Executive Board Meeting – 18 October 2004
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), Craig Armstrong (Appointed Member—Past
The meeting was held in the conference
room at Southwood Presbyterian Church,
The meeting opened with an update from
Malcolm regarding the December 11, 2004 Rocket City Marathon. Everything is progressing on schedule, with
the course markings scheduled to be done after completion of the repaving. Because of the loss of the race sponsor there
was a discussion regarding whether to suspend the giving of prize money for the
2004 race, and the pros and cons of this action were deliberated. This decision was postponed until we could
hold a marathon meeting (which would include a future race director), allowing
us more time for discussion and the opportunity to examine the race funds in
order to make a more intelligent decision.
Malcolm was given an action item to secure hard financial data for the
2003 marathon. It was also desired to
have financial data from years prior to 2003 for historical purposes.
Race Permits were brought up, and Dick
mentioned that there was no problem with the triathlon parade permit. Harold suggested that we submit a calendar of
events for possibly ten years in advance, thereby securing desired dates and
giving the Police Department firm commitments to work with.
The Liz Hurley Ribbon Run was a
tremendous success in its first running on October 16 with over 1,000 people
having participated. The chip timing
worked very well; however, Jim observed that with this size and particularly
this type of race, the finish line could have been handled very comfortably
without chip timing. He suggested that
we not use the chips until the race becomes much larger, thus providing more
money for the race cause. Jim also
suggested that perhaps we could redirect some of our portion of the proceeds
from the race back to the Liz Hurley Foundation considering that they were able
to handle the race very adequately without what appeared to be a lot of help
from the HTC.
The AARC and the RRCA will be merging
at the end of the year. Harold said that
they will be sending us a dues billing, and we will also have to reapply for
non-profit status when our club is again affiliated with the RRCA. We haven't yet heard what the amount will be
The next item of business was the
upcoming Race Director's Meeting to be held on Thursday, October 28, at the
Lodge on Monte Sano. Ashley reported on
the figures she received from several caterers.
There was a discussion regarding the price range and the type of
food. It was decided that we would aim
for an approximate $6 per head quote for a barbeque dinner, and Ashley agreed
to call a few more suggested vendors.
Craig pointed out that we could possibly get a better price if we would
include both the Race Director's Banquet and Awards Banquet in our price
deliberations. David asked the board
members to come up with items for the agenda for the Race Director's Meeting,
and Jim agreed to present an overview of RunScore. Craig suggested that we need some kind of
guidelines for putting on a race, and David thought that perhaps each race
director could put together a list of his race activities as a guideline for a
future director. Regarding the Annual
Awards Banquet, David moved and Kathy seconded that the cost to members be $5,
and children under 12 would be free. The
motion was carried.
The Board then
proceeded to the selection and nomination of HTC award recipients and discussed
and approved the recipients of the 2004 awards.
The HTC Awards Banquet will be held on Tuesday, November 16, at the
Lodge on Monte Sano. The presentations and the names of the award recipients
will be included in the next edition of the newsletter.
In the Spring of 2004 a Committee composed of HTC members met for
five sessions to pursue an in-depth examination of how we could improve our
club specifically in the areas of volunteerism and marketing. The next item of discussion was the question
of how we could move on the suggestion from that committee that we set up a
Committee on Volunteerism to assist race directors with obtaining volunteers
and sponsors. This committee would be a
direct link between the HTC Board and the races/race directors. There was a discussion involving how race
directors recruit volunteers, and Harold suggested that we review past use of
our volunteer database to attempt to improve its usefulness. Jim asked for clarification of the basic purpose
of this proposed Committee, and David stated that it would be to help our club
run races better, since putting on races is our primary function. Harold suggested that the VP of Races and
Equipment would be the logical person to head this committee. David agreed to talk to Joe Francica, who headed up the committee last Spring, to get more ideas about forming the Committee on
There were a few more
brief items of business.
David had received a suggestion from a
member that we add more categories to the Grand Prix. We discussed different possibilities and
came up with perhaps adding an age-graded category. David is compiling data on all HTC races to determine if adding additional categories is
warranted based on the relative participation levels of differing age groups.
Anne gave the board an update regarding
the Shoe Amnesty program and our preliminary discussions with a
Ashley inquired as to whether we should
reexamine the splitting of the excess money from the Women's Festival Race, and
it was decided that we would stay with the 80/20 split.
Jim presented the names of the
organizations which will be receiving a donation from the 2004 Mercedes-Benz
Cotton Row Run profit created by the large number of runners who registered for
the races on Sunday night before the event and they are as follows: The UAH Cross
Country Team, the Harold and Louise Tinsley Scholarship Fund, The AARC/RRCA Roads Scholarship Program, Hemsi,
The Red Cross, and the UAB Medical Scholarship.
There was no further
business, and the meeting was adjourned at 9:10 p.m.