HARRA Leadership Team Meeting

October 18, 2004

Meeting called to order 6:05pm

Attendance:  Roger Boak, Pamela Wilmon, Camille Yarbrough, Annie Hadow, Mark Fraser (BCRR), Mick Midkiff (BCRR), Jay Lee (BARC), Lisa Ruthven, John Cody (Memorial Park Running Club), Barbara Shepard, Steve Shepard, Bob Hoekman, Tom McBrayer, Randy Carlson, Doug Spence, Audrey Christiansen, Rachel Guenther

1.  USA 10 Miler Post-Mortem – Jay Lee

Jay said the race went well.  There were 880 registered racers in total.  Jay expressed appreciation that the RRCA “moved heaven and earth” to get wayward Gatorade to the race on time.  Due to a race morning slip up there were no restrooms on the racecourse.  Bob pointed out that there is no current HARRA race requirement for restrooms on the racecourse.

Unfortunately, the scheduled EMTs didn’t show up.  Four people “went down”.  Three went to the hospital, and the fourth managed to recover and finish.

Bob asked Jay if he had followed up with the EMT supervisor to ask why the EMTs did not show up.  Jay said he had not, but will follow up.  Bob also asked if the EMTs were paid or volunteer, citing that paid EMTs have a higher turn-up rate.  Bob said EMTs are especially needed at the race finish, as runners have come to expect aid stations even for relatively minor concerns such as band-aids and ointment.

Steve asked for a poll of race directors of the Fall/Spring Series for EMT sources and recommendations.  Bob will co-ordinate with Camille.  Bob and Jay will provide input.

Tom asked what back-up is available for EMTs other than 911.  Steve and Tom asked what race directors should do if a race is about to start and there is no EMT.  Barb said she had stopped races before.  Jay said he had asked for the EMT thirty minutes in advance.  Barb recommended a one-hour advance show-up time for EMTs, as well as having a call-list available, so that if the EMTs do not show, there is still time to call and organize back-up.

Bob said EMT is a relatively new concept, that only a few years ago there were none.  Barb cited the rise in the average age of race participants as a contributor to the current need for EMTs.  Bob also recommended to Jay a cut-off time for the race, after which no EMT would be required to stay.

Steve asked Bob to develop a set of EMT guidelines for HARRA races for presentation and approval at the November HARRA Board Meeting.

2.  Just for Kid’s Run – John Cody

John reviewed the race organization to date in light of the HARRA requirements.  Posters and applications will be available this week.  Photography will be by Karen Thibodeaux.  The website is up to date with a link on SignMeUp Sports.  Geoff Guenther will update to the HARRA website.  The level of sponsors is about equal to last year.  Pepsi will supply Aquifina water this year.  T-shirts are on order.  HPD officers will provide security.

Regarding the city permits, John asked Audrey for a refundable check and proof of insurance.  Audrey will follow up.  Steve will help John with securing a certificate of insurance from the RRCA.

3.  Fall Series Runner of the Season Prize Money – Roger and Audrey

Roger reviewed the total percentage of participants based on age groups and gender, and suggested an allocation of prize money based on these representative populations.  The allocation needs updating now since the recent addition of veteran divisions.  Roger asked the board to decide how much to distribute in total, what share of the pot will go to each category, and how deep.

Steve said a budget surplus is projected for HARRA for 2004/2005, and proposed doubling the prize money allocation from $1,500 total to $3,000, keeping first place prize money the same across the categories.  He also suggested basing the remaining prize money either on race participation.

Roger moved that an allocation of $3,000 in prize money be made for fall.  Doug seconded.  Accepted.

Steve proposed place limiting to ten deep for every category.  Roger seconded.  Steve moved for $125 for first place.  Minimize prize $25.  Roger seconded.  Accepted.

Steve proposed depth (the number of placings per category) be prorated consistent with race participation with 5 minimum for veteran women.  Accepted.

Roger and Audrey will follow up with specific prize money allocation based on the above approved guidelines and present to the HARRA Board for approval at next month’s HARRA Board Meeting.

