Present: Bill Duxbury, Bill Blodgett, Manoj Patel, Pamela Johnson, Kristen Keller, Joan Esposito
Absent: Leah Conner, Charlie Heaton, Dave Murphy
Guests: Dan Wiggins, Cynthia Lorenzoni, Carol Finch, Theresa Bullock, Kobby Hoffman, Debby Johnson
The meeting was called to order at 6:00 PM. The Board met at the Jefferson Madison Regional Library, Central Branch. The agenda was approved. Future meeting dates were set for February 22, March 22 and April 19, 2010.
Dan Wiggins reported that the 2010 Ten Miler will be April 3. The 2009 race donated $25,000 to PACEM, $6000 to Madison House, $4000 to the CTC, $3000 each to the Charlottesville-Albemarle Rescue Squad and the Western Albemarle Rescue Squad, and $1000 to the Clark PTO. Last year's race received good reviews. The only problem was that the chip timing, at about 92-95 minutes, could not keep up with the number of runners finishing so that nine runners were not counted. This year, race entrants are about 30% ahead of last year; they expect 3000 entrants this year. The START banner is lost again; it will cost $1000 to replace. It also costs $200-$300 to raise the banner. The 2010 race shirt has gone green, the fabric is half bamboo and half poly. What the race needs from the CTC is pace signs for the staging area and many volunteers. This will be the Wiggins last year as directors; next year's race director will need a functional race committee.
Cynthia Lorenzoni that the 2009 Women's Four Miler race donated $325,000, 83% of entry fees and donations, to the University of Virginia Cancer Center. Nike donated $7600 for prizes and $5200 for shirts. Dominion Digital donated the website, the PortaJohns were donated, the space at Foxfield was donated, Pepsi donated drinks, Sir Speedy donated printing, and 2300 lbs of food were collected for the Food Bank. Cynthia's concern for the 2010 race is that the race fills very quickly, within days. This year 3500 entrants will be accepted. They do keep a waiting list and some of those are able to run the race. There is a limit to the number of entrants who can be accepted due to the road capacity. It is very difficult to find another race location that has sufficient parking and does not conflict with UVA activities. One suggestion being considered by the race committee is having a “satellite” race for those who cannot run the Four Miler. Bill Duxbury asked Cynthia to inform the board by the March 22 meeting whether or not there would be a satellite race.
Dave Murphy presented a written report of the various CTC bank accounts.
Kristen Keller presented the race committee report. The Race Director's Handbook has not yet been revised. Carol Finch proposed a system of checks and balances such as a contact person, a person who makes sure money is collected, and a person who schedules races. Kristen, Carol and Leah will be an initial committee to begin the review process. They will get feedback from the current race directors. They will look at standard requirements for all Category 1 and 2 races and issues such as whether Category 3 races should used equipment with a CTC logo.
Deb Johnson presented an inventory of the CTC equipment storage unit. She noted that there are items that are not in good condition and should be discarded.
Manoj presented the election report. The CTC sent ballots to 578 address; there were an additional 68 members who were not listed on the master list. These persons were sent email ballots. The cost of printing and mailing the ballots was $550. Manoj reported that email balloting is very feasible using the Constant Comment system and is secure. Ballots are to be counted on February 1.
The bylaws committee has just begun and had no report. The board requested a report at the April meeting. The Race Director's Handbook should be ready for approval at the July meeting. The budget should be presented at the March meeting. New board members will be known by the February meeting and new officers selected at the March meeting.
The meeting was adjourned at 8:00 PM.
