Present: Andrew Zapanta, Brian Keena, Bess Tarkington, Pam Johnson, Lyle Henofer, Kristen Keller, Joan Esposita
Absent: Bill Duxbury, Jen Bauerle
The meeting was called to order. Minutes of the July meeting were approved. The treasurer reported a balance of $51,468.50 which included training program and marathon fees. The board discussed the Four Miler. The weather was hot and three runners needed hospitalization and there were some problems with walkers starting too far forward. Note, the racers extended one half mile back from the start. Foxfield is near the limit of parking, a new Four Miler route might be near University Hall. However, the football schedule will affect whether this location is possible.
Cynthia will report about the Four Miler at the October meeting. Upcoming races include the Pepsi 10k on September 13 with Carol Finch as director assisted by John Lloyd & Jay Wilderman. The Buck Mountain half marathon is Sunday October 12, the Chocolate Chase will be October 13, the Blue Ridge Burn trail run on November 8, the Turkey Trot on Thanksgiving and the Men’s Four Miler on December 6.
The board discussed whether winners of the Lifetime Service Award should be exempt from CTC dues, the cost of the banquet and race fees. There was support for exempting the winners from dues and the banquet cost but not from race fees as the fees benefit charities. Also, it is better to do this by amending the CTC policies rather than the CTC bylaws. A motion to amend the policies to exempt Lifetime Service Award winners from dues and banquet fees was approved; the membership updates and banquet notices must be changed to send different letters to Lifetime Service Award winners.
Leah Connor, a graphic designer, has volunteered to assist Chris Samley with the website design. She presented a packet a idea for the website. Board members should send comments about this packet to Andrew. Other issues, Constant Contact can send out mass emails. The cost would be $420 per year for up to 5000 addresses, a 30% discount. Adobe Dream Weaver can help redo the website, the cost would be about $200 using the educational discount. It will be necessary to remove names of members who do not renew from the email list.
The motion to approve constant contact for one year at the cost of $420 was approved. The motion to approve $1000 for web design to include Adobe Dream Weaver was approved.
Lyle discussed removing the RMRS telephone number from the website and how to get a message box for race information, etc. An actual telephone is required and would cost about $30 per month plus installation. Alternatively, a cell phone could be used, however, the purpose is for outgoing messages not as a place for callers to leave messages. Another choice is an answering service which costs about $40 per month. Lyle also reported that UVA is getting ready to redo the track and that Mark suggested that the CTC make a donation to keep our access to the track. Mark suggested a $25,000 donation. There was discussion about what the CTC would get for this donation and that it is a large sum of money, about half of the CTC’s funds.
The use of headphones at races continues to be an issue. The RRCA “discourages” their use. The CTC race directors can set rules prohibiting their use. The CTC needs to back these rules. The CTC can put this rule in the newsletter, on race application and on signs at the races. This prohibition would apply to both races and training programs. It was suggested that CTC begin an education program and begin the rule in January 2009.
The board also discussed the banquet. Because several cars were broken into at the last banquet at Chef Ted’s, the board is considering other locations such as Alumni Hall, Fry’s Spring or hiring security for Chef Ted’s parking lot. The elections will be at the banquet, those members whose terms end are Brian, Andrew, Lyle and Jen.
The Four Miler training program was very successful; 1452 registered, 85 pink ladies and 15 white ladies.
The next meeting will be Monday October 6, 2008 at 5:45 PM.