4.  Metro Houston Fit – Steve/Roy/Noah

Noah will speak at Katy Fit on October 23^rd.  Steve had a very successful visit to Fort Bend Fit in September.

5.  Mobilizing our Volunteers – Camille

Camille said there are 500 volunteers on the HARRA list.  She is trying to obtain names of volunteers from HARRA races for the purpose of maintaining VVIP records but finds some directors are not forthcoming.

Steve asked why providing a volunteer list is not a HARRA race requirement.  Randy and Barb added that it would not be a burden, but rather an organizing tool for the directors themselves.  Audrey suggested adding it to the requirements for spring.  Steve proposed amending race requirements to include provision of a volunteer list, EMT and back-up guidelines, and port-o-cans along the course.  Randy will prepare this recommendation.

Steve asked how the volunteer list could be better utilized for such HARRA needs as the Marathon SignUp Party, JPMorgan display, the HARRA Booth at HARRA Series Races, site visits to marathon training groups, the Houston Marathon Expo, and so on.  Steve will be preparing a recommended new initiative to make much better use of HARRA volunteer resources.

6.  Halloween Fun Run – Mark and Mick

Set for October 29.  Sunset is 6:37pm, and is just before the time change.  Prizes will be awarded for costumes.  BCRR also has ideas in the works for a Valentines Day Relay.

Steve suggested BCRR email HARRA club contacts and ask Jerry Smith to send an email to his distribution list.  Mark will follow up.

7.  AED/CPR Review – Bob Hoekman

The AED has been in place since 1999.  There are 45 active people, and 3 defibrillators that go to all the large races.  This work is done by a core group of volunteers.  So far, community wide, three people have been resuscitated and saved in Houston by AEDs.  Overall AED is a successful program.  Details are on the web page.  Bob will provide photos.

8.  Activity Updates

Membership – Barb

Barb said there were 1,286 HARRA members.  The memberships tend to come in cycles, usually associated with upcoming races.

Friends of Herman Park – Randy

“Friends of Herman Park” has been renamed to “Herman Park Conservancy” and has now asked for the HARRA funds dedicated to trails.  Steve asked if the Conservancy would send a formal letter, and for Randy to write and article on ITR celebrating the park donation.  Randy will follow up.

Treasury – Audrey

No new business. Money is coming in for memberships, and going out for Inside Texas Running.

Practice for the Tour – Roger

Two stages out of four have been completed.  There were one hundred people for the first stage, and one hundred and fifteen for the second.  Some people were getting lost on the second practice due to “lost” signs.

Footprints – Roy

November has been sent to ITR.  Lance suggested including material on Bill Smith’s passing, and Steve followed up.

Member Discount Program – Doug

Some bicycle shops have expressed interest, and have asked if they can be sent a membership list.  Steve suggested merchants in the MDP can always check the membership list on the HARRA web site.

Power In Motion – Lisa Ruthven

PIM is now half way through.  Everything has been running smoothly. 

JP Morgan Chase Networking Expo, Nov. 9 – Camille

Steve has broached the organizers about setting up a HARRA table at the networking expo.  Noah Matthews and Steve will attend.  Steve will seek additional volunteers to fill out the team.

Marathon Expo – Camille

Camille raised concerns about HARRA having to purchase a booth this year at the Marathon Expo for fees around $800.  Last year space was given in exchange for advertisements in Footprints.  Steve said he will contact Steve Karpas for assistance with a discount.  Steve pointed out that the website has a good presence, and perhaps a link to the Expo can be provided.  Steve can also offer Jerry Smith sending out a flyer, and can also provide communications to HARRA club presidents.

Open Discussion

Bob asked that an honorary lifetime HARRA membership be awarded for AED Volunteer participation for Donald Willmon.  Steve proposed that the Willmon household be given a lifetime membership.  Randy seconded.  Passed by acclamation.  Annie proposed the McBrayer’s be awarded lifetime membership.  Tom respectfully declined.

Roger will change the Tour de Bayou to Tuesdays in the Spring in response to interest from PIM coaches and participants interested in participating in the Tour de Bayou as well.

Meeting adjourned 7:55pm.