HTC Executive Meeting Minutes

October 23rd, 2014

The Huntsville Track Club held an executive board meeting on October 23rd, 2014 at Fleet Feet Sports. The meeting was called to order by President Eric Fritz at 6:30 pm. The focus of the meeting was to nominate the 2014 Annual Award Winners.

Board Members Present: Eric Fritz (President), Karen Gelmis (VP – Programs), Alex Clark (VP-Races and Equipment), DeWayne Satterfield (VP – Communications), 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).

MEETING TOPICS:

> 2014 HTC ANNUAL AWARD NOMINEES

The Board discussed and voted on the annual HTC Awards for the upcoming General Meeting on November 18th.

> HTC CHARITY – HUNTSVILLE HOSPITAL FOUNDATION

A name was decided for HTC Charity at the Huntsville Hospital Foundation that will benefit the Physical Therapy Department: “The Huntsville Track Club Back on Track Fund”

> RACE DIRECTORS

Race Directors are needed for the following races. Prospects were mentioned and will be contacted to see if they are interested.

* Scholarship Fund Run

* Summer XC Runs

* McKay Hollow

* David McKannan ALS

> DOUBLE HELIX DASH

Hudson Alpha has approached HTC to take over their race. The board voted and approved the takeover. We are in search of a Race Director.

> MEMBERSHIP FEES

Eric is concerned that prorating is not conducive to current programs including those such as free to member races and the attempt to benefit members with Mountain Mist registration, etc. Several ideas were discussed but no action was taken. It was agreed that most likely we should increase membership fees going forward, however that should coincide with the release of our new website.

> ACTIVE.COM

Race Directors need to check their race reports on active.com and be sure to get participants to sign waivers. When someone allows friends/family to register them, the waiver goes unsigned. RD’s need to print the waiver and have them sign at Packet Pick-up and include these instructions in the “Packet Pick-up” email that is sent to all participants.

> WORKER COUPONS

We need to either improve or discontinue this program. Most RD’s if not all, give out t-shirts instead. The free HTC races primarily benefit from the worker coupons as they don't provide t-shirts.  In races that provide t-shirts volunteers have the option to accept the t-shirt or a worker coupon but not both.

> HTC EQUIPMENT RENTAL

Alex proposed that only HTC Members should be allowed to rent equipment. After some discussion, it was agreed that if the “Rentor” is not a member at the time their equipment request is submitted then they will have to become a member at that time. A vote was taken and approved.

> MONTE SANO CAPITAL PROJECTS LIST

Karen Gelmis submitted a list of capital projects for the Monte State Park to Eric Fritz for review for potential HTC involvement. These will be discussed with the board at a later date.

The meeting was adjourned at 8:30 pm. The next General Meeting will be held on November 18th, 2014 which is also the Annual Awards Meeting.

Submitted: Regena Moore 10/27/14

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