Minutes from September 12, 2022 Board Meeting

These are notes from a meeting of the VHTRC board of directors held on September 12, 2022. 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: 7:00 pm

Adjourned: 8:30 pm

Board members present: Tracy Dahl, Sara Davidson, Jon Jester, Keith Knipling, Chelsea Smith

New business

Status of Funds

Club Treasurer, Trevor Baine, provided a status of club funds. Trevor said the Club is in good financial shape and that we still could operate at a loss.

Keith discussed a membership system glitch where expiring membership email notifications stopped being sent in late August, 2021. We likely lost some members during the last year. Some data: the high-water mark for membership a year ago was over 700; we currently have 513 members.

Discussion with BRR, MMT, and WHM race RDs

In light of the previous budget discussions, Trevor recommended tributes paid to the Club in 2023 by the three primary money-making races, BRR, MMT, and WHM. Last year we operated with smaller tributes paid to the Club ($1,500 / $1,500 / $1,000 by BRR / MMT /WHM) and indicated we could continue to do so for 2023. The Board agreed that these will be the 2023 race tributes. Trevor left the meeting.

The Board, Dan Aghdam (MMT RD), and Katie Keier and Quatro Hubbard (BRR RDs) discussed recently updated race guidance. The guidance was agreeable to all, but Tracy noted that there was no stipulation for runner accountability. This should be added in the future.

Membership coupons for race volunteers were discussed. We had previously used a common “volunteer” code but, now, each race will have its own code that RDs can distribute to their volunteers. This should cut down on abuse of the old code, which was a poorly kept secret.

A number of other race-related issues were discussed, including sponsorship, shorter options for BRR and MMT, and the commemorating the Club’s 30th anniversary at the 2023 races.

Awards Party

Katie Keier stayed on the meeting to discuss the Awards Party. Katie agreed to spearhead this event, including dealing with the awards themselves. A date of February 4 was motioned by Keith and seconded by Jon. That date was approved unanimously. Katie will look into reserving the neighborhood clubhouse in Cabin John, MD, where we have had the party in the past.

Discussion of Event RD Guidance

The Board discussed new guidance for Event RDs. It was suggested that specifics on storage unit access be added, as well as expectations for Event RDs using the Club’s equipment.

Discussion of Event Emergency Procedures

Keith drafted emergency procedures for most of the Events. Some of the emergency points of contacts still need to be confirmed. For some aid stations, Sara suggested adding specific instructions regarding how to receive emergency response (what direction they will be coming from, how to direct them). It was also suggested noting the nature of cell phone coverage and how to handle that.

Upcoming events

Tracy touched on the upcoming events:

  • The Big Schloss is September 24
  • The Party is September 25
  • Massanutten’s Revenge is September 30

Minutes from August 8 meeting

The Board reviewed the minutes from the August 8 meeting. Chelsea motioned and Jon seconded to approve the minutes. They were approved unanimously.

Submitted by Keith Knipling.

Last updated November 9, 2022