January 9, 2012
Voting Board Members Present: Steve Pastorek, Bob Townsend, Tom Murrell, Sheri Nemeth, Ruth Ketron, Debi Secor, Jamie Mains, Sam Culbertson, Matthew Studholme
Members Present: Board Member Only meeting
Guests Present: None
Approval of Minutes: Steve Pastorek stated the minutes from the November 2011 meeting were sent to all Board members.† The minutes of the meeting were, upon motion duly made and seconded, approved as presented.
The club lost $289 for 2011 but would have made money if paid the $5,372.80 owed.† Tom will contact the YWCA for the Turkey Trot money and Matthew will contact Phil for the Speedway money.† Steve will contact Mary to discuss the budget for 2012.
††††††††††††††††††††††† ††††††††††† 2011†††††††††††††††††††††††††††† YTD 2012
Income †††††††††††††††††† $32,726.87 †††††††††† †††††††††††††$1,552.30
Expense††††††††††† †††††† $33,015.90†††††††††††††††††††††††† $4,081.84
Net Income†††††††††††††††††† ($89.03)††††††††††† ††††††††† ($2,529.54)
Assets†††††††††††††† †††††† $14,506.36†††††††††††† ††††††††† $11,976.83
Job Description Review:
Area Reps:† They are responsible for helping race directors wanting to use SFTC for finish line management.† They will be the liaison between the race and club.† Tom also suggests that they use race results to help race directors understand they may have a low turnout which makes it difficult to make money on a race without a sponsor. ††Races that use the club still have to get their own insurance policy.
President-Elect:† Debiís role is to learn and help as liaison with races.† This position should get as involved as possible.
Board Meeting Dates:
Due to conflicts on Monday, the Board agreed to move the meetings to the 2nd Tuesday of every month with the exception of December and the February meeting which will be Tuesday, the 21st.
The Board discussed and agreed to bring questions to the next meeting for a survey.† The survey will be a hard copy sent to all club members.
Oscar has volunteered to publish Split Times once a year in the spring summarizing the club accomplishments.† The Board encourages Donna and Marie to help Oscar and all club members to submit articles.† †A motion was made, seconded, and approved for Oscar to lead the publishing of Split Times.
Four grant applications were submitted for $500 each.† Three were to support Girls on the Run at South Side, Mountain View, and Fairmont.† The other was a request to support the Abingdon High School Track program.† A motion was made to grant the $500 to each of the Girls on the Run applicants and $200 to Abingdon to cover their cost of new uniforms.† The motion was seconded and unnamously approved.
A motion was made to cap our donations to a maximum of 20% of available funds per grant cycle.† The motion was seconded and unnamously approved.
Matthew would like to buy more mats for the chip timing system to more easily time races where the start and finish lines are different.† The total cost for the new mats is $2,000.† Steve requested that we receive the Speedway payment before we buy the mats.† Matthew made the motion that the club buys four more mats, antennae, and cables.† The motion was seconded and approved.
Hank sent Steve an e-mail asking to buy our chip timing system.† The club discussed and determined that chip timing system has been very helpful with our races and we will continue to use it for future races.
A revised brochure was sent to all members for review.† Board members will review and approve by Friday.† Sheri will send to Able Printing by Tuesday so it will be printed and ready for War Party.
2012 Track Club Series:
Long Distance Series:† A motion was made to increase the number of races by one to four races plus one wild card.† The motion was seconded and approved.
A motion was made to require SFTC members that are interested in participating in the competitions sign-up for each competition.† Tables will be set-up at War Party for sign-up.† Matthew will put it up on the website and also provide a list showing members and non-members for War Party to encourage non-members to sign-up.
Trail Series:† The club will continue with top Male, Female, & Masters plus all qualifiers will receive a special award.
Kids Series: the Board agreed to increase the number of races required to qualify from three to four.† They still do not have to sign-up for the series.† Debi suggested we also have a series for 14 and under kids. Sam suggested reviving the Prince and Princess series which would require 5 5K races plus they would have to work one race and be a track club member to qualify.† It would follow the same age-grading rules as K&Q.† There will be awards for all who qualify.† Matthew will talk to volunteers to help run this series.
K&Q: †A motion was made only 1 Board meeting pt. can only be used toward volunteer points.† The motion was seconded and approved.†
Chasing Snakes is the next race.† Donna is the race liaison and will use chip timing.
Depot Dash is requesting SFTC to help with the finish line again this year.† Sheri is going to be the liaison.† The Board agreed to support it.
Johnson City Senior Center would like STFC to manage a new race April 14th.† Donna Bays volunteered to be the liaison.† The Board agreed to support this race.
Justin Hunt and Caitlin Wilson are going to share the equipment manager responsibility and split the volunteer points.
Pioneer: Held on Dec. 17th.† There were a total of 144 runners this year.† Bob received several letters of thanks from runners and the food was a success!
Points for Social Director:† The Director will get a 5 point base and a point for every event that she attends.
February meeting will be held on Tuesday, 21st.†† The meeting will be at the Boones Creek Christian Church.† The rest of the meetings will be the 3rd Monday of every month.