HTC Executive Meeting Minutes

August 4th, 2015

The Huntsville Track Club held an executive board meeting on August 4th, 2015 at Fleet Feet Sports. The meeting was called to order by President Eric Fritz at 5:30 pm.

Board Members Present: Eric Fritz (President), Karen Gelmis (VP – Programs), Alex Clark (VP-Races and Equipment), DeWayne Satterfield (VP – Communications), Regena Moore (Secretary), Kathy Youngren (Treasurer), Harold Tinsley (Appointed Member – Past Board Member), Dink Taylor (Appointed Member – Cotton Row Director), and Suzanne Taylor (Appointed Member – Rocket City Marathon Director).

Guest: Gregg Gelmis of We Run Huntsville

MEETING TOPICS:

> 2016 COOKIE DASH RACE DIRECTOR - VOTE

The board voted for HTC Member, Ruth Marie Oliver, to replace Regena Moore as Race Director given Regena’s recent resignation.

> WE RUN HUNTSVILLE – VOLUNTEER RECOGNITION PROGRAM

Gregg Gelmis met with the board to discuss his new volunteer recognition program. It is a points-based program based on an honor system that seeks to recognize those who volunteer their time and resources for the planning and execution of races and other events in our community. Participants will register their hours online in exchange for an opportunity to be rewarded monthly/yearly with gift cards, free race entries and merchandise provided by sponsors. The board agreed to allow Gregg to use the HTC logo and list HTC as a sponsor. The board will decide at a later date what our contribution will be in regards to free race entries / free annual membership.

> 2014 LIZ HURLEY RIBBON RUN DONATION - VOTE 

The board voted to once again make a monetary donation of $4,500 to the Huntsville Hospital Foundation for the Ribbon Run.

> 2015 ROCKET CITY MARATHON

Planning and execution is in full swing. Ten new committee chairs have been appointed. The first committee meeting will be held on August 12th. There are currently 633 registered runners. Suzanne Taylor, Race Director, is considering RISE school for one of the charity beneficiaries. It is a Nonprofit, Private school supporting kids with and without disabilities such as Down Syndrome.

> 2015 DOUBLE HELIX DONATION UPDATE

Alex Clark, Race Director, received a monetary donation for HTC in the amount of $1,945 that HTC will then donate back to Hudson Alpha. The amount was 20% of entry fees which was stated in the contract. Hudson Alpha is interested in growing the race next year and changing the course to allow for more participants.

> HTC NEW WEBSITE STATUS

DeWayne, HTC VP Communications, expects the new site to roll out soon for board review. The set-up is similar to the Rocket City Marathon site designed by Cedar Hills Marketing. DeWayne will send the board members the link and ask that each member review it and recommend edits no later than September 1st. DeWayne will be responsible for maintaining the site for now. Online membership will also be available with the new site.

> HTC ACCOUNTING / TAXES

Kathy, HTC Treasurer, asks that HTC consider hiring a professional accountant to assist with financial reporting and taxes.  With the growth of the club, it has become more complicated over the past few years.  The board agreed to hire someone. Harold will send a list of HTC members who are accountants or CPA’s and Kathy will contact them.

> HOLIDAY INN RESEARCH PARK

The hotel is interested in advertising with HTC and/or offering discounted rooms for events. Eric will contact them for more details and explain the HTC Advertising restrictions due to our Nonprofit status.

> FALL HTC MEMBERS MEETING

Instead of a typical General Meeting, Dink Taylor suggested we host a Family Style Picnic / Potluck at Monte Sano Pavilion. HTC will provide the meat, paper goods, and non-alcoholic beverages. Guests will provide side dishes and desserts. Karen Gelmis, VP Programs, will contact Monte Sano for scheduling. Sunday, October 18th 2:00 – 6:00 pm is preferred. Once a date has been confirmed, Regena will email the invitation and post it on the HTC Facebook page. The next General Meeting will be the Awards Ceremony held in November.

> HTC NEWSLETTER

The board discussed some options around updating the HTC NEWS in the future. Harold is concerned about the restrictions on advertising affecting what we can and cannot do.  No decisions were made but Harold has agreed to provide the Newsletter for two more years as long as he is in good health. The option of providing a PDF copy for the new website in a member only section was also mentioned.

The meeting was adjourned at 7:30 pm.

Submitted: Regena Moore 8/6/15