HTC Executive Board Meeting - 4 November 2003

Board Members Present: David Purinton (President), David Cain (VP-Programs), Harold Tinsley (VP-Communications), Anne Park (Secretary), Kathy Youngren (Treasurer), John Roberts (Appointed Member), Malcolm Gillis (Appointed Member-Rocket City Marathon Director).

Board Members Absent: Richard Rodenhausen (VP-Races & Equipment), Jim Oaks (Appointed Member-Cotton Row Director)  Note:  Jim Oaks was excused from the meeting as he was traveling to the Road Race Management Race Directors Meeting to represent the HTC.

A short business meeting was held at 8:30 p.m. after the HTC Awards Ceremony at Papa Lovetti's to briefly discuss questions regarding a proposed Huntsville Hospital Foundation/HTC cooperative venture to stage a new race to benefit breast cancer research and work in Huntsville. The HTC Board is scheduled to meet with Huntsville Hospital Foundation representatives on 10 November 2003. 

Following are some questions HTC Board members would like to get answers to before entering into an agreement.

• Will HTC insurance cover this type of race agreement?
• How big do they intend for the race to be and what would be the participation for the race to be considered a success?
• Race permit, road closings, course marking, course approval by police department, and police staffing - these items that will be the responsibility of the HTC must be worked out with the City before we can sign an agreement.
• Who will coordinate and implement all computer involvement? On-line registration, data entry, results processing, etc.?
• What limitations should be placed on the use of runner demographic information for purposes other than execution of the race?
• Will both parties have access to total financial disclosure?
• The agreement should be limited to some number of years so that any functions found not to be workable or suitable can be re-negotiated if necessary?
• How will cash prizes be handled?
• Race name, event billing, logo, T-shirt design, race brochure, etc. must all have HTC input and approval. This is in keeping with current HTC race policies.

All concerns center around who will actually manage the event and who will have responsibility for certain aspects of the race. The HTC's long history has created policies that help to ensure professional, safe events. Any venture that the club may undertake with regard to the proposed partnership, or any partnership, would be required to adhere to these established standards.

HTC President, David Purinton, shared information regarding some of the above items that had come up in a preliminary meeting with Huntsville Hospital. He stressed that the hospital's desire was to have a quality race such as the Huntsville Track Club is known for, and that they are willing to work with us as equal partners. The Hospital Foundation is seeking the input and guidance of the club to ensure that the event is well run and of a quality that will be attractive to runners. It was agreed that we should go into this venture with our eyes open and not commit to anything until all details are ironed out to everyone's satisfaction.

There was no further discussion, and the meeting was adjourned at 9:00 p.m.