These are notes from a meeting of the VHTRC board of directors held on January 12, 2012. These notes summarize the topics that were discussed and the decisions that were made. If you have a question or comment about this meeting, please send an e-mail to the board members.
Board members present: Alan Gowen, President; Anstr Davidson, Treasurer; Joe Clapper, Member; Ed Demoney, Member; Alisa Springman, Member
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.
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