HTC Executive Board Meeting

11 August 2009

Board Members Present: David Purinton (President), Eric Charette (VP – Races and Equipment), Harold Tinsley (VP – Communications), Kathy Youngren (Treasurer), Joey Butler (Secretary), Suzanne Taylor (Appointed Member – Co- Rocket City Marathon Director), Craig Armstrong (Appointed Member – Past Board Member).

Board Members Absent: Ashley Cain (VP – Programs), Dink Taylor (Appointed Member – Co-Cotton Row Director)

Others Present: Jim Oaks and Carl Smith (Timing Volunteers for HTC)

The Huntsville Track Club met on August 11, 2009 in The Lodge at Southwood Presbyterian Church. The meeting began at 7:00 with a demonstration by Jim and Carl of the timing devices currently used by the track club. This was done to give board members insight into timing discussion that would occur later in the meeting.

Suzanne encouraged everyone to participate in the Carlos Serrano Memorial PHP 5K in Scottsboro on September 19, 2009. Carlos was a very active member of the running and triathlon community in Scottsboro and also in the Huntsville area.

Suzanne began a discussion of the HTC donation to the Fallen Officers Memorial Fund. Suzanne and Jim stated the amount raised as a result of donations and entries to the Memorial Walk held in conjunction with the Cotton Row Runs. Concurrently the board discussed becoming an Area Sponsor of the Everybody Can Play playground at Braham Springs Park. This is a joint effort between the City of Huntsville, Kiwanis Clubs, and Optimist Clubs to build a playground that can be used by all people regardless of age or ability. Being an Area Sponsor will allow an area of the playground to be named after the HTC and have permanent signage in the park and on the web. After discussion of these two issues, David moved and Craig seconded the motion to donate $2000 to the Fallen Officers Memorial Fund and $7500 to the Everybody Can Play playground. The motion passed unanimously.

The next order of business was to discuss Rocket City Marathon issues.

• Suzanne noted that 3 committee members have retired and we need to find people to fill their positions. The HTC Executive Board would like to express our appreciation to Beth Edwards, Marathon Split Timing Coordinator (24 years); Grady Edwards, Marathon Course Marking Coordinator (10 years); and Mike Butler, Marathon Aid Station Setup Coordinator (11 years). If you would be willing to become a member of the Marathon Committee and take on one of these three positions please contact Suzanne Taylor, Marathon Director.
• Suzanne stated she had met with Mark Russell of the City Council and discussed, among other issues, the marathon finish line area – specifically how the city could assist in making the finish more “exciting”. The board discussed several potential changes for the finish line area. Nothing was proposed at this time.
• The board discussed providing pace groups for the marathon. Issues included which pace groups to include (for example 3:10 groups, 3:30 groups…), are they really beneficial to the race, should the board fill more important volunteer positions first, etc… After discussing the issue, the board asked Eric to research this further and bring back a recommendation to the board.

The next order of business was to discuss timing and equipment issues.

• Computers – the HTC currently has 4 computers. Jim and Carl stated that we have up to 8 events a year that require 6 computers. Currently for these events, Jim and/or Carl provide their personal computers to help out with timing and data entry. After discussing the issue, David moved and Craig seconded a motion to buy 2 additional computers @ approximately $320 each in order for the club to be self-supporting for all HTC events. The motion passed unanimously.
• Generator – The HTC has several events each year that require the use of a generator. Currently for these events, the HTC uses Jim’s personal generator. After discussing the issue, David moved and Suzanne seconded a motion to buy a generator at a cost not to exceed $1100. The motion passed unanimously.
• Clocks – Eric began a discussion about purchasing timing clocks to use in HTC races. These clocks, along with the 3 already owned by HTC, would be available to use at various mile splits and finish line in HTC races. The clocks could also be rented out to non-HTC events when available. After discussing this issue, David moved and Craig seconded a motion to purchase 4 clocks at a cost not to exceed $5200. The motion passed unanimously.
• Eric proposed to post equipment list on HTC website. This was agreed upon w/o discussion.
• The board had discussed via email replacing the Chronomix timers due to battery failures. Jim found replacement batteries online at a reasonable price and this fixed the problem. The board agreed to continue using the Chronomix timers due to their ease of use, reliability, and durability. These timers are primarily used at smaller HTC events such as the Summer Cross Country runs and they are used as rentals for non-HTC events. The club uses the Time Machine timers for most HTC events.
• Chip timing – the board discussed chip timing at length. This remains a complex topic and the discussion was tabled until another time.

Harold noted that due to increased regulations by the Post Office, the HTC newsletter would now be mailed in an envelope. This will result in an increased cost for mailing the newsletter (the cost of an envelope).

Recently the HTC became aware that the bank the club uses for our banking was under investigation. The board discussed moving our accounts to another bank. It was decided that the club would wait to see whom, if anyone, takes control of the bank. The money is FDIC insured therefore it is safe. In the meantime, Kathy will research other banks and present her findings to the Board at a later date.

Due to the length of the meeting, the Board very briefly discussed the HTC Calendar for 2010 and 2011. David noted that in 2011, April would have 5 Saturdays. Typically the Cookie Dash is on the next to last Saturday of April in order to avoid conflict with Panoply. The Board discussed having the 2011 Cookie Dash on the 3^rd or 4^th Saturday of April. David will get the date of 2011 Panoply and bring back a recommendation to the Board for the Cookie Dash. The board also very briefly mentioned that the Winter Winds race directors plan to step down after 2010 race. The HTC Executive Board would like to express our appreciation to Scott and Wendi Pollard who will have directed the Winter Winds race for four years. If you would be interested in directing this race beginning in 2011 please contact HTC President, David Purinton. It would be helpful to get the new race director on board to work with Scott and Wendi this year to learn from them the details of directing this race.

The next HTC Board meeting will be in September to plan the Annual HTC Awards.

Since there was no further business, David adjourned the meeting at 9:10.