February 12, 2009 6:30 p.m. -
Members and Position Holders Present:
Approval of Minutes: The January 2009 minutes were approved as submitted.
As requested by the Board, Jason reported the details regarding the “Board Expenses” from 2008. A major portion of this was the Timetech timer purchased as a gift to Dobyns-Bennett in memory of Coach Coughenour.
Income Since Last Report: $ 1,952.00
Expenses Since Last Report: $ 1,905.47
Total Assets as of 02/09/2009: $ 16,329.62
RRCA Race Insurance:
A question has been raised as to whether the Club’s involvement with races that have hired SFTC to manage the finish line meet the minimum standards for those events to be covered as “managed” races under the RRCA insurance policy.
Discussion: Insurance coverage for SFTC is included as part of the annual RRCA membership. For 2009, STFC paid $450 to RRCA for dues and listed 31 races as being “managed” by the club.
The RRCA website lists 5 criteria for a race to be considered “managed” by the club and eligible for coverage under the RRCA policy. Those criteria include:
1) Does the club identify the event as a club event in such ways as listing it on the club’s calendar, discussing it at board meetings as a club event, etc?
2) Is the event referred to in club minutes as a club event?
3) Is the club involved at each planning stage of the event?
4) Does the club train and supervise the volunteers on the course, at the aid stations, and at the finish?
5) Do the words “coordinated by” (or similar wording) with the name of the club appear on the race application?
Following the discussion, the Board felt SFTC’s involvement with the “managed” races did meet the minimum standards. The following action items were assigned:
- Race Directors will be notified that all forms and publications for SFTC managed events must refer to SFTC as the event “coordinator” and that RDs must report to the Board regarding the race; and
- Chasing Snakes – Amy Combs reported on the progress of plans for the Chasing Snakes 10k. The Johnson City Police Department has been engaged and will have a presence at 8 different points on the course as well as provide lead and follow cars. Over 100 volunteers have signed up to help with the race and volunteer training is scheduled for Monday, March 2nd. Sponsors include EarthFare, Retina Associates and Summers Taylor. The course will be closed after 90-minutes.
Take Back the Night – The Race Director has contacted the Club to manage
the race again.
Phipps Bend 5k –
2nd Annual Race for Ian – It was pointed out that this race is
listed on the SFTC Race Calendar as a King & Queen
race. That is incorrect.
New Race Management Requests/Inquiries
Mile Races at
Vision Center Race (June 20th) – Jordan Bozeman has contacted the
Club regarding race management for this possible race.
General Electric/Children’s Hospital 5k (Summer 2009) – Justin Meehan from
Kids Festival of Miles (KFOM) Races
- Currently there are no standing criteria/standards or requirements for SFTC approval for KFOM races. Since the series is sponsored by SFTC it was questioned as to whether we should have some control over what races are listed as being a part of the series. It was proposed that all KFOM races should be assessed using the following criteria:
o Is the course safe for kids to run;
o Is the course accurately measured, certification not necessary;
o Race Management is considered satisfactory and two timing devices are used;
o Results are reported to the KFOM coordinator within one week post race
King & Queen
- Currently, Race Directors are given up to two weeks to submit race results to the King & Queen coordinator. It has been suggested the time be reduced to one week.
Second: Phil Horner
Long Distance Series (LDS)
- A discussion was held concerning the sweatshirts given each year to qualifying participants of the LDS. Several at the meeting felt the shirts from 2008 were a bit too expensive and suggested this year we get quotes from additional vendors. It was also questioned whether sweatshirts was the only option. It was pointed out that the SFTC website specifically states that sweatshirts will be given to all qualifying participants.
- Further discussion was tabled until the March meeting.
What should be done with unclaimed trophies?
Discussion: Inevitably, race directors and event coordinators are left with unclaimed trophies. It was generally agreed that RDs should make an effort to contact trophy winners with instructions of how to get their awards. For trophies that are not claimed, it was suggest that if possible they should be recycled for the following year’s race. It was generally agreed that the decision is ultimately up to the Race Director.
- The “Race Management” position is currently unfilled. This person typically fields inquires regarding new races, coordinates with the Equipment Manager the calendar for equipment rentals, and sends out invoices for equipment rentals. After a lengthy discussion, it was agree that the position will be eliminated. Going forward, inquires regarding new races will be fielded by the appropriate District Representative, race liaison’s will send out invoices for equipment rental and management services to races who have hired SFTC to manage and the Equipment Manager will send out invoices for equipment rental to all other races renting equipment.
Discussion of the following agenda items were tabled until the March meeting:
- Other Business
- Old Business
o Injury Prevention Seminar
o New Racewalk Representative
o New Year’s Wake Up Race awards
o King & Queen Races for 2010
o $2000 for grant awards
o Blue Ridge Race Series response
o Online Race Calendar changes