January 15, 2009 6:30 p.m. - Eastman Employee Center
Voting Board Members present: Earl Brown, Matthew Studholme, Mary Rodriguez, Rhonda Denham, Michael Pope and Phil Horner
Non-voting Board Members and Position Holders Present: Donna Bays, Steve Pastorek, Wendy Weidner, Maria Studholme, Bob Townsend, Nicole Goodman
Guests: Mark Skelton, Bill Dickerson, Dan Richardson, David Moody, Harriet Locke, Barbara Bogart, Allison Pastorek, Bill Burnette and Wanda Burnette
Approval of Minutes: The November 2008 minutes were approved via email vote.
Treasurer’s Report - Nicole Goodman for Jason Goodman
In 2008 the Club had a net loss of 1,049.31. Some major expenses for the year included:
$2,771.41 – Awards Banquet, including LDS and King & Queen Expenses
$1,750.00 – Grant Program
$ 605.49 – Equipment Storage (new expense compared to 2007)
$ 829.58 – Timer for Dobyns-Bennett (one-time expense)
It was requested that Mary Rodriguez in her new position as treasurer report back at the next meeting on exactly what the “Board Expenses” were for 2008.
Because the New Year’s Wake Up Run “snow flake” awards are quite expensive, it was suggested the engraving/etching should be more generic so that leftovers could be used in subsequent years.
King & Queen Competition
Addition of Prize Money - Participation in the competition has continued to decline over the past few years. To hopefully increase participation, Earl Brown is offering to make a personal contribution of $400 toward prize money. Both overall King and Queen would receive $50. The remaining money would be split into six $50 gift certificates from Foot Rx Johnson City. The certificates would be raffled at the Awards Banquet to all club members who qualified for the King & Queen Competition.
Calculation of Current Age for Each Race - Currently, the King & Queen Competition uses participants ages as of January 1 of the current year for determining age group placements and for tabulating age-graded results for individual races. A discussion was held to discuss if that was the best method. After a lengthy discussion, the following action was taken by the Board:
Motion: Earl Brown - For 2009 and forward, the King & Queen Competition will use participants ages as of 12/31 of the current (competition) year to determine individual age group placement and will calculate age-graded race results by using participants ages on race day.
Second: Matthew Studholme
Motion Passed: Matthew Studholme will post the new King & Queen tabulating methods on the SFTC website.
Masters and Grandmaster Categories - Since the King & Queen Competition uses age-graded race results, is it necessary to have Masters and Grandmasters categories? After a thorough discussion, the following action was taken by the Board:
Motion: Earl Brown - Awards will be presented to the top 3 overall men and women as well as the top three men and women of each age-group. Masters and Grandmasters awards will be eliminated. In addition to the traditional award, both Mr. and Mrs. Mileage will also receive a free pair of shoes, courtesy of Foot Rx Johnson City.
Second: Michael Pope
Motion Passed - Matthew Studholme will post the new King & Queen award categories on the SFTC Website.
Foot Rx Logo on King & Queen Webpage - It was agreed that the Foot Rx logo should be prominently posted on the King & Queen section of the SFTC website to indicate their sponsorship of the Competition.
Laughlin Memorial Hospital/YMCA Bunny Hop 5K Run - The Race Director of the Bunny Hop 5k has requested the race be added to the 2009 King & Queen Competition. Bob Townsend confirmed the race has met all the criteria to be considered for the series.
Motion: Rhonda Denham - Bunny Hop 5K will be added to the 2009 list of King & Queen races.
Second: Mary Rodriguez
Motion Passed - 5 votes in favor and 1 vote opposed.
Race Requests for Inclusion to King & Queen Competition - Following the vote regarding the Bunny Hop 5k, a discussion was held regarding the number of King & Queen races and the timing for establishing the final list of races to be included in the competition. Some feel there are currently too many 5k races on the King & Queen calendar. It was also stated that the list should be finalized prior to the first of the year. After a full discussion, the Board took the following action:
Motion: Matthew Studholme - Race Directors or Organizations wanting their races to be considered for inclusion to the King & Queen Competition should submit the request to the Board no later than the November board meeting.
Second: Earl Brown
Motion Passed - Matthew Studholme will update the website to reflect this decision.
Grant Coordinator and Trail Series Competition Scorekeeper - It was discussed that these two positions involve a significant amount of time. The suggestion has been made to award volunteer points to the members serving in these positions. After some discussion, the Board took the following action:
Motion: Matthew Studholme - The Grant Coordinator and Trail Series Competition Scorekeeper will each receive 5 volunteer points.
Second: Michael Pope
Motion Passed - Matthew Studholme will update the website to reflect this change.
Volunteer Points Requirements for Long Distance Series and Trail Series Competition Participants - Wendy Weidner proposed that the LDS and Trail Series participants should be required to accumulate 5 volunteer points to qualify for awards in the respective series. This would be consistent with the new King & Queen Competition requirements. After some discussion, the Board took the following action.
