HTC Executive Meeting Minutes

January 7, 2015

The Huntsville Track Club held an executive board meeting on January 7th, 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), Regena Moore (Secretary), Kathy Youngren (Treasurer), Harold Tinsley (Appointed Member – Past Board Member), Dink Taylor (Appointed Member – Cotton Row Director), and Suzanne Taylor (Appointed Member – Rocket City Marathon Director), and special guest Amanda Clark (Double Helix).

Board Members Absent: DeWayne Satterfield (VP – Communications)

MEETING TOPICS:

> SCHOLARSHIP FUND RUN

Martin Schneekloth is working on changing the race location to Ditto Landing. The distance is now a 10K vs an 8K. He is also thinking of changing the Race Name. He is working with Eric Fritz and Alex Clark to get a course approved and an event permit requested.

> DOUBLE HELIX

Alex and Amanda Clark have taken over as race directors of the Double Helix and both they and Eric are working on a contract between HudsonAlpha and HTC that details responsibilities and how any proceeds will be split between the two organizations. Amanda is producing a contract for review.

> MARATHON REVIEW

The marathon went well. There is room for improvement. Eric Fritz and Suzanne plan to meet with the Police, Huntsville Botanical Gardens, Space and Rocket Center and Von Braun Center to discuss any concerns and how we can improve things for next year. The race raised enough funds to donate to local charities, including Therapy Partners, Inc. and the HTC “Back on Track” charity through the Huntsville Hospital Foundation.

> YEARLY FINANCE REVIEW

Kathy still needs Race Finance Reports from several Race Directors before she can finalize the End of Year Finance Report. The Board is concerned about the lack of cooperation from the Race Directors.

> TRACK MEET SERIES

Eric is interested in way to attract the local high school athletes to become members. He discussed options with the Metro Coaches Association, a group with all the local Cross Country and Track Coaches. They suggested hosting a Summer Track Meet Series. The Board is researching this option.

> MEMBER RECOGNITION

The board discussed some options around recognizing members who go above and beyond the call of duty to support the club with something more than just the annual awards.

> ONLINE MEMBERSHIP

This continues to be the #1 request from current Members and Non-members. We hope to be able to offer online membership very soon. A rough in has been produced for the new website and the template design is currently being worked on by Cedar Hills Marketing.

> JANUARY BUSINESS MEETING

The annual business meeting will be held on Tuesday, January 13th. Carrabba’s is catering. We hope to have 100 people in attendance as we review the club’s finances and achievements of 2014.

> WE RUN HUNTSVILLE

Karen indicated that Gregg Gelmis has started the process of obtaining a business license. Gregg and Karen would like to sit down with the board soon to discuss his plans.

> SCHOLARSHIP DISCUSSION

The Board discussed an inquiry around extending a scholarship beyond 4 years. The Board agreed that the policy clearly states they are eligible to receive funds for a maximum of 4 years.

> RD Meeting in February

Karen will schedule a Race Director’s Appreciation Dinner for February 17th, 6:00 pm.

> GENERAL MEETING IN APRIL (speaker)

Karen needs recommendations for a Guest Speaker for the April General Meeting.

The meeting was adjourned at 8:30 pm.

Submitted: Regena Moore 1/8/15