The meeting was called to order by John Phillips at 6:00.

Members present:
John Phillips, Roger Boak, Annie Hadow, Bill Dubinsky, Terry Garrett, Bob Hoekman, GiGi Wark, and Tom McBrayer.

Members not present:
Ralph Collins, Randy Carlson, Jeremy Mills, John Reich, Cindy Sosa, Michele Fredenberg-Arriaga

Others present:
Bette Lehmberg, Bill Smith, Kristine Thompson, Rick Burris and Robby Sabban of Clear Lake Fitness Club

Just For Kids Fun Run
The first order of business was a brief meeting of the Just for Kids Fun Run Committee to discuss the current status of the event. Kristine Thompson of Memorial Hermann Sports Care, Bill Smith and Bette Lehmberg were in attendance for this portion of the meeting. John Phillips asked about the involvement of the Police Department and offered to get their involvement in the activities. They have already agreed to participate through Memorial Sports Care. GiGi Wark brought the board up to date on the progress of the run. Memorial Hermann Sportscare is the main sponsor of the run. The applications have been distributed to schools, running stores and other venues. Tom McBrayer, Bill Smith and GiGi discussed what equipment will be required for the event. GiGi has also been in contact with Joe Sellers about meeting the requirements for food distribution. Bill Dubinsky reported that all of the permits and insurance forms were applied for and/or approved. A request for more volunteers and support from the board was issued, as turnout at the committee meetings was very light. The packet stuffing was set for Monday November 11, 2002. John Phillips was going to look into getting a banner for the race.

Reading of the minutes:
The minutes of the September meeting were approved and accepted.

Report of the President:
John made a brief statement regarding the pending vacancy of the treasurer and webmaster with the departure of Jeremy Mills.

Reports of Directors and committees:

Treasurer - Jeremy Mills
Jeremy was absent however submitted this report.

I have recently accepted a job opportunity in College Station. Beginning October 7th, I will be living in College Station during the week, while spending most weekends in Houston. If anyone knows of anyone who is interested in taking over as treasurer, please let me know. I will still be able to serve in that capacity until a replacement is found (through the end of my term, if need be), but I will not be able to attend any future board meetings. I would estimate that I spend about 1-2 hours per week on treasurer duties. The only major project is the tax forms (due May 15th), and I spent between 5-10 hours on those for the 2001 return. I should be able to continue serving as webmaster with no difficulties. Since most communications concerning the webpage are electronic, being 100 miles away is not really a disadvantage.

He also submitted a monthly statement which is filed with the minutes.

The board discussed the situation and again it was decided to delve into the volunteer pool for a replacement. We will also request Jerry Smith to send out a request via email and GiGi will put an ad in FootPrints.

Power in Motion - no report

V.P of Road Race Management - no report

V.P. Of Clubs - Roger Boak
The Club standings are not ready at this time. The Tour de Bayou warm up has about 40-50 runners participating.

Membership Committee - Annie Hadow

Annie then opened a discussion of the level of service we expect to provide to our membership and whether we should consider paying someone to assist with some of HARRA's administrative duties to maintain that level. She and Camille have discussed hiring someone to share administrative assistance for us and for the Bayou City Classic. There was considerable discussion about this topic and whether such a position was necessary. It was pointed out that there were clearly many areas of service on the board that required significant time commitment, and that we are a volunteer organization and such expenditures may not be fully justified at this time. John Phillips recommended that we draw upon the volunteer pool maintained by Mercedes Tarley to fill voids as they are created. The board decided to pursue this avenue.

Annie also announced that effective immediately, she would no longer answer the HARRA Hotline, but would be happy to let whoever takes it over know how to pick up messages. She felt that most messages were a waste of time that distracted from her main duties as Membership Director. This opened a discussion as to the level of service that HARRA should provide its members. Terry Garret offered that the very minimum of service would be a response to any and all questions via the Hotline or email. GiGi reiterated that John Phillips’ very first statement as President of HARRA was that we are a service organization and that he wanted every request to the board to be responded to by a board member or a referral to someone who knew the answer. John then assumed responsibility for the Hotline.

V.P. of Communications – GiGi Wark
GiGi reported on the first issue of FootPrints and extended a heartfelt congratulations and thanks to all who contributed to her first issue. The changes seemed to be very well received. She applauded the efforts of her assistant editors and promised to maintain and improve upon this level of quality. There were a few minor problems, however these were of a technical nature and would be taken care of with a little more experience. The major problem came from distribution. Postage is complicated and requires that we present a tax exempt status in order to get the best rates. Also there was a problem with a number of members not renewing until after the deadline for getting on the mailing list. This created difficulties and necessitated personally mailing copies to individuals. There was some discussion about responsibilities of the Membership Director and communications between the various constituents involved in communications between thew board and the membership. Finally she wanted to point out that the deadlines were critical for the timely publication of the newsletter.

Roger Boak spoke for the board in congratulating GiGi on the quality of the publication and the fine job that she is doing.

Bill Smith agreed to take care of the postage issue.

Students Run Houston - John Reich
John was unable to attend the meeting and submitted the following report.

Bad news first. Conoco will not be our title sponsor this year. Due to their merger they have changed priorities and funding is tight for running. They want to be able to maintain their contribution level from the Rodeo Run to the rodeo scholarship fund, and they are adding a 5K to this year's Rodeo Run so SRH just didn't fit for them.

Based on money not spent last season and a contribution from the ALRC this year we'll be able to support 50 kids in the program. If I can find a sponsor to replace Conoco we can shoot for 100 kids.

I am finalizing school contacts this month so we have a stronger recruitment this year. Responses have been slow but I am still optimistic that things will come together.

I have not set our schedule yet but am planning to kick off the program in January rather than at the Jingle Bell Run in early Dec. I think this change will compact our season and give us a closer relationship with the students. It will also prevent conflicts with HISD's winter break.

As I mentioned at the last meeting I'll be leaving Houston in May or June so the final thing I have been working on is replacing myself. I have contacted a few of last year's volunteers about taking over. As soon as I find someone I hope to make them a co-director for this season to insure a smooth transition. I have been talking to Zack Gonzales who will serve as co-director this year and take over next year.

Bayou City Classic – Terry Garret
There has been a meeting and Committees are set and doing their jobs. The Portland meeting for race directors was very informative and Terry will try and incorporate some of their ideas. His immediate concern is getting more volunteers to serve on various committees.

Equipment - Tom McBrayer
Tom reported that he will get together with Shawn Smith to arrange for the needs of the USATF for the Cross Country Meet. John Phillips and Bill Smith will make arrangements for the Kids Run equipment.

New Business
Mile markers at the park were already being placed.

Roger brought up the issue of the demise o the Derby Dash and wondered if there was a suitable replacement.

Old Business
Bill Dubinsky brought up the issue of the $1.00/member tithe requested by the RRCA. There was a brief discussion and John stated that he was pretty much dead set against it. He would look into it a little further, but at this point felt it was an unnecessary expenditure.

The meeting was adjourned at 7:37 pm.