Attendees: Eric Fields, Rob Schoborg, John Hopkins,
David Fox, Brenda Fox, Bob Townsend, Sam Culbertson
By next meeting, we will have liaisons for
races in place. Also plans for club volunteers will be finalized.
"Split Times" is not being paid for by club
dues.
We need $2K-$3K in working capital for our
checking account.
We need to decide how much to earmark for
equipment. Tandy Fleming should have the guidelines for said item. We need to
be more selective in picking partners to use the equipment and in expanding
the use thereof.
We need to push a new members booth @ the
Eastman race.
Feb. 12, 2004 - NE State Tech
Attendees: Eric Fields, John Hopkins, Sam Culbertson
We need to establish a criteria on what to charge new
races for equipment
Liaisons and volunteers will be assigned @ next meeting
War Party and Surgoinsville are only races remaining this month
Race Directors Training will be provided this Saturday before War Party
@ 9:30
Next meeting will be Mar. 4th 7pm @ NE State Tech
Apr. 1, 2004 - NE State Tech
Attendees: Eric Fields, Rob Schoborg, John Hopkins,
David Fox, Bob Townsend, Sam Culbertson
Finances, as of Mar. 31:
Checking Balance: $ 6,035.71
Savings Balance $ 2,037.11
A volunteer coordinator position is needed to call
volunteers rather than using the current method of sending mass emails.
Someone with time and salesmanship ability would be a desirable candidate. The
volunteer coordinator will interact between the SFTC membership chairperson
and each race liaison.
David Fox will contact candidates and hopefully a
person will be appointed by next meeting.
Rob proposed the following:
A. The club provide "maximal" volunteer support for our
top 5 to 6 races.
B. The club provide two levels of management for other
races. i.e., equipment + 1 volunteer to transport it or volunteers for race
timing and results only.
C. The club not take on any new races until the
volunteer situation improves.
Item C was voted on and passed. Items A and B were postponed for consideration
after the volunteer coordinator position has been in place for a few months.
Eric, Rob, David, and Tandy will meet to determine
possible changes to race management pricing.
Rob, Bob, and Eric will draft a letter to the membership
outlining what the board is doing regarding weak volunteer turnout and the
high workload on our current volunteer pool. Will the number of races go down?
Will the quality of races decrease?
May 6, 2004 - NE State Tech
Attendees: Eric Fields, John Hopkins,
David Fox, Sam Culbertson
The April checking balance is $5,797.31 and the savings
balance is $2,037.61
Chris Beach is unable to serve as President-Elect, but
has accepted the volunteer coordinator position. He will maintain a database
for those willing to be finish timers, card grabbers, finish line workers,
etc. Race liaisons will come to Chris for volunteer needs.
Rob Schoborg is willing to be President-Elect. His term
as Johnson City Rep. ends this year. The by-laws indicate that a membership meeting be held for the purpose of
nominating and electing a President-Elect.
Rob, Eric, David, and Tandy have prepared the new race
management fees. The new fees
involve a sliding scale based on the # of finishers. Also equipment will now
be a-la-carte, with races paying only for the items they need. Meanwhile, during the transition year, an average of the old price
and the new price will be used. There will a 50% discount for schools.
Hopefully, the number of races the club helps manage may be cut to a
reasonable number.
David has created a page for race directors to estimate
the cost of race management and equipment. The page is a part of the web
site.
The board discussed the guidelines surrounding our RRCA
race insurance. In order for a race to be covered by our insurance, our members
should be a part of the race staff and/or the club should own the race.
Three motions were tabled until next meeting:
Do we want to sponsor the Bristol Cross?
Should we set aside funds for equipment repair and/or
to repair old equipment
Should we alter the KQ requirements, adding a
clause that says SFTC must be hired to work the event? This is being
considered as a way to curtail some races who are using SFTC members as
volunteers but are not hiring the club to work the race.
July 1, 2004 - NE State Tech
Attendees: Eric Fields, John Hopkins, David
Fox, Rob Schoborg, Brenda Fox (proxy secretary for Sam Culbertson), Mark
Skelton
The June checking balance is $5,021.22 and
the savings balance is $4,037.61. $2,000 was transferred from checking to
savings to be earmarked for equipment maintenance.
The board voted to reword the "donations"
portion of our membership form. The form will no longer explicitly state that
the money will be used for scholarships. While the club will continue to
donate money to schools and other youth-oriented functions, this change will
simplify the bookkeeping process, eliminating the need to track every
scholarship dollar. John estimates that only about $75/yr has been donated as
scholarship funds, even though the club has actually donated several times
that amount every year.
The club will have a booth at the Eastman
Road Race Fitness Expo, as we have in the past. Steve Pastorek (Membership
Chair) will be in charge of setup and staffing. Eric Fields will notify Steve
of this need.
David Fox reported that the SFTC Volunteer
Questionnaire data has been loaded into the SFTC website database. Members can
update their volunteer preferences online. Chris Beach (Volunteer Coordinator)
has special access which allows him to query the data to find volunteers for
club functions.
SFTC has been hired to provide registration
and results for the FunFest Mountain Bike Rally on Monday July 19th. David Fox
will be the race liaison.
The club is seeking a new race liaison for
the Phipps Bend 5K in mid August. Madelyn Fox has volunteered to accept this
position. The board discussed this with Mark Skelton (race director) and
approved the assignment.
The board accepted Hank Brown's resignation
as Race Management Chair. The board voted to fill the position with David Fox.
Members of the Ashville Track Club have
challenged SFTC to a team competition at the Springmaid 10K adventure race in
August. The board felt that this could be a good cross-club activity. If
successful, SFTC may do likewise at the Roan Mtn 10K. David will send out an
email announcement and Eric will act as contact point.
Several changes to the SFTC Bylaws were discussed and reviewed. Rob
Schoborg will type up a draft to be reviewed at the next meeting. Final
changes will be presented at the SFTC Awards Banquet in December. The banquet
will serve as a general membership meeting.
Rob Schoborg is interested in providing a photography service at some SFTC
races. He will own the equipment but is willing to share some of the profit
with the club. The board was receptive to the concept and Rob will investigate
further.
Aug. 12, 2004 - NE State Tech
Attendees: Eric Fields, John Hopkins, David Fox, Rob
Schoborg, Brenda Fox (proxy secretary for Sam Culbertson), Steve Pastorek,
Alison Pastorek, Oscar Wagner
The July minutes were read and approved
Treasurer's Report: $5,800 in checking and $4,000 in
savings
The scholarship/restricted fund has been
intentionally depleted so the account can be discontinued. This
donation-based fund has not had significant activity even though the club
has continued to donate $$ to school-related activities.
The board voted to designate the savings account as
an account for capital goods (ie. race management equipment).
The small clock is not functioning again. After
discussing with the clock company Tandy Fleming (equipment manager) recommends replacing the small
clock. A replacement will cost approx. $800-$1000. The board voted to
authorize a purchase of up to $1,000 for a replacement small clock.
The board voted to allocate 25% of race management
revenue into the capital/equipment savings account. As John receives race
management income, he will put 25% in the capital account and the remainder
will go into checking
The Volunteer Coordinator role will be used to
solicit volunteers for the Phipps Bend 5K. If this process turns out to be
unworkable then the board may consider other options.
Some members of the board expressed interest in
seeing a preview copy of the SplitTimes newsletter before it was printed.
Eric will discuss this with Nick Whited.
The board discussed the upcoming SFTC elections. Open positions are: President, President-elect, District1
(Bristol) Rep, District2 (JC) Rep. Rob Schoborg has offered to run for
President. If elected, Steve/Allison Pastorek have agreed to finish out
Rob's Dist.2 term thru 200x. Eric will draft up a note announcing the
elections to be sent to the SFTC distribution list.
David will authorize other board members on the
website so they can use the SFTC distribution list.
Race Management:
The O.Winston Link 10K (Sep. 18th) needs an SFTC
liaison, but we have not been able to locate one. (Note: This race date
conflicts with Rhythm & Roots). David sent out an email request but got no
responses. Rob has offered to deliver equipment but the race would have to
provide all staff.
Hank Brown has suggested that SFTC relinquish
ownership of the Santa Special race. Hank has managed the race for the last
few years, with profits being donated to the Kpt Animal Shelter. The board
voted in favor of this suggestion. Since the race is no longer club-owned,
then SFTC equipment rental fees will apply.
Due to a misunderstanding over SFTC's race management
fees, the SugarFree 5K race held this past Dec. 31st 2003 was not charged
the normal $300 fee for SFTC equipment, timing, and results. David has
talked to event director Jenny Rogers and determined that the fee is no
longer considered due. Jenny said that the race will not be able to afford
the SFTC fee in the future so she will seek high school equipment and
volunteers.
Amendments to SFTC Bylaws:
Rob has drafted up a new version and will email it to
board members.
An item needs to be added acknowledging the Equipment
Manager position
The current bylaws require a bylaw amendment to be
presented at a general club membership meeting and voted on at the next
general club membership meeting. The board decided to declare a general
membership meeting at the 2004 Roan Mtn 10K race in November with the
subsequent g.m. meeting to be held in December at the SFTC Awards Banquet.
The amendments will be presented at the Roan Mtn meeting and voted on at the
Awards Banquet. In addition, Eric will send an email to the SFTC
distribution list telling of the proposed amendments and explaining the
process for reviewing the amendments at Roan Mtn and voting on the
amendments at the Awards Banquet.
Steve Pastorek forwarded a concern that the $40 fee
for a copy of the SFTC mailing list might be too high. The $40 fee is set to
be equal to the cost of a full-page ad in the SplitTimes, which is
effectively the same thing. The board discussed this fee and determined that
$40 was appropriate considering the high value associated with a targeted
running audience. It also reflects the time and effort required to maintain
the SFTC data.
Oct. 7, 2004 - NE State Tech
Attendees: Eric Fields, Sam Culbertson, David Fox, Wendy Weidner
Guests: Harriet Locke, Oscar Wagner
The Board
voted on a clarification of the KQ volunteer service requirements. The
decision was that KQ volunteer service must be done at either
an SFTC-owned race
a race that SFTC has been hired to manage, or
a fund-raiser/social activity that supports the club
Eric volunteered to fill the volunteer coordinator
position starting in Jan. 2005.
The Board passed to designate the “Take Back the
Night” race as a K/Q race.
The Board passed to buy a Time-Tech timer for a back
up for our present system. The cost is $750-$800.
The Rhythm and Roots course will be recertified.
Hopefully, Oscar and Eric’s Dream Course will become a reality.
Tandy is returning our new small clock because of a
crack. The company will replace it.
Nov. 4, 2004 - NE State Tech
Attendees: Eric Fields, John Hopkins, Sam Culbertson,
David Fox, Rob Schoborg
Guests: Bob Townsend, Brenda Fox, Oscar Wagner, Steve Pastorek
Due to conflicts, 2005 War
Party Run will be changed from Feb. 12 to Feb. 5.
The Blue Plum Race was
approved as a part of the K/Q series.
Director Matt Studholme
will be invited to a future Board meeting to discuss narrowing the scope of
“Born to Run” series.
Bob Townsend reported the
SFTC election results. Those results will be announced at the Dec. 10
Christmas Party.
Roan Mountain reward
ceremony will be held at the campground area.
The Board voted to
continue its affiliation with RRCA.
A vote on the acceptance
of SFTC blankets was postponed until further information will be provided.
