Minutes from May 17, 2020 Board Meeting

These are notes from a meeting of the VHTRC board of directors held on May 17, 2020. 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 by video conference.

Called to order: 7:31 pm

Adjourned: 9:05 pm

Board members present: Tracy Dahl, Bob Gaylord, Keith Knipling, Tom McNulty, and Sheila Vibert.

Others present: Trevor Baine (Treasurer), Kevin Sayers (MMT RD), Quatro Hubbard, and Katie Keier (BRR co RDs)

Old business

Bob Gaylord gave a status update on the benches to be installed in memory of Ed Cacciapaglia. The installation has stalled because of COVID-19, but in the interim the Board will finalize the inscription of the bronze plaques and have them delivered. Tracy will suggest some verbiage to Bob, who will touch base with Helen. Locations of the benches were also discussed: the Do Loop and near the dam below Hemlock.

New business

MMT and BRR were canceled because of COVID-19 and the Board had a debrief with their respective RDs. MMT entrants were offered the option of requesting a refund or rolling over their entry to 2021. 181 runners chose to rollover; 36 runners requested a refund. The club kept $10 of the $205 entry fee. These refunds ended up being executed manually by Trevor. It is unclear if all runners received the refund email from Ultrasignup and there could be a few more requests for refunds. RD Kevin Sayers made the following suggestions for MMT 2021: change the entry date for the 2021 race to open June 1 2020 and to loosen the entry requirements for race entry into MMT. Tracy motioned and Bob seconded that these changes be approved and they were unanimously carried by the Board.

All runners entered in BRR received a refund of $90 ($5 less than what they paid) that was executed through PayPal. About $9k expenses were already incurred for BRR (shirts, blankets, and half of our deposit to Hemock). These items should carry over to next year so no money was lost from the cancellation.

The MMT and BRR RDs were applauded for their excellent leadership and planning in navigating the COVID-19 pandemic. For both races, runners were issued 95% of their entry fees and neither race incurred irrevocable financial losses to the club.

Trevor gave a status of our funds. Between the rolled-over MMT entrants and four events being canceled this spring (eliminating about $2k planned expenditures), we are in a very strong position financially.

RD Tracy Dahl gave the Board her thoughts on holding WHM on September 12. This was followed by a discussion of our upcoming events: Catherine’s Fat Ass (July 25), Martha Moats Baker (August 8), and The Ring (September 6). It was decided to make a final decision on WHM and the fat ass events at a subsequent meeting in late June.

Keith has been working with Chelsea Smith on acquiring new hats and visors for the club from BOCO Gear. Mockups for two styles of hat and a visor were presented and discussed and Keith motioned to approve purchasing 100 of each type (300 units total). Motion was seconded and all Board members approved.

Submitted by Keith Knipling. Minutes approved by email on June 23, 2020.

Last updated June 25, 2020