and 20% to the HTC.

Harold then made a motion, which Kathy seconded, that the 2004 excess from the Women's Distance Festival be divided between the UAH Athletic Fund and the HTC according to percentages decided upon. Also suggested was the UAH athletes be utilized as volunteers at WDF and that every effort would be made by UAH personnel to continue use of UAH facilities for existing HTC events on campus. The motion carried.

There were a few more short items of business:

· David read a thank-you letter he received from Panoply, and Harold mentioned that we had also received notes of thanks for our contribution to the AARC/RCAA Roads Scholar program.

· The Board was also reminded of the Forever Wild meeting to be held on Thursday morning, June 24, at 10:00 a.m. at the Monte Sano Pavilion to discuss the folding of the Certain property into the Land Trust. David also received an invitation to a reception on Wednesday evening which he stated he would attend unless another Board member would like to attend in his stead.

· On the recommendation of legal counsel it was determined that race waivers should be kept for two years from date of race.

· Jim proposed that we allocate $650 to enable Carl Smith to attend the Race Director's Management Meeting in Fort Lauderdale, Florida. Malcolm suggested that it would be appropriate for this money to be taken from the Marathon fund. After a brief discussion, Harold moved and Malcolm seconded that we send Carl to this meeting using $650 from the Marathon fund. The motion carried.

· Jim explained the computer expenses with the triathlon in Pulaski, TN, and he also shared with the Board his ideas as to suggested donations we could make with the extra funds from the Cotton Row Run resulting from this year's increased registration in all three races. The Board was in agreement with his suggestions and left it to him as Race Director to move on his own determination in dispensing these funds.

· David will inquire of Michelle at the Huntsville Hospital Foundation as to how race preparations are progressing for the upcoming October race and will report to the Board of his findings.

· The upcoming Race Director's meeting was discussed, and it was decided that late August would be the best time to schedule this, and that perhaps a picnic would be ideal.

· Harold passed out copies of the new HTC Handbook and pointed out that we will need to discuss the second paragraph in 3.5.1 with the idea of updating it to reflect the accessibility of the web site and its effect on the need for mailings or posting of large races in the Newsletter.

There was no further business, and the meeting was adjourned at 9:10 p.m.