HTC Executive Board Meeting – 23 September 2003


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


Board Members Absent:  Kathy Youngren (Treasurer) and John Roberts (Appointed Member)


Guests Present: Cindy Hallman, Carl Smith


Boeing Runner’s Club Members Cindy Hallman and Carl Smith were present, and the meeting opened with a discussion involving the possibility of the Boeing Runners Club and the Huntsville Track Club either co-sponsoring the Spirit of Halloween Race beginning in 2004, or of the race becoming a HTC race.  Cindy gave the board a rundown of Boeing’s fifteen years of hosting this race.  Monetarily the race is doing exceptionally well, however, the BRC has diminished in membership and if there is a future decrease in member participation in the race they will need another source for volunteers.  Cindy is committed to continuing as race director and the race is well attended and popular in the Huntsville community.  The HTC has been providing some assistance with this race by way of the use of computers, equipment, manpower, etc.  There was discussion as to Boeing’s possible role as Title Sponsor, and David gave a brief overview of how HTC races are organized and run.  Before making a decision the Board is looking for feedback and would appreciate member ideas and suggestions.


There was a brief discussion regarding the Ballpark 3K Run.  Since there will be no double header scheduled on race day 2004 we would need to change the race time, probably having the race before the game, which brings up scheduling problems and would negate some of the race’s favorable characteristics.  Jim is considering discontinuing the Ballpark Run, and if you have any input regarding this he would be glad to hear from you.


Preparations for the Rocket City Marathon are coming along well, with a planning meeting scheduled for 30 September.  Course measurements are being worked through, as they are still unresolved in relation to possible downtown construction in the start area.  It was pointed out that the change in course would necessitate changes in many printed course layouts.  Malcolm felt that a brief notice regarding changes at the marathon start would be adequate, and present course maps and descriptions could then remain as they are.


The Roads Scholar Program was the next item of business.  After this program was discontinued because of RRCA budget problems, the AARC and RRCA joined forces to rejuvenate the program.  Several running clubs made donations via the AARC to continue the awarding of scholarships to athletes that show running potential.  Jim moved that the HTC make a $500 contribution for this year, which would be reevaluated each year.  David seconded the motion, and it was passed.


A member had suggested to David that in lieu of the present Message Board on the HTC web site we should consider having an automated interactive message board where members could more easily exchange ideas.  The pros and cons of this possibility were discussed, including the need for someone to be in charge of constantly monitoring the site because of the sometimes-objectionable communication that might appear on the message board.  Recognizing the possible benefits of such a feature on our web site, it was nevertheless the general consensus of the board that our present Message Board serves our purpose well, especially since David has rearranged the web site to make Message Board access more convenient.


We again briefly discussed the age group policy regarding our races.  Jim made a motion, David seconded it, and the motion passed that the following become the HTC handbook guideline on age group award divisions:


3.5.11      Minimum Age Divisions


All HTC races that give competitive awards will have, as a minimum, the following male and female age divisions:


0-19, 20-29, 30-39, 40-49, 50-59, 60-69, 70+


Additional age divisions are encouraged and team or special category divisions may be added.  Race directors are encouraged on a yearly basis to examine the age demographic of their event and determine if modifications to age groups are necessary to fairly reward performance at various age levels.  An effort should be made to ensure that competitive awards remain just that, rewards for performance in relation to ones peers, and should not be given in such number as to become participation awards.  Additional divisions must be added per section 3.4 of this policy manual.


Race directors have the discretion to decide whether to further break down age groups and how deep the awards should go, although normally races award three deep in each age category.


Regarding the 2004 Race Director vacancy in the New York Life 15K, there have been  several volunteers for this position.  The vacancy occurred because Paul and Jennifer Bryant, who directed the New Years Fun Runs, are moving to Oklahoma, and Randy McFarland, who presently directs the 15K has taken over the New Years Fun Runs.  Richard moved and David seconded the motion that Craig Armstrong, a former director of the 15K event, be appointed as Race Director and that Lee Boutwell be asked to assist him and to also perhaps work with other directors to gain experience in becoming an effective future Race Director.   The motion was passed.


David reminded the board members that it was close to the end of their two-year terms and they should consider whether or not they will continue to serve.  David will soon be forming a nominating committee and some names were suggested.


Valerie Connaughton, Race Director for the Rocket Run 10 Miler, would like to reinstate a 5K with this race in 2004—an out-and-back trail run with awards similar to the 10 Miler.  It would be held after the 10 Miler and would not be a Grand Prix race.   Jim moved and Harold seconded that we approve her proposal but suggest to her that the 5K be held simultaneously with the 10 Miler to minimize the overall time of the event.  The motion was passed.


The next order of business was the nomination and selection of HTC award recipients, and the board discussed and approved the recipients of the 2003 awards.  The HTC Awards Banquet will be held on Tuesday, November 4, at a location yet to be decided.  The presentations and the names of the award recipients will be included in the next edition of the newsletter.


Jim bought two more timing machines for the Cotton Row Run, used models costing around $700 each.  Malcolm suggested that he would pay for one out of Marathon funds since they are used for both races.  Jim also paid for 6 months of storage shed rental for storage of HTC equipment.  He is drafting a Letter of Understanding to be presented to Mercedes regarding their sponsorship of the Cotton Row Run.  Along these same lines, Richard will start working on Parade Permits for next year.


There was no further business, and the meeting was adjourned at 9:05.