State of Franklin Track Club
April 16, 2009
Board Members present: Earl Brown, Matthew
Studholme, Mary Rodriguez, Michael Pope, Phil Horner, Rhonda
Denham, and Jason Goodman
Board Members/Position Holders present: Donna Bays, Bob Townsend, and Nicole
and Guests Present: Frank Kibler, Rachel
Conger, and Kelly Robinson (via teleconference)
Approval of Minutes: Earl Brown stated that the final draft minutes
of the March meeting had been sent to each member of the Board and asked if
there were any additions or corrections.
There being none, the minutes of the meeting were, upon motion duly made
and seconded, approved as presented.
Treasurer's Report – Mary Rodriguez
Income since last report: $ 1,233.01
Expenses since last report: $ 1,452.28
Assets as of April 16, 2009: $17,442.34
The full report is attached as
discussion was held concerning the two websites hosted by SFTC. These sites are www.runtricities.org
The cost is $23.94 per site every six months.
would like to define what type of expenses is appropriate for
Clubs/Organizations/Individuals to use SFTC grant money to fund. Nicole Goodman
agreed to research requirements of similar grant programs and to prepare a
proposal for review at the May meeting.
March meeting, the Board decided to make Split Times an annual publication
highlighting the accomplishments and events of the running community served by
the Club. It was also decided that at
future meetings the Board would make a list of
potential topics and take the lead in writing the articles. After much discussion the following topics
and timeline was established:
Member Possible Topic
Nicole and Jason)
June Donna Bays Varmint Half Marathon
July Earl Brown King & Queen Competition
Pope Nike Half Marathon
topics will be developed at future meetings.
It was also agreed that as articles are written they will be placed on
the Club’s website under the “News & Announcements” section.
also discussed the Editor role for the new Split Times format. Earl Brown
agreed to discuss the matter with Rob Schoborg to confirm he wants to continue
Chasing Snakes 10k:
The Board expressed their appreciation to the Race Director (Amy Combs)
and her support crew for the level of organization of this inaugural event.
Kibler, Race Director, thanked the Board for continuing to allow him to make
decisions and plan the marathon with minimal reporting back to the Board. This year the race reached its registration
limits six months prior to the race date.
Participants came from as far away as Massachusetts,
Florida, and Iowa.
Frank reported that, as usual, the volunteers were great and that both
he and the runners truly appreciated their time and dedication to the
race. The Revenue/Expense Summary and
runner’s comments are attached as Exhibit 2.
Jingle Bell 5k: Jason and Nicole Goodman will not be able to serve as liaisons
for the 2009 Jingle Bell race. The Board
will attempt to find a new liaison.
Jonesborough Parks and Recreation 5k Road
Conger): Rachel is the Director of the Jonesborough Parks
and Recreation Department. The Parks and
Recreation Department would like to host a 5k race on August 29 as a fund
raiser. Rachel is requesting to hire
SFTC to manage the finish line and to provide 10-12 volunteers to help with the
race. Information submitted regarding
the race is attached as Exhibit 3.
Michael Pope agreed to serve as liaison.
After considerable discussion, the following action was taken by the
Motion: Jason Goodman
– SFTC accepts the request to be hired for finish line management and to provide
volunteers necessary for the finish line for the Jonesborough Parks
and Recreation 5k Road Race to be held on August 29, 2009.
Second: Earl Brown
was agreed that Rachel and her staff will work to locate the necessary
volunteers needed for the course and that she will confirm their insurance will
cover the SFTC volunteers managing the finish line.
Bristol Challenge 6K (Girls
Incorporated – Kelly Robinson): Girls
Incorporated of Bristol would like to host a 6k
race on the trails at Steele
Creek Park. The race is set for June 27th at 7:30
a.m. Kelly would like to hire SFTC to
manage the finish line. Rhonda Denham
agreed to serve as liaison. After
considerable discussion, the following action was taken by the Board:
Motion: Earl Brown
– SFTC accepts the request to be hired for finish line management for the
Bristol Challenge 6k to be held on June 27, 2009.
