Minutes from November 5, 2018 Board Meeting

These are notes from a meeting of the VHTRC board of directors held on November 5, 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: 7:01 pm

Adjourned: 8:50 pm

Board members present: Bob Gaylord, Dan Aghdam, Tracy Dahl, and Keith Knipling

Others present: Trevor Baine (Treasurer), Quatro Hubbard (BRR RD) and Kevin Sayers (MMT RD) by phone

Old business


New business

Tracy Dahl began with a WHM cancelation discussion, including background on permit issues, rain issues with the training runs prompting park ranger to raise concern about sustainability of BROT, notification of BROT closure for the race on Monday prior to race day, and notification on Wednesday that if there were any additional rain in next 48 hours the horse trail and Do Loop trails would also be closed (final call by park authorities would be made Friday evening before race day). RD cancelled the race, with full Board support, Thursday morning to give participants appropriate notice to avoid traveling needlessly. This resulted in significant financial loss to the VHTRC.

Beyond the financial impact to the VHTRC, issues of trail use, restoration, renovation and sustainability, and current lack of VHTRC voice or engagement were discussed.

After much discussion, it was agreed to approach the NVRPA at multiple levels (Bob, Quatro and Tracy) to ensure our voice on behalf of the trail community was heard and that trail user-groups are formed and engaged prior to NVRPA finalizing major plans, and beginning renovation and rerouting work. Further, a revised refund policy (below) for the WHM was introduced by Tracy, who moved it be adopted, seconded by Dan. It carried unanimously.

Although entry is not transferable, we do issue refunds if the race is full and there is someone on the wait list to take or place. You must withdraw by (DATE), and we keep $5 from each refund.

The primary objective of the meeting was to finalize and approve the 2019 budget. Trevor Baine, Treasurer, reviewed the draft budget and development background provided to the Board earlier. After discussing current fiscal status and 2019 projected revenue and expenses, it was moved (Dan) and seconded (Bob) to raise membership dues by $5 per year for individuals and families effective January 1, 2019. Motion carried with three for (Dan, Bob and Tracy) and one no (Keith). It was moved (Bob) and seconded (Tracy) to add Martha Moats Baker 50k to the list of VHTRC supported runs. Motion carried unanimously. Budget for 2019 as amended during the meeting was unanimously approved.

Other business


Submitted by Robert E Gaylord. Minutes approved by email on November 16, 2018.

Last updated December 16, 2019