Minutes from January 8, 2018 Board Meeting

These are notes from a meeting of the VHTRC board of directors held on January 8, 2018. 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 Bob Gaylord's home.

Called to order: 8:00 pm

Adjourned: 9:40 pm

Board members present: Keith Knipling (President), Tom McNulty, Dan Aghdam, Tracy Dahl, and Bob Gaylord

Old business

None.

New business

The President facilitated a discussion of the Bylaws and mechanics of Board operations. The Board without motion unanimously appointed Keith Knipling to remain the RRCA Membership and Liaison Chair, and Bob Gaylord as Secretary based on the respective individual’s volunteering.

Bob Gaylord moved and Tom McNulty seconded to hold a minimum of quarterly face-to-face board meetings with additional telephonic meetings as needed. Motion carried unanimously.

Per the Bylaws, the newly elected Board selected Bob Gaylord to serve as President with term beginning January 9, 2018.

The President reviewed an excellent summary financial document (VHTRC Treasurer’s Annual Report to the Board—2017 Year in Review) provided by Trevor Baine, Treasurer. Overall, the financial strength of the club is strong with sufficient cash reserve. However, the Treasurer rightfully stated the need for a more formal forward-looking budget exercise to ensure long-term sustainability of the organization. Without motion, the Board unanimously agreed to invite the three major fee-based Race Directors to a special meeting to discuss the financials and their respective fiscal impact and responsibilities to the overall budget. Generally, membership and the three major fee-based runs drive club revenue (Hashawha 50k is also fee-based but generates revenue to a far lesser degree). This discussion is intended to be the basis for long-range budget development and sustainability of the club, and the individual runs, while supporting the plethora of non-fee-based “fatass” runs. Bob Gaylord has the lead to set up the meeting with the Race Directors the first part of February.

After much discussion facilitated by the Awards Party Chair, Keith Knipling, he recommended the Board approve allocation of $2200 for the Party. It was moved by Bob Gaylord and seconded by Dan Aghdam to approve the recommended budget of $2200. Motion carried unanimously.

Other business

Because the meeting was running ahead of schedule, the President facilitated a discussion of additional issues placed on the agenda to discuss as time permitted.

It was agreed to conduct informal polling of membership during runs on the club name. There was previous discussion of changing the name to make it more appropriate in the current running community environment.

It was moved by Tracy Dahl and seconded by Tom McNulty to ratify the current membership dues structure including free memberships for volunteers at the three major fee-based runs. Motion carried unanimously.

The Board discussed an excellent written assessment by John Stacy of the VHTRC trail work initiative headed up by John. Without motion it was agreed to further review John’s recommendation due to the fiscal impact on the VHTRC, but in the near term, become more engaged with John in representing the club to the various Park and Forest entities. Tracy Dahl will represent VHTRC to the Northern Virginia Regional Park Authority (home to BRR 50 and WHM), and Keith Knipling will be the primary representative to the United States Forest Service and other entities governing the Shenandoah and Massanutten Mountains (home to numerous “fatass” and training runs, in addition to the MMT 100. The Board was effusive in its praise for the work John and Stephanie have accomplished with numerous volunteers on behalf of the VHTRC.

Submitted by Robert E Gaylord. Minutes approved by email on January 10, 2018.

Last updated October 20, 2020