Minutes from January 12, 2012 Board Meeting

Old business

None.

New business

I. Treasurer’s Report

Presented by Anstr Davidson with calculations made through September 30th

II. Budget Template

A $10,000 budget to spend in the coming year that does not include the purchase of club branded apparel that is sold by Quatro Hubbard on a not-for-profit basis.

Discussion:

• Purchase of Vests for Volunteers to be worn at VHTRC events
  • Anstr estimates a cost of $4 each for 200 vests
  • Board supports this purchase, Anstr will order green vests with front pocket for name card, eliminating need to create separate name tags for each event
• Funds Allocated for VHTRC events
  • Individuals in charge of each event will be contacted to discuss budgets for 2012
  • Events may be required to supply a general line item budget about how money was spent
  • Discussion of need for 1099 tax forms to be distributed to those RDs who receive checks > $600. Anstr will check tax law to make sure VHTRC does not need to do this
• Free Membership Renewal for VHTRC volunteers
  • Amounted to $1,260 in most recent membership renewal round
  • Motion made to keep free renewal, seconded, unanimously approved
• Budget Item to be Established for Park / Forest Improvement Project
  • VHTRC Board wishes to give back to the trails, parks, forest and wilderness areas we routinely use
  • Rather than make general donations, a fund will be established and monies distributed when a clear need / project has been definitively identified
• Missing Budget Item
  • Improvements for MMT Start/Finish at Caroline Lutheran Camp need to be included in budget (electric, grill for post-race food)

III. Bull Run Run Update

• $5 increase in entry fee – may be necessary. RD will submit updated budget to the board
• Award items are undecided
• Hooded Sweatshirt as a finishers award being considered
• Entry opens February 1st
• Scholarships will continue to be offered. RD, Anstr Davidson, will review and approve applicants
• Parking situation was reviewed at MGM with success. Preferential parking will still be given to those carpooling (>1 runner per car)

IV. Awards Party (update provided via email from emeritus board member, Quatro Hubbard)

• February 18th at Cabin John 6 to 9 pm
• Sophie Spiedel and Quatro will gather nominations, research nominations, coordinate voting and tabulate votes. Quatro will purchase awards this year, but not next.
• Joe Clapper will take over coordination of food for event. Bob Fabia has offered to help

V. Women’s Half Marathon

• Opening for the WHM Director to be posted as soon as possible on VHTRC website
• Directive for VHTRC race directors will be posted on website as information for potential candidates (to include specific instructions that shirt designs require board approval)
• September 8th, 2012 date set
• Pavillion is rented (paperwork submitted)
• New director will be given information about traditions associated with the event that the VHTRC wishes to continue

VI. Creation of Run Coordinator Position

• May be a board member or board member emeritus
• Position will be a clearinghouse for dates of events and as a point person for run organizers to contact regarding requests for money.
• Position will be responsible for presenting the difference between club and non-club events.
• Coordinator will tie all events together for better oversight

VII. Swag Committe

• The Swag Committee was discussed. Current Members: Keith Knipling, Quatro Hubbard, Pam Gowen, Bobby Gill and Mel Saraniero
• No decision was made about the Swag Committee.
• Alan will consult Quatro for his ideas and the board will revisit the issue with this new information.

VII. MMT Logo

• Anstr will initiate design search on website as soon as possible

VIII. Event Banners

• Goal is to have an event banner for each of the VHTRC “big three” events: BRR, MMT and WHM
• Board / membership will select an MMT logo before banners are ordered