State of Franklin Track Club

Board Meeting

September 17, 2009

6:30 p.m.

 

 

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

 

Non-Voting Board Members/Position Holders present:  Bob Townsend, Ruth Ketron, and Donna Bays

 

Members and Guests Present:  Sam Culbertson, Barbara Taylor, Grover Taylor, Barbara Bogart, Karen Seiferth, and Timothy Seiferth

 

Approval of Minutes:  Earl Brown stated that the final draft minutes of the August 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: 

 

            Total Income since last report:         $      907.92

            Total Expenses since last report:    $        78.86

            Total Assets as of 09/17/2009:       $ 19,936.06

 

SFTC has received a $50 donation from the Race Director of the Christopher Todd Richardson Memorial 10K.  In her note the Race Director expressed her appreciation for SFTC allowing open listings on our Event Calendar.

 

The Board reviewed the updated equipment rental chart.  After some discussion the following action was taken by the Board:

 

Motion:  Matthew Studholme:  If a Race does not pay for services or rental equipment fees, prior to subsequent rentals that Race must pay all past due fees and pre-pay for the upcoming fees.

 

Second:  Mary Rodriguez

 

Motion Passed.

 

 

Split Times – The website has been updated to reflect the current status of Split Times.  Member Jeff Bloomer submitted a great article chronicling his successful return to running after a major injury.  Ruth Ketron expects to complete her article on caffeine before the October meeting.

 

Race Walk Report – Ruth Ketron

 

Ruth has continued her efforts to contact area Race Directors to encourage the addition of both competitive and fun walks to all events.  Chasing Snakes 10K will be adding a four mile walk to their event in 2010.  Several other Race Directors indicated they were also considering the addition of walks.  So far in 2009, fourteen area Races have included walks in their events.

 

Race Reports: 

 

Green County YMCA 5k:  A great turnout with 145 runners.  Everyone was pleased the rain stopped before the race but they were even more pleased with the fabulous race shirts.

 

Jonesborough Parks & Recreation 5k:  The Club has received a thank you card from the Race Director expressing her appreciation for Michael Pope’s assistance with the Race.  The race went well with 61 finishers.

 

Cancer Outreach Foundation 5k Hope Run:  A really fun race on the Creeper Trail with a total of 97 finishers.

 

Eastman Road Races: Over 1,500 participants in all three events.  The 10k went really well except that one aid station ran out of water.  The 3k finish line backed up due to the fact that runners were not able to spread out in the short distance.  Multiple finish line chutes would possibly solve the problem.

 

Iron Mountain Trail Runs:  This Race, which starts and finishes on the Creeper Trail in Damascus, has historically been a 50 mile race.  This year, in addition to the 50 mile race, the Race offered both 30 and 16 mile options.  All three events, which start at the same time, meet the criteria to be included in the Trail Series competition.  After some discussion the Board took the following action:

 

Motion – Earl Brown:  The Iron Mountain Trail Races will be added to the 2010 Trail Series competition.

 

Second – Matthew Studholme

 

Motion passed.

 

Booth at Eastman Expo – Bob Townsend

 

As in past years, the Club had an information/membership booth at the Eastman Road Race Expo.  This year we received $126.00 for three family memberships and three individual memberships.  We also received $100 in t-shirt sales.  The event organizers sent a thank you letter to the Club for participating in the Expo.  It was mentioned that it would be nice to have a brochure about the Club to hand out to potential members.  Donna Bays will prepare a draft brochure to be reviewed at the October Board meeting.

 

 

Upcoming Races:

 

Rhythm &Roots 5k:  Michael Pope will be assisting with RunScore. 

Apple Festival Races:  Michael Pope will be the liaison for the races.

Racewalk Championship:  Pre-registrations are down from previous years so they are hoping for lots of late registrations.

Laurel Run Ascent/Picnic:  Volunteers are needed for the picnic.  The Club furnishes the hotdogs, buns and plates and participants bring side dishes.     Duck Island Fall Mile Races:  Jason Goodman will direct the races.

YWCA Turkey Trot 5k:  Oscar Wagner will be doing the finish line management.

 

New Races:

 

Tri-Cities Christian Schools 5k:  Sam Culbertson presented this new race to the Board.  The race will most likely be on April 24, 2010.  The course is yet to be determined but is planned to be entirely on school property.  As the Race Director, he would like to hire the Club for finish line management.  After a brief discussion the Board took the following action:

 

Motion – Matthew Studholme:  SFTC accepts the request to be hired for finish line management for the Tri-Cities Christian Schools 5k.

 

Second – Earl Brown

 

Motion passed.

 

Insurance:  Matthew Studholme raised his concern that the Board has not yet completed its inquiries regarding insurance coverage, specifically insurance to cover our volunteers at races that are not club-owned.  After much discussion, it was agreed that Matthew will ask Janine Myatt to assess our situation and report her findings to the Board.  It was also agreed that Earl Brown will send an email to Nicole Goodman to see if she has anything to report regarding the matter.

 

Strollers/headphones:  The Board continued their discussion regarding the Club’s stand as to the use of strollers and/or headphones during races.  Earl Brown agreed to do some research and bring in some examples of how other Clubs are handling this issue.

 

Equipment Update:  Oscar Wagner has completed the new finish line chute that includes 20 bases/poles and he also provided a rolling storage case.  Graciously, Oscar only charged the club the cost for the materials and donated his time.  In appreciation of his time and effort, the Board agreed to purchase and give to Oscar a $50 gift card.  Mary Rodriguez will take care of this matter.

 

Other Business:

 

Annual Elections:  Bob Townsend announced that the ballots for the annual elections are due to be mailed in October, typically after the October Board meeting.

 

Candidates are needed for the following:

 

            President Elect (Matthew Studholme agreed to run for this office)

            Race Walker Representative (Ruth Ketron agreed to run for this office)

            Most Improved Runner, Male and Female

            Race Walker of the Year, Male and Female

            Race Shirt of the year (excluding previous two winners –Rhythm & Roots                                and Rhododendron)

            Race of the Year (excluding previous two winners – Bays Mountain and                                   Eastman Road Race)

            Special Awards:  Everyone is to e-mail Bob Townsend with any thoughts                                for this award.

 

Membership renewal forms and race entries will also be included with the mailing.

 

On-line Membership Renewal:  The Board discussed the possibility of offering on-line membership renewals.  Matthew Studholme indicated he would be willing to set this up.  The Board agreed it was a good idea and should be pursued. 

 

Voting privileges for Secretary, Race Walker Representative and Volunteer Coordinator:  The Board discussed changing the status of the Secretary and Race Walker Representative from non-voting to voting Board members and changing the Volunteer Coordinator from an appointed position to an elected voting Board member.  After considerable discussion, the Board took the following action:

 

Motion – Earl Brown:  The Secretary, Race Walker Representative and Volunteer Coordinator should be voting board members. 

 

Second – Matthew Studholme

 

Motion Passed. 

 

In order for the above action to be effective, the Bylaws will require amendment.  As stated in the Bylaws, any amendment to the Bylaws must be published at least 60 days immediately preceding the Board meeting at which they will be voted upon.  Donna Bays will forward proposed amendments to Matthew Studholme for publication on the Club’s website and same will be voted upon at the December meeting.

 

Back-up Webmaster: The Board continued their previous discussions regarding the need for a back-up webmaster.  It was agreed the Earl Brown will serve as a back-up for posting of race results.

 

There being no time to conduct further business, all remaining agenda items were tabled until the next scheduled meeting.  The meeting was adjourned.

 

The next meeting will be on Thursday, October 15th.