Minutes from March 9, 2016 Board Meeting

These are notes from a meeting of the VHTRC board of directors held on March 9, 2016. 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.

Meeting held at Anstr Davidson's home.

Board members present: Alan Gowen, Tom McNulty, Keith Knipling, Anstr Davidson, and Dan Aghdam

Others present: Trevor Baine (Treasurer)

Old business

Guidance for Low Key Runs

Tom reported that he has made progress on a draft of procedures for board actions with respect to low key runs. He said that he will circulate a draft soon.

Meeting notes on the Web site

Anstr reported that he has made a function of the Web site to upload and display meeting notes. That system works pretty well, but there is still more to do with the overall board page, which is out of date. Anstr suggested we need to determine how often this will get updated. Work here is not finished.

New business

Bylaw requirement to review the club’s books

The board discussed methods to fulfill the requirement to “review” the books and records. All agreed this did not mean a formal “audit” and no one believed that such an audit is necessary. But all agreed that the club needs do more that we are currently doing.

Alan agreed to seek guidance from a professional on this matter. He will do so and report to the board at a later date.

Funding of Club Sponsored Events

The club funds several low key events. The amount of money given to each event does not seem consistent or rational. Why do some events receive little or nothing and others receive quite a bit?

The board members recognized the problem but did not discuss a solution. Trevor was asked to submit a list of the events we have funded over the last few years and the amount of funds given to each event. The board will take up the issue again after this list is received.

In the course of the discussion, Anstr suggested that there should be a rule that the treasurer not make any payment unless it was authorized by a budget approved by the board. The other board members generally agreed but no vote was taken. Anstr will propose a specific policy, discuss it with the treasurer, and then the board will discuss and vote on it.

Policy on Transgender Runners

Since the last discussion of this issue, the new draft policy had gone for comment to all race directors and managers of runs with results. All but one supported the policy. One race director pointed out that it seemed to be inconsistent because it said we will “take the runner’s word” on his or her proper declaration of sex but then talked about the consequences of a violation of the rule.

All board members recognized this problem. It was agreed that Alan would prepare another draft without the language about penalties. That draft will be made available to all members for comment.

Board Procedures

There was a discussion of the board’s operating procedures.

All members agreed that (1) that our meetings need to be more formal in decision making, (2) that we need clear notes of those meetings, and (3) that those notes should clearly state who supported any important decision. The board members that were elected in December 2015 and the member appointed in March feel that board is making strides in this direction.

Other business

Member Town Hall Meeting

Dan proposed that the board hold a town hall meeting for members to voice concerns. There was discussion of this idea but no consensus. Dan was asked to flesh out the details of his idea.

Submitted by Anstr Davidson. Minutes approved by email on March 19, 2016.

Last updated October 20, 2020