Second: Matthew Studholme
Bristol Motor Speedway 7k:
Rhonda Denham and Wendy Weidner
have been contacted by representatives of Bristol Motor Speedway (BMS)
requesting finish line management at a new 7k race to be held the morning of
the August Nascar race at BMS. Due to scheduling conflicts, the BMS representatives
were unable to attend the meeting. After
much discussion, the Board agreed to waive the 4-month rule for new races
requesting finish line management and will invite the BMS representatives to
present their request at the May meeting.
Rhonda Denham will notify BMS of the Board’s decision.
RRCA Race Insurance
Jason Goodman has
continued his dialog with RRCA’s Insurance
Representative and has discovered that SFTC volunteers working a race that SFTC
has been hired to manage the finish line are not covered by our liability
policy through the RRCA. The
representative advised that we would either need to be an additional insured
under the race organizer’s policy or the Club could purchase a general business
insurance policy. After much discussion,
Nicole Goodman agreed to check and
report back to the Board on how Girls on the Run handle their insurance.
Matthew Studholme has
changed the SFTC website to inform race organizers that they are responsible
for arranging for their own insurance coverage.
The Board next reviewed the status regarding
contacting race directors for races SFTC is currently hired for finish line
management to inform them about the insurance update. The following races/race directors have been
Animal Chase Races
Foot RX 5 Miler
Rhythm & Roots 5k
following races/race directors need to be notified:
Apple Festival - Matthew
Studholme will notify the Race Director
BAE Half Marathon
– Jason Goodman will contact the
SFTC liaison, Steve Pastorek
Jingle Bell 5k – Jason
Goodman will notify the Race Director
Injury Prevention Seminar:
Allison Pastorek has indicated that Bob Weatherly could do an injury
prevention seminar at FootRx on the Friday before the
FootRx 5 Miler.
Matthew Studholme will contact
Mr. Weatherly to let him know to contact Allison and Steve
Pastorek to make arrangements for the seminar.
SFTC Summer Training Program (Frank Kibler): The program began several years ago and was originally
set up for kids but over time its focus changed to assisting adults who wanted
to train for both the Crazy 8’s and Eastman 10k. Several track club members who have assisted
with the program over the past couple of years would like to continue with the
program. After considerable discussion,
it was agreed that the program will continue.
Jason Goodman will complete
the necessary paper work to have it added as a Club owned event to the insurance. Matthew Studholme
and Frank Kibler will work together to update the website with the program
Awards Banquet (Donna Bays): The deposit has been paid and the contract
with The Red Room has been signed. The
banquet will be held on Saturday, December 12, 2009.
Long Distance Series Awards: Tabled until the May meeting.
Racewalk Representative Report (Ruth Ketron): Tabled until May meeting.
Summer Track Meets:
In years past the Club has hosted a series of four track meets on Dobyns-Bennett
High School’s track
during the summer months. David and Brenda Fox have always been the directors for the
events and they have indicated they will be happy to continue in that role it
if the Club will provide the needed volunteers.
After a brief discussion the Board agreed they would like for the track
meets to continue and would appreciate the Fox’s continued assistance. Matthew Studholme
will contact David Fox to inform him
of the Board’s decision and appreciation.
ClubRunning Magazine – Earl Brown was contacted by this magazine requesting
an updated copy of the Club’s membership.
The Board discussed privacy issues and the need to maintain control over
our membership list. Earl will contact
the magazine for additional information and report back to the Board during the
Blue Ridge Race Series – We have had no response from the
Blue Ridge Magazine concerning our questions about the requirement to purchase
adds in the magazine to have our races listed as part of the Series. After a brief discussion, it was agreed by
the Board to drop this item from future agendas.
being no time to conduct further business, the meeting was adjourned.
Exhibits are on file with the original minutes. For copies please contact the SFTC Secretary.