Minutes from March 22, 2021 Board Meeting

These are notes from a meeting of the VHTRC board of directors held on March 22, 2021. 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: 8:33 pm

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

Others present: Trevor Baine, Kevin Sayers

New business

Improvements at the Caroline Furnace Lutheran Camp

Kevin has been approached by the camp asking that the VHTRC make a $10,000 donation to help fund a new, permanent pavilion at the start/finish of MMT. The size of the proposed pavilion is 40×96 feet and they hope to break ground next October. It will have a concrete floor, electricity, and fans. They hope to add running water in the future.

A permanent pavilion would offer several benefits to the VHTRC:

  • It would eliminate the need for a tent rental, which costs about $3,000 annually.
  • The Caroline Furnace Lutheran Camp currently charges $5,000 for a weekend facility rental, but they would keep us “locked in” at our current rate of $4,500 (plus cash donations for the cabins, sukkahs, and tents) for ten years.
  • We would have a newly constructed storage area adjacent to the pavilion.

Bob moved to approve the donation, with the proviso that a lawyer review the agreement and the terms. Keith seconded the motion and it was carried unanimously.

New RD for MMT

Kevin will be retiring from MMT after next year, and requested that the Board have a new RD in place by Fall, 2020, so that they can assist with preparations for the 2021 race. Dan Aghdam has expressed interest in the MMT RD position. To make the selection process fair and open to all, the Board discussed posting a public solicitation, consistent with how RD’s have been selected in the past. Keith motioned that such a public solicitation be made in April. Bob seconded the motion and it was carried unanimously. Tracy volunteered to write the announcement and will run it by Kevin before posting. Bob will inform Dan that we are making the announcement.

Diversity, Equity, and Inclusion seminar

On February 25, Tracy attended a virtual seminar on diversity, equity, and inclusion put on by the US Trail Running Conference. Tracy debriefed the Board on the seminar, which stimulated a lengthy discussion on diversity and inclusion. Sheila agreed spearhead the effort to research and revise the VHTRC gender policy/language.

Submitted by Keith Knipling. Minutes approved by email on May 31, 2021.

Last updated June 1, 2021