Minutes from November 2, 2020 Board Meeting

These are notes from a meeting of the VHTRC board of directors held on November 2, 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: 7:33 pm

Adjourned: 9:02 pm

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

Others present: Carol Cohen, Quatro Hubbard, Katie Keier

Old business


Quatro received the additional order of 150 Runner Hats from BOCO last week.

SWAG: Neck gaiters

We have proofs and pricing for club neck gaiters from BOCO. Keith will reach out to Buff to get a similar quote.

Benches for Ed Cacciapaglia

On October 18, a team of club members installed the first of two benches in the Do Loop. A second bench will be installed on the BROT near Hemlock on November 15. Thanks to Bob for coordinating this effort and all the club members who helped.

Storage shed

On October 18 we vacated the AdventureLinks trailer at Hemlock and moved the contents to a Public Storage facility in Lake Ridge. Everything was moved except for the grill, which is still at Hemlock. Tracy volunteered to organize the Public Storage unit in November, including outfitting it with shelves.


At our last meeting we decided that, because of COVID, we will extend the membership of all members by one year. Tracy is our Membership Coordinator and will work with Aaron Schwartzbard to make this happen.

New business

Boyers Furnace, in discussion with RD Carol Cohen

Boyers is scheduled for December 26 and Carol presented a proposed “Boyers Lite” course that is 21.5 miles long, starts at Signal Knob Parking, has one aid station, and no post-run party. The start will be staggered with runners leaving in groups of 5 in 2-minute intervals. After discussion with the Board, it was decided to limit entry to 40 runners, club members only, and to have a cupless event serving only water at the single aid station. Bob made the motion to hold the event as described and Tom seconded the motion. The motion carried, with Tracy voting “no” and all other Board members voting “yes.”

Bull Run Run, in discussion with RDs Quatro Hubbard and Katie Keier

Bull Run Run entry has been moved back to January 1 and the field will likely be pared down to 150–200 runners. There will no longer be a North/South team competition.

AdventureLinks is no longer a tenant at Hemlock Overlook, and NOVA Parks is now the point of contact for events at that venue. Quatro and Katie were encouraged to engage with NOVA Parks to secure the date of April 10 for BRR with the park. AdventureLinks retained a $3,175 deposit for the 2020 race that was intended to be rolled over to 2021. Quatro and Katie were also encouraged to get this money refunded and/or credited with NOVA Parks.

MGM, in discussion with RD Katie Keier

MGM is scheduled for December 12. Katie expressed concerns over having people congregate at our traditional holiday fat ass and it was discussed to hold MGM as self-supported run on the designated date, with people starting and finishing their run at any place along the course. There is no entry and no results will be kept. Keith made the motion to operate MGM as a virtual event and Tom seconded. The motion was carried unanimously.

Awards Party, in discussion with RD Katie Keier

The Awards Party is typically in early February, with nominations taking place in December and voting in early January. In light of the COVID pandemic — with few races or events in 2020 and the dangers of a crowded indoor party — it was unanimously agreed to cancel the awards and the associated party for this year. Last year we had members submit photos that highlighted their year, which was assembled into a slideshow and projected at the party. We will plan to have a similar slideshow this year which will be shared online. Collection of members’ photos will happen in December.

Submitted by Keith Knipling. Minutes approved by email on November 10, 2020.

Last updated November 11, 2020