State of Franklin Track Club

Board Meeting

March 12, 2009

6:30 p.m.



Voting Board Members present:  Earl Brown, Matthew Studholme, Mary Rodriguez, Michael Pope, Phil Horner, and Jason Goodman.


Non-Voting Board Members/Position Holders present:  Donna Bays, Bob Townsend, and Nicole Goodman.


Members and Guests Present:  Ruth Ketron, Liane Jennings, Mark Jennings, John Iskra, and Jordan Bozeman.



Approval of Minutes:  Earl Brown stated that the final draft minutes of the February 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 by Matthew Studholme and seconded by Earl Brown, approved as presented.



Treasurer's Report – Mary Rodriguez


      Total Income since last report:          $  1,573.70

      Total Expenses since last report:      $     289.08

      Total Assets as of March 12, 2009:   $17,661.61



RRCA Race Insurance Update – Jason Goodman


At the February meeting the Board discussed the issue of whether our insurance purchased through the RRCA would cover all the races currently on our list of “managed” races.  After corresponding with an insurance representative and the RRCA, Jason has received an additional “Frequently Asked Questions” document that lists the five criteria the Board reviewed and discussed at the February meeting plus the additional criteria that the Club must manage funds and registration of the event.


Mark Skelton discussed this issue with his contact in the Knoxville Track Club and found out they do not offer insurance coverage to any event where they are hired for finish line management.


After much discussion, it was agreed that the Club does not want to become involved with handling the funds and registration process for all the events listed as “managed” events.  The following action items were assigned:


-          Matthew Studholme will put a notice on the website stating at the Club’s insurance will not cover races that have hired the Club for finish line management.

-          Jason Goodman will bring a list of races to the April meeting so the Board/Liaisons can begin contacting Race Directors regarding the insurance issue.

-          Earl Brown will contact Rob Schoborg, liaison for Take Back the Night, to request he inform the Race Director of the issue.

-          Mark Skelton will inform the organizers of the CASA 8K.


The one question remaining regarding is will the Club’s insurance cover SFTC members working a race where the Club is only managing the finish line.  Jason Goodman will attempt to locate the answer and report back at the April meeting.



Race Reports


-          Surgoinsville 10 Miler (Mark Skelton):  Despite the rain, the race was a success.  There were 92 finishers with two individuals setting state records.




Current/Upcoming Races


-          Chasing Snakes 10k (Donna Bays):  The race is set and ready to go for Saturday, March 14th.  As of Thursday, March 12th, 245 runners were preregistered.  The Race Director is expecting at least 300 participants.


-          Take Back the Night 5k (Earl Brown):  Rob Schoborg is the liaison and will mark the course and manage the finish line.  Equipment has been reserved and an e-mail blast has been sent out for volunteers.


-          Highlands Spring Chase 15k (Mary Rodriguez):  The event is set for March 28th.  Mary has discussed with the Race Director the possibility of changing this event to a 10 miler so that it can be included in the Long Distance Series.  The Race Director seemed open to this possibility.


-          Phipps Bend 5k (Mark Skelton):  The new date of the race is July 25th and it has been posted to the Event Calendar.


-          Virginia Creeper Marathon (Matthew Studholme):  The marathon is set for March 29th and as usual it is full, registration closed months ago.  Matthew did note that food donations for race day would be appreciated.


-          State Parks Running Tour (Bob Townsend):  Bob announced that the race schedule for the 2009/2010 season has been set.  Roan Mountain 10K will be on October 24th, Pioneer 5 Miler will be on December 12th and the War Party 10K will be on January 30, 2010.  Race entry fees for the Park Tour will remain the same as last year. 


New Races/Inquiries


-          Holly Help Pet Miles – Paw Print Sprint and Wiggle Waggle Walk One Mile Events:  The insurance question from last month has been resolved and the event is set for May 30th.  Wendy Weidner will give a more detailed report at the April meeting.


-          Girls Incorporated of Bristol/Bristol Challenge 6k:  Tabled until the April meeting.


-          5k race in downtown Abingdon (John Iskra):  John is working with James Agner (Race Director for the Highlands Spring Chase 15k) to organize a 5k race to be held on August 1st during the Highlands Festival.  John is requesting to hire SFTC to manage the finish line and provide volunteers.  Mary Rodriguez agreed to be the Liaison.


-          Low Vision Center Races (Jordan Bozeman):  The Low Vision Center is coordinating races in cities where their offices are located.  Jordan is asking for assistance from SFTC to plan a 10k and 5k race in Kingsport.  The tentative date is October 17th.  If approved by the various local agencies and authorities, Jordan would like for it to be a night race.  Phil Horner agreed to be the Liaison.


After considerable discussion, the following action was taken by the Board:


Motion: Matthew Studholme - SFTC accepts the request to be hired for finish line management for both the August 1st 5k race in Abingdon and the October 17th 10k and 5k races in Kingsport.


Second:  Earl Brown


Motion Passed.



Awards Banquet


The annual Awards Banquet will be held on Saturday, December 12, 2009 at The Red Room in Blountville, TN.  Oscar Wagner has posted the Banquet on the Club’s Event Calendar.   Donna Bays will sign the contract with The Red Room and pay the deposit (check provided by Treasurer) as soon as possible.



Long Distance Series – Discussion was tabled until the April meeting



Split Times


Due to the lack of content being submitted by members, it has not been feasible to publish Split Times on a quarterly basis.  The Board discussed the purpose and need for the publication.  After a lengthy discussion of the matter, the following action was taken by the Board:


Motion:  Michael Pope – Split Times will be an annual publication highlighting the accomplishments and events of the running community served by the State of Franklin Track Club.


Second:  Jason Goodman


Motion Passed.


Earl Brown will notify Rob Schoborg of the Board’s decision.  A list of possible articles will be developed at future Board Meetings.



News and Information


          Matthew Studholme received special thanks for his work on the web site.  The web site has always been wonderful but his additions/changes are appreciated.


          Oscar Wagner is available for hire to do timing of any event for which the Club is unable to work.



Old Business


·       Injury Prevention Seminar: Steve and Allison Pastorek will be asked to give an update at the April meeting.


·       Grants:  Tabled until the April meeting.  Board members were asked to review previous emails regarding this matter and be prepared to discuss at the April meeting.


·       Race Walk Representative:  The current Race Walk Representative has not been able to attend the Board meetings for quite a long time.  The Board discussed the need and desire to appoint a new representative who would be able to participate in Board meetings and Club events.  Ruth Ketron agreed to speak to several local walkers (both race walkers and fitness walkers) to determine who might be interested in the position.  Ruth will report her findings either prior to or at the April meeting.



Next Meeting:  The April Board Meeting will be held at 6:30 p.m. on Thursday, April 16th in Room 214 of the Eastman Employee Center in Kingsport, Tennessee.