Motion: Earl Brown – Long Distance Series and Trail Series Competition participants must accumulate 5 volunteer points to be eligible for awards.
Second: Matthew Studholme
Motion Passed - Matthew Studholme will note this change on the SFTC website.
Wendy Weidner next pointed out that the current Long Distance Series rules state that participants must collect their volunteer points by volunteering at races, not by attending Board Meetings. She recommended that for 2009 and going forward, Long Distance Series participants should be required to earn at least 3 of the required 5 volunteer points from races. After much discussion the Board took the following action:
Motion: Wendy Weidner – Long Distance Series participants must earn 3 of the 5 required volunteer points from races.
Second: Rhonda Denham
Motion Passed: Matthew Studholme will note this change on the SFTC website.
Trail Series Competition
Scoring and Awards - The question was raised about how the Trail Series Competition would be scored and who would be eligible for awards. After a lengthy discussion, the Board took the following action:
Motion: Matthew Studholme - Trail Series Competition awards will be presented to the overall top three men and women and the top man and woman in the Masters (40 - 49) and Grandmasters (50+) categories with no double dipping.
Second: Earl Brown
Motion Passed: Matthew Studholme will update the SFTC website to reflect this action.
As for scoring, it was generally agreed that traditional cross-country-type scoring would be used for the Trail Series Competition. Each participant will be awarded a number that corresponds with their place in the race (place in relation to other Trail Series Competition participants). At the end of the series the points will be added and the lowest score wins. It was also agreed that the results will not be age-graded.
Nicole Goodman volunteered to be the Trail Series Competition Scorekeeper.
Steve Pastorek volunteered to donate $50 gift certificates from Foot Rx for the top overall male and female winners of the Trail Series.
Matthew Studholme will update the SFTC website to reflect these decisions.
2009 Grant Program - In accordance to the guidelines of the Grant Program, the Board should determine the number of grants that will be offered during the year. Discussion was held as to whether this decision should be for the number of grants or the total dollar amount that will be available. After some discussion, the Board took the following action:
Motion: Earl Brown - SFTC will set aside $2000 for grant awards for 2009.
Second: Matthew Studholme
PathFinders Grant Application - Pathfinders submitted a grant request to assist in funding a 5k race to be held in March, 2009. The grant money would be used for equipment rental, race t-shirts and race awards. Although everyone agreed that Pathfinders is a program we would like to support, some members of the Board expressed concern that the grant request was more for race sponsorship than program funding. The vote went as follows:
0 members voted to approve the Grant request.
4 members voted to reject the Grant request.
2 members abstained from the vote.
Grant request is denied - Rob Schoborg is to inform the submitter of the Board‘s decision.
Future Discussion Regarding the Grant Program - The Board agreed that more thought and direction was needed regarding what types of activities/purchases would be acceptable uses of the grant money. It was requested that everyone give this area some thought and be prepared to discuss it further at the February meeting.
Earl Brown initiated a discussion that SFTC should consider offering financial support for local athletes with opportunities to participate in regional or national events, i.e. the Senior Olympics or the Olympic Trials. Further discussion was tabled until a future meeting.
Races Reports – Bob Townsend
Pioneer 5 Mile Run – The race went very well this year with a lot of positive feedback regarding the course changes. The race made a profit of $132.50
War Party 10k Run and 5k Fitness Walk – Plans are on schedule for the War Party. It is schedule for January 31st. As of meeting time, 32 runners had preregistered for 10K and 10 race walkers had preregistered for the 5k.
The Racewalk Representative has not attended a Board Meeting for over one year. It was suggested that a new Representative may need to be appointed if the current Rep is not able to attend meetings. Further discussion of the matter was tabled until a later meeting.
Blue Ridge Race Series - Matthew Studholme has not received a response about whether an advertisement in the magazine is a requirement for being included in the Series. The decision of whether to participate in the Series will be deferred until a response is received.
On-Line Race Calendar: Some Board members expressed concern regarding the number of calendar entries being posted for events held a considerable distance outside our area. Do we need to set limits or add fees for posting on our calendar? Further discussion was tabled until a future meeting.
Injury Prevention Seminar - Bob Weatherly, a physical therapist from Lebanon, VA has offered to give a free seminar to promote injury-free running. In the November 2008 meeting it was decided offer Mr. Weatherly some time either before or after the War Party 10k to make his presentation. Unfortunately, the War Party date does not work with Mr. Weatherly’s schedule. Steve Pastorek will check with his co-sponsors of the Foot Rx 5 Miler to see if they would have any objections to invite Mr. Weatherly to present his seminar in the Wellness Center sometime during the event.
Location and Timing of Meetings - Earl Brown asked if others would be interested in alternating the meetings between Kingsport and Johnson City and possibly changing the meeting day to Tuesday so that it would not conflict with the Foot Rx Johnson City Group Runs. Discussion was tabled until next meeting.
Next Meeting Date: February 12, 2009 - 6:30 p.m. at the Eastman Employee